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EmployeeConnect Pty Ltd +61 2 8288 8000 GPO Box 2620, Sydney, NSW 2001 [email protected]

EmployeeConnect

Training Module Manual

Version HR3 1

Last updated: 12th February 2015 by Lynn

HR3 Manual Think. Beyond

Think. Beyond

- 2 - EmployeeConnect Pty Ltd +61 2 8288 8000 GPO Box 2620, Sydney, NSW 2001 [email protected]

IMPORTANT CONCEPTS ..........................................................................................................................4

FLOWCHARTS ............................................................................................................................................4

EXPRESS SETUPS .......................................................................................................................................9

Add New Provider ...................................................................................................................................9 Add New Venue ...................................................................................................................................... 12 Add a New Instructor ............................................................................................................................. 14 Add New Course .................................................................................................................................... 16 Create New Schedule ............................................................................................................................. 18 Course Schedule .................................................................................................................................... 19 Schedule Admin ..................................................................................................................................... 20 Session Admin ........................................................................................................................................ 20 Express Registration Calendar .............................................................................................................. 21

METRICS .................................................................................................................................................... 24

Metric Assignments to a course ............................................................................................................. 24 Metric Assignments to a Package .......................................................................................................... 25 Metric Assignments to an Employee ...................................................................................................... 26

SEARCH OPTIONS - METRICS .............................................................................................................. 26

SEARCH METRICS BY COURSE/PACKAGE ................................................................................................... 26 LEARNING GAP – METRICS AND COURSES BY EMPLOYEE .......................................................................... 26

TRAINING PACKAGES............................................................................................................................ 27

CREATE A NEW PACKAGE ........................................................................................................................... 27 ASSIGN A PACKAGE .................................................................................................................................... 29

TRAINING PLANS ..................................................................................................................................... 29

CREATE A NEW PLAN ................................................................................................................................. 29 PLAN MANAGEMENT .................................................................................................................................. 31 TRAINING PLAN PROFICIENCY.................................................................................................................... 32 BULK UPDATE ............................................................................................................................................ 33

REGISTRATIONS ...................................................................................................................................... 34

EXPRESS REGISTRATION ............................................................................................................................ 34 HISTORICAL DATA ..................................................................................................................................... 34 MULTIPLE BOOKING................................................................................................................................... 35

SEARCH OPTIONS - STUDENTS ........................................................................................................... 38

REGISTRATION BY COURSE ........................................................................................................................ 38 TRAINING REGISTRATION BY COURSE ........................................................................................................ 38 TRAINING REGISTRATION BY CALENDAR ................................................................................................... 38

EXTERNAL COURSES ............................................................................................................................. 38

EXTERNAL STUDENT .................................................................................................................................. 38

SEARCH OPTIONS - EVALUATION ..................................................................................................... 41

COURSE ...................................................................................................................................................... 41 CALENDAR ................................................................................................................................................. 41

STUDENT TAB ........................................................................................................................................... 41


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MANAGER TAB ......................................................................................................................................... 41

USEFUL REPORTS ................................................................................................................................... 43

TRAINING COMPETENCY MATRIX .............................................................................................................. 43 TRAINING COURSE MATRIX ....................................................................................................................... 44 TRAINING PLAN METRICS .......................................................................................................................... 46


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Important Concepts

The CIRRUS Training Module provides the flexibility to configure and maintain a Learning Management System that can vary from being the simple storage of training records to the more complex definition of sessions, classes, schedules, plans, packages, costs and the updating of any associated metrics and any level in between.

This Manual will define all the available components and their functions but it is highly recommended that you discuss your actual requirements and expectations with your EmployeeConnect consultant to determine the best configuration of the Training Module for your organisation.

Flowcharts

The following flowcharts depict the correct procedures to create the components required to populate the Training module to enable scheduling, registrations and assessment of trainees.


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Express Setups

The Express tab gives you immediate access to the most commonly used links as a Training Administrator.

The express tab in the Training Module gives you the ability to quickly create new courses, providers, venues and instructors on-the-fly with minimal input required.

Add New Provider

The Express option to Add a New Provider displays the following form:


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The alternative method of adding a new provider is to use the New link on the

Provider List on the Maintenance Tab:


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The following tabbed form will be presented and you are able to add more details than those required through the express setup:

Provider details are split into multiple tabbed forms. When creating a new provider, it is important that the provider id is unique. By using an already saved provider id, a new provider will not be created but the provider with the entered id will be updated.

When adding a new provider, the courses provided tab will be blank. Once the provider has been saved, courses can be assigned to the provider and these will appear within the Courses provided tab

The Contact tab holds the contact information for the provider as well as start and end dates which will determine this provider’s current status.

The Categories tab allows you to flag course types and categories for any given provider.


