TRAINING SCHEDULING

• User Manual
• Event Management: Create Master Data
• Event Management: Create a new Event
• Event Management: Book a Course
• Link Evaluation to an Event
• Configure Microsoft Teams and Zoom to use as a Online Event Platform
• User Manual - Condensed
• Quick Reference Guides & Practical Exercises
• List of Quick Guides & Exercises
• FAQ's

User Manual

Event Management: Create Master Data

As an example of working with Event Management master data we will populate a few Venues, add an Event Coordinator and also discuss adding Training Interventions.  This will be used to demonstrate the importance of correctly registering your master data and also emphasise some of the the functionalities of the master data sections.

Venues

The diagram below shows in a simple way how much information could be captured against a venue. It must be added that Venues is probably the most comprehensive of the master data sections. Besides populating the venues, the additional information that will also be discussed is:

Adding a Venue

1. Open the list of venues from the event management master data:

Modules | Event Management | Master Data | Venues | Venue

2. If a venue is to be deleted, tick its delete checkbox and click Delete.

3. To add a new venue, click Add. A blank venue page will open where you can provide the appropriate details.

4. Complete the venue detail page and click Save. After submitting the venue, the previously greyed-out tabs (Room, Communication, Address, Documents and Campus) become active.

5. Save Add New is used to to save the current venue and immediately create a next blank page for another new venue to be added. This is a handy feature when you have to add multiple venues one after the other.

6. After saving a Delete button is displayed so that a venue can be deleted while still on the venue screen.

The information on the venue’s other tabs is optional but can be of great help in preventing event disasters e.g. overbooking a room, booking an event on the wrong campus etc. When an event is set up, the information provided on the other tabs will generate subtle warning messages e.g. when allowing more attendees than a room can accommodate.

Adding A Room

7. Click to open the ROOM tab. On this screen, if it is an existing venue with existing rooms, a list of available rooms is shown. This list looks similar to the list of venues.

8. Click Add on the room tab to add a new room to this venue.

9. Provide the room details and click Save to submit.

Venues Not Showing on Event Detail Page?

There are two reasons why a venue that was registered under master data does not show up in the venue library on the event detail page:

Enable cross-schema booking on rooms (optional)

1. From the System Administration Tools menu, click to open the configuration item: follow the navigation below and click show all.

System Administration | Tools | Configuration | Framework | Human Resources | Event Management

2. In the list of settings search for Enable cross schema booking on rooms and tick the setting value checkbox. Click Update Settings.

On the Room Detail tab you will now see a new setting available that will allow you to publish rooms to other schemas.

3. Tick the checkbox of each schema you want to publish the room to, click Save.

Linking a Room to a Campus

Linking a room to a campus is an optional step and will not be discussed here. It is not a requirement anywhere in the system and will not affect its working or the selections that can be made.

Linking a Venue to a Campus

Linking a venue to one or more campuses is an optional step unless you operate the event module on a campus basis. Refer to the working with campuses section for more information on setting up campuses.  

If the event management module was configured to operate on a campus basis, the following should be considered when loading venues:

In order to link a venue to a campus, follow these steps:

1. Open the list of venues from the event management master data:

Modules | Event Management | Master Data | Venues | Venue

2. To open click on the venue that must be linked to a campus. From the venue’s tab strip, click campus to display a list of linked campuses.

3. Click Add to open the campus selection screen.

4. From the list tick the campus that should be linked to this venue and click Select to link it.

If there are no existing campuses to link, click Add then complete and save the campus detail.

Coordinator

As with the list of standard venues, a list of event coordinators can also be loaded. This library of coordinators is then available for use in events.  

Adding a new Coordinator

1. Open the list of coordinators from the event management master data:

Modules | Event Management | Master Data | Coordinator

2. Click Add to add a new coordinator to the library by selecting an employee from list of employees.

3. If a coordinator is to be deleted, tick its delete checkbox and click Delete.

Note: If the coordinator is currently linked to a future event, the message in the image below is displayed:

The message warns that the coordinator(s) are still linked to events and, if you want to proceed with the deletion of the coordinator(s), the earliest date on which the coordinator(s)
can be deleted. This date is typically a date just after the last event for a coordinator has been completed.

