Employee Training. Munis-Human Resources: Employee Training [MU-HR-3-A] CLASS DESCRIPTION CODE SETUP. Personnel Settings

Transcription

1 [MU-HR-3-A] Employee Training Munis-Human Resources: Employee Training CLASS DESCRIPTION This session will be an overview on how your organization can use the Employee Training module. We will briefly discuss the setup of the necessary codes as well as how to use Employee Self Service (ESS) to enroll in training sessions. CODE SETUP Managing Employee Training can be a time intensive project, but the Munis Employee Training module is designed to help maintain training, internal and external, in an efficient manner. In order to use the Employee Training module, setup will need to be completed. Personnel Settings Prior to using Employee Training for the first time, there are a few items that must be setup first. The first piece to be setup includes the Personnel Settings. 1. Go to the Training tab of the Personnel Settings program (Human Resources/Payroll > Human Resources > Personnel Setup > Personnel Settings). Training tab of the Personnel Settings program

2 2. Click Update to properly define the Training tab. a. Catalog Begin Date: This optional date field defines what courses should appear in Employee Self Service (ESS) based on the course start date. In the Training Courses screens, the option is also there to define specifically whether a course should appear and when. b. Use Training Codes: This check box, if selected, indicates that you will use the Payroll Miscellaneous Code Types of training area (TRAR) and training type (TRTY) codes for area and type in training programs, rather than sharing certification area (AREA) and certification type (CERT) Payroll Miscellaneous Code Types. c. Use Workflow Approval: This check box, if selected, determines if Munis Workflow is used for Employee Training course approval. d. Notify Employees: This check box, if selected, determines if the employee receives an automatic notification after he or she signs up, is approved, or is moved from the waiting list to a class for a course online. e. Use Vendor as Instructor: This check box, if selected, directs the program to use the AP Vendor as the training instructor. If selected, the AP Vendor file must be completed with all instructor information prior to creating the course. f. Update Waitlist after Course Drop: This check box, if selected, directs the Training Courses program to fill vacated training spots with the first available registrant from the waitlist when a registered registrant drops out of the course. g. Update Waitlist after Course Size Increase: This check box, if selected, directs the Training Courses program to fill created training spots with the first available registrants from the waitlist when the course size is increased. h. Allow All Type/Area Combinations: This check box, if selected, directs the program to allow any type and area combination in Employee Training program. If this check box is not selected, you are limited to adding registrants to courses that have a course defined in Training Courses. 3. After the definition is complete, click Accept. 4. Click the My Points Text folder to define. Miscellaneous Codes Once the Personnel Settings are defined, the appropriate Miscellaneous Codes need to be defined. 1. Open the Miscellaneous Codes program (Human Resources/Payroll > Human Resources > Certifications and Training > Training > Miscellaneous Codes). Employee Training 2

3 Training Miscellaneous Code Options 2. Choose the appropriate Miscellaneous Type by highlighting it and then click Accept. a. TRAR Training Areas: This is a specific course description. This code is used if Use Training Codes is selected in Personnel Settings, otherwise use AREA Certification Areas. b. TRCC Training Completion Codes: This code is used to assign completion codes (for example, codes for Pass, Fail, Incomplete, etc.). c. TRTY Training Type: This is a general classification of the training courses. A separate code will need to be created for each separate classification (for example, each category a teacher may count towards re-certification). This code is used if Use Training Codes is selected in Personnel Settings, otherwise use CERT Certification Type. 3. Once in the Miscellaneous Codes program with the appropriate Code Type selected, click Add to create a new code or Update and the define the code. to change the Short Desc/Long Desc of a current code Employee Training 3

4 a. Code Type: This is the system supplied code type selected from the Code Types list. Click Show Types to select another code type. b. Code: This box contains user-defined code for the specified code type. A code can contain up to four alphanumeric characters. c. Short Desc: This is the short description for the code and can be up to 10 characters long. d. Long Desc: This is the long description for the code and can be up to 30 characters long. e. Data: This field is not used for this code type. Leave this field blank. 4. Once the code is defined, click Accept. Continue adding all the necessary codes, using Show Types to change the Code Type as needed. Course Prerequisites The Course Prerequisites program maintains prerequisite requirements for training courses. These records are used to define training courses that are required for a registrant to successfully complete prior to being eligible to take another. The use of this program is not required nor does a record have to exist for all courses if used for one course. 1. Open the Course Prerequisites program (Human Resources/Payroll > Human Resources > Certifications and Training > Training > Course Prerequisites). Employee Training 4

5 2. Once in the Course Prerequisites program, click Add to create a new code. Note: In order for an individual training course to be entered here, at least one session of the course must already exist within the Training Courses program. 3. Complete the appropriate fields: a. Course Type: Choose the Certification Type (CERT) or Training Type (TRTY) code to define the course type that a registrant will be eligible to take once the required course has been completed. The use of the Certification Type or Training Type is defined in the Personnel Settings program by the Use Training Codes check box. b. Course Area: Choose the Certification Area (AREA) or Training Area (TRAR) code to define the course area that a registrant will be eligible to take once the required course has been completed. The use of the Certification Area or Training Area is defined in the Personnel Settings program by the Use Training Codes check box. c. Process Type: Select the type of prerequisite process type. i. 1 Type & Area Prerequisites for Course: This choice enforces a prerequisite of another Course Type and Area. ii. 2 Equipment Prerequisite for Course: This choice states what equipment would be needed for a course (i.e., laptops) iii. 3 Course Prerequisite for Job: This choice would make sure that a registrant is part of the defined Job Class prior to taking the Training Course. iv. 4 Course Prerequisite for Group/BU: This choice would make sure that a registrant is part of the defined Group/BU prior to taking the Training Course. v. 5 Course Prerequisite for Location: This choice would make sure that a registrant is part of the defined Location prior to taking the Training Course. vi. 6 Course Prerequisite for Org: This choice would make sure that a registrant is paid for from the defined Org prior to taking the Training Course. Employee Training 5

