WHAT'S NEW

Version 12

After extensive re-design, and years in development, we are proud to release our newest version. We have added many exciting new features based on user requests, plus a few of our own. We have moved to a subscription-based licensing model. This greatly reduces the initial cost of using our software, and ensures that our clients will always enjoy free support and product updates, for as long as their subscription is current. If you are updating from version 10 or earlier, please be advised that read-only users do require a user license; however, legacy read-only users will continue to be able to use the program without a license, and only new read-only users will need a license. We have also added a new location feature which allows you to segregate data by location within the same database. You may track as many locations as you like; however, if you wish to grant users access to data from only one location, you will need a location license for each separate location beyond your primary location.

Highlights

• Separate records by location. Include training that is only required for a specific location, and limit users to only view one location (a location license is required to limit users to only one location).
• "Due By" date calculation has been added with a specified grace period before employees need to complete each training.
• Select to sort by training title or training number, and all screens and reports will automatically be sorted that way.
• You can choose a DSN-less connection, or the traditional connection to your back-end database. The DSN-less connection offers better performance and easier setup, and eliminates the need to have a full version of Access®.
• Automatic email notices may be sent to employees, supervisors, or others for training due or scheduled. Includes more options and gives you greater control.
• Print reports for Letter or A4 size paper.

Training Records

• Select to expire training in days or months.
• Training list is sorted by training title or training number, depending on your saved selection.
• Select which screen shows by default for training details.
• Assign a training to one specific location, or all locations.

Revisions

• Revert to a previous revision number, and more control over editing revisions.
• Revisions may be imported from Excel®.
• When you edit the revision, the release date is automatically updated.
• If you don't require re-training for the next revision, but you do for a later revision, all previous revision completions will be expired.
• When entering completions, you may only select from existing revisions.

Due By Date

• Set a default grace period before employees need to complete each training, and edit the grace period for individual training records.
• Show a due by date.
  • Due by date is carefully calculated based on a number of factors: grace period, release date, hire date, expiration date, or a date you type in.
  • Due by date is used on due reports and status screens.

Classes

• When you schedule a class and add the start time, the end time is automatically calculated.
• When you add a completion for an employee that was enrolled in a class for that date, the class is automatically marked as completed.

Employee Records

• Employee detail screens are sorted by training title or number, based on user preferences.
• Job Title History is recorded any time job titles change.
• See a list of subordinates under each employee from the employee detail screen.
• Select which screen shows by default for employee details.
• Updated individual reports from the employee detail screen include status of required training, complete report, and history report.

Data Imports

• Now you may import new revisions and automatically update the training record and indicate if re-training is required.
• Displays the imported records for confirmation.
• When importing training records, the records are matched by training number. If you don't have numbers, they will be retrieved from the database, or assigned.
• When importing employee records, the records are matched by ID number. If you don't have ID numbers, they will be retrieved from the database, or assigned.
• Added filters screen out data with errors.
• Importing from the client or the web now use the same import templates.
• Import completions and requirements only for existing training and employees, to prevent accidentally creating new training or employee records.
• Import a new supervisor at the same time as a new employee, and the supervisor will be populated to the employee record.

Automatic Email

• Automatically send notices to employees, supervisors, and/or a list of recipients for:
  • Training due within a specified number of days. Repeat notices after a specified interval if not completed.
  • Training scheduled
  • Reminder of training scheduled within a specified number of days
  • Monthly notices of training due the next 31 days sent on a specified day each month

Reports

• Filter reports by topic, or only show favorites on the report menu.
• Reports can be sorted by training title or training number.
• Logos now configured centrally to show on all reports.
• When printing individual certificates, you may select the training by title or number.
• Requirement source reports now list the specific source.
• Report filter now includes "Is Null", "Is Not Null", and "Not Equal to" as filtering options for any field.
• New Reports:
  • Class Attendance by Date
  • Completed by Department Average Hours
  • Due by Supervisor
  • Employee Job Titles
  • Employee Roster by Department
  • Employee Roster of Inactive Employees
  • Exceptions by Employee
  • Exceptions by Training
  • Job Titles and Employees
  • Job Title History
  • Job Title History by Employee
  • Required Training by Employee with Source
  • Requirements for Each Employee by Source
  • Status by Requirement Source
  • Status by Supervisor

Users

• Duplicate user names cannot be entered.
• Assign users to a specific location or all locations (an additional location license is required for each location assigned).
• Easily search the list of users.

