People & Training – Managing Training Requirements
In the people module you can create and assign training courses and requirements to your people.
There are two ways to assign training to your people.
- Manage training through a training needs analysis (TNA)
- Assigning a training record directly to a person
This article covers:
- Components of Assure People & Training
- Managing training with a training needs analysis (TNA)
- Assigning a training record directly to a person
COMPONENTS OF ASSURE’S PEOPLE & TRAINING MODULE
Here is an overview of the different elements of the Assure’s People and Training module and how they link together.
Course Library
This is the list of all your Training courses. A course can be classroom training, e-learning, or be linked to a Mission in Evotix Learn.
Person Register
This is a list/register of every person that needs to have training assigned to them and that you want to report training on. A person can be employees, but also contractors.
You can send them email notifications of their training requirements if they have a valid email address within their person register record.
TNA Template/ Job Role Template
A Job Role Template combines the training courses linked to a particular role into one template.
Training Needs Analysis (TNA)
The Training Needs Analysis/TNA within Assure is designed to map the Training Needs of employees to relevant courses which will fulfil these requirements.
A TNA is the process of identifying gaps in training that employees require in their role/function. A person's TNA in Assure shows you their overall progress on courses required for their role in one view.
Training Record
Training Records in Assure are a way of recording courses that an Employee has had assigned to them, and to track their progress.
Learn
If you have Learn you can also link your Evotix Learn Missions into the TNA by linking them to a course.
Find out more about how to integrate to Learn in this article: Learn Integration KBA
MANAGING YOUR TRAINING WITH A TRAINING NEEDS ANALYSIS
With Assure you can use the TNA functionality to document the training needs of your people and track their progress against this.
A pre-requisite to using Training Needs Analysis is to have Employee records already present in the system - these should be input into "People Register" under Modules/People and the record type should be set as "Employee".
Assure Training Needs Analysis also includes a suite of useful in-built reports, many of which use ‘Required By’ dates and training status on courses to track information. This gives an overview of Training Needs progress and compliance which you can view in an individual Person Record.
1. Manage your Courses:
Also referred to as TNA Course/Component in Assure.
Access these via the menu options Modules/People/ TNA Course/Component (You may have this renamed to Course Library or similar):
The TNA Course/Component (Course Library) module allows you to input details of a course, such as subject matter, type of training including frequency options, cost and training provider. If you wish to include data on training providers which your organisation uses within your course records, a list of providers can be added and maintained within the system via "Picklist Data Dictionary" on the Settings menu: the relevant dictionary item is "Provider" shown below.
For more detail on using the Picklist data dictionary, please refer to separate article "Picklist Data Dictionary".
Once you have added Providers via the Picklist data dictionary, these will populate the Dropdown field marked "Provider" in the Course page, allowing you to add Provider details to the course records you create.
If you have already set up TNA templates (you may have this module named Job Roles or Job Role Templates), you are able to then add them directly to the course from the TNA Templates Section.
You must save the course before you can select TNA templates.
Once you have saved the course you are able to select TNA Templates to add the course to. Remember: A TNA/ Job Role Template combines the training courses linked to a particular role into one template. If you are editing an existing course you may already see existing TNA Templates that this course is already added to.
When you click select TNA templates, a pop up will appear which displays all TNA Templates which you can add to this course (any TNA Templates already added to the course will not display in this list). You can select multiple TNA templates to add and click ‘Confirm’.
The new TNA Templates added will display a NEW tag and you can add a required by date if needed. Using the ‘Update?’ button you can choose to just update TNA Templates, or add the course to existing Training Needs Analysis records i.e. so that existing people will receive the course, too. Please note: This option will not appear if the TNA Template is not linked to any TNA Record
Before you save the course record you can remove any TNA Template you have added prior to saving.
Note: To remove a course from the TNA you will need to go into the TNA record to do this.
To save changes you must click “Save Record” or “Save and Close”. This will begin a background job of adding the courses to your TNA Templates and TNAs. This may take a minute or so to complete, you will receive a notification when this has been started and completed in the top right corner of your screen. If your TNAs do not appear after receiving this notification, simply refresh the course record.
