Training Administration CBT

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TOC

Training Administration

sharp logo

main menu button


blue triangle bullet Welcome Page
blue bullet Navigation Changes
blue triangle bullet Introduction to Training

Setup Tables

blue triangle bullet Pages Overview
blue bullet Vendors
blue bullet Vendor Contacts
blue bullet Equipment & Materials
blue bullet Training Facilities
blue bullet Instructors
blue bullet Schools
blue bullet Training Program Table
blue bullet Courses Table
blue bullet Course Sessions Table

Functions in Training

blue triangle bullet Courses/Sessions Overview
blue triangle bullet Add a New Course
blue triangle bullet Add a Course Session
blue triangle bullet Enrollment Overview
blue bullet Course Wait List
blue bullet Course Session Auto Enrollment
blue bullet Course Session Enrollment
blue bullet Enroll In Course
blue bullet Quick Enrollment
blue bullet Express Rescheduling
blue triangle bullet Track Student Training

 

blue triangle bullet Reports
blue triangle bullet How Do I's
blue triangle bullet Resources
blue triangle bullet Text File
blue triangle bullet Test
2

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.)

red left arrow pointing to introduction


MAJOR CHANGES TO Training: Version 8.0-8.9

Navigation has changed. Please go to the Navigation Changes page for specifics.


 

3

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)
4

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: 
blue bulletSHARP Customer Services (http://www.da.ks.gov/sharp/
blue bulletDivision of Personnel Services (http://www.da.ks.gov/ps/
blue bulletAccounts and Reports (http://www.da.ks.gov/ar/)

After completing this CBT, you should be able to:
blue bullet Setup up tables required for training courses such as vendors, instructors, and equipment.
blue bullet Setup training courses and sessions. 
blue bullet Enroll students in courses.
blue bullet 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.

5

PAGES OVERVIEW
1 of 10


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.

blue bullet Vendors
blue bullet Vendor Contacts 
blue bullet Equipment & Materials
blue bullet Training Facilities
blue bullet Instructors 
blue bullet Schools*
blue bullet Training Program Table**

Most of these tables are located at Enterprise Learning> Define Training Resources

define training resources menu

*  this table is located under Set Up HRMS> Common Definitions>School Information> Schools
** this table is located under Define Course/Cost Details> Program Information

There are two main tables that you will use to create your courses in PeopleSoft.
blue bullet Courses
blue bullet Course Sessions

These tables are located at Enterprise Learning> Define Course/Cost Details:

6

PAGES OVERVIEW
Vendors
2 of 10


The Vendors table is used for storing vendor information used to outsource services for conducting training sessions. You will enter a new vendor when they are hired or just prior to entering a course session conducted by the vendor. Vendor codes may be used when setting up Course Sessions, Instructors and Vendor Contacts. Since this table is used by all agencies check to see if a code is already there for the vendor you wish to list.

Navigation: Enterprise Learning> Define Training Resources>Vendors

Vendor Profile tab. Enter Information about the Vendor on this page.

For field definitions see the Glossary.

vendors, profile page

 

Vendors Address Tab. Enter information about where the vendor location is on this page.

For field definitions see the Glossary.

vendors, address page

 

7

PAGES OVERVIEW
Vendor Contacts
3 of 10


This table is used to record vendors used to outsource services for conducting training sessions. You will enter a new vendor contact when you hire a vendor or your contact person changes. Since tables are shared by all agencies check to see if a code is already in the vendor contact table.

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.

vendor contact, phone page

 

Vendor Contact Address Tab. Enter information about where the vendor contact location is on this page.

For field definitions see the Glossary.

vendor contact address page

 

8

PAGES OVERVIEW
Equipment and Materials

4 of 10


Equipment codes are used when setting up Courses and Training Facilities. Enter a new piece of equipment whenever it is purchased or right before you add or update a Course or Training Facility.

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.

equipment and materials page

 
10

SETUP TABLES
Training Facilities
5 of 10


This table is used for storing information about a training facility including address, room capacity, cost, contact person, equipment and directions. You will enter a new facility whenever you decide to use the facility or just before you enter a course session to be held at the facility. The training facility for a particular course session is listed on the Location/Instructor page of the Course Session Table. Since this table is shared by all agencies, check to see if your training facility has already been entered.

Navigation: Enterprise Learning> Define Training Resources> Training Facilities

 

Training Facilities Address Tab: Input the location of the facility.

For field definitions see the Glossary.

training facility, address page

 

Training Facilities Contacts and Equipment Tab: Indicate contacts, phone numbers, and equipment.

For field definitions see the Glossary.

training facility, contacts and equipment page

 

Training Facilities Training Rooms Tab: Input information like floor, room, and cost here.

For field definitions see the Glossary.

training facility, rooms page

 

Training Facilities Directions Tab: Manually type in the directions to the Training Facility.

For field definitions see the Glossary.

training facility, directions page

 

11

SETUP TABLES
Instructors
6 of 10


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.

For field definitions see the Glossary.

 

Qualification tab: Indicate the course code that the instructor may teach.

For field definitions see the Glossary.

