Training Administration
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Welcome
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Introduction to Training |
Setup Tables
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Pages
Overview
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Functions in Training
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Reports |
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How Do I's |
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Resources |
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Text File |
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Test |
Welcome to the Training Administration CBT!
To navigate through this CBT, either click the links on the Side Navigation Menu on the right hand side of your screen, or press the Next button at the bottom of each page.
To begin learning about Training functions, click Introduction on the Topic Menu.
**To resize the left-hand navigation frame, you can place your cursor just on the right side of up/down scroll bar until you get a double horizontal arrow. You can make the navigation window skinny or wider, by holding your left mouse button down and moving your mouse left or right, depending on your needs.(Firefox browser users may not have this capability.)
MAJOR CHANGES TO Training: Version 8.0-8.9
Navigation has changed. Please go to the Navigation Changes page for specifics.
TRAINING NAVIGATION CHANGES
Most of the Training tables are now under the heading of Enterprise Learning and only their navigation is different.
1. Student Training is now called Enroll in Course.
2. The word "Table" has been removed from many pages (ie. School
Table is now Schools, Training Facility Table is now Training Facilities).
Here is your map from 8.0 to 8.9.
| 8.0 Location:
Develop Workforce> Administer Training |
8.0 Table/Page: | 8.9 Location:
Enterprise Learning> |
8.9 Table/Page: |
| Define Training Resources | |||
| >Setup> | Training Facility Table | > | Training Facilities |
| >Setup> | Equipment and Materials | > | Equipment and Materials |
| >Setup> | Instructor Table | > | Instructors |
| >Setup> | Vendor Table | > | Vendors |
| >Setup> | Vendors Contacts Table | > | Vendor Contacts |
| Define Course/Cost Details | |||
| >Setup> | Course Table | > | Courses |
| >Setup> | Course Session Table | > | Course Sessions |
| >Setup> | Training Program Table | >Program Information> | Training Program Table |
| Student Enrollment | |||
| >Use> | Course Waiting List | >Create/Update> | Course Wait List |
| >Use> | Course Auto Enrollment | > | Course Session Auto Enrollment |
| >Use> | Course Session Enrollment | >Enroll Individually> | Course Session Enrollment |
| >Use> | Express Rescheduling | >Reschedule Between Sessions> | Express Rescheduling |
| >Use> | Student Training | > | Enroll in Course |
| Results Tracking | |||
| >Inquiry> | Student Training Summary | > | Review Training Summary |
| > | Review Session Summary | ||
| Training Reports | |||
| >Reports> | Student Training History (TRN020) | > | Student Training History (TRN020) |
| >Reports> | Training Facility Schedules (TRN005) | > | Training Facility Schedules (TRN005) |
| >Reports> | Training Instructor Schedules (TRN033) | > | Training Instructor Schedules (TRN033) |
| >Reports> | Equipment Checklist (TRN034) | > | Equipment Checklist (TRN034) |
| Course Reports | |||
| >Reports> | Attendance Status (TRN018) | > | Attendance Status (TRN018) |
| >Reports> | Course Description (TRN023) | > | Course Description (TRN023) |
| >Reports> | Course Waiting List (TRN003) | > | Course Waiting List (TRN003) |
| >Reports> | Course Session Roster (TRN002) | > | Course Session Roster (TRN002) |
| >Reports> | Prerequisite Courses (TRN027) | > | Prerequisite Courses (TRN027) |
| >Reports> | Course Equipment (TRN025) | > | Course Equipment (TRN025) |
| >Reports> | Course Vendors (TRN026) | > | Course Vendors (TRN026) |
| Set Up HRMS> Common Definitions | |||
| >Setup> | School Table | >School Information> | Schools |
| Administer Workforce> Administer Workforce> | Workforce Administration>Workforce Reports | ||
| >Reports> | Supervisors Without Supervisory Training (KPER219) | > | Supervisors Without Supervisory Training (KPER219) |
| >Reports> | Supervisors Needing Continuing Education Training (KPER247) | > | Supervisors Needing Continuing Education Training (KPER247) |
| >Reports> | Employees Needing Orientation (KPER202) | > | Employees Needing Orientation (KPER202) |
INTRODUCTION TO TRAINING
To fully benefit from the information covered in this Computer-Based
Training (CBT) you should have completed the Introductory CBT.