General

• Section 508 Compliance: Controls have been designed for use with a screen reader.
• Primary screens are locked from editing by default to prevent accidental editing. Easily switch to edit mode when you need to edit.
• More search options.
• More data entry validation to avoid errors, null records, or duplicate data.
• Prevents you from entering duplicate items for department, job title, shift, class location, employee type, training type, or user lists

Version 11

Version 11 represents a major version update with many improvements and new features. In addition to the items listed below, screens and reports have been updated, and source queries have been improved.

Training

• Each training must have a unique ID number. If you don't have one, the program will assign one.
• Completion date validation does not allow future dates to be entered.
• Search training records by training title or training number.
• "Add-as-a-group" data is now stored locally to avoid crossing data in a shared environment.
• Exams are available online 30 days before the training expires.
• View classes scheduled and classes completed in separate windows.
• When enrolling employees as a group, enrollment is limited by the room capacity.
• Enter completions by scanning in barcodes from sign-in sheets or employee badges.

Employees

• Each employee must have a unique ID number. If you don't have one, the program will assign one.
• Search employee records by first name, last name, or number.
• See if each required training is required for their job title, department, or individually.
• For each employee, select any job title and see if that employee has completed the training required for the job, or what would be needed to qualify for the job.

General

• The new dashboard screen gives you vital information at a glance.
• An MS Office®-style Ribbon has been added for convenience.
• Null values are not allowed in identifying fields (such as Last Name, Training Name, lookup list entries, etc.)
• An "x" is available for all record deletions.
• Receive a warning that identifies the specific record you are about to delete before deleting it, to avoid deleting the wrong record.
• Users associated with inactive employees are locked out.
• Passwords must be 8 characters, and can't be re-used.

Version 10.5

Reports

• Added "Employee Roster by Department" report
• Added "Summary of Hours by Department" report
• Added inactive training and employees to History reports
• Updated report layouts

Import

• Improved importing from a previous version
• Added feature to check for duplicate records before importing

Edit

• Audit trail enhancements when editing records
• Added ability to edit specific fields on the status detail screens

Added a 64-Bit version

Version 10.5 also offered bug fixes and other minor enhancements.

Version 10

With this version, the back end has been completely re-designed from the ground up to provide better performance, and to allow TRAIN TRACK® to more intelligently evaluate your data.

Standard User Interface Re-designed

• Improved performance.
• Cleaner layout and updated graphics. Start menu re-organized.
• Tabs have been replaced with drop-down menus to allow users to filter data displayed on the screen.
• All queries have been re-written and the application has been optimized for Access 2010.
• For the client/server edition, queries have been moved to SQL Server®..
• User authentication has been moved to the server for better performance.
• More data entry validation to prevent errors and duplicate records.

Automatic Email Notices

• Automatically send notices to employees when training is due, when they are registered for a class, or to remind them of upcoming classes.
• View a list of notices that have been automatically sent.
• Automated email can be configured to use any SMTP mail server and does not require that you use any particular email program (it does NOT require that you use Outlook).
• In addition to the automatic notices, you may now send notices to employees of scheduled classes, and continue to send notices of training due to employees, supervisors, or a list of recipients.

More User Levels

• Assign users the ability to view and edit all records, just one department, or just their subordinates.
• A new "Completions" user level may only edit training completion records for their assigned group of employees (all, one department, or their subordinates).

Regulatory Compliance Enhancement

• All of the features from the Compliance Edition are now included in the client/server edition at no extra charge
• Audit trail function at the database level
• Automatic email alerts for multiple login failures.
• Restore deleted employee records.
• Restore deleted training records.
• Add electronic signatures to existing records.
• You may set the length of time before TRAIN TRACK® automatically shuts down due to inactivity.

Import and Export Improvements

• Export all training records.
• Export all employee records.
• Now you can export any report to Excel and keep the sorting and grouping levels.
• Employee records and completion records may be updated from Excel by linking name or ID number to existing records.
• Training records may now also be updated from Excel, and only the new information will be added.

