The Grand Avenue Software Training Management module provides a set of processes for managing the training requirements and training records for users within an organization. When the Training Management module is first activated, a System Administrator assigns users as Training Module Administrators, to be responsible for configuration of the Training Module. Additionally, Training Module Administrators act as the Training Module Coordinator for the Training process when no other Training Module Coordinators have been assigned (see Manage Role Assignments).
Department managers can manage the training requirements and training records for users in departments that they manage; however, this can be disabled by a configuration option.
The Training Management module allows an organization to identify and track the training that a user must complete. These user Training Requirements are tied to specific training items like documents, regulatory practices or specialized on-the-job training.
General Training Items can be defined for all non-document items that will be assigned to users as training requirements (e.g. "Computer Proficiency" or "GED Equivalent"). These general training items are defined using the Define General Training Items page.
Documents that will be assigned as training requirements (e.g. procedures, work instructions) must be managed by the Document Control module (see Managing Training Initiated by Document Control Processes).
Training Profiles are groups of training requirements (General Training Items or Documents) that collectively represent employee job functions. These profiles are then used by Training Module Coordinators and Department Managers (see Configure Training Process Options) to describe the job functions regularly performed by employees. Training profiles are defined using the Define Training Profiles page.
Training Module Coordinators are responsible for assigning Trainers for training items and departments. Trainers are an optional concept in the system, but if a trainer is assigned to a training item or department, they are authorized to manage any corresponding training completion. Trainers are authorized to mark training and/or certification complete, assign training completion to users and assign refresher training. Trainers are not authorized to modify training requirements.
Trainers assigned to a training item can manage training completion for that item for any user in the system. Trainers assigned to a training profile can manage training for all training items in that profile.
Trainers assigned to a department can manage training completion for all users in that department.
Trainers can be added and managed using the Define Trainers page. Training Module Coordinators can also manage Trainers for a specific training item using its Manage Training for Item page.
Training items can be configured to have corresponding training materials, which will be displayed to users assigned to complete their own training (see Complete Training task).
Training materials are primarily managed using the Define Training Materials page. Training materials for a specific training item can also be managed using its Manage Training for Item page.
Training materials are primarily managed by Training Module Coordinators, but Trainers assigned to specific training items can also manage the training materials for their assigned items.
Training profiles and additional specific training requirements are assigned to users via the Manage Training page. Department Managers can be authorized to manage training requirements for users assigned to their departments (see Configure Training Process Options). Training Module Coordinators are authorized to manage training requirements for any user in the system.
Users are responsible for completing the training described by their corresponding profiles and requirements. The system indicates what training must be completed by creating incomplete training records for each training requirement. Existing (initial and refresher) training records will be automatically updated as necessary to reflect changes to training requirements (e.g. user assigned to additional profiles, changes to required-by dates, or changes to certification requirements). For example, if a training requirement for a user is deleted before the training record is completed the system will automatically delete the training record.
Specific training requirements may also require that the user be certified in order to satisfy the training requirement.
Training Module Coordinators, Department Managers and Trainers may assign refresher training any time a user needs to be re-trained on an item. This may be for any reason including ineffective training, regularly scheduled retraining, etc. Refresher training may be assigned to any active user that currently has a training requirement for that item. The system automatically creates new training records each time refresher training is assigned. Schedules can also be defined to automatically initiate refresher training for specific training items using the Define Schedules for Recurring Refresher Training page.
When a user account is deactivated, a Training Module Coordinator or the Department Manager for that user should record all training completed by the user prior to deactivation, and then remove all training requirements from that user.
When a user is assigned new training requirements, the system automatically creates corresponding Training Records for any items on which the user has not previously been trained. Training Module Coordinators, Department Managers (see Configure Training Process Options) and Trainers are authorized to manage incomplete training records using the Manage Training page.
Users authorized to manage training completion for an incomplete training record can optionally be assigned as the "monitor" for that record (see Monitoring Training). This allows an organization to indicate which of the authorized users has the primary responsibility for ensuring that the training for that record is completed.
Whenever a user completes the necessary training for a particular requirement, a Training Module Coordinator, Department Manager, or Trainer will sign off the corresponding training record as completed.
If a user does not need to be trained on a specific item for which they have a requirement (e.g. a specific revision of a document), a Training Module Coordinator, Department Manager or Trainer can sign off the training record using a Training Type that indicates the training record is not applicable for determining whether the requirement was satisfied. For example, a training type of "User Not Trained" could be used when automated refresher training was issued just days after a user completed the initial training.
Records signed off using one of these types will not require certification, and are ignored by the system when determining whether new training records must be added as a result of changes to training requirements. Refer to the Configure Training Types section for more information on how Training Module Administrators can define training types.
Users can also be assigned to track and record the completion of their own training for one or more training requirements. NOTE: Once a user account has been deactivated, training completion may not be assigned to that user.
If certification is required for a particular Training Record, a Training Module Coordinator, Department Manager, or Trainer will perform the certification (see Record Certification Progress) and then sign off the certification as completed (see Mark Certification Complete).
The Training Management module includes a process for measuring the effectiveness of training performed by an organization (see Measuring Training Effectiveness).
The work to measure training effectiveness is performed by a user assigned the Measure Training Effectiveness task. The results of the task are recorded on a Training Effectiveness Record. Users can review the history of training effectiveness measurements for an organization using the Search for Training Effectiveness Records page.
Training Module Administrators can also define policies for when training effectiveness must be measured for specific document types (see Configure Measurement of Training Effectiveness).
The Training Management module allows an organization to easily manage the training records for documents controlled by the Document Control module. Documents can be assigned as training requirements, and the Training Management module will automatically create new training records whenever those documents are revised. Documents can be assigned as Training Requirements up until they are completely obsoleted by a change request.
The information page for any document has a Manage Training link for use by Training Module Coordinators, Department Managers (see Configure Training Process Options), and Trainers.
Whenever a new document is released, Training Module Coordinators and Department Managers are responsible for reviewing the document and determining whether users should be assigned a training requirement for the document. Training Module Administrators are similarly responsible for determining whether the document should be included as a training requirement in any existing Training Profiles. The pre-configured "Training - Add Documents to Training Profiles" process impact in the Document Control module is intended to be used as an indicator for when Training Module Administrators should perform this task. This process impact can be configured to trigger a corresponding rollout task for Training Module Administrators.
Whenever documents are created or revised by a change request, incomplete training records are automatically created against the new revisions for users currently assigned Training Requirements for those documents. These training records are created automatically when the change request is released by the Document Control Module Coordinator (see Sign Off Release Documents). Users responsible for managing those training records receive Task Alerts for the incomplete training, allowing them to easily review the training to be performed and the dates by which it must be completed.
The system can also be configured to allow change request originators to provide training recommendations that will be displayed as informative text to guide users managing incomplete training for document revisions created by the change request (see Configure Training Process Options).
The system can also be configured to allow a Document Control Module Coordinator during the Release Documents task to assign users to complete their own training (see Configure Training Process Options). If this feature has been enabled, the Document Control Module Coordinator will be able to choose whether to immediately assign Complete Training tasks for all newly created training records.
In addition to the task alerts, Department Managers receiving Roll Out Documents task assignments have a link that will take them directly to the Manage Training for Change Request page, which contains a table with all of the documents being revised (or released for the first time) to allow them to quickly review current training requirements for any necessary changes.
When all revisions of a document have been obsoleted, all current Training Requirements for that document are automatically removed, any incomplete Training Records for any revision of that document are deleted, and the document is removed from Refresher Training Schedules.
When one or more documents are affected by a deviation request, Training Module Coordinators, Department Managers and Trainers are responsible for ensuring that users are trained on the changes proposed by that deviation. An incomplete training record will be created for the deviation request for any user that has a training requirement for any document included in the deviation request. These training records are created automatically when the deviation request is released by the Document Control Module Coordinator (see Sign Off Release Deviation). Users responsible for managing those training records receive Task Alerts for the incomplete training, allowing them to easily review the training to be performed and the dates by which it must be completed.
This Task Alert is displayed to users whenever they have incomplete/overdue training records. Clicking the "View" button for the alert will take the user to the My Training page.
This page displays the training status for a user, allowing authorized users to manage the user's incomplete training/certification and training requirements.
The page is organized into three sections: Incomplete Training, Incomplete Certification, and Training Requirements.
Click the "View Training History" link to view the training history for the user (see View Training History).
This section displays training items for which the user has not completed training, including the dates by which training must be completed.
The "User Assigned to Complete" column indicates training items for which the user has been assigned to complete their own training. The "Certification Required" column indicates whether certification will be required after training is completed. An optional "Training Recommendations" column may be displayed if the Training Recommendations feature has been enabled (see Configure Training Process Options). This column displays training recommendations for incomplete training created by a change request. This column is not included in the "My Training" view of incomplete training.
The "Manage Training for User" page provides the following actions:
The "My Training" page provides the following action:
This section displays training items for which the user has completed training but has not completed certification, and the date by which the certification must be completed. The section also displays any certification information that has already been recorded for each training record (e.g. Certification Method, Certification Evidence Files, etc.).
The "Manage Training for User" page provides the following actions for the Incomplete Certification section:
This section displays the training requirements that have been assigned to the user, including whether the user must be certified to satisfy the training requirement. To see more detailed information about a training requirement, click its corresponding link and you will be taken to the Manage/View All/My Training for Item page.
The "Manage Training for User" page provides the following actions:
This page displays the training history for a particular user, training item, training profile, change request or deviation request.
Click the "Close" button to close this window.
The "Training History" table displays a list of completed training records.
NOTE: Only training records you are authorized to view will be displayed.
For each training record the table displays information about how and when the training was completed, including links to any uploaded evidence files. The table will also indicate whether each training record required certification and, if necessary, any details about how the certification was completed.
Click the "Info" link next to an individual training record for additional information about the completed training.
Use the search criteria to find one or more general training items that should be assigned as training requirements for the user.
Then, select the corresponding checkboxes and click the "Add Training Requirements for User" button. You will be taken to the Add Selected Training Requirements for Users page, where you will be able to indicate the date by which the user should complete the necessary training to satisfy the new training requirements.