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Course Level TrainingCourseLevel list value

Course Type TrainingCourseType list value

Course Category Trainingcoursecategory list value

Add New Venue

The Express option to add a new venue displays the following form:

The alternative method of adding a new venue is to use the New link on the

Venue List on the Maintenance Tab:


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The following tabbed form will be presented and you are able to add more details than that required through the express setup:

The new Venue needs to be linked to the correct provider on the Location tab. The Facilities tab allows you to select a design layout, note the capacity and flag any available facilities.


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Type TrainingVenueType list value

Available facilities TrainingVenueFacilities list value

Add a New Instructor

The Express option to add a new instructor displays the following form:

The alternative method of adding a new instructor is to use the New link on the

Instructors List on the Maintenance Tab


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The following tabbed form will be presented and you are able to add more details than those required through the express setup

The new Instructor needs to be linked to the correct provider on the Detail tab. The Status tab gives you the ability to Verify the instuctor and/or create an alert to blacklist an instructor.

When an instructor’s record has been updated to include a verified blacklist alert, the instructor will no longer appear in the pick list of available instructors for their provider.


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Add New Course

The Express option to Add a New Course displays the following form:

Type TrainingCourseType list value

Category TrainingCourseCategory list value

Level TrainingCourseLevel list value

The alternative method of adding a new course is to use the New link on the

Course List on the Maintenance Tab:


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The following tabbed form will be presented and you are able to add more details than that required through the express setup:


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Course details are split into multiple tabbed forms. When creating a new course, it is important that the course id is unique. By using an already saved course id, a new course will not be created but the course with the entered id will be updated.

The Pick Lists available for Type, Category and Level can be updated by a System Administrator if required.

The Start and End dates determine the availability of the course relative to today’s date.

The Provision tab holds information as to the Provider, minimum and maximum number of delegates, duration and any resources required.

The Costing tab allows you to define course costs based on per delegate, per day or per course basis.

The Content tab holds the information relating to whether it is an assessed course or not, a course content file may be attached and SCORM details can be included.

Create New Schedule

The Express option to Create a new schedule displays an updateable report listing all of the defined courses with the ability to Edit:

It is a 2-step process to generate a new schedule. First, select a schedule start date and click the save icon on the left hand side of the row. Once the record has been saved using the save icon, tick the generate box and click the save icon under the generate column, to quickly create the required schedule for the selected course.

The alternative method of generating a course schedule is to use one of the links on the Schedule Tab.


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Course Schedule

Clicking on this link displays a report of all defined courses with the ability to view existing schedules and create new schedules.

Clicking on the New icon displays the following form:


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As a minimum, you will need to enter a start date for the new schedule but you can also enter any of the additional information which could then be included in notifications to employees relating to a booking on this scheduled course.

If you don’t specify a schedule name, the start date of the course will be used when you save the record.

Any of the details that were included in the course definiton, such as Provider, Instructor, Location etc will be automatically included in the new schedule record.

The recurrence option allows the schedule to be repeated in a set pattern. For example, an Induction course might be run every Monday afternoon. Enter the number of recurrences you want to create and at what interval from the start date and click generate. By entering 4 and Week, you can generate 4 week’s of the course scheduled once a week from the start date.

Each schedule could then be edited to change the venue or trainer if applicable.

Schedule Admin

The Schedule Admin report displays similar information as the Training Course Schedule report but also includes any existing schedules relating to the courses and their current status.

You can Edit an existing schedule record, create a new schedule or view information relating to sessions for a scheduled course.

Session Admin

A training course is often conducted over multiple days, called sessions. The Session Admin link displays a listing of all existing schedules and their defined sessions.


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Express Registration Calendar

This calendar displays all scheduled courses and by clicking on the link, the administrator can add any number of delegates to that course.

The Add Students link will display a picklist of existing employees to select from.


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You can enter as many ticks on one page as are applicable and then click the save icon and you will add all the selected employees to the student list.

Alternatively, you can click on the Record icon to also select employees to add to the student list.

After selecting an employee, ensure you click on the save icon to register that employee on the scheduled course.You can repeat this action as many times as required to add all the required employees to the selected scheduled course.

Once you have selected the required employees, you may wish to send them a notification of their registration. This is done by clicking on the Send Notification Icon:

The following form will be displayed to enable you to create the appropriate message to be sent.


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Choose the applicable receipient status , e.g. Registered , and then add the relevant message. Click on the Save icon. The student list will be refreshed.

At any time, the registration information can be exported to excel and be sorted by Name or Status:


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Metrics

The metric library is used to define skills, competencies, behaviors, etc. associated with training courses. Employees will be assigned metrics via the job or performance review. Gap analysis can then be investigated to identify the skills that need to be obtained by the employee, and the associated training courses that will provide those skills.

