Employee Training Manager User Manual
Contents
1. 3 Philip Pullman Job role Customer Service Dept Customer Service a Simon Scarrow Job role Accountant Dept Accounts Accept y Cancel enrollments and return back Once the employee is on the list then you can select them to specify whether they are competent at the task the date they became competent and when the competency expires s Employee Competency Details Edit the employee competency details bal Date 8 08 2012 Wed Is competent YES mmm Expiry date 8 08 2013 Due in 352 days H Confirm T and keep changes If you have some data that you want to store that is specific to your organization then you can enter the information via the User Defined fields User Defined fields allow you to specify a label anda value for a range of types text yes no date and number i e if you wanted to store the name of an employee who is responsible for the competency then you could create a label called Owner and add a value to that owner label which would be the person s name Once you create a label then any other competency you open or create will also have the same label but you will need to enter a new value for each one If a competency is mandatory then you can specify that it must be completed by a particular group These groups can be specified as departments job roles individual employees or all employees i e if Page 10 you have a competency for applying a bandage to a patient then you2. or make a selection type active or inactive Once you have added or updated a selection type then the next time that you select from the list your change will be visible Page 15 If you want to keep a selection type that is used for existing data for historical purposes such as reporting but no longer want the selection type to appear in the list to the user then you can make it inactive Existing data will still use the selection type for reports but the user will no longer be able to select it as an option An example of this would be a location that was used for some training classes that is now no longer used so you need to stop people assigning a class to the location but still wish to report on old training classes as having taken part there Database The database options allow you to configure your database location Enterprise multi user edition only Backup Restore or Compact your database view the table data record counts or perform a query on the database recommended for experienced users only Database Connection Details lf you have purchased the Enterprise Edition multi user then you can configure where to locate your database other than on the machine the software was installed on The reason for this is that you may want to install the software on other machines and all access the same centralized database To do this you need to back up your current database to a network location of your choice and then throu
3. 2 Employees Location Treining Room 1 Exam No Instructer Fh p Fullman Category Imternal Mia Capacity 1 Max Capacity 3 When you have a course that needs to be attended by a particular employee or group of employees then you create a training class The training class consists of the course to be trained a date and time when the class will take part how long the class will last for and the employees who will attend the class Once the class is complete you then for each employee you can record whether they attended the course or not what was the date they completed the course and any score attributed to an exam There are a number of reports available that allow you to report on training classes Page 6 Employees Erpioyes win hh a dea fi i David Gemmell Telephone 555 882 Odd Navigation Menu Profile Details F SS SSR Name Dav Gemmel Date of birth 4 05 1962 ge 50 eee Male structer No ETAS Na Employment Details 2 Employee not 09265 Primary job rode Buyer Secondary job role unine ted Department Claseihcetion Skift Supervisor Employment date SMARTCOMPANY 8 a Si META Ww WARE Contact Details F Telephone 555 882 004 Extonsinnm urine Cell Mobile 355 582 992 Email davidgemmellgyahoo com Address In order to track your employees you will need to create them in the application Select the Employee icon from the main window If you
4. Simon Scarrow el S larPot2 67002013 Doe 352 days Dete t 68 90 inachwate Celeste Clase v r rang Adeeratrator ALAIN user logged in IL OS DOtI af 4120 PH Estarsrse EXibor 2017 2 10 17 With Employee Training Manager as well as recording training for a particular employee you can record whether an employee is competent in a particular task or activity An example of this would be to record whether an employee is competent at changing a particular part in a machine For this there is only a brief demonstration to the employee on how to do this and then you can record whether they demonstrated that they are able to reproduce the procedure and are competent in that particular task You can create many competencies and assign them to employees To add an employee simply click the Manage Employee List button A list of current employees appears on the left side from who you can choose from The list on the right side contains the employees who have been selected for this competency Any employee on the left side who is already on the list will be shown with a green tick icon You can filter the employees by name job role or department Page 9 Employee List Add an employee to or remove an employee from the competency Competency Apply bandage Filter employees by name job role or department The following employees are assigned to this competency David Gemmell 3 Simon Scarrav a Job role Buyer Dept Warehouse Dept Accounts
