Understanding Mandatory Learning
Every organization has trainings that employees are required to complete in order to stay compliant with legal regulations laid down by the government. PeopleSoft ELM provides the feature, Mandatory Learning, which helps manage such compulsory trainings for employees.
Learning administrators can use this feature to:
Define mandatory trainings specific to learners or even learner groups.
Automatically enroll learners into Mandatory Learning classes specific to their learner groups.
Notify learners/managers about the Mandatory Learning class assigned.
Notify learners/managers about the approaching due date for Mandatory Learning class enrollments.
Notify learners/managers that the Mandatory Learning class is overdue.
Manage Mandatory Learning class when learners move in/out of learner groups.
Manage Mandatory Learning class for rehired employees.
This example illustrates the Mandatory Learning Enrollment Process Flow Diagram.
The mandatory learning enrollment process begins with marking classes as ‘mandatory’ for learner groups or learners in the class setup (i.e. the Maintain Classes page). For each class identified, the process checks if every individual learner, as well as the learners in the Learner Group have access to that class and enrolls them in the class, if they are not already enrolled into it.
For some learners the class will be in the ‘Completed’ status, in which case the system checks if the class needs renewal. For all classes requiring renewal, the process checks if the renewal period is over, and if yes, the learners are re-enrolled into the class. For employees that are recently rehired, the process is equipped to allow historical credit for evaluating mandatory learning for that employee based on what has been indicated in the mandatory learning setup. If your organization allows historical credit for re-hired employees, refer to the section below: Historical Credit for Re-hired Employees.
For all enrollments processed, the Mandatory Learning process stages data in the notification records which are then used to notify the learners about their enrollments. Depending on the rules set, the process sends out email notifications to managers about the enrollment of team members. With every notification email, managers receive an attachment of the consolidated list detailing the enrollment status of team members.
Historical Credit for Re-hired Employees
All employees who were recently rehired into the organization (i.e. after the last time the Mandatory Learning Process was run), there is a possibility that they had completed the same class during their previous tenure. The process successively checks if:
The employee is eligible for receiving historical credit
The last completion date of the class falls within the credit period allowed
The class does not require a renewal.
If the employee satisfies all these criteria, then he/she is not required to re-take the class and is given historical credit for it. If at any point, one of the above criteria is not satisfied, then the employee is re-enrolled into the class.