SelectHR

Training & Development

Training & Development Objectives

The SelectHR application is infinitely configurable. These help slides are designed to assist users with configuring and using the standard Training & Development functionality based on the core

SelectHR ‘off the shelf’ product and will not account for any client specific configuration.

After completing this module an end user will be able to:

• Create Competencies and Competency Frameworks

• Create Training Courses

• Create Training Events

• Book employees onto Events

• Record Training Taken against employee records

Competency Lookups

In order to record competencies against a post, training course or directly against an employees record you first need to create the content of the various lookup tables.

These can be found within ‘Training and Development’ and ‘Lookups’:

• Identifies the relative importance of the competency. For example, Critical, Essential, Very Important etc.

• Regardless of which rating scheme you use, you will first need to

identify the rating levels to use with that scheme which could be something as simple as ‘Demonstrated’ or Not Demonstrated’. It could also be something more complex which invovles Levels of demonstration. Before you can build your Schemes, you must identify your scheme levels.

• A business can use multiple rating schemes. These are identified within

the ‘Rating Schemes lookup table. At this stage, you can now attach Rating Scheme Levels to Rating Schemes.

• Competency groups can be created to group together similar competencies of skills.

Adding a new Competency Once you have completed the ‘Weighting Levels’, ‘Rating Scheme Levels’, ‘Rating Schemes’ and ‘Competency Groups’ you can now add your Competencies.

This task is also completed in the ‘Lookup’ folder within the Training and Development Zone.

• Within this lookup, you can add a new competency by selecting the ‘New’ button.

Each competency has a unique code. The code can be any format (numbers, characters, symbols).

Enter a competency Name and Description

Enter a Rating Scheme from those created earlier in the lookup tables

If required, you can allocate a competency group from those created earlier in the lookup tables

Use the tick boxes to determine whether this is a Competency and/or a Skill

Adding a new Competency Cont.

When the Competency Details screen is saved, a new tab will become available which allows you to specify Evidence Factors – Evidence which may be provided to provide the employee has achieved the Competency or Skill.

• To add a new Evidence Factor, select the ‘New’ button

Allocate a Name to the Evidence Factor

Allocate a Display Order (order by which the evidence is displayed on the listing screen)

Enter the Evidence Factor. E.g. First Aid certificate, Statement of attendance on a training course, written references from workplace supervisor etc.

A rating factor can be added to the evidence from the lookup table created earlier (perhaps a First Aid certificate is essential whereas a reference statement may be desirable)

Competency Frameworks A competency Framework is a structure which sets out a defines each individual competency required by individuals working within an organisation.

Competency Frameworks are used in Appraisals.

• Competency Frameworks are managed from within the ‘Lookups’ folder again within ‘Training and Development’ and are made up of the individual competencies added previously.

• Within this lookup, you can add a new competency by selecting the ‘New’ button.

Allocate a Name to the Competency Framework

A further description can also be allocated

When you Save a new tab will become available where you can add the individual competencies which makeup this Competency Framework. Simply press ‘New’ to add a new Competency.

Then ‘Save’

Use the drop down button to select a Competency from your listing The Rating Scheme will default in based on that allocated to your competency when you created it.

A Minimum Standard and a Weighting can be selected. The Minimum Standard field will allow you to select from the ‘Rating Levels’ allocated to the Rating Scheme attached to your competency. The Weighting is a mandatory field.

Training Lookups

Before you can begin to create training courses, events and record training needs and training taken against an employees records, the lookups used within those functions needs to be created. These can be found within ‘Training and Development’ and ‘Lookups’:

• Categorisation of courses – e.g. Managerial, Administrative, IT Skills, Finance etc.

• This is also referred to as ‘Qualifications’ throughout the system. Levels of qualifications gained – e.g NVQ, A-levels, Degree BA(hons), MA etc.

• Identifies the Resources required during/for a training course. E.g. Projectors, Training Room,

Conference Centre, Pencils, Paper etc.

• Competency groups can be created to group together similar competencies or skills.

• Allows you to categorise reasons for the training need. E.g. Promotion, Project Work etc.

• Categorisation of types of costs involved in Training courses. This table is used when assigning costs to a Course – such as Administration, Room Hire, Materials etc. and also when assigning costs associated with individual delegates, such as expenses.

Training Lookups Continued

• Status Reasons are assigned alongside the Status of a training course. For example, an employees attendance on a training course (Status) may have been cancelled due to Illness, Manager overruled attendance, Weather etc.

• Status Types are used to determine the current status of a Training course (or an attendance status). For example, you may wish to mark a training course that lasts a number of weeks as ‘in progress’ against an employees record. Other examples of a Status type would be Completed, Cancelled, Did not attend, Booked etc.

• If courses/events are funded, the organisation/associations providing the funding can be recorded within the Training and Development module using this lookup table.

