Set Up Employee Training and Registration

Training management is fully integrated with employee qualifications and mySparkrock.

Training schedules can be created for certification courses whether the courses are external or internally offered. These courses can be linked to qualifications, so that when an employee attends and passes the course, the employee's qualifications are automatically updated with the effective date, qualification code, and if applicable, the qualification expiry date.

When a training session is established using the training registration card, after it is open for registration, you can have information about the course automatically displayed in mySparkrock. As these courses are linked to qualifications, for an employee whose certifications are about to expire, Sparkrock 365 can automatically suggest registration or can automatically register individuals for the next available course. This behaviour is determined using the qualifications that are required for an HR position.

Communication with registrants can be managed through the use of notification templates to either communicate with single or multiple registrants at a time.

Training management setup

HR personnel are responsible for setting up, updating, and managing the training registration application. The following sections focus on the set up tasks that are related to configuring the training registration, including the training notification templates, and defining the qualification items and options for employees.

Set up training notification templates

Communication with registrants for registration confirmation, cancellation, completion, or any other training related communication can be automated with the use of notification templates.

To set up the training notification template

1. Choose , enter training notification template, and then choose the related link.

   The Training Notification Template page opens.

2. Specify a unique Code to represent the template, such as reg-confirm, reg-cancel, and so on.

3. Specify an explanatory Description for the notification template.

   This description appears in the email before the course code and description.

4. In Template Text, specify any additional lines of text that you want to include in the notification.

The email notification that is sent to the selected employees has the following format:

[TEMPLATE DESCRIPTION] for [TRAINING CODE] - [TRAINING NAME] [TRAINING DESCRIPTION] [TEMPLATE TEXT] [LOCATION NAME and LOCATION ADDRESS] The training schedule is: DATE START TIME END TIME [DAILY TRAINING LINES] [TRAINING SPECIAL INSTRUCTIONS] Thank you.

Define qualifications

Before you can initiate the training management system to manage and record employee training and qualifications, the list of required qualifications for all the positions in your organization must be added and configured. After the qualifications are set up, the qualifications can be attached to HR positions as required training. When an employee is assigned to a specific position, the associated training required is automatically assigned to the individual and in some cases they are automatically registered for certain training. For more information, see Set Up Qualifications.

Identify employees who are qualified to instruct

When an employee is identified as qualified to instruct a particular course, you must indicate this to maintain up-to-date records for qualifications. An employee's qualification to instruct is recorded in the employee card.

To identify an employee as qualified to instruct

1. Choose , enter employees, and then choose the related link.

   The Employees page opens.

2. Select the employee that you have identified as qualified to instruct, and then on the action bar, choose Manage > Edit.

   The Employee Card page opens.

3. On the action bar, choose Related > Human Resources > Qualifications.

   The Employee Qualifications page opens.

4. For each applicable row, select the related Qualified to Instruct checkbox.

   If a row does not exist for the qualification that the employee can instruct, add a row.

Set up a training event

Training session registration details can be configured and set up so that employees can register themselves for training using mySparkrock.

To set up a training event

1. Choose , enter training registrations, and then choose the related link.

   The Training Registrations page opens.

2. To create a training course, on the action bar, choose New.

   The Training Registration page opens.

3. On the General and Details FastTabs, specify values as required.

4. On the Positions FastTab, specify filters as required.

   When the Load Lines action is chosen, these filters determine which lines are loaded in the training lines.

   Daily Schedule breaks down the event by day. If required, you can adjust the hours of individual days. To populate the Daily Schedule, choose the Create Daily Schedule action.

   Training Activities is used for the integration with scheduling.

Manually register an employee for a training event

You can manually create a training record for an employee in certain situations, such as when the employee is unable to self-register or for training that takes place outside the organization for which the employee receives credit.

To create a training record for an employee

1. Choose , enter employee training registers, and then choose the related link.

   The Employee Training Registers page opens.

2. On the action bar, choose New.

   A new row appears.

3. In Employee No., specify the employee number that represents the employee.

   When you specify an Employee No., Employee First Name and Employee Last Name are automatically populated.

4. In Qualification Code, specify the training or qualification to which you are registering the employee.

   Qualification Name is automatically populated based on the qualification code that you selected.

5. In HR Position Code, specify the employee’s current position.

   HR Position Name is automatically populated based on the position code that you selected.

6. In Description, specify a descriptive name for the training course.

7. In Status, specify the status of the registration.

   For example, if the course was completed, specify Completed.

8. In Source Type, specify Manual.

9. In Required by Date, if applicable, specify the date by which the training must be completed.

   Entry No. is automatically populated based on the training registration numbering series.

10. In Training Completed By, if applicable, specify the completion date.

11. In Comments, if required, add a comment.

12. In Training Provider, specify the name of the training provider, such as an individual’s name or organization.

13. If the employee has provided proof of training completion, select the Proof of Training Received checkbox.

Send email notifications

After participants register for training events, you can send emails, printed confirmations, or cancellations using the notification templates that you set up previously.

To send email notifications to individual participants using training notification templates

1. Choose , enter training registrations, and then choose the related link.

   The Training Registrations page opens.

2. Select the training event for which you want to send notifications, and then on the action bar, choose Manage > Edit.

   The Training Registration page opens.

3. On the Lines, perform the following steps:

   1. Select the line for the participant for which you want to send email notifications, and then choose Line > Email Notification.
      The Email Training Notification page opens.
   2. On the Options FastTab, in Notification Template, specify the appropriate template to send to the participant.
   3. On the Filter: Training Lines FastTab, to define the one or more notification recipients, specify filters.
      Training Code automatically defaults to the training event.
   4. Choose OK.
      A confirmation message appears and provides details about how many messages were sent.
   5. To close the confirmation message, choose OK.

Recording training results and applying qualifications

After training sessions are completed, the participant results, grades, or both must be recorded. As well, you can apply the qualification code to employees that passed the course.

To record participant results and grades

1. Choose , enter training registrations, and then choose the related link.

   The Training Registrations page opens.

2. Select the training event for which you want to record participant results, grades, or both, and then on the action bar, choose Manage > Edit.

   The Training Registration page opens.

3. On the Lines, perform the following steps:

   1. For each participant in the list that has completed the course, in Results, specify the appropriate result.
   2. If a grade applies to the training session, in Grade, specify the grade for each participant.
   3. If the participant successfully completed the qualification, you must apply the qualification and indicate that it was applied. To apply the qualification, on the action bar, choose Apply Qualification Codes.
      A notification message appears and requests you to confirm that you want to apply the qualification code for the selected training event to all employees with a Pass result.
   4. To close the notification message, choose Yes.
      A confirmation message appears and indicates the number of employees for whom qualifications were updated.
   5. To close the notification message, choose OK.
      For employees who obtained the required qualification, the Qualification Applied checkboxes are selected.

Record training activities using the employee training register

HR Staff can record training activities for an employee that is not managed through the training management functionality.

To record training activities using the employee training register

1. Choose , enter employee training registers, and then choose the related link.

   The Employee Training Registers page opens.

2. Select the employee for which you want to record training activities.

3. Specify values for fields as required.

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