Manage Training Classes

Purpose: To describe the creation and management of an employee training class(n) in Pentagon, a particular session in which a course curriculum is followed and one or more students receive training.

1. Open the Course Window
1. From the Employee Training Management Menu window, double-click Course Availability List.
   
   NOTE: This feature may also be accessed from the ribbon(n) display element where toolbars appear as tabs which (when selected) display buttons which act as menu selections or which may also expand to sub-menus or shortcut menu(n) in Pentagon, a display element where a toolbar contains buttons that (when selected) display a drop down menu containing selections which may also expand to sub-menus. Left-click Operations, go to Employee Training Management, and left-click Course Availability List.
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.
4. The Course Info window will appear.
2. Create a Training Class
1. Left-click the Edit button on the Course Info window toolbar to enter edit mode(adj) in any document, left-click the Edit button (most commonly located in the document window toolbar); after the button is selected "[Editing]" should appear in the document window title bar.
2. Left-click the Scheduled Trainings tab. Training classes for each course are managed on the Scheduled Trainings tab
3. Left-click the Add button at the top of the Scheduled Trainings tab.
4. The [Add] Scheduled Trainings Item window will appear.
1. Course Schedule ID field - The system will automatically assign a course schedule ID number based upon the counter within the system.
   
   NOTE: This counter is a six-digit number beginning with "000001" and cannot be reset or adjusted.
2. Start field - Identify the date on which the class is to begin.
3. End field - Identify the date on which the class is to end.
5. Training In Group Box - Identify whether the course will be performed in house or by a vendor.
   
   NOTE: The default selection made on the General tab of the Course Info window will be selected each time a new class is created. It may be changed if necessary.
1. If the course will be 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 will be administered by a vendor, left-click the radio button to the left of the Vendor label.
   
   If the Vendor option is selected, the Training Facility field will become active and an ellipsis  will appear in the field.
6. Training Facility field - If the course will be administered by a vendor, identify the vendor that will administer the course.
   
   NOTE: The default selection made on the General tab of the Course Info window will be selected each time a new class is created. It may be changed if necessary.
   
   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.
7. Instructor field - Identify the individual who will be administering the course.
   
   NOTE: The default selection made on the General tab of the Course Info window will be selected each time a new class is created. It may be changed if necessary.
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.
8. Max Number of Employees field- Identify the maximum number of employees that will be allowed to attend the class.
1. Left-click the cursor into the field to the right of the Max Number of Employees label.
2. Enter the number corresponding to the maximum number of employees allowed to attend this class. The spinner arrows  may also be used to adjust the number in whole number increments.
9. Identify the days and times for when this course will be performed.
   
   NOTE: The default selection made on the General tab of the Course Info window will be selected each time a new class is created. It may be changed if necessary.
1. If training is allowed to occur on a particular day, ensure the flag to the right of the day of the week is checked .
2. If the check box to the right of a day of the week is 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.
10. 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 the message icon will be highlighted .
3. Add Employees to the Training Class
   
   NOTE: To add employees to a training class, each employee must be listed in the User List.
1. Left-click the Add button at the bottom of the Scheduled Trainings tab.
2. The Users List search window will appear.
3. 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.
   
   NOTE: The system will not allow more than the maximum number of employees identified in the Scheduled Trainings Item window to be added to the class.
   
   Employees added to the class will be displayed in the grid below the Add button at the bottom of the Scheduled Trainings tab.
4. Left-click the OK button on the Course Info window to exit edit mode and save the course information.
4. Open the Training Class
1. Left-click the Edit button on the Course Info window toolbar to enter edit mode.
2. Left-click the Scheduled Trainings tab.
3. Left-click on the class that needs to be opened.
4. Left-click the Open Course button at the top of the Scheduled Trainings tab.
   
   NOTE: After the Open Course button is clicked, each of the employee training records (below the Add button at the bottom of the Scheduled Trainings tab) will be active and will display a status of Pending.
5. Left-click the OK button on the Course Info window to exit edit mode and save the course information.
5. Mark Attendance for the Class (optional)
   
   NOTE: This attendance does not link to the employee training record.
1. Left-click the Edit button on the Course Info window toolbar to enter edit mode.
2. Left-click the Scheduled Trainings tab.
3. Left-click the line that corresponds to the class for which attendance needs to be marked.
4. Left-click the Edit button at the top of the Scheduled Trainings tab.
5. The [Update] Scheduled Trainings Item window will appear.
6. Left-click the Attendance Registry button.
7. The Attendance Registry for Course Schedule ID : [X] window will appear.
1. Left-click the Date field. The date widget will appear. Left-click the date for which attendance is to be marked.
2. Left-click the Add button, just below the Date field.
3. The User List search window listing only enrolled employees will appear.
4. The employee(s) who attended on that date 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.
5. Left-click the Close button on the Attendance Registry for Course Schedule ID : [X] window toolbar.
8. Left-click the OK button on the [Updated] Scheduled Trainings Item window toolbar.
9. Left-click the Close button on the Scheduled Trainings Item window toolbar.
6. Completing the Employee Training Record.
1. Left-click the Edit button on the Course Info window toolbar to enter edit mode.
2. Left-click the Scheduled Trainings tab.
3. Left-click the line that corresponds to the class that the employee attended.
4. Double-click the line that corresponds to the employee training record that is to be completed.
5. The Employee Training window will appear
6. Left-click the Edit button on the Employee Training window toolbar. The Employee Training window will enter edit mode and the title bar will read [Editing] Employee Training.
   