The Introductory CBT will teach you how to navigate through the menus
and pages and introduce you to the basics of adding, updating, and maintaining
data in PeopleSoft.
If you have not already done so, please review the Introductory CBT
before proceeding with the Enterprise Learning CBT.
NOTE: Please consider that if Regulations, Bulletins, laws, etc. change,
some of these scenarios may not be up-to-date. Continue to monitor the
regulation changes and apply those changes to the following scenarios
if applicable.
For the most up to date information (including new or revised Regulations
and Bulletins), please check the following websites:
SHARP
Customer Services (http://www.da.ks.gov/sharp/)
Division
of Personnel Services (http://www.da.ks.gov/ps/)
Accounts
and Reports (http://www.da.ks.gov/ar/)
After completing this CBT, you should be able to:
Setup up tables required for training courses such as vendors, instructors,
and equipment.
Setup training courses and sessions.
Enroll students in courses.
Track employee training.
TRAINING OVERVIEW
Enterprise Learning is used to organize, establish, and track training
courses and student participation.
It is important when setting up a course, that you know all the details
of the course prior to enrolling students. This includes:
1. Objectives
2. Requirements
3. Instructor
4. Facility
5. Equipment and Materials
6. Vendors
Course details (vendors, equipment, facilities, and instructors) are
setup in Setup Tables. After you setup the details in the Setup Tables,
you will want to add your course. A new course is setup in the Course
Table. When setting up a new course, you will choose the facility, instructor,
equipment, etc. to include. A course can be a single session, or it
can have many sessions. If a course will have many sessions, you will
use Session Administration and setup each separate instance in the Course
Session Table. A student can then be added to the enrollment by going
to Student Enrollment and after training is completed; their training
can be tracked by running the Student Training Summary.
The Division of Personnel Services (DPS) is required by K.S.A. 75-3747
(1) and K.S.A. 75-3746 (h) to prepare and recommend to the Secretary
of Administration, regulations for the development and operation of
programs to improve work effectiveness including orientation, on-the-job
training, supervisory training and management development. K.A.R.
1-8-6 requires DPS to provide basic guidelines for these programs.
K.S.A. - Kansas Statues Annotated: http://www.kslegislature.org/legsrv-statutes/index.do
K.A.R. - Kansas Administrative Regulations:
http://www.da.ks.gov/ps/documents/regs
Important Notice:
The State of Kansas does not use PeopleSoft to track and manage employee
skills and accomplishments.
PAGES OVERVIEW
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Setup Tables are used to define standard codes to be used throughout the PeopleSoft system. These are the many tables that can be used and setup prior to creating a new training course in the Course Table.
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| * this table is located under Set Up HRMS> Common
Definitions>School Information> Schools There are two main tables that you will use to create your courses
in PeopleSoft. These tables are located at Enterprise Learning> Define Course/Cost
Details: |
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PAGES OVERVIEW
Vendors
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Navigation: Enterprise Learning> Define Training Resources>Vendors
Vendor Profile tab. Enter Information about the Vendor on this page.
| For field definitions see the Glossary.
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Vendors Address Tab. Enter information about where the vendor location is on this page.
| For field definitions see the Glossary.
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PAGES OVERVIEW
Vendor Contacts
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Navigation: Enterprise Learning> Define Training Resources>Vendor Contact
Vendor Contact Phone tab. Enter Information about the Vendor Contact on this page.
For field definitions see the Glossary.
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Vendor Contact Address Tab. Enter information about where the vendor contact location is on this page.
For field definitions see the Glossary.
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PAGES OVERVIEW
Equipment and Materials
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The equipment table is for general types of equipment. If you have 3 televisions,
you only need to add 1 code for a television. Additionally, this table
is shared by all agencies so you might check to see if a code is already
there for the piece of equipment you wish to list.
Navigation: Enterprise Learning> Define Training Resources> Equipment and Materials
For field definitions see the Glossary.
SETUP TABLES
Training Facilities
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Navigation: Enterprise Learning> Define Training Resources> Training Facilities
Training Facilities Address Tab: Input the location of the facility.
| For field definitions see the Glossary.