6 Note: Not having taken a course defined in this table for Job/Location/Group will NOT prevent you from assigning an employee to a Job/Location/Group. See Position Control for information on defining and processing training requirements for positions. d. All Type and Area prerequisites required: This check box, if selected, indicates that all type and area prerequisites for this category are required. For example, if a registrant must complete three courses prior to taking this course, select this box for all three of the Course Prerequisites defined. This option is only available for Process Type 1 Type & Area Prerequisite. e. Prereq Type: Choose the Certification Type (CERT) or Training Type (TRTY) code to define the prerequisite course type that a registrant must complete. This field is only available for Process Type 1 Type & Area Prerequisite. f. Prereq Area: Choose the Certification Area (AREA) or Training Area (TRAR) code to define the prerequisite course type that a registrant must complete. This field is only available for Process Type 1 Type & Area Prerequisite. g. Equipment: This box identifies the equipment needed to conduct the course and can contain up to 30 alphanumeric characters. This field is only available for Process Type 2 Equipment Prerequisite. h. Job/Grp/Loc/Org: The job class, group/bargaining unit, or location that is a prerequisite for this course. This field is only available for Process Types 3 Course Prerequisite for Job, 4 Course Prerequisite for Group/BU, 5 Course Prerequisite for Location, and 6 Course Prerequisite for Org. 4. Once the definition is complete, click Accept. When attempting to add a course to an employee who has NOT taken a required prerequisite, the system will display a message at the bottom of the screen indicating a prerequisite course that does not exist on an employee. It will also prevent a user from entering a course if the prerequisite does not exist. Course Instructors The Course Instructors program maintains information about eligible instructors and the courses they are eligible to teach. While a code from this file is required when defining a course, it is possible to create generic codes in this file to use as a substitute for a valid instructor. However, it is recommended to only use predefined instructors for course assignment as much as possible. Munis also provides direct access from within the Training Courses program through the Yellow Folder NOT required., so pre-definition of instructors is Employee Training 6

7 1. In order to add a new instructor or update an existing instructor, open the Course Instructors program (Human Resources/Payroll > Human Resources > Certifications and Training > Training > Course Instructors). 2. Once in the Course Instructors program, click Add to create a new instructor or Update to change a current instructor s information. 3. Complete the appropriate fields: a. Instructor Code: This unique user-defined code identifies a course instructor and can contain up to four alphanumeric characters. This field is required. b. Instructor Name: This box contains the instructor's name and can contain up to 40 characters of text. This field is required. c. Employee: This box indicates the instructor's employee number, if applicable, that is established in Employee Master. If an employee number is entered, the program completes the contact fields with any applicable information stored in the employee's master record. d. Contact Fields (Address, City, State, Zip, Phone, ): These boxes store the instructor's address information. If you entered an employee number, the program attempts to automatically complete the boxes, but the fields can be changed. Changing the values here will not impact the data in Employee Master. e. Notification: This check box determines if an is sent to the course instructor after a registrant enrolls for the course online. If this box is selected, an Employee Training 7

8 address must be entered. The Notify Employees check box in Personnel Settings must be selected. 4. Once the information is entered, click Accept to proceed to the bottom portion of the screen to enter the courses the instructor is qualified to teach. a. Type/Area: Use the drop-down option to define the appropriate Types and Areas. If no Type/Area is defined, the instructor can still train a course. 5. Once the definition is complete, click Accept. Course Locations The Course Locations program maintains training location codes and establishes the maximum class size for each location. Use this file to define and maintain the specifics of the various course locations, classroom environments, and seminar rooms that you use for the courses offered. Entry here can be used to control the number of students that can sign up for a specific course and allow for detailed directions or maps to be processed through the interface with the Employee Self Service module. 1. In order to add a new location or update an existing location, open the Course Locations program (Human Resources/Payroll > Human Resources > Certifications and Training > Training > Course Locations). 2. Once in the Course Locations program, click Add to create a new instructor or Update to change a current location s information. Employee Training 8

9 3. Complete the appropriate fields: a. Location Code: This box contains the unique user-defined code for the physical location of the course and can contain up to four alphanumeric characters. b. Description: This box provides a description of the training location and can be up to 30 characters. This is displayed online with the courses scheduled at this location, so should be as descriptive as possible. c. Maximum Attendees: This box stores the maximum number of course attendees that can be accommodated at this location. It will be used during the enrollment process to limit the number of individuals who can sign up for a particular course. Any signups over this number will be automatically placed on a waitlist. d. Address Information (Address, City, State, Zip, County, Room #, Phone): These boxes contain the street address, and other applicable address details, for the location. Information about the location should be complete, particularly for those courses that will be displayed online. i. Address: These two boxes contain the street address as well as other identifying address information. ii. City: This box identifies the city and can be up to 20 characters. iii. State: This box identifies the two-character postal code for the state. iv. Zip: This box identifies the ZIP Code. v. County: This box identifies the county and can be up to 20 characters. vi. Room: This box identifies the room number or identifier of the room and can be up to 10 alphanumeric characters. vii. Phone: This box identifies a telephone number for a contact at the course location. 4. Once the definition is complete, click Accept. 5. To add or maintain directions, choose the Directions folder. The detailed entry of directions can be maintained here. This function is optional, but information entered here can be accessed through the online interface with Employee Self Service. Training Components TRAINING COMPONENT CODES The Training Component Codes program maintains the user-defined options available in the Methods and State Focus Area groups in the Training Components Maintenance program. 1. In order to add a new training component code or update an existing one, open the Training Component Codes program (Human Resources/Payroll > Human Resources > Certifications and Training > Training > Training Component Codes). Employee Training 9

