Manage Courses
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Manage Courses

Manage Courses

Purpose: To describe the creation and management of an employee training course(n) in Pentagon, a particular curriculum provided in order to learn a skill or obtain information regarding a specific topic and generally includes an assessment to demonstrate proficiency in that skill or knowledge of the topic.

  1. Create a New Course Record
    1. Access the course list
      1. From the main menu screen:
        1. Left-click the Operations button; the Operations window will appear.
        2. Left-click the Training button; the Employee Training Management Menu window will appear.
        3. Double-click Course Availability List; the Course Availability List window will appear.
      2. From the ribbon:
        1. Left-click Operations.
        2. Left-click the Employee Training Management button; a menu of available options will appear.
        3. Left-click Course Availability List; the Course Availability List window will appear.
      3. From the shortcut menu:
        1. Left-click Operations.
        2. Left-click Employee Training Management; a menu of available options will appear.
        3. Left-click Course Availability List; the Course Availability List window will appear.
    2. Left-click the Add button.
    3. The [New] Course Info window will appear.
  2. Complete Header
    1. Course No field- Identify the alphanumeric designation for the course. [20-character limit]

      NOTE: The system will automatically assign a course number based upon the counter within the system.  As of Build 8.5.54.82, this counter is a six-digit number beginning with "000001" and cannot be reset or adjusted.  However, the course number may be changed to any alphanumeric string of characters (including symbols).
    2. Description field - Identify the simple description of the course. [50-character limit]
    3. Status field - displays the status of the course.
  3. Complete General Tab
    1. Training Category field- Identify the training category for the course.  This field is mandatory.

      NOTE: To complete the Training Category field, the appropriate category must be listed in the Employee Training Category.
      1. Left-click the ellipsis in the Training Category field.
      2. The Training List search window will appear.
      3. The appropriate category may be selected by double-clicking the applicable record or by highlighting the applicable record and left-clicking the OK button.
    2. Course Recurrence group box - select the appropriate selection by left-clicking the radio button to the left of the appropriate label:
      1. One Time Only - the course must only be performed once.
      2. One Time Only (Required) - the course must only be performed once; however, the employee may not log time in the Electronic Time Sheet module unless all courses marked One Time Only (Required) have been accomplished.
      3. Recurring - the course must be performed on a recurring basis.

        NOTE: If selected, the interval fields within the Requirement group box will become active. 

        In addition, another group box will appear that allows an alert to be sent to specified users when using the Task Scheduler.
    3. Requirement group box
      1. If the course is identified as Recurring, identify the interval that the training must be performed.

        NOTE: If the course is identified as One Time Only, the interval fields will be inactive.
        1. Left-click the field containing the drop down button . Left-click the unit of time in which the interval is measured.
        2. Left-click the cursor into the field to the right of the Every label. Enter the numeric value associated with the recurring interval. The spinner arrows may also be used to adjust the number in whole number increments.
      2. Identify if the course is required by one of the listed organizations by left-clicking the flag to the right of the FAA, Army, Government, Company, and/or Navy.

        NOTE: These check boxes are for reference and custom reporting purposes only.
    4. Topic group box

      The topic of a course may be configured to specific items or aircraft models.

      NOTE: This configuration is part of an administrative control to ensure only qualified employees are allowed to assign their labor to component and/or maintenance work orders for which they have received training.
      1. This functionality must be enabled:
        1. From the System General Defaults window, left-click the General Settings tab.
        2. Find the flag identified by [ID:0363] and labeled "Enable training skill and certificate checking in Work Order and Maintenance" and ensure it is marked as checked.
        3. Left-click the OK button at the top of the System General Defaults window.
        4. A Confirm window will appear. Left-click Yes.
        5. The user who modified the settings must log out of the system: Left-click File from the toolbar and left-click Close All Windows & Exit.
        6. If another user was logged into the system during the activation, that user must also log out before the settings will take effect.
      2. Field Values
        1. Aircraft - Maintenance - If the training provides and/or confirms skills applicable to performing maintenance on specific aircraft models, left-click the radio button to the left of the Aircraft - Maintenance label.

