Utilizing the Employee Training Module and ESS Munis: Human Resources

Transcription

1 [MU-HR-7-A] [MU-HR-14-A] Utilizing the Employee Training Module and ESS Munis: Human Resources CLASS DESCRIPTION This session will be an exploration of how Employee Self Service can be used in conjunction with the Munis Employee Training module to allow employees to register for training sessions through their ESS account. We will discuss the setup steps required to create Training Courses within Munis, and review how employees can view, enroll, and track their progress in available courses via ESS. CODE SETUP PERSONNEL SETTINGS Human Resources/Payroll > Human Resources > Personnel Setup > Personnel Settings Some basic configuration must be completed before proceeding with Employee Training setup. First, we must configure our Personnel Settings. Personnel Settings Training Tab

2 1. Go to the Training tab of the Personnel Settings program (Human Resources/Payroll > Human Resources > Personnel Setup > Personnel Settings). 2. Click Update to define the fields in the Training tab. Field Name Catalog Begin Date Use Training Codes Use Workflow Approval Notify Employees Use Vendor as Instructor Update Waitlist After Course Drop Update Waitlist After Course Size Increase Allow All Type/Area Combinations This optional field is used in conjunction with the Start Date in the Training Courses program to determine which courses will display in Munis Self Service, and when. When selected, this option allows you to create unique Training Area (TRAR) and Training Type (TRTY) codes for use in the Employee Training module. If left unchecked, the Training module will use the Certification Area (AREA) and Certification Type (CERT) codes instead. This box, if checked, indicates that Munis Workflow will be used for Employee Training course approvals. This box, if checked, indicates that employees will receive an automated notification after registering for a course, if their registration is approved, or if they are moved from the waiting list to the course roster. This box, if checked, directs the program to use the AP Vendor as the Training Instructor. The AP Vendor file must be completed with all instructor information in order to use this function. This box, if checked, directs the Training Courses program to automatically fill vacant spots with the first available registrant from the waitlist when a registered trainee drops a course. This box, if checked, directs the Training Courses program to automatically fill vacant spots with the first available registrant from the waitlist when a course size is increased. This box, if checked, 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. 2

3 3. After completing these fields, click Accept. 4. Once you have accepted, you can click on the My Points Text folder to open up a text editor where you can add comments and instructions that will display in Self Service when a trainee selects the My Points option. a. Enter your text, select File > Save to save your work in the text editor, then File > Exit to close. MISCELLANEOUS CODES Human Resources/Payroll > Human Resources >Certifications and Training > Training > Miscellaneous Codes In addition to our Personnel Settings, some Miscellaneous Codes need to be defined before setup can begin. Not all Miscellaneous Codes need to be created in order to utilize the core functions of the Employee Training module, but all are listed here for the sake of completeness. Items required for Employee Training are listed in BOLD. 1. Open the Miscellaneous Codes program within the Training sub-menu (Human Resources/Payroll > Human Resources >Certifications and Training > Training > Miscellaneous Codes). Training Miscellaneous Codes 2. Choose the appropriate Miscellaneous Type by highlighting it and clicking Accept. a. CERT Certification Type: Used to categorize Certifications (and, if the Use Training Codes box was not checked, Training Courses). This is the broadest level of detail and 3

4 represents a general classification. For each unique classification, a new Certification Type code will be needed. b. AREA Certification Areas: Used to categorize Training Courses more specifically, this code is used on conjunction with Certification Type and represents a finer level of detail. If the Use Training Codes box was checked in Personnel Settings, you will use codes TRTY and TRAR for Type and Area. Otherwise, use CERT and AREA, respectively. c. TRTY Training Type: Used to categorize Training Courses, this is the broadest level of detail and represents a general classification. For each unique classification, a new Training Type code will be needed. d. TRAR Training Area: Used to categorize Training Courses more specifically, this code is used on conjunction with Training Type and represents a finer level of detail. e. TRAC Training Course Activity: This is an optional informational code that can be assigned to Training Courses for tracking and reporting purposes. f. TRCC Training Completion Codes: This is a mandatory Code Type used to assign completion codes (codes for Pass, Fail, Incomplete, etc.) to Employee Training records to indicate if and how the employee completed the course. g. TREQ Training Course Equivalency Code: This is an optional informational Code Type used to designate Course Equivalencies in the Training Courses program. h. TRHT Training Hours Type This is an optional informational Code Type that can be used to designate accredited hours earned for completing a course as a specific Hours Type in the Training Courses program. i. TRPT Training Point Type - This is an optional informational Code Type that can be used to designate points earned for completing a course as a specific Points Type in the Training Courses program. j. TRUD Training User Defined Codes Used in conjunction with User Defined Categories to create User Defined fields for the Employee Training module, described in further detail later in this document. The following codes are related to Employee Certifications and are not required setup for the core functions of Employee Training, and are only recommended for use when connecting the Employee Training module to Employee Certifications. k. EXPT Expiration Types: Used as part of the Certifications module, this Code Type represents the optional Expiration Type for the Certification. l. HQAR Highly Qualified Area: Used as part of the Certifications module, this Code Type represents the optional Highly Qualified Area code for Certification tracking. m. HQTY Highly Qualified Type: Used as part of the Certifications module, this Code Type represents the optional Highly Qualified Type code for Certification tracking. 4

5 n. SUBJ Subject Matter: Used as part of the Certifications module, this Code Type represents the optional Subject Matter code for Certification tracking. 3. Once the Code Type has been selected, click Add to create a new code or Update to change the Short/Long Description of an existing code. Miscellaneous Codes Field Name Code Type Code Short Desc Long Desc Data This is the system supplied code type selected from the Code Types list. Click Show Types to select another code type. This field contains the user-defined code for the specified code type. A code can contain up to four alphanumeric characters. This is the short description for the code and can be up to 10 characters long. This is the long description for the code and can be up to 30 characters long. This field is not used for this code type. Leave this field blank. 5

