Mccarthy Human Resources Information Systems

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McCarthy Human Resources Information Systems

Training System Trainer’s Guide

Training System

Trainer’s Guide

Table of Contents

Background

Guide to Icons

Overview

Standby Courses

Scheduled Course Administration

Training Course Administration

3.1.Maintain Scheduled Courses

3.2.Selecting Courses to Maintain

3.3.Course Status

3.4.Course Schedule Maintenance

3.4.1.Enquire/Modify a Course Schedule

3.4.2.Cancel Scheduled Course

3.4.3.Reschedule a Course

3.4.4.Print Attendance Register

3.4.5.Manual Confirmation of Courses

3.4.6.Delegate Maintenance

3.4.7.Update Attendance

3.4.8.Copy From a Course to another

APPENDIX A – Attendance Register

Background

Chapter

Background

The Training Administration system was developed to reduce manual administration and to automate communication to delegates. It aims to provide McCarthy users with a simple interface to book staff on McCarthy training courses.

he training system is accessible via the HRNet (see Training System User Guide) and the McCarthy mainframe. The HRNet interface is aimed primarily at managers, while the mainframe interface is available only to Training and Development staff.

Communication is automated at all stages of the training administration process. Emails and faxes are triggered by different events, and will keep both delegates and administrators informed.

Guide to Icons

How do I get to this function? Will appear before a screen and indicates options needed to get to the screen.

Please take note. Important point.

“DO NOT”

The CORRECT method

Background

Chapter

ADMINISTRATOR FUNCTIONSHTT Menu

Overview

This section provides a basic overview of the administration process from a Course Administrator’s viewpoint.

ourses must be on the Master File prior to any of the following steps – See Administrator’s Guide or contact your Training Manager. The Administrator/ Training Manager must complete all other parameters, security settings.

Standby Courses

What / When / Where / Why / Who
Schedule a Standby Course / Anytime / HTA – 3 – Create a Standby Course / To determine training needs by allowing delegates to book onto a waiting list / T&D
Standby Notification / As soon as delegates on the waiting list equal (or exceed) the minimum number input in the previous step / AUTOMATIC
Evening Batch Run / To inform T&D to schedule a course as there are sufficient delegates to run a course / Email to T&D Contact Person generated by the system.
Cancel Standby Course / When course no longer requires a waiting list / HTA – 1 – Cancel / Course no longer offered / outdated / T&D

Scheduled Course Administration

What / When / Where / Why / Who
Schedule a Course / At least a month before Start Date / HTA – 2 – Schedule a New Course / Minimum Number of delegates reached on Standby
OR
Planned Schedule / T&D
Reschedule a Course
Cancel a Course / Up to Start Date of Course / HTA – 1 - Reschedule / Cancel Course / Various reasons / T&D
Bookings / From Schedule up to Start Date / HRNet Bookings / Training Required for Employee / McCarthy Managers
Cancel Booking / From Schedule up to Confirmation / HRNet Cancel Bookings / Various Reasons / McCarthy Managers
Confirmation / 16 Days prior to Start Date / AUTOMATIC
(Evening Batch Run) / Minimum Delegates reached
OR
“Force Confirm” / System Generated Emails/Faxes to Addresses/Numbers specified on Booking
Substitutions / Bookings / Cancellations after Confirmation / From Schedule to close of Course / HTA – 1 – Delegates Maintenance Screen / Substitution for Delegates unable to attend
Cancellations
Delegates who attended without being booked on the Course / T&D
Reminders / 2 Working Days prior to Start Date / AUTOMATIC
(Evening Batch Run) / To remind Delegates /Managers / System Generated Emails/Faxes to Addresses/ Numbers specified on Booking
Attendance Register / Evening or morning before Course / HTA – 1 – Print Register / For Delegates’ signature to confirm attendance and Course Cost Table / T&D
Update Attendance / Non-Attendance / After Course Completion / HTA – 1 – Attendance / To record attendance / non-attendance
Update Training (HRT) records / T&D
Assignment Reminder / 1 week after end date
OR
1 week after sent back / AUTOMATIC
(Evening Batch Run) / To remind Delegates/Managers to submit or resubmit assignments / System Generated Emails/Faxes to Addresses/ Numbers specified on Booking
Check Assignment Reminder / 1 week after assignment has been received / AUTOMATIC
(Evening Batch Run) / T&D need to review the assignment and update the results on the delegates record. / System Generated Email to T&D
Final Assignment Reminder / 1 month after end date
OR
1 month after sent back / AUTOMATIC
(Evening Batch Run) / Final reminder to Delegates/Managers about submission or resubmission of assignment. / System Generated Emails/Faxes to Addresses/ Numbers specified on Booking
Fail Delegate Notice / 1 week after Final Assignment Reminder / AUTOMATIC
(Evening Batch Run) / T&D to fail delegate as assignment o/s for too long. / System Generated Email to T&D
Assignments/ Pass / Fail/Receive/Sent Back / When assignments received, marked or sent back or System suggests failing the Delegate due to non-submission / HTA – 1 - Attendance / To record assignment Pass / Fail / Received or Sent Back / T&D
Certificates / On request – Will print certificates for delegates in COMP-COS (Complete- Certificate Outstanding) Status / HTA – 7 – 2 - Certificates / Extract a list of Certificate Records for Merging / T&D
Billing / Wednesday night after Delegate’s Attendance or non-attendance has been recorded / AUTOMATIC
(Evening Batch Run) / Process Charges to Dealership Training Account or Debtor Account / T&D
Close a Course / After all Certificates have been printed for Delegates on a Course / HTA – 1 – Z-Close Course / Update Cost and Certificate Number on Training Record. / T&D