          NOTE: Once the course record is saved, a tab labeled Aircraft Maintenance will appear. The aircraft model(s) for which the training is applicable will need to be added.
        2. Aircraft - Operate - If the training provides and/or confirms skills applicable to operating specific aircraft models, left-click the radio button to the left of the Aircraft - Operate label.

          NOTE: Once the course record is saved, a tab labeled Aircraft Operate will appear. The aircraft model(s) for which the training is applicable will need to be added.
        3. Category - If the training provides and/or confirms skills applicable to performing maintenance on a specific category of part master records, left-click the radio button to the left of the Category label.

          NOTE: Once the course record is saved, a tab labeled Category will appear. The part number categories for which the training is applicable will need to be added.
        4. ATA Chapter - If the training provides and/or confirms skills applicable to performing component maintenance on all part master records that are assigned to a specific ATA chapter and all aircraft maintenance that would be classified within that ATA chapter, left-click the radio button to the left of the ATA Chapter label.

          NOTE: Once the course record is saved, a tab labeled ATA Chapter will appear. The ATA chapter(s) for which the training is applicable will need to be added.
        5. Partnumber - If the training provides and/or confirms skills applicable only to specific part master records, left-click the radio button to the left of the Partnumber label.

          NOTE: Once the course record is saved, a tab labeled Partnumber will appear. The part number(s) for which the training is applicable will need to be added.
        6. Generic - If the training provides and/or confirms skills that are not directly related to aircraft models or part numbers (i.e. Health and Safety, Human Resources), left-click the radio button to the left of the Generic label.

          NOTE: Once the course record is saved, a field labeled Topic will appear.  The topic for which the training is applicable will need to be identified.
    5. Company/Division/Department group box - Identify the lowest level that includes all employees for which the course is applicable.
      1. Company field- Identify for which company the course is applicable.
        1. Left-click the Company field.
        2. The Company List search window will appear.
        3. The appropriate company may be selected by double-clicking the applicable record or by highlighting the applicable record and left-clicking the OK button.
      2. Div (division)field- If the course is applicable only to a single division, identify for which division the course is applicable.

        NOTE: If the training is applicable to more than one division, leave the Div field blank.
        1. Left-click the Div field.
        2. The Division List For Company [X] search window will appear.
        3. The appropriate division may be selected by double-clicking the applicable record or by highlighting the applicable record and left-clicking the OK button.
      3. Dept (department) field - If the training is applicable only to a single department, identify for which department the training is applicable.

        NOTE: If the training is applicable to more than one department, leave the Dept field blank.
        1. Left-click the Dept field.
        2. The Department List For Company [X] - Division [Y] search window will appear.
        3. The appropriate department may be selected by double-clicking the applicable record or by highlighting the applicable record and left-clicking the OK button.
    6. Alert Setup group box

      NOTE: Alerts will not work unless the Task Server module is being used and a specific task is setup. (to be verified)
      1. If the Recurring option is selected in the Course Recurrence group box, identify when an alert should be sent out.  The system will send an internal email to selected individuals the identified number of days before each attendee's skill (which was earned by attending the course) is to expire.
        1. Left-click the cursor into the Alert Before Expiration field.
        2. Type the number of days prior to the skill expiration that selected individuals should be notified.
      2. Identify the users to be alerted.
        1. Left-click the Users to be alerted button.
        2. The Users to be alerted for [X] Course window will appear.
        3. Left-click the Add button.
        4. The Users List search window will appear.
        5. The appropriate user(s) may be selected by highlighting the applicable record(s) utilizing the left-click, the Mark All button and/or the UnMark All button and then left-clicking the OK button
        6. Left-click the Close button from the Users to be alerted for X Course window toolbar to close the window.
    7. Training In Group Box - Identify whether the course is regularly performed in house or by a vendor.

      NOTE: [this field stores a default value] ]
      1. If the course is administered by an employee within your organization, left-click the radio button to the left of the In House label.

        NOTE: If the In House option is selected, the Training Facility field will become inactive and "In House" will be displayed.
      2. If the course is administered by a vendor, left-click the radio button to the left of the Vendor label.