Click the "Cancel" button to return to the Manage Training for User page without assigning new training requirements.
Use the document search criteria to find one or more documents that should be assigned as training requirements for the user.
Then, select the corresponding checkboxes and click the "Add Training Requirements for User" button. You will be taken to the Add Selected Training Requirements for Users page, where you will be able to indicate the date by which the user should complete the necessary training to satisfy the new training requirements.
Click the "Cancel" button to return to the Manage Training for User page without assigning new training requirements.
Click the corresponding checkboxes to select one or more new training profiles to assign to the user.
Once you have selected the necessary training profiles, click the "Add Selected Training Profiles" button. You will be taken to the Add Selected Training Requirements for Users page, where you will be able to indicate the date by which the user should complete the necessary training to satisfy the requirements for the newly assigned training profiles.
Click the "Cancel" button to return to the Manage Training for User page without assigning new training profiles.
Use the "Certification Required?" field to indicate whether the user assigned these requirements must be certified after they complete training for each requirement.
When new training requirements are assigned to users, training records will automatically be created if they have not previously completed training for one or more of the new training requirements.
If the new training requirements will result in new incomplete training records, you will also be required to fill out the following information:
Use the "Training Required-by Date" field to indicate the date by which the user must complete training for any newly created training records.
Use the following fields to indicate whether the system should immediately assign Complete Training tasks for any newly created training records:
Click the "Add Training Requirements for User" button to assign the selected items as a training requirements for the selected user, create any necessary training records, and assign any required Complete Training tasks.
Click the "Cancel" button to return to the Manage Training for User page without assigning new training requirements.
Use the "Certification Required?" field to indicate whether users that this requirement applies to must be certified after they complete training for the requirement.
If you are adding certification to a requirement which applies to existing users, you must select a date for the "Certification Required-by Date" field.
Click the "Save" button to record your changes to the requirement. Existing training records will automatically be updated as necessary to reflect these changes, and you will be taken to the previous page.
Click the "Cancel" button to return to the previous page without changing the requirement.
Select the training requirements to be deleted then click the "Delete Selected Requirements" button.
For each training requirement you delete, the system will automatically remove any incomplete training records that no longer have a corresponding requirement. Completed training records are never removed.
Click the "Cancel" button to return to the previous page without deleting any training requirements.
This page displays a table containing training records for which you can assign additional refresher training. Each record displays the status and purpose of the most recently assigned training, to help you determine whether to assign refresher training to the user for that item.
Select the training records that require refresher training. Enter any necessary instructions and/or comments for the refresher training. (e.g. "CAPA requires retraining on section 2" or "Annual refresher training requires review of all related training materials.")
Use the "Training Required-by Date" field to indicate the date by which the users must complete the refresher training.
Use the following fields to indicate whether the system should immediately assign Complete Training tasks for the refresher training records:
Clicking the "Assign Refresher Training" button will assign refresher training for the selected training records. New incomplete refresher training records will be created for the corresponding items and users with the specified Training Required-by Date. Each record will contain the refresher training instructions/comments listed above.
Click the "Cancel" button to return to the previous page without assigning any refresher training.
The "Selected Training Records" table contains the list of training records that will be marked as completed. An optional "Training Recommendations" column may be displayed if the Training Recommendations feature has been enabled (see Configure Training Process Options). This column displays any training recommendations for training records created by a change request.
Record the type of training performed. For site-specific detail about the different types of training, click the "How is this type of training performed?" link.
The "Training Completed Date" is required when the selected training type's "Indicates Requirement Was Satisfied?" field is configured to either "Yes" or "No". This date will be recorded on all selected training records.
The "Training Comments" field is required when the selected training type's "Indicates Requirement Was Satisfied?" field is configured to either "No" or "N/A"
to provide a justification for why training was not completed for the selected training records. Otherwise you can use the Training Comments field for any other feedback about the training that was performed.
Refer to the Configure Training Types section for more information on how Training Module Administrators can define training types.
Whenever you record completed training you can also assign someone the responsibility to follow up with the trained users and measure the overall effectiveness of the training they received (see Measure Training Effectiveness). Note that this is intended to be a measure of the overall quality of the recent training performed for a particular item, not a record of the competency of individual users that were trained.
Select "Yes" if you want to assign tasks to measure training effectiveness, and enter the user that will be assigned and the date by which the measurement should be completed. Use the "Instructions for Measuring Training Effectiveness" field to provide guidance about how the effectiveness of the training should be measured.
NOTE: Training Module Administrators can configure specific document types to require the measurement of training effectiveness upon completion of training (see Configure Measurement of Training Effectiveness). If a Measure Training Effectiveness task has not been assigned for any of the training items that require measurement, the system will require you to assign someone to measure the effectiveness of training for all the listed training items.
If your training management process requires additional evidence that users have completed training, you can use the "Training Evidence File" field to upload a file containing a record of the training completion. For example, you could upload a scanned copy of the signed attendance sheet from the class, or a copy of the test results for a specific user.
To finish recording training completion, enter your signoff key and click the "Mark Training Complete" button. All the specified training records will be marked as completed and any necessary tasks for measuring training effectiveness will be assigned to the specified user. Your name and the current date will be recorded for the authorization of the completion.
Click the "Cancel" button to return to the Manage Training for User or Manage Training for Item page without marking any of the training complete.
The "Selected Training Records" table contains the list of training records for which users will be assigned tasks to complete their own training. An optional "Training Recommendations" column may be displayed if the Training Recommendations feature has been enabled (see Configure Training Process Options). This column displays any training recommendations for training records created by a change request.
When you assign users to be responsible for completing the training for specific items, you must indicate the Type of Training that they will need to complete. Click the "How is this type of training performed?" link for assistance on determining the appropriate type of training. Note that you can only select Training Types that have been configured to allow users to sign off on their own training complete (see Configure Training Types).
Whenever you assign users to complete their own training, you can also assign someone the responsibility to follow up with the trained users and measure the overall effectiveness of the training they received (see Measure Training Effectiveness). Note that this is intended to be a measure of the overall quality of the recent training performed for a particular item, not a record of the competency of individual users that were trained.
Select "Yes" if you want to assign tasks to measure training effectiveness, and enter the user that will be assigned and the date by which the measurement should be completed. Use the "Instructions for Measuring Training Effectiveness" field to provide guidance about how the effectiveness of the training should be measured.
NOTE: Training Module Administrators can configure specific document types to require the measurement of training effectiveness upon completion of training (see Configure Measurement of Training Effectiveness). If a Measure Training Effectiveness task has not been assigned for any of the training items that require measurement, the system will require you to assign someone to measure the effectiveness of training for all the listed training items.
Click the "Assign Users to Complete Own Training" button to assign the listed training items for completion. Users will receive a Complete Training task assignment for each assigned training item, and will use the Sign Off Training Completion page to record the results of their training.
NOTE: Once you assign users to be responsible for completing the training for specific items, those items will no longer be eligible to be marked complete using the Mark Training Complete page.
Click the "Cancel" button to return to the Manage Training for User or Manage Training for Item page without assigning the Complete Training tasks.
Record the reason for canceling the selected "Complete Training" tasks, then enter your signoff key and click the "Cancel Assignments" button. The system will cancel the task assignments, including your reason for canceling the assignments in the "Task Comments" field. After the assignments have been canceled, the corresponding training records are still incomplete, and authorized users will still need to record training completion as appropriate.
Click the "Cancel" button to return to the Manage Training for User or Manage Training for Item page without canceling the Complete Training tasks.
A table at the top of this page displays the list of training items for which the required-by date will be changed. For document training items, the effective date of the document is also displayed. The system will display a warning if you attempt to extend the required-by date for document training items beyond the earliest effective date of the affected documents. This warning is intended as a reminder that there is a potential training risk if users are not trained before the documents become effective.
Enter the new date by which training must be completed, use the "Justification" field to indicate why the change is necessary, and then click the "Modify Training Required-by Date" button.
The new Training Required-by Date will be applied to each of the selected training records, and the details of the change will be recorded in the Training Required-by Date Change History for each record.
If any of the training items have been assigned to be completed by the user (see Assign Users to Complete Own Training), the due dates for the corresponding task assignments will also be changed to the new required-by date.
Click the "Cancel" button to return to the Manage Training for User or Manage Training for Item page without modifying any of the required-by dates.
Use the "Certification Method" field to record a description of the method used for certification (e.g. testing, observation, or no re-certification required for a new revision of a document with only a minor change).
If your training management process requires additional evidence that users have been certified, you can use the "Certification Evidence Files" table to upload files containing evidence of the certification that was performed. For example, you could upload a copy of the test results for a specific user.
Click the "Save for Later" button to save your changes to the certification data and return to the previous page.
Once certification has been completed and recorded for all selected training records, click the "Mark Certification Complete" button to proceed to the signoff page (see Mark Certification Complete).
Click the "Cancel" button to return to the previous page without saving any changes to the certification data.
If your training management process requires additional evidence that users have been certified, you can upload a file containing a record of the certification that was performed. For example, you could upload a copy of the test results for a specific user.
Click the "Browse" or "Choose File" button to find and select the new evidence file from your local machine.
Click the "Add Certification Evidence File" button to upload the selected file and return to the previous page.
Click the "Cancel" button to return to the previous page without making any changes.
This page allows you to remove one or more previously uploaded certification evidence files for the training record.
Use the checkboxes to select one or more evidence files to remove from the training record, and click the "Delete Selected Certification Evidence Files" button. The files will be deleted from the selected training records and you will be returned to the previous page.
Click the "Cancel" button to return to the previous page without making any changes.
Use the "Certification Completed Date" field to record the date the certification was performed.
Whenever you record completed certifications you can also assign someone the responsibility to follow up with the users and measure the overall effectiveness of training they received (see Measure Training Effectiveness). This is intended to be a measure of the overall quality of the recent training performed for a particular item, not a record of the competency of individual users that were trained.
Select "Yes" if you want to assign tasks to measure training effectiveness, and enter the user that will be assigned and the date by which the measurement should be completed. Use the "Instructions for Measuring Training Effectiveness" field to provide guidance about how the effectiveness of the training should be measured.