6 4. Once the code is defined, click Accept. Repeat this process until all codes have been created, using the Show Types function as needed to select new Code Types. COURSE INSTRUCTORS Human Resources/Payroll > Human Resources > Certifications and Training > Training > Course Instructors The Course Instructors program is used to store and maintain information about instructors and the courses they are eligible to teach. Course Instructor is a required field when creating a Training Course, so at least one valid Instructor record must be completed before setup can proceed. Generic codes can be created in Course Instructors to use when initially creating Courses, but it is recommended to use actual pre-defined Instructors whenever possible. Course Instructors 1. Open the Course Instructors program (Human Resources/Payroll > Human Resources > Certifications and Training > Training > Course Instructors). 6

7 2. Click Add to create a new record, or Update to make changes to an existing record. Complete the appropriate fields. Field Name Instructor Code Instructor Name Employee Contact Fields (Address, City, State, Zip, Phone, ) Notification This is the user-defined code assigned to identify a unique course instructor. This code can be up to four characters, alphanumeric. This is a required field. The name of the instructor, up to 40 characters. This is a required field. If this instructor is also an Employee, then enter the Employee Number in this field. If an Employee Number is entered, the program will automatically complete the Contact Fields based on the Home Address, , and Home Phone found on the Employee Master record. These fields store the instructor s address information. If an Employee Number was entered then the program will try to automatically complete these fields, but the fields can be changed. Changing values here will not impact the data in the associated Employee Master record. If this box is checked, an will automatically be sent to the instructor when a registrant enrolls in a Training Course associated with that instructor. An address must be entered in the appropriate field to use this function. 3. Once these fields have been completed, click Accept and the program will automatically proceed to the Type/Area table at the bottom of the screen. In this table we can add the Training Types and Training Areas that this particular instructor is eligible to teach. a. Use the drop-down option to select the appropriate Types and Areas from the list. 4. Once these fields have been completed, click Accept. COURSE LOCATIONS Human Resources/Payroll > Human Resources > Certifications and Training > Training > Course Locations 7

8 Note that Course Locations are distinct from Location Codes used in Payroll. Course Locations represent an actual physical place, not an element of your organizational structure. The Course Locations program allows for the creation and maintenance of Course Locations, which represent the physical location where training takes place. Course Locations can be used to set the maximum class size that each location can accommodate, restricting the number of people who can register for a given course. Every classroom or meeting room in which a training takes place should have its own unique Course Location code. 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). Course Locations 2. Once in the Course Locations program, click Add to create a new Course Location or Update to make changes to a current Course Location. Complete the appropriate fields. 8

9 Field Name Course Location Description Maximum Attendees Address Information (Address, City, State, Zip, County) Room Phone This is the user-defined code assigned to identify a unique Course Location. This code can be up to four characters, alphanumeric. This is a required field. This field contains a description of the Course Location, up to 30 characters. This field displays in Self Service along with the courses associated with this Course Location, so it should be as descriptive as possible. This is a required field. This field contains the maximum number of attendees who can be accommodated at a given Course Location. It functions as a hard cap on the number of individuals who can register for a particular course. Any signups over this number will automatically be placed on a waitlist. These fields contain the physical address information for the Course Location. Though not required, these fields should be completed before a course is made available in Self Service. The room number or other identifier at the Course Location address above where the instruction takes place. Up to 10 alphanumeric characters. The telephone number for the primary contact at a Course Location. 3. Once these fields have been completed, click Accept. 4. Once you have accepted, you can click on the Directions folder to open up a text editor where you can add directions to the Course Location that will display in Self Service when a user goes to register for a course. a. Enter your text, select File > Save to save your work in the text editor, then File > Exit to close. 9

10 TRAINING COURSES Human Resources/Payroll > Human Resources > Certifications and Training > Training > Training Courses Now that all of the required setup codes have been defined, it is time to begin building the Training Courses themselves. Each Training Course record represents a unique instance of a given course. For example, a quarterly Employee Wellness seminar, each with two sections, would be represented by 8 unique Training Course records. Every combination of Type, Area, Date, Time, and Seq (Sequence) represents a unique Training Course record. 1. 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). 2. Once in the Training Courses program, click Add to create a new course or Update to make changes an existing record. Complete the appropriate fields. MAIN TAB Training Courses Main Tab 10

11 Field Name Course Type Course Area Course Date Course Time Course Seq Course Code Description Course Location Vendor/Instructor Course Activity This field 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 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. This field defines the first date the Course is offered. This field defines the start time of the Training Course. This 5 character numeric field defines the sequence number for the training course in case of multiple offerings. 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. This field is used to display the course title/description online and therefore should be as descriptive as possible. It can contain 50 characters. This field ties each unique Training Course to a specific Course Location. These codes are maintained in the Course Locations program. This field contains either the Vendor from the AP Vendor table OR the Instructor from the Course Instructors program. Which code is available is dependent on the Use Vendor as Instructor checkbox in the Personnel Settings program. This optional field defines the Course Activity for the course, and is primarily informational. These codes are maintained in the Miscellaneous Codes program under Code Type TRAC. 11

12 Field Name Course Dates Enroll Deadline Course Length Posting Option Allow Wait List Close Wait List Course Information Button Course Equivalents Button Note Button 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. This date field defines the deadline by which a registrant must complete enrollment. This optional 15 character alphanumeric field allows for entry of an additional description for the length of each course. For example, 2 hours per day or 3 days per week. This field defines who is able to view this course in Munis Self Service. There are three options: N Not Posted: If this choice is selected, the course will not display online. Y Internal Only: If this choice is selected, the course will only appear to employees who are logged into ESS. B Internal and External: If this choice is selected, the course will appear to both employees logged in to ESS AND to applicants/citizens who use the site without logging into ESS. This box, when checked, allows a wait list to be created for the course once all available seats are filled. This field indicates the date to close the wait list. It is only available when the Allow Wait List check box is selected. This button opens up a free-form text editor that allows for the entry of a detailed course description to display in Self Service. This button opens up a sub-table where Course Equivalents can be assigned. Course Equivalents are maintained in the Miscellaneous Codes program under code TREQ. This button opens up a free-form text editor that allows for the entry of detailed notes for a given Training Course. 12

13 COURSE DETAILS TAB Training Courses Course Details Tab Field Name Course Days Minimum Size Maximum Size 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 set in the Main Tab are automatically selected. 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. This field determines the maximum number of enrollees for a given course. By default, this value is set based on the Maximum Attendees field in the Course Location that corresponds to this Training Course, but it can be overridden. 13

