Sage Abra SQL HRMS Training Pages. User Guide

Transcription

1 Sage Abra SQL HRMS Training Pages User Guide

2 2010 Sage Software, Inc. All rights reserved. Sage, the Sage logos, and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. Business Objects, the Business Objects logo, and Crystal Reports are registered trademarks of SAP France in the United States and in other countries. NetLib is a registered trademark of Communication Horizons. OrgPlus is a trademark of HumanConcepts, LLC. TextBridge is a registered trademark of ScanSoft, Inc. Microsoft, Outlook, Windows, Windows NT, Windows Server, the.net logo, Windows Vista and the Windows logo are trademarks or registered trademarks of Microsoft Corporation in the United States and /or other countries. The names of all other products and services are the property of their respective holders. Sage has made every effort to ensure this documentation is correct and accurate but reserves the right to make changes without notice at its sole discretion. Use, duplication, modification, or transfer of the product described in this publication, except as expressly permitted by the Sage License Agreement is strictly prohibited. Individuals who make any unauthorized use of this product may be subject to civil and criminal penalties. For additional assistance on this and other Sage products and services, visit our Web site at:

3 Table of Contents Training Detail Pages... 3 Certifications...3 Class Information...5 Class Roster...8 Courses Taken...9 Current Job...13 Demographics...16 Employees Requiring the Class...18 Required Courses...20 Training Programs...21 Training Tasks Add a New Class...23 Add a New Student...24 Assign Programs...25 Assign Required Courses...26 Close a Class...27 Delete a Student Record...28 Edit Class Correspondence...29 Enroll Employees in a Class...31 Establish Job Requirements...32 Update Employee Training Information...35 Training Processes...36 Mass Update...36 Import Calculations...38 Standard Reports Define Custom Criteria...41 Define Report Criteria...43 Print, Preview, or Export a Report...47 Training Reports Catalogs and Code Tables...51 Training Pages i

4 Class Administration Reports Employee Training Reports Tuition Reimbursements Sample Training Reports Training Analysis Reports Index ii Sage Abra SQL HRMS

5 Training Detail Pages Certifications The Certifications page contains information about each certification an employee has received. It also lists certifications required for the employee s job that might not have been received yet. Certifications required for a specific job are automatically added to the Certifications page of employees with that job. In order to use certifications effectively, it is important to understand how they are tracked. Track Receipt of Certifications Some certifications require completion of a specific course. For example, an employee must take a course called Cardiopulmonary Resuscitation in order to receive CPR certification. When an employee completes the course, their Certifications page will show that they have received CPR certification. Some certifications require completion of a certain number of courses rather than a specific course. For example, a certification called Executive Development requires completion of three courses. Your employer offers five courses associated with the certification. When an employee completes three of those five courses, their Certifications page will show that they have obtained the Executive Development certification. Some certifications require completion of a certain number of credits or CEUs (Continuing Education Units) instead of courses. You can track these certifications by indicating how many credits or CEUs each course is worth. For example, a certification called Bank Operations Diploma requires completion of six credits. Your employer offers three courses associated with the certification and each is worth three credits. When an employee completes two of these courses, their Certifications page will show that they have obtained the Bank Operations Diploma certification. Track Renewal of Certifications Some certifications must be renewed on a regular basis. A certification may require a specific number of courses, credits, or CEUs for renewal. You can track certification renewals by specifying the renewal period and indicating how many courses, credits or CEUs are required for renewal. For example, a certification called Hazardous Waste Handling requires completion of six CEUs for renewal and has a renewal period of 12 months. That means an employee who has already received the certification must complete an additional six CEUs every 12 months in order to maintain the certification. If Mary Jones received (or renewed) the Hazardous Waste Handling certification on 1/1/08, every time she completes a course associated with the certification after 1/1/08, the CEUs provided by the course will count toward renewal of the certification and will be tracked on her Certifications page. Training Pages 3