• Modules allows you to monitor the individual modules which make up a Course. For example, an NVQ. If you want to monitor progress through the individual modules which make up a qualification, add the individual modules through this lookup.

• Individual Modules can be grouped. Add Module groups within this lookup.

• CPD (Continuous Personal or Professional Development) years can be listed (to allow you to attribute the CPD hours to the relevant years). You can define the start and end time for each year you create.

Training Lookups Continued

• There are further lists of data which can be used when creating training courses or training records. These lists are however not held within the Lookup tables. These are buttons held directly within the ‘Training & Development’ menu option.

• Course Providers allows you to add details of any external or internal providers of courses. These

details include whether the provider is In-house, Address information, Contacts etc.

Process

The process of administering Training courses/events and logging training needs/booked and taken is as follows:

• Training needs can be identified against a Post or an individual employee. Training needs can also be identified by the employee themselves (through self service) and through Appraisals. This can simply be a free text description of training needs together with a ‘needs reason’. Alternatively, if a course already exists the course can be selected and attributed as a need. What you can specify also depends on where in the system the need has been identified.

• Training Courses are created

• Training Course Events (specific instances of a training course) can now be created if specific events/instances of training are required. – This allows for booking employees onto events/recording training events taken against employee

records and employees requesting training by selecting specific events.

• Training records can be added to employees without Events being created.

Course Types

• When creating a Course, you first need to define the Course Type. The course type tailors how the system behaves and effectively customises the tabs/fields/options available when recording/creating training courses/records.

– Generic: A generic course which covers a range of one-off training events

employees may attend. This for example could be used for Tool Box Talks or Team Briefings. This allows you to record the fact that a course took

place but you do not need to record the specifics.

– Mentoring: This court type represents training that is carried out during work hours

under supervision by another employee. Also known as Buddying.

– Modular: These courses are comprised of multiple modules which may be

completed by an employee over a period of time.

– Normal: Events must be created for a course before employees are able to book a place and subsequently complete the training.

– Self Study: Self study courses are used when an employee carries out some training

outside the normal working hours.

Creating a Course • Navigate to ‘Course Management’ within the ‘Training & Development’ menu

option.

* Course Name: Assign the Name of the Course. * Entry Type: Select whether the course is Generic, Mentoring, Modular, Normal or Self Study. Course Type: Select from your Course Type lookup. Reference: For example, an internal reference or an external providers course reference. Validity Period: How long is this course valid for before a refresher is required for example * Course Duration: How many days the course would normally be held over. Cost Centre: Assign a default cost centre – this can be overwritten against an event or employee.

Cost To: Assign a default cost centre – this can be overwritten against an event or employee. Qualification Gained: Assign the qualification gained following the successful completion of this Course. Mandatory: Indicate whether it is mandatory for all employees to complete this course. Replacement For: Where a course is a replacement for one which has been discontinued (an expiry date entered against it), you can indicate which course it is replacing. Expiry Date: You can allocate an expiry date if this course has been discontinued. Requestable by Employees: (Only available with Self Service) Ticking the ‘Requestable by Employees’ button allows employees to request this course in self service.

Creating a Course • The Course Type chosen when creating the Course determines the tabs available when you ‘Save’

the Course – Management screen.

• The next slides discuss firstly the common tabs and content across all course types and secondly the tabs which are specific to each course type

• Normal: • Generic:

• Mentoring:

• Modular

• Self Study

Creating a Course - Additional • Additional data allows you to store default information about the course which can

then be overwritten at course event level.

Creating a Course - Providers

• The Providers tab allow you to detail the provider of this course together with any specific notes.

Creating a Course - Costs • The Costs tab lets you detail the default costs associated with this course. This is

the top level costs such as Administration, Materials, Course Fees. The costs allocated here are not person specific (such as expenses)

• The costs can be allocated to a default cost centre and also allocated on a Per Person or Per Event basis.

Creating a Course - Waiting

• The Waiting tab has a number of functions: – Allows HR to allocate employees to a waiting list for the course.

– Allows HR to Book employees onto a course event

• A system wizard has been created to allow for the creation of both the waiting list and booking employees onto Events.

• The listing details the following information about the employees on the waiting list:

Creating a Course - CPD

• The CPD tab is used to identify the Associations to which the CPD/CPE hours (or points) apply, and the number of hours(points) that will be awarded to an employee for attending this course.

• Once an employee successfully completes this course, the CPD/CPE hours/points are added to their total score, for the association, for the year.

Creating a Course - Days

• Days are specific to the ‘Normal’ course type.

• This tab is used to display the structure of the course with each record representing a day. You enter a day number, a start time and end time. The duration of each day will calculate based on the start and end time entered. This level of detail is necessary for advanced scheduling and calendar entries.

