TRAINING SCHEDULING

Training Scheduling Module

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  1. Event Administration (Administrator and Coordinator function)
    • Schedule any "Classroom" type course available in the centralised course library
    • Allow for Creation of new events by copying from any previous event
    • Training Events are created and moved between the following phases:
      • Planned event
      • Confirmed event
      • Cancelled event
      • Finalized event
      • Requested event

    • Each event can have a status of:
      • Not yet published
      • Published to current schema
      • Publish to all schemas

    • When scheduling a course (by coordinator), the following information can be provided:
      • Event Detail
        • Event Status
        • Training Intervention (Course Name)
        • Overall Start date | Start time
        • Overall End Date | End time
        • Training provider
        • Venue / Room
        • Coordinator
        • Campus
        • Facilitator
        • Number of attendees (Minimum, Maximum, Wait list)
        • Settings to allow for bookings to be cancelled up to a number of days before the start of the event.
        • Settings to allow for bookings to be made up to a number of days before the start of the event.
        • Course Classification (In order to prioritise events)
        • Category – used to categorise courses where end-user searches for events
        • Course Type (Internal, external)
        • Intended Target Market (memo box)
        • Terms and conditions. If the "Terms and conditions" is populated, the user must accept it before the request will be accepted.
      • Event Schedule
        • Create schedules with multiple days, each with its own start- and end time. These dates do not have to be consecutive.
      • Attendance
        • Attendee Tasks allow the coordinator to setup reminders and track progress of things to do per attendee, such as: Arrange parking, Arrange flight etc.
        • Monitor attendee requirements such as wheel chair access, special parking etc.
        • Monitor dietary requirements of attendees (if selected as part of booking process).
        • Print different versions of the attendance register, such as:
          • All Information on one page
          • Event details and Employee details on separate pages
          • One page per scheduled day
          • Barcode format register
        • Print barcode format register and use a barcode scanner to identify people who are attending. If the barcode software exports the attendance date in a prescribed file format, this file can be uploaded to automatically mark employees as attended, cancelled or no-show.
        • Where a course is also used as a step in a pathway, the Pathway progress report for the all the attendees on specific event can be monitored.
      • Advanced features:
        • Price. Provide a price structure that will be seen by the employee when a booking request is submitted.
        • Learner Record Cost. For reporting purposes, cost items can be associated to each learner record. These cost items can include training cost, travelling cost, accommodation costs etc. This cost is different to the cost that is shown to the employee on the booking screen.
        • A Requirements section, provision can be made for items such as wheel chair access, parking arrangements etc.
        • By setting up tasks on an event, the coordinator can track things to remember and things to do pertaining to the specific event.
        • A Resources section allows the coordinator to list all the physical resources that may be required for the specific event, such as Computers, White boards, Stationery etc.
        • A Feedback section allows the coordinator to link a pre-defined questionnaire or "happy sheet" to the event. A link to the questionnaire is automatically sent from the system after the event has taken place and employees' attendance statuses were updated.
          • Custom templates with different questions can be created by a system administrator.
          • Question types include:
            • Comment
            • Single option
            • Multiple options
            • Value
        • By setting a Target Audience, the event can be made visible to a selected target group. Target audiences can be based on:
          • Individual employees.
          • Specific job titles.
          • Manual target audiences (Provide SQL statement to enable nodes based on advanced conditions).
        • Setup notifications – refer to Notification runner section.

    • Booking on a course (End-user function):
      • List of published courses are available on the Self-Service portal. The employee can request a booking via:
        • Training calendar view
        • Training search list
        • "My Bookings" view
      • Employee has the option of requesting a course if the specific course is not available in on the training calendar or search list.
      • Settings allow for Training requests to either be authorised by a manager or go directly to training academy for confirmation.
      • When requesting a course booking, the employee will view a screen containing the following information:
        • General Event Detail
          • Event Reference Number
          • Event Status
          • Event Details
            • Course Name
            • Course Description
            • Course Type
            • Classification
            • Category
            • Region
          • Venue Details
            • Venue Name
            • Venue Description
            • Venue Address
            • Venue contact details
          • Room Details
            • Room Name
            • Room Description
          • Event Schedule (dates and times)
          • Requirements in terms of:
            • When can employee cancel
            • Up to when can the employee request a booking
          • Training Provider
          • Facilitator
          • Coordinator
          • Available seats and wait list size
          • Price
          • Intended Target Market
          • Terms and Conditions
        • The Documents tab will list selected documents that were attached to the event by the coordinator. This can include course material, maps, menus etc.
        • The Price tab indicates that course costs (if any) that are advertised by the coordinator.
        • The Evaluation tab allows an attendee to complete an evaluation form (if any) for the specific course.
        • The Feedback tab allows the employee to view feedback from other employees that also attended the same course in the past.

    • Email Notifications
      • When submitting requests for training, many email notifications can be sent to inform the employee, manager and training academy of such requests.
      • Email notifications are also sent when booking requests are approved, declined or cancelled.
      • Coordinators can resend certain emails such as Manager approval update, Event Update
      • Coordinators can view email notification logs to verify which emails have already been sent.