6 Certifications To Add a New Certification 1. From the Navigation Pane, select Training > View/Edit Trainee. 2. Find a trainee. 3. From the Training toolbar, select Training > Certifications. 4. Click Add. 5. On the Certification tab, select the certification you want to add to the employee. You can select it either by its code or description. 6. Enter the remaining information, using the following field descriptions. 7. When you are finished entering information on the Certification, Requirements, and User Defined tabs, click Apply and then OK to save the certification information. Certification Field Label Field Description Certification Description Select the certification by its description. Certification Code Select the certification by its code. Job Requirement Required If the certification is a job requirement, Abra Training displays the job title responsible for the requirement. If the certification is a job requirement for the entire employer, the employer name is displayed. If the certification is not a job requirement, No is displayed. Indicates whether the certification is required for the employee s job (Yes or No). Automatic Update Originally Received Last Received Renewal Period Indicate whether you want Abra Training to automatically calculate the Originally Received, Last Received, and Expiration dates based on when the employee completes the certification requirements. Select Yes or No. Date the employee originally received the certification. If you selected Yes in the Automatic Update field, Abra Training calculates this field automatically. If you selected No for Automatic Update, you can enter any date in this field. Date the employee was most recently certified. If you selected Yes in the Automatic Update field, Abra Training calculates this field automatically. If you selected No for Automatic Update, you can enter any date in this field, as long as it is no earlier than the Originally Received date. Number of months the certification lasts. Expires Date the certification expires. Abra Training automatically calculates this date from the Last Received date and the Renewal Period. If you selected No in the Automatic Update field, you can change this date. 4 Sage Abra SQL HRMS

7 Class Information Field Label Days Left Field Description Number of days before the certification expires. Abra Training automatically calculates this date. Date Required Date the certification is required. If this certification is a job requirement, Abra Training automatically fills in this date. Requirements Tab Note: The fields marked with an asterisk (*) in the following table originate from the Certification code table. Field Label Requirements for Initial Certification Requirements for Certification Renewal Completed Since Last Certification Field Description Courses*: Number of courses required to initially receive the certification. Credits*: Number of credits required to initially receive the certification. CEU*: Number of CEUs required to initially receive the certification. Courses*: Number of courses required to renew the certification. Credits*: Number of credits required to renew the certification. CEU*: Number of CEUs required to renew the certification. Courses: Number of courses employee has completed toward the certification since the last received date. Abra Training automatically updates this when an employee completes a course. Credits: Number of credits employee has completed toward the certification since the last received date. Abra Training automatically updates this when an employee completes a course. CEU: Number of CEUs employee has completed toward the certification since the last received date. Abra Training automatically updates this when an employee completes a course. User Defined Tab Use the four fields on the User Defined tab to record additional certification information. You can specify titles for user defined fields by selecting Setup > Training > Training Setup in the Navigation Pane. Class Information The Class Information page contains detailed information about each class you have set up. Use this page to describe the class start and end date, total sessions, instructor, and training location. You can also specify the number of students allowed in the class; when the class reaches capacity, you receive a warning when you enroll another student. Training Pages 5

8 Class Information Note: If you have more than one employer in your system and you do not have a Training Employer specified in Enterprise Setup, when you click Add you will be prompted to select an employer for which to add the class. Make your selection and click OK. Class Note: In the following table, the fields marked with an asterisk (*) originate from the Courses code table. Field Label Course Description Field Description Course description. Course Code The unique code for the Course. Course Type Type of course. Certification* The certification associated with the course, if any. Class ID Class Status Class ID Number. The system defaults to the next available number, but you can change it to any value that has not already been assigned to a class. Current status of the class. Credits* Number of credits received by each employee completing the class. CEU* Number of Continuing Education Units received by each employee completing the class. Course Fee* Fee charged to each employee (or employee organization) that takes the course. Other Fees* Other fees charged to each employee (or employee organization) that takes the course. Scheduling Tab Field Label Start Date Field Description Date the class starts. End Date Date the class ends. Enroll By Date by which employees must enroll. Total Sessions Total number of times the class meets. Originates from the Courses code table. 6 Sage Abra SQL HRMS

9 Class Information Field Label Start Time Field Description Time of day that each session starts. End Time Time of day that each session ends. Total Hours Total number of hours the class takes to complete. Originates from the Courses code table. Instructor Instructor name. Location Training location description. Capacity Days Total number of employees that can be enrolled in the class. If a training location is selected, this originates from the Training Locations code table. Select the check boxes to indicate the days of the week that the sessions meet. Check for Conflicts To see whether a class conflicts with other classes, click the Check for Conflicts button. The system checks if the class will conflict with others assigned to the same instructor or training location. It also checks to see whether employees on the Class Roster with a status of Enrolled or In Progress are enrolled in conflicting classes. You are notified if no conflicts are found. If no conflicts are found, a report displays listing the conflicts. When you are finished previewing the report, click the Close Information page. button to return to the Class Costs and Ratings Tab The Costs and Ratings tab contains the following fields. Field Label Fixed Costs Budgeted Costs Field Description Fixed portion of the class costs, for example, the portion that stays the same regardless of the number of employees enrolled in the class. Total costs budgeted for the class. Actual Costs Total actual costs for the class. Class Rating Rating given to the class by the employees that attended. Instructor Rating Rating given to the instructor by the employees that attended. Training Pages 7

