Add a Training Record
Note: Training Programmes must be set up first before a Training Record can be created. Click here to access the Article on setting up a Training Programme.
Continue reading this article to learn about the different ways of adding Training Records and how to complete them.
Training Records can be raised in three ways:
To add a Training Record from the main Training module page:
Complete the Training Record as per the steps outlined below.
To add a Training Record from the 'Programmes' Tab:
Complete the Training Record as per the steps outlined below.
To add a Training Record from the 'Plan' Tab:
Note: Clicking on the required Programme under an Employee will not automatically create the Training Record for that specific Employee. You will still need to select the specific Employee in the Record, however, this makes it easier to follow what trainings are due for specific Employees and you can easily access the Training Programmes to create the Training Records when the time comes.
Complete the Training Record as per the steps outlined below.
A Training Record requires the completion of 2 workflow stages.
Image: Blank Programme Details Workflow
1. Date: This is the Date of the Training Session and it is automatically populated with the date that the Training Record has been created. Click on the Calendar Icon to change the Date.
2. Trainer: The Trainer(s) that appear here are the Trainers that were selected in the Training Programme. If they have changed, you can re-select the required Trainer(s) here by clicking on the dropdown arrow. [Mandatory]
To select a Trainer, click on the dropdown arrow, expand the required folder, source the Trainer's name and click on it until a grey background appears. You can then click 'Select' to add them to the Training Record.
You should select an Employee for internal Training, or a Supplier for external Training.
Image: Selecting a Trainer
3. Add Line: Click 'Add Line' to add more Trainers.
4. Remove Line: Click the red 'X' button to remove a Trainer. You will be asked to confirm your choice in a popup window.
5. Location: The Location that appears here is the Location entered in the Training Programme, however, you can use the open-text field to make changes if necessary. If this was not completed at the Programme level, you should enter the Location now. [Mandatory]
6. Duration: The Duration that appears here is the Duration entered in the Training Programme, however, you can use the numerical and dropdown fields to make changes if necessary. If this was not completed at the Programme level, you should enter the Duration now.
Image: Duration Dropdown
7. Procedures: If any Procedures or Documents were attached in the Training Programme, they will appear here in the form of blue clickable hyperlinks. Clicking on the link will open a preview of, or download the Document directly to your device. If no Procedures were attached in the Training Programme, this section will appear blank.
8. Report: Enter a brief Report on the Training Session conducted.
Record: The 'Record' section is used to define the actual Trainees attendances and training session results.
9. Name: Click on the dropdown arrow and select all Employees that attended or are due to attend this Training Session. To select an Employee, expand the 'Employees' folder, tick the box on the left side of the required Employee's name and click 'Select' to add them to the Record. [Mandatory]
Image: Selecting Training Session Attendees
10. Attended?: Confirm the Employees attendance by leaving the 'Attended?' box ticked - it is automatically ticked for you for each added Employee.
Note:
Before you click 'Save' for the very first time, at least one Employee must have the 'Attended?' column ticked, otherwise you will not be able to 'Save' (create) the Record, or 'Save & Submit' the workflow stage.
If you try to 'Save' or 'Save & Submit' without at least one 'Attended?' box ticked, you will receive and error message.
Image: Error Message when 'Attended?' is not Ticked for any Employee
If the 'Attended?' box has been left unticked for any of the Employees, indicating that they did not attend the Training Session, when the 'Programme Details' workflow stage is 'Saved' or 'Saved & Submitted' for the very first time, they will be removed from the Record table, even if the other details have been completed for them.
Once the workflow stage has been 'Saved' or 'Saved & Submitted' with all Employees having been marked as 'Attended?', when you return to the workflow stage, you can mark the required Employees as not having attended the Training Session by unticking some or all of the boxes. This will allow you to 'Save' the Record and 'Save & Submit' the stage. The employees that have been marked as not having attended the Training Session will be marked as 'No' when the workflow stage is 'Saved & Submitted'.
Image: 'Attended?' Left Unticked for All Employees (Stage Saved a Second Time - 'Attended?' Has Been Left Unticked)
Image: 'Attended?' Left Unticked for All Employees (Stage Edited and Submitted Again - 2 Signatures)
11. Content Covered: By default this has been prepopulated with a 'Yes'. Click on the dropdown arrow to define if the content was covered with each Employee. You can select from 'Yes' or 'No'.
12. Examination: By default this has been prepopulated with 'Pass'. Click on the dropdown arrow to define the Examination result for each Employee, if an examination was conducted. You can select from 'Pass', 'Fail', 'Not Applicable'.
13. Competency: By default, this prepopulates with 'Competent' when an Employee is selected in the 'Name' column. To change the Competency rating for the required Employee, click on the dropdown arrow.
