University of Colorado Payroll & Benefit Services. Training Records Lookup
Payroll & Benefit Services
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:
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:
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.
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?
use the Review Training Summary
use the Student Training History Report
use the Admin Training Report
We’ll begin with Review Training Summary and Student Training History Report
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
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?
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:
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.
Seeing is believing. Let’s run the Admin Training report.
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.
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:
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!
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:
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.
This is the Process Scheduler Request page:
This is the Report Manager page:
Occasionally click until the Status of the report is Posted
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.)
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.