Using the Training Module

Shivani Panchal Updated by Shivani Panchal

When the Care Provider Staff Training module is enabled, the System User Training area is made available from a user record, detailing all the training courses related to the user and the current status of each.   

  1. To access the User Training details, navigate to Settings > Security > System Users. 
  1. From the list of users, open the relevant user record (the list can be refined by entering criteria in the search bar at the top of the grid).
  1. Within the user record, select Menu > Employment > Training. 
  1. The grid presented will display the default ‘All Training’ system view for the selected user.

This list contains all the training courses the user has associated with their account regardless of training status. 

  1. Once you select the training item of your choice, it displayed as:

Depending on other features in use for the user, training course records may be automatically generated based on the Training Requirements setup and Employment Contract(s) the organization has set up. (See Training Requirements setup and Employment Contract(s) section below for details).

The different system views can be used to filter the grid to focus on a specific status of training. For example, ‘Expired’ will show only the expired training courses that should be potentially renewed. 

The standard grid functionality allows you to create new training course records as well as other functionality dependent on your Security Profiles. 

Adding a new training course 

To add a new training course record:

  1. Click + at the top-left of the screen and complete the necessary fields.
  1. Fill up the mandatory fields Regarding, (which is prepopulated with the user in context), Training Item and Responsible Team. The Status field is derived based on the information added to the record (after a save has been made to the record, this field will be updated) 

Statuses 

Status 

Condition 

Outstanding 

The training item and who it is regarding has been captured; however, a Start Date has not been set. This status is intended to represent training needs that still need to be managed. 

Planned 

The Start Date of the training course is planned in the future. 

In Progress 

The Start Date of the training course is the current date or a date in the past and is not yet finished. 

Current 

The End Date (can only be retrospective; it is not possible to plan a finished date) and Outcome with a ‘Pass’ or ‘Completed’ are populated, and the Expiry Date is set to a future date. 

Failed 

The End Date (can only be retrospective; it is not possible to plan a finished date) and a 'Fail’ Outcome are populated. 

Expired 

The training course was previously in a ‘Current’ Status; however, the Expiry Date is now in the past. 

  1. Once done with the step 2, Select Save button.

Training Requirement Setup and Employment Contract(s) 

By setting up Training Requirements you can have consistent training needs specified for a Role and generated when a Staff Employment Contract is created. The removes the need to manually add each training record and all that is required is managing the updates as and when they occur. 

Training Requirement Setup for Specific Role, To access the Training Requirement Setup area,

  1. Navigate to Settings > Care Provider Setup > Training Requirement Setup 

The Training Requirement Setup page is displayed as:

The Training Requirement Setup screen provides the ability to configure which training item(s) must be obtained by Staff for the organization. 

General 

The training requirements must have a Valid From date specified, intended to define when this requirement is able to be undertaken (active). It is possible to configure setup records that are valid in the future if training requirements are known in advance, and this means they won’t become active (are able to be worked on) until this date. Valid To date is optional and inclusive of the current date. 

The training requirements will not allow duplicates of the same training item within the same valid time period. 

When the Valid To date is populated and the date is in the past, the training requirement setup records will be displayed in the ‘Inactive Records’ system view. 

Scope 

The Scope section gives the organisation more granularity to configure different training requirements for different roles. The default setting for All Roles? is Yes. When the scope is set to yes, the training requirement applies to all Staff regardless of role. 

It is possible to make a requirement specific to one or more roles. Any setup record that is configured for a specific role will take precedence over the default records for all roles. 

Status 

If the Care Provider Staff Recruitment Business Module is also enabled, the Status section is available. The Status is a pick list that allows you to indicate whether the training item is Current or Planned.

The setup record will be used to ensure the compliance of training requirements are checked prior to the Applicant progressing their Application to Fully Accepted. This section is optional. 

Employment Contracts 

If Training Requirements are set up, on creation of a Staff Employment Contract, the application will identify the Training Requirements set up for the Role (specified on the contract), compare existing Training Courses recorded for the staff and generate any missing training records automatically. 

This will ensure the training items required for the Role are consistent for the business and saves significant time in manually creating the training records for each staff member. 

For existing staff, if a new or edited Training Requirement setup record is saved, the user is given the choice to cascade these changes for staff with applicable contracts, maintaining the setup and staff level training records. 

Was this article useful?

Setting Up Training

Contact