5. frat aid course f Prikp Aimar There is a setting in Options that allows you to set whether you view all of the data in each search screen when you view the search screen or whether you display an empty list and then perform your own search If you have tens of hundreds of records then you will find that have this setting off will load the search screens much quicker whilst if you only have a smaller number of records then you can be sure that the screens will load quickly This setting is on by default Once the courses are displayed you can select an individual course by double clicking the row in the list which will take you to the detail screen Along the right hand side of the search screen there is a list of currently open records you are allowed to have five records open at a time and a list of recently opened records You can double click any of the items in the list to view the record quickly If you already have a record open then the record that is currently open will be shown If you already have a record open you can simply click the relevant search icon at the top and perform another search leaving the other record in the state you left it in You can make changes to a record choose to search for another record and then go back to your original record and carry on where you left off You can see on the main menu how many records you currently have open Page 3 Display _ Active _ Inectwe e Both PANY SOETW
6. ARE Troe here to sanc for a course P Display Al Co Se rog ee oo S RR ERRRRASE ANG emt i ak Gt fidaconenet coy First Aid Advanced First Ad Advanced Ssverces frit ec cocvun i Phibo Pulver Traing Acom 2 leternal ic 3 i First Aid Base i tr First Aid Basic introductory first sig course fer beginners Paiko Aylmer ini Fr jnng Reom 1 Imernal me 2 If you see a red asterisk next to a record that is currently open this means that the record has been modified and not yet saved You will need to save this record before you close the application but if you don t you will be shown a message that informs you of which records have been modified but not yet saved If you have a list of too many records to display on the screen you can select the View Summary icon to give you a summarised view of the records without all the detail mrs First Aid Advanced Adverced fret sd courte n Pech Dulrape Training Reom t Imernel 3 g First Ad Base Sry First Aid Basic laisad teens Bleek aid esse Bee ete ee You can select one of the records by double clicking on the item in the grid Button Actions You can create a new record by clicking the Add Course button You can export a list of records by clicking the Export Data button CEE Coursa records daptayed 2 DEAE EA al Th SIOE ki AA rite e i o owe we e
7. EMPLOYEE TRAINING MANAGER USER MANUAL This document describes how to use Employee Training Manager a desktop software application that allows you to track your employees or personnel training seminars and competencies The main icons list across the top are used to navigate your way around the application From left to right there is Displays the dashboard Displays training classes and seminars that are due _ Displays the training classes search screen You can select existing training classes or add new training classes Displays the courses search screen _ You can select existing courses or add new courses Displays the employees search screen You can select existing employees or add new employees Displays the competencies search screen You can select existing competencies or add new competencies Displays the seminars search screen _ You can select existing seminars or add new seminars Displays the vendors search screen _ You can select existing vendors or add new vendors Displays the reports screen You can preview or print specific reports Displays the options screen You can update your company information update selection types values that appear in the dropdown lists perform backup and restores of the database perform a SQL query against the database and set the connection details for the database Enterprise Edition Displays the user sea
8. d Avenue Off Blackbird Road Telephone 555 555 555 Fax 666 666 666 Email support smartcompanysoftware com Website htto www smartcompanysoftware com Selection Types The selection types are used throughout Employee Training Manager to present you with a list of values to select from i e when entering a course you are asked where the course default location is when you click the dropdown box or pull down box you will be presented with a list of locations that you have previously defined in your location selection types Employee Training Manager comes with some sample selection types but feel free to create your own based on your requirements The following selection types can be maintained Categories List of categories for a course i e internal or external Classifications List of classifications for an employee i e full time part time contractor Departments List of departments that an employee can belong to i e Accounts Job Roles List of job roles that an employee can have i e Accountant Locations List of locations that training classes can take place at i e boardroom Mediums List of mediums that a course can be presented in i e presentation online Shifts List of shifts that an employee can work i e day night You can add new records into any of the selection types you can edit descriptions for existing selection types you can delete selection types as long as they are not used
9. e a training class for a course the default location will be assigned to the class but you can change this if necessary When you create a course if you don t specify a version it will be given a default version of one Most courses will have only one version but you can create multiple versions This allows you to modify the course for different versions and specify which version a particular employee was trained in In the First Aid example you might have a version one that only includes the training and a version two that includes some practical experience This way you can specify employees that completed only the training or employees that completed both the training and practical Instead of splitting this course into two versions you could create two separate courses both with one version This depends on your requirements and how you conduct your training programs Page 8 Competencies BR Expioyee Training Manager mm as Torn Pt eet a 2 Bj aj d J IJS F B BD P BG sacom Destboard Cissses Courses Employees Competencies Seminars Vendors Reports Options Users 420 2 Close vu y Apply bandage Competency Navigation Menu ompetency Details amp i Prolie Name Apply Dendege Description B Details i User Defined Competencies Show fet Competant Not Yet Competent Required Expires A 10 drys 60 days Exclusions Manage Employee uz Y Edit Competency Details for Employee Decurment