        NOTE: If the Vendor option is selected, the Training Facility field will become active and an ellipsis  will appear in the field.
    8. Training Facility field - If the course is normally administered by a vendor, identify the vendor that will normally administer the course.

      NOTE: [this field stores a default value] ]

      NOTE: To complete the Training Facility field for the course, the vendor must be loaded in the system as a vendor. If the vendor is not loaded, follow the instructions for Creating a Vendor Account.
      1. Left-click the Training Facility field.
      2. The Vendors List search window will appear.
      3. The appropriate vendor may be selected by double-clicking the applicable record or by highlighting the applicable record and left-clicking the OK button.
    9. Instructor field - Identify the individual who will most likely be administering the course.

      NOTE: [this field stores a default value] ]
      1. If the In House option was selected in the Training In group box:

        NOTE: To complete the Instructor field for a course administered by an employee, the individual administering the course must be listed in the User List.
        1. Left-click the Instructor field.
        2. The Users List search window will appear.
        3. The appropriate user may be selected by double-clicking the applicable record or by highlighting the applicable record and left-clicking the OK button.
      2. If the Vendor option was selected in the Training In group box:
        1. Left-click the Instructor field.
        2. The Contacts search window will appear.
        3. The appropriate contact may be selected by double-clicking the applicable record or by highlighting the applicable record and left-clicking the OK button.

          NOTE: If the individual administering the course is not loaded as a contact for the vendor, that individual's information can be input on the fly.
          1. When the Contacts search window appears, left-click the Add button.
          2. The [Add] Contacts List window will appear.
          3. Complete the recommended fields (only Code and First Name are mandatory) and left-click the OK button from the [Add] Contacts List window toolbar.
    10. Topic field- if the Generic option was selected in the Topic group box, the Topic field will be active and an ellipsis  will appear in the field.

      NOTE: To activate the appropriate topic tab or the Topic field, left-click the OK button from the [New] Course Info window toolbar, then left-click the Edit button from the Course Info window toolbar.

      NOTE: To complete the Topic field, the appropriate topic must be listed in the Course Topics table.
      1. Left-click the Topic field.
      2. The Course Topics List search window will appear.
      3. The appropriate topic may be selected by double-clicking the applicable record or by highlighting the applicable record and left-clicking the OK button.
    11. License  field - Identify the license that is earned by the completion of the course. (optional)

      NOTE: [this field stores a default value] ]

      NOTE: To complete the License field, the appropriate license must be listed in the License Code table.
      1. Left-click the License field.
      2. The License Code List search window will appear.
      3. The appropriate license may be selected by double-clicking the applicable record or by highlighting the applicable record and left-clicking the OK button.
    12. Certificate No field- Identify the certificate number that is earned by the completion of the course. (optional).

      NOTE: [this field stores a default value] ] Input may reflect the certificate number format rather than an actual certificate number.
      1. Left-click the cursor into the Certificate No field.
      2. Type the certificate number or certificate number format.
    13. Prerequisite Type group box
      1. If another course must be passed prior to attending the course, left-click the radio button to the left of the Course label.

        NOTE: If the Course option is selected in the Prerequisite Type group box, the Pre-Required Course field will be available.
      2. If skill(s) must be earned prior to attending the course, left-click the radio button to the left of the Skill label.

        NOTE: If the Skill option is selected in the Prerequisite Type group box, the Pre-Required Course field will be hidden and a Pre-Required Skills tab will appear.
    14. Mandatory flag
      1. If the prerequisite course or skill(s) is mandatory, ensure that the flag to the left of the Mandatory label is checked .
      2. If the prerequisite course or skill(s) is not mandatory (recommended only), ensure that the flag to the left of the Mandatory label is NOT checked .
    15. Pre Required Course field - If the Course option is selected in the Prerequisite Type group box, and a prerequisite course truly exists, identify the prerequisite course.
      1. Left-click the Pre Required Course field.
      2. The Course Availability List search window will appear.
      3. The appropriate course may be selected by double-clicking the applicable record or by highlighting the applicable record and left-clicking the OK button.
    16. Duration of Course group box - Identify the length of time that it will take to accomplish the course in any combination of days and hours.