To finish recording certification completion, enter your signoff key and click the "Mark Certification Complete" button. The specified training records will be marked as certified with the supplied comments, and your name and the current date will be recorded for the authorization of the certification. Any necessary tasks for measuring training effectiveness will be assigned to the specified user.
Click the "Cancel" button to return to the previous page without marking any of the certification complete.
A table at the top of this page displays the list of training items for which the required-by date for certification will be changed. For document training items, the effective date of the document is also displayed. The system will display a warning if you attempt to extend the required-by date for document training items beyond the earliest effective date of the affected documents. This warning is intended as a reminder that there is a potential training risk if users are not certified before the documents become effective.
Enter the new date by which certification must be completed and click the "Modify Certification Required-by Date" button.
The new Certification Required-by Date will be applied to each of the selected training records, and the details of the change will be recorded in the Certification Required-by Date Change History for each record.
Click the "Cancel" button to return to the Manage Training for User or Manage Training for Item page without modifying any of the required-by dates.
Users receive the "Complete Training" task when they are assigned to complete and sign off on their own training for a training item. The task indicates the item they must be trained on, and provides access to any available training materials.
Clicking on the "Complete Training" assignment on the "My Tasks" page will take the user to the Perform Training page.
Review the training item, and the type of training to be completed. Click the "How is this type of training performed?" link for site-specific detail about the types of training.
If training materials have been defined for this item, they will be displayed in a "Training Materials" table. Use these materials as appropriate to complete your training.
Once you have completed the required training, click the "Proceed to Signoff" button to go to the next page, where you will record your training completion and upload any necessary evidence.
Click the "Finish Later" button to return to your task list or the My Training page without completing the assignment.
Record the date on which the training was completed.
If your training management process requires additional evidence that you have completed this training, you can use the "Training Evidence File" field to upload a file containing a record of the training completion.
If your system has been configured to allow comments when signing off training completion tasks, you can use the "Comments" field to record any additional information about the completed training.
Once all other fields have been completed, enter your signoff key, and click the "Sign Off" button to complete this assignment and mark the training complete.
Click the "Cancel" button to return to the Perform Training page without completing the assignment.
This page displays the training status for a training item, allowing authorized users to manage the item's incomplete training/certification and assigned users.
Click the "View Training History" link to view the training history for the training item (see View Training History).
This section displays incomplete training for a training item including the date by which the training must be completed. When viewing a specific revision of a document, only incomplete training for that revision will be displayed.
The "User Assigned to Complete" column indicates users that have been assigned to complete their own training. The "Certification Required" column indicates whether certification will be required after training is completed. An optional "Training Recommendations" column may be displayed if the Training Recommendations feature has been enabled (see Configure Training Process Options). This column displays training recommendations for incomplete training created by a change request. This column is not included in the "My Training" view of incomplete training.
The "Manage Training for Item" page provides the following actions:
The "My Training for Item" page provides the following action:
This section displays users that have completed training for the training item but have not completed certification, and the date by which the certification must be completed. The section also displays any certification information that has already been recorded for each training record (e.g. Certification Method, Certification Evidence Files, etc.).
The "Manage Training for Item" page provides the following actions for the Incomplete Certification section:
This section displays the users that have been assigned this training requirement, including whether each user must be certified to satisfy the training requirement. To see more detailed information about a user's training requirements, click the corresponding link and you will be taken to the Manage Training for User / View All Training for User / My Training page.
The "Manage Training for Item" page provides the following actions:
This section displays the users that have been assigned this training profile. To see more detailed information about a user, click its corresponding link and you will be taken to the Manage Training for User / View All Training for User / My Training page.
This section displays the training materials that have been defined for this training item. These training materials will be available to users assigned to complete their own training. This section is only displayed if training materials have been defined for this training item. Training Module Coordinators will always see this section. NOTE: The latest effective revision will always be displayed for controlled documents referenced as training materials.
The "Manage Training for Item" page allows the Training Module Coordinator or Trainers assigned to the training item to define the corresponding training materials:
This section displays the users that are assigned as Trainers for this training item. It is only displayed if Trainers have been assigned, but Training Module Coordinators will always see this section to have access to the "Add Item Trainer" action.
The "Manage Training for Item" page allows Training Module Coordinators to assign Trainers for this item:
This section displays the training profiles that contain this training requirement, and whether users assigned each profile must be certified to satisfy the requirement. This table is only displayed if the training item has been included in one or more training profiles. To see more detailed information about a profile, click its corresponding link and you will be taken to its Manage/View All/My Training for Item page.
This section displays the training items that have been included in this training profile as training requirements, and whether users assigned this profile must be certified to satisfy each requirement. To see more detailed information about a training item, click its corresponding link and you will be taken to its Manage/View All/My Training for Item page.
Click the corresponding checkboxes to select one or more users that will be assigned the new training requirement.
Once you have selected the users, click the "Add Training Requirement for Selected Users" button. You will be taken to the Add Training Requirement for Selected Users page, where you will be able to indicate the date by which the users should complete the necessary training to satisfy the new training requirement.
Click the "Cancel" button to return to the Manage Training for Item page without assigning new training profiles.
Use the "Certification Required?" field to indicate whether users assigned this requirement must be certified after they complete training for each requirement.
When new training requirements are assigned to users, training records will automatically be created if they have not previously completed training for one or more of the new training requirements.
If the new training requirements will result in new incomplete training records, you will also be required to fill out the following information:
Use the "Training Required-by Date" field to indicate the date by which the users must complete training for any newly created training records.
Use the following fields to indicate whether the system should immediately assign Complete Training tasks for any newly created training records:
Click the "Add Training Requirement for Users" button to assign the selected item as a training requirement for the selected users, create any necessary training records, and assign any required Complete Training tasks.
Click the "Cancel" button to return to the Manage Training for Item page without assigning new training requirements.
To upload a file containing training material for a training item, enter a brief description of the file and then click the "Browse" or "Choose File" button to find and select the file from your local machine. Once you have identified the file, click the "Save" button to upload the file and return to the Manage Training for Item page.
If you have chosen to make changes to a previously uploaded file, the page will display a link to the current version. You can replace the current version by selecting another file and then clicking the "Save" button to save your changes.
Click the "Cancel" button to discard any changes and return to the Manage Training for Item page.
The Select Controlled Document for Training Material page allows you to search for and select a controlled document that will be referenced as training material for a training item. When a document is referenced as training material, the latest effective revision of the document will always be displayed.
Fill in any applicable search criteria and click the "Search" button to find the document to reference. Then, click the corresponding "Select" button for the document to add a reference to it on the training item and return to the Manage Training for Item page.
NOTE: You can only select documents that have not been obsoleted.
Click the "Cancel" button to return to the Manage Training for Item page without adding a reference to a controlled document.
To reference an external web page containing training material for a training item, enter a brief description of the training materials and then enter the fully qualified URL for the web page.
NOTE: The ongoing availability of external web pages is not tracked by Grand Avenue Software. If you reference a web page as training material, you must make sure that the web page stays available for use.
Click the "Save" button to save the reference to the training material and return to the Manage Training for Item page.
Click the "Cancel" button to discard any changes and return to the Manage Training for Item page.
Enter the User ID for the user to be added as a Trainer for the training item displayed at the top of the page.
Trainers will have the authorization to mark training and certification complete for any users training on this item. If the training item is a profile, the Trainer will be able to mark training and certification complete for any items contained in the profile.
Clicking the "Add Item Trainer Assignment" button will add the selected user as a Trainer for the training item displayed at the top of the page and return you to the Manage Training for Item page.
Click the "Cancel" button to return to the Manage Training for Item page without assigning a new Trainer.
The Training Management module allows an organization to track and record the training status of users affected by Change Requests processed in the Document Control module. When a change request affects one or more documents that have been assigned to users as training requirements, the system alerts the appropriate training managers and allows them to manage incomplete training for those users using the Manage Training for Change Request page.
Department Managers assigned Roll Out Documents tasks for a change request will be provided with a link directly to this page. Users can also manage training for a change request by searching for a specific change request, viewing it and clicking its "Manage Training" link (see Configure Training Process Options).
This page displays the training status for a change request, allowing authorized users to manage incomplete training/certification for the document revisions included in the change request.
Click the "View Training History" link to view the training history for the document revisions included in the change request (see View Training History)
This section displays incomplete training for the document revisions included in the change request, including the dates by which the training must be completed.
The "User Assigned to Complete" column indicates users that have been assigned to complete their own training. The "Certification Required" column indicates whether certification will be required after training is completed. An optional "Training Recommendations" column may be displayed if the Training Recommendations feature has been enabled (see Configure Training Process Options). This column displays training recommendations for incomplete training created by a change request. This column is not included in the "My Training" view of incomplete training.
The "Manage Training for Change Request" page provides the following actions:
The "My Training for Change Request" page provides the following action:
This section displays users that have completed training for the document revisions included in the change request but have not completed certification, and the date by which the certification must be completed. The section also displays any certification information that has already been recorded for each training record (e.g. Certification Method, Certification Evidence Files, etc.).
The "Manage Training for Change Request" page provides the following actions for the Incomplete Certification section:
This section displays the document revisions that were included in the change request. Each document has a button to open its corresponding Manage / View All / My Training for Document page.
The Manage Completed Training Records page allows authorized users to perform administrative actions necessary to manage completed training records in the Grand Avenue system.
The page has links to the following actions:
This feature allows Training Module Administrators to export the metadata and file content for the completed Training Records of a selected set of users to a directory on the web server.
The export will generate a separate directory structure for each selected user's training records, which will contain two types of files for each related item:
Click the "Export Training History for Users" link on the Manage Completed Training Records page. You will be taken to the Select Users for Training History Export page, where you can use search criteria to specify the set of users that will be included in the export.
This page allows you to select the set of users to be included in the export.
Fill in any applicable search criteria and click the "Search" button to find matching users.
When the search results display the desired set of users, click the "Export Results to Server" link to proceed to the Export Training History for Users to Server page.
Clicking the "Cancel" button will return you to the Manage Completed Training Records page.