Metrics are defined as a type and may also have sub types. They are assigned to a defined group and/or class. Metrics are also assigned a scope – being Organisation, Performance or Training. If there is an assessment criteria attached to a metric, it can be defined as well as a weighting factor for the specific metric. Up to 5 proficiency levels may be defined for any given metric.

Metric Assignments to a course

Metrics can be assigned to courses using the Course Assign link.

Clicking on the Add/Remove Icon next to a defined course will display a list of all the defined metrics to enable you to select any of metrics that would be attained by attending that course. Each metric must be selected individually and saved.

Clicking on the Edit pencil will display a listing of the existing metrics assigned to that course and also allows the additon of additional metrics through that listing


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The View icon will display the details associated with that metric as per the Metric Library definiton.

Metric Assignments to a Package

Metrics can be assigned to packages using the Package Assign link.

Clicking on the Add/Remove Icon next to a defined package will display a list of all the defined metrics to enable you to select any of metrics that would are associated with that package. Each metric must be selected individually and saved.

Clicking on the Edit pencil will display a listing of the existing metrics assigned to the package and also allows the addition of additional metrics through that listing.


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Metric Assignments to an Employee

Metrics can be assigned to employees using the Employee Assign link.

Clicking on the Add/Remove Icon next to a person will display a list of all the defined metrics to enable you to select any of metrics that are required for that employee. Each metric must be selected individually and saved.

Clicking on the Edit pencil will display a listing of the existing metrics assigned to the employee and also allows the additon of additional metrics through that listing.

Search Options - Metrics

Search Metrics by Course/Package

View all metric assignments by course or package

Learning Gap – Metrics and courses by Employee

This report provides a gap- analysis between the organisation-module metrics (those assigned to the person/position/job) required by an employee and the courses providing the learning associated with that metric.

This report will display each employee with their associated metrics and their assessed proficiency.

Each metric will also list the available courses that will provide the necessary learning needed to attain that metric.

http://net.datakiosk.com.au/HR3/default.aspx?objectid=training_assignment_metric_report&rightpanel=ec_null&footerpanel=ec_null&sessionid=liuocxpytley5ssmvnl5cksw&crumb=metric%20search%20-%20course/package&crumblevel=20&SecureID=79E1F30859447B46222F3F349E69D108


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Training Packages Training packages are groups of courses which have been bundled together in order to allow ease of assignment to a training plan. Packages may relate to a particular subject, organisational unit, job function, employment phase, or anything else where courses are grouped together.

Create a new Package

Modules>Training>Package>Package Admin

Click on at the bottom of the report to create a new Training Package

Enter an identifying Package ID, a Package Name, select a Type (if applicable) and click

on to save the new Package.

Click on the Edit pencil to open an existing package record


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Type TrainingPackageType list value

Add a Description and click on to add courses to the package.

Search for the relevant courses and add them to the Package by clicking to select the

course and to save it.


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Add any number of courses to the package and click on to return to the Admin report

Any metrics associated with the course will automatically be assigned to the package.

Additional metrics can be assigned to the package by clicking .

Assign a Package

Modules>Training>Package>Package Admin

Training packages can be assigned to either employees or positions via the Training Package report.

Click to select employees or positions to assign a package.

Packages assigned to an employee appear in the employee’s current Training Plan

Packages assigned to a position appear in the current Training Plan of any employees assigned to the position.

Training Plans A Training Plan shows the learning that an employee is expected to complete. The learning plan may be assigned to the employee directly or as a result of their position. The Training Plan may be open ended or may relate to a defined period or a phase in the employee’s development.

Create a new Plan

Modules>Training>Plan + Proficiency>Plan Admin


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Search for the applicable employee and click on to add a new Training Plan for that employee.

Type TrainingPlanType list value


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Enter as much information as required to idenify and manage the Training Plan

Start Date - The start date of this plan’s definiton

End Date - The end date of this plan’s definition

Target Date - The expected completion date of this plan

Completion Date The actual completion date of this plan

Plan Management

Modules>Training>Proficiency>Plan Management

Search for the applicable employee and click on the Edit pencil to build a Training Plan for an employee by adding Courses and Metrics individually or by using the Assignment tab to attach a defined package to the employee or view the existing plan as defined by the attachment of a package either to the Job or Position of the selected employee.

Click on the Course List view icon to see the list of assigned course information as well as the completed date, results and status.

The View/Assess icon will display the information recorded.


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The Metric List icon will list all metrics assigned to the employee and includes the proficiency level, score, assessment result, qualification and expiration that have been recorded against the metrics.

Training Plan Proficiency

Employee’s metrics can be viewed and updated through the Training Plan Proficiency link.

