How to ensure all users are tracked for training according to the competencies relevant to their occupation?

To ensure all users are tracked for training according to their occupational competencies, an administrator must first configure the Training Management module by defining the necessary Competencies, Occupations, and Occupation Requirements. This setup establishes the link between job roles and their required training. Once configured, the system can identify training gaps and facilitate the creation of necessary training records for each user. 1

1. Define Competencies

Each specific training course, license, or skill must be created as a 'Competency' record. This forms the library of all available training.

1. Navigate to Administration > Training Management.
2. On the Competency tab, select New Competency.
3. Enter the Competency Name and other details like provider, duration, and test method.
4. Set a Renew Interval if the competency requires periodic renewal.
5. Select Create. 2

2. Define Occupations

Ensure all relevant job roles exist as 'Occupations' in the system. Occupations are used to assign roles to individuals and can be used for notifications and to determine mandatory training.

1. Go to Administration > Occupations.
2. Select New Occupation.
3. Enter a Name for the occupation.
4. Optionally, assign the occupation to user Groups or Hierarchy levels.
5. Select Create. 3

3. Create Occupation Requirements

This step links competencies to occupations, defining which training is mandatory or desirable for each role.

1. Navigate to Administration > Training Management > Occupational Requirement.
2. Select New Occupational Requirement.
3. Select the Occupation to apply the requirement to.
4. Optionally, apply the requirement to specific Hierarchy levels (e.g., a site-specific requirement).
5. Select the competencies that are Mandatory and/or Desirable for the occupation.
6. Select Create. 2

4. Assign Occupations to Users

Each user record must be assigned the correct occupation for the system to identify their training requirements.

1. Go to Administration > Users.
2. Open the user record.
3. Select the appropriate Occupation from the dropdown list.
4. Select Save. 4

5. Create and Manage Training Records

With the foundation in place, the system can track individual training. While training records can be created manually, the system provides a semi-automated feature to ensure all users have records for their mandatory training.

• Manual Creation: Navigate to the Training Records module to create a new record, linking a user to a competency and entering completion and expiry dates. 5
• Semi-Automated Creation: The system can identify users who are missing a record for a mandatory competency and prompt an administrator to create them in bulk. This prompt appears when creating or editing Occupation Requirements or user records. There is also a "Create missing training records" button in Administration > Users and Administration > Training Management > Occupational Requirements to perform this action at any time. 6

Once this setup is complete, tools like the Training Matrix can be used to visually track training compliance and identify gaps across the organization. 7