      NOTE: Time should be input considering the days and hours that training is going to occur. The days and hours available for performing this course will be identified in the next step of this procedure.

      [EXAMPLE] If it has been identified that training may occur eight (8) hours per day, Monday through Friday and the course takes three (3) days to complete, then either 3 days OR 24 hours should be entered into the Duration of Course group box.

      NOTE: Best practice would be to enter the number of hours required for the course.
      1. Left-click the cursor into the field to the left of the Days label. Enter the number of days associated with completing the course. The spinner arrows may also be used to adjust the number in whole number increments.
      2. Left-click the cursor into the field to the left of the Hours label.  Enter the number of hours associated with completing the course.  The spinner arrows  may also be used to adjust the number in whole number increments.
    17. Identify the days and times for when this course will be performed.
      1. If training is allowed to occur on a particular day, ensure the flag to the right of the day of the week checked .
      2. If the check box to the right of a day of the week checked , identify the start time and the end time of training.

        NOTE: The calculated duration assumes that training begins at the start time and does not end until the end time. There is no allowance for breaks or lunch.  Adjust accordingly.
    18. Message and Memo fields
      1. Left-click the Message or Memo button.
      2. The Memo Editor window will appear. Left-click the Edit button to add notes.
      3. Type the message or memo.
      4. Left-click the OK button in the Memo Editor window toolbar to save the message.
      5. When the Message or Memo field is not blank, the message icon will be highlighted .
  4. Pre-Required Skills Tab

    NOTE: If the Skill option is selected in the Prerequisite Type group box, then the Pre-Required Skills tab will appear.
    1. Identify the skills that an employee must have previously earned prior to attending the course.

      NOTE: To complete the Pre-Required Skills tab, the appropriate skill(s) must be listed in the Employee Skills table.

      NOTE: Earned skills will appear on the Skills tab of the employee's user file.

      NOTE: If an employee has not earned all of the skills listed on the Pre-Required Skills tab, that employee will not be allowed to attend the course.
    2. Add skills
      1. Left-click the Add button at the top of the Pre-Required Skills tab.
      2. The Skills List search window will appear.
      3. The appropriate skill(s) may be selected by highlighting the applicable record(s) utilizing the left-click, the Mark All button and/or the UnMark All button and then left-clicking the OK button.
    3. Delete skills
      1. Left-click the skill on the Pre-Required Skills tab that needs to be deleted.
      2. Left-click the Delete button at the top of the Pre-Required Skills tab.
  5. Earn Skills Tab
    1. Identify the skills that are earned as a result of the course. When the course is completed, the skills listed on the Earn Skills tab will be added to the Skills tab of the user file along with a "Good Until date" (if applicable).

      NOTE: To complete the Earn Skills tab, the appropriate skill(s) must be listed in the Skills List table.
    2. Add skills
      1. Left-click the Add button at the top of the Earn Skills tab.
      2. The Skills List search window will appear.
      3. The appropriate skill(s) may be selected by highlighting the applicable record(s) utilizing the left-click, the Mark All button and/or the UnMark All button and then left-clicking the OK button.
    3. Delete skills
      1. Left-click the skill on the Earn Skills tab that needs to be deleted.
      2. Left-click the Delete button at the top of the Earn Skills tab.
  6. Aircraft Maintenance Tab

    If the Aircraft - Maintenance option is selected in the Topic group box, the Aircraft Maintenance tab will appear.
    1. Identify the models of aircraft for which this course applies.

      NOTE: If training skill and certificate checking is enabled ([ID:0363] on the General Settings tab of the Company Setup) then an additional administrative control for labor tracking within maintenance work orders is available based upon aircraft model.

      If courses exist with the Aircraft - Maintenance option selected in the Topic group box and a specific model identified on the Aircraft Maintenance tab, then only employees who have attended all courses applicable to that specific model will be able to add labor to maintenance work orders associated with that specific model of aircraft.
    2. Add models
      1. Left-click the Add button at the top of the Aircraft Maintenance tab.
      2. The Aircraft Model List search window will appear.
      3. The appropriate model(s) may be selected by highlighting the applicable record(s) utilizing the left-click, the Mark All button and/or the UnMark All button and then left-clicking the OK button.
    3. Delete models
      1. Left-click the model on the Aircraft Maintenance tab that needs to be deleted.
      2. Left-click the Delete button at the top of the Aircraft Maintenance tab.
  7. Aircraft Operate Tab

    If the Aircraft - Operate option is selected in the Topic group box, the Aircraft Operate tab will appear.
    1. Identify the models of aircraft for which this course applies.

