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University of Colorado Payroll & Benefit Services. Training Records Lookup

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University of Colorado

Payroll & Benefit Services

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Training Records Lookup

Welcome! We have designed this Enterprise Learning mini-course to explain how to look up student training records that are recorded in HRMS. In the Enterprise Learning module, all ‘students’ are employees and POI’s (university affiliates). After completing the 4 sections in this course, you will be well on your way to knowing how to research individual employee training records, as well as training records for your entire department or campus.

The 4 sections to the course are:

  • Introduction
  • Review Training Summary
  • Student Training History Report
  • Admin Training Report
  • Conclusion

Let’s begin!

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Introduction

What is Enterprise Learning and what is it used for?

Enterprise Learning is the place of record for much of CU’s employee training data. This module in HRMS tracks employee training for courses provided by the university, such as Sexual Harassment, HIPAA, Hazardous Materials, HRMS and Finance/ Budget training. By using the Enterprise Learning module, and depending on your row-level security, you can access course training information for an individual employee or an entire department – or even an entire node on the HR Tree.

Payroll personnel liaisons (PPLs) are often asked to research training records for employees in their department. A PPL’s supervisor may ask questions such as:

  • Has Celeste taken the required “xx” course?
  • Is there a report you can run to see who has (or has not) taken the

required “xx” course in our department?

PPLs can be confident in responding “Yes” to both questions.

How do you do this? Let’s find out.

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Introduction,continued

  • Review Training Summary
  • Student Training History Report
  • Admin Training Report

Which One Do I Use?

There are three ways to look up training records. Your lookup choice will be dependent upon your research needs. Do you need to look up one, or perhaps a few people?

Or, do you need to see training data for your entire department?

    • To research training records for INDIVIDUAL EMPLOYEES,

use the Review Training Summary

    • To research training records for INDIVIDUAL EMPLOYEES, in a report format,

use the Student Training History Report

    • To research training records for MULTIPLE EMPLOYEES,

use the Admin Training Report

 We’ll begin with Review Training Summary and Student Training History Report

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Review Training Summary

The quickest and easiest way to inquire into a single employee’s training record(s) is by viewing the data in this Review. Let’s look up Wile E. Coyote’s training records.

Navigation to this Inquire is:

Home > Reports and Reviews > Training

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Student Training Summary Inquire, continued

Here is a list of Wile’s training records that have been recorded in HRMS. To view all the student’s training records, click View All. To narrow your search to a specific category, such as Fin/Budget, enter the Category Code – F. To return to the original page of training records, click .

See how quick that was to view a single employee’s training records? If you prefer to run a report with this same data, run the Student Training History report. It is designed to run for a single employee.

So, what does the Admin Training report provide me that this Review or Student History Report does not?

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Admin Training Report

Simply put, the Admin Training report is designed toprovide a list of all employees (rather than just one) that have taken a specific course, accompanied by the date they took the training. Getting to the report data however, requires a bit more work on your part than searching via the Review Training Summary or running the Student Training History report.

When you are ready to run the Admin Training report, setting upspecific report parameters is a must. These report run control parametersallow you to choose what training data you want to see. Depending upon your row-level security, there are numerous parameters available. For example, you may be able to run this report:

  • for one or more departments
  • for your entire campus or node on the HR Tree
  • for a particular job code
  • for a specific employee group(s)
  • for all employees in your department, in alphabetical order
  • for multiple courses, all in the same report

Knowing how to correctly set up the run control parameters can provide you with a dynamic reporting tool that allows for easy tracking and analyzing of employee training records.

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Admin Training Report, continued

Seeing is believing. Let’s run the Admin Training report.

HRMS Navigation:

Home > Reports and Reviews > Admin Training

(Note: Not all steps for running the Admin Training report is included in this course. For complete instructions, refer to the Admin Training Report Step-by-Step Guide on the PBS web site at http://www.cu.edu/pbs/sbs/#misc.