   NOTE: Most of the information within the Employee Training window will be completed with values from the course or class.
1. Header
1. Course No field - identifies the number that corresponds to the course that the employee has attended (copied from the Course Info header).
2. Course ID  field - identifies the number that corresponds to the specific training class that the employee has attended (copied from the Scheduled Trainings Item window).
3. Employee field - identifies the employee for which the training record is applicable.
4. Start field - identifies the date on which the training class began (copied from the Scheduled Training Items window).
5. End field - identifies the date on which the training class ended (copied from the Scheduled Training Items window).
6. Temporary Training flag - when checked , this field identifies that the skills earned or demonstrated during the training course will not be valid indefinitely but will expire at some point
   
   Applicable only when the course is identified as One Time Only on the General tab. When the Temporary Training flag is checked , the employee training record cannot be completed without completing the Good For/Until field on the Info tab.
2. Info Tab
1. Training Facility group box - Identifies whether the class was conducted in house or by a vendor. If the training class was conducted by a vendor, the vendor is identified.  Also identifies the instructor (copied from the Scheduled Trainings Item window). The Instructor field may be modified if necessary.
2. License field (optional) - Identifies the license that is earned by the completion of the course (copied from the General tab of Course Info window). This field may be modified if necessary.
3. Certificate No field (optional) - Identifies the certificate number that is earned by the completion of the course (copied from the General tab of Course Info window). This field may be modified if necessary.
4. Good For/Until field - Identifies the date on which the skills earned or demonstrated during the training course are no longer valid for the organization. This field is not populated until the employee record is closed and will be calculated by adding the interval identified on the General tab of the Course Info window to the last day of the class.
   
   This field applies only to courses identified as Recurring on the General tab of the Course Info window or if the Temporary Training flag is checked in the header of the Employee Training window.
5. Alert Before Expiration field (optional) - Identifies the number of days prior to the skill expiration that selected individuals should be notified.
   
   NOTE: Alerts will not work unless the Task Server module is being used and a specific task is setup. (to be verified)
6. Attended group box
1. From field - Identifies the first day that the employee attended the training (copied from the Start field on the Scheduled Trainings Item window).
2. To field - Identifies the last day that the employee attended the training (copied from the End field on the Scheduled Trainings Item window).
   
   NOTE: The From and To fields in the Attended Group box are not affected in any way by the Attendance Registry in the Scheduled Training Item window.
3. Grade field (optional)- Identifies the grade that the employee received for the course.
   
   NOTE: To complete the Grade field, the appropriate grade code must be listed in the Course Grading Codes table.
1. Left-click the Grade field.
2. The Course Grading Codes search window will appear.
3. The appropriate grade may be selected by double-clicking the applicable record or by highlighting the applicable record and left-clicking the OK button.
4. Passed flag - When checked , this field identifies that the employee has passed the class.
7. Missed group box
1. Days field (optional)- Identifies the number of days of the class that the employee was absent. Enter the number of days missed. The spinner arrows may also be used to adjust the number in whole number increments.
2. Hours field (optional) - Identifies the number of hours of the class that the employee was absent. Enter the number of hours missed. The spinner arrows may also be used to adjust the number in whole number increments.
8. 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 .
3. Rating Tab
   
   This tab is used to record employee feedback regarding the class.
1. Instructor field (optional) - Identifies the employee's rating of the instructor on a scale determined by your organization. Enter the number that corresponds to the rating the employee provides for the instructor. The spinner arrows may also be used to adjust the number in whole number increments.
2. Course field (optional) - Identifies the employee's rating of the course curriculum on a scale determined by your organization. Enter the number that corresponds to the rating the employee provides for the course. The spinner arrows may also be used to adjust the number in whole number increments.
3. Facility field (optional) - Identifies the employee's rating of the facility on a scale determined by your organization. Enter the number that corresponds to the rating the employee provides for the facility. The spinner arrows  may also be used to adjust the number in whole number increments.
4. General field (optional) - Identifies the employee's overall rating of the class in general on a scale determined by your organization. Enter the number that corresponds to the overall rating the employee provides for the class. The spinner arrows may also be used to adjust the number in whole number increments.
5. Recommend to Other flg - When checked , this field identifies that the employee would recommend this class to other employees.
6. Company Rating button
1. Left-click the Company Rating button.
2. The Memo Editor window will appear. Left-click the edit button to add notes.
3. Type the rating.
4. Left-click the OK button in the Memo Editor window toolbar to save the message.
5. When the Company Rating is not blank, the message icon will be highlighted .
7. Employee Rating button
1. Left-click the Employee Rating button.
2. The Memo Editor window will appear. Left-click the edit button to add notes.
3. Type the rating.
4. Left-click the OK button in the Memo Editor window toolbar to save the message.
5. When the Employee Rating is not blank, the message icon will be highlighted .
4. Skills Tab
   
