Training Records Lookup

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(No Transcript)
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• Training Records Lookup
• Welcome! We have designed this Enterprise
  Learning mini-course to explain how to look up
  student training records that are recorded in
  HRMS. In the Enterprise Learning module, all
  students are employees and POIs (university
  affiliates). After completing the 4 sections in
  this course, you will be well on your way to
  knowing how to research individual employee
  training records, as well as training records for
  your entire department or campus.
• The 4 sections to the course are
• Introduction
• Review Training Summary
• Student Training History Report
• Admin Training Report
• Conclusion
• Lets begin!

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• Introduction
• What is Enterprise Learning and what is it used
  for?
• Enterprise Learning is the place of record for
  much of CUs employee training data. This module
  in HRMS tracks employee training for courses
  provided by the university, such as Sexual
  Harassment, HIPAA, Hazardous Materials, HRMS and
  Finance/ Budget training. By using the Enterprise
  Learning module, and depending on your row-level
  security, you can access course training
  information for an individual employee or an
  entire department or even an entire node on the
  HR Tree.
•  
• Payroll personnel liaisons (PPLs) are often asked
  to research training records for employees in
  their department. A PPLs supervisor may ask
  questions such as
•  
• Has Celeste taken the required xx course?
• Is there a report you can run to see who has (or
  has not) taken the
• required xx course in our department?
•  
• PPLs can be confident in responding Yes to both
  questions.
•  
• How do you do this? Lets find out.

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• Introduction, continued
• Review Training Summary
• Student Training History Report
• Admin Training Report
• Which One Do I Use?
•  
• There are three ways to look up training records.
  Your lookup choice will be dependent upon your
  research needs. Do you need to look up one, or
  perhaps a few people?
• Or, do you need to see training data for your
  entire department?
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• To research training records for INDIVIDUAL
  EMPLOYEES,
• use the Review Training Summary
• To research training records for INDIVIDUAL
  EMPLOYEES, in a report format,
• use the Student Training History Report
• To research training records for MULTIPLE
  EMPLOYEES,

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Review Training Summary   The quickest and
easiest way to inquire into a single employees
training record(s) is by viewing the data in this
Review. Lets look up Wile E. Coyotes training
records.   Navigation to this Inquire is
Home gt Reports and Reviews gt Training
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• Student Training Summary Inquire, continued

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• Admin Training Report
• Simply put, the Admin Training report is designed
  to provide a list of all employees (rather than
  just one) that have taken a specific course,
  accompanied by the date they took the training.
  Getting to the report data however, requires a
  bit more work on your part than searching via the
  Review Training Summary or running the Student
  Training History report.
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• When you are ready to run the Admin Training
  report, setting up specific report parameters is
  a must. These report run control parameters
  allow you to choose what training data you want
  to see. Depending upon your row-level security,
  there are numerous parameters available. For
  example, you may be able to run this report
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• for one or more departments
• for your entire campus or node on the HR Tree
• for a particular job code
• for a specific employee group(s)
• for all employees in your department, in
  alphabetical order
• for multiple courses, all in the same report
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• Knowing how to correctly set up the run control
  parameters can provide you with a dynamic
  reporting tool that allows for easy tracking and
  analyzing of employee training records.

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Admin Training Report, continued   Seeing is
believing. Lets run the Admin Training report.
HRMS Navigation Home gt Reports and Reviews gt
Admin Training (Note Not all steps
for running the Admin Training report is included
in this course. For complete instructions, refer
to the Admin Training Report Step-by-Step Guide
on the ES web site.

• Admin Training Report
•  
• Simply put, the Admin Training report provides a
  list of all employees that have taken a specific
  course, accompanied by the date they took the
  training. Getting to the report data however,
  requires a bit more work on your part than
  searching via the Student Training Summary
  Inquire
•  
• When you are ready to run the Admin Training
  report, setting up specific report parameters is
  a must. These report run control parameters
  allow you to choose what training data you want
  to see. Depending upon your row-level security,
  there are numerous parameters available. For
  example, you may be able to run this report
•  
• for one or more departments
• for your entire campus or node on the HR Tree
• for a particular job code
• for a specific employee group(s)
• for all employees in your department, in
  alphabetical order
• for multiple courses, all in the same report
•  
• Knowing how to correctly set up the run control
  parameters can provide you with a dynamic
  reporting tool that allows for easy tracking and
  analyzing of employee training records.

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• Admin Training Report, continued
• Here is the report run control parameters page.
  You will need to select the necessary parameters
  for this report.
• Do you want to run this report
• for the entire UCB campus?
• for a particular job code or a particular
  employee?
• for the entire VC for Academic Affairs node on
  the HR tree (Campus Subgroup)?
• for a particular personnel group, or all of them?
• for one, or multiple departments?
• for one, or multiple courses?

TIP Even though you can run this report for a
single employee, why would you? Its quicker to
inquire using the Review Student Training Summary!
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Admin Training Report, continuedYou may, or may
not be able to run the report for all the choices
listed on the previous page. It all depends on
your row-level security. Users running this
report are restricted to the departments or nodes
within their row-level security. If you try to
run the report selecting parameters outside your
security profile, the report will not produce any
data. Heres a good rule of thumb to follow
regarding security access and this report

• If your row-level security is not set at a high
  level of access for your entire campus or for
  campus subgroups, bypass the Campus and Campus
  Subgroup fields.
• Additionally, unless you need to see data during
  a set period of time, leave the From Date and End
  Date fields blank!

• In general, most report users run this report
  using only the parameters in these 3 sections.

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• Admin Training Report, continued 
• For example, in the Department of Anthropology
  you need to know who has/has not taken the
  required sexual harassment course(s), the Fiscal
  Code of Ethics course and the 8.3 HR New User
  Training course. Listed below are the run
  control parameters you would select  

TIP When selecting the parameters, you may
insert or delete rows by using the icons. The
next step in running a report is to click on the
button, which is not visible in the
screenshot above.
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Admin Training Report, continued This is the
Process Scheduler Request page

• Select PSUNX for the Server Name (if not
  selected, the report will not produce data)
• Select Web for Type and PDF for Format
• Click on
• Click Report Manager

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• Admin Training Report, continued
• This is the Report Manager page
• Occasionally click until the
  Status of the report is Posted

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Admin Training Report, continued View the
report This report shows an
alphabetical list of employees in Department
10206 with corresponding dates of training
completion for each of the courses requested. If
an employee has taken the same course more than
once, only the most recent occurrence of training
will appear on this report. (The Review Student
Training Summary, however, will list all
occurrences.)
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Conclusion In summary, we are confident that
using the Review Student Training Summary, the
Student Training History Report and the Admin
Training Report will provide you the tools you
need to research your employees training
records. What is important to remember is that
the Review Training Summary and the Student
Training History Report is designed to look up
individual employee training records and the
Admin Training Report is designed to look up
training records for multiple employees by
department and course. A reminder that the
Step-by-Step Guide titled Admin Training Report
is available on the ES web site. Thank you for
taking this course. We hope this information has
been helpful. Please contact Employee Services
at [phone] if you have any questions about
the Enterprise Learning module and this course.
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Employee Services University of Colorado 1800
Grant Street, Suite 400 Denver, CO 80203 Campus
Box 400 UCA Phone [phone] Toll free
1-855-216-7740 Fax [phone] E-mail
es_at_cu.edu
www.cu.edu/es