MAIN MENU Function listHTa Menu

Chapter

htA

HTA ** Training ** 01/12/05

HTAM1 Main Menu 10:56:19

------

1 Maintain Scheduled Courses 2 Schedule a new Course

3 Create a Standby Course 4 List Employee Bookings

5 List Delegates Nominated 6 Consolidated Confirmation Letters

7 Certificates / Reports 8 Move External Delegate to Paymaster

------

Option : _

Employee Type: _ (I/E) (options 4,5,6)

Employee No : ______? (options 4,5)

Next Routine: ___ Data: ______

Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---

retrn HELP Exit

Training Course Administration

Functions available on the HTA Training Main Menu.

Functions are selected by typing the relevant number in the field next to the option field.

Employee Type is required for Options 4, 5 & 6. This is needed to distinguish between External Delegates and Internal Employees.

Employee Number is only required for

Options 4 (Employee Bookings) to view all records for an employee

and 5 (Delegates Nominated)to view all records for all employees

nominated by the employee number entered

Function / Purpose
Maintain Scheduled Courses / All admin once course has been scheduled until it is closed
Schedule a new Course / Create a schedule for a course on a particular date
Create a Standby Course / Create a waiting list for a particular course
List Employee Bookings / List all records for a particular Employee
List Delegates Nominated / List all records for all employees nominated by the employee number entered
Consolidated Confirmation Letters
Certificates/Reports
Move External Delegate to Paymaster / Used to indicate which Dealerships are to receive Consolidated Confirmation Emails/Faxes tomorrow.
Request certificates for all delegates in Comp-COS status. Please refer to the administrator’s guide for further information.
Used to move external Delegate’s details to the Paymaster file. This will also create the employee training records for courses completed as an external delegate.

MAIN MENU Function listHTa Menu

3.1.Maintain Scheduled Courses

This option is the entry point for the following functions:

Enquire on Course ScheduleDetails

Modify Schedule Details

Cancel Scheduled Course

Reschedule a Course

Print Attendance Register

Manual Confirmation of Courses

Delegate Maintenance

Update Attendance

Copy From a Course to another

Close a Course Schedule Record

And the Following Reports

Course Summary Details Only

Course Summary with Delegate List

Course Details with Delegate List

Calendar Grid

Calendar Diary - Start Dates Only

Calendar Diary - All Course Dates

Delegate Details by Company

The screen shows all the selection parameters that allow you to select the course/courses for Administration, Reporting and Copying of delegates from one course to another.

MAIN MENU Function listHTa Menu

3.2.Selecting Courses to Maintain

HTA1M ***** Training & Development ***** Oct 28,03

E174396 - Selection Parameters - 12:39 PM

Select Training Centre/s

_ ML GAUTENG _ ML KZN

Select Course Status

_ SCHEDULED _ CONFIRMED _ PAST COURSE

_ RESCHEDULED _ CANCELLED _ COMPLETE

_ WAITING LIST

Start Date: 20030101 to 20991231 Course Code: ____ ? Presenter: ______?

Print (Y/N) _ Printer.... 238_

Browse courses to select copy from and copy to courses

Copy From:

Copy To..:

Next System ___ Function ___ Data ______

Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---

retrn bkwrd frwrd help quit

HTA1 – The main screen for Course Administration once the course is scheduled.

Mandatory Fields

Mark the training centre required (if you only have access to a single centre – this will be automatically marked for you)

Mark the relevant Course Statuses

Modify the Start Date from and to - this will help to narrow your selection, or accept the defaults.

