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Using Replace and Update to renew a training requirement/course

  • Updated

In the People and Training module, the Training Needs Analysis (TNA) (a record that maps an employee's training requirements to a group of courses) page allows a user to assign a Qualification or TNA Template (a reusable group of training courses mapped to a particular role) to one or more employees.​ This article explains how to use the Replace and Update function to manually renew a training requirement for a course that is configured as one-off but must be repeated or refreshed. It also covers how to Remove a course from an employee's TNA when it is no longer required.

Important: For training that recurs at a regular interval, use the Recurring Training functionality instead. When a course is set to Recurring, the next occurrence automatically populates with a new Required By date on completion -- no manual Replace and Update is needed. Refer to the How to Manage Recurring Training in Assure article for guidance on setting up recurring training.

Prerequisites

  • Access to Modules > People > Training Needs Analysis in Assure.

  • The Training Record for the relevant course must be in a Completed status. Replace and Update is not available for records in any other status.

     

When to Use Replace and Update

Replace and Update is designed for training courses that are set as one-off but need to be renewed or repeated. It is a manual process that resets the training requirement so the employee can complete the course again with a new Required By date. 
Recommendation: Where possible, configure the course as Recurring rather than using Replace and Update each time. Recurring training automates the renewal process and reduces manual administration. Replace and Update should be reserved for situations where a course must remain one-off but has an exceptional requirement to be refreshed.
Go to this article to find out more: How to manage recurring Training in Assure

 

How to Use Replace and Update

1. Navigate to Modules > People > Training Needs Analysis and open the relevant employee's TNA record.

2. Locate the training course that has a Completed status and needs to be renewed.

3. Select the more menu (three-dot menu) alongside the correct Training Record.

4. Choose Replace and Update from the dropdown menu.

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What Happens After Replace and Update

Using Replace and Update on the record will create a new training requirement for this course within the TNA grid on screen, with the Required By date cleared out, and the training record status reset to Not Started. The Course Date for the record will also be marked as Override as the existing course date has been overridden. 
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The Administrator or Training Manager must then set a new Required By date on the newly created training requirement to reflect when the course must next be completed.

 

What Happens to the Previous Completed Record

The details of the Completed Training record for the previous date are kept by Assure although they are no longer part of the Employee's outstanding Training Needs Analysis record. To view the Training record for the course that has already been completed, go to Modules > People > Training Records. 
The historical completed record is retained in full and remains visible in Training Records for audit and reporting purposes.

 

Removing a Course from a TNA

If a course is no longer required for an employee, it can be removed from their TNA.
 
When in a person's TNA and needing to remove a course, this can be done by selecting the Remove button. Removing a course from a TNA indicates that the individual is no longer required to complete it as part of their TNA. However, the associated training records will remain in the system -- they will no longer be linked to the TNA. To fully delete these training records, they will need to be removed separately.
Note: Removing a course from the TNA does not delete the training history. If the training records are no longer needed, they must be deleted individually from Modules > People > Training Records.

 

Key Behaviour Reference

 

AI Metadata

  • Product Area: People and Training module > Training Needs Analysis (TNA) > Training Records
  • User Role: Systems Administrator, Training Manager, HR Administrator
  • Tags: Replace and Update, TNA, Training Needs Analysis, Training Record, one-off course, course renewal, Required By date, Override, Remove course
  • Version/Region: All Assure versions; all regions
  • Important synonyms: Training Needs Analysis (TNA, training requirement record, training needs record); Training Record (course record, training history); Required By date (due date, renewal date); Replace and Update (renew training, refresh training); TNA Template (Qualification, Job Role Template); One-off course (single occurrence training); Recurring training (repeat training, recurrent training)
  • Suggested embedding keywords: Replace and Update training Assure, renew training requirement Assure, one-off training renewal TNA, training record completed replace and update, refresh training course Assure, remove course from TNA, training record not started after replace, training record override Assure, TNA course renewal manual, recurring vs one-off training Assure
  • Relevant modules and cross-module implications: This article is scoped to the People and Training module in Assure, specifically the Training Needs Analysis (TNA) and Training Records sub-areas. The Replace and Update function affects records visible in both the TNA view and the Training Records module. Completed training records are retained in Modules > People > Training Records after Replace and Update is applied. This article has a direct relationship with the Recurring Training configuration (see the How to Manage Recurring Training in Assure article).

 

 

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