PeopleSoft Enterprise Human Resources 9.1 PeopleBook: Administer Training

Tracking Student Training

This chapter provides an overview of tracking and discusses how to:

Maintain student training data.
(USF) Track federal training requests.
Review training-related employee data.

Understanding Tracking

You can follow student progress in both internal and external (offsite) courses for both employees and nonemployees, such as contractors or temporary workers. You can review training-related employee data, including education and certifications, by viewing employee profiles that are managed using the Manage Profiles business process.

You can view training data for all students who have taken training courses or have other training data in the system.

Maintaining Student Training Data

This section discusses how to:

Enter or review student and course information.
Link a student's course information to a demand ID.
Track and review requested courses.
Search for competency training.

When you add students to waiting lists and enroll them in sessions that are administered in house, the system adds and updates data rows in the Student Training component. You can review and update that information.

To enroll or wait-list students in training course sessions, use the Course Waiting List page or the Student Course Enrollment - Enroll Individually page. When students have completed sessions, you can enter their course grades on this page.

Pages Used to Maintain Student Training Data

Page Name	Definition Name	Navigation	Usage
Course Student Enrollment	COURSE_STUDNT_ENRL	Enterprise Learning, Student Enrollment, Enroll in Course, Course Student Enrollment	Review or enter student and course information.
Demand from Budget Training	COURSE_STUDNT_ENR2	Enterprise Learning, Student Enrollment, Enroll in Course, Demand from Budget Training	Specify how a course that a student has completed or is enrolled in should be billed to a business unit and department.
Training Hours Details	TRN_DIF_ENROLL_SEC	Click the Track Training Hours Details link on the Demand from Budget Training page.	Track training durations for each training type (DIF, Non-DIF).
Review Training Summary	TRN_STUDNT_CRS_SUM	Enterprise Learning, Result Tracking, Review Training Summary, Review Training Summary	Review student training to determine whether students are receiving adequate training for their jobs or have taken course prerequisites. Useful for career and succession planning.
Review Competency Training	COMP_TRAINING	Workforce Development, Profile Management, Profiles, Review Competency Training, Review Competency Training	Search for training courses that address a selected competency.

Entering or Reviewing Student and Course Information

Access the Course Student Enrollment page (Enterprise Learning, Student Enrollment, Enroll in Course, Course Student Enrollment).

Note. The Training History page accessed from Workforce Development, Profile Management is the same as the Course Enrollment page. However, the Demand from Budget Training page is not part of the Training History component.

Course Information

For course sessions that are administered in house, the system displays data from the Course Session table and Enroll Individually page and makes some fields unavailable.

To enroll the student in a course that you don't administer in house, insert a new row and fill in the fields.

Course Code and Course Title	If the course session is administered in house, the system displays these values. If you're adding information about a course that is not administered in house, and if the course is in the Course table, select the course code. Otherwise enter the course name in the Course Title field.
Internal/External	Displayed if you entered a course code. If the value isn't displayed, select Internal or External.
Start Date and End Date	If dates and times aren't displayed, enter them.
School Code and School Name	Enter the name of the school if there is no corresponding school code.
Facility, Language, Session Nbr, Min, Max, Nbr Enrolled, and Nbr Waiting (facility, language, session number, minimum students, maximum students, number enrolled, and number waiting)	These fields apply only to course sessions that are administered in house.

Student Information

Prerequisites Met	Select to indicate that a student has met the required prerequisites or training before enrolling in a course.
Date Needed	Enter the date when the student should have completed this course.
Attendance	Displayed if the course session is administered in house. Changing the status may affect session enrollments, so go to the Enroll Individually page to make other adjustments, such as moving a student from the waiting list into the course. You can update the status of enrolled students to Completed here or on the Enroll Individually page. If the course isn't administered in house, select an attendance status. The values that you'll use most often are Currently Attending and Completed. If this training course is also in the employee career plan, once the status is Completed, the end date of the course appears in the Completion Date field on the Career Plan Career Training Plan page. See Reviewing Employee Career Data.
Status Date	Initially populated by the system date.
Waitlist Date	Displayed if the value in the Attendance field is Course Waitlist This field applies only to courses that are administered in house.
Business Unit and Department	These fields identify the business unit and department to which training is billed. You can change the default values. The source of the default values is as follows: If the course is administered in house, the values come from the Enroll Individually page. If the course is administered outside of your organization and won't be administered using the Enroll Individually page or the course information is new (regardless of whether it is administered in house), the values come from the employee's job data record. If the student is a nonemployee (the nonemployee's business unit information comes from the Add Non-Employee component).
Grade	If the student has completed the course, enter a grade.
Letter Code and Letter Dt (letter date)	If you printed a letter with the code that is specified in the Letter Code field, the system displays the date that the letter was printed. This field applies only to course sessions that are administered in house.