  • Admin Training Report
  • Simply put, the Admin Training report provides a list of all employees that have taken a specific course, accompanied by the date they took the training. Getting to the report data however, requires a bit more work on your part than searching via the Student Training Summary Inquire
  • When you are ready to run the Admin Training report, setting up specific report parameters is a must. These report run control parameters allow you to choose what training data you want to see. Depending upon your row-level security, there are numerous parameters available. For example, you may be able to run this report:
    • for one or more departments
    • for your entire campus or node on the HR Tree
    • for a particular job code
    • for a specific employee group(s)
    • for all employees in your department, in alphabetical order
    • for multiple courses, all in the same report
  • Knowing how to correctly set up the run control parameters can provide you with a dynamic reporting tool that allows for easy tracking and analyzing of employee training records.
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Admin Training Report, continued

Here is the report run control parameters page. You will need to select the necessary parameters for this report.

Do you want to run this report:

  • for the entire UCB campus?
  • for a particular job code or a particular employee?
  • for the entire VC for Academic Affairs node on the HR tree (Campus Subgroup)?
  • for a particular personnel group, or all of them?
  • for one, or multiple departments?
  • for one, or multiple courses?

TIP: Even though you can run this report for a single employee, why would you? It’s quicker to inquire using the Review Student Training Summary!

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Admin Training Report, continuedYou may, or may not be able to run the report for all the choices listed on the previous page. It all depends on your row-level security. Users running this report are restricted to the departments or nodes within their row-level security. If you try to run the report selecting parameters outside your security profile, the report will not produce any data. Here’s a good rule of thumb to follow regarding security access and this report:

  • If your row-level security is not set at a high level of access for your entire campus or for campus subgroups, bypass the Campus and Campus Subgroup fields.
  • Additionally, unless you need to see data during a set period of time, leave the From Date and End Date fields blank!
  • In general, most report users run this report using only the parameters in these 3 sections.
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Admin Training Report, continued

For example, in the Department of Anthropology you need to know who has/has not taken the required sexual harassment course(s), the Fiscal Code of Ethics course and the 8.3 HR New User Training course. Listed below are the run control parameters you would select:  

TIP: When selecting the parameters, you may insert or delete rows by using the icons.

The next step in running a report is to click on the button, which is not visible in the screenshot above.

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Admin Training Report, continued

This is the Process Scheduler Request page:

  • Select PSUNX for the Server Name (if not selected, the report will not produce data)
  • Select Web for *Type and PDF for *Format
  • Click on
  • Click Report Manager
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Admin Training Report, continued

This is the Report Manager page:

Occasionally click until the Status of the report is Posted

  • Click on Admin Training to view the report data
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Admin Training Report, continued

View the report:

This report shows an alphabetical list of employees in Department 10206 with corresponding dates of training completion for each of the courses requested. If an employee has taken the same course more than once, only the most recent occurrence of training will appear on this report. (The Review Student Training Summary, however, will list all occurrences.)

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Conclusion

In summary, we are confident that using the Review Student Training Summary, the Student Training History Report and the Admin Training Report will provide you the tools you need to research your employees’ training records. What is important to remember is that the Review Training Summary and the Student Training History Report is designed to look up individual employee training records and the Admin Training Report is designed to look up training records for multiple employees by department and course. A reminder that the Step-by-Step Guide titled Admin Training Report is available on the PBS web site at http://www.cu.edu/pbs/sbs/#misc.

Thank you for taking this course. We hope this information has been helpful.

Please contact Payroll & Benefit Services at (303) 735-6500 if you have any questions about the Enterprise Learning module and this course.

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Payroll & Benefit Services

University of Colorado

1800 Grant Street, Suite 400

Denver, CO 80203

Campus Box 400 UCA

Phone: 303-860-4200

Toll free: 1-855-216-7740

Fax: 303-860-4299

E-mail: [email protected]

www.cu.edu/pbs

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