12

SETUP TABLES
Schools
7 of 10


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

school information menu

 

Input information about a specific school if it is not already added.

For field definitions see the Glossary.

 

13

SETUP TABLES
Training Program Table
8 of 10


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.

training program table page

14

SETUP TABLES
Courses Table
9 of 10


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.

course table, course profile page

 

This function is offered by PeopleSoft, but will not be used by the State of Kansas.

course table, required instr page

 

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.

course table, prerequisite pages

 

Type in an equipment of materials code (or search for one) that would be needed for the course.

For field definitions see the Glossary.

course table, equipment page

 

This function is offered by PeopleSoft, but will not be used by the State of Kansas.

course table, catalog page

 

Enter a description of the course.

For field definitions see the Glossary.

course table, description page

 
15

SETUP TABLES
Course Sessions Table
10 of 10


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.

course session, profile page

 

 

This tab gives information about where the session is and who the instructor will be.

For field definitions see the Glossary.

course session, location, instructor page

 

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.

course session, equipment  page

 

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.

course session, equipment page

 

16

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.  

course table, course profile page

 

This function is offered by PeopleSoft, but will not be used by the State of Kansas.

course table, required instr page

 

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.

course table, prerequisite pages

 

Type in an equipment of materials code (or search for one) that would be needed for the course.

For field definitions see the Glossary.

course table, equipment page

 

This function is offered by PeopleSoft, but will not be used by the State of Kansas.

course table, catalog page

 

Enter a description of the course.

For field definitions see the Glossary.

course table, description page

17

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.

course session, profile page

 

 

This tab gives information about where the session is and who the instructor will be.

For field definitions see the Glossary.

course session, location, instructor page

 

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.

course session, equipment  page

 

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.

course session, equipment page

 

18

COURSES/SESSIONS
Overview
1 of 3


In this section, the transactions that can be performed using Enterprise Learning will be discussed. 

There are four main transactions in Enterprise Learning:
blue bullet Add a new course
blue bullet Add a new course session 
blue bullet Update a course or course session.
blue bullet Enroll students and track progress.

19

COURSES
Add a New Course
2 of 3


Before entering your course into PeopleSoft, you will need to make some decisions first.

blue bullet Know the dates, facility, instructor, and equipment.
blue bullet Will there be future sessions of this class or will this be a one-time only class.
blue bullet 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.

blue bullet Go to Training Facilities and seach for your facility. If it is not already entered, add a new facility.
blue bullet Go to Instructors and search for your instructor. If your instructor has not been setup, add a new instructor.
blue bullet Go to Equipment and Materials and search for the equipment or materials you will need. If they have not been setup, add a them.
blue bullet You may also need to add information to Schools, Vendor Contacts, and Training Program.
blue bullet 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.

20

COURSES
Add a New Session
3 of 3


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.

21

ENROLLMENT
Overview
1 of 7


You can enroll students in many ways.


blue bullet Open a wait list and enroll many students. (Course Wait List)
blue bullet Enroll students automatically that are on a particular wait list. (Course Session Auto Enrollment) 
blue bullet Open the Session/Course record and enroll many students one at a time. (Course Session Enrollment)
blue bullet Open the student training record, and enroll in a course/session. Can add many rows. (Enroll In Course)
blue bullet Open the student training record and enroll in many courses/sessions all on one page. (Quick Enrollment)
blue bullet 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> 

student enrollment menu

22

ENROLLMENT
Course Wait List
2 of 7


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

course wait list page

23

ENROLLMENT
Course Session Auto Enrollment
3 of 7


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

course session auto enrollment page

24

ENROLLMENT
Course Session Enrollment
4 of 7


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 studentís enrollment. To enroll another student, press the plus sign to add a new row and complete the new studentís information.

Navigation: Enterprise Learning> Student Enrollment> Enroll Individually> Course Session Enrollment

course session enrollment page

25

ENROLLMENT
Enroll in Course
5 of 7


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:

  1. Click the plus sign to add a new row.
  2. Enter the Course Code, Session # (if there isn't a Session #, enter a Start and End Date)
  3. Choose the Attendance status. (If the employee has completed the course, choose Complete. If you are enrolling a student, choose Enroll.)
  4. Press Save.

To cancel the employee from a course they were enrolled in:

  1. Navigate to the record.
  2. Change the Attendance status to Cancel, Cancelled, or Dropped.
  3. Press Save.

enroll in course

26

ENROLLMENT
Quick Enrollment
6 of 7


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

 quick enrollment page

27

ENROLLMENT
Express Rescheduling
7 of 7


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

express rescheduling page

28

TRACK STUDENT TRAINING


You can track student training in a number of ways:
blue bullet Review Training Summary: View student record of courses.
blue bullet Review Session Summary:  Show the students enrolled by Course Session.
blue bullet 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 studentís 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.

 

UPDATE LOG:

DATE PAGE CHANGE WHO
9/13/11 ENROLLMENT
Enroll in Course
5 of 7
Replaced text with more descriptive instructions on how to add rows and edit/cancel enrollments. KYS