10 2. Choose the appropriate Training Component Code by highlighting it and then click Accept. 3. Once in the Training Component Codes program with the appropriate Code Type selected, click Add to create a new code or Update to change a current one. 4. Complete the appropriate fields: a. Code Type: This box contains the system supplied code type selected from the Code Types list. Click Show Types to select another code type. b. Code: This box contains a unique, user-defined code value and can be up to four alphanumeric characters. c. Fiscal Year: This box indicates the fiscal year this component is valid. d. Description: This is the description and can be up to 30 characters long. e. Reference: This is a reference code associated with the code value, if applicable. 5. Once the code is defined, click Accept. Continue adding all the necessary codes, using Show Types to change the Code Type as needed. Employee Training 10

11 TRAINING COMPONENTS MAINTENANCE The Training Components Maintenance program creates and maintains course groupings that function as an extension of the training type groupings for reporting and informational purposes. Training components are defined by fiscal year and include lists that allow for selection from userdefined codes. These codes are maintained in the Training Component Codes program. This program requires Personnel Superuser permissions. 1. In order to add a course grouping or update an existing one, open the Training Component Maintenance program (Human Resources/Payroll > Human Resources > Certifications and Training > Training > Training Component Maintenance). 2. Once in the Training Component Maintenance program, click Add to create a new grouping or Update to change a current one. 3. Complete the appropriate fields: a. General Section: i. Component Number: This box is the number of the training component and can be up to 10 numeric characters. ii. Type: This list defines the Training Type code (TRTY) or Certifications Type code (CERT) of the training component. Click the folder button to view and Employee Training 11

12 maintain the available type codes. Which code is available is dependent on the Use Training Codes flag in the Personnel Settings program. iii. Fiscal Year: This box indicates the fiscal year for the training component and must match the Training Component Codes program setup. iv. Title: This box indicates the title of the Training Component. v. Status: This box identifies the status type code of the training component. These codes are created maintained in the Training Component Codes program and are code type TCST (Status Type Codes). vi. Year Established: This box determines the year in which the training component was established. vii. Group/BU: This optional dropdown defines the Group/BU to which the training component applies. viii. Location: This optional dropdown indicates the location code (not from the Course Locations program) of the training component. These codes are maintained in the Location Codes program (Human Resources/Payroll > Payroll > Payroll Setup > Location Codes). ix. Contact Employee: This box specifies the employee number of the employee who acts as the contact for the training component. Click the field help button to perform a search for a particular employee. x. Max Points: This box identifies the maximum points for the component. b. Methods section i. Learning Method: This dropdown determines the learning method code for the component. These codes are maintained in the Training Component Codes program and are defined with code type TCLM. ii. Primary Purpose: This dropdown determines the primary purpose code for the component. These codes are maintained in the Training Component Codes program and are defined with code type TCP. iii. Implementation Method: This dropdown determines the implementation method code for the component. These codes are maintained in the Training Component Codes program and are defined with code type TCIM. iv. Student Evaluation Method: This dropdown determines the student evaluation method code for the component. These codes are maintained in the Training Component Codes program and are defined with code type TCSTU. v. Staff Evaluation Method: This dropdown determines the staff evaluation method code for the component. These codes are maintained in the Training Component Codes program and are defined with code type TCSTF. vi. Audience: This dropdown determines the audience code for the component. These codes are maintained in the Training Component Codes program and are defined with code type TCA. Employee Training 12

13 c. State Focus Area section i. Focus Area: This section allows for definition of the focus area code(s) for the component. These codes are maintained in the Training Component Codes program and are defined with code type TCFA. ii. Description: This filed gives the description for the selected Focus Area(s). 4. Once the component code is defined, click Accept. Training Courses Once the codes have been established, it is time to start defining the actual Training Courses. The Training Courses program creates and maintains training course information for employees and applicants. This program requires the setup of type and area codes in Miscellaneous Codes, as well as the time values. 1. In order to add a training course or update an existing one, open the Training Courses program (Human Resources/Payroll > Human Resources > Certifications and Training > Training > Training Courses). Once in the Training Courses program, click Add to create a new course or Update to change a current one. 2. Complete the appropriate fields: Fields with the folder option allow for definition on-the-fly. In other words, these can be defined during this setup if necessary. Employee Training 13

14 a. Main tab i. Course Type: This list defines the Training Type code (TRTY) or Certifications Type code (CERT) of the training course. Which code is available is dependent on the Use Training Codes check box in the Personnel Settings program. The codes are established in the Payroll Miscellaneous Codes program. This field along with Course Area, Course Date, Course Time and Couse Seq must in combination be unique to identify the course separately from other similar courses offered at different times or dates. ii. Course Area: This list defines the Training Area code (TRAR) or Certifications Area code (AREA) of the training course. Which code is available is dependent on the Use Training Codes check in the Personnel Settings program. The codes are established in the Payroll Miscellaneous Codes program. iii. Course Date: This date defines the first date the course is offered. iv. Course Time: This dropdown defines the start time of the training course. v. Course Seq: This 5 character numeric field defines the sequence number for the training course in case of multiple offerings. This number must be unique for the specified course. vi. Course Code: This optional field is used for reference purposes and can be 20 alphanumeric characters. This code is used in Employee Self Service. For example, Course Code 101 main denote a basic level class. vii. Description: This field is used to display the course title/description online and therefore should be as descriptive as possible. It can contain 50 characters. viii. Course Location: This dropdown defines the Course Location for this specific training. These codes are maintained in the Course Locations program. ix. Vendor/Instructor: This field defines the Vendor from the vendor file or the Instructor from the Course Instructors program. To determine which one can be used, review the settings in the Personnel Settings program. To lookup a valid Vendor/Instructor, use the field help. x. Course Activity: This optional dropdown defines the Course Activity for the training. These codes are maintained in the Miscellaneous Codes program under code TRAC. xi. Course Dates: These date fields define the start and end dates for the training course. The dates default from the Course Date, but can be changed. For courses that are posted online, the course will automatically drop from view on the end date. xii. Enroll Deadline: This date field defines the deadline by which a registrant must complete enrollment. Employee Training 14