This page will export the metadata and file content for the completed Training Records for each user that matches the values in the "Search Criteria for Export" table.
The "Search Criteria for Export" table displays the fields and values selected on a Search page, determining which items will be included in the export. NOTE: You can change "Max # of Items to Export", in a field below this table. The export will only contain information about that number of items specified, even if more items matched the specified search criteria. Clearing the value from the "Max # of Items to Export" field will return all items matching the other search criteria.
Use the "File Format" field to indicate the format for the delimited text files.
Use the "List Separator" field to specify the delimiter to be used when exporting the delimited text files using a CSV file format. By default, the delimiter is set to the list separator for your locale, so you should only need to change this setting when exporting a CSV file for a different locale.
Use the "Date Format" field to select the format to be used when exporting date values. By default, the format is set to match the configuration setting for entering and displaying dates in Grand Avenue (see Configure System Date and Time Settings). This feature allows you to specify a different format if exporting to an application like Excel that expects a different format for your region (e.g. en-GB /[dd/mm/yyyy/] instead of en-US /[mm/dd/yyyy/]). Using the recommended culture-independent format defined by ISO-8601 (yyyy-mm-dd) will ensure that dates will always be interpreted correctly.
Click the "Export Training History to Server" button to initiate the export process. A successful export will indicate the full path of the export directory created on the web server.
Clicking the "Close" button will return you to the Manage Completed Training Records page.
This feature allows Training Module Administrators and Training Module Coordinators to make administrative updates to training records for training or certification that has already been completed.
Updates are made to one training record at a time, selected using the Select Training Record for Administrative Update page. An Administrative Update task is recorded for each change made to the training record.
This page allows you to search for and select a training record that needs to be updated.
Fill in any applicable search criteria and click the "Search" button to find the desired training record (see the Search for Training Records section for information about the search criteria that are available). Then click the corresponding "Select" button for the training record to change. You will be taken to the Administrative Update for Completed Training Record page.
Click the "Cancel" button to return to the Manage Completed Training Records page.
This page allows you to choose which type of change to make to the completed training record.
Use the "Training Evidence Files" table to add or delete files that provide evidence training was completed.
If certification has been completed for the training record, use the "Certification Evidence Files" table to add or delete files that provide evidence certification was completed.
Click the "Update Training Record Field" button to modify other fields for this training record (see Select Training Record Field for Administrative Update).
Clicking the "Close" button will return you to the Select Training Record for Administrative Update page.
This page allows you to add a file to the training record containing evidence for the training/certification. An Administrative Update task assignment will be recorded in the Task History of the training record for the added evidence file.
Click the "Browse" or "Choose File" button to find and select the new evidence file from your local machine.
Use the "Comments" field to provide a brief description of reason for adding the evidence file. These comments will be visible in a corresponding Administrative Update task assignment in the Task History for the training record. The task assignment will also include a description of the uploaded evidence file in the Task Results field.
Enter your signoff key and click the "Add Evidence File" button. The file will be added and you will be returned to the previous page.
Click the "Cancel" button to return to the previous page without making any changes.
This page allows you to remove one or more previously uploaded training/certification evidence files for the training record. An Administrative Update task assignment will be recorded in the Task History of the training record for each deleted evidence file.
Use the checkboxes to select one or more evidence files to remove from the training record.
Use the "Comments" field to provide a brief description of reason for removing the evidence file(s). These comments will be visible in corresponding Administrative Update task assignments for each of the deleted evidence files. Each task assignment will also include a description of its corresponding deleted evidence file in the Task Results field.
Enter your signoff key and click the "Delete Selected Evidence Files" button. The files will be deleted from the training record and you will be returned to the previous page.
Click the "Cancel" button to return to the previous page without making any changes.
Set the "Field to Update" to the name of the Training Record field that needs to be changed. The following fields can be updated:
NOTE: The "Training Completed Date" is can only be updated if the corresponding training type's "Indicates Requirement Was Satisfied?" field was configured to either "Yes" or "No".
NOTE: Certification field values can only be updated after certification has been completed.
Click the "Select and Continue" button to proceed to the Administrative Update for Training Record Field page, where you will enter the new value for the selected field.
Clicking the "Close" button will return you to the Administrative Update for Completed Training Record page.
This page allows you to enter a new value for the selected training record field.
Use the "Comments" field to provide a brief description of reason updating the field value. These comments will be visible in a corresponding Administrative Update task assignment in the Task History for each of the changed items. Additionally, the system automatically records a description of the updated value in the Task Results field of the task assignment. For example, changing the "Training Completed Date" field for a record from January 25, 2015 to February 13, 2015 would be displayed as "Updated Training Completed Date(CompletedDate) from '2015-01-25' to '2015-02-13'".
Enter your signoff key and click the "Update Field Value" button. The change will be made and you will be returned to the previous page where you can select another field to change.
Click the "Cancel" button to return to the previous page without making any changes.
The Training Management module includes a process for measuring the effectiveness of training performed by an organization.
Training Module Coordinators can initiate this process using the Initiate Training Effectiveness link in the navigation menu. The process can also be initiated when Training Module Coordinators, Department Managers (see Configure Training Process Options) or Trainers assign training completion to users (see Measuring Training Effectiveness for users assigned to complete own training) or when they record that training or certification has been completed for a training item (for example, see Measuring Training Effectiveness for completed training).
The work to measure training effectiveness is performed by a user assigned the Measure Training Effectiveness task. Instructions for measuring training effectiveness are provided to the task assignee, and a User Assistance link is displayed on the Measure Training Effectiveness page, to help provide the assignee with additional site-specific instructions on how the organization verifies the effectiveness of its training processes. The contents of this User Assistance can be configured by users assigned the System Administrator role, using the Configure User Assistance page.
The results of the Measure Training Effectiveness task are recorded on a Training Effectiveness Record. Users can review the history of training effectiveness measurements for an organization using the Search for Training Effectiveness Records page.
Training Module Administrators can also define policies for when training effectiveness must be measured for specific document types (see Configure Measurement of Training Effectiveness).
Training Module Coordinators can initiate the measurement of training effectiveness for a training item using the Initiate Training Effectiveness link in the navigation menu. The Training Module Coordinator will start by selecting the type of training item using the Select Training Item Type for Measure Training Effectiveness page.
This page allows you to select the type of training item for which to measure training effectiveness.
Click the "Cancel" button to return to the My Tasks page without selecting a training item type.
This page allows you to search for and select a General Training Item for which you need to measure training effectiveness.
Fill in any applicable search criteria and click the "Search" button to find the desired training item. Then, click the corresponding "Select" button for the training item to proceed to the Assign Task to Measure Training Effectiveness page.
Click the "Cancel" button to return to the previous page without selecting a training item.
This page allows you to search for and select a Document revision for which you need to measure training effectiveness.
Fill in any applicable search criteria and click the "Search" button to find the desired document revision. Then, click the corresponding "Select" button for the document to proceed to the Assign Task to Measure Training Effectiveness page.
Click the "Cancel" button to return to the previous page without selecting a document.
Indicate who should be assigned to measure the effectiveness of training for the training item, and the date by when the task should be completed.
Use the "Instructions for Measuring Training Effectiveness" field to provide specific guidance about how the effectiveness of this training should be measured.
Click the "Assign Task" button to assign the task. The system will notify the assignee via email of their assignment.
NOTE: If you select yourself as the "Task Assignee" for the new task, you will automatically be taken to the Measure Training Effectiveness page to begin work on the task.
Click the "Cancel" button to return to the Select Training Item Type for Measure Training Effectiveness page without assigning a task.
When a user receives a Measure Training Effectiveness task, they are responsible for following up with users that have recently received training on the specified training item, measuring the overall effectiveness of the training they received, and recording the results of their investigation in a Training Effectiveness Record.
The Measure Training Effectiveness page is used to record the results of this task.
The Measure Training Effectiveness page allows you to review recent training history for a training item and record whether the training process was effective.
Click the "How should training effectiveness be measured?" link for site-specific instructions on how the organization verifies the effectiveness of its training processes.
The "Instructions for Measuring Training Effectiveness" field may also provide specific guidance about how the effectiveness of this training should be measured.
To help you follow up with users that were recently trained on this training item, the "View Training History" link displays the history of completed training records for the training item.
Use the "Training Effective?" field to indicate whether the training was effective for that group of users.
Use the "Description" field to provide details about how training effectiveness was measured and the results of the measurements (e.g. tests that were given, or issues identified with the training materials, the training methods, or the trainer's knowledge of the subject matter.
The "Training Effectiveness Record Attachments" table allows you to upload files as supporting documentation for the work performed to measure training effectiveness.
Click the "Save for Later" button to save any changes and return to the My Tasks page without signing off on the task. The information entered in these fields will be stored on the Training Effectiveness Record associated with this task.
When you have completed and documented the work necessary to measure training effectiveness, click the "Save and Proceed to Signoff" button to complete this task. Any changes you have made on this screen will be saved and you will be taken to the Sign Off Measure Training Effectiveness page.
Records that do not need to be completed can be permanently withdrawn from the system by clicking the "Withdraw" button. Any changes you have made on this screen will be saved and you will be taken to the Withdraw Measure Training Effectiveness page.
Click the "Cancel" button to discard any changes and return to the "My Tasks" page.
To upload a file containing information about the work done to measure training effectiveness, enter a brief description of the file and then click the "Browse" or "Choose File" button to find and select the file from your local machine. Once you have identified the file, click the "Save" button to upload the file and return to the Measure Training Effectiveness page.
If you have chosen to make changes to a previously uploaded file, the page will display a link to the current version. You can replace the current version by selecting another file.
Click the "Cancel" button to discard any changes and return to the Measure Training Effectiveness page.
After verifying that the information recorded for the Training Effectiveness Record is correct, use the "Comments" field to record any additional information about the completion of this task.
Enter your signoff key and click the "Sign Off" button to sign off on this task and mark the Training Effectiveness Record as completed.
Clicking the "Cancel" button will return you to the previous page without signing off on the task.
Use the "Comments" field to indicate why this training effectiveness record is being withdrawn prior to completion.
Enter your signoff key and click the "Withdraw" button to close the task and mark the training effectiveness record as "Withdrawn".