10 Class Roster User Defined Tab Use the four fields on the User Defined tab to record additional class information. You can specify titles for user defined fields by selecting Setup > Training > Training Setup in the Navigation Pane. Note: Use the Notes field to enter additional information about the class. Class Roster The Class Roster page includes all the employees that are enrolled in the selected class. You can view the class status (Open, In Progress, or Completed), number of vacancies and the date and time of when the class starts and ends. Click More, to view the Roster Detail page. Click Add to add another person to the class. Class Roster Detail Page Tabs Note: Most of the employee information on these tabs is for display only and cannot be updated from this page. Employee Tab In addition to basic employee information, the Employee tab contains the following fields. Field Label Enrollment Status Field Description Employee s enrollment status in the course. Job Requirement If the course is a job requirement, Training displays the job title responsible for the requirement. If the course is a job requirement for an entire employer, the employer name is displayed. If the course is not a job requirement, No is displayed. Note: If the employee completed the course when it was not a job requirement, this field displays No even if the course was subsequently added as a job requirement. Job Related Course Fee Other Fees Indicates whether the course is related to the employee s job. If it is, Training automatically selects Yes. Fee charged to each employee (or employee organization) that takes the course. This originates from the Class Information page. Other fees charged to each employee (or employee organization) that takes the course. It originates from the Class Information page. 8 Sage Abra SQL HRMS

11 Courses Taken Field Label Grade Field Description Grade received upon completion of the course, if any. Check for Conflicts To see whether this class conflicts with any other classes in which the employee is enrolled, click the Check for Conflicts button. You are notified if no conflicts are found. If conflicts exist, a report displays and lists the conflicts. When you are finished previewing the report, click the Close page. button to return to the Roster Detail Address and Phone Tab The basic employee information on the Address and Phone tab is for display only; it cannot be updated from this page. Job and Organization Tab The basic employee information on the Job and Organization tab is for display only; it cannot be updated from this page. Note: The Job and Organization section displays the job title and organization levels for the employee at the time of enrollment. User Defined Tab Use the four fields on the User Defined tab to record additional information about an employeeʹs enrollment or performance in a class. You can specify titles for user defined fields by selecting Setup > Training > Training Setup in the Navigation Pane. Note: Use the Notes field to enter additional information about the class. Courses Taken The Courses Taken page contains a record for each course the selected employee has already completed or in which the employee is currently enrolled. If an employee completes (or is enrolled in) a class set up in Abra Train, the course associated with the class is automatically added to the employee s list of Courses Taken. If an employee takes a class that was not set up in the Abra Train system, you can add the associated course from the Courses Taken page. For example, Jane Garcia completes a college course called Principles of Management. You do not track this course in Abra Train, but you want to include it in Jane s training history. Add the course to your Courses code table, and then add the course to Jane s Courses Taken page. The Courses Taken page also enables you to update job information contained in course records. Training Pages 9

12 Courses Taken Click Add to add a new course. The Course Detail page opens and all fields are blank. The Class ID field is blank because the course you are adding does not have an associated class set up in Abra Train. Click More to edit a course. When you edit a course, the fields in the Course Detail page are automatically filled in. If you are editing a course for which a class was set up in Abra Train, you can only edit Reimbursement, Enrollment and Fees information. Course Tab The Course tab contains the following fields. If you are editing a course associated with a class set up in Abra Train, the course fields originate from the Class Information page. If you are editing an outside course without an associated class in Abra Train, these fields originate from the Courses code table. Field Label Course Description Field Description Course description. Course Code Course code. Course Type Type of course. Certification Credits The certification associated with the course, if any. This completed course counts toward the employee s certification (if the employee has course requirements for this certification). Number of credits received by each employee completing the class. CEU Number of CEUs received by each employee completing the class. Course Fee Fee charged to each employee (or employee organization) that takes the course. Other Fees Other fees charged to each employee (or employee organization) that takes the course. Enrollment Status Employee s enrollment status in the course. Job Requirement If the course is a job requirement, Abra Train displays the job title responsible for the requirement. If the course is a job requirement for an entire employer, the employer name is displayed. If the course is not a job requirement, No is displayed. Note: If the employee completed the course when it was not a job requirement, this field will display No even if the course has subsequently been added as a job requirement. Job Related Indicates whether the course is related to the employee s job (Yes or No). 10 Sage Abra SQL HRMS