Calculating expiration dates and determining completion status fully automated

• Expiration dates are automatically calculated based on the months to expire and the next revision release date.
• No more manually updating records:
  • if you enter a completion for an old version, it will automatically show as expired.
  • Parent and child training completions are automatically included in status calculations.
• You can over-ride the calculated date with an earlier expiration date.

Training Groups and Substitutions

• Now when you set up a parent module with child training grouped underneath, you can specify the number of child trainings needed in order for the parent to show as complete.
• You may substitute one training for another by placing both acceptable training records unser a parent group and indicating that only one of them must be completed.

Classes

• Class records now include start and end times, which may be selected from a clock function that you can configure--only the time periods and increments you want will be available for selection.
• Class locations may be selected from an editable list of available locations.
• Each location includes a capacity, and registration reports display the capacity and the current enrollment. Once the capacity is reached, additional enrollments are not allowed.
• TRAIN TRACK® prevents enrolling duplicate employees.

Employee Records

• Filter the data you see on the employee detail screen, including historical completions, scheduled classes, and more.
• Supervisors are now selected from a list of existing employees for better linking of subordinates to supervisors.
• Employee ID numbers allow alphanumeric characters.
• TRAIN TRACK® prevents entering duplicate records.

Reports

• Reports have been streamlined and improved.
• New reports including a report showing the source of each requirement (i.e. job title, individual, parent module, etc.)
• More custom report filter choices.
• More reports include total hours and total cost.

Revisions

• Now you can add a revision with a lower number.
• You can edit previous revision records.
• All revisions, including the initial revision, are included in the revision history with release and expiration dates.

Training Records

• Release date added to training detail.
• Description added to training detail.
• Training types are selected from an editable list of available types, making it easier to generate a report for a specific type of training.
• Easier to see if a training is required for all employees.
• View the parent module for a child training.
• TRAIN TRACK® prevents entering duplicate records.

Exams

• Exam users have a new login screen and a new main menu with options to review documents, take exams or record training completions, and more.
• Employees may take exams that are due to expire within the next 30 days.

Version 9.5

Audit Trail and Electronic Signatures added to Client/Server and Web Component

• Audit Trail: Retain a history of every record change.
• Electronic Signatures: sign and lock records from further editing.

Web Component

• Import records from Excel®
• Update a group of records all at once.
• Send email notifications of class registration.
• Users may reset their own password.
• Search employee records and training records.
• Audit trail tracks all record changes.
• Calendar pop-ups added to date selection fields.
• Additional reports, including filter by department or training.

Version 9.0

Compliance

• The Compliance Edition has been completely revised and updated, with the compliance features fully integrated into TRAIN TRACK®:
  • Audit Trail
  • Electronic Signatures
  • Additional Security
  • Search and Report or Export
• TRAIN TRACK® has been fully validated.

Search, Report and Export

• Search for multiple criteria from any field, and view results in a report or export to multiple file formats.
• Improved Export to Excel® Function: Easily export any report to Excel® just by clicking a button on the report menu. Works with any version of Microsoft® Access™!

Security

• Employees can now set and change their own password for added security.
• Administrators can reset forgotten passwords.
• Administrators can set the length of time before passwords expire.

Certificates of Completion

• Easier to print individual certificates of completion.
• Print certificates of completion for an entire class at once.

Import from previous version into SQL Server

• Automatic import into the client/server edition database from any other edition.

Reports

• Select the date range for Due by Employee, Due by Date, and Due by Department reports.

Other Minor Fixes and Enhancements

• Sort orders fixed for Microsoft® Access™ 2010.

Version 8.0

Barcode Scanning

You may now print sign-in sheets with a barcode for each employee. To record completion of the training, the user may simply scan the barcode for each employee who completed the class.

Certificates

You may now print certificates for individual training completions.

Web Component

The optional web-based user interface runs on any web browser. The web interface connects to the same back-end database as your traditional user interface, and both may be used at the same time.

• Faster performance
• Employees may log on to register for scheduled classes, view their status, or take an exam
• An additional user level allows users to view and edit data for those they supervise
• Home page includes overall training totals by status
• Nothing to install on individual workstations

Validation Package

• TRAIN TRACK® has been validated by experts from an outside agency.