14 Field Name Current Size Hours Type Accredited Hours Factor Comment Cost Target Audience Info URL Info URL Text Contact External Course This field contains the number of actual registrants currently enrolled in the course. This field updates in real time as registrants enroll or drop the course. This dropdown indicates the type of accredited hours earned from completing this course. These codes are created and maintained in the Miscellaneous Codes program under Code Type TRMT. This optional field is defined for those courses that carry accredited hours. This field should specify how many ours the course is worth. This box indicates the factor to use in calculating the amount in the Hours box in Employee Training. The hours that display in Employee Training will equal the Accredited Hours * Factor. If the Factor field is left at its default value of 0.00, the system will just use the value in the Accredited Hours field. The maximum setting for this field is This is an optional text field for internal use only and can be used to define additional information if desired. This field can contain up to 50 characters, alphanumeric. This optional informational field is for internal use only and is not used to track the total cost of a given course. It does not interface with any expense accounting or vendor payment programs. This box identifies the target audience for a particular course; that is, who the course was designed for. It is an informational field that is helpful when searching for courses that appeal to a certain audience. This field can be set to contain 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. This field contains the label for the Info URL entered in the previous field. This field contains the address of the primary contact for this Training Course. This box, when checked, unlocks the External Provider field below. 14

15 Field Name External Provider Disable Workflow Restart Workflow This field allows for the definition of an External Provider who is providing this course. This field can contain up to 30 characters, alphanumeric. This box, if checked, disables workflow for the selected course. Note that this box can only be checked if there are no employees currently enrolled in the selected course. This box, if checked, will restart workflow for the selected course. Note that this box can only be checked if there are no employees currently enrolled in the selected course. RESTRICTIONS TAB Training Courses Restrictions Tab The Restrictions Tab is used to define parameters that restrict enrollment in a given course to only those employees who meet the criteria specified within this table. If an employee does not meet one or more of these criteria, they cannot enroll in the course. Field Name Type This dropdown field defines the type of restriction that should be put in place. L Location O Org G Group/BU E Employee Group J Job Class 15

16 Field Name Start/End These fields define the range of values for the selected type that define the restriction. GL ACCOUNTS TAB This tab contains the general ledger accounts for the training and the costs applied to each account. 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 Amount field at the bottom of this tab displays the total for all values in the Cost column. Training Courses G/L Accounts Tab 16

17 USER DEFINED TAB Training Courses User Defined Tab These fields identify the User-Defined Fields that have been assigned to the selected training course. These selections display in the detail description for the course on the Training Opportunities page in ESS. 3. Once all relevant fields in all tabs have been defined, click Accept. 4. If schedule conflicts exist for the assigned instructor (because they are already teaching another course at the same time) the system will provide a warning. This will not prevent the record from being added, but it is another reason why all Course Instructors should be fully defined, unique individuals rather than using generic Instructors, as noted previously. ADDITIONAL AVAILABLE FUNCTIONS IN THE TRAINING COURSES PROGRAM There are a number of additional useful functions to be found in the toolbar in the Training Courses program. These functions can be used to duplicate sessions of a defined course to save entry time, aid in reporting, or allow for mass update functionality to make changes to multiple records at once. 17

18 Training Courses Munis Ribbon DUPLICATE First, the Duplicate function allows for any Training Course to be easily copied as many times as needed to define multiple sessions of the same course. 1. Click the Duplicate button found on the ribbon to open the Copy Training Course program. 2. Once in the Copy Training Course program, complete the appropriate fields. Note that the course from which you wish to copy must exist as a valid course in the Training Courses program before you can proceed. 18

19 Training Courses - Copy Training Courses Field Name Copy Course From Course Type Course Area Course Date Course Time Course Seq Copy Course To Course Area Course Date Course Time These fields define which course is being copied. The Type code assigned to the course being copied. The Area code assigned to the course being copied. The Date assigned to the course being copied. Note that Course Date is part of the key for each Training Course record and thus must be defined in both the From and To sections of this form. The Time code assigned to the course being copied. The Seq (Sequence) code assigned to the course being copied. Note that when multiple instances of the same course are created, it is advised that the Course Seq field be changed for each new record to reduce confusion. These fields define the new course that the information will be copied to. Note that the Course Type will remain the same as the course being copied, but other information may change. The Area code assigned to the new course being created. The Date assigned to the new course being created. The Time code assigned to the new course being created. 19

20 Field Name Course Seq Copy Restrictions Copy User Defined Copy Course Equivalents Copy GL Accounts The Seq (Sequence) code assigned to the new course being created. This box, if checked, directs the program to also copy the Restrictions from the original course. This box, if checked, directs the program to also copy the User-Defined Field information from the original course. This box, if checked, directs the program to also copy the Course Equivalents from the original course. This box, when checked, directs the program to also copy the GL Account information from the original course. 3. Once your selections have been defined, click Accept. 4. When the system prompts you to proceed with the copy, click Yes. 5. A dialog box will pop up indicating that the record has been copied. Click OK. CLASS LIST The class list is a report that provides a list of all registered attendees, as well as anyone on the waitlist. This program can be used to create a listing for who should be attending the designated course. 1. To access the Class List program, click the Class List button on the toolbar menu. 2. In the Class List Options box, select the appropriate report printing option: Training Courses Class List Report a. Print Active Course: This option prints a list of all registrants for the course currently selected. b. Print Range of Courses: This option, if selected, will prompt the user to define the code ranges that apply to the desired group of Training Courses. When using this option, define the available ranges and click Accept. 20

21 Training Courses Class List Report Parameters c. On the Output Options screen, select the desired option and click OK. 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. WAIT LIST The Wait List is a listing of all registered attendees who have been waitlisted. This listing is created based on the total number of registrants and the Maximum Size field defined on the Training Course. 1. To access a Wait List from within Training Courses, Search for the relevant Training Course. 2. Click the Wait List option on the Toolbar Menu. 3. If a Wait List exists for this course, the system will display a list of waitlisted registrants and their Priorities. Training Courses Training Course Waiting List 4. To add a waitlisted registrant to the list of enrollees, click Add found at the bottom of the screen. 21