15 xiii. Course Length: This optional 15 character alphanumeric field allows for entry of additional course length description. For example, 2 hours per day or 3 days per week. xiv. Posting Option: This dropdown defines how a course is to appear online on Employee Self Service (ESS). Note that not all classes must be processed through online functions just because some of them do. 1. N Not Posted: If this choice is selected, the course will not display on ESS. 2. Y Internal Only: If this choice is selected, the course will only appear to employees who are logged into ESS. 3. B Internal and External: If this choice is selected, the course will appear on ESS no matter if an employee is looking or an outside applicant. xv. Allow Wait List: This check box, if selected, allows a wait list to be created for the course once the available seats are filled. xvi. Close Wait List: This box indicates the date to close the wait list. This box is only available when the Allow Wait List check box is selected. If you enter a wait list close date, you cannot add employees to the wait list once the wait list closed date has elapsed. If an employee is added to the course prior to the specified wait list close date but not approved in workflow until after the close date, the employee will still be added to the wait list once approved. xvii. Course Information button: This free-form text box allows for entry of a detailed course description, but is not required. This button will display a generic text entry window. There is no limit to the amount of information that may be entered on this screen. This button is only available in the Inquiry mode. xviii. Course Equivalents button: This optional dropdown defines the course equivalencies for the training. These codes are maintained in the Miscellaneous Codes program under code TREQ. This button is only available in the Inquiry mode. xix. Note button: This free-form text box allows for entry of additional information for the course, but is not required. This button is only available in the Inquiry mode. b. Course Details tab Employee Training 15

16 i. Course Days: These check boxes define which day(s) of the week a course will be offered. Select the appropriate box(es) to complete this definition. The day or day(s) corresponding to the course dates are automatically selected. ii. Minimum Size: This field determines the least number of attendees that this course must have in order for it to take place. The default value of this field is 1, but this can be changed. iii. Maximum Size: This field is determined by the Maximum Attendees specified in the Course Locations program. This field can be updated and will maintain the new value until changed again. iv. Current Size: This system defined value reports the number of registrants currently enrolled in the course and is displayed in real time. v. Hours Type: This dropdown indicates the type of accredited hours earned from completing this course. These codes are maintained in the Miscellaneous Codes program under code TRMT. vi. Accredited Hours: This optional field is defined for those courses that carry accredited hours. This field should specify how many hours the course is worth. vii. Factor: This box indicates the factor to use in calculating the amount in the Hours box in Employee Training with a maximum factor of When adding a record, the default value is Once a factor is entered, the program retains it until you update it. If the value in this box is 0.00, the Employee Training 16

17 program uses the amount in the Accredited Hours box to complete the Hours box in Employee Training. viii. Comment: This optional information is for internal use only and can be used to define additional information that is desired. This field can contain up to 50 alphanumeric characters. ix. Cost: This optional field is for internal use only as there is no interface from this program to any expense accounting or vendor payment programs. This is the total cost for the course. x. Target Audience: This box identifies participants to whom this course applies. Use key words (for example, accountants, development, etc.) to make this value useful when searching for courses that applicable to a certain audience. xi. Info URL: This box indicates the web address of an informational link that displays in Employee Self Service on an employee s Training Opportunities page and in the course s Training Details page. xii. Info URL Text: This box defines the text of the informational link (Info URL field). xiii. Contact This box identifies the address of the person to contact for this course. xiv. External Course: If this course is being provided from external sources, select this box to denote this. This is optional. xv. External Provider: If the External Course checkbox is selected, this field allows for the definition of the External Provider that is providing this course. This optional field allows for up to 30 alphanumeric characters. xvi. Disable Workflow: This check box, if selected, directs the workflow process to be disabled or enabled for the selected course. It is only available for update if no employees are currently enrolled in the selected course. xvii. Restart Workflow: This check box, if selected, directs the workflow process to be restarted for the selected course. This check box is only available for update if no employees are currently enrolled in the selected course. c. Restrictions tab: This tab allows for definition of the defined types to restrict enrollment for the course via ESS to employees that meet the specified criteria. Employee Training 17

18 i. Type: This dropdown defines which restriction should be put in place. The options include L-Location, O-Org, G-Group/BU, E-Employee Group, and J-Job Class. ii. Start/End: These fields define the beginning and end codes for the specified type. There is no field help available for these fields, so the codes must be known prior to entry. d. G/L Accounts tab: This tab contains the general ledger accounts for the training and the costs applied to each. If your organization uses the Org account entry method, you must enter the org, object, and project (if applicable) codes; if your organization uses the Full Account entry method, you must enter the full general ledger account number. The Total Cost box displays the total for all values in the Cost column. e. User Defined tab: These fields identify the user-defined fields that have been assigned to this training course. These selections display in the detail description for the course on the Training Opportunities page in Employee Self Service (ESS). Employee Training 18

19 3. Once the Training Course information is defined, click Accept. 4. If an instructor is already training another course on the same day at the same time, the system will provide notification of such. The record will still allow for saving as this is just a warning message. OTHER FUNCTIONS WITHIN THE TRAINING COURSES PROGRAM Through the use of the toolbar menu, additional functions can be used in the Training Courses program, including Duplicate, Class List, Wait List, Mass Complete, Prereq, Mass Update, and Requisitions. These additional functions help to streamline multiple sessions of a defined course, allow for reporting, and use mass functionality to update multiple records at a time. Duplicate The duplicate feature allows for the copy of one training course to another. This helps to streamline the process of having multiple session of one course. 1. In order to access the Copy Training Course program, click the Duplicate option from the Actions menu. 2. Once in the Copy Course program, complete the appropriate fields. Note that the course to copy from must exist as a valid course in the Training Course program prior to accessing this program. Employee Training 19