13 Courses Taken Field Label Grade Field Description Grade received upon completion of the course, if any. Scheduling Tab The Scheduling tab contains the following fields. If you are editing a course associated with a class set up in Abra Train, the Total Sessions and Total Hours fields originate from the Class Information page. If you are editing an outside course without an associated class in Abra Train, these fields originate from the Courses code table. Field Label Start Date Field Description Date the class starts. End Date Date the class ends. Total Sessions Total number of times the class meets. Start Time Time of day that each session starts. End Time Time of day that each session ends. Total Hours Total number of hours the class takes to complete. Instructor Instructor name. Location Training location description. Days Select the check boxes to indicate the days of the week that the sessions meet. Check for Conflicts To see whether this class conflicts with any others in which the employee is enrolled, click the Check for Conflicts button. If no conflicts are found, Abra Train notifies you. If conflicts exist, Abra Train displays a report listing the conflicting classes. When you are finished previewing the report, click the Close page. button to return to the Course Detail Training Pages 11

14 Courses Taken Job and Organization Tab Field Label Field Description Job Title Employee s job title. Job Code Employee s job code. Displayed automatically when you select a job title. Note: If you also have Abra HR and job code validation is not enabled for this employee s employer, you can enter any value in the Job Title and Job Code fields. We recommend, however, that you enable validation; otherwise, you cannot establish job requirements. Group Employee s EEO job group. This field appears only if you are using Abra HR. Organization Employee s organization levels. Select from the levels you defined during Enterprise setup. Updating Job Information If you change an employee s job title, job code, or organization levels on the Current Job page, Abra Train does not automatically update these fields in existing course records. However, you can manually update job information if you want course records to reflect the changes. When a course is added to an employee s records (whether by adding the course to the Courses Taken page, adding the employee to the Class Roster or enrolling the employee in the class), the information on the Job and Organization tab is copied from the Current Job page. If the employee s job information changes, you can update the fields on this tab. Reimbursement and User Defined Tab The Reimbursement and User Defined tab of the Course Detail page contains the following fields. Field Label Course Fee Field Description Fee paid for the course. Other Fees Other fees charged for the course. Grade Grade employee received upon completion of the course, if any. 12 Sage Abra SQL HRMS

15 Current Job Field Label Reimbursement Amount Field Description Total amount that the employee was reimbursed for the course. Date Requested Date reimbursement for the course was requested. Approved Indicates whether reimbursement for the course was approved (Yes or No). User Defined Fields Use the four user defined fields to record additional information about the course. You can specify titles for user defined fields by selecting Rules > Training > Training Setup from the menu. Current Job The Current Job page contains information about the employeeʹs status, current job, secondary job, job group, job classification, pay equity, organization levels, exempt status, and the dates of any changes to the information regarding the employee s current job. If you change an employeeʹs job title, job code, or organization levels, Abra Train checks to see whether the employee has any courses with an enrollment status of Enrolled, In Progress, or Wait List. If so, the system notifies you that you must update the Courses Taken page if you want these course records to reflect the employees new job information. If you are also using Abra HR update employee job information from the Current Job page within Abra HR rather than from Abra Train. and make a change to the current job page, you will be asked whether you want to create a job history record. If you do, select the reason for the job change and enter the effective date of the change. Job Field Label Job Title Field Description Enter the description of the current job. Job Code This is an abbreviated code of the job description and is automatically displayed when you select a job title. Note: If you also have Abra HR installed and Job Code Validation is not enabled for this employee s employer, you can enter any value in the Job Title and Job Code fields. We recommend, however, that you enable Training Pages 13

16 Current Job Field Label Field Description validation; otherwise you cannot establish training requirements for the job. EEO Job Group Pay Equity Job Group Job Classification Salary Grade Direct / Indirect Exempt Status Overtime Eligible Employee Status This is the breakdown of the job within EEO Class. If Job Code Validation is enabled, you cannot change this field. This is used to group jobs together for comparison purposes. Job groups are used in Pay Equity reporting. If Job Code Validation is enabled, you cannot change this field Standard job classifications used only if your organization files Employment Equity Reports. This is the salary grade for the current job. If Job Code validation is enabled, you cannot change this field. Indicates if the employee is direct or indirect. Direct employees typically allocate their time to projects; indirect employees do not allocate. If Job Code validation is enabled, you cannot change this field. Indicate whether the position is exempt or nonexempt. If Job Code validation is enabled, you cannot change this field. Indicate whether the position is overtime eligible or non eligible. If Job Code validation is enabled, you cannot change this field. Status of the employee. Can be Active, Terminated, LOA, Dependent (COBRA), or Not Employee. Note: If you use Abra HR and you change a non employeeʹs status to Active or LOA, you will be required to enter necessary HR information, such as home and pay group. Employee Type Salaried/Hourly Job Start Date This is the category of employee (such as part time, full time, temporary, seasonal) that is used in Employment Equity and Equal Employment Opportunity reports. Indicate whether the employee is salaried or hourly to differentiate beyond the exempt status. Enter the date on which the job begins. Change Reason Select the reason for the last changes made to the employeeʹs Current Job page. Change Effective Enter the date of the last changes made to the employeeʹs Current Job page. 14 Sage Abra SQL HRMS

