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CORE TRN Training management software
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Development needs are established in CORE HR. The development needs were specified in free format in CORE HR. When the training manager views these development needs he/she is given an additional two fields that are used to categorise the training. The module drop down list is used to assign the training need to a specific module, and the type drop down list is used to specify what type of training is involved, on the job, individual etc.
This screen is a critical link in the identification of development needs and the process of addressing those needs. When enrolling employees in scheduled training activities, the user will have the option of selecting employees who have been flagged for the module as part of their development needs, or selecting employees from the total employee database.
When an identified development need is scheduled, the status of the development need automatically changes to scheduled, back in CORE HR. In this way an automated process for managing development needs is established.
This menu item selects the module screen, where modules are established, amended or deleted. The user will set up their own form of module coding, and naming convention. The screen also allows for a free format description of the module, any prerequisites and notes, and a definition of the target audience for the module. Once these fields are created, a report can then list all training modules including their description, prerequisites etc, for publication within the organisation. This listing could also be broadcast on an intranet, if available.
Default fields define whether the module is internal or external, the normal start time and duration, in hours, of the module, and the minimum and maximum number of attendees. All of these default fields are provided for convenience, so that when the modules is scheduled, these defaults are already filled in. However, the user can change any of them for a specific scheduled event.
Of particular importance on this screen are the two buttons, Skills and Licences. Clicking on these buttons brings up additional screens. These screens are then used to identify what skills and/or licences will result from successful completion of the module.
The list of available skills is the same list set up in CORE HR. Depending on how an organisation defines a skill, these could equally well be competencies obtained from attending the module. When participants are assessed, the module is written to the CORE HR training history table, and the list of acquired skills are written to the CORE HR skills database.
Similarly, if attendance at the module results in the issuing of a licence, permit or certificate, then this detail is written back to CORE HR licences table. If the licence, permit or certificate has to be renewed after a certain time, then the number of days for which it is valid is recorded on the licence screen. When written back to CORE HR, a report will show when licences are due for renewal, and they will be displayed on the workflow screen.
Once a list of modules has been set up, the next step is to schedule the training activities which will deliver the module training. The scheduling screen enables the user to schedule multiple occurrences of a module, and also provides the ability to break a module down into several classes on different days.
First select the module to be scheduled from the drop down list, and allocate the training provider. Set the start and end dates for the total module, and optionally enter the cost of the trainer, and the cost per attendee.
Then set up the number of classes. For example a chain saw module might comprise two hours of class room training and a further two hours of practical work. These could be conducted at different times, that is different classes. If there is only one class, then fill in the start and end times.
This screen can also be used to nominate a list of resources that are required for the training activity. For example, a room booking and an overhead projector.
As well as resources, the training manager can also make up a schedule of things to do, in priority order. This list is not related to a module or schedule, but is a generic to do list.
The enrolment process follows scheduling. To enrol participants in a scheduled event, first click on the event on the workflow screen, then click on this menu item. The enrolment screen presents the user with a number of options.
The first option is identification of the source of participants. The user can enrol employees from the CORE HR database, external participants or employees who have been flagged for this module in development needs. A different list of employee names will appear, depending on the option selected.
To enrol a participant, click on their name in the list, and then click on the enrol button. If you make a mistake, or you want to unenrol a participant, click on their name, and then click on the unenrol button.
The default view of enrolments is the list of participants, and the date they were enrolled. If the user wants to print out a confirmation memo to give to employees, then click on the Print Confirmation button. This will set the date the confirmation was made.
An alternative view of enrolments is cost details. Click on the cost button, and the screen will then show a dissection of costs for each participant. If the cost per employee was entered on the schedule screen, then this cost will automatically accrue against every participant. If CORE HR is linked to a payroll, then the hourly wages rate is included, and is multiplied by the length of the module to give a total wage cost per employee. If an additional cost for the trainer was included on the schedule screen, then it will be added to this screen, and a total cost of the module displayed.