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Training Facilities Contacts and Equipment Tab: Indicate contacts, phone numbers, and equipment.
| For field definitions see the Glossary.
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Training Facilities Training Rooms Tab: Input information like floor, room, and cost here.
| For field definitions see the Glossary.
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Training Facilities Directions Tab: Manually type in the directions to the Training Facility.
| For field definitions see the Glossary.
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SETUP TABLES
Instructors
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This table is used to store information about
instructors and their areas of expertise. You will enter a new instructor
when they are hired or right before they teach their first session. Instructors
are listed on Course Session Table 3.
NOTE: Due to the inability to add non-employees
to PeopleSoft, only instructors who are employed by the State of Kansas
can be entered into this table. The name of an external instructor can
be entered directly into the Course Session Table without using an ID.
Navigation: Enterprise Learning> Define Training Resources> Instructors
Instructor Profile tab: Input information about the instructor.
SETUP TABLES
Schools
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The School Table is used to enter colleges, universities
and technical schools used to outsource services for conducting training
sessions. Enter new school codes as students attend training at colleges,
universities or technical schools that are not currently in the system.
The School Tables is used by all agencies so check to see if a code is
already there for the school you wish to list.
NOTE: Please note that the Schools table is
not located in the same location as previous setup tables.
Navigation: Set Up HMRS> Common Definitions> School Information> Schools
Input information about a specific school if it is not already added.
| For field definitions see the Glossary.
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SETUP TABLES
Training Program Table
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The Training Program Table is used to set up a
new training program that groups courses into logical progressions. You
will enter a new Training Program code whenever a new training program
is implemented.
NOTE: Please note that the Training Program
Table is not located in the same location as previous setup tables.
Navigation: Enterprise Learning> Define Course Cost/Details> Program Information>Training Program Table
Setup a Training Program with this table.
| For field definitions see the Glossary.
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SETUP TABLES
Courses Table
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This is the main table where you will setup your new training course. When a new training program is created and will be delivered by or coordinated by agency staff, you will enter a new course code here. To distinguish your courses from those given by other agencies, you should begin all new course codes with your agency number for the first three digits of the 6-digit code.
Navigation: Enterprise Learning> Define Course/Cost Details> Courses
Course Profile tab contains the main information you will use for your Course.
| For field definitions see the Glossary.
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This function is offered by PeopleSoft, but will not be used by the State of Kansas.
Input any prerequisite courses in this area. Other functions on this page are offered by PeopleSoft, but will not be used by the State of Kansas.
| For field definitions see the Glossary.
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Type in an equipment of materials code (or search for one) that would be needed for the course.
| For field definitions see the Glossary.
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This function is offered by PeopleSoft, but will not be used by the State of Kansas.
Enter a description of the course.
| For field definitions see the Glossary.
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SETUP TABLES
Course Sessions Table
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The Course Session Table is used to set up scheduled training sessions. Whenever you set dates and times for classes to be delivered or coordinated by staff at your agency, enter a new Course Session. Course sessions are listed on the Course Waitlist, Course Auto Enroll, Course Session Enrollment, Express Rescheduling, and Student Training Pages.
Navigation: Enterprise Learning> Define Course/Cost Details> Course Sessions
Course Session Profile tab contains the main information you will use for your session which includes the date/time and its status.
| For field definitions see the Glossary.
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This tab gives information about where the session is and who the instructor will be.
| For field definitions see the Glossary.
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Type in an equipment of materials code (or search for one) that would be needed for the session. Fixed equipment is equipment that stays in the training facility room.
| For field definitions see the Glossary.
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Choose the code for the expense incurred. This is additional expenses a student will incur. This information is used for calculating tuition reimbursement.
| For field definitions see the Glossary.
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COURSES/SESSIONS - COURSES TABLE
This is the main table where you will setup your new training course. When a new training program is created and will be delivered by or coordinated by agency staff, you will enter a new course code here. To distinguish your courses from those given by other agencies, you should begin all new course codes with your agency number for the first three digits of the 6-digit code.
