Training Courses and Training Schedules

Training Courses and Training Schedules

This area of iPassport allows a user to create a new training course, select trainers and choose a location for the training. This training course can then be scheduled as a ‘New Training Event’ and attendees can be selected.

The ‘Training Courses’ and ‘Training Schedules’ are located under the Competency menu.

training course/ schedule area

The ‘+’ buttons are short cuts and will take a user directly to the add/create screen.

Permission

The system role of “Training Editor” is required for staff to have the ability to view, create and manage training courses and events. A user would not need to have this access level to view an event.

Navigate to Administration -> Roles -> Start typing ‘Training’ into the ‘Search’ field -> ‘Training Editor’ or ‘Training Viewer’ Roles should appear.

Search Roles

Creating a Training Courses

Firstly, navigate to Competency -> Training Courses -> Create Course tab.

There are a total of four steps to complete when creating a new training course.

New Training Course Step One of Four

step 1 of 4 creating a new training course

This should open on step 1 of 4 of creating a new training course.

  • Enter a Name for the training course, this is a required field. The Name should be descriptive (although not too long) as this is the item displayed when searching.
  • Cost (Per Person)
  • Duration (Hours)
  • Training Company field uses a smart search tool, when a user starts to type in this field it searches the companies on the system. It does not allow a user to add free text information here.
  • CPD Points(Continuing Professional Development) a user can set how many CPD points this course will award. The US equivalent of CPD Points are “CEU Points” (Continuing Educational Units).
  • Training Objective Types if a user chooses a built-in objective type such as Controlled Documents, they can link this course to a specific object by selecting the search icon next to the Objective Name. Clicking on the spanner icon will open the ‘Objective Types’ lightbox.

objective types lightbox

Click on ‘Add Objective Type’. The ‘Create Objective Type’ option is displayed along with the ‘Name’ field.

Create Objective Type

Enter a name for the objective type and click ‘Create Objective Type’. This entry is then added to the list and the option to edit (pencil icon) and delete (trash can icon) should be available.

new entry added

Click the ‘X’ in the top right corner of the lightbox. The new entry should be available to select in the ‘Training Objective Type’.

  • Objective Name once a valid objective type is selected then a user can click on the binoculars icon. The Objective Name: “ ” lightbox should appear. The ‘Equipment Name’ search field uses a smart search tool, when a user starts to type in this field it searches the equipment on the system. Click on the ‘+’ button in the ‘Actions’ column to add the equipment. This will then link the equipment to the training course and close the lightbox returning the user back to the step 1 of 4 screen.

objective name lightbox

  • Course Overview a user can add free text information here about the course.

completed step 1 of 4

New Training Course Step Two of Four

Add trainers to the training course. The ‘Trainers’ field uses a smart search tool, when a user starts to type in this field it searches the trainers within the company selected on the previous step. It does not allow a user to add free text information here.

step 2 of 4

For Example: in step one of four, the ‘Training Company’ selected is ‘Genial Genetics’. Contact ‘Bob Christie’ is a trainer for this company, therefore his name will show in the list on step two of four. To add trainers, navigate to Laboratory Management -> Contacts -> Search or Add a New Contact -> In the ‘General’ tab start typing in the ‘Company’ field and select the correct one -> Click Save -> Now click on the ‘Other’ tab -> Select ‘Trainer’ as the ‘Contact Type’. If ‘Trainer’ is not an option, the user will need to add it by clicking on the the spanner icon.

Contact, Other Tab, Contact Type set to Trainer

This step is optional, a user can click ‘Next Page’. This field can be edited once all steps have been completed and click on the ‘Trainers’ tab.

New Training Course Step Three of Four

Adding an address for the training course. All fields apart from ‘Training Country’ are free text field. ‘Training Country’ is a dropdown field to allow the user to scroll through the list and select the country required.

step 3 of 4

This step is also optional, a user can click ‘Next Page’. These field can be edited once all steps have been completed and click on the ‘Location’ tab.

New Training Course Step Four of Four

A user can add ‘Training Details’ here. This a free text information field.

step 4 of 4

This step is also optional, a user can click ‘Create Training Course’. This field can be edited, click on the ‘Details’ tab.

Complete training course

Creating a Training Event

Once a training course has been created, it can be added to a new training event.

Firstly, navigate to Competency -> Training Schedule -> New Training Event tab.

new training event

  • Select a Training Course from the options in the dropdown. A training course is required to create a new training event. All details from the training course will be entered into this training event. A user can then change specific details for the event without altering the training course.