• A complete documentation package is available.

.Part 11 Toolkit

• Search and Report: Search multiple fields and create reports or output results to Excel.

• Audit Trail: Retain a history of every record change.

• Added Security and User and Password administration.

• Electronic Signatures.

• Inactivity timeout..

Screen Resize

If you are using Access 2007 or 2010, the fields will automatically resize when you resize your screen.

2009 Version 7.5

Performance

• Significant improvements to performance, especially with large data sets, on both the employee detail and training detail screens.

Import

• When you import employee records from your Excel template, you may include "status" and "linked document".

Custom Reports

• You may now delete custom reports.

2009 Version 7.3

When you import employee records, existing records will be updated.

2009 Version 7.2

Exceptions to Requirements 

• You may now select individual employees to exclude from training requirements, even if the training is required for their department, job title, or for all employees.

Enter and Edit Data

• Add Photo, Address, DOB and SS# to Employee Records.
• "Quick Add" screen allows you to quickly add training completions as a group for any training, without the need to locate the specific training detail screen.
• You may now delete revisions, or edit revision details including revision number, and track if retraining was required for each revision.
• The Employee Detail screen, Completed tab, history view includes inactive employees or trainings, and failed trainings, but current view does not.
• Job detail screen now lists all employees having the job title as either a primary or secondary job title, and only lists active employees.
• “Delete Record” command added to menu bar and shortcut menus.
• "Mark all Complete" from the Training Detail screen, Scheduled tab, now also inserts score and pass/fail.
• Automatically insert completion dates for all training components if a module is complete.

Reports

• New Sign-in Sheets:
  • All Employees for Any Training.
  • All Employees for Selected Training.
  • All Required Employees for Selected Training.
• Supervisors (limited users) are now able to view records for those they supervise, plus the employees that report to those they supervise, two levels down.
• Send email notices of trainings due within 90 days to all or selected employees.
• You may now edit the message for all email notifications.
• Status by Job Title report added.

View

• When employees logs on to take an exam, they may view the linked document directly from exam screen.
• Quick links to relevant help pages have been added to each screen.

Plus other minor fixes and enhancements.

2009 Version 7

TRAIN TRACK™ 2009 is a completely new program designed for Access 2003 or 2007. While this is not an update for TRAIN TRACK™ 2000 or TRAIN TRACK™ 2003, it is based on the proven and tested technology used in the earlier editions. All of the code, functions, and processes have been thoroughly reviewed and optimized to bring you an even better application. We have added many exciting new features based on requests from users, and improved many of the existing features.

Improved user interface and graphics

• TRAIN TRACK™ 2009 has a whole new look, with a larger screen size and updated visual user interface.
• In list view, you may now re-arrange and re-size the columns, and sort by multiple columns.
• Menus and navigation controls have also been updated, with the addition of quick links and new menu categories.
• It is now easier to view the exam screen or the limited user screen, then return to the main application.

More ways to track trainings

Training modules

• You may designate a training as a module, and select component trainings to be a part of the module.
• When the module is assigned as a required training, all component trainings are automatically included as required.
• There is an automated function to record the completion of the module when all components are completed.

Training series

• You may designate a training to be required a specified time period after another training has been completed.
• The second training will show as required after the specified time period from the first training.

Training detail screen

• Link a document to each training completion record.
• Select to show only non-expired, or a history of all completions. Expired completions are shown in gray.
• You may delete a scheduled class, and the records of enrolled students are also deleted.
• Revision numbers or letters are validated (cannot be less than or equal to current revision).
• When marking all complete for a scheduled training, the scheduled date is entered.

Employee detail screen

• New tab listing only Needed trainings.
• Select to show only non-expired, or a history of all completions. Expired completions are shown in gray.

Select from list

• Select employee shift and employee location from drop-down menus which you may edit.
• Select trainers and class locations from those previously entered.
• Status options have been changed to “Active” and “Inactive” instead of “Current” and “Removed”.

Easier to find records

Search functions

• Type in a full or partial training title, or employee name, click “go”, and the records that match your search will be displayed.

