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HR - Training

    This option is used to view a list of employees and includes training related information for each employee. Also from this option window you are able to add new employee training records and also update or remove existing employee training records.

     

    View Training Records


    To view employee training records, proceed as follows:

    1. Select the Training Records option from the Query or Edit / Human Resources dropdown menu.  The Browse Training window will be displayed.

      Note: When the Browse Employees window is displayed, by selecting and highlighting an Employee in the list and the selecting the Training link on the left of the window, a list of the Training Records for only the selected employee will be displayed.

      Browse Training.jpg

      The options available from this window are:
    1. View options. The options are used to select the order in which the employee training records are to be viewed.
    2. Group Select button. This button is used to select a group of employees whose training records are to be viewed. By default, all employees will be viewed.
    3. Employee Training List. This is a list of all employees and provides the following training information for each employee:
    1. Date. This is the start date of the particular training course.
    2. Days. This is the duration of the particular course in days.
    3. Employee. This is the employee’s personal employment number and name.
    4. Course. This is the name of the particular course.
    5. Result. This is the result the employee obtained.
    6. Link. If there is any additional information with regards to the particular course (i.e. a text file of the results), this column is an active link to the particular information and by clicking on the link the associated file can be opened.
    1. Send To button. Used to send the current window’s information to a printer, a file or as e-mail.
    2. Add button. This button is used to add a new employee training record to the list.
    3. Change button. This button is used to change the details of an existing training record.
    4. Remove button. Used to remove an existing training record from the list.
    5. Close button. Will close the window.

    View an Employee’s Training Record


    To view an employee’s training record as a list, proceed as follows:

    1. When the Browse Employees window is displayed (by selecting the View Employee Information button or the Employees option from the Query or Edit drop-down menu), select and highlight the Employee whose Training Record is to be viewed and then click on the Training link. The Browse Training window will be displayed.

    View as a List


    To view the employee’s Training Records as a List, proceed as follows:

    1. When the Browse Training window is displayed, select the List option on the left hand side.

      Browse Training Employee.jpg

      The options available from this window are:
    1. View options. The options are used to select how the employee’s training record is to be viewed, as a list or as a calendar.
    2. From Date. This select option is used to select the date from when the employee’s training records are to be viewed.
    3. Training Record List. This is a list of all the employee’s training and provides the following information for each:
    1. Date. This is the start date of the particular training course.
    2. Days. This is the duration of the particular course in days.
    3. Course. This is the name of the particular course.
    4. Result. This is the result the employee obtained.
    5. Expires. If the training has an expiry date, it will be displayed here.
    6. Link. If there is any additional information with regards to the particular course (i.e. a text file of the results), this column is an active link to the particular information and by clicking on the link the associated file can be opened.
    1. Send To button. Used to send the current window’s information to a printer, a file or as e-mail.
    2. Add button. This button is used to add a new employee training record to the list.
    3. Change button. This button is used to change the details of an existing training record.
    4. Remove button. Used to remove an existing training record from the list.
    5. Close button. Will close the window.

    View as a Calendar


    To view the selected employee’s training record as a Calendar, proceed as follows:

    1. When the Browse Training window is displayed, select the Calendar option and the Browse Training window will display as a calendar.

      Browse Training Employee.jpg

      The options available from this window are:
    1. The Calendar. The calendar covers a full year and displays the courses (if selected) that the employee has attended or is scheduled to attend.
    2. Courses List. This is a list of all the training courses that have been defined. Using the tick boxes, you can select which courses are to be viewed (ticked) in the calendar.
    3. Back button. This button is used to move the calendar back by one month.
    4. Forward button. This button is used to move the calendar forward by a month.
    5. Print button. This button is used to print the current calendar view.
    6. Priority Sort Order up and down buttons. Moves the current legend selection up or down in priority.
    7. Close button. Will close the window.


    Note: By right-clicking on the calendar, training courses can be added, changed or removed.

    Add a Training Record


    To add a new Employee Training Record, proceed as follows:

    1. When the Browse Training window is displayed, select the Add button. The Adding a Training Record window will be displayed.

      Adding a Training Record.jpg
       
    2. Use the Date select button and select the start date of the course.
    3. Use the Employee select button and select the employee for whom the training record is to be created.
    4. Use the Course select button and select the pre-defined training course in the list. If it is a new course that is not yet listed use the [Insert] keyboard key (or right-click in the list and select add) and add the new course to the list.

      Note: The Course Codes are defined in the Configuration module.
       
    5. If the employee’s result is available, type in the Result text box (result obtained or Pass/Fail).
    6. In the Duration text box, type in the number of days that the employee will be require or has taken to attend the course (including weekends).
    7. If required, type in the Location text box where the course is to be or was held.
    8. If the particular training has an expiry date, use the Expires date select button and select the date when the employee’s training expires.
    9. If there is a reference file which you wish to link to the training record, use the Link select button and use the standard Windows Explorer to link the required file.
    10. If required, select type in any other comment regarding the particular training record in the Comment text box.
    11. If additional fields have been set up using the Configuration Module (Setup/Server Options and Field Names option) add the additional information.
    12. Once all the required information has been entered, select the Ok button to save the record and to add it to the list.