(AUS) Study Bank

From Date and To Date	Enter start and end dates of study periods associated with this course.
Study hrs/wk (study hours per week)	Enter number of study hours per week associated with this course.
Travel hrs/wk (travel hours per week)	Enter number of travel hours per week associated with this course.

Linking a Student's Course Information to a Demand ID

Access the Demand from Budget Training page (Enterprise Learning, Student Enrollment, Enroll in Course, Demand from Budget Training).

On this page, you link enrollments with a training demand that you defined for budgeting purposes. This enables the system to compute the ratio of planned training costs to actual costs.

Search Criteria

To locate the right demand ID, use the Population and Catalog check boxes or both to filter the demands.

Population	Select to filter demands based on the employee's department, job code, and competencies.
Catalog	Select to filter demands based on the course code.
Demand ID	Enter the demand ID. The Population and Catalog check boxes determine the list of demands from which you can select.

(FRA) France

The fields in this section apply to 2483 reporting for France.

Professionalization Period	Select if course enrollment occurs as part of a professionalization contract.
DIF	Select the DIF check box to activate the DIF fields on the Training Hours Details secondary page. When this check box is selected, the system sets the Session Cut DIF Duration on the secondary page to the Session Cut Duration for all session cuts that have a status of Awaiting Review. When the check box is deselected, the DIF related rows are hidden on the secondary page and all DIF values are set to zero.
Out of Working Schedule	Select to track enrollments out of the working schedule that trigger training allocation payments from the payroll system. There are two allocations for training out of the working schedule: one is for DIF training, and the other is for skills development training. When this check box is selected, the Duration out of Working Schedule field on the Training Hours Details page is set to the Session Cut Duration for all session cuts that have a status of Awaiting Review. Note. If you select Out of Working Schedule but do not select DIF, you must set the Training Plan Category to Skills Development to enable allocations from the payroll system. Note. The system automatically prevents you from changing the DIF and Out of Working Schedule options when all session cuts in a training session have a status other than Awaiting Review.
Track Training Hours Details	Click the link to access the Training Hours Details page. On this page, enter DIF and Non-DIF hours for training sessions as well as session segments or "cuts."

Training Duration

Use the fields in this group box to specify the source of training duration data.

Training Duration from Session	When Training Duration from Session is selected, the time spent at training is equal to the session duration entered on the Course Session Profile page of the Course Sessions component (COURSE_SESSN_TBL1).
Specify Student Duration	When Specify Student Duration is selected, you must enter the training duration in the Session Cut Duration (total duration) field on the Training Hours Details secondary page.

Note. You cannot change the Training Duration radio button options when all session cuts in a training session have a status other than Awaiting Review.

Session Durations

This group box displays summary information from the Session Cut Duration group box on the Training Hours Details page.

Note. The information in this group box is updated when you click the Refresh button on the Training Hours Details page.

Entering Training Hours Details

Access the Training Hours Details page (click the Track Training Hours Details link on the Demand from Budget Training page).

Because the DIF entitlement is updated monthly by a payroll calculation and a session can extend over multiple months, you must track the DIF hours for each session cut on the Training Hours Details page.

Course Start Date and Course End Date

The dates displayed here are the dates specified on the Location, Instructor page (Enterprise Learning, Define Course/Cost Details, Course Sessions).

By default, a session contains at least one session cut with the same begin and end dates as the overall session period. However, when there are multiple session cuts in a session, each session cut must be defined with its own begin and end dates included in the overall session period.

Note. Define the dates of the entire session period on the Course Session Profile page (Enterprise Learning, Define Course/Cost Details, Course Sessions)

Session Cut Durations

Use the fields in this group box to enter the session cut duration, the duration out of the working schedule, the total DIF duration, and the DIF duration out of the working schedule.

Session Cut Duration	This field in the Total Duration column becomes available for data entry when you select the Specify Student Duration radio button on the Demand from Budget Training page. Otherwise, this field is display-only and shows the duration specified for the session cut on the Location, Instructor page. By default, the Duration out of Working Schedule column is hidden. When the Out of Working Schedule check box is selected on the Demand From Budget Training page, the Duration out of Working Schedule column appears and is automatically populated with the session cut duration. You can change this duration if needed. Note. The value entered in this field is valid if the Session Cut Duration >= Duration out of Working Schedule >= 0.
Session Cut DIF Duration	This row becomes available for data entry when you select the DIF check box on the Demand From Budget Training page. Use the Session Cut DIF Duration field to enter the number of hours dedicated to DIF both in and out of the working schedule in relation to the Session Cut Duration. Note that the Out of Working Schedule column is visible only when the Out of Working Schedule check box is selected on the Demand From Budget Training page. By default, the Session Cut DIF Duration is equal to the Session Cut Duration. Note. The Session Cut DIF Duration is valid if the Session Cut Duration >= Session Cut DIF Duration >= 0. The second column is valid if the Session Cut DIF Duration >= Session Cut DIF Duration out of Working schedule >= 0.
Session Cut Non-DIF Duration	This row appears when you select the DIF check box on the Demand From Budget Training page and is display-only. The system calculates the Session Cut Non-DIF Duration as the difference between the two previous rows (Session Cut Non-DIF Duration = Session Cut Duration - Session Cut DIF Duration). The system calculates the Duration Out of Working Schedule in the same way. Note. Click the Refresh button at the bottom of the page to calculate or update the values displayed in this field.
Session Cut Status	Valid values are: Awaiting Review: Indicates that the training durations have been specified or have to be specified. The user can change all values on the page when the status is Awaiting Review (all fields are enabled). Appr by Training Administrator: Indicates that the training durations have been validated by the Training Administrator and cannot be changed for the session cut. When the status is Appr by Training Administrator, all fields are disabled except theSession Cut Status field. If the training administrator wants to change any values, he/she needs to reset the status to Awaiting Review. Appr by Payroll Administrator: Indicates that the training durations have been approved by the payroll administrator. When this status is set, all fields are disabled, including the Session Cut Status field (the training administrator cannot change any values on the page). Finalized: Indicates that the training information has been processed and that the administrator no longer needs to manage the information. When the status is Finalized, all fields on the page are disabled, including the Session Cut Status field (the Training Administrator cannot change any values).