Clicking the "Cancel" button will return you to the previous page without withdrawing the record.
The Training Monitor feature allows companies to assign a user the responsibility of oversight of incomplete training records. The feature is intended to help reduce the risk associated with unassigned, incomplete, and overdue training within the organization.
Users authorized to manage training completion for an incomplete training record can optionally be assigned as the "monitor" for that record. This allows an organization to indicate which of the authorized users has the primary responsibility for ensuring that the training for that record is completed. This feature can be enabled or disabled by Training Module Administrators (see Configure Training Process Options).
Users authorized to monitor training use the Monitor Incomplete Training page to assign monitors for unmonitored training and manage monitored training records.
NOTE: When a user loses the authorization to manage training completion for a training record (e.g. is no longer a Department Manager), they will be automatically cleared as the monitor for that training record.
Click the Assign Monitor for Incomplete Training link to assign or remove a monitor for records with incomplete training or certification.
Click the View My Monitored Training link to view the status of the training records for which you are assigned to monitor, and perform any necessary actions to ensure the timely completion of training and/or certification.
Click the "Close" button to return to the "My Tasks" page.
This Task Alert is displayed to users authorized to record training completion for training records that have not been assigned a Training Monitor. Clicking the "View" button for the alert will take the user to the Assign Monitor for Incomplete Training page.
This page allows you to manage the monitor for training records with incomplete training or certification. The training records are organized into the following tabs:
To perform one of the training actions for a tab, use the checkboxes to select one or more training records and then click the corresponding button for the action:
Click the "Close" button to return to the previous page.
Use the "Task Assignee" field to select a user to be responsible for monitoring the status of the selected training records and then click the "Assign Monitor" button.
Only users authorized to manage training completion for an incomplete training record can be assigned as the "monitor" for that record.
Clicking the "Cancel" button will return you to the previous page without assigning a monitor for the records.
Click the "Remove Monitor" button to remove the user responsible for monitoring the status of training for the selected training records.
Clicking the "Cancel" button will return you to the previous page without removing the monitor for the records.
This Task Alert is displayed to users assigned as the Training Monitor for one or more training records. Clicking the "View" button for the alert will take the user to the View My Monitored Training page.
This page displays the incomplete training records for which you are responsible for monitoring the training status separated into tabs. The number in parentheses on each tab indicates how many training records are displayed on that tab. The training records are organized into the following tabs:
To perform one of the training actions for a tab, use the checkboxes to select one or more training records and then click the corresponding button for the action:
Click the "Close" button to return to the previous page.
Trainers are an optional feature that allow Training Module Coordinators to authorize users to be responsible for managing training completion for specific training records. Trainers can either be assigned to specific training items (Item Trainers) or for all users in a specific department (Department Trainers).
When an Item Trainer is assigned to a specific training item, they are
NOTE: If an Item Trainer is assigned to a training profile, they are authorized to manage training for all of the items in that profile.
When a Department Trainer is assigned to a specific department, they are
Training Module Coordinators can manage these Trainer assignments by clicking the Define Trainers link in the navigation menu.
This page displays all Trainers that have been assigned, with a list of the corresponding training items ("Assigned Training Items") and departments ("Assigned Departments") for which each trainer is responsible. The "Trainer Department" column indicates the department that the trainer belongs to, in order to make it convenient to find all of the trainers in a department and see what they're responsible for.
Click the corresponding "Edit" button for an existing Trainer to update the trainer assignments for that user (see Edit Trainer Assignments for User).
Click the "Add Trainer" button to assign a new Trainer for specific training items or departments (see Select User for Trainer Assignment).
Click the "Close" button to return to the previous page.
This page allows you to search for and select a new user to assign as a Trainer.
Fill in any applicable search criteria and click the "Search" button to find the desired user. Then click the corresponding "Select" button for the user to proceed to the Edit Trainer Assignments for User page.
Click the "Cancel" button to return to the previous page without selecting a user.
This page is used to change the training items and/or departments that are assigned to a Trainer.
The "Item Trainer Assignments" table displays all training items that have been assigned to this Trainer.
The "Department Trainer Assignments" table displays all departments that have been assigned to this Trainer.
Click the "Close" button to return to the Define Trainers page.
This page allows you to search for and select one or more training items to assign to the specified Trainer.
Fill in any applicable search criteria and click the "Search" button to find the desired training items.
Use the checkboxes to select the training items, then click the "Add Selected General Training Items" button. The selected training items will be added to the list of items for which this Trainer is responsible, and you will be returned to the Edit Trainer Assignments for User page.
Click the "Cancel" button to return to the Edit Trainer Assignments for User page without assigning new items to this Trainer.
This page allows you to search for and select one or more documents to assign to the specified Trainer.
Fill in any applicable search criteria and click the "Search" button to find the desired documents.
Use the checkboxes to select the documents, then click the "Add Selected Documents" button. The selected documents will be added to the list of items for which this Trainer is responsible, and you will be returned to the Edit Trainer Assignments for User page.
Click the "Cancel" button to return to the Edit Trainer Assignments for User page without assigning new documents to this Trainer.
This page allows you to search for and select one or more training profiles to assign to the specified Trainer.
Fill in any applicable search criteria and click the "Search" button to find the desired training profiles.
Use the checkboxes to select the training profiles, then click the "Add Selected Training Profiles" button. The selected training profiles will be added to the list of items for which this Trainer is responsible, and you will be returned to the Edit Trainer Assignments for User page.
Click the "Cancel" button to return to the Edit Trainer Assignments for User page without assigning new profiles to this Trainer.
This page displays all training items that have been assigned to this Trainer.
Use the checkboxes to select one or more training items, and then click the "Delete Selected Trainer Assignments" button to remove those items from the list for which the Trainer is responsible.
Click the "Cancel" button to return to the Edit Trainer Assignments for User page without removing any items assigned to this Trainer.
This page allows you to search for and select one or more departments to assign to the specified Trainer.
Fill in any applicable search criteria and click the "Search" button to find the desired departments.
Use the checkboxes to select the training items, then click the "Add Selected Departments" button. The selected departments will be added to the list of departments for which this Trainer is responsible, and you will be returned to the Edit Trainer Assignments for User page.
Click the "Cancel" button to return to the Edit Trainer Assignments for User page without assigning new departments to this Trainer.
This page displays all departments that have been assigned to this trainer.
Use the checkboxes to select one or more departments, and then click the "Delete Selected Trainer Assignments" button to remove those departments from the list for which the Trainer is responsible.
Click the "Cancel" button to return to the Edit Trainer Assignments for User page without removing any departments assigned to this Trainer.
Training items can be configured to have corresponding training materials, which will be displayed to users assigned to complete their own training (see Complete Training task).
Training materials are primarily managed using the Define Training Materials page. Training materials for a specific training item can also be managed using its Manage Training for Item page.
Training materials are primarily managed by Training Module Coordinators, but Trainers assigned to specific training items can also manage the training materials for their assigned items.
This page displays any training items that have corresponding training materials. Trainers will only see the subset of training items for which they have been assigned as trainers.
Click the "Edit" button for a training item to update the training materials defined for that item.
Click the "Add Training Materials for General Training Item" button to add training materials to a selected General Training Item (see Select General Training Item for Adding Training Materials).
Click the "Add Training Materials for Document" button to add training materials to a selected Document (see Select Document for Adding Training Materials).
Click the "Import Training Materials" button to batch import training materials for multiple training items (see Import Training Materials).
Click the "Close" button to return to the "My Tasks" page.
This page allows you to search for and select a training item for which you need to add training materials.
Fill in any applicable search criteria and click the "Search" button to find the desired training item. Then, click the corresponding "Select" button for the training item to proceed to the Define Training Materials for General Training Item page.
Click the "Cancel" button to return to the previous page without selecting a training item.
This page allows you to search for and select a document for which you need to add training materials.
Fill in any applicable search criteria and click the "Search" button to find the desired document. Then, click the corresponding "Select" button for the document to proceed to the Define Training Materials for Document page.
Click the "Cancel" button to return to the previous page without selecting a document.
This page displays the training materials that have been defined for this training item. These training materials will be available to users assigned to complete their own training.
Click the "Edit" button for a File or External URL to update the referenced material.
Click the "Delete" button for any Training Material to remove it from the table.
Click the "Add File as Training Material" button to upload a file containing training material for this item (see Add/Edit File for Training Material).
Click the "Add Controlled Document as Training Material" button to reference a document managed by the Grand Avenue Document Control module (see Select Controlled Document for Training Material).
Click the "Add External URL as Training Material" button to reference a web page outside of Grand Avenue that contains training material for this item (see Add/Edit External URL for Training Material).
Click the "Close" button to return to the previous page.
The Import Training Materials page is intended to assist Training Module Coordinators with loading large amounts of training materials into the system.
Before importing training materials for training items you must:
To import training materials into the system, you must first create a delimited text file that contains all of the information about those training materials. See the instructions below on how to format the input file.
Use the "File Format" field to indicate the format used to create the delimited text file.
If your delimited text file uses the CSV format, specify the List Separator that is used as the delimiter. By default the delimiter is already set to the list separator used by Excel when saving a CSV file for your locale, so you should only need to change this setting when working with a CSV file created by Excel in another locale.
After specifying the File Format for your delimited text file you can click the "Download" link to download a Template Delimited Text File in that format with all of the necessary columns.
Click the "Browse" or "Choose File" button to find and select the file from your local machine, and then click the "Import Training Materials" button. If the import is successful, the system will report the number of training materials imported.
If any errors are found in the input file, no training materials will be imported and a summary of all the errors will be displayed. Once you have corrected the errors in the input file, you can start the import again by re-selecting the file and clicking the "Import Training Materials" button.
Click the "Cancel" button to return to the previous page.
The input file to the import process must be formatted as follows:
The Training Management module provides methods for monitoring the training status of an organization.
The Training Management module allows the Training Module Administrators, Training Module Coordinators and Training Viewers to search for training records:
The Training Management module also allows Training Module Coordinators and Department Managers to search for and review the training status of specific training items:
The Training Management module also allows Training Module Administrators and Training Module Coordinators to view reports about training module configuration (see Training Reports).