In line with Best Practice, as Training for each Employee is recorded, the User has the option to rate the effectiveness of the Training using a Competency Scale. The Scale is designed to allow the User to Record the competency of the Trainee post-training.
This assessment should be conducted by a person who has achieved ‘Trainer’ status for the specific Training Programme in question. The scale is defined as follows:
Accomplished - Trainee is highly trained or skilled after the training.
Basic Knowledge - The trainee has acquired basic knowledge but no practical skills relating to the training programme.
Competent - The trainee is fully competent to perform the specific job or task without supervision.
Competent with EXP - The trainee is fully competent to perform the specific job or task without supervision and has experience.
Needs Training - The trainee requires additional training.
No Skills / Knowledge - The trainee has acquired no skills or knowledge relating to the training objectives defined in the programme.
Some Experience - The trainee has acquired both some basic knowledge and experience relating to the objectives of the training programme.
Supervision - The trainee has acquired sufficient knowledge and skills allowing them to perform the specific job or task under the supervision of a fully competent person.
Trainer - With the training and experience accumulated the person may conduct training with other employees for the programme in question.
14. Retraining: By default this has been prepopulated with a 'No'. Click on the dropdown arrow to define if Retraining is needed for each Employee. You can select from 'Yes' or 'No'.
A Retraining would be required if the Trainee has achieved an undesirable rating in the Competency column.
Image: 'Content Covered?', 'Examination', 'Competency', 'Retraining?' Dropdown Options
15. Add Line: Click 'Add Line' to add more Employees to the Training Session.
16. Remove Line: Click the red 'X' button to remove an Employee from the Training Session. You will be asked to confirm your choice in a pop-up window.
17. Save: Click the 'Save' button to save your progress - this will create the Training Record and move it to the 'Actions' tab until it is completed. Clicking the 'Save' button will not cause a signature to be added to the Record.
18. Save & Submit: Click 'Save & Submit' when you are happy to close this workflow stage and move on to the next workflow stage of the Training Record. When you 'Save & Submit' a workflow stage, a signature is added and the stage is collapsed, allowing for the next workflow stage to open.
19. Cancel: Click the 'Cancel' button if you wish to discard your progress and return to the main Training module page. If the Record was not yet 'Saved' or 'Saved & Submitted', a new Record will not be created and all of your progress will be lost. If the Record was previously 'Saved' or 'Saved & Submitted', you will lose your progress, but the original Record will remain in the 'Actions' tab.
Image: Completed 'Programme Details' Workflow Stage After 'Save & Submit'
1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.
2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.
3. Training Review: The next workflow stage has been enabled and expanded, ready to be completed.
The Training Review workflow refers to the Training Programme itself, not about the Trainees.
Image: 'Training Review' Workflow Stage Before 'Save & Submit'
1. Checklist: This is the Checklist as selected in the 'Review Checklist' section of the Training Programme. The Checklist questions can not be changed at the Record level.
2. Report: Enter a brief Report relating to the Checklist Questions.
3. Answer: By default, 'Yes' Answers have been prepopulated for each of the Checklist Questions. To change the answer, click the dropdown arrow and select 'Yes' or 'No' as required.
Image: 'Answer' Dropdown
4. Save: Click ‘Save’ to save your progress. This will allow you to return to the Training Review stage until you have completed the Checklist and Report section to your standard. The ‘Save’ button allows you to make as many changes as required to the Record without the system noting signatures for each change/update.
5. Save & Submit: Click ‘Save & Submit’ to save your progress and close out the Training Record. Once you submit this stage, the Record will be moved from the ‘Actions’ to the ‘Complete’ tab. If after submitting this stage you wish to make any more changes, you will need to access the Record in the ‘Complete’ tab and click the ‘Edit’ button for your required stage. You will be requested to note the ‘Reason for Change’. Additionally, another signature will be added to the bottom of the stage
6. Cancel: Click ‘Cancel’ to discard any changes made to this workflow stage, close the Record, and move back to the main Training module page.
Image: Completed 'Training Review' Workflow Stage after 'Save & Submit'
1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.
2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.
Image: A Fully Completed Training Record
Image: Training Record in the 'Complete' Tab
Remember:
Documents such as Training Certificates, Trainee Sign-Off Sheets confirming their attendance for the session, examination, etc., can be attached to the Training Record by clicking the 'Actions>Add Attachment' buttons.
Click here to learn more about Employee sign-offs.
If needed, a Corrective Actions can always be generated through the 'Actions>Add Related Record>Corrective Action' buttons.
Image: 'Actions>Add Attachment'
Continue reading to learn more about adding attachments.
Image: 'Actions>Add Related Record>Corrective Action'
Continue reading to learn more about raising Corrective Actions via Related Records.