    Change a Training Record


    To change an existing Employee Training Record, proceed as follows:

    1. At the Browse Training window, select and highlight the Employee whose Training Record is to be changed and then click on the Change button. The Changing a Training Record window will be displayed.
    2. Edit the Employee Training fields that need to be changed (as detailed in Adding a Training Record above) and once completed select the Close button to save the changes and to close the window.

    Remove an Employee’s Training Record


    To remove a selected employee’s Training Record, proceed as follows:

    1. At the Browse Training window, select and highlight the Employee’s Training record that is to be removed and then click on the Remove button.
    2. When the delete confirmation window is displayed, select the Yes button to remove the Training Record.

    Bulk Training Tasks

    Bulk tasks are normally done when a particular task has to be performed to a group of employees.

     

    Bulk Add Training Records


    To create new Training Records for a group of employees, proceed as follows:

    1. Select the Add Training option from the Bulk / Training drop-down menu. The Processing Records window will be displayed.

      Bulk Add Employee Training.jpg
       
    2. Select the General option.
    3. Use the Select Employees button and select the employees for whom the training records are to be created.
    4. Use the Date select button and select the start date of the training course.
    5. Use the Course select button and select the pre-defined training course in the list. If it is a new course that is not yet listed use the [Insert] keyboard key and add the new course to the list.

      Note: The Course Codes are defined in the Configuration module.
       
    6. If the employees result is available, type in the Result text box (if entered here this will be the same for all the employees).
    7. In the Duration text box, type in the number of days that the employee will be require or has taken to attend the course.
    8. If required, type in the Location text box where the course is to be or was held.
    9. If the particular training has an expiry date, use the Expires date select button and select the date when the employees training expires.
    10. If there is a reference file which you wish to link to the training record, use the Link select button and use the standard Windows Explorer to link the required file.
    11. If required, select the Comment option and type in any other comment regarding the particular training records.
    12. The Other option can be used to add additional information that has been set up using the Configuration Module (Setup/Server Options and Field Names option).
    13. Once all the required information has been entered, select the Start button to save the records and to add them to the Training Records list. The percentage progress bar will show the progress as the records are added.
    14. Once completed select the Done button to close the window.

    Bulk Update Training Records


    To update Training Records for a group of employees, proceed as follows:

    1. Select the Change Training option from the Bulk / Training drop-down menu. The Processing Records window will be displayed.

      Bulk Change Employee Training Select.jpg
       
    2. Select the Select Records option.
    3. Use the Select Employees button and select the employees for whom the training records are to be changed.
    4. Use the Date select button and select the start date of the course that is to be changed.
    5. Use the Course select button and select the training course that is to be changed.

      Note: Only the training records that fall within the above criteria (Employee, Date and Course Code) will be changed.
       
    6. Select the Change To option.

      Bulk Change Employee Training Change.jpg
       
    7. If the particular training has a new expiry date, use the Expires date select button and select the date when the employees training expires.
    8. If the employees result is available, type in the Result text box (if entered here this will be the same for all the employees).
    9. In the Duration text box, type in the number of days that the employee will be require or has taken to attend the course.
    10. If required, type in the Location text box where the course is to be or was held.
    11. If there is a reference file which you wish to link to the training record, use the Link select button and use the standard Windows Explorer to link the required file.
    12. If required, select the Comment option and type in any other comment regarding the particular training records.
    13. The Other option can be used to add additional information that has been set up using the Configuration Module (Setup/Server Options and Field Names option).
    14. Once all the required information has been entered, select the Start button to save the records and to add them to the Training Records list. The percentage progress bar will show the progress as the records are updated.
    15. Once completed select the Done button to close the window.

    Bulk Remove Training Records


    To remove Training Records for a group of employees, proceed as follows:

    1. Select the Remove Training option from the Bulk / Training drop-down menu. The Processing Records window will be displayed.

      Bulk Remove Employee Training.jpg
       
    2. Use the Select Employees button and select the employees for whom the training records are to be removed.
    3. Use the Date select button and select the start date of the course that is to be removed.
    4. Use the Course select button and select the training course that is to be removed.

      Note: Only the training records that fall within the above criteria (Employee, Date and Course Code) will be removed.
       
    5. Once all the required information of the training records that are to be removed has been entered, select the Start button to remove the records. The percentage progress bar will show the progress as the records are removed.
    6. Once completed select the Done button to close the window.

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    Page last modified 14:29, 21 Jun 2013 by Susanne CS Time/TNA Documents > User Module > Human Resources > HR - Training

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