22 5. When the Registrant Addition dialog prompts for confirmation to add the selected registrant to the course, click Yes. Note that if an employee has been waitlisted, their Training Detail record for the course in Employee Self Service will contain this notification: 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 course for which the update should occur. 2. Click the Mass Complete option from the toolbar menu. 3. Click Define and complete the appropriate fields. Training Courses Mass Complete This program updates ALL course registrants with the selections made in this screen. 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 to whom the completion does not apply within the Employee Training program. Field Name Complete Option This option indicates if the course was Completed or Cancelled. 22

23 Field Name Course Status Completion Date This list indicates the Course Status that will be inserted into the Status field in Employee Training for all enrolled registrants. F Failed the Course P Passed the Course These boxes indicate the Course Completion Date that will be inserted into the Complete Date field in Employee Training for all enrolled registrants. 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 or save the report. 8. If the report is correct, click Yes to the prompt to Post Data. All changes that were displayed in the proof report will now post to Employee Training. GEN CERTS The Generate Training Course Certificates program can be used to automatically create Employee Certification records using the on the Type and Area codes assigned to the Course. Note that this function is only available if the Use Training Codes flag is NOT checked in Personnel Settings. 1. To begin, click Gen Certs in the Toolbar Menu. 2. Click Define and complete the appropriate fields. Training Courses Gen Certs 23

24 Field Name Course Status Effective Date Expiration Date Required By Date These fields contain the range of Course Status codes that will be used for this generate process. Any employee with an Employee Training record that corresponds to the selected Course AND has a Status that falls within this range will have a Certification automatically created using the date parameters defined below. The Effective Date to be set on all Employee Certifications created by this process. The Expiration Date to be set on all Employee Certifications created by this process. The Required By Date to be set on all Employee Certifications created by this process. 3. Once the definition is complete, click Accept. 4. Once the options have been defined and accepted, click Output-Post to create a report to proof prior to posting. 5. Choose the desired output option and then click OK. 6. Once the report is reviewed, close or save the report. 7. If the report is correct, click Yes to the prompt to Post Data. All new records that were displayed in the proof report will now post to Employee Certifications. PREREQ Selecting this option allows access to the Course Prerequisites program directly from the Training Courses program. See the section on Course Prerequisites for additional information about this program. MASS UPDATE The Mass Update program is used to change the Date and Time associated with a given Training Course, and to automatically update all Employee Training records associated with that course to the new date and time. It can also be used to automatically send notification s to the affected registrants, as well as other personnel who may be affected by the change. 1. To begin, click Mass Update under More in the Toolbar Menu. 2. Click Define and complete the appropriate fields. 24

25 Training Courses Mass Update Field Name New Course Date New Course Time New Course Dates Send Updates Send Updates to Supervisors Send Updates to the Trainer Additional Update Recipients When defined, this field will update the Course Date on the Training Course record and all associated Employee Training records. When defined, this field will update the Course Time on the Training Course record and all associated Employee Training records. When defined, this field will update the Course Start Date and Course End Date on the Training Course record and all associated Employee Training records. When checked, this box will prompt the system to send an automated notification to all enrollees notifying them of the change. When checked, this box will prompt the system to send an automated notification to the Supervisors of all enrolled employees notifying them of the change. When checked, this box will prompt the system to send an automated notification to the Trainer assigned to this Training Course notifying them of the change. Up to two additional addresses can be defined in these fields. If defined, notifications will be sent to these addresses as well. The Additional Update Recipients fields are quite useful, as they allow for other personnel such as training coordinators or facilities managers who would otherwise not be notified to receive the same update as registrants, supervisors, and trainers. 3. Once the definition is complete, click Accept. 25

26 4. Once the options have been defined and accepted, click Execute to complete the update and send notifications. 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 allows for the creation of user-defined codes to be assigned to Training Courses. The assigned user-defined records can also be viewed through the Training Courses and Employee Training programs. Each of these programs includes a User-Defined tab that includes all user-defined fields assigned to the associated 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 Code Type TRUD Training User Defined to create Miscellaneous Codes that correspond to the Field ID codes. When you create User-Defined Fields for a Training 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 User Defined under More in the toolbar menu. 2. Click Add to create a new definition or Update to change an existing definition of the User-Defined Fields. 26

27 Training Courses User Defined Field Name Type Area Date Time Seq Display on MSS Field ID Code Date This field identifies the Type code of the Training Course to which this User-Defined Field will be applied. This field identifies the Area code of the Training Course to which this User-Defined Field will be applied. This field identifies the Course Date of the Training Course to which this User-Defined Field will be applied. This field identifies the Time code of the Training Course to which this User-Defined Field will be applied. This field identifies the Seq (Sequence) code of the Training Course to which this User-Defined Field will be applied. This box, if checked, will cause the User-Defined information to display in the Course Details screen in Self Service. This field identifies the Field ID Code corresponding to this record. Field ID Codes are created and maintained in the User Defined Categories program. This field defines the Date for the User-Defined Field, if applicable. Availability of this field is determined by the Field ID Code selected. 27

28 Field Name Code Value This field defines the Code for the User-Defined Field, if applicable. Availability of this field is determined by the Field ID Code selected. These codes are maintained in the Payroll Miscellaneous Codes program under Code Type TRUD Training User Defined. This field defines the Value for the User-Defined Field, if applicable. Availability of this field is determined by the Field ID Code selected. 3. Once the definition is complete, click Accept. The program controls how notifications are sent to registrants for Training Courses based on their enrollment and approval status. 1. In order to access the Options program, Search for the class for which the should be sent. 2. Click under More in the toolbar menu. Training Courses Click Define and complete the appropriate fields. 28