   Identifies the skills that were earned as a result of the class. When the class is closed, the skills listed on the Skills tab will be added to the Skills tab of the user file along with a Good Until date (if applicable). The skills on this tab are copied from the Earn Skills tab on the Course Info window, but may be adjusted as necessary.
   
   To complete the Skills tab, the appropriate skill(s) must be listed in the Employee Skills table.
1. 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.
2. 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.
5. Evaluation Method Tab
   
   Identifies the grades that the employee received on each of the assessments used to demonstrate proficiency in the skill or knowledge of the topic for which the class was given.  The evaluation methods on this tab are copied from the Evaluation Methods tab on the Course Info window, but may be adjusted as necessary.
   
   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 class
1.  Double-click the line that corresponds to the evaluation method that is to be completed (or left-click the line that corresponds to the evaluation method that is to be completed and left-click the Edit button at the top of the Evaluation Method tab).
2. The [Update] User Evaluation Method window will appear.
1. Evaluation field - Identifies the percentage of the total course grade that is determined by this evaluation factor (copied from the Evaluation Method field on the Course Info tab)
2. Grade Code field (optional) - Identifies the grade that the employee received for the evaluation method.
   
   NOTE: To complete the Grade field, the appropriate grade code must be listed in the Course Grading Codes table.
1. Left-click the Grade field.
2. The Course Grading Codes search window will appear.
3. The appropriate grade may be selected by double-clicking the applicable record or by highlighting the applicable record and left-clicking the OK button.
3. Left-click the OK button in the [Update] User Evaluation Method window.
4. Left-click the Close button in the [Update] User Evaluation Method window.
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.
7. Left-click the OK button on the Employee Training window toolbar. The Employee Training window will exit edit mode and the title bar will read Employee Training.
8. Left-click the Close button on the Employee Training window toolbar.
7. ALTERNATE - A portion of the necessary fields may be completed by left-clicking the line that corresponds to the employee and left-clicking the Edit button at the bottom of the Scheduled Trainings tab).
1. The Edit User Training window will appear.
1. Course No field - identifies the number that corresponds to the course that the employee has attended (copied from the Course Info header).
2. Course ID field - identifies the number that corresponds to the specific training class that the employee has attended (copied from the Scheduled Trainings Item window).
3. Employee field - identifies the employee for which the training record is applicable.
4. Passed flag - When checked , this field identifies that the employee has passed the class.
5. Grade field (optional) - Identifies the grade that the employee received for the course.
   
   NOTE: To complete the Grade field, the appropriate grade code must be listed in the Course Grading Codes table.
1. Left-click the Grade field.
2. The Course Grading Codes search window will appear.
3. The appropriate grade may be selected by double-clicking the applicable record or by highlighting the applicable record and left-clicking the OK button.
6. Good For/Until field - Identifies the date on which the skills earned or demonstrated during the training course are no longer valid for the organization. This field is not populated until the employee record is closed and will be calculated by adding the interval identified on the General tab of the Course Info window to the last day of the class.
   
   NOTE: This field applies only to courses identified as "Recurring" on the General tab of the Course Info window.
7. Attended group box
1. From field - Identifies the first day that the employee attended the training (copied from the Start field on the Scheduled Trainings Item window).
2. To field- Identifies the last day that the employee attended the training (copied from the End field on the Scheduled Trainings Item window).
   
   NOTE: The From and To fields in the Attended group box are not affected in any way by the Attendance Registry in the Scheduled Training Item window.
8. Missed group box
1. Days field (optional) - Identifies the number of days of the class that the employee was absent. Enter the number of days missed. The spinner arrows may also be used to adjust the number in whole number increments.
2. Hours field (optional) - Identifies the number of hours of the class that the employee was absent. Enter the number of hours missed. The spinner arrows may also be used to adjust the number in whole number increments.
8. Closing a Employee Training Record
1. Left-click the Edit button on the Course Info window toolbar to enter edit mode.
2. Left-click the Scheduled Trainings tab.
3. Left-click the line that corresponds to the class that the employee attended.
4. Double-click the line that corresponds to the employee training record that is to be completed.
5. The Employee Training window will appear. Left-click the Optn button from the Employee Training window toolbar.
6. Left-click 5. Change Status to Close to close the employee training record.
   
   NOTE: Once the status has been changed to Closed, the status cannot be changed and no information may be added or changed on the employee training record. Ensure all information is correct prior to changing the status to Closed.
7. Left-click the Close button on the Employee Training window toolbar.