The Manage Training page provides a set of summary views for monitoring the training status for users and/or training items for which you are responsible.
The following summary views can be selected using the tabs at the top of the page:
This Task Alert is displayed to Training Module Coordinators whenever there are incomplete/overdue training records. Clicking the "View" button for the alert will take the user to the Manage Training page.
This Task Alert is displayed to Department Managers whenever there are incomplete/overdue training records for users in one of the manager's departments. See Clicking the "View" button for the alert will take the user to the Manage Training page.
This Task Alert is displayed to Department Trainers whenever there are incomplete/overdue training records for users in one of the departments that the user is assigned to as a Department Trainer. Clicking the "View" button for the alert will take the user to the Manage Training page.
This Task Alert is displayed to Trainers for training items whenever there are incomplete/overdue training records for one or more of the items that the user is assigned to as an Item Trainer. Clicking the "View" button for the alert will take the user to the Manage Training page.
The Search for Training Records page allows Training Module Administrators, Training Module Coordinators and Training Viewers to search for training records in Grand Avenue. See the Searching and Reports section for additional information about searching in Grand Avenue.
The page displays a set of criteria that can be used to narrow your search to a particular group of training records.
The "Training Item Type" field allows you to restrict your search based on the type of the training item associated with the training record:
The "Item ID" Field allows you to restrict your search based on the identifier of the training item associated with the training record.
The "Training Status" field allows you to restrict your search based on whether the user has completed training and/or certification:
The "Training Purpose" field allows you to either restrict your search to Training Records that are initial training for a specific training item, or to Training Records that are for assigned refresher training.
The "User Assigned to Complete" field allows you to restrict your search based on whether the specified user has been assigned a Complete Training task that authorizes them to complete and sign off on their own training.
The "Indicates Requirement Was Satisfied?" field allows you to restrict your search based on whether the recorded "Training Type" indicates that training requirement was satisfied (a value of "Yes"), not satisfied (a value of "No"), or that the record should be ignored when determining training status (a value of "N/A").
The "Has Training Evidence?" field allows you to restrict your search based on whether each record has related Training Evidence files.
The "Has Training Comments" field allows you to restrict your search based on whether Training Comments were recorded when training was marked complete.
The "Training Overdue?" field allows you to restrict your search to training records based on whether the training completion is overdue:
The "Certification Overdue?" field allows you to restrict your search to training records based on whether the certification completion is overdue:
The "Has Certification Evidence?" field allows you to restrict your search based on whether each record has related Certification Evidence files.
Use the following date-based search fields to narrow your search to Training Records that have fields within a specified date range:
When a search is performed, summary information is displayed about each training record found. You can click on the "Info" link corresponding to each training profile to see more detailed information.
The Search for Training Effectiveness Records page allows Training Module Administrators, Training Module Coordinators and Training Viewers to search for records of training effectiveness in Grand Avenue. See the Searching and Reports section for additional information about searching in Grand Avenue.
The page displays a set of criteria that can be used to narrow your search to a particular group of training effectiveness records.
The "Training Item Type" field allows you to restrict your search based on the type of the training item associated with the training record:
The "Training Item ID" Field allows you to restrict your search based on the identifier of the training item associated with the training effectiveness record.
Use the following date-based search fields to narrow your search to training effectiveness records that have fields within a specified date range:
When a search is performed, summary information is displayed about each training effectiveness record found. You can click on the "Info" link corresponding to each training profile to see more detailed information.
The Search for General Training Items page allows authorized users to search for General Training Items in Grand Avenue. See the Searching and Reports section for additional information about searching in Grand Avenue.
The page displays a set of criteria that can be used to narrow your search to a particular group of training items.
Use the following date-based search fields to narrow your search to General Training Items that have fields within a specified date range:
When a search is performed, summary information is displayed about each training item found. You can click on the "Info" link corresponding to each training item to see more detailed information.
If you are authorized to manage training, a "Manage Training" button will be available for each item to navigate to its corresponding Manage Training for Item page.
The Search for Training Profiles page allows authorized users to search for training profiles in Grand Avenue. See the Searching and Reports section for additional information about searching in Grand Avenue.
The page displays a set of criteria that can be used to narrow your search to a particular group of training profiles.
Use the following date-based search fields to narrow your search to Training Profiles that have fields within a specified date range:
When a search is performed, summary information is displayed about each training profile found. You can click on the "Info" link corresponding to each training profile to see more detailed information.
If you are authorized to manage training, a "Manage Training" button will be available for each profile to navigate to its corresponding Manage Training for Item page.
This page allows authorized users to view reports about training module configuration.
The page has links to the following reports:
Click the "Close" button to return to the "My Tasks" page.
This page displays a list of training items required for each training profile.
The report can also be downloaded as a delimited text file, suitable for viewing in Excel.
Use the "File Format" field to indicate the format for the delimited text file.
Use the "List Separator" field to specify the delimiter to be used when exporting the CSV file format. By default, the delimiter is set to the list separator for your locale, so you should only need to change this setting when exporting a CSV file for a different locale.
Use the "Date Format" field to select the format to be used when exporting date values. By default, the format is set to match the configuration setting for entering and displaying dates in Grand Avenue (see Configure System Date and Time Settings). This feature allows you to specify a different format if exporting to an application like Excel that expects a different format for your region (e.g. en-GB /[dd/mm/yyyy/] instead of en-US /[mm/dd/yyyy/]). Using the recommended culture-independent format defined by ISO-8601 (yyyy-mm-dd) will ensure that dates will always be interpreted correctly.
Click the "Export Report to Excel" button to download the report.
Click the "Close" button to close the window.
This page displays a list of users assigned to each training profile.
The report can also be downloaded as a delimited text file, suitable for viewing in Excel.
Use the "File Format" field to indicate the format for the delimited text file.
Use the "List Separator" field to specify the delimiter to be used when exporting the CSV file format. By default, the delimiter is set to the list separator for your locale, so you should only need to change this setting when exporting a CSV file for a different locale.
Use the "Date Format" field to select the format to be used when exporting date values. By default, the format is set to match the configuration setting for entering and displaying dates in Grand Avenue (see Configure System Date and Time Settings). This feature allows you to specify a different format if exporting to an application like Excel that expects a different format for your region (e.g. en-GB /[dd/mm/yyyy/] instead of en-US /[mm/dd/yyyy/]). Using the recommended culture-independent format defined by ISO-8601 (yyyy-mm-dd) will ensure that dates will always be interpreted correctly.
Click the "Export Report to Excel" button to download the report.
Click the "Close" button to close the window.
This page displays a list of users and their list of assigned training items, whether assigned directly to the user or through a training profile.
The report can also be downloaded as a delimited text file, suitable for viewing in Excel.
Use the "File Format" field to indicate the format for the delimited text file.
Use the "List Separator" field to specify the delimiter to be used when exporting the CSV file format. By default, the delimiter is set to the list separator for your locale, so you should only need to change this setting when exporting a CSV file for a different locale.
Use the "Date Format" field to select the format to be used when exporting date values. By default, the format is set to match the configuration setting for entering and displaying dates in Grand Avenue (see Configure System Date and Time Settings). This feature allows you to specify a different format if exporting to an application like Excel that expects a different format for your region (e.g. en-GB /[dd/mm/yyyy/] instead of en-US /[mm/dd/yyyy/]). Using the recommended culture-independent format defined by ISO-8601 (yyyy-mm-dd) will ensure that dates will always be interpreted correctly.
Click the "Export Report to Excel" button to download the report.
Click the "Close" button to close the window.
This page displays the current Training Status for a selected set of users and training items. The specific users and training items displayed on the page are determined by the type of report requested:
The "Certification Required" column indicates whether the user must complete certification in order to satisfy their Training Requirements for the corresponding Training Item.
The "Most Recent Training Completed Date" and "Most Recent Certification Complete Date" columns indicate the dates that the user most recently completed training and certification for the corresponding Training Item.
The "Training Requirement Satisfied" column indicates whether the user is currently satisfying the Training Requirement for the corresponding Training Item.
If the user is not satisfying the Training Requirement, the "Training Requirement Status Detail" column will indicate one of the following reasons for noncompliance:
NOTE: The Training Status Report can be configured to ignore incomplete refresher training when determining a user's Training Status for a Training Item. This configuration is determined by the "When does incomplete refresher training affect a user's training status?" field on the Configure Training Process Options page.
The report can also be downloaded as a delimited text file, suitable for viewing in Excel.
Use the "File Format" field to indicate the format for the delimited text file.
Use the "List Separator" field to specify the delimiter to be used when exporting the CSV file format. By default, the delimiter is set to the list separator for your locale, so you should only need to change this setting when exporting a CSV file for a different locale.
Use the "Date Format" field to select the format to be used when exporting date values. By default, the format is set to match the configuration setting for entering and displaying dates in Grand Avenue (see Configure System Date and Time Settings). This feature allows you to specify a different format if exporting to an application like Excel that expects a different format for your region (e.g. en-GB /[dd/mm/yyyy/] instead of en-US /[mm/dd/yyyy/]). Using the recommended culture-independent format defined by ISO-8601 (yyyy-mm-dd) will ensure that dates will always be interpreted correctly.
Click the "Export Report to Excel" button to download the report.
Click the "Close" button to close the window.
This page displays a list of document revisions that are missing a required measurement of training effectiveness. This requirement is based on the Document Type for each document (see Configure Measurement of Training Effectiveness).
Typically, the system enforces that training effectiveness be assigned when the training or certification is marked as complete. There are scenarios where it is not always possible for the system to enforce that training effectiveness be assigned. For example:
This report displays document revisions only if all the following conditions are true:
The report can also be downloaded as a delimited text file, suitable for viewing in Excel.
Use the "File Format" field to indicate the format for the delimited text file.
Use the "List Separator" field to specify the delimiter to be used when exporting the CSV file format. By default, the delimiter is set to the list separator for your locale, so you should only need to change this setting when exporting a CSV file for a different locale.