      NOTE: If training skill and certificate checking is enabled ([ID:0363] on the General Settings tab of the Company Setup) then an additional administrative control for crew within flight operations is available based upon aircraft model.

      If courses exist with the Aircraft - Operate option selected in the Topic group box and a specific model identified on the Aircraft Operate tab, then only employees who have attended all courses applicable to that specific model will be able to be added as crew on flight logs associated with that specific model of aircraft.
    2. Add models
      1. Left-click the Add button at the top of the Aircraft Operate tab.
      2. The Aircraft Model List search window will appear.
      3. The appropriate model(s) may be selected by highlighting the applicable record(s) utilizing the left-click, the Mark All button and/or the UnMark All button and then left-clicking the OK button.
    3. Delete Models
      1. Left-click the model on the Aircraft Operate tab that needs to be deleted.
      2. Left-click the Delete button at the top of the Aircraft Operate tab.
  8. Category Tab

    If the Category option is selected in the Topic group box, the Category tab will appear.
    1. Identify the inventory category/categories for which this course applies.

      NOTE: If training skill and certificate checking is enabled ([ID:0363] on the General Settings tab of the Company Setup) then an additional administrative control for labor tracking within component work orders is available based upon the category assigned to part master records.

      If courses exist with the Category option selected in the Topic group box and a specific category identified on the Category tab, then only employees who have attended all courses applicable to that specific category will be able to add labor to component work orders associated with part numbers that are associated with that specific category.
    2. Add categories
      1. Left-click the Add button at the top of the Category tab.
      2. The Inventory Category List search window will appear.
      3. The appropriate category/categories may be selected by highlighting the applicable record(s) utilizing the left-click, the Mark All button and/or the UnMark All button and then left-clicking the OK button.
    3. Delete categories
      1. Left-click the category on the Category tab that needs to be deleted.
      2. Left-click the Delete button at the top of the Category tab.
  9. ATA Chapter Tab

    If the ATA Chapter option is selected in the Topic group box, the ATA Chapter tab will appear.
    1. Identify the ATA chapter(s) for which this course applies.

      NOTE: If training skill and certificate checking is enabled ([ID:0363] on the General Settings tab of the Company Setup) then an additional administrative control for labor tracking within both maintenance and component work orders is available based upon ATA chapters.

      For maintenance work orders: If courses exist with the ATA Chapter option selected in the Topic group box and a specific ATA chapter identified on the ATA Chapter tab, then employees who have attended all courses applicable to that specific ATA chapter will be able to add labor to maintenance work order cards associated with that specific ATA chapter.

      For component work orders: If courses exist with the ATA Chapter option selected in the Topic group box and a specific ATA chapter identified on the ATA Chapter tab, then employees who have attended all courses applicable to that specific ATA chapter will be able to add labor to component work orders associated with part numbers that are associated with that specific ATA chapter.
    2. Add ATA chapters
      1. Left-click the Add button at the top of the ATA Chapter tab.
      2. The ATA List search window will appear.
      3. The appropriate ATA chapter(s) may be selected by highlighting the applicable record(s) utilizing the left-click, the Mark All button and/or the UnMark All button and then left-clicking the OK button.
    3. Delete ATA chapters
      1. Left-click the ATA chapter on the ATA Chapter tab that needs to be deleted.
      2. Left-click the Delete button at the top of the ATA Chapter tab.
  10. Partnumber Tab

    If the Partnumber option is selected in the Topic group box, the Partnumber tab will appear.
    1. Identify the part number(s) for which this course applies.

      NOTE: If training skill and certificate checking is enabled ([ID:0363] on the General Settings tab of the Company Setup) then an additional administrative control for labor tracking within component work orders is available based upon part number.