29 Field Name Options Enrollment Status Include Header Employees Applicants Guests If Active Course is selected, s will be sent only to registrants for the Training Course that was being viewed at the time this program was opened. If Active Find Set is selected, s will be sent to registrants for all Training Courses in the find set at the time this program was opened. This field defines which registrants will receive the . Approved (non-waitlisted) Only registrants who have been approved to take the course will receive the . Approved and Waitlisted Only registrants who have been approved AND put on the Wait List will receive the . All Registrants All registrants for the course or set of courses will receive the , regardless of Wait List or Approval status. If checked, this box will include the Training Course header information of the body of the . If checked, this box will tell the system to send the to all employees who meet the prior defined criteria. If checked, this box will tell the system to send the to all applicants who meet the prior defined criteria. If checked, this box will tell the system to send the to all guest attendees who meet the prior defined criteria. 4. Once the definition is complete, click Accept. COURSE PREREQUISITES Human Resources/Payroll > Human Resources > Certifications and Training > Training > Course Prerequisites Now that Training Courses have been created, Course Prerequisites can be created. Course Prerequisites serve several functions: To restrict employees from registering for a course if they have not completed the defined prerequisite courses. To keep track of equipment required to participate in a Training Course. 29

30 To require that an employee belong to a specific Job Class, Group/BU, Location, or Org before registering for the defined course. 1. To begin, open the Course Prerequisites program (Human Resources/Payroll > Human Resources > Certifications and Training > Training > Course Prerequisites). Course Prerequisites 2. Click Add to create a new code or Update to change an existing code and complete the appropriate fields. 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 Job Class Master and Position Control for information on defining and processing training requirements for jobs and positions respectively. Field Name Course Type Course Area This field defines the Type code associated with the Training Course to which this Prerequisite applies. This field defines the Area code associated with the Training Course to which this Prerequisite applies. 30

31 Field Name Process Type All Type and Area Prerequisites Required Prereq Type Prereq Area Equipment This field identifies the type of Prerequisite that applies to this record. 1 Type and Area Prerequisites for Course This choice indicates that a completed Employee Training record corresponding to the Type and Area listed in the following fields is required before an employee can register for the course that corresponds to this record. 2 Equipment Prerequisite for Course This choice indicates what equipment would be required for a course. 3 Course Prerequisite for Job Class The system will check to confirm that a registrant belongs to a certain Job Class before registering. 4 Course Prerequisite for Group/BU The system will check to confirm that a registrant belongs to a certain Group/BU before registering. 5 Course Prerequisite for Location The system will check to confirm that a registrant belongs to a certain Location before registering. 6 Course Prerequisite for Org The system will check to confirm that a registrant belongs to a certain Org before registering. This box, if checked, indicates that ALL Type and Area prerequisites for this Training Course are required. This option is only available for Process Type 1 Type & Area Prerequisite. This field contains 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. This field contains 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. This field 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. 31

32 Field Name Job/Grp/Loc/Org This field indicates the Job Class, Group/BU, Location, or Org that is required 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. 3. 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. TRAINING FORECAST REPORT The Training Forecast Report is used in conjunction with the Course Prerequisites program to run reports for two purposes: The Requirements Report provides a listing of required courses for employees who are required to take mandatory Training Course based on any defined Process Type 3, 4, or 5 Course Prerequisites. The Eligibility Report provides a list courses for which employees are eligible to attend based on any defined Process Type 1 Course Prerequisites. 1. To begin, open the Training Forecast Report program (Human Resources/Payroll > Human Resources > Certifications and Training > Training > Training Forecast Report). Training Forecast Report 2. Click Define and complete the appropriate fields. 32

33 Field Name Execute This Report Report Option Category Option This field directs the system when to produce the report now, or at a later date with the assistance of the Scheduler tool. This field directs the system to run either the Eligibility or Requirements report. Directs the system to which of the three available ranges to use when defining the reporting set: Job Class, Group/BU, or Location. 3. Once the definition is complete, click Accept. 4. Select from the available Output options to view the report. ENROLLING REGISTRANTS EMPLOYEE TRAINING Human Resources/Payroll > Human Resources > Certifications and Training > Training > Employee Training The Employee Training program is used to track records for Employees who participate in a Training Course. Whenever an Employee is enrolled in a course, a unique Employee Training record is created specifically for that combination of Employee and Training Course. Reports on enrollment and participation can be created in Employee Training. Only Active employees may be added in the Employee Training program, although historical records will not be deleted if an employee is later inactivated. 1. To begin enrolling employees, open the Employee Training program (Human Resources/Payroll > Human Resources > Certifications and Training > Training > Employee Training). 2. Click Add to create a new enrollment record or Update to change an existing record and complete the appropriate fields. 33

34 Field Name 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. All information is pulled from the Employee Master, and changes to these fields in the Employee Master will be reflected in this panel. COURSE TAB When completed, these first five fields combined will associate the selected employee to a specific Training Course. Employee Training Course Tab 34

35 Field Name Type Area Date Time Seq This field contains the Training Type code (TRTY) or Certifications Type code (CERT) of the Training Course associated with this record. 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 contains the Training Area code (TRAR) or Certifications Area code (AREA) of the Training Course associated with this record. 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 contains the Date corresponding to the Training Course associated with this record. Available selections are restricted depending on the Dates assigned to Training Courses with the Type and Area defined above. This field contains the Time corresponding to the Training Course associated with this record. Available selections are restricted depending on the Times assigned to Training Courses with the Type and Area defined above. This field contains the Seq (Sequence) number corresponding to the Training Course associated with this record. Available selections are restricted depending on the Dates assigned to Training Courses with the Type and Area defined above. 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 selecting 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. Field Name Course Length This box defines the length of the selected course. The program sets the value of this box based on the Training Courses program and cannot be changed. 35

36 Field Name Code Activity Dates Status Complete Date Score Cost Comment Hours Type Hours 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. This field 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. These dates define the Start Date and End Date for the course. The default dates are the date in the Course Date box, but you can change one or both of them if necessary to reflect actual course information for external courses. This field identifies the course status/completion code. These codes are maintained in the Payroll Miscellaneous Codes program under code type TRCC Training Course Completion. This field contains the date that the course was completed by the selected employee. This optional field contains the employee s score or grade, if applicable. This optional field contains the course cost per employee for reporting purposes. This optional field stores any comments applicable to the employee s training record and can contain up to 50 characters. This field 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. This field defines the number of accredited hours the employee earns by completing the course, calculated as the Accredited Hours * Factor from the Training Course record. If the Factor is 0.00, this field will populate with the value from the Accredited Hours field. This value can be changed. 36