The Update icon will display an updateable report listing all the assigned metrics.

A proficiency level can be assigned as well as an expiration date if applicable to any of the metrics listed.

Alternatively, clicking on the edit pencil will give you the ability to enter more information such as scores or comments against the selected metric.


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Bulk Update

If a number of employees attend a given course which will then require their associated metric to be updated, the Bulk Update link would be a more efficient way of completing the task.


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In the above example we searched for a metric containing ‘organisation’ and an assignment of ‘course’ to find the 5 employees who potentailly need to be updated based on their attendance of the New Employee Orientation course. All the records can be updated at the same time.

Registrations Requests to attend training courses can be initiated in a number of ways. Employees can apply through the My Details>Training links or training administrators can control the registrations through the Registration Tab of the Training Module.

Express Registration

You can quickly create a registration record for 1 employee for a specific course and schedule which will generate a workflow process after submission.

Historical Data

Note: Because the schedule is not a mandatory field, this is the best way to enter historical data for an employee. Provided the course has been defined in the library and also assigned to the employee’s training plan without a start or end date, you can select the employee and the course and then save the registration record. Next go to Plan Management and edit the course record to enter the completion date and/or the Pass or Fail flag if required.


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Multiple Booking

This link provides the ability to register multiple students on a course with a

single submission.

Submitting a training request will initiate a workflow process for each student.


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Once the employee’s manager has approved the training request, the employee’s registration details will need to be updated.

Search the Student Registration List for the applicable course and schedule.

All registered employees for the course will be displayed with a pick list available to change the status for each employee. Changing the status to ‘Approved’ generates an enrolment record for the employee and the record flag is set. Any number of records can be updated and when finished, click on the Submit button.

Ticking the Notify box against the individual records will generate an email notification to that student advising them of the change of status – this would generally only be used when the status is updated to ‘Approved’. The following message will be sent to the employee:

Thereby advising the employee the booking has been made for the course on the stated date.


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Search Options - Students

Registration by Course

View all registered students by course and schedule with the ability to then update their booking status. There is also the ability to add students, notify students and export the list to excel by name or status.

Training Registration by Course

View all registered students by schedule with the ability to then update their booking status. There is also the ability to add students, notify students and export the list to excel by name or status.

Training Registration by Calendar

View all scheduled courses in a calendar format with the ability to select a specific course schedule and then update the employee booking status. There is also the ability to add students, notify students and export the list to excel by name or status

External Courses

External Student

View student registrations for external courses, i.e., training courses that are not

part of the training course library. The training administrator can use the edit link

to update the record with score, results, certificate granted, final costs and the

completion date once the course has been attended.


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Attendance Register

This report lists courses scheduled within a week of the current date and gives the

training administrator the ability to update the employee’s records as ‘Attended’.


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Evaluation

Student Course Evaluation

Evaluate student results upon completion of the training course. Depending on the

course assessment type, you will mark the student's completion of the course,

and/or provide a grade or score for the course.

The Edit icon will display a form to enter the completion date and any comments.

Schedule

Search by scheduled course, and evaluate the students that have been registered

on the course and generate a student task if an assessment or survey was assigned

to the course definition.

The results of the completed student tasks can be viewed using the Edit pencil

icon:


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Search Options - Evaluation

Course

Search by course list, then drill-down to the scheduled course, and evaluate the

students that have been registered on the course

Calendar

Search by a calendar displaying the scheduled courses. Assess the students that

have been registered in a course or confirm their attendance.

Student Tab The links appearing under the Student section are identical to those available under My Details> Training. They are also located here for ease of access to any user who also has access to the Training Module from an administrator perspective.

Manager Tab

The links appearing under the Manager section are identical to those available under My Team> Training. They are also located here for ease of access to any user who also has access to the Training Module from an administrator perspective.

Managers have the ability to create Express Enrolments for a reporting employee, multiple bookings for a group of reporting employees and assign metrics direct to their reporting employees as well as the ability to view Plans, Plan Courses, Training history and Training registrations for their reporting employees.


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Useful Reports

Under Personnel Reports, on the Dashboard Tab there are 3 very useful reports displaying training information.

Training Competency Matrix

This report will display the Metrics held by employees reporting to the selected manager.

Select the manager and click on the Show Report icon.

The report will list all of the selected manager’s reportees and all metrics assigned to them with the current status of each metric colour coded as per the legend at the bottom of the report.

This is a uniquely visual way of viewing and comparing metrics assigned to a group of employees.


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Training Course Matrix

This report will display the courses on their training plan assigned to the employees reporting to the selected manager and includes the current status of the course as per the colour coded legend at the bottom of the report.


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Training Plan Metrics

This report will display the Metrics held by employees reporting to the selected manager and includes the details related to the metric

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