Navigation: Enterprise Learning> Define Course/Cost Details> Courses
Course Profile tab contains the main information you will use for your Course.
| For field definitions see the Glossary.
|
This function is offered by PeopleSoft, but will not be used by the State of Kansas.
Input any prerequisite courses in this area. Other functions on this page are offered by PeopleSoft, but will not be used by the State of Kansas.
| For field definitions see the Glossary.
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Type in an equipment of materials code (or search for one) that would be needed for the course.
| For field definitions see the Glossary.
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This function is offered by PeopleSoft, but will not be used by the State of Kansas.
Enter a description of the course.
| For field definitions see the Glossary.
|
COURSES/SESSIONS - COURSE SESSIONS TABLE
The Course Session Table is used to set up scheduled training sessions. Whenever you set dates and times for classes to be delivered or coordinated by staff at your agency, enter a new Course Session. Course sessions are listed on the Course Waitlist, Course Auto Enroll, Course Session Enrollment, Express Rescheduling, and Student Training Pages.
Navigation: Enterprise Learning> Define Course/Cost Details> Course Sessions
Course Session Profile tab contains the main information you will use for your session which includes the date/time and its status.
| For field definitions see the Glossary.
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This tab gives information about where the session is and who the instructor will be.
| For field definitions see the Glossary.
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Type in an equipment of materials code (or search for one) that would be needed for the session. Fixed equipment is equipment that stays in the training facility room.
| For field definitions see the Glossary.
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Choose the code for the expense incurred. This is additional expenses a student will incur. This information is used for calculating tuition reimbursement.
| For field definitions see the Glossary.
|
COURSES/SESSIONS
Overview
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In this section, the transactions that can be performed using Enterprise
Learning will be discussed.
There are four main transactions in Enterprise Learning:
Add a new course
Add a new course session
Update a course or course session.
Enroll students and track progress.
COURSES
Add a New Course
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Before entering your course into PeopleSoft, you will need to make some decisions first.
Know the dates, facility, instructor, and equipment.
Will there be future sessions of this class or will this be a one-time
only class.
Is there a prerequisite class?
Once you have this information, you are ready to input the information into PeopleSoft. These are the steps you will take.
Go to Training Facilities and seach for your facility. If it is not already
entered, add a new facility.
Go to Instructors and search for your instructor. If your instructor has
not been setup, add a new instructor.
Go to Equipment and Materials and search for the equipment or materials
you will need. If they have not been setup, add a them.
You may also need to add information to Schools, Vendor Contacts, and
Training Program.
Go to the Course Table and search for your course. If your course has
not been setup, add a new one.
ADD A NEW COURSE
Navigation: Enterprise Learning> Define Course/Cost Details> Courses
1. On the Courses search page, click Add A New Value.
2. Type in your new SHARP course code and click Add. **Remember to use your Agency Number as the first 3 digits of your new Course Code.
3. On the Course Profile page, type in the Title, the Short Title and Department.
4. Choose Internal/External (Internal means given by the State of Kansas or by a state agency. External means given by an outside source or school.), Course Type and Primary Delivery Method.
5. Type in the Min/Max Students and Duration (hours).
6. Choose the Course Offering (optional) and proceed to the Prereqs, Goals tab (only if there is a prerequisite course).
7. Type in the prerequisite course code.
8. Move to the Equipement tab and type or search for your equipment.
9. Move to the Description page and type in a description for your course.
....Now that you have set up the course and information, if you have many sessions, you will have an extra step on Courses.
10. Move back to the Course Profile page and click on the Session Administration checkbox. (Go to Course Sessions to set up the new session.)
Too add a new session, click Next below.
To view the Courses pages, see Pages - Courses.
To print step by step instructions, see the How Do I menu.
COURSES
Add a New Session
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Now that you entered your Course and checked on Session Administration, you are ready to set up your session on Course Sessions
Navigation: Enterprise Learning> Define Course/Cost Details> Course Sessions
1. On the Course Sessions search page, click Add A New Value.
2. Type in your SHARP course code and add your Session Number. Click Add.
3. On the Course Session Profile page, type in the Start/End Dates and Start/End Times.
4. Go to the Location, Instructor tab. Choose your facility and click the 'Select free Training room' link to find a vacant room. Select the room on the search page and click OK.
