Training Management FAQ’s

Yes, space out the generation of training assignments by splitting the job function into groups or phases.  Structure the job phases similar to the following.

• Job function 1 – phase 1
• Job function 1 – phase 2

Assign each job function to the employee over time to space training assignment generation.

If the training plan and job function(s) exist and are appropriately configured, first make sure the new employee record is in the active state.  Then simply assign the new employee to the relevant job function. Training assignments will be generated for the new employee the next time the training scheduler runs.  This is typically once or twice a day depending on how your system is configured.

Administrators only may generate training immediately for a specific employee rather than waiting for the scheduler to run and create training.  As an administrator, navigate to employee record and click on initiate training creation button.

The administrator is the only user that has permissions to manually force generation of training assignments. As an administration, navigate to the training center.  Select any of the tabs, job function relations, job functions, etc.  Scroll down to the bottom of the page.  Select the initiate training section, click initiate training creation for all employees.  Training will be opened for all employees.

• On the document revision record in the training tab, the following are displayed:
• The percentage of completed training assignments
• Training completed per site and department
• Training per employee with the status of the training

Previous training assignments will be canceled once the new revision reaches the training in progress state.  New training assignments that are linked to the new document revision will be distributed.

The permission sets that may associate an exam with a document are as follows.

• Dot Compliance document contributor
• Dot Compliance standard
• Dot Compliance QA

Since the document was never sent to ‘Training in Progress’ there was no requirement revision created.  A requirement revision is what is used to trigger training assignment generation.  There are two options to create the requirement revision.

1. Revise the document, add a training plan, and promote the document to training in progress.  The requirement revision is automatically created.
2. Manually create the requirement revision.  Ask Dot Support for assistance with this if needed.

Navigate to a training plan record and click on the training report tab. The page displays three types of reports.

1. Trainings completed per training plan – displays the percentage of completed trainings
2. Trainings completed per employees
3. Training per employee with status

Video links to browser enabled platforms, YouTube and Vimeo, can be added to the “Link to on-line training” field located on the requirement revision. A second option is to relate PPTX files in the ‘Notes and Attachment’ section.  The video will then be displayed in the “video preview” tab.

Employees that are not users can still have employee records and be assigned to job functions. Training assignments will be sent to the administrator. Training assignments can be reassigned to the manager or training coordinator. The manager should ensure the employee signs off on a training record that can be attached to the employee training assignment in Dot. The manager can complete the training assignment record on behalf of the employee. 

Training material can be attached to a classroom by using the notes and attachment or related document feature. Please note that these features are not included in the main training assignment. To view the material, the user will need to login to the classroom link.

There are two options if an employee fails an exam.

1. The recommended way to re-take an exam is to create a new training assignment. Follow the steps below to distribute a new exam to the employee but retain the failed record.

• Using training coordinator permission, login to the relevant requirement revision.
• On the right side, there is a training assignment relation, click new.

• Select the “Read and Understand” option.

• Complete the training assignment name and employee name.
• Training will be distributed to the employee, the state of the previous training assignment will not change (completed, training not effective).

2. It is not recommended, but an alternative method is to re-open the training assignment. Only administrators have permission to do this.  Find the training assignment record which will be in the training not effective state.  Use the actions button to reopen the record. This will allow the employee to retake the exam.

Once the state of the employee is set to “On Hold”, all training assignments in the open state will be changed to Canceled. The completed training assignments will remain the same. Once the employee is activated again, all training assignments that were canceled will become open and distributed to the employee.

It is recommended not to link these types of training assignments to master documents since the link to a document revision must be updated manually when the training assignment is revised.

Following a change in the employee job function:

• Completed training assignments will remain the same.
• Open training assignments will be canceled unless they are needed in the newly assigned job function.
• New training assignments will be created based on training plans associated with the new job function.

Yes, multiple training plans can be linked to a single job function.

There are a few options:

1. The best way is to upload the material as a controlled document and use the automated mechanism in the system to distribute training.  This option automatically generates new training when the document is revisioned.
2. Uploading or linking the document to a classroom is another method.  Please note that the document will only be viable by clicking the classroom link.
   

3. A third method is to attach a document to a course.  Be sure to attach the document to the course immediately after training is distributed.

Only the owner of the protocol and the QA/training coordinator can view an exam and link it to a training assignment. If there is a need to share a protocol with another user, you can use the sharing option.

1. Open the protocol.
2. Click on the dropdown arrow beside edit and select sharing.

3. Search and select the user(s).4. Set protocol access level.
4. Search and select the user(s).4. Set protocol access level.
5. Click save.

To create a training assignment for a specific user, navigate to the training assignment tab. Next create a “Read & Understand” training.

Scroll down the page to associate the training assignment to an existing requirement revision.  The addition of the existing requirement revision allows the user to view the related document.