10. ee a Aa Ba wee C PA senere PETEN E what ine SER You can export any of the data that appears in the list As an example if you want to search for a list of first aid courses then perform your search and then click the Export Data button You will be presented with an export dialog Export Courses Export the courses to a CSV file You can export the data to a to a CSV file separated values file is a file format used to store tabular data in w n ch numbers and in plain textual form that can be read i in an application Pi as Microsoft Excel 1 any text editor Lines in the text file represent rows of a table mie commas in a columns in the table rows FirstName LastName John Smith 11 12 197 Karen Jones 10 10 1398 File name C Users Adnan Documents Courses csy Export F Close data to the file and return back Select a path where you would like to export the data to or accept the default Click the Export data to the file button and a CSV file will be created that you can import into an application such as Microsoft Excel Page 5 Training Classes Training Class Details an wa 7 rye Em Bs bot i Traini i First Aid Basic rerocuctory first aid course for beginners Navigation Menu Training Class Details 2 Course Details Tog cee vernon vernon Code FIRSTAIDS Start dates 15 01 2012 10 00 AM Medium Presertatbon 9 Course Details End dates 15 01 2012 12 00 AM Credits
11. etc course for beginwers Inst PRiko Aylmer mu Fr inng Room i wy Ieernal mt Page 2 The search text is smart so you only need to enter the text and it will return all the records that match the search term If you enter the search term first aid then all of the courses that have the word first aid in the course title will be returned By default only the active courses are displayed but you can choose to display active records inactive records or both active and inactive records p Own hoes Core Enpiuyees Conpetencer taina ventory Seperts pra Ler About Onse E Course Search Search for 5 course Display Active _ Inactive Both Display amp Courses Curroem First Aid Advanced sovercec ret ec coore Kiko Almor Trang Room i lmte nal First Aid Basic Introductory first es course fer begin ers Phibo Alimar rang Reom i manal If you perform a search for both active and inactive courses then you will see the complete list of both If a course is inactive you will see a red icon appear on the right hand side of the list to help identify that the course is inactive B Emwwyer Training Manager 1 0 P w j Es 4 J SMIRTOOMPANY Dahhar T msm Courses En ptuyews Competencies S rinetk w Course Search Search for 5 course Display Active _ lnectwe uu Both Courses Currently Open First Aid Advanced 2dverced ret ad course Frubp Almer First Aid Basic ory
12. gh the Connection Details configure the software so that it points to that network location a amp ha Y Hi PR Ft Yi Oo YG SMATTCOMPANY Deshbcerd Irs Courses Erpes Competencies Sennas vecors Repons Options Users Rout Close Options Edn eppocaton opori Navigation Menu Database Connection Details ompe Your detebase is currently located in the following fodder location Ci PropramDete Smart Company Sottesre inplovee Training Mansger Ecterprise Selection Types Open Folder Database Connection Details You car change the locaton folder of where the detehease is stored by cicking the Change Folder button Note thet you have Baeckuo Restore Comoact other machines connecting te the database then their Scation folder will also need to be updeted with the sew locahen folder Tabiss Change Folder a Query Uste Database Backup Restore Compact Please see our document Backing Up Restoring and Compacting your Database Database Tables This screen is for information purposes only but it does give you an idea of how your database is growing To update the figures click the Retrieve Tables button and after a few seconds the screen will be updated with the current values From here you can also see how big your database has grown in size in bytes Database SQL Queries Page 16 If you perform regular SQL queries against the database then you can store the popular queries in the databa
13. have previously entered employees then you can perform a search and then select them or alternatively you can add a new one by clicking the Add Employee button Fill out the employee details and save them If you have an employee who is also a training instructor then you can mark the employee so this employee will appear in the list of instructors when creating a course or training class There are a number of reports available that allow you to report on employees Page 7 Courses Fo WARPO Y My imptoyee Training h SMARTCOMPANY First Aid Advanced irs duanced 4rst act course Navigation Menu Course Details F Tithe First Aid Advanced FIRSTAIDA Deetriptiena Advanced first ad couren Presentation Details Instructor Philip Pullen 3 User Defined Locetion Traming com 1 t No Traming Casses Category internal Requred Course Versions Exchussions Empoyees fb Add version DP Cdt verson JR Delete versoo Resources ra ral si Version I Wedreasdeay 20 Agri 2051 Document HOt Oelate Coce Enterprises Edmon 2032 2 10 10 Select the Course icon from the main window If you have previously entered courses then you can search for them here or alternatively you can add a new one by clicking the Add Course button Fill out the course details and save them When creating the course you can select a default location where the course will take place When you creat