5. Type in the Vendor and the vendor's name.
6. Move to the Equipment tab and type or search for your equipment.
7. Press Save.
To view the Course Session pages, see Pages - Course Sessions.
To print step by step instructions, see the How Do I menu.
ENROLLMENT
Overview
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You can enroll students in many ways.
Open a wait list and enroll many students. (Course Wait List)
Enroll students automatically that are on a particular wait list. (Course
Session Auto Enrollment)
Open the Session/Course record and enroll many students one at a time.
(Course Session Enrollment)
Open the student training record, and enroll in a course/session. Can
add many rows. (Enroll In Course)
Open the student training record and enroll in many courses/sessions all
on one page. (Quick Enrollment)
Reschedule a session by group from one course session to another or from
a course session to a course waiting list. (Express Rescheduling)
Navigation: Enterprise Learning> Student Enrollment>
ENROLLMENT
Course Wait List
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The Course Wait List is used to set up a waiting list of students for a specific course. Use the course waiting list whenever you receive a request to attend the course in general or a specific session. Wait lists save time in tracking course demand and to ensure enrollment fairness. They can also be used to request a course before a session has been set up, request a course in which all sessions are full, or to request a particular session of a course once it has been scheduled.
Navigation: Enterprise Learning> Student Enrollment> Create/Update Course Wait List
ENROLLMENT
Course Session Auto Enrollment
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The Course Session Auto Enrollment is used to automatically enroll participants who have been waitlisted for a course or course session. If you are ready to start enrollment for a particular session of a course and you have students on the waiting list, this allows you to move them over to Course Session Enrollment as a group rather than typing them individually.
Navigation: Enterprise Learning> Student Enrollment> Course Session Auto Enrollment
ENROLLMENT
Course Session Enrollment
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The Course Session Enrollment is used to manually enroll participants
in a course session, one person at a time. You will enter individual students
at the time you receive their registration form for a course session or
wait until you have received several registration forms and enter them
one right after another.
Search for the Course Session and choose it. When the page opens, complete
one student’s enrollment. To enroll another student, press the plus sign
to add a new row and complete the new student’s information.
Navigation: Enterprise Learning> Student Enrollment> Enroll Individually> Course Session Enrollment
ENROLLMENT
Enroll in Course
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The page Enroll In Course is used to Add or Update information in a student’s training record. It is also used to Cancel out of a course/session. This is the employee's main training record. If an employee requests training through Employee Self-Service and it is approved, the record is recorded here with the status of "Enrolled".
Navigation: Enterprise Learning> Student Enrollment>Enroll in Course
To add a new training record or enroll a student in a class:
- Click the plus sign to add a new row.
- Enter the Course Code, Session # (if there isn't a Session #, enter a Start and End Date)
- Choose the Attendance status. (If the employee has completed the course, choose Complete. If you are enrolling a student, choose Enroll.)
- Press Save.
To cancel the employee from a course they were enrolled in:
- Navigate to the record.
- Change the Attendance status to Cancel, Cancelled, or Dropped.
- Press Save.
ENROLLMENT
Quick Enrollment
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Identifies courses and sessions for which student is enrolled. You can also view the entire training history and the status.
Navigation: Enterprise Learning> Student Enrollment>Quick Enrollment
ENROLLMENT
Express Rescheduling
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Express Rescheduling is used to reschedule students from one course session to another or from a course session to a course waiting list.
Navigation: Enterprise Learning> Student Enrollment> Reschedule Between Sessions
TRACK STUDENT TRAINING
You can track student training in a number of ways:
Review Training Summary: View student record of courses.
Review Session Summary: Show the students enrolled by Course Session.
Quick Enrollment: View student record of courses. (See Quick
Enrollment in the Enrollment section for more information.)
Navigation: Enterprise Learning> Results Tracking> Review Training Summary
Use the Student Training Summary page to get an overview of student training information. This is most commonly used when you need to determine if students have taken all course prerequisites. It can also be used to view all aspects of a student’s training and development.
Navigation: Enterprise Learning> Results Tracking> Review Session Summary
Use the Review Session Summary to view details about the Course Session, including dates, code, facility, and enrolled students.