17 Current Job Organization Field Label Organization Field Description Fill in information for each level you defined during the enterprise setup. Examples include Division, Department, and Location. Mail Stop Enter the employee s mail stop location. Hiring Manager Supervisor and E mail Address Secondary Supervisor and E mail Address Indicate whether this employee is a hiring manager. If Yes is selected, the employee is designated as a hiring manager for Abra erecruiter. If you are not using Abra erecruiter, you may still want to track employees who are hiring managers for the company. Click the Find button and select the employeeʹs manager. The employeeʹs e mail address automatically fills in. If you are using Abra Workforce Connections, the employee you assign as a supervisor is automatically placed in the Manager role in AWC. To remove a supervisor, click the Remove button. If you are using Abra Workforce Connections, you can assign a secondary supervisor, for example, a line supervisor to act on the employeeʹs approval requests and receive notifications and e mails when the employee updates personal information. Click the Find button and select a secondary supervisor for the employee (can be the same as the Supervisor). The employeeʹs e mail address automatically fills in. To remove a supervisor, click the Remove button. Secondary Job The Secondary Job tab of the Current Job page lets you enter and maintain information about jobs other than the employeeʹs main job. When you add or edit a Secondary Job record, the employeeʹs Secondary Job page opens. Field Label Effective Field Description Enter the effective date of the secondary job. End End the end date of the secondary job. Job Title Select a description of the secondary job. Training Pages 15

18 Demographics Field Label Job Code Salary Grade Direct / Indirect Period Salary Frequency Field Description This is an abbreviated version of the job description. The secondary job code must differ from the current job code. If you enabled Job Code Validation, Abra HR fills in this field after you complete the Job Title field. Select the salary grade for the secondary job. If you enabled Job Code Validation, Abra HR fills in this field after you complete the Job Title field. Indicates if the employee is direct or indirect. Direct employees typically allocate their time to projects; indirect employees do not allocate. Enter an amount or use the arrows to select a number to indicate what the employee earns during one pay period. Designate how often the employer pays the employee. Annual Pay Abra HR automatically calculates the total annual pay for the secondary job according to the Period Salary and Frequency. User Defined Tab Use the four fields on the User Defined tab to record additional information about an employeeʹs current job. You can specify titles for user defined fields by selecting Setup > Training > Training Setup Link in the Navigation Pane. Note: Use the Notes field to enter additional information about the employeeʹs current job. Demographics The Demographics page allows you to enter basic employee information, including the employee s name, address, telephone number, and personal data. You can also enter an e mail address as well as attach a photograph to the employee s record. Address and Phone Tab Field Label Field Description Street 1 Employee s home street address. Street 2 Second line of the address. City State Zip Employee s home city. Employee's state. Employee's zip. 16 Sage Abra SQL HRMS

19 Demographics Field Label County Field Description Employee s home county. Country Employee s home country. Home Employee s home phone. Business Employee s business phone. Extension Employee s business extension. Employee s E mail Address Employee s e mail address. If you are using Abra Workforce Connections, this is the From address for notification e mails. Personal Tab Field Label Field Description First Employee s first name. Middle Employee s middle name. Last Employee s last name. Nickname Salutation SSN Birth Date/Age Employee s nickname. If you do not enter a nickname, Abra Train enters the first name and uses it in the Work Telephone Directory and the greeting on the Employee Benefits Statement. A title such as Dr., Mr. or Ms. Employee's Social Security Number. Employee s birth date. Abra Train fills in the Age field after you enter the date. Marital Status Indicates the employee s marital status. This is a required field. Ethnic Origin Indicates the employee s ethnic ID, which Abra Train uses in EEO reports. This is a required field. Training Pages 17