37 Field Name Points Type Points Employee Invoiced Notes Button Workflow Status Workflow This field 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. This field determines the number of points of the defined Type that employees earn by completing the course. This field contains the date that the employee was invoiced for the course and is informational only. This free-form text field allows for entry of additional information for the course, but is not required. This button is only available in the Inquiry mode. This field indicates the current workflow status of the record. This list is available as search criteria only. If your organization uses Munis Workflow, these buttons allow you to reject, forward, hold, approve a record, or view a list of approvers. 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. GL ACCOUNTS TAB Employee Training GL Accounts Tab This tab contains the general ledger accounts for the training and the costs applied to each account for this employee. The Total Amount field at the bottom of this tab displays the total for all values in the Cost column. 37

38 USER DEFINED TAB Employee Training User Defined Tab This tab displays User-Defined Fields assigned to the corresponding Training Course. ADDITIONAL AVAILABLE FUNCTIONS IN THE EMPLOYEE TRAINING PROGRAM There are a number of additional useful functions to be found in the toolbar in the Employee Training program. These functions can be used to perform mass updates to may records at once, to generate invoices from the Employee Training program, and to run reports. Employee Training Munis Ribbon Menu 38

39 STATUS This option functions similarly to the Update button and is intended for use when updating the Status of an Employee Training record. When updating via the Status function, it is not possible to modify the Date or Time fields. MULTI-ADD The Multi-Add function is used to mass-enroll large numbers of employees simultaneously in Training Courses based on various criteria, and is a huge time saver when not utilizing ESS for course enrollment. 1. To begin, click Multi-Add in the Toolbar Menu. Employee Training Multi-Add 2. Click Define and complete the appropriate fields. 39

40 Field Name Add Option Split G/L Account Course Cost Between All Employees Employee Restrictions Mass Add This field defines the type of Multi-Add to be processed. The selected option determines which fields are available for completion. Mass Add Selecting this option allows the user to define a range of employees by using the Employee Restrictions fields (Job Class, Location, Group/BU, and Org). This process checks for prerequisites and whether or not the employee has already completed the defined course (so as not to create duplicate records). If a course is full, employees will automatically be waitlisted. Multi Add When selected for a given Training Course, the system will open up a secondary Multi Add screen where the user can select employees one at a time to be mass-enrolled, and can define in that screen the number of Hours to be assigned to each Employee Training. Prerequisite Add This process allows for employees to be mass enrolled based on Employee Training prerequisites by Job Class, Location, Group/BU, or Org. 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. This box, if checked, 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. These boxes control which employees will be included in the Multi-Add process. These fields define which course should be mass added for the defined set of employees. 40

41 Field Name 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 complete, click Accept. 4. Once the options have been defined and accepted, click Execute. Note that this is not an Output-Post program, and thus no report will be produced to show who is being added. 5. On the Add Training Records dialog box, review the number of records the system is preparing to add, and if correct, click Yes. MASS UPDATE The Mass Update program can be used to modify the score, comments, cost, and hours for all Employee Training records in the active set. This can greatly reduce the amount of time needed to update a large number of records for any given set of employees. 1. In order to use the Mass Update program, begin by Searching to define the find set of records you would like to Mass Update. All records in the active set will be affected by the process, so be careful not to include records you do not want to modify. 2. Select the Mass Update option from the toolbar menu to open the program. Complete the appropriate fields. Employee Training Mass Update 41

42 Field Name Score Comment Cost Hours Send Updates Include Rejected Employee Trainings This field contains the employee s score and can contain up to ten character. This field contains any comments related to the course record and can contain up to 30 characters. This field contains the per-employee cost of the course. This field contains the number of accredited hours earned by the employee for completing the course. This box, if checked, directs the program to send an notification of the changes to all employees affected by this Mass Update process. This box, if checked, directs the program to also include any Employee Training records with a workflow status of R REJECTED when performing the update. 3. Once the definition is complete, click Accept. There is no proof report for this program. ADDL REPORTS The Additional Reports feature allows the user to create three different stock reports on Employee Training records: A Training Transcript report, which displays Certification and Course information for records in the active set within a defined date range. A Condensed Employee Training report, which displays a list of courses for each employee in the find set, sorted by completion status. A Training Summary report, which provides a demographic breakdown of all Employee Training records sorted by Location, Group/BU, Job Class, or Org. CREATE INVOICES The Create General Billing Invoices program creates general billing invoices for employees who are responsible for paying to participate in training courses. 42

43 TRAINING COURSES This option opens the Training Courses program for the course that is defined on the active Employee Training record. USER DEFINED This option opens the Training User Defined Fields program, which is discussed earlier in this document. Much like the Training Courses button, this function serves as a shortcut to open the Training User Defined Fields program directly from Employee Training. The function allows for the mass ing of employees out of the Employee Training program. Clicking this button will automatically open your client and automatically populate the To fields with the addresses of any employees in your find set of Employee Training records. RELEASE Clicking the Release option will allow for the Employee Training Course record to be released for approval through Workflow. WORKFLOW AND APPROVALS There are two different kinds of Workflow Business Rules that can be configured for the Employee Training module. PMG This Business Rule Code Type is used to create workflow for employees attempting to enroll in Training Courses. When a PMX Business Rule exists for a given employee, workflow notification is sent to the appropriate Munis user. The employee will not be added to the Course List for the chosen Training Course until all workflow steps have been completed and approved. PMX This Business Rule Code Type is used to create workflow for the creating and posting of Training Courses online through ESS. Once all PMG workflow is completed for a training course, the course will be viewable online depending on how the Posting Option field is configured in the Main Tab of the Training Courses program 43