14. ime Details Short time Long time Time separator AM designator PM designator Percent Details Percent symbol Decimal digits Decimal separator Group separator h mm tt h mm ss tt AM PM 2 f Date Details Short date d MM yyyy Long date dddd d MMMM yyyy Date separator Number Details Decimal digits Decimal separator Group separator Negative sign Positive sign Currency Details Currency symbol Decimal digits Decimal separator Group separator Page 18
15. l orrrpispeas Ast ore Peace hi bat hove ent yet tober the course Exclusion Report Dingle a het of aD ere lewawe et ave eantutted bern taskrreg spam course Employee Training Manager has a number of reports available to you divided into the following categories Training Class Reports Course Reports Employee Reports Competency Reports Seminar Reports Vendor Reports User Reports Enterprise Edition Page 13 Options i impie ainina N ih as Atd b evda i Company Details F Contact Details Name Your Company Name Telephone unsere Addrwes Blackbird Avenue Fax umcected Creat unpsoei Website umagen From the Options menu you can configure Employee Training Manager There are a number of settings you can configure in the software such as entering your company name address and contact details add edit delete selections types set the database connection details Enterprise Edition only backup restore or compact your database run a query on the database check how big your database is and review your localization settings Company Details You can enter or update your company information by clicking the edit icon You can enter or update your company name company address and company contact details such telephone fax email and website address Page 14 Company Details Edit your company s name address and contact details FI Name Your Company Name Address Blackbir
16. might want to make this mandatory for all the employees who work in the nursing department or have a job role of nurse If you assign a group so they are required to take a competency then you might want to exclude certain people in that group i e if you specified that the nursing department must take this competency but Jane Smith is excluded then you can select Jane Smith and add her to the exclusion list Jane Smith will not appear on any reports run to find out who hasn t completed the competency training Page 11 Vendors Em ltyee T EK AR 2 Bs Telephone 555 883 221 Contact Details F Telephone 555 559 221 Fare une mait supcortSsmetromoenysottesce com If you have a lot of training requirements then you may have a list of vendors who supply training or training equipment You can record all of the vendors that you deal with for training or equipment along with vendor details and a list of contacts at the vendor You can also write notes in rich text format and attach any documents such as a quote or letter Page 12 Reports moye TE Adah a set dd Diestey het of u rnureme sermoy firmat tasei nr the Required Training Report Mirphay of imaam o a yma aue long meh af aliha pet pars vho Course Reports fmd EEN Detail Report tagay o sperte tzute n hatte ted 4ermat ass oe tha swectiion rtsrs Fur Overdue Training Report Daae ab buras w syes utoe biien ueh o bat af al
17. rch screen Enterprise Edition only _ You can select existing users or add new users Close the application The Training Class Course Employee Vendor and User icons also display a small number next to the icon This number indicates how many records you have open i e if you have four training classes open then you see a number 4 next to the training class icon The bottom of the screen has a status bar that displays who is logged in Enterprise Edition only what the date and time was when the user logged in and the version of application Page 1 Basic Navigation Searching For Data The search screens for training classes course employees competencies seminars and vendors all work in exactly the same way Below is an example using the course search screen but you can apply these techniques to the entire list mentioned above The Course Search screen displays a list of courses pe here to sawi for a cours First Aid Advanced Advanced f rt ac coocee i Pits Sulrm r eho Trang Seem 2 First Aid Basie Introductory first alc course tor beginners Phiks Dimes i Thang Reem m ee He ET Ala SKT cee ais See OT To display all of the training classes click the Display All button or to filter the list enter a search term in the search textbox and press return or click the magnifying glass Emp ised Pika Pulver shen Tratang Reems Us Jamal ix 8 First Aid Basic Introductory frat
18. se so that you do not have to type each one out every time Each SQL query is given a description so you can identify what it does and then the actual query to be performed You can build up a list of popular queries and then easily copy them and paste them into the query window Database Query Data This feature is intended for experienced users only This feature allows you to write a small SQL query that you can run against the database For example you might want to see a complete list of courses including ones that have been deleted To do this you would type the following query into the SQL Query text box SELECT FROM Course Once you have type in the query click the Run SQL Query button and the results will be displayed in the SQL Query Results window below You also have the option to export the results data to a CSV Comma Separated Values file for importing into Microsoft Excel With this feature you can select all sorts of different queries to run but you should be experienced at writing SQL queries Please contact support smartcompanysoftware com for more information System Localisation This screen is for information purposes only and details the settings being used by your operating system for your locale details You can check that the settings for you date formats currency formats etc are correct for your country Page 17 Culture Details Country culture en A Culture name English Australia T
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