Training

TRAINING

What Training Information is Stored?

TRAIN TRACK® allows you to list all of your training, assign required training to employees, and track training completion data. Training can be viewed as a list, allowing you to easily scroll through the records to find a training. From the list, you can select a training and double-click on it to open it in detail view.

TRAIN TRACK® may be used to track traditional classroom training, external training, SOPs, licenses, certificates, skills, etc. Include any item you wish to track on your list of training, and then you may assign them as required, record completions, and keep track of expiration dates.

Training Record Fields

Training records store general information about each training.

Field	Data Type	Size	Required?	Default Value	Description
Training Title	Text	150	Yes		Title of the training, document, or other item you wish to track.
Training Number	Text	50	Yes, Unique	Assigned by program	Each training must have a unique number. If you don't have one, the program will assign one.
Revision	Text	10	Yes	0	The current training or document revision number. When you add a new revision, you may indicate if re-training is required.
Release Date	Date			Current date	The date the revision was released. When you add a new revision, this date will be filled in for you.
Training Type	Text	250			Select from a list. You may edit the list by double-clicking, or just type a new value into the field.
Description	Text	500			Description of the training.
Training Hours	Number				The number of hours required for this training. Decimals may be used.
Status	Active or Inactive		Yes	Active	Status of the training. You may set it to "Inactive" to keep the historical data but exclude it from current requirements, screens, and reports (except the history reports).
Expiration Period	Months or Days				Set the training to expire in days or months, and set the length below.
Expiration Length	Number				The number of months or days this training will be valid before a renewal is needed. Expiration dates are automatically calculated based on this number. Leave this field blank if you do not want a training to expire.
Owner	Number				Stores an employee selected as the owner of the training.
Grace Period	Number			The value set under Options	Number of days after release or after new hire before the training is due. Due date calculation is based on this number.
Linked File	Hyperlink	250			Allows you to link any type of document to the training record. Linked documents may be viewed by employees prior to taking an electronic exam.
Required for all employees?	Yes/No			No	Is the training required for all employees? If so, no other requirements need to be added.

Training Record Fields

Inactive training is kept in the database and included in some reports such as historical reports. They are not included in most views or reports. To see which reports inactive training is included in, open the report menu and check the "Active" column.

Training Related Data

The user may select related data to display by selecting items from the drop-down menus:

Categories to select the data to show			Description
Classes	Completed		Completed classes for this training (scheduled in the past)
	Instructors		Approved instructors for this training.
	Scheduled		Classes scheduled for this training (scheduled in the future).
Completions	History (Edit)		All records scheduled, completed, failed, or expired.
Completions	Not Expired		Completions that are not expired.
Exam			Exam questions and answers.
Notes			Any notes associated with the training.
Requirements	Exceptions	Hire Date	Hire date range for requirements.
		Individual	Employees exempt from completing the training.
		Job Title	Job Titles exempt from completing the training.
		Department	Departments exempt from completing the training.
	Groups	Child Module	If the training is a Parent, the Children associated with it.
		Parent Module	If the training is a Child, the Parents it is associated with.
		Series	If the training is part of a series, the subsequent training required.
	Required by	Department	Required departments.
		Individual	Required individuals
		Job Title	Required job titles.
Revision			Revision history.
Status	Required	All Required	Status of all required employees.
		Completed	Required employees with status “Complete”.
		Needed	Required employees with status "Expired", "Failed", or “Needed”.
	Scheduled		Employees with status “Scheduled”.

Training can be required for all employees, for a specific job title or department, or for individual employees. You may also make exceptions to these requirements for employees hired outside of a date range, for individual employees, job titles or departments. You may set up your requirements using any combination of these requirements and exceptions. Training can be set to expire in any number of months, or to never expire. Exams can be required, and can be stored within TRAIN TRACK®. Training records can also be imported from Excel®.

Training Sort Order

You may view training sorted by Title or by Number on screens and reports. See Options and Settings.