20 Employees Requiring the Class Field Label Gender Field Description Choose either Male or Female. Disability Indicates whether or not the employee is disabled. Choose Yes or No. Smoker Indicates whether or not the employee smokes. Choose Yes or No. Photo Tab The Photo tab of the Demographics page lets you select a photograph in the form of a bitmap, jpeg, or gif file to attach to an employeeʹs record. Whenever you open the Demographics page for the employee, you can view the employeeʹs photograph. Before you select a photo, Abra Train must be able to access it as a bitmap, jpeg, or gif file, that is, a file with the.bmp,.jpg, or.gif extension. Bitmaps, jpegs, and gifs are simply a collection of picture elements arranged in a pattern that resemble a picture. Tip: You can scan your photos and save them as bitmap, jpeg, or gif files. To Select a Photo 1. Open the Demographics page for the employee to whom you want to attach a photo. 2. Click the Photo tab. The Photo tab opens and is blank if you did not yet select a bitmap, jpeg, or gif file. 3. Click Select. The Select a Photo File dialog box opens. 4. Choose the correct path and name of your photoʹs bitmap, jpeg, or gif file. 5. Select the correct file and click Open. The photo appears in the Photo tab. To Remove a Photo You can remove a photograph from an employeeʹs record whenever necessary. From the Photo tab, click Remove to remove the photo. Note: When you remove a photograph, you do not remove the file from your disk. You can select the photo again any time you want. Employees Requiring the Class The Employees Requiring the Class page lists all the employees that need to take a particular course. You can use this page for various purposes: to see the classes that have been established for each course, to see a list of employees who have been assigned training requirements and to easily enroll employees in their required courses. 18 Sage Abra SQL HRMS

21 Employees Requiring the Class To enroll employees in the selected class click the Enroll button. The Select Employees page displays. The Available list shows all the employees who require the class. The Selected list shows those employees you select. From the Available list box, double click the employees you want to enroll. The selected employees appear in the right list box. If you want to remove an employee from the Selected list, highlight it and click Remove. Note: If you select to enroll more employees than the class capacity allows, the system will warn you; however, you can still enroll the employees. Also, if you try to enroll employees who have not completed the necessary prerequisites, the system will notify you and the employees will not be enrolled. Click More to edit an employee record, the Requirement Detail page opens. Requirement Detail Page Tabs The Requirement Detail page has four tabs. Most of the information is for display only and cannot be updated from this page. Employee Tab Field Label Priority Field Description Prioritizes the course for this employee: Critical, Normal, or Optional. Job Requirement Job Related If the course is a job requirement, the job title responsible for the requirement is displayed. If it is a job requirement for an entire employer, the employer name is displayed. If it is not a job requirement, No is displayed. Indicates whether the course is related to the employee s job (Yes or No). Complete By Date by which course must be completed. Date Approved Date course was approved for the employee. Address and Phone Tab The basic employee information on the Address and Phone tab is for display only; it cannot be updated from this page. Job and Organization Tab The information on the Job and Organization tab is for display only; it cannot be updated from this page. User Defined Tab Use the four user defined fields to record additional information about the required class. These fields also appear on the Required Courses page. Training Pages 19

22 Required Courses You can specify titles for user defined fields by selecting Setup > Training > Training Setup Link in the Navigation Pane. Required Courses The Required Courses page lists each course the selected employee needs to complete. Click Add to add a required course. Click More to edit a required course. Course Tab Note: The fields marked with an asterisk (*) in the following table originate from the Courses code table. Field Label Course Description Field Description Description of course. Course Code Course code. Course Type Type of course. Certification* Certification associated with the course, if any. Credits* Number of credits received by the employee for completing the course. CEU* Number of CEUs received by the employee for completing the class. Course Fee* Fee charged to the employee (or employee s organization) for taking the course. Other Fees* Other fees charged to the employee (or employee s organization) for taking the course. Enrollment Status Employee s enrollment status in the course. Job Requirement Job Related If course is a job requirement, the job title responsible for the requirement is displayed. If it is a job requirement for an entire employer, the employer name is displayed. If it is not a job requirement, No is displayed. Indicates whether the course is related to the employee s job (Yes or No). Scheduling and User Defined Tab The Scheduling and User Defined tab of the Requirement Detail page contains the following fields. 20 Sage Abra SQL HRMS

23 Training Programs Field Label Priority Field Description Priority the course should be given when scheduling the employee for training. Complete By Date by which the course must be completed. Date Approved Date the course was approved for the employee. Total Sessions Total number of times the course meets. Originates from the Courses code table. Total Hours Total number of hours the course takes to complete. Originates from the Courses code table. Approved By Name of supervisor who approved the course for this employee. User Defined Fields Use the four user defined fields to record additional information about the required course. These fields also appear on the Employees Requiring the Class page. You can specify titles for userdefined fields by selecting Setup > Training > Training Setup Link in the Navigation Pane. Training Programs A program is a set of courses that must be completed in order to achieve a certain level of competency. The Training Programs page lists each program that has been assigned to the selected employee. Click Add to add a training program to an employee. Click More to edit the training program. Program Tab The Program tab contains the following fields. Field Label Program Description Field Description Program description. Program Code Program code. Program Status Employee s status in the program. Job Requirement Job Related If the program is a job requirement, Abra Train displays the job title responsible for the requirement. If the program is a job requirement for an entire employer, the employer name is displayed. If the program is not a job requirement, No is displayed. Indicates whether the program is related to the employee s job (Yes or No). Training Pages 21