      If courses exist with the Partnumber option selected in the Topic group box and a specific part number identified on the Partnumber tab, then employees who have attended all courses applicable to that specific part number will be able to add labor to component work orders associated with that specific part number.
    2. Add part numbers
      1. Left-click the Add button at the top of the Partnumber tab.
      2. The Partnumber search window will appear.
      3. The appropriate part number(s) may beselected by highlighting the applicable record(s) utilizing the left-click, the Mark All button and/or the UnMark All button and then left-clicking the OK button.
    3. Delete part numbers
      1. Left-click the part number on the Partnumbers tab that needs to be deleted.
      2. Left-click the Delete button at the top of the Partnumbers tab.
  11. Scheduled Trainings Tab - see Manage Training Classes
  12. Evaluation Method Tab

    Evaluation methods are the assessments used to demonstrate proficiency in the skill or knowledge of the topic for which the course exists.

    NOTE: To add evaluation methods to the Evaluation Method tab, the appropriate evaluation methods must be listed in the Evaluation Method table.
    1. Add evaluation methods
      1. Left-click the Add button at the top of the Evaluation Method tab.
      2. The Evaluation Method List window will appear.
      3. The appropriate evaluation method(s)may be selected by highlighting the applicable record(s) utilizing the left-click, the Mark All button and/or the UnMark All button and then left-clicking the OK button.
    2. Update each evaluation method with information regarding the specific course
      1. Left-click the evaluation method on the Evaluation Method tab that needs to be updated.
      2. Left-click the Edit button at the top of the Evaluation Method tab.
      3. The [Update] Evaluation Method window will appear.
        1. Evaluation field - Identify the percentage of the total course grade that is determined by this evaluation factor.
        2. Training In group box - Identify whether the evaluation is performed in house or by a vendor.
          1. If the course is administered by an employee within your organization, left-click the radio button to the left of the In House label.

            NOTE: If the In House option is selected, the Training Facility field will become inactive and "In House" will be displayed.
          2. If the course is administered by a vendor, left-click the radio button to the left of the Vendor label.

            NOTE: If the Vendor option is selected, the Training Facility field will become active and an ellipsis  will appear in the field.
        3. Training Facility field - If the evaluation is administered by a vendor, identify the vendor that will administer the evaluation.

          NOTE: To complete the Training Facility field for the evaluation, the vendor must be loaded in the system as a vendor. If the vendor is not loaded, follow the instructions for Creating a Vendor Account.
          1. Left-click the Training Facility field.
          2. The Vendors List search window will appear.
          3. The appropriate vendor may be selected by double-clicking the applicable record or by highlighting the applicable record and left-clicking the OK button.
        4. Instructor field - Identify the individual who will be administering the course.
          1. If the In House option was selected in the Training In group box:

            NOTE: To complete the Instructor field for an evaluation administered by an employee, the individual administering the evaluation must be listed in the User List.
            1. Left-click the Instructor field.
            2. The Users List search window will appear.
            3. The appropriate user may be selected by double-clicking the applicable record or by highlighting the applicable record and left-clicking the OK button.
          2. If the Vendor option was selected in the Training In group box:
            1. Left-click the Instructor field.
            2. The Contacts search window will appear.
            3. The appropriate contact may be selected by double-clicking the applicable record or by highlighting the applicable record and left-clicking the OK button.

              NOTE: If the individual administering the course is not loaded as a contact for the vendor, that individual's information can be input on the fly.
              1. When the Contacts search window appears, left-click the Add button.
              2. The [Add] Contacts List window will appear.
              3. Complete the recommended fields (only Code and First Name are mandatory) and left-click the OK button from the [Add] Contacts List window toolbar.
        5. Teaching Method field - [More information may be obtained from Pentagon 2000 Technical Support]

          NOTE: For Build 8.5.54.84 and earlier, ignore this field.
    3. Delete evaluation methods
      1. Left-click the evaluation method on the Evaluation Method tab that needs to be deleted.
      2. Left-click the Delete button at the top of the Evaluation Method tab.
  13. Left-click the OK button on the Course Info window to exit edit mode and save the course information.

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