Human Resources

Add Employee Competence Records (Training Courses)

The Competence Management process is used to track and manage the competence requirements of your organisation and help identify any gaps or qualifications that need to be updated.
These competence requirements will fulfil the skills or crafts that may be necessary for employees to fulfil their role within the company.

This module will also enable you to keep track of qualification status and expiry.

Ribbon Access: Finance / HR Employees

  • The Employees listing screen will display.

    • Select Employee

    • Use the row selector to highlight the employee you wish to add qualification or training course details to.
    • Click on the Competence Management tile.

    Select Training Course

    • The Employee Training Courses for : [ ] screen will open.
    • Click on Add.

    • Or Right-click on any row in the data grid.
    • A Process menu will pop up.
    • Click on Add New Training Course.

    • The Add a new Training course screen will open.
    • Click on the drop-down arrow in the Training Course field.

    • A Training Course Type menu will be displayed.
    • Click on the name of the training course you wish to add to this employee.
    • In this image Quantative Techniques has been selected.

    Note: If a course you wish to add is not displayed in this list, then it can be added to this list in the Configurator.

    Add Training Course Details

    • Fill in the remaining details of the training course:
      • Institution: Type in the name of the institution where you completed this course.
      • Start Date: Either type in or click on the drop-down arrow and use the calendar function to select the course start date.
      • End Date: Either type in or click on the drop-down arrow and use the calendar function to select the course end date.
      • Course Duration: Either type in or use the directional arrows to select the course duration.
      • Purpose of Training: Type in the reason for the employee attending this training course.
      • Qualification: Type in the type of qualification that will be awarded when the course has been successfully completed.
      • Qualification Expiry: Either type in or click on the drop-down arrow and use the calendar function to select the course qualification expiry date.
      • Cost of Training: Type in the amount of the training course.
      • Date Training Completed: Either type in or click on the drop-down arrow and use the calendar function to select the date that the training was completed.
      • Result: Type in the result of the employee (e.g. Distinction, Merit, Pass).
      • Status: Type in the status of the course (e.g. A-Active, I-Inactive) depending on whether, for example, the course content needs to be reviewed on an annual basis.
      • Other Notes: Type in any other relevant notes, as required.

    Save Training Course Details

    • Click on Save.

    • A message box will pop up advising the following:
      • Training Course has been saved.
    • Click on Ok.

    View Added Training Course

    • You will return to the Employee Training Courses for: [ ] screen.
    • Here you can view the data grid with the newly added training course for that employee.
    • Click on Back to return to the Employees listing screen.

    • Or export data to Excel, if required.

    Export to Excel

    • In the Employee Training Courses for: [ ] screen.
    • Click on Excel.

    • This will open an MS Excel spreadsheet with all the data from the data grid.
    • You can choose to save, view, search for data, prepare it for printing, and so on, as required.

    Edit Competence Management

    Select Employee

    • In the Employees listing screen -
    • Select the row of the employee whose Competence Management details you wish to edit.
    • Click on the Competence Management tile in the Links panel.

    Select Training Course

    • The Edit Training Courses for : [ ] screen will open.
    • Select the row of the Training Course you wish to edit.
    • Click on Edit.

    • Or right-click on the row of the Training Course you wish to edit.
    • A Process menu will pop up.
    • Click on Edit Training Course.

    • The Edit Training course screen will open.
    • The Training Course field is inactive and 'greyed out', therefore the information in this field cannot be edited from this screen.
    • All other fields are editable - you can backspace over or delete existing content, and / or type directly in a field to make any necessary adjustments.

    Save Training Course Details

    • In this example, the Expiry Date has been amended.
    • Click on Save.

    • A message box will pop up, advising the following:
      • Training Course has been saved.
    • Click on Ok.

    View Amended Training Course

    • You will return to the Employee Training Courses for: [ ] screen.
    • Here you can view the data grid with the edited training course for that employee.
    • Click on Back to return to the Employees listing screen.

    Delete Competence Management

    Select Employee

    • In the Employees listing screen -
    • Select the row of the employee for whom you wish to delete Competence Management details.
    • Click on the Competence Management tile in the Links panel.

    Select Competence Management Details to Delete

    • The Employee Training Courses for : [ ] screen will open.
    • Select the row that you wish to delete.
    • Click on Delete.

    • Or right-click on the row that you wish to delete.
    • A Process menu will pop up.
    • Click on Delete Training Course.

    Confirm Deletion

    • A Delete Training Course message box will pop up asking -
      • Are you sure you want to delete this training course?
    • Click on Yes.

    • A message box will pop up informing you -
      • Training course Deleted.
    • Click on OK.

    View Deletion Results

    • You will return to the Employee Training Courses for : [ ] screen where the selected training course details have been removed from the data grid.
    • Click on Back to return to the Employees listing screen.