24 Training Programs Field Label Program Starts Field Description Date the program starts. Program Ends Date the program ends. Grade Grade employee received upon completion of the program, if any. Progress Tab If the program status is In Progress, Abra Train automatically calculates the fields on the tab. Otherwise, you can enter any values in these fields (except for Total Courses fields). For example, if you change the status of the program to Completed, you can manually enter the number of courses, hours, credits, and CEUs completed. The Progress tab includes the following fields. Field Label Completed Courses Remaining Courses Total Courses Field Description Courses: Number of courses in the program s curriculum that the employee has completed. Hours: Total hours for all the courses completed. Credits: Number of credits for all the courses completed. CEU: Number of CEUs for all the courses completed. Courses: Number of courses in the program s curriculum that the employee still needs to complete. Hours: Total hours for all the courses remaining. Credits: Number of credits for all the courses remaining. CEU: Number of CEUs for all the courses remaining. Abra Train calculates these fields automatically by adding the Remaining values to the Completed values. User Defined Tab Use the four user defined fields to record additional information about the program. You can specify titles for user defined fields by selecting Setup > Training > Training Setup Link in the Navigation Pane. 22 Sage Abra SQL HRMS

25 Training Tasks Add a New Class A class is a scheduled presentation of a course, in which you can enroll a specific number of employees. The Add a New Class action enables you to schedule a new class for an existing course. You can add as many classes as you want for a particular course. To Add a New Class 1. From the Navigation Pane, select Training > Tasks > Add a New Class. 2. Select the course for which you want to add a new class. The steps page opens and lists the steps for adding a new class. 3. Select the steps you want to complete. Complete each step now or schedule steps for yourself or another user to do later. Note: Enter Class Information is a required step. 4. Click OK to start moving through the following steps. Enter Class Information The Class Information page contains basic class information, such as class date, time, location, and instructor. When you finish entering information on the Class Information page, click OK to move to the next step. Enroll Employees The Enroll Employees page displays a list of employees who require the course. You can enroll employees in the list for the class you have just added. Review Class Roster The Class Roster page enables you to review the list of employees enrolled in the class, edit enrollment information, and add additional employees to the class roster. When you are finished reviewing the class roster, click Continue to move to the next step. Edit Class Enrollment Letter The Edit Class Enrollment Letter page enables you to edit the information contained in the enrollment letter to be sent to all employees enrolled in the class. When you are finished editing the letter, click OK. Training Pages 23

26 Add a New Student Add a New Student The Add a New Student action allows you to enter new students into your system. These students may be either employees or non employees. For example, your employer may open classes to both employees and outside students. When you add students to the system, you can specify a status of Active for active employees or Not Employee for students from outside the company. If you are using Training, use the Add a New Student action to add both employees and non employees to your system. In Sage Abra SQL HRMS, use the Add a New Student action only to add non employees into your system. To add employees to your system, use the Add New Hire action so that you can complete all related steps. About Non-Employees We recommend you set up a separate employer in Sage Abra SQL HRMS to store non employees. Keeping non employees in a separate employer provides several advantages. For example, you can set up security so that non employees in Training do not appear when you are working with Sage Abra SQL HRMS. You can also run separate reports in Training for non employees by selecting their employer in the Report Options dialog box. To Add a New Student 1. From the Navigation Pane, select Training > Tasks > Add a New Student. 2. On the New Student tab, enter: a. Name b. Address d. From the Employer Name drop down list, select the employer for which you are adding the new student or accept the default. e. Training automatically provides the next applicable Employee ID. You can accept the default or assign a new ID. f. From the Employee Status drop down list, select the status for the new student. Select Active if you are adding a current employee and Not Employee if you are adding an outside student. Notes: If you add a student with any status other than Not Employee in Sage Abra SQL HRMS, you must enter required information in the same fields required by the Add New Hire action, such as Social Security Number or and home State. 24 Sage Abra SQL HRMS

