Generate Training Events

Objective

Once the Training Plans and Certificates have been Rolled Out using the Rollout Center, the associated training events must be generated. Learning Modules and Exams are the element of Training Plans and Certificates that the employees really engage with and, the events for these are made available to employees using a Generate Event function.

Process

HR Manager
Creates Certificate or Training Plan
HR Manager
Rolls Out Certificate or Training Plan
Employee
Requests Exam
Trainer
Generates Exam or Learning Module Event

Prerequisites

  • The Learning Module and Exam should have been Rolled Out as part of a Training Plan or Certificate using the Rollout Centers
  • Exams are available to 'Generate Event' once the employee has changed the Status to 'Exam Requested'

Click Through

  • HR Managers start in HR HUB
  • Trainers (employees) start in HR HUB Employee Self-Service
  • Under Training, navigate to Learning Modules or Exams, depending on what you would like to generate an event for
  • Using the View drop-down, select one of the following depending on the requirement;
    • Learning Module - Training Event Demand
    • Exam - Training Event Demand
  • The status reason 'Planning' is essential here to identify demand
  • In one of these views, click on one entry
  • In the top navigation a button Generate Event will show up - click on it
  • An Event form is now available, the following fields are now required
    • Category
    • Start and End Date and Time 
    • Location of Event
    • Examiner, for Exam only
  • You also find a field with a Teams link
    • If you have a Teams Meeting, create it in your own Outlook beforehand, then copy the URL of the field 'Join the Meeting Now', this will be added to the Outlook meeting of your participants. This enables employees to participate via their browser.
  • Save
  • In the 'Learning Module - Demand' or 'Exams Demand' grid, select the record or records that are required for employees that are being registered for the Event
  • Select all employees who should participate in the event
  • As soon as you have selected at least one employee, a new field called Roll Out Training Event shows up in the table - click on it once all participants are added
  • All selected employees then become Registered Participants
  • At the same time, the following automatism starts:
    • All 'usage' Learning Modules and Exams switch to the status 'Progress'
    • For all 'Usage' Learning Modules and Exams, this Training Event is added as reference
    • The progress-bar inside the "Usage" Trainings and Learning Modules can't be edited anymore, as from now on, the progress will be taken from the Training Event
    • All selected employees, Organizer (Training Event Owner), as well as the Trainer/Examiner get the Event added to their Outlook Calendar
    • The Training Event is shared with the Trainer/Examiner so they can confirm attendances
  • With this, the Training demand is 'covered', and the employees will no longer show up in the 'Learning Module - Demand grid'
  • If the Trainer sets a participation to 'Not Participated', the following automatism starts:
    • The Status Reason of the Learning Module/Exam will revert to 'Demand'
    • The Training Event is removed from the 'Usage' Learning Modules/Exams
    • After this the Training Admin can, once again, see the Demand
  • When you're done, Save & Close

Hint

  • As soon as the Training Event is Rolled Out, it will be shared with the selected Trainer or Examiner. The Trainer/Examiner then receives all the necessary information about this event. 
  • The Trainer is then responsible for confirming participation by changing Registered Participants into Completed Participants. The associated training or learning module is then automatically set to Inactive for the employee and to "Completed". Progress then jumps to 100%.
  • You can find more information on the Training process from a Trainer's perspective here.

Result

Below, you can see where to Generate an Event for an Exam or a Learning Module, and what that generated Event looks like.
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HR