Use the "Date Format" field to select the format to be used when exporting date values. By default, the format is set to match the configuration setting for entering and displaying dates in Grand Avenue (see Configure System Date and Time Settings). This feature allows you to specify a different format if exporting to an application like Excel that expects a different format for your region (e.g. en-GB /[dd/mm/yyyy/] instead of en-US /[mm/dd/yyyy/]). Using the recommended culture-independent format defined by ISO-8601 (yyyy-mm-dd) will ensure that dates will always be interpreted correctly.
Click the "Export Report to Excel" button to download the report.
Click the "Close" button to close the window.
When an organization installs and rolls out the Grand Avenue Software Training module, there are several preliminary configuration and boot-strapping steps that should be performed. Each step has its own configuration screen to assist Training Module Administrators in getting the system ready for production.
This page guides you through the steps in configuring the Training module, and can be used as part of your Operational Qualification (OQ) procedures, by printing the checklist/signature version of the page. Perform and initial each step, then sign the page when it is complete.
This page is also used to modify configuration settings as necessary.
The Configure Training Management Module page has links to the following configuration tasks:
Training Module Administrators should also work with the Document Control Module Administrators to import the current effective revisions of all documents that will initially be assigned as training requirements for users or profiles (see Import Documents in the online help for Document Control).
The Configure Training Process Options page is used by Training Module Administrators to tailor the Grand Avenue Software Training Management process to align with the organization into which it is deployed.
The following process options can be configured:
Indicate whether users submitting change requests in the Document Control module should be allowed to provide training recommendations. If this feature is allowed:
Indicate whether a Document Control Module Coordinator signing off on a Release Documents or Release Deviation task is authorized to assign training completion tasks to users for any newly created training records. If this field is set to "Yes", the signoff page will display the following additional fields that allow the coordinator choose whether to assign training completion tasks and what type of training to assign.
Indicate if the default value for the "Assign Users to Complete Own Training?" question should be "Yes", "No" or empty. The Document Control Module Coordinator will be able to change this value on a case-by-case basis.
Indicate the default value for the "Type of Training to Assign" field. This value is only provided as a default, and the Document Control Module Coordinator will be able to change this value on a case-by-case basis.
Indicate whether or not Department managers are allowed to manage training for users in their departments (default = "Yes").
When this option is set to "No", the "Allow Department Managers to manage their own training?" option is hidden.
NOTE: Managers can still be given the Department Trainer role will allow them to manage training completion but not training requirements.
Indicate when Department Managers are allowed to manage their own training (default = "Always"). Options include:
NOTE: If another role, such as Training Module Coordinator, authorizes a manager to manage their own training that authorization overrides this setting.
Indicate whether Department Trainers and Managers should be allowed to manage incomplete training/certification for General Training Items assigned to users in their departments. This includes:
NOTE: This setting has no impact on training for documents. It also has no impact on the ability for Department Managers to add or delete training requirements for General Training Items.
NOTE: If Department Managers are not allowed to manage training for users in their departments, Department Trainers will continue to be affected by the setting for this option.
Indicate whether Training Module Coordinators should be allowed to add, edit and delete General Training Items (see Define General Training Items).
Indicate whether Training Module Coordinators should be allowed to add, edit and delete Training Profiles (see Define Training Profiles).
Indicate whether Training Module Coordinators should be allowed to add, edit and delete Refresher Training Schedules (see Define Schedules for Recurring Refresher Training).
Indicate whether Department Trainers and Item Trainers are authorized to change the Training Required-by Date or Certification Required-by Date for incomplete training records they are authorized to manage (see Modify Training Required-by Date and Modify Certification Required-by Date).
Indicate whether users are required to provide a justification for the Modify Training Required-by Date and Modify Certification Required-by Date pages for incomplete training records.
Indicate whether users can be assigned as Training Monitors for incomplete training records (see Monitoring Incomplete Training).
Indicate whether the system continues creating new incomplete training records for user accounts after they have been deactivated. Setting this option to "No" will prevent the creation of new training records for deactivated users when document revisions are released or profiles are updated.
Determines when incomplete refresher training indicates a user is no longer satisfying a Training Requirement (see Training Status Report).
Indicate whether users are allowed to record comments when signing off on a Complete Training task. If this option is set to "Yes", text entered into the Comments field by the user will be saved in the Training Comments field on the completed Training Record, and also in the Task Comments field on the corresponding Task Assignment.
Click the "Save Configuration" button to save your configuration settings and return to the Configure Training Management Module page.
Click the "Cancel" button to discard your changes and return to the Configure Training Management Module page.
When users mark training records as complete, they must select a "Training Type" to indicate how the training was performed. The Configure Training Types page allows Training Module Administrators to configure the different types of training that can be recorded on the Mark Training Complete page.
The list of valid training types is displayed in a table, with specific indicators on how and when it should be used:
Training records signed off with a "No" or "N/A" training type will not trigger the certification step. Training records signed off with an "N/A" training type will be ignored by the system when determining whether incomplete training records should be generated for updated training requirements
When you make changes to the list of training types, you should also update the User Assistance page for the "How is this type of training performed?" question.
To add a new training type to the list, click the "Add Training Type" button (see Add Training Type).
To change an existing Training Type, click the corresponding "Edit" button (see Edit Training Type).
To remove a Training Type from the system, click the corresponding "Delete" button.
If all training types have been deleted from the system, you can use the "Add Default Training Types" button to re-initialize the out-of-the-box training types defined by Grand Avenue Software.
Click the "Close" button to return to the Configure Training Management Module page.
Enter a descriptive name for the type of training in the "Training Type Name" field.
Use the "User Signoff of Training Completion Allowed?" field to specify whether this type can be selected when assigning users to complete their own training.
Use the "Indicates Requirement Was Satisfied?" field to specify whether the selection of this type for a training record will indicate that the user satisfied the corresponding training requirement.
Click the "Save" button to save this training item and return to the Configure Training Types page.
Click the "Cancel" button to return to the Configure Training Types page without saving any changes.
When training or certification is marked as complete, a Measure Training Effectiveness task can be assigned to measure the effectiveness of recent training for the related training items.
The Measure Training Effectiveness task provides some general guidance in the form of a User Assistance link on how to measure training effectiveness. However, the user assigning the task can also provide additional instructions to the assignee (using an "Instructions for Measuring Training Effectiveness" field). By default, the user assigning the task must use this field to provide specific instructions to the assignee. However, the system can be configured to make this field optional. Set the "Require instructions when assigning tasks to measure training effectiveness?" field to "No" if these instructions should be optional.
By default, the user performing a Measure Training Effectiveness task must use the "Description" field to record details about how training effectiveness was measured. However, the system can be configured to make this field optional when training was determined to be effective (it will still be required when training is not effective). Set the "Require description when measuring training effectiveness?" field to "No" if the "Description" field should only be required when training was not effective.
Training Module Administrators can also configure specific document types to always require the assignment of the Measure Training Effectiveness Task when training (or certification) is initially marked complete. Users can still assign additional measurement tasks when marking other training complete for these items.
For each document type, indicate when a Measure Training Effectiveness task must be assigned:
NOTE: In certain cases training can be assigned and completed without providing an opportunity to initiate a Measure Training Effectiveness task (for example, when users are automatically assigned tasks to complete their own training for documents in a Change Request). To monitor potential occurrences of this, Document Control Module Coordinators can run the Document Revisions Missing Training Effectiveness Report from the Training Reports page. The report identifies document revisions that have completed training records but are missing required measurement of training effectiveness.
NOTE: Deactivated document types are only displayed in this list if there are still documents of that type with a Status of either Proposed, Pending Effective or Effective.
Click the "Save" button to save your configuration settings and return to the Configure Training Management Module page.
Click the "Cancel" button to discard your changes and return to the Configure Training Management Module page.
Training Task Alerts notify users about incomplete training records that they are authorized to manage and are displayed in the "Task Alerts" table of each user's "My Tasks" page.
Use the following settings to configure when each Task Alert should be displayed:
Click the "Save" button to save your configuration settings and return to the previous page.
Click the "Cancel" button to discard your changes and return to the previous page.
Training Module Administrators can assign the following administrative roles to one or more users:
See the Manage Role Assignments section in the General help for additional information about assigning roles to users.
By default, all users are authorized to view information for the Training Module, like Training Profiles and General Training Items.
You can control which users are authorized by configuring the Training Module Access List.
If a user is restricted from accessing information by the Training Module Access List, that user will only be able to view Training Module information when they have an open task assignment. An open task assignment temporarily authorizes a restricted user to access information about the item associated with that assignment. For example, an external supplier might normally be restricted from viewing information about a training item but would be temporarily granted authorization to see the training item by a Measure Training Effectiveness task.
Users restricted by the access list may still be authorized to view related information:
See the Configure Access List section in the General help for additional information about configuring this access list.
General Training Items are used to define training requirements for items that do not correspond to documents managed by the Grand Avenue Document Control module (e.g. "Computer Proficiency" or "GED Equivalent"). Training Module Administrators and Coordinators are authorized to define the list of valid General Training Items for the system.
The page separates the General Training Items into two separate tabs:
Click the "Add General Training Item" button to add a new training item to the system (See Add General Training Item).
Click the "Import General Training Items" button to batch import multiple training items to the system (See Import General Training Items).
Click the "Edit" button next to a training item to edit that item (See Edit General Training Item).
Click the "Delete" button for a training item to remove it from the system.
To deactivate a training item on the "Active General Training Items" tab, click its corresponding "Deactivate" button.
To reactivate a training item on the "Inactive General Training Items" tab, click its corresponding "Activate" button.
Click "Close" button to return to the Configure Training Management Module page.
Enter descriptive information for the training item.
Click the "Save" button to save this training item and return to the Define General Training Items page.
Click the "Cancel" button to return to the Define General Training Items page without saving any changes.
Training Profiles are used to define common groups of requirements that apply to a user with a particular job function. When a profile is assigned to a user, that user is assigned all of the training requirements associated with the profile. Each profile also has a textual description which can be used as documentation for a user's formal job description. Training Module Administrators and Coordinators are authorized to define the list of Training Profiles for the system.
The Define Training Profiles page allows you to add, edit and delete the Training Profiles for your organization.
Click the "Add Training Profile" button to add a new profile (see Add Training Profile).
