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 and update all training-related employee data, such as education and certifications.

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

You can search for training data by employee ID or student name. If you record alternate character names for employees, you can enter an alternate character name as well.

Common Elements Used In This Chapter

Chargeable	Select to make the training course a chargeable item for the 2483 report. When selected, related costs that you entered are reported in the 2483 report. This is used to meet French legal reporting requirements. The default value derives from the chargeable flag set in the Course setup page and by the Compute Student Cost process.
DIF	Individual Training Rights (Droit Individuel a la Formation). Select this check box to calculate how many hours the employee gets for training purposes, according to his seniority, contract type and working hours.
Training Out of Working Hours	Specify the number of hours a student spends outside their work schedule.
Training Plan Category	Select a training plan category. The values are: Skill Development, Adaptation to Job Changement, Job Preservation, Not Specified.

Maintaining Student Training Data

This section discusses how to:

Enter or review student and course information.
Specify business unit and department billing information.
Track and review requested courses.

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 waitlist students in training course sessions, use the Course Waiting List page or the Student Course Enrollment - Course Session Enrollment page. When students have completed sessions, you can enter their course grades on this page.

Note. If you're working with training budgets, use the Student Training - Demand from Budget Training page to specify how outside courses are billed to a business unit and department. If you're reviewing a course on the Student Training pages for a course that the employee took in house, the system uses the budget information that you specified in the Department group box on the Course Session Enrollment page (COURSE_ENROLLMENT).

Pages Used to Maintain Student Training Data

Page Name	Object 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.
Student Training Summary	TRN_STUDNT_CRS_SUM	Enterprise Learning, Result Tracking, Review Training Summary, Student 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.

Entering or Reviewing Student and Course Information

Access the Student Training - Course Student Enrollment page.

You have specified a business unit and department information for billing. Now link the student course information to a demand ID in the budget training plan so that the system can process training costs against the training budget. If the student is taking or has taken an outside training course, enter information about how that course should be tracked as part of a demand ID. The system displays the complete training history for the selected employee or nonemployee.

Course Information

For course sessions that are administered in house, the system display data from the Course Session table and Course Session Enrollment 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 leave the field blank and 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.
Facility, Language, Session # (session number), Min (minimum students), Max (maximum students), # Enrolled, (number enrolled), # Waiting (number waiting), and Letter Code	These fields apply only to course sessions that are administered in house.
Start Date, End Date, Start Time, and End Time	If dates and times aren’t displayed, enter them.
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.
School Name and School Code	Enter the name of the school if there is no corresponding school code.

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 Course Session Enrollment 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 Student Course Enrollment - Course Session Enrollment 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.
Status Date	Initially populated by the system date.
Waitlst Dt (waitlist date)	Displayed if the value in the Attendance field is Crse Wait. This field applies only to courses that are administered in house.
Business Unit and Department	Displayed if: The course is administered in house. The course is administered outside of your organization and won’t be administered using the Course Session Enrollment page. The course information is new, regardless of whether it is administered in house or outside. The student is a nonemployee (the nonemployee's business unit information comes from the Add Non-Employee component). If the training is billed to a different business unit or department, select them here. Note. For budget processing purposes, link the course to a demand ID on the Student Training - Demand from Budget Training page.
Grade	If the student has completed the course, enter a grade.

Specifying Business Unit and Department Billing Information

Access the Demand from Budget Training page.

Demand from Budget Training

In this group box, you link enrollments with a training demand that you defined in the Budget Training business process. With this link, the system computes the ratio between the planned costs in the Budget Training business process and the actual costs for training that you track in Administer Training.

To locate the right demand ID, use the check boxes under Search Criteria:

Select Population to search for demands that match the employee's department, job code, and competencies.
Select Catalog to search for demands that match the course code.
Select both Population and Catalog to search for all possibilities.

(FRA) France

Training Leave

Select if the training course is over a long time period, that is, CIF. During this time, the student is dedicated full-time to training. Selecting this option impacts the 2483 Report, Group H, Line 18.

Part Time Course

Select if the training course is over a long time period. During this time, the student divides their time working part-time for the company and part-time in a training session. Selecting this option impacts the 2483 Report, Group H, Line 12.

Note. When Training Leave and Part Time Courseare cleared, by default this impacts the 2483 Report, Group F, Line 4.

Time Spent at Training

Enter the amount of time that was spent in training and select the unit in which the time is recorded: Hour or Day. You can complete this field only if the student has a status of Incomplete.

Note. When setting Enrollment/attendance to Incomplete on the Course Session Enrollment page, the Time Spent at Training and the Chargeable flag fields in the French group box are activated and you can enter how long the student attended the session.

(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 waitlists the students.

The following pages are used for training tasks:

To request training, use the Student Course Enrollment - Course Session Enrollment page.
To directly enroll or waitlist students in training course sessions, and to enter students’ grades for completed sessions, use the Course Wait List page or the Student Course Enrollment - Course Session Enrollment page.
To review and print an employee’s training request information, use the Student Course Enrollment - Course Session Enrollment page or the Student Training Summary page.

Page Used to Track Training Requests

Page Name	Object Name	Navigation	Usage
Course Session Enrollment	CRSE_ENRL_WL	Enterprise Learning, Student Enrollment, Enroll Individually, Course Session Enrollment	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 Course Session Enrollment page.

Course, Session #, (session number) and Attendance

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

Trn Request

Click this button to view the USF - Employee Training Request page and enter or view training request information.

(training request)

Click to print the Training Request Form (SF-182). The form is 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. You can use the following pages to track this information:

Competencies
Education
Licenses/Certifications
Memberships
Languages
Test Results

Note. (USF) The Education page is for users of the PeopleSoft commercial application only and doesn’t appear in the menu for U.S. federal users.

Running Student Training Reports

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

Pages Used to Run Student Training Reports

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

Course, Session #, (session number) and Attendance	To add a course, insert a row and select the course, session number, and attendance status.
Trn Request	Click this button to view the USF - Employee Training Request page and enter or view training request information.
(training request)	Click to print the Training Request Form (SF-182). The form is printed after you have completed and saved training request information.