Welcome to Lesson 4 of the self-guided onboarding program!
Lesson 4 - Training Management Video
Watch the below video on the eCompliance training management process. Detailed instructions follow the video.
By the end of this lesson you'll learn:
- How to create and assign courses
- How to create and assign job profiles
- How to attach and upload training certificates to employee profiles
Overview of Training Management
The Training Management component of the eCompliance system allows you to track and manage employee training. With this module you'll be able to:
- Add a course
- Assign the course to employees
- Upload training history records
- Attach previously completed course certificates
- Create job profiles to group your employees by similar training needs
Adding a Course
The first step in tracking employee training is to create courses in the system. A course can represent an actual course such as First-Aid Training or a certification/license for record-keeping.
Go to the Employee Module of eCompliance. Click on the Courses button located under the Manage section on the right-hand side of the screen to be taken to the course list page.
If this is the first time you are adding a course the page will appear as below.
Click on Add Course to enter the details of the course you would like to manage in the system, for example, CPR.
Name and Default Expiry (months) are mandatory fields and must be filled in. The Default Expiry field is used for entering the number of months the course is valid. For example, if a course expires every year then enter 12 to represent a 12-month valid period. If there is no expiry then enter a value of 0.
Click Save to complete adding the course to eCompliance. Repeat the steps above to add another course.
After adding all your courses the Courses page will now display the list of courses.
The next step in tracking employee training is to create job profiles. Go to Job Profiles on the right-hand side menu to begin.
Job profiles are utilized for two purposes in eCompliance, Document Distribution (which we will cover in another lesson) and Training Assignment.
A job profile is used to categorize a group of employees based on similar training needs. This will allow you to assign training to a group of employees instead of by an individual, making the assignment of training much easier to do.
Click on Job Profiles located under Courses. By default, there are 4 job profiles in the system that you may edit or remove: Manager, Senior Manager, Supervisor, and Worker.
To create your own job profile click on the Create Job Profile button. The Job Profile field is a mandatory field. Add training requirements and Add members and employees is where you connect employees, job profiles, and courses to mass assign.
All Supervisors at ACME Corp, must take CPR, Driver Training, Site Orientation, and WHMIS. There are 15 employees who are Supervisors at ACME. To assign the courses to the 15 Supervisor employees in eCompliance complete the following steps:
- Edit the Supervisor job profile
- Click on Basic Welding Skills, GD Awareness for Workers, New hire Info, TDG, and WHMIS ON in the Add training requirements section to apply the course to the Required for this role section.
- Click on the 15 employees who are Supervisors in the Add members and employees section, to add them to the Members / employees in this role section.
- Click Save
The benefit of utilizing Job Profiles is as you hire or add more Supervisors to your organization, you only need to add them to the Members/employees in this role section to automatically assign them the required courses as they are now part of the Job Profile Supervisors.
Note: Employees can be members of multiple Job Profiles in eCompliance.
Tip: Before creating Job Profiles in eCompliance, use the Data Requirements sheet to list all your employees and training requirements. Start to group your employees by similar training requirements. These groups become the Job Profiles in the system.
The end result after creating all of your job profiles looks something like this:
Assigning Courses Individually
There will be situations where you need to assign a course individually for an employee. For example, the employee who has the Welder job profile has training that isn't required or applicable to those in the same job profile such as a Security Guard license. You can assign a course on an individual basis by going to the employee profile and scrolling to the Training tab at the bottom.
Click on Add Training button to the right and select either Training Requirement or Training Certificate.
- Training Requirement is for training that is required by the employee.
- Training Certificate is training that the employee has, but not required. Ex. Security Guard license
By clicking on either option you are presented with your library of courses that you created to click and attach to this individual.
Important: You can tell the difference of how you assigned the courses by looking at the course card, it will either say Required by "Job Profile", required Individually, or be blank (to represent a course that isn't required).
Add a Certificate
Now that you have assigned the courses to employees, the next step is to attach the employee's certificates for their courses. Go to the course on the employee profile and click on Add Certificate.
Select Certificate Date which will automatically assign the Certificate Expiration Date based on the Default Expiry you set for that course when you added the course to eCompliance. Click on Upload From Computer to upload the actual certificate or license to this course.
Note: If you had left the default expiry blank for this course, the Certificate Expiration Date will start off blank.
Importing Training History
On the Employee listing page, click on Import Certificates (under the Manage section) then the Export button to download the Excel to your computer. The Excel file will be your import template.
PLEASE NOTE: The term certificates refers only to the certificate dates and not the actual file attachment. PDF or images of actual course certificates can only be uploaded using the Upload From Computer feature described above.
The following columns are main columns to complete as part of the import process. Other columns in the file may also be used, but are not mandatory.
Last Name - Must match the name as it is displayed in eCompliance (Spelling and Case Size)
First Name - Must match the name as it is displayed in eCompliance (Spelling and Case Size)
Employee ID - Not a mandatory field but strongly recommended to be used as this can be a unique identifier. This field can be left blank if employees don't have employee id's.
Course - Must match the name as it is displayed in eCompliance (Spelling and Case Size)
Certificate Date - Format must be YYYY-MM-DD
Certificate Expiration Date - Format must be YYYY-MM-DD, if the course does not expire then enter the word "never".
Important: Create one row per course for an employee, see the below image as an example.
After you have updated the certificate import template reach out to the Success Coach during Onboarding Office Hours for assistance with importing.
Certificates to Approve
Employees with the Admin, Manager, or Contributor permission will be able to upload certificates, however, a Contributor requires certificate approval by an Admin or Manager.
On the Employees Module, go to Certificates to Approve on the righ-hand side of the screen. This is where any certificate uploaded by a Contributor will display. Employees with the Admin or Manager permission can access this page to review the certificates for approval.
As an Admin or Manager, you also have access to reports to manage all of your employees' training. On the Employees Module page, you will see a high-level visual chart that analyzes your data in a few ways.
Additional training reports can be accessed on the right-hand menu of the Employees Module.
Training reports By Course will show you training info for a specific course. Reports include Valid Certificates, Outstanding Certificates (certificates that have expired and courses that are required, but not yet completed), or All Certificates, and then finally how you would like to view the data.
Tip: Use the Download Excel Report option to further analyze the data.
Top 3 key takeaways from this lesson are:
- Use the default expiry field to have eCompliance calculate the expiration dates for courses
- Think of job profiles not as job titles, but as a group of employees with the same training requirements
- The system treats a training requirement is a "need-to-have" whereas a training certificate is a "nice-to-have."
Homework: Before proceeding back to eCompliance and starting the next tour please complete the following:
- Create your Courses
- Create your Job Profiles
- Assign your Job Profiles and Courses to your Employees
- Upload the training certificates for each employee one by one or by doing it in a batch by preparing the Certificate Import for the Customer Success Coach