44 ADDITIONAL OPTIONAL FEATURES TRAINING COURSE GUESTS Human Resources/Payroll > Human Resources > Certifications and Training > Training > Training Course Guests While most of the features of the Employee Training module are designed to track information specifically related to actual employees who participate in training. However, citizens and other nonemployees can also be given the ability to enroll in selected courses via Munis Self Service. Since it is not appropriate to track these individuals in the Employee Training program, their information is stored separately in a Training Course Guests record. If completion of a publically offered training class is a precondition to hiring for certain jobs, this feature can be useful as it allows for Training Course Guest records to be converted into Employee Training records after the trainee has been formally hired and given an Employee ID number. 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. To begin adding a Training Course Guest record or update an existing one, open the Training Course Guests program (Human Resources/Payroll > Human Resources > Certifications and Training > Training > Training Course Guests). Training Course Guests 44

45 2. Once in the Training Course Guests program, click Add to create a new record or Update to make changes an existing record. Complete the appropriate fields. Field Name Guest Identification Guest SSN Last Name/First Name/Middle Name Contact Information Address Fields (Address 1, Address 2, City, State, Zip, Country, County) Phone These fields contain basic identification information about the Training Course Guest. This field contains the Training Guest Number. This value is automatically assigned by the system using the next available number This field contains the Social Security Number of the training guest. This is a required field. These fields contain the name of the training guest. First Name and Last Name are required; Middle Name is optional. These fields contain the Training Guest s contact information. These optional fields contain the training guest s contact address. This field contains the training guest s primary contact phone number. Note that while not bolded, this is a required field. This field contains the training guest s primary contact e- Guest Courses mail address. These fields contain information about the Training Course associated with this particular Training Course Guest record. This includes Type, Area, Date, Time, Seq (Sequence), Course Status, Workflow Status, Points Type, and Points). Complete these fields to assign the Guest to a Training Course. 3. Once the definition is complete, click Accept to save your record. 4. Note that in order for a guest to appear on a Training Course Class List, the Workflow Status on the Training Course Guest record must be set to A APPROVED even if no Workflow Business Rules exist. In such a case, manually update the record in Training Course Guests and set the Workflow Status to the appropriate value. 45

46 CREATE TRAINING The Create Training function found in the Ribbon can be used to convert Training Course Guest records into Employee Training records. This function is very useful when the Training Course Guests program is used for applicants and trainees who may not be permanent employees at the time the training occurs. 1. Click the Create Training button in the Ribbon to open the Conversion Options screen. Training Course Guests Create Training 2. Click Define and complete the appropriate fields. Field Name Employee Completed Date Create Points History Completion Codes This field contains the Employee ID number for whom the record should be created. The field contains date that the Training Course was completed. This box, when checked, directs the system to also create Training Points History record for the Employee Training record to be created as part of this process. If the Create Points History value is selected, the system will prompt for these fields to be completed in order to define a range of Completion Codes which will determine if it is valid to create a Training Points History record. If Create Points History is not checked, these fields will not display. 3. Once the definition is complete, click Accept. 46

47 4. Click Generate to create the records. Note that there is no proof report for this program. EMPLOYEE TRAINING POINTS Human Resources/Payroll > Human Resources > Certifications and Training > Training > Employee Training Points The Employee Training Points program allows for the tracking of Training Points earned by employees, and allows for these records to be viewable in Employee Self Service. It can also be used to allow employees to expend earned points towards the earning of stipend pays or the renewal of an Employee Certification. This program does not track the points earned by individuals who are not employees of your organization who may have enrolled in Training Courses via Self Service. This program is used primarily for the viewing and reporting of records; very little data maintenance actually takes place in this program. In order to use the Employee Training Points functionality, Training Points Miscellaneous Codes (TRPT) must exist and be assigned to the appropriate field in the Details tab of the Training Course for which points are to be tracked. Records will automatically be created in the Employee Training Points program when an Employee Training record is created with both the Points Type and Points fields correctly defined. These totals will then be viewable by employees in ESS using the My Points function as described in the following sections. 47

48 Employee Training Points EXPEND The Expend function in the Munis ribbon can be used to cash out any earned points of a given type (or range of types) towards renewal of a Certification. 1. To begin, click Multi-Add in the Toolbar Menu. 2. Click Define and complete the appropriate fields. 48

49 Employee Training Points - Expend Field Name Execute this report Proof Type Primary Point Type Total Points This field directs the system when to produce the report now, or at a later date with the assistance of the Scheduler tool. This field directs the type of expenditure that is being processed. There are three choices: Stipend This option, if selected, indicates that the employee is spending their points towards earning a Stipend pay. Re-Certification This option, if selected, indicates that the employee is spending their points towards the renewal of an Employee Certification. Report This option produces a report on Training Points expenditure activity. This field indicates the Point Type to be used first when determining if the employee has the minimum number required to meet the threshold. These fields set the minimum and maximum point values to be expended towards the renewal of a Certification or the earning of a Stipend. 49

50 Field Name Include Bank Points Remaining Point Action Remaining Point Type Employee Criteria This box, if checked, indicates that points from other Training Point Types can also be expended. The hierarchy that defines which Points Types can be used is created in the Bank Points sub-screen, accessible from the ribbon. This set of options define what the system will do with any remaining points: No Action Zero Transfer If Transfer was chosen as the Remaining Points Action, this field indicates which Points Type the remaining balance will be transferred to. These fields define which employees will be included in the proof-post. The available criteria are Employee Number, Org, Location, Group/BU, and Job Class. 3. Once the definition is complete, click Accept. 4. Click Proof Post to view the proof report and update Employee Training Points records. Note that this process does not actually update any Employee Certification records; it simply tracks the expenditure of Points towards renewal of those Certifications. Any Changes to Certifications will still need to be done manually after running this program. CERTIFICATIONS This option opens the Employee Certifications program for the Employee that is currently selected as the active Employee Training Points record. MANUAL ENTRY This option can be used to manually create Employee Training Points records without a corresponding Employee Training record from which to pull. Simply define the Employee to receive the modification and indicate the Points Type and number of points to be earned or used, along with the Course ID link to complete the entry. 50

51 TRAINING COMPONENTS The Training Components module is an optional tracking program that allows for the creation of course groupings that can be associated with a Training Type for informational and reporting purposes. Virtually all of the data fields found in this feature utilize user-defined codes created in the Training Component Codes program. TRAINING COMPONENT CODES Human Resources/Payroll > Human Resources > Certifications and Training > Training > Training Component Codes Training Component Codes are simple codes used to define the options available in the Methods and State Focus Area panels in the Training Components Maintenance program, shown here. Training Components Maintenance Setup of these codes is very similar to that of Miscellaneous Codes. 51