Show only required employees on add-as-a-group

• You may now select to only show the employees that are required to complete the training on the selection screen, making it easier to check off the appropriate names.
• Available when scheduling employees as a group, and when adding training completion records as a group.

Mark reports as favorites

• You may select the reports you use frequently as "favorites".
• Favorites are listed at the top of the report menu so that you can find them easily.
• You may remove a report from "favorites" at any time.

Easier to import data

• When you import data from Excel®, duplicate records are not imported, and the number of records imported is displayed.
• You may now import training requirements.
• When you import required trainings or training completion records, any new trainings or new employees are added to the database.

More Report Options

• More than 10 new reports have been added
• All reports and queries have been reviewed and optimized as needed.
• Option to include only non-expired or a history of all completions on individual reports.

Added Security

More user access levels

• You may now allow users to have read-only access to all screens.

Better Exam Security

• You may indicate the number of answers an employee is allowed to select for each exam question.

Updated installer

• You may select which components to install.

Highlights of improvements in version 6

Login: TRAIN TRACK now authenticates users through their network login, so there is no need to type in a separate user name and password. This makes it more secure and easier to use.

Easier Navigation: Saved sort orders (only for the open database version; sort order cannot be saved in the standard version), more links on the navigation bar, and a "back" button to return to the previous screen.

Add data on the fly: Add new departments and job titles by typing them right into the field; no need to open the edit screen.

User Levels: TRAIN TRACK® now includes five levels of access:

Administrator: The administrator can edit all records, and can also edit users and user levels.

Standard user: The standard user has the ability to edit all records.

Read-only user: The read-only user has the ability to view all records, but cannot edit any records.

Restricted user: The restricted user may only view reports for the employees under their direct supervision.

Employee: The employee may log on to take exams, open documents linked to each training, and review their own training status information. The employee does not need a license to use these features.

Select date ranges or criteria for reports: Select a date range from a pop-up calendar for all completed training reports. There are also new summary reports with charts. For the custom reports, your logo is now displayed, and you may now select to include only required trainings, only completed trainings, or both.

Cost: You may now record costs for each individual employee training.

Send emails to supervisors: You may now send an email summary to all supervisors listing only their employees.

Assign multiple job titles: You may now assign multiple job titles for each employee. The requirements for all assigned job titles will be reflected for that employee.

Add requirements as a group: You may now select from a list of employees to insert requirements as a group.

More Employee data: Employee type has been added, and you may also edit the list of available types. A new section has been added to record qualifications such as education, skills, experience, and certificates.

Lockout recovery tool: You will not be locked out of TRAIN TRACK® if the original user leaves your company. You will be able to open TRAIN TRACK® with your original registration code.

.pdf help files: In addition to the html help files, the program now also comes with a .pdf version.

Department tracking: A change made to the name of a department will now automatically be reflected for all employees in that department

Link a document to each training: You may insert a link to a document for each training.

Highlights from version 5

Version Tracking: Document Revisions are now incorporated, making it easy to track re-training needed for a new version.

Custom Reports: Now you can save your custom report criteria to use again, including a report title. You can also select to include required trainings or completed trainings on your custom reports.

Editing: It's now easier to add, edit or delete records from all screens, and you can add a training requirement directly onto the employee screen. Groups of records can be updated all at once.

Exam Tracking: You may simply record pass/fail and score for each exam, store all questions and answers and print exams, or even allow users to take exams electronically.

Export Data: Now you can export any report to Excel or other file formats using a menu button. You can also send reports as email attachments.

HTML Help Files: The User Manual has been replaced with standard Windows Help files which are easy to search and navigate.

Import Data from Excel: Import lists of employees, trainings, or training completion data at any time.

Reports: A new Report Matrix defines the criteria used for each report. Additional reports are included, date range has been added to selected reports, and totals are included on most reports. You can also add your own logo to the reports.

Required Trainings: Now you can require a training only for employees hired within a specific date range. You can view the Status of a training for all required employees from the training screen. You no longer need to enter a class in order to schedule trainings in advance.

Screens: Improved menus and screens, with larger data fields and more options. A separate screen has been added to track approved trainers for each training.

Data Fields: Fields have been added to track Training Hours, Employee Shift and Location, Exam score and Pass/Fail.