Note. To make a course eligible for DIF funding, you must select the Eligible for DIF check box on the Course Profile page (Enterprise Learning, Define Course/Cost Details, Courses, Course Profile).

Session Durations

This group box contains a summary of information from the Session Cut Duration group box for all session cuts.

DIF Information

This group box displays DIF entitlement information imported from the payroll system.

As of Date	Use this field to view past DIF entitlements. To do this, enter an as of date and click the Refresh button. The default value is the date of the latest computed entitlement.
DIF Entitlement	This field displays the number of hours available for DIF training. This information is imported from the payroll system using the writable array FOR WA DIF HR.
DIF in Advance	This field displays the amount of DIF in advance. This information is imported from the payroll system using the writable array FOR WA DIF HR.

Note. Click the Refresh button to update the automatically calculated values on the page.

Searching for Competency Training

Access the Review Competency Training page (Workforce Development, Profile Management, Profiles, Review Competency Training, Review Competency Training).

This page lists courses that are designated for the competency that you select.

(USF) Tracking Federal Training Requests

When you request training, you assign a status to the request, and the system routes it to authorizing and approving officials according to the agency's requirements. After reviews and approvals, the system enrolls or wait-lists the students.

The following pages are used for training tasks:

To request training, use the Student Enrollment - Enroll Individually page.
To directly enroll or wait-list students in training course sessions, and to enter students' grades for completed sessions, use the Create/Update Course Wait List page or the Student Enrollment - Enroll Individually page.
To review and print an employee's training request information, use the Student Enrollment - Enroll Individually page or the Review Training Summary page.

Page Used to Track Training Requests

Page Name	Definition Name	Navigation	Usage
Enroll Individually	COURSE_ENROLLMENT	Enterprise Learning, Student Enrollment, Enroll Individually, Enroll Individually	Track and review the courses that an individual student has requested and print the Training Request Form (SF182).

Tracking and Reviewing Requested Courses

Access the Enroll Individually page (Enterprise Learning, Student Enrollment, Enroll Individually, Enroll Individually).

Course, Session Nbr, and Attendance

To add a course, insert a row and select the course, session number, and attendance status.

Training Request Required

Select the Training Request Required check box to make the Training Request Data link available.

Training Request Data

Click the link to view the Employee Training Request Data (USF) page and enter or view training request information.

Click to print the Training Request Form (SF-182). The form is printed after you have completed and saved training request information.

Print SF182 (icon)

Click to print the Print SF-182 icon to have the form printed after you have completed and saved training request information.

Reviewing Training-Related Employee Data

As you administer training programs, you can review and update other employee training-related information, such as education, competencies and languages, and the results of tests. This information is stored in employees' personal profiles that are set up and maintained using the Manage Profiles business process

Running Student Training Reports

This section discusses how to generate reports of employee training records.

Pages Used to Run Student Training Reports

Page Name	Definition Name	Navigation	Usage
Student Training History	RUNCTL_TRN020	Enterprise Learning, Training Reports, Student Training History, Student Training History	Lists the courses and sessions completed by a student. This is a Crystal report.
Training Programs	RUNCTL_TRN021	Enterprise Learning, Training Reports, Training Programs, Training Programs	Lists the training program for an employee. This is an SQR report.

Course, Session Nbr, and Attendance	To add a course, insert a row and select the course, session number, and attendance status.
Training Request Required	Select the Training Request Required check box to make the Training Request Data link available.
Training Request Data	Click the link to view the Employee Training Request Data (USF) page and enter or view training request information. Click to print the Training Request Form (SF-182). The form is printed after you have completed and saved training request information.
Print SF182 (icon)	Click to print the Print SF-182 icon to have the form printed after you have completed and saved training request information.