2. Create your Job Role/TNA Templates
A TNA Template within Assure specifies a re-usable group of one or more courses which an employee or employees requires to complete in order to fulfil the Training Needs Analysis of their role within the Organisation.
Assure also refers to TNA Templates as Qualifications.
TNA Templates can be created and maintained in Assure by navigating through the menu items to Modules/People/TNA Templates:
Enter a name for the Template/Qualification and link it to the courses that require to be completed to fulfil this requirement.
How you choose to design TNA Templates within your Assure system is left open to you and will depend on what suits your business best in terms of grouping training items together.
For example, you could include a group of courses leading to a particular Qualification, or fulfilling a particular legislative or organisational requirement as a TNA Template in Assure.
Alternatively, it may be that you wish to save a group of courses together that are appropriate to a particular job or role within your organisation: for example, you could create a TNA Template covering off the Health and Safety Training required by a Joiner/Fitter, Welder or Administrative worker and assign these courses to your Employees grouped in this way.
Assure TNA templates are designed to allow maximum flexibility in how you design these groups of courses, and the module as a whole is designed to make it easier to identify training requirements, then map appropriate blocks of training to employees in a re-usable way. This includes the ability to tailor course recurring frequencies within a TNA template.
Adding courses to a TNA template
You can add courses to an existing TNA template at any time by editing the TNA template and either adding from the course library or creating a new course.
When adding courses to an existing TNA template that is linked to a person’s TNA, you can also choose to input the required by date for each of the courses you are adding. When selecting Edit in the more menu on the course row, you can override the default frequency to tailor to the TNA template.
By selecting ”Update People with this TNA Template” before saving, this will apply the added courses with their required by dates and overiden frequency's to people’s TNAs.
Please note: The below option will not appear if the TNA Template is not linked to any TNA Record.
3. Set up your Training Needs Analysis
A Training Needs Analysis record is what is created in Assure in order to create a link between one or more Employees within the system, and the TNA Template which represents the group of courses which have been identified as appropriate for the Employee. Here you can update the status and completion of any number of courses for the Employee or group.
Go to Modules and then People/Training Needs Analysis.
A number of the course details can be overwritten if required. The “Status” and “Completed on” columns cannot be modified when creating a new TNA Record.
When you save the TNA record, a new training record will be created for each employee with the courses you have specified. You can modify the “Status” and “Completed on” columns for a course from the saved TNA Record (for more than one course) or the newly created Training Record (for individual course).
4: Training Records
Training Records in Assure are a way of recording Courses that an Employee has had assigned to them, and to track their progress.
It is possible to use Training Records in Assure independently of Training Needs Analysis, if all that is required is a simple record of when an Employee is assigned a course and when it is Required By and Completed. (see further down)
Using Training Records through Training Needs Analysis however gives additional benefits by allowing you to group a set of standard training requirements and auto populate the next recurring training with a required by date. This makes maintenance and tracking easier, and allows TNA Reports to be utilised to track training progress across groups of employees within your organisation.
When you create a Training Needs Analysis for an Employee, Assure will automatically create Training Records for the courses in selected Template for you, and will keep the Training Record status linked whether you update via the Training Record or the TNA page going forward.
To view your Training Records, go to Modules and then People/Training Records:-
The screenshot below shows how the Training Record module will pick up the courses you have assigned to the Employee via the TNA Template:
In the training record, you can also fill in the status of the training and the date it was completed.
Training Records in Assure allow the status of Not Started, In Progress, Completed, or Optional / Not Required.
Note, courses marked Optional / Not Required in a TNA record are excluded from the results of Compliance based TNA Reports within Assure.
ASSIGNING A TRAINING RECORD DIRECTLY TO AN EMPLOYEE
You can also use Training Records in Assure independently of the Training Needs Analysis, if all that is required is a simple record of when an Employee is assigned a course and when it is Required By and Completed.
To link a training record directly to a person, go to People>Training records
Select +New to create a new training record and assign a course directly to an employee. Here you can:
- Select the person from the Person/People register that needs a training course(s) assigned
- Select a course from the course library
- Set up the status and required completion date in the details section