Click the "Import Training Profiles" button to batch import multiple training profiles (see Import Training Profiles).
Click the "Edit" button next to a training profile to make changes to the name, description or requirements associated with a profile (see Edit Training Profile).
Click the "Delete" button for a training profile to remove it from the list. You cannot delete training profiles that are currently assigned to users.
Click the "Close" button to return to the Configure Training Management Module page.
Enter a name and a description for the training profile. If the training profile represents a specific job function, the description should summarize the job function in a manner that can be used as documentation for a user's formal job description.
The Training Requirements table lists the requirements associated with this profile. Users assigned this profile will be assigned all of these training requirements.
Click the "Add General Training Requirements" button to add requirements to the profile for one or more General Training Items (see Select New General Training Requirements for Profile).
Click the "Add Document Training Requirements" button to add requirements to the profile for one or more documents managed by the Document Control module (see Select New Document Training Requirements for Profile).
Click the corresponding "Edit" button for a training requirement to change whether it requires certification. (see Edit Training Requirement).
Click the "Delete Training Requirements" button to remove one or more training requirements from the profile (see Delete Training Requirements).
Click the "Save" button to save this training profile and return to the Define Training Profiles page.
Click the "Cancel" button to return to the Define Training Profiles page without saving any changes to the name or description.
Use the search criteria to find one or more general training items that should be assigned as training requirements for the profile.
Then, select the corresponding checkboxes and click the "Add Selected General Training Requirements" button.
If there are users that are currently assigned this profile, you will be taken to the Add Selected Training Requirements for Profile page, where you will be able to indicate the date by which those users should complete the necessary training to satisfy the new training requirements. Otherwise, you will be returned to the Edit Training Profile page.
Click the "Cancel" button to return to the Edit Training Profile page without assigning new training requirements.
Use the search criteria to find one or more documents that should be assigned as training requirements for the profile.
Then, select the corresponding checkboxes and click the "Add Selected Document Training Requirements" button. The selected documents will be included as new training requirements in the profile.
If there are users that are currently assigned this profile, you will be taken to the Add Selected Training Requirements for Profile page, where you will be able to indicate the date by which those users should complete any necessary training to satisfy the new training requirements. Otherwise, you will be returned to the Edit Training Profile page.
Click the "Cancel" button to return to the Edit Training Profile page without assigning new training requirements to the profile.
Use the "Certification Required?" field to indicate whether users assigned to this profile must be certified after they complete training for each requirement.
When new training requirements are added to a profile, training records will automatically be created for users assigned to this profile if they have not previously completed training for one or more of the new training requirements.
If the new training requirements will result in new incomplete training records, you will also be required to fill out the following information:
Use the "Training Required-by Date" field to indicate the date by which the users assigned to this profile must complete training for any newly created training records.
Use the following fields to indicate whether the system should immediately assign Complete Training tasks for any newly created training records:
Click the "Add Training Requirements to Profile" button to assign the selected items as training requirements for the profile, create any necessary training records, and assign any required Complete Training tasks.
Click the "Cancel" button to return to the Edit Training Profile page without assigning new training requirements.
Refresher Training Schedules are used to define when the system will automatically assign refresher training for specific training items. Each schedule indicates the frequency with which refresher training will be assigned for the items and how long the users will have to complete the training. Note that any given training item can only be associated with one schedule. Training Module Administrators and Coordinators are authorized to define Refresher Training Schedules for the system.
There are two types of schedules that can be defined for refresher training: Fixed and Floating.
Click the "Add Schedule" button to add a new refresher training schedule (see Add Refresher Training Schedule).
Click the "Edit" button next to a refresher training schedule to make changes to the schedule definition or the list of training items associated with it (see Edit Refresher Training Schedule).
Click the "Delete" button for refresher training schedule to permanently delete it. Any existing refresher training records will remain unchanged, but no future refresher training will be assigned.
Click the "Close" button to return to the Configure Training Management Module page.
Enter a unique name and optional description that will help to identify the purpose of refresher training associated with this schedule.
Specify the type of the refresher training schedule:
If a type of "Fixed" is selected, a "Next Refresher Training Due Date" field will be displayed. Use this field to indicate the next due date for refresher training created by this schedule.
Use the "Days to Complete Refresher Training" field to indicate the number of days prior to the training due date that refresher training records will be created by this schedule. For example, if a training record will be due on March 15th and this value is set to 14 days, the system will create that record on March 1st.
Use the "Refresher Training Frequency (in months)" field to indicate how often this refresher training will occur. When scheduled refresher training is assigned for fixed schedules by this process, the system will automatically update the "Next Refresher Training Due Date" field by adding this amount of time.
Fixed Schedule Example:
Floating Schedule Example (most recent training was completed):
Floating Schedule Example (most recent training was closed as "N/A" for "Indicates Requirement Was Satisfied", e.g. "User Not Trained"):
NOTE: A floating schedule will never create refresher training for a user for a training item while they still have incomplete training for that training item.
Indicate whether refresher training created by this schedule will be automatically assigned to users as Complete Training tasks. If you select "No", authorized Department Module Coordinators/Department Managers/Trainers will be required to manually mark the training complete using the Manage Training pages.
If you configure the schedule to assign Complete Training task, you must use the "Type of Training to Assign" field to select type of training that they will need to complete to sign off their task.
Use the "Refresher Training Instructions / Comments" field for instructions and/or comments that will be included with refresher training records that are created by this schedule.
Click the "Add General Items" button to select one or more General Training Items that will automatically be assigned refresher training according to this schedule (see Select General Training Items for Refresher Training Schedule).
Click the "Add Documents" button to select one or more Documents that will automatically be assigned refresher training according to this schedule (see Select Documents for Refresher Training Schedule).
Click the "Delete" button next to a training item to remove it from the schedule. Refresher training that has already been assigned will be unaffected.
Click the "Save" button to save this schedule and return to the Define Schedules for Recurring Refresher Training page.
Click the "Cancel" button to return to the Define Schedules for Recurring Refresher Training page without saving any changes to the schedule definition.
Use the search criteria to find one or more general training items that should automatically be assigned refresher training according to this schedule.
Then select the corresponding checkboxes and click the "Add Selected General Training Items" button.
Click the "Cancel" button to return to the Edit Refresher Training Schedule page without adding any items to the schedule.
Use the search criteria to find one or more documents that should automatically be assigned refresher training according to this schedule.
Then select the corresponding checkboxes and click the "Add Selected Documents" button.
Click the "Cancel" button to return to the Edit Refresher Training Schedule page without adding any items to the schedule.
The Import General Training Items page is intended to assist with loading large numbers of General Training Items into the system.
To import General Training Items into the system, you must first create a delimited text file that contains all of the information about those items. See the instructions below on how to format the input file.
Use the "File Format" field to indicate the format used to create the delimited text file.
If your delimited text file uses the CSV format, specify the List Separator that is used as the delimiter. By default the delimiter is already set to the list separator used by Excel when saving a CSV file for your locale, so you should only need to change this setting when working with a CSV file created by Excel in another locale.
After specifying the File Format for your delimited text file you can click the "Download" link to download a Template Delimited Text File in that format with all of the necessary columns.
Click the "Browse" or "Choose File" button to find and select the file from your local machine, and then click the "Import General Training Items" button. If the import is successful, the system will report the number of general training items that were imported.
If any errors are found in the input file, no general training items will be imported and a summary of all the errors will be displayed. Once you have corrected the errors in the input file, you can start the import again by re-selecting the file and clicking the "Import General Training Items" button.
Click the "Cancel" button to return to the previous page.
The input file to the import process must be formatted as follows:
The Import Training Profiles page is intended to assist with loading large numbers of training profile descriptions into the system. Once training profiles have been created, the Import Training Requirements feature can be used to establish the training requirements for the imported profiles.
To import training profiles into the system, you must first create a delimited text file that contains all of the information about those training profiles. See the instructions below on how to format the input file.
Use the "File Format" field to indicate the format used to create the delimited text file.
If your delimited text file uses the CSV format, specify the List Separator that is used as the delimiter. By default the delimiter is already set to the list separator used by Excel when saving a CSV file for your locale, so you should only need to change this setting when working with a CSV file created by Excel in another locale.
After specifying the File Format for your delimited text file you can click the "Download" link to download a Template Delimited Text File in that format with all of the necessary columns.
Click the "Browse" or "Choose File" button to find and select the file from your local machine, and then click the "Import Training Profiles" button. If the import is successful, the system will report the number of training profiles that were imported.
If any errors are found in the input file, no training profiles will be imported and a summary of all the errors will be displayed. Once you have corrected the errors in the input file, you can start the import again by re-selecting the file and clicking the "Import Training Profiles" button.
Click the "Cancel" button to return to the previous page.
The input file to the import process must be formatted as follows:
The Import Training Requirements page is intended to assist Training Module Administrators with loading large numbers of training requirements into the system. This feature can be used to initialize the training requirements for both Training Profiles and Users. Incomplete training records will also be created for any training requirements not already satisfied by existing training records.
Before importing training requirements for profiles you must:
Before importing training requirements for users you must:
To import training requirements into the system, you must first create a delimited text file that contains all of the information about those training requirements. See the instructions below on how to format the input file.
Use the "File Format" field to indicate the format used to create the delimited text file.
If your delimited text file uses the CSV format, specify the List Separator that is used as the delimiter. By default the delimiter is already set to the list separator used by Excel when saving a CSV file for your locale, so you should only need to change this setting when working with a CSV file created by Excel in another locale.
After specifying the File Format for your delimited text file you can click the "Download" link to download a Template Delimited Text File in that format with all of the necessary columns.
Click the "Browse" or "Choose File" button to find and select the file from your local machine, and then click the "Import Training Requirements" button. The system will import the training requirements and create new incomplete training records for any training requirements not satisfied by existing training records.
If any errors are found in the input file, no training requirements will be imported and a summary of all the errors will be displayed. Once you have corrected the errors in the input file, you can start the import again by re-selecting the file and clicking the "Import Training Requirements" button.
Click the "Cancel" button to return to the previous page.
The input file to the import process must be formatted as follows:
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