Optional Fields

Enter the Course Code - will help to narrow list to the specified course

Enter the Presenter Employee Number – can narrow list even further

Change Print to a “Y’ for the Reporting Menu.

MAIN MENU Function listHTa Menu

3.3.Course Status

Scheduled / Course not yet confirmed. Excludes waiting lists
Confirmed / Confirmation Letters/Faxes have been sent
Past Course / Courses prior to the current day
Rescheduled / Records of courses that were rescheduled to another date/venue
Cancelled / Cancelled Courses
Complete / No further administration required
Waiting List / Standby / Waiting List Schedules

COURSE SCHEDULEENquire/MODIFY

3.4.Course Schedule Maintenance

HTA1M2 – Displays all Selected Courses in the Selected Training Centres

HTA1MA – Displays additional info for all Selected Courses

Function / Method
Enquire / “E” in action column next to Course Code
Modify / “M” in action column
Cancel / “C” in action column
Reschedule / “R”
Copy From / To mark a course as the source of delegates to be copied – mark with a “X”
Copy To / To mark a course as the destination of delegates to be copied – mark with a “Y”
Maintain Delegates / “D”
Update Attendance / “A”
Manual / Force Confirmation / To force a course to be confirmed even if it has not reached the minimum mark with a “F”
Print Register / “P”
Close / “Z”
Scroll Right / PF11 – Show HTA1M3 if on HTA1M2 and vice versa
Scroll Left / PF10 - Show HTA1M2 if on HTA1M3 and vice versa
Scroll back / PF4
Scroll forward / PF5
Show Deactivated / N – Shows only currently Active Venues
Y – Show all Venues no longer used.

3.4.1.Enquire/Modify a Course Schedule

Course Schedule – Screen 1

Field / Guide
Status / Protected Field – See 3.3 for possible values
Course Code / PF7 for Help
4 character code used to uniquely identify courses
Entity Code / PF7 for Help
2 digit code to identify Training Centre
Venue Code / PF7 for Help
4 character code to identify Training Venues
Cannot be changed on a “MODIFY” – Use Reschedule
Addr/Tel No / This allows the capturing of non-standard training venues. To “open” this field – enter “ADDn” in the Venue field –
where n is the region
1-KZN
2 Gauteng
3-Cape
Cannot be changed on a “MODIFY” – Use Reschedule
Start Date / PF7 to view a Calendar
First Day of Course
Cannot be changed on a “MODIFY” – Use Reschedule
End Date / PF7 to view a Calendar
Last Day of Course
Cannot be changed on a “MODIFY” – Use Reschedule
Days / Number of days (full days – fractions not allowed)
Contact Person / PF7 for Help
Employee number of Training Centre Contact Person
Cancel Fee / Y to allow the billing of cancellation fees. You may still override this on the delegate maintenance if you do not wish to charge.
N – will not allow the billing of cancellation fees.
Minimum Delegates / The number of delegates required before a course will be confirmed. You may override this requirement by “Force-Confirm”
Maximum Delegates / Maximum number of bookings that will be accepted.
Pass / Fail / Is this course assessed?
Y – Delegate will be assessed
N – No assessments
Certificates / Will you require certificates for this course?
Assignments / Is there any post-course work?
Charge / Is there a fee for attending this course?
Cost / NOTE that if the Charge indicator is “N” there will be no course fees.
Stationery Fee / Amount charged for stationery
Total / Cost + Stationery Fee
If it states “Schedule” next to it – this is the TOTAL COST for the course.
If it states “PER DAY” – this is the DAILY charge which is maintained on HTT – Parameters.
If it states “COURSE” – this is the default TOTAL cost for the course in this training centre. Maintained on HTT – Course Costs

Course Schedule – Screen 2

Field / Guide
Notes / Notes regarding the course and any links entered.
Links / Link to a document.
Indicators / The three indicators refer to the relevant e-mails.
Enter either ‘Y’ or ‘N’.

Course Schedule – Screen 3

Field / Guide
Cost / PF7 for Help
Cost Category Code
Budget / Enter Budgeted Amount
Actual / Enter Actual Amount when closing course
Cancellation/Reschedule Details / Protected – shows date and reason for cancellation/rescheduling
Booked / Number of delegates booked
Standby / Number of delegates on the course if it is a waiting list
Canc/Resch / Number of delegates who have either cancelled or rescheduled
Completed / Number of delegates whose attendance has been updated

COURSE SCHEDULERESCHEDULE A COURSE

3.4.2.Cancel Scheduled Course

Cancel Scheduled Course – pop-up window

Field / Guide
Reason for Course Cancellation / PF7 for Help
Date Course Cancelled / Protected – Auto filled by program using current date
Move Delegates to Standby? / Move any delegates to a Waiting List for the same course. If there is no existing waiting list for the course in the training centre, one will be created.

