Incumbent Training

The Incumbent Training Tab

The incumbent training area stores details of any training courses which apply to this incumbent. Training courses normally involve some cost to the company, whether internal or external. Training courses added to an incumbent will automatically display in the linked employee file, and vice versa.

Adding a Training Event

1. Go to navigator > HR > Position and Incumbents.
2. Select the required position.
3. Click on the Incumbent(s) tab, highlight the required incumbent and click the Editbutton.
4. Click on that incumbent's Training tab
5. Click on the Add New button, complete the following information as required:

Field	Explanation
Training Type	From the drop down list select the Traning Type as it has been defined in the HR Validation Tables, or select <<Add New>> to create one as you work.
Training/Course	The available list of Training/Course depends on the Training Type which has been chosen. Alternatively select <<Add New>> to create one as you work.
Start Date & Time	Enter the date and time the Training starts.
Finish Date & Time	Enter the finish date and time of the course.
Continuous	Select this box if you want the planner to show a solid block from the Start Date/Time to the Finish Date/Time.
Training Company	Select the Training provider company from the drop down button.
Trainer	Click the drop down button to search for a trainer or click <<Add New>>.
Cost	Enter the total cost of the Training as you wish it to appear on reports. Including or excluding GST is at your own discretion. This figure can include costs from external sources such as travel, accommodation and fees payable to training institutions, as well as the internal labour cost of the attendee's absence (using the fields below). If you wish to enter a breakdown of the total figure, use the notes area at the bottom of the screen.
Invoice No	Enter an invoice number (if applicable). You may enter up to 15 characters.
Duration	Enter the duration of the course (in hours). This prints on reports and is also used to calculate the labour cost of the training (duration x hourly rate).
Hourly Rate	This figure defaults to the employee's default hourly rate set in the Employee file > Pay Items > Default Pay Settings. The calculated cost (duration x hourly rate) can be added to the cost figure above if required. The hourly rate can be overridden if needed.
Attended Flag	Select if the employee has actually attended the course.
Results	Select the required option from the drop down list, or select <<Add new>> to create a new one.
Score	Enter the attendee's final score (as a percentage).
User Date	This is a user defined field and can be used for any number of dates. As an example you can enter the date this record was entered or amended.
External Reference	Use this field to enter any reference material, eg: a web site URL
Brief Notes	Add any applicable notes
Action Items	Select the Action Items tab to access any actions which have been set for this Training Or use the Actions button to generate a Task, Phone Message or Emailrelating to this Training.
Documents	Select the Documents tab to access any documents which have already been linked to this Training, or click the Add New button to add a document now.

 

6. Click OK to save changes and close the window.
   
   
   

Any default Training courses which have been defined for a Position can be copied to incumbents of that position, and then modified as required.
To do this:

1. Go to the Position node and select the required position
2. Click on the Incumbent(s) tab
3. Click on the Apply Related drop-down arrow and select the Training option.
   
   
   
   
4. Click next in the Apply Related Position Training Wizard pop up window, to Apply the Training to that position.

5. Select the relevant Training to apply and click Next.

6. Click Next on the Position and Employee screen.
7. Click OK to close the wizard once the Training has been applied.
   
   

You can then edit the incumbent and add any specific details to the Training course as described above.