20 a. Copy Course From: These fields define which course is being copied. This course must exist within the Training Courses program for the copy to work. b. To: These fields define the new course that the information should be copied to. Note that the Course Type will remain the same as the course being copied, but the other information may change. c. Copy Restrictions: This check box, if selected, directs the program to copy the restrictions when completing the copy. d. Copy User Defined: This check box, if selected, directs the program to copy the user defined information when completing the copy. e. Copy Course Equivalents: This check box, if selected, directs the program to copy the course equivalents when completing the copy. f. Copy GL Accounts: This check box, if selected, directs the program to copy the GL Account information when completing the copy. 3. Once the Copy Course is defined, click Accept. 4. On the Proceed with copy? Question box, click Yes. 5. On the Record copied dialog box, click OK. Employee Training 20

21 6. This returns to the Training Courses program. Class List The class list is a report that provides a list of all registered attendees and anyone on the waitlist. This program can be used to create a listing for who should be attending the designated course. 1. In order to access the Class List program, click the Class List option from the toolbar menu. 2. On the Class List Options dialog, choose the appropriate report print option. a. Print Active Course: This option prints a list of all registrants for the course currently listed in the find set. b. Print Range of Courses: This option allows for a definition of which class(es) for which to print a class list. Employee Training 21

22 3. Within the Define Training Course List program, define the parameters to meet the course(s) to print and then click Accept. 4. On the Output options screen, choose the desired output option and then click OK. Wait List The report will provide the Employee Number (if applicable), Registrant Name, Registrant Type, if the registrant in on the Wait List, and the Workflow Status. The wait list is a listing of all registered attendees who are currently on the wait list. This listing is created for a class that is full based on the number of seats defined in the Training Courses program. 1. In order to access the Wait List program, search for the class in question. 2. Click the Wait List option from the toolbar menu. Employee Training 22

23 3. If there is no wait list for the selected course, the system will provide a message stating such. Otherwise the list returned includes the employees with their respective priorities. 4. To add registrants from the wait list to the training course, click Add. 5. On the Registrant Addition dialog screen, click Yes. Mass Complete The Mass Complete program is used to update the course status and completion date fields in the Employee Training program for all registrants who are enrolled for the selected course. This program can also be used to cancel a course for all registrants. 1. In order to access the Mass Complete program, search for the class for which the update should occur. 2. Click the Mass Complete option from the toolbar menu. Employee Training 23

24 3. Click Define and complete the appropriate fields: This program updates ALL course registrants. If there are 100 registrants and only 90 of them completed the course, it still may be beneficial to run this program for all the registrants and then manually update those the completion does not apply to within the Employee Training program. a. Completion Option: This option indicates if the course was completed or cancelled. b. Course Status: This list indicates the course status with which to update the registrant records: F - Failed the Course and P - Passed the Course. c. Completion Date: These boxes indicate the course completion date. 4. Once the definition is complete, click Accept. 5. Once the options have been defined and accepted, click Output-Post to create a report to proof prior to posting. 6. Choose the desired output option and then click OK. 7. Once the report is reviewed, close/save the report. 8. If the report is correct, click Yes to the Post Data question; otherwise click No. Employee Training 24

25 Gen Certs The Generate Certificates program can be used to create certificates and update existing certificates for anyone who has a completion date for the active course. Prereq The Prereq program allows access to the Course Prerequisites program directly from the Training Course program. See the Course Prerequisites section for additional details about this program. Mass Update The Mass Update program is used to apply changes to all registrants for the selected training courses. This can be useful if a course has been cancelled and all the registrants should be moved to a new session. 1. In order to access the Mass Update program, search for the class for which the update should occur. 2. Click the More option and then the Mass Update option from the toolbar menu. 3. Click Define and complete the appropriate fields: Employee Training 25

26 a. New Course Date: The desired new date for the course to start. b. New Course Time: The new desired time for the course to start. c. New Course Dates: The new dates for the course to take place. Remember that the end date will also determine when it will no longer be on available on ESS if that option is selected. d. Send Updates: This check box, if selected, tells the program to send an to all affected registrants. e. Send Updates to Supervisors: This check box, if selected, tells the program to send an to all supervisors. f. Send Updates to the Trainer: This check box, if selected, tells the program to send an to the course trainer. g. Additional Update Recipients: Up to two additional (one per line) addresses to send an update to. 4. Once the definition is complete, click Accept. 5. Once the options have been defined and accepted, click Execute. Note that no proof report is provided. Requisitions The Requisitions button opens the Requisitions/Training Course Crossover program. The Requisitions/Training Course Crossover program allows you to add a course based upon an approved requisition. When you select this program from requisition programs in Munis Purchasing, the program selects records for the entered requisition number and displays all records found. If no records exist, you can create a new record using this program. User Defined The Training User-Defined Fields program assigns training user-defined records to training courses. The assigned user-defined records can also be viewed through the Training Courses and Employee Employee Training 26

27 Training programs. Each of these programs include a User-Defined tab that includes all user-defined fields assigned to the respective training course. To use this program, you must first create field ID codes in the User Defined Categories program. These records determine the data required for each user-defined record and the data type. In Payroll Miscellaneous Codes, use the TRUD Training User Defined code type to create miscellaneous codes that apply to the field ID codes. When you create user-defined training fields for a course, the Training Courses program displays these fields on the User Defined tab. When you enroll an employee in a course with user-defined fields, the fields display on the User Defined tab in the Employee Training program. 1. In order to access the Training User Defined Fields program, click the More option and then the User Defined option from the toolbar menu. 2. Click Add to create a new definition or Update to change an existing definition of the User Defined Fields. Employee Training 27