  • Check if Attendance is compulsory or leave unchecked if its not. This field is optional and can be edited under the ‘Attendees’ tab once the training event has been created.

  • Start Date uses the English date format of 01-12-2017, clicking on the field will display a calendar allowing date selection. This is a required field.

  • Trainers are taken from contacts who are members of the Training Company and are of the group type “Trainers”. A user can add additional trainers by creating new contacts. The ‘Trainers’ field uses a smart search tool. It does not allow a user to add free text information here. This field is optional and can be edited under the ‘Trainers’ tab once the training event has been created.

  • Cost (Per Person) should populate with a set price when a training course is selected. If nothing is set then a user can add the cost of the training event here. This field is optional and can be edited under the ‘General’ tab once the training event has been created.

  • Start Time a user can use the dropdown to select the time the course will start in hour (H) and minutes (M). This field is optional and can be edited under the ‘General’ tab once the training event has been created.

  • Assign to all Staff Members in To schedule the training event for all members in specific OUs, select the required OUs from the list. A user can also add individual users later, once they have created the record. This field is optional and can be edited under the ‘Attendees’ tab once the training event has been created.

Once the two required fields have been populated, a user can click on the ‘Create Training Event’ button.

created a new training event

Attendees Tab

Navigate to the ‘Attendees’ tab. A user can change the attendance options by clicking on the pencil icon. Checking or unchecking ‘Attendance is Compulsory’ then click ‘Save’.

Attendance is compulsory option

To add attendees to the training event, click on the ‘Add Attendees’ button.

Add attendees option

The ‘Add Attendee’ lightbox should appear.

Add Attendee lightbox

  • To assign a training task to a user, select their name from the Users to send this task to list. This field uses a smart search tool. It does not allow a user to add free text information here. This is a required field.

  • Due Date uses the English date format of 01-12-2017, clicking on the field will display a calendar allowing date selection. This date indicates when the task is due by. This field is optional.

  • The task can be made private by checking Make this task private. Checking this box will mean that only the assigner and assignee can see this task.

  • Copy users into this task? By checking this option, a ‘Cc Users’ field will appear. Selected users will be informed of updates to this task, and it will appear in their task list. They will not be able to complete the task.

  • Active Date uses the English date format of 01-12-2017, clicking on the field will display a calendar allowing date selection. This task will not be visible to the user(s) until this date. Leave blank to activate the task immediately. This field is optional.

  • Priority sets the task’s level of importance. A user can choose ‘Low’, ‘Medium’, ‘High’ and ‘URGENT’.

  • Description (Required) the system will automatically add a description of the task however this can be deleted and changed by the user.

Once the two required fields have been populated click on ‘Add Attendees’ button.

completed add attendee lightbox

The attendee will have been added to the list with the status ‘Pending’.

Attendees Pending

Confirming Attendance on Training Courses

The users selected will then be sent an individual task asking them to confirm that they will attend the event.

This task can be found in Tasks -> Types filtered to ‘Training’. Click on the dropdown arrow to expand the task. From here the user can either ‘Complete Task’ or ‘Delete Task’.

my task for training confirmation

The task can also be accessed from the ‘My Task’ side bar:

my task side bar

The ‘Training’ task will take the user to the ‘Training Schedule’. From here click on the ‘Task’ tab and then click on the down arrow on the appropriate row. This will expand the task to reveal more details. Read the information, then the user can either ‘Delete Task’ or ‘Complete Task’.

task to complete

If the user clicks on the ‘Complete Task’ button, a ‘Complete Task: Please confirm your attendance’ lightbox will appear. ‘Completion notes’ can be entered now or once the task has been completed. Click ‘Complete task’ to complete the task or click on the ‘X’ in the top right corner to close the lightbox.

complete notes lightbox

The ‘Attendees’ status will now be changed to ‘Confirmed’.

confirmed status in Attendees tab

Cancel Training Event

Before the training event is completed it is still in a Draft state and can be cancelled. From the drop down select ‘Cancel Training Event’.

cancel training event

The training event status is then changed to ‘Cancelled’.

Training Event Set to Complete

Once the training event has been completed, a user can select ‘Set as Completed’ from the dropdown menu.

set as complete

The status of the training event will be changed to ‘Completed’.

status changed to completed

Staff Profile

Admin can search for the user who attended the training in Personnel Management -> Staff Profiles -> Enter their name in the ‘Search’ field -> Training tab.

staff profile Training tab