The number of enrolments is displayed on the bottom of the screen, and the variance displays the difference between maximum enrolments and the current number enrolled. This same information is displayed on the workflow screen.
One of the problems with training management is that some employees who are enrolled in a module do not attend for some reason. They can be removed from the participant list either in the enrolment screen or in the assessment screen. Similarly, an employee might attend a module at the last minute, and will not appear as enrolled. That employee can be enrolled in a module, even after it is completed, but not assessed.
The alternative method of enrolling employees will be discussed in the section Employees.
When a training activity is completed, participants are then assessed on the skills acquired, or the competencies achieved. The assessment screen displays a list of enrolled participants. The screen will also show any skills associated with the module.
Click on each participant in turn, and set their status (attended, cancelled etc).
If there are no skills attached to the module, simply click on the check box, Passed Module, if this is the outcome.
Depending on the status of the result, the use will have an opportunity to print two types of certificates. If the status is Competent, then the user is presented with the opportunity to print both a statement of attainment and an attendance certificate. If the status is Attended or Working towards competency then only the attendance certificate option is available.
These certificates would normally be pre-printed forms, designed by the organisation. CORE Training only prints the participant name, module and date of completion on the pre-printed forms. CORE Option can advise on the design and placement of information on the certificates.
The next step is optional. If there are some further actions that an employee must take when the training is completed, an Action Plan can be created. Click on the Action Plan button, and add in the list of actions to be taken.
Finally, when all participants have been assessed, and certificates and action plans completed, click on the Write ALL to history button to transfer the outcomes of the training program to CORE HR history. The module name, and date completed will be written to training history. The skills and/or licences, permits or certificates acquired will be written to the skills database and the licences database.
The alternative method of enrolment is by employee. Click on the Employee button on the workflow screen, and the employee screen will be displayed. Find the employee to be enrolled, and a list of modules that the employee might already be enrolled in is displayed. Click on the Enrol button to see a list of scheduled modules. Click on the preferred event, and then click on the enrol button on the pop up screen. This will enrol the employee in the scheduled module.
This alternative enrolment process enables rapid enrolments of employees in random modules. You can enrol an employee in several modules at once, and you can keep finding other employees and enrolling them in any number of modules.
The employee screen also offers additional information on the employee. Three buttons on the base of the screen give the user access to information in CORE HR. The Development Needs button quickly accesses the data for the selected employee and displays the status of each need. The buttons Skills and Training History display the respective data from CORE HR for the selected employee.
Reports
CORE HR has a comprehensive set of standard reports available for users. A separate document, The CORE Report Manager, explains how to use the report manager in detail. As the report manager is common to all CORE systems, its use has been separated from the system training documents.
This particular look up table is shared by CORE HR. It can be accessed, added to, edited or individual items deleted in either system. The skills codes represent all the skills required within the organisation, as well as individual skills that employees bring to the organisation. When assigning skills to employees in the Skills screen or when assigning skills as outcomes from training courses, this look up table will be the source of valid skill codes.
This screen keeps track of all training service providers, both internal and external to the organisation. The provider can be a company or an individual. In the case of a company, a list of trainers from the company can be recorded. As well, information on their status as an accredited trainer and a work place assessor can also be recorded.
This is a free text look up table which is used to keep track of resources available to modules and classes.
This is a look up of all the locations for conducting training. It is a physical address of the training venue.
The training manager has the option of establishing the status of any assessment. The status controls the type of certificates printed, and whether any skills are written to CORE HR. For example, if the status flag is Attended, then the user would check the attendance certificate box, but not the statement of attainment box as no certificate is printed for attainment. The write skill history box would also be checked.
This is a collection of miscellaneous look up lists, including competency rating, development needs, etc. Select the look up table to be edited, and the corresponding table entries will be displayed. They can then be edited, by adding, changing or deleting entries.