28 a. Type: This list defines the type code of the training course for the user defined field to setup. b. Area: This list defines the area code of the training course for the user defined field to setup. c. Date: This list defines the date of the training course for the user defined field to setup. d. Time: This list defines the time of the training course for the user defined field to setup. e. Seq: This list defines the sequence code of the training course for the user defined field to setup. f. Display on MSS: This check box, if selected, determines if the user defined information will display on Munis Self Service. g. Field ID Code: This list identifies the field ID code, which are created and maintained in the User Defined Categories program. h. Date: This box provides a date for the user-defined field, if applicable. This box is available according to the field ID code selected. i. Code: This list provides the miscellaneous code associated with the field ID code. These codes are maintained in the Payroll Miscellaneous Codes program for the code type TRUD - Training User Defined. j. Value: This box provides the value for the user-defined field. 3. Once the definition is complete, click Accept. The program sends s to the defined group of registrants and guests based on their enrollment status. Employee Training 28

29 1. In order to access the Options program, search for the class for which the should be sent. 2. Click the More option and then the option from the toolbar menu. 3. Click Define and complete the appropriate fields: a. Option: Choose Active Course to send s only to those that are part of the Active Course in the find set or choose Active Find Set to send s to all registrants that are part of all the courses in the active find set. b. Enrollment Status: This dropdown defines which type of registrants should receive the . i. Approved (non-waitlisted): Only those registrants who have been approved to take the course. ii. Approved and Waitlisted: Only those registrants that have been approved and put on the waitlist. iii. All Registrants: All those who have registered for the course, no matter what their status. Employee Training 29

30 c. Include Header: This check box, if selected, will provide the training course header information in the body of the to provide additional information about the course. d. Employees: This check box, if selected, will send s to employees if they meet the prior criteria. e. Applicants: This check box, if selected, will send s to applicants if they meet the prior criteria. f. Guests: This check box, if selected, will send s to guest attendees if they meet the prior criteria. 4. Once the definition is complete, click Accept and then click Execute to send the s. ENROLLING REGISTRANTS After all the code setup has been completed, it is time to register those who wish to attend the class. Employee Training The Employee Training program is used to maintain both the classes for which an employee has enrolled as well as the status and results of all courses an employee has taken to date. These courses will also include all those which are offered internally as well as classes taken external providers which should be included for any future career path requirements or for recertification qualifications. Any courses assigned to an employee must first be created using the Training Courses program outlined above. The Employee Training program assigns employees to training courses established in Training Courses and allows you to create training reports. Only employees with an active status can be added to this program. 1. In order to enroll an employee in a training course or update an existing enrollment, open the Employee Training program (Human Resources/Payroll > Human Resources > Certifications and Training > Training > Employee Training). Employee Training 30

31 2. Once in the Employee Training program, click Add to create a new enrollment or Update to change a current one. 3. Complete the appropriate fields: a. Employee Identification: This section identifies the employee s information based on the selected employee number. The employee must be active in order to enroll for a course. If a training record exists for an employee prior to him/her becoming inactive, that Employee Training record will remain. i. Employee: This box contains the employee number. If you are adding or searching for an employee, you can click the help button to select an employee. When you complete this box, the program completes the SSN and Name boxes, along with the other details from the employee's master record. ii. SSN: This box contains the employee's Social Security number. When you complete the Employee box, the program automatically completes this box. iii. Last Name/First Name/MI: These boxes contain the employee's last name, first name, and middle initial. When you complete the Employee box, the program automatically completes these boxes. iv. Job Class: This box contains the employee's job class. When you complete the Employee box, the program automatically completes this box. v. Loc: This box contains the employee's primary location. When you complete the Employee box, the program automatically completes this box. Employee Training 31

32 b. Course tab: vi. Group/BU: This box contains the group or bargaining unit to which the employee is assigned. When you complete the Employee box, the program automatically completes this box. i. Type: This list defines the Training Type code (TRTY) or Certifications Type code (CERT) of the training course. Which code is available is dependent on the Use Training Codes check box in the Personnel Settings program. The codes are established in the Payroll Miscellaneous Codes program. ii. Area: This list defines the Training Area code (TRAR) or Certifications Area code (AREA) of the training course. Which code is available is dependent on the Use Training Codes check in the Personnel Settings program. The codes are established in the Payroll Miscellaneous Codes program. If there are no areas associated with the selection in the Course Type list, the Course Area list shows all available course area codes. When you select an area that is not defined for an established type, the Course Date box and Course Time list are available for selection of a date and time. iii. Date: This is the date the course is being held and is based on the Type and Area options chosen. iv. Time: This is the time the course is being held and is based on the Type and Area options chosen. v. Seq: This is the sequence number or occurrence for the course being held and is based on the Type and Area options chosen. vi. Course Length: This box defines the length of the selected course. The program completes the value of this box from the Training Courses program and cannot be changed. vii. Code: This box displays the course code from the corresponding record in the Training Courses program. The box opens for entry when you click Search on the ribbon so you can use it to search for records. When an employee is put on a wait list, the program displays a message below the Course Code list that includes the employee's position on the wait list. viii. Activity: This list identifies specific course activities associated with the selected course. These codes are maintained in the Payroll Miscellaneous Codes program under the code type TRAC - Training Course Activity. Course activity information is included in reports, in exported data, and on the browse screen. This information will default from the Training Course and cannot be updated. ix. Dates: These dates define the starting and ending dates for the course. The default dates are the date in the Course Date box, but you can change Employee Training 32