52 1. To begin adding a Component Code or update an existing code, open the Training Component Code program (Human Resources/Payroll > Human Resources > Certifications and Training > Training > Training Component Codes). Training Component Codes 2. Choose the appropriate Training Component Code from the list by highlighting it and clicking Accept. 3. Once you have selected your code, click Add to create a new Component Code or Update to make changes to a current Component Code. Complete the appropriate fields. Training Component Codes Field Name Code Type This box contains the system supplied code type selected from the Code Types list. Click Show Types to select another code type. 52

53 Field Name Code Fiscal Year Description Reference This is the user-defined code assigned to identify a unique Training Component Code associated with a given Code Type. This code can be up to four characters, alphanumeric. This is a required field. This field indicates the Fiscal Year for which this Component Code is valid. This is the description and can be up to 30 characters. This is a reference code associated with the code value, if applicable. 4. Once the code is defined, click Accept. Repeat this process until all codes have been created, using the Show Types function as needed to select new Code Types. TRAINING COMPONENT MAINTENANCE Human Resources/Payroll > Human Resources > Certifications and Training > Training > Training Component 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 user-defined codes. These codes are maintained in the Training Component Codes program. The use of this program requires Personnel Superuser permissions. 1. To begin creating Training Component records, open the Training Components program (Human Resources/Payroll > Human Resources > Certifications and Training > Training > Employee Training). 53

54 Training Components Maintenance 2. Once in the Training Components program, click Add to create a new record or Update to make changes an existing record. Complete the appropriate fields. Field Name Component Number Type Fiscal Year Title This box is the number of the training component and can be up to 10 numeric characters. This list defines the Training Type code (TRTY) or Certifications Type code (CERT) of the training component. Click the folder button to view and maintain the available type codes. Which code is available is dependent on the Use Training Codes flag in the Personnel Settings program. This box indicates the fiscal year for the training component and must match the Training Component Codes program setup. This box indicates the title of the Training Component. 54

55 Field Name Status Year Established Group/BU Location Contact Employee Max Points Learning Method Primary Purpose Implementation Method Student Evaluation Method Staff Evaluation Method 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). This box determines the year in which the training component was established. This optional dropdown defines the Group/BU to which the training component applies. This optional dropdown indicates the Location code of the training component (note that this refers to Payroll Location, not Course Location). These codes are maintained in the Location Codes program (Human Resources/Payroll > Payroll > Payroll Setup > Location Codes). This box specifies the employee number of the employee who acts as the contact for the training component. This box identifies the maximum points for the component. 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. 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. 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. 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. 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. 55

56 Field Name Audience Focus Area Description 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. 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. This field gives the description for the selected Focus Area. 3. Once the definition of the Training Component record is complete, click Accept. ESS SETUP AND CONFIGURATION Once all setup has been completed in Munis, it is time to configure Munis Self Service to allow employees or guest registrants to enroll in Training Courses via Self Service. Follow the steps below to complete this setup. APPLICATION ADMINISTRATION Administration > Employee Administration > Application Administration 1. To begin, log into Employee Self Service with an administrator account, and navigate to Application Administration (Administration > Employee Administration > Application Administration). 2. Scroll down to the section labeled Employee Training and check the appropriate boxes. 56

57 Field Name Allow access to training opportunities Training uses a point system Display guest training This box, when checked, allows Self Service users to access the Training Opportunities page to register for courses and to view their own course history records. This box, when checked, allows Self Service users to access the My Points function to view their total accumulated Training points. This box, when checked, allows non-employees to register for Training Courses as Training Course Guests. 3. Once the appropriate boxes have been checked, scroll to the bottom of the page and click Update to save your settings. USING EMPLOYEE SELF SERVICE Once the proper settings have been configured, users can log into Self Service to register for classes. If they are Employees, they will need to actually log in to ESS to access Training Opportunities. If Display Guest Training has been enabled, then guest users will be able to access Training Opportunities without logging in as an employee. TRAINING OPPORTUNITIES Employee Self Service > Training Opportunities Training Opportunities functions as a hub program for all Employee Training related information in Self Service, and displays available courses for the employee to view. 57

58 The first view is All Training, which displays all courses the employee can view. Courses can also be displayed by Course Location, or the registrant can Search by keywords in the Course Description. 58

59 Once a course has been identified, the registrant can click Detail/Enroll for any of these options to open a detail view of the selected course, and click Enroll Now to sign up for the course. If the course registration deadline has lapsed, or if the registrant is already enrolled in that course, the Enroll Now function will not be available. 59

60 When viewing Training Details, the user may click the directions button to view directions to the training site, and can also view a list of other offerings for the same course, as determined by Type and Area. COURSES CALENDAR Employee Self Service > Training Opportunities > Courses Calendar 60

61 From the Training Opportunities screen, users can click the Courses Calendar button (or select it from the side ribbon) to open the Courses Calendar program. This program displays a calendar view for the selected year and month, to show when available courses are scheduled to meet. The user may click on a highlighted cell to pull up more information about the selected course. They can then click Select to jump to the Training Details screen for that course, or Close to continue viewing the Course Calendar. 61

62 MY TRAINING Employee Self Service > Training Opportunities > My Training From the Training Opportunities screen, users can click the My Training button (or select it from the side ribbon) to open the My Training program. This program allows users to view a list of courses for which they are registered, and which they have already completed. 62

63 Users can select from a list of available courses by clicking on the Detail button, which will display detailed information about their enrollment in that specific course. From this detail screen, the user can click the course, or use the their personal calendar. Cancel Enrollment to withdraw from Add to My Calendar button to add the course dates to MY POINTS Employee Self Service > Training Opportunities> My Points If the Training uses a point system box was checked in Application Administration, then users will be able to view and access the My Points function for a listing of their total accumulated points, by Points Type, that they have earned by completing Training Courses. 63

64 The system tracks the total number of points earned AND points expended towards the earning or renewal of an Employee Certification. See the above section on Employee Training Points for more details on how to process and expend Points. 64