27 Assign Programs If you add a student whose status is Not Employee, you should enter a home State (even though it is not required) so that the information is correct on the studentʹs Demographics page. 3. When you finish entering information for the new student, you have two choices: Click Add to add the student and continue adding other students. Training displays the Add a New Student page again so you can add other students. When you finish adding students, click Cancel. Click Steps to add the student and continue the action. The steps page opens and lists the steps for adding a student. Check the steps you want to complete. Complete each step now or schedule steps for yourself or another user to do later. Click OK to start moving through the following steps. Demographics The Demographics page contains basic student information such as name, address, personal information, and telephone number. Training automatically fills in the information you provided in the Add a New Student page. Use the rest of the page to record remaining personal information. Current Job The Current Job page enables you enter information about the student s current job and organization level. This step is not required for students who are non employees. Required Courses The Required Courses page enables you to add course requirements to a student s record. Assign Programs This action enables you to add programs to the training requirements of an employee or a group of employees. For example, your employer has a program called Customer Relations, which includes a series of courses aimed at improving customer service skills. Management has determined that all employees in the Customer Service department must complete this program. You can use the Assign a Program action to add the program to the training requirements of everyone in the Customer Service department. To Assign a Program to Employees 1. From the Navigation Pane, select Training > Tasks > Assign Programs. 2. Select the program you want to assign to employees. The Assign a Program page opens. This page shows all the employees who are currently assigned to the selected program. Training Pages 25

28 Assign Required Courses 3. Click Add. The Assign a Program to Employees page opens. This page contains two tabs: Employee Criteria and Defaults for Each Program. These tabs enable you to specify the employees to whom you want to assign the program and specify default enrollment information. 4. On the Employee Criteria tab, choose the specific group of employees to be assigned a program. The Employee Criteria tab is identical to the Standard Criteria tab on the report group dialog box used for generating standard reports. 5. On the Defaults for Each Program tab, specify default enrollment information for the selected employees. The selections you make are displayed on the Program Detail page of the employees to whom you assign the program. Refer to Training Programs for additional information. 6. When you are finished specifying your employee criteria and program defaults, click OK. You will receive a verification message box indicating how many employees will be added to the list of employees assigned to the program. If only one employee will be added, the verification message box will specify the employee. Click Yes to add the employees to the list or No to return to the page without adding the employees. Note: Employees you select on the Assign a Program to Employees page will not be added to the list of employees assigned to the program if they are already in the list or they have already completed the program. 7. If you want to save the criteria you have established for this action, click the Save button. The next time you assign a program to employees, the settings are already defined for you. This feature comes in handy if you assign programs to the same group of employees on a frequent basis. 8. If you have entered new criteria for the action but want to return to the last settings you saved, click Restore. Assign Required Courses This action enables you to add courses to the training requirements of individual employees or groups of employees. For example, the Administration department has just acquired a new software package, which everyone in the department must learn. Add a course for the new software training to the course code table. Then use the Assign a Required Course action to add the course to the training requirements of everyone in the Administration department. To Assign a Required Course to Employees 1. From the Navigation Pane, select Training > Tasks > Assign Required Courses. 2. Select the course you want to assign. The Assign a Course page opens, showing all the employees who currently require the selected course. 26 Sage Abra SQL HRMS

29 Close a Class Tip: To show employees who have taken the course, select the check box in the lower left corner. Only employees who are taking the course or have already completed it are displayed. The More and Delete buttons are disabled. 3. Click Add. The Assign a Course to Employees page opens. This page contains two tabs: Employee Criteria and Defaults for Each Course. These tabs enable you to specify the employees to whom you want to assign the course and specify default enrollment information. Employees you select on the Assign a Course to Employees page are not added to the list of employees requiring the course if they are already in the list or they have already completed the course. However, if the course is associated with a certification with a renewal period, employees who have already completed the course are added to the list of those requiring the course, because they will need to complete the course again in order to maintain certification. 4. On the Employee Criteria tab, choose a specific group of employees to be assigned a course. The Employee Criteria tab is identical to the Standard Criteria tab on the report group dialog box used for generating standard reports. For detailed information on how to use this tab to select employees, see Standard Criteria Tab. 5. On the Defaults for Each Course tab, specify default enrollment information for the selected employees. The selections you make on this tab will be displayed on the Requirements Detail page of the employees to whom you assign the course. Refer to Required Courses, for additional information. 6. When you are finished specifying your employee criteria and course defaults, click OK. You will receive a verification message box indicating how many employees will be added to the list of employees requiring the course. Click Yes to add the employees to the list. 7. To save the criteria you have established for this action, click Save. The next time you assign a course to employees, the settings are already defined for you. This feature comes in handy if you assign courses to the same group of employees on a frequent basis. 8. If you have entered new criteria for the action but want to return to the last settings you saved, click Restore. Close a Class When a class has been completed, use the Close a Class action to close the class. Training changes the status of the class to Completed on the Class Information page and on the Courses Taken page of each employee enrolled in the class. The course is also removed from the employee s Required Courses page, unless it is associated with a certification that has a renewal period. In that case, the course remains on the Required Courses page and the Complete By date is recalculated based on the renewal period of the certification. Training Pages 27