33 one or both of them if necessary to reflect actual course information for external courses. x. Status: This list identifies the course status/completion code. These codes are maintained in the Payroll Miscellaneous Codes program under code type TRCC Training Course Completion. xi. Complete Date: This box contains the date the course was completed for courses with a completion status. xii. Score: This box contains the employee's training score or grade, if applicable. xiii. Cost: This box contains the course cost per employee for reporting purposes. xiv. Comment: This box stores any comments applicable to the employee s training record and can contain up to 50 characters. xv. Hours Type: This list indicates the type of accredited hours earned from completing this course. These codes are maintained in the Payroll Miscellaneous Codes program under code type TRHT Training Course Hours Type. xvi. Hours: This box defines the number of accredited hours for the course. When adding records, the program uses a calculation with values in Training Courses to arrive at the number: Training Course Master Record - Accredited Hours x Factor. If the factor is zero, the program uses the number in the Accredited Hours box. You can change the default value. xvii. Points Type: This box indicates the type of points that employees earn by completing the course. Points types are created in the Miscellaneous Codes program under the code type TRPT - Training Point Type. xviii. Points: This box determines the number of points employees earn by completing the course. xix. Employee Invoiced: This box contains the date that the employee was invoiced and is informational only. xx. Notes button: This free-form text box allows for entry of additional information for the course, but is not required. This button is only available in the Inquiry mode. xxi. Workflow Status: This list indicates the current workflow status of the record, for example, Approved, In Progress, Rejected, or On Hold. This list is available as search criteria only. xxii. Workflow: If your organization uses Munis Workflow, these buttons allow you to reject, forward, hold, approve a record, or view a list of approvers. c. G/L Accounts tab: This tab contains the general ledger accounts for the training and the costs applied to each employee. The Total Cost box displays the total for all values in the Cost column. Employee Training 33

34 d. User Defined tab: These fields display user-defined fields assigned to the selected employee training course. OTHER FUNCTIONS WITHIN THE TRAINING COURSES PROGRAM Through the use of the toolbar menu, additional functions can be used in the Training Courses program, including Duplicate, Class List, Wait List, Mass Complete, Prereq, Mass Update, and Requisitions. These additional functions help to streamline multiple sessions of a defined course, allow for reporting, and use mass functionality to update multiple records at a time. Status This option allows for the Employee Training program to updated, specifically for the course status. 1. In order to access the Status Update, click the Status option from the toolbar menu. Employee Training 34

35 2. Complete the Employee Training program as desired and then click Accept. Multi-Add This option allows for the Employee Training program to updated, specifically for the course status. 1. In order to access the Status Update, click the Status option from the toolbar menu. 2. Once in the Multi-Add program, click Define and complete the appropriate fields: Employee Training 35

36 a. Add Option: This list identifies the multi-add process to complete. The selected option determines the fields that are available for completion. i. Mass Add: Searches a range of employees and adds them to the specified course. The add process checks for prerequisites and whether or not the employee has already completed the class. The employees are automatically placed on a waiting list if the course is full. When you select this option, the mass Add lists are available for completion. ii. Multi Add allows you to manually assign accredited hours to an employee for course participation. When you select Multi Add, the Mass Add lists are available for completion; when you click Accept, the program displays a new Multi Add screen. iii. Prerequisite Add: Searches a range of employees and looks for courses that are required for their job class, location, or group/bargaining unit. For each prerequisite set specified, the process attempts to find a course with openings. The employee is added to an offered course if it has openings. If a course is offered but is full, the employee is added to a waiting list. If there are multiple courses offered, the employee is added to the first open course available. When you select this option, the Prerequisite Add check boxes are available for completion. b. Split G/L Account Course Cost Between All Employees: This check box directs the program to divide the total cost of the course by the number of employees. The program displays the divided cost on the GL Accounts tab. If this checkbox is not selected, the program displays the total cost of the course. Employee Training 36

37 c. Employee Restrictions: These boxes define which employees will be included in the multi-add process. d. Mass Add: These dropdowns define which course should be mass added. e. Prerequisite Add: These checkboxes determine if the program should include the selected options when searching for prerequisite records for a prerequisite add. 3. Once the definition is accepted, click Accept and then Execute. Note: No report will be given to state who is added. 4. On the Add Training Records dialog box, click Yes. This dialog will state how many training records would be added to employees. 5. The program will notify how many employees were added, then click OK. Mass Update The Mass Update screen allows you to modify the score, comments, cost, and hours for all the employees in the current active set. 1. In order to access the Mass Update program, click the Mass Update option from the toolbar menu. Employee Training 37

38 2. Once in the Mass Update program, click Define and complete the appropriate fields: a. Score: This box contains the course score and can contain up to ten characters. b. Comment: This box contains any comments regarding the course and can contain up to 30 characters. c. Cost: The box contains the per-employee cost of the course. d. Hours: This box contains the number of accredited hours for a course. e. Send Updates: This check box, if selected, box directs the program to send an e- mail notification of the changes to all affected employees. f. Include Rejected Employee Trainings: This check box, if selected, directs the program to update employee training records that have already been rejected. 3. Click Accept. Addl Reports The Additional Reports creates additional reporting features. Examples include Condensed Employee report, Training Summary report, or a Training Transcript report. The Condensed Employee report provides a list of courses for which employees are scheduled to attend, the Training Summary report allows you to define specific training criteria to include in the report, and the Training Transcript report creates a training transcript for the active set of records. Employee Training 38

39 Create Invoices The Create General Billing Invoices program creates general billing invoices for employees who are responsible for paying to participate in training courses. Training Course This option opens the Training Courses program for the course that is defined on the active Employee Training record. User Defined The Training User-Defined Fields program assigns training user-defined records to training courses. The assigned user-defined records can also be viewed through the Training Courses and Employee Training programs. Each of these programs include a User-Defined tab that includes all user-defined fields assigned to the respective training course. To use this program, you must first create field ID codes in the User Defined Categories program. These records determine the data required for each user-defined record and the data type. Employee Training 39

