PeopleSoft eDevelopment 9.1 PeopleBook

Requesting Employee Training

This chapter provides an overview of the self-service training development process and discusses how to:

Submit training requests.
Approve training requests.
View the status of training requests.
Review training history information.
Review workflow information.

Understanding the Self-Service Training Development Process

This section lists prerequisites and discusses the self-service training development process.

Prerequisites

Before employees and managers can submit training requests, complete the following:

Activate workflow.
Set up group build if you plan to use group ID as the access type for a manager to request training for his or her direct reports.
Set up the access type for HR_DR_TRN_SUMMARY and TRN_REQUEST_LNK on the Direct Reports Setup page.
Define the rules for Training Enrollment and Training Enrollment by Manager on the Configuration Options, Notification Setup, and Component Interface Setup pages.

Setting Up and Working with Group Definitions

The Self-Service Training Development Process

eDevelopment provides four self-service transactions that improve the efficiency of employee development:

Request Training Enrollment.

An employee, person of interest (POI) with a Job record, or manager accesses the Request Training Enrollment transaction. Employees or POIs request training on their own behalf and managers request training for their direct reports. Whether you are an employee, POI, or manager submitting the request, the system considers you the originator.

The originator selects a method for searching for course sessions that are set up in PeopleSoft HR: Administer Training. The system displays a list of available courses and the originator can pick the course and session that meets their needs.

The system checks to see if there are any prerequisites that must be met. For managers, the system displays either a list of their direct reports who meet the prerequisites and or a list of those who don't. If an employee is scheduled to take a course that meets the prerequisite for the selected course, the system considers this employee as meeting the requirement.

Managers select the employees they want to enroll in the course. The system displays a summary of the course. Employees or managers can enter any relevant comment and request to be placed on a waiting list if the course is full.
Approve Training Request.

Managers use the Approve Training Request transaction to either approve or deny a request. Information about the request cannot be changed; however, the approver can enter a comment.
Training Request Status.

Employees and managers can check the status of a request using the View Training Request Status transaction.
Training Summary.

Employees and managers can access the Training Summary transaction. Employees can view a summary of the training courses that they have completed, and courses for which they are enrolled or on the waiting list. Managers view the same information for their direct reports.

Note. If a manager requests training for a group of direct reports and the class exceeds the number allotted during the enrollment process, the system enrolls the entire group into the class and updates their statuses to enrolled. The system then notifies an administrator to handle this situation.

Submitting Training Requests

This section lists the pages used to submit training requests.

Pages Used to Submit Training Requests

Page Name	Definition Name	Navigation	Usage
Request Training Enrollment	TRN_SELCOURSE_MGR	Self Service, Learning and Development, Request Training Enrollment, Request Training Enrollment Manager Self Service, Learning and Development, Request Training Enrollment, Request Training Enrollment	Employees, POI's with a Job record, or managers select the method by which they want to search for training courses. Note. Any training enrollment through eDevelopment requires a job record for the candidate requesting the training.
Course Search	HR_TRN_SRCH_COURSE	Click one of the four search method links on the Request Training Enrollment page.	Employees or managers enter the appropriate information to display a list of courses that match their criteria.
Course Detail	HR_TRN_ENROLL_DESC	Click the Course Detail icon on the Course Search page.	Employees or managers review detailed information about the course.
View Available Sessions	HR_TRN_COURSE_SESS	Click the View Available Sessions link on the Course Search page.	Employees or managers review the available course sessions and select the desired session.
Prerequisites Not Met	EO_ERR_CONTINUE	Click a session ID link on the View Available Sessions page for a course for which you haven't met the prerequisites.	Displays the prerequisites for the course selected. This page is displayed if the employee does not meet the prerequisites.
Session Detail	HR_TRN_SESS_DETAIL	Click a session ID link on the View Available Sessions page.	Employees or managers review the details of a course session. This page displays the session location, start date, and language of the session. Employees click Continue to process the training request or be placed on the waiting list. Managers click Continue to select the employees that they want to enroll in this course or place on a waiting list.
Select Employees	TRN_OPRROWS_MULTI	Click Continue on the Session Detail page.	Lists the manager's direct reports who meet the course prerequisites and those who don't meet the prerequisites. Managers select the employees that they want to enroll in the selected course from the list of employees who meet the course prerequisites.
Submit Request	TRN_REQUEST_MGR	Click Continue from the Select Employees page or the Session Detail page.	Managers or employees enter any comments and click the Submit button to submit the request. If the request was successfully submitted, this page is re-displayed with details of the submitted request.
Submit Confirmation	EO_SUBMIT_CONFIRM	Click Submit from the Submit Request page.	View the submission status of your request.

Approving Training Requests

This section provides an overview of training request approval processing and lists the pages used to approve training requests.