Delegates/Nominators will be emailed as shown in the following emails:

Delegates moved to Standby

TO:

FROM:

CC:

Subject: Cancellation of Course

Dear FERDI PETZER

We regret to advise that the following course has been cancelled.

Course Name: 2003 - SHARPENING TRADING SKILLS

Start Date : 2003/08/11

Reason : INSUFFICIENT DELEGATES

LOUISE VAN ROOYEN , who was nominated by you, has been placed on a

waiting list. We will inform you as soon as we have rescheduled

the course.

Kind regards.

ILZE BOTHA

Delegate’s Booking cancelled.

TO:

FROM:

CC:

Subject: Cancellation of Booking

Dear FERDI PETZER

Please note that the booking for LOUISE VAN ROOYEN on

2003 - SHARPENING TRADING SKILLS

starting on 2003/08/11 has been cancelled due to the following reason

COURSE CANCELLED.

Kind regards.

ILZE BOTHA

COURSE SCHEDULERESCHEDULE A COURSE

3.4.3.Reschedule a Course

If there are any delegates booked on the course you wish to reschedule, you will see the following screen first. This will allow you to choose to move all bookings with the reschedule or to individually cancel all delegate bookings before rescheduling the course.

Reschedule Delegate Warning

Continue = “N” – will return you to the course list screen. Enter “D” for delegate maintenance and cancel delegate bookings.

If you decide to continue, you will have to indicate the reason for the reschedule.

Reschedule Reason pop-up window.

On the next screen, enter the new date/time/venue. You will also be able to change all other details except Course Code/Entity Code.

Rescheduling a course – amending date/time and/or venue

“ENTER” to confirm rescheduling of the course and to move any delegate bookings to the new schedule.

Delegates/Nominators will be emailed/Faxed as in the following examples.

COURSE SCHEDULERESCHEDULE A COURSE

3.4.4.Print Attendance Register

Examples of the Attendance Registers are shown in Error! Reference source not found..

Printing an Attendance Register from the Course Schedule browse screen.

There are two examples in APPENDIX A. The first is the general attendance register which is also available in Excel format. The second is a Course Register for Technical Training only.

All delegates attending must sign the Attendance Register.

If there are any delegates attending that are not on the attendance register, these delegates must fill in all columns and sign. You may then “book” these delegates on the course prior to updating the attendance. Note that these “bookings” will not receive any acknowledgement /confirmation/ reminder emails.

administrator functionsCourse PROVIDERS

3.4.5.Manual Confirmation of Courses

Automatic confirmation occurs 16 days prior to the start of the course if the minimum number of delegates has been reached.

If the course is 16 days or less prior to the Start Date and the minimum has not been reached, the System will email the administrator to either reschedule or “Force-confirm”.

To force a confirmation, follow these instructions.

Delegates/Nominators will be emailed/faxed the confirmations the next morning and course status will changed to “CONFIRMED”.

Course Schedule- DELEGATESADD A DELEGATE BOOKING

3.4.6.Delegate Maintenance

HTA1N3 ** Training ** 29/10/03

HTA1M4 Course Delegates 15:56:43

Entity: ML GAUTENG Presenter: CS HOLDINGS CS Max Allowed: 1

Course: MS WORD LEVEL 3 Start: 2003/11/14 No Booked: 1

Venue: GAUTENG Duration: 1 days No on Standby:

Cert Canc Subst Billed

Act Seq Employee Name Billing Prnt Fee? Emp No Amount

_ 1 I ANGELO M TO BE BILLED

Cancel Enquire Modify Substitute Reprint(Certificate) PF6-Add

CSN: 1075 Seq: ___ Employee No: ______

Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---

RETRN Back Frwrd Add HELP Menu Left Right

HTA1N3 ** Training ** 29/10/03

HTA1M3 Course Delegates 15:53:40

PAGE: 1

Entity: ML GAUTENG Presenter: CS HOLDINGS CS Max Allowed: 1

Course: MS WORD LEVEL 3 Start: 2003/11/14 No Booked: 1

Venue: GAUTENG Duration: 1 days No on Standby:

Asgn

Act Seq Employee No/Name Status Rcvd Date Phone No

_ 1 I 199764 ANGELO M BOOKED (N) 2003/10/02 012 328 4500