40 In Payroll Miscellaneous Codes, use the TRUD Training User Defined code type to create miscellaneous codes that apply to the field ID codes. When you create user-defined training fields for a course, the Training Courses program displays these fields on the User Defined tab. When you enroll an employee in a course with user-defined fields, the fields display on the User Defined tab in the Employee Training program. The program sends s to the active set of employees. This program allows for the definition of whom should receive the as well as what the Subject and Body of the should state. Release This option will allow for the Employee Training Course record to be released for approval through Workflow. Employee Training Points The Employee Training Points program allows you to maintain and track the training points earned by employees. This program does not track the points earned by individuals who are not employees of your organization. 1. In order to review Employee Training Points, open the Employee Training Points program (Human Resources/Payroll > Human Resources > Certifications and Training > Training > Employee Training Points). 2. Once in the Employee Training program, search for the appropriate employee. Employee Training 40

41 3. Complete the appropriate fields: a. Employee Identification: This section identifies the employee s information based on the selected employee number. The employee must be active in order to enroll for a course. If a training record exists for an employee prior to him/her becoming inactive, that Employee Training record will remain. i. Employee: This box contains the employee number. If you are adding or searching for an employee, you can click the help button to select an employee. When you complete this box, the program completes the SSN and Name boxes, along with the other details from the employee's master record. ii. SSN: This box contains the employee's Social Security number. When you complete the Employee box, the program automatically completes this box. iii. Last Name/First Name/MI: These boxes contain the employee's last name, first name, and middle initial. When you complete the Employee box, the program automatically completes these boxes. iv. Status: This list indicates the employee's current status. The status is established and maintained in Employee Master. v. Loc: This box contains the employee's primary location. When you complete the Employee box, the program automatically completes this box. b. Employee Points Summary: This group displays a summary of the employee's points broken down by point type. c. Employee Points History: This group displays the employee's point history organized by date and including the type of point earned, used, or manually earned or used. If you double-click an entry in the Course Link field, the Training Courses program opens and defaults to the selected course. 4. Complete the Employee Training Points program as desired and then click Accept. Training Course Guests The Training Course Guests program maintains training records for guests (individuals who are not employed by your organization), including their general information and course history. Guest training records created and added to a course are accommodated within the existing wait list functionality and can be included in report generation or when calculating the occupancy of a course. 1. In order to access Training Course Guests, open the Employee Training Points program (Human Resources/Payroll > Human Resources > Certifications and Training > Training > Training Course Guests). Employee Training 41

42 2. Once in the Training Course Guests program, complete the appropriate fields: a. Guest Identification: i. Guest: This box contains the training guest number. ii. SSN: This box indicates the Social Security number of the training guest. iii. Last Name / First Name / Middle Name: These boxes contain the respective names of the training guest (middle name is optional). b. Contact Information: i. Address Line 1 / Address Line 2 / City / State / Zip: These boxes define the training guest s primary address of residence. ii. County: This list identifies the county in which the address is located. iii. Country: This list identifies the country in which the address is located. Select a country from the list; to add a new country, click the folder button next to the list to open the Miscellaneous Codes program to add the code. iv. Phone: This box contains the primary phone number for the training guest. v. This box contains the primary address for the training guest and is used to contact the guest from the training course program. c. Guest Courses: This group displays a list of the courses associated with the guest, including the type, date, time, workflow status, and the number of points earned for completing the course, if applicable. 3. Once the definition is complete, click Accept. Employee Training 42

43 Using Employee Self Service (ESS) In order for the Training Courses to display on ESS, a few items must first be setup. First, the course must be entered in the Training Courses program. Second, the Posting Option in the Training Courses program must be set to Yes or Internal and External. And finally, the Enroll Deadline date in the Training Courses program must be greater than or equal to today s date. 1. In order to review and/or enroll in available training courses through ESS for employees and applicants, login to ESS. 2. From the menu, choose Employee Self Service and then Training Opportunities. 3. From this screen, the employee can click Details/Enroll to receive more information about the course and potentially enroll in it. Employee Training 43

44 4. To enroll in the course, from the Training Details screen, click Enroll Now. Otherwise to return to the list of the training courses, click Return to previous view. COURSE CALENDAR Another view that is available from the Training Opportunities section of ESS is the Course Calendar view. This view can be accessed by clicking Course Calendar from the menu or by clicking Course Calendar on the Training Opportunities page. This view will allow the employees to see what dates a course or set of courses is being offered in a graphical view. The course dates are shown with a plus sign that will allow for a drill-down of additional information. Employee Training 44

45 MY TRAINING The My Training page within ESS will allow an employee to see the training courses in which he/she is currently enrolled. To access this page, click My Training from the menu or from the Training Opportunities page. If the employee is enrolled in multiple courses, he/she can click on any of the headings to sort the courses to find the one to review closer. The employee can also click on Details in order to look at more information about the course. ESS My Training page Employee Training 45

46 ESS My Training Details page REPORTING Once the training courses are setup and the registrants are enrolled, it is time for reporting. Forecast The Forecast program creates a couple different reports. One provides all courses required for an employee s job class, group/bargaining unit or location. The other report states all employees eligible for a specified course. 1. To access the report, open Human Resources/Payroll > Human Resources > Certifications and Training > Training > Training Forecast Report 2. Click Define from the toolbar menu and fill-in the report options as desired. 3. Click Accept and then chose the desired output type. Employee Training 46

47 Hours Completed The Training Hours Completed program creates a report that lists the number of hours employees have completed in a defined time period, based on organization, location, job class, and group/bargaining unit ranges. You can print the report for a single employee. Note: On the report, the number in the Hours Completed field is taken from the Hours box in Employee Training; however, if that value is zero, the amount is taken from the Accredited Hours box in Training Courses for the established type and area combinations. 1. To access the report, open Human Resources/Payroll > Human Resources > Certifications and Training > Training > Training Forecast Report 2. Click Define from the toolbar menu and fill-in the report options as desired. 3. Click Accept and then chose the desired output type. Employee Training 47