Understanding Training Request Approval Processing

When employees and managers submit training requests, the requests may require one or both of the following before the employee is enrolled in, or added to the waiting list for, a course session:

Manager approval.

Managers approve training requests for their employees using the Approve Training Request self-service transaction.
Processing by the training administrator.

Training administrators use the Administer Request page (Enterprise Learning, Approve Training Request) to approve the training request. Depending on the option selected on the Administer Request page, the training administrator may also need to manually enroll the employee in the session.

You configure training request processing on the Self Service Workflow Configurations page (Set Up HRMS, Common Definitions, Self Service, Workflow Configuration, Self Service Workflow Configurations).

The training request self-service transactions are:

Training Enrollment.
Training Enrollment by Manager.

The check boxes Approval Process? and Allow DB Update on the Self Service Workflow Configurations page affect the way that the training requests are processed. This table describes the training request processing for the different configurations:

Approval Process?	Allow DB Update	Manager Approval	Training Administrator Approval
Selected	Not Selected	Required	Required
Not Selected	Not Selected	Not required	Required
Selected	Selected	Required	Required
Not Selected	Selected	Not required	Not required

Pages Used to Approve Training Requests

Page Name	Definition Name	Navigation	Usage
Approve Training Request	SS_LIST	Manager Self Service, Learning and Development, Approve Training Request, Approve Training Request	Managers view a list of employees that require training approval.
Approve Transaction	TRN_REQUEST_MGR	Click the Training Enrollment related link.	Managers approve or deny each employee's training request and enter comments.
Save Confirmation	EO_SAVE_CONFIRM	Select Approve or Deny on the Approve Transaction page and click Save.	Managers approve or deny the request.
Administer Training Request	TRN_REQUEST_ADM	Enterprise Learning, Administer Training Requests, Administer Training Requests	Training administrators use this page to approve or deny training requests. In the Administrator Actions group box, the administrator has three options: To approve the training request and allow the system to automatically enroll or add the employee to the waiting list for the selected course session. To approve the training request, without the automatic update. If the training administrator selects this option, the system does not enroll the employee. The training administrator must do this manually. To deny the training request.

See Also

Enrolling and Wait-Listing Students

Viewing the Status of Training Requests

This section lists the pages used to view the status of training requests.

Pages Used To View the Status of Training Requests

Page Name	Definition Name	Navigation	Usage
Training Request Status Training Request Status List	SS_LIST	Self Service, Learning and Development, Training Request Status, Training Request Status Manager Self Service, Learning and Development, View Training Request Status, Training Request Status List	Displays current status summary information for each training request.
Training Request Status	TRN_REQUEST_MGR	Click the Training Enrollment related link on the Training Request Status or Training Request Status List page.	Displays details of the current status for the selected training request.

Page Name

Definition Name

Navigation

Usage

Training Request Status

Training Request Status List

SS_LIST

Self Service, Learning and Development, Training Request Status, Training Request Status
Manager Self Service, Learning and Development, View Training Request Status, Training Request Status List

Displays current status summary information for each training request.

Training Request Status

TRN_REQUEST_MGR

Click the Training Enrollment related link on the Training Request Status or Training Request Status List page.

Displays details of the current status for the selected training request.

Reviewing Training History Information

This section lists the page used to review training history.

Page Used to Review Training History

Page Name	Definition Name	Navigation	Usage
Select Employee	OPRROWS	Manager Self Service, Learning and Development, Training Summary, Select Employee	Displays a list of the employees who report to the manager. Managers select the employee whose training summary they want to review.
Training Summary	HR_TRN_SUMMARY	Click an employee's name link in the Name column on the Select Employee page. Self Service, Learning and Development, Training Summary, Training Summary	Displays a summary of training courses that the employee has completed, is enrolled in, or on the waiting list. You can also initiate enrollment into another course by clicking the Internal Training Enrollment link.
Training Summary - Course Detail	HR_TRN_CRSDESC	Click a link in the Course Name column on the Training Summary page.	Displays detailed information about the training course.

Reviewing Workflow Information

This section lists the page used to review workflow information for the self service transactions.

Page Used to Review Workflow Information

Page Name	Definition Name	Navigation	Usage
Workflow Inquiry	WF_SS_STAGED	Workforce Administration, Self Service Transactions, Workflow Inquiry, Workflow Inquiry	Administrators use this page to review transactions that successfully updated the database or require further processing. This page also provides an audit trail of who made the update to the database. Administrators either enter an employee ID or select a transaction name. For training requests, select either HR_TRAIN_ENROLL for employee requests or HR_TRAIN_ENROLL_ MGR for manager requests. For training requests, if you click the Go to Enrollment link the Course Session Enrollment page is displayed with the request information.