E.g. if you are creating a three day course, you would add a new record for each day so that each days start and end times can be stipulated. The ‘Days’ screen would then show a list of each day:

Creating a Course - Skills

• The Skills tab is available against the following Course Types: – Normal

– Mentoring

– Modular

– Self Study

• This tab allows you to assign a set of Skills that would be attributed to an employees competencies following the successful completion of this course.

Adding a new record will allow you to select the Skill from your lookup table. You can then assign a pass and fail rating – delegates must achieve the pass rating before they can be granted this skill in their list of competencies.

Creating a Course - Objectives

• The Objectives tab is available against the following Course Types: – Normal

– Mentoring

– Modular

– Self Study

• This tab allows you to assign a set of Objectives to the Course

Adding a new record will allow you enter each objective for the course. Each objective is added individually.

Creating a Course - Events

• The Events tab is available against the following Course Types: – Normal

– Generic

• This tab details any events relating to this particular course. When you drill into an event listed on this tab, it shows you the details of the event.

• This tab can also be used to create course events using the ‘New Event’ workflow (this will be covered later).

Creating a Course – Attendees/Bookings

• The Attendees & Bookings tabs are available against the following Course Types: – Normal

– Generic

• Attendees: – This is a listing of all the employees who have ever attended this course together with

the event details and date they attended.

• Bookings: – This is a listing of all the employees booked to attend this course in the future together

with the scheduled event date.

Creating a Course – Completed

• The Completed tab is available against the following Course Types: – Mentoring

– Self Study

– Modular

• This tab details the employees who have completed the course and when the course was complete.

Creating a Course – In Progress

• The Completed tab is available against the following Course Types: – Modular

• This tab details the employees are marked as currently attending a modular course.

Creating a Course – Modules

• The Modules tab is available against the following Course Types: – Modular

• This allows you to list the various modules which make up the Course. The modules can then be updated against each employee record to determine when each module was completed.

Adding a new record will allow you enter each module that makes up the course. Each module is added individually. You can also specify at this stage whether the module is Mandatory.

Creating a Course Event • Course Events are only created for ‘Normal’ and ‘Generic’ Course Types.

• Course Events can be booked through the Event Management option within

Training & Development

or through the New Event wizard directly within the Course Management open (in the Events tab)

* Course : Use the lookup to select the Course Course Title: Only required for ‘Generic’ course types. * Course Start Date: Enter the start date for this particular event. Organiser: If an organiser has been entered against the Course, it will default into the Organiser field. This can be overwritten against the Event. Minimum Delegates: Allocate the minimum number of delegates for this event. * Maximum Delegates: Allocate the maximum number of delegates for this event.

Course End Date: Enter the planned end date for this event Alternatively: Course Duration (Days): Enter the total number of days this event will be held over. If the Course End Date is completed, this field will calculate automatically based on the start and end date. Provider: Allocate a provider for this event. Internal: If the provider is internal, tick the ‘Internal’ flag. (If the course is internal, the providers location is not automatically populated when the event is created)

Creating a Course Event • The next step in creating a course event is the opportunity to book employees

onto the event. Either select the attendees and select the Continue button.

Alternatively, if you don’t wish to book employees onto the event at this stage you

can select the Cancel Button.

• If you elect to book employees onto the course, the next two screens you will be presented with are system generated screens which asks you to check and confirm your bookings.

• The last three system generated screens in the process allow you to assign a

status, a contact and a reason for the booking and associate costs and then confirm the status and costs.

Booking Employees onto an Course/Event

• Booking employees onto an course/event can be completed at an individual

employee level within the ‘Training History’ button from within the ‘Training & Development’ Zone.

After selecting the employee you wish to book on a course, use the ‘New Record’

button to add a new course/event to the employees record. The workflow

will take you through a process where you can either record that an employee has

attended a course, or alternatively book an employee onto an Event.

• Alternatively, you an book a number of employees onto a course

using the ‘Add Bookings’ workflow which can be found in ‘Training &

Development’, ‘Event Management’ within the ‘Bookings’ tab.

This option will take you through the same workflow detailed in the previous slide.

Updating the Status of a course/event

• Updating the status of an employees record can be managed at an individual employee level within the ‘Training History’ button from within the ‘Training & Development’ Zone.

After selecting the employee you wish to update, select the relevant course from

the listing and use the ‘Update Status’ button. The workflow

will take you through a process where you can record the status of that particular course, whether it be In Progress, Completed etc.

• Alternatively, you can update the status of an event against a number of

employees at a time using the ‘Status Wizard’ workflow which can be

found in ‘Training & Development’, ‘Event Management’ and then within the ‘Bookings’ tab.

This option will take you through a wizard that allows you to update the status of several employees at once. You can also select at this stage whether you wish to allocate costs, update whether employees passed or failed the event and whether to update competencies/skills based on the completion of the course.

Questions ?