Make your selection of coordinators to delete or to leave on the list and click Delete to accept the future dates on which the remaining coordinators will be ended in the system.

Training Interventions

The training interventions master data section contains a library of courses that can be used in events. As such the information required seems relatively simple and only one field, the Intervention Name, is mandatory. These are found on the Training Intervention Detail tab.

Training Intervention Detail

However, a closer look at the role the screen on the next page and its information plays, reveals many important aspects that determine amongst other things:

Below is a description of the purpose of some the fields as well as some general guidelines.

1. Code

A code a client uses to uniquely distinguish this course. The code is not an auto-generated field. 

2. Training Intervention Name (Required)

A name serving as heading for an intervention. Attention should be given to this name since it is:

The name under which an assessment is published.

 3. Description

Describe the focus and contents of an event. The field allows text formatting.

4. Type

This field determines where (in which module) an intervention is displayed. If an intervention’s type is:

5. Training Provider

The training provider usually responsible for training on this intervention.

6. Learning Type

An arbitrary categorisation. Potentially affecting the categorisation on reports. Examples of typical learning types are 1 Day Classroom, Awareness Training, Motivation etc.

7. Nature of learning

An arbitrary classification of learning. Examples are Internal, External, Formal etc.

FOR NQF-ALIGNED INTERVENTIONS ONLY

8. NQF Level

Use only if the course is NQF aligned.

9. NQF Band

1 - 4: General and further education and training qualifications sub-framework
5 - 7: College diplomas and technical qualifications
8 - 10: Degree and occupational qualifications

10. Credits

Use only  if course is NQF aligned.

11. Hours

Number of hours the average person would need to complete this course.

12. Automatic certification

Can be used to automatically issue a person with a unique certificate number on successful completion of a course. The rules for this are process-specific and must be configured by Signify Software.  To activate and use this option, please contact Signify for assistance.

PRINTING OF LEARNER CERTIFICATES

13. Learner can print certificate when competent

If a person was marked competent on a course and this check box is switched on for the particular intervention, the learner record would be available on the Employee Self Service Portal and the employee could then print an official certificate for himself.

14. Certificate Display

If used, will override the intervention’s name with a specific certificate-friendly name.

16. Skills Priority

Used in SETA reporting.

18. Learner record expiry options

Only used for reporting purposes.

19. Training category

A list of the DTI training categories.  Find below a short definition for each category.

20. Sub category

For reporting purposes.

21. Log to Learner record

Tick this box if an intervention should cause the Log to Learner Record checkboxes to be ticked by default on step 3 of the Attendance register of an event.

Costing Structure

The Costing Structure tab allows a user to specify the cost elements for an intervention. This structure is then available on employee learner records, on training event attendance registers etc.

Note the following when specifying the cost elements:

1. Click Add to add new cost elements from the cost elements library.

 

Event Management: Create a new Event

1. Open the event management module

Modules | Event Management | Administration | Manage training

2. Click Add New Event.

A blank Event Detail screen is opened where the event is planned. If any fields on the event detail screen are automatically filled in when it is opened, it is because a default event template exists which serves as the starting point for all new events. This default template is used to pre-populate every new event with selected information e.g. prices, requirements etc.

On the blank event detail screen, note the following:

3. Complete the event detail page by selecting appropriate values and then clicking Save. If a warning message appears acquaint yourself with the contents because in many cases it could warn you of possible conflicts e.g. number of seats available etc.

Note how the STATUS and EVENT STATUS fields of the event change when the event is saved.

Notes on Using the Libraries

Some of the libraries used to select items from are either interdependent or dependent on other events. A few examples are:

At the top of the page a ribbon of new functionalities has now appeared besides the previously inactive tabs that have now also become active.  

Save Event

Saves the event details and displays a Saved Successfully message as confirmation.

Copy Event

Use the current event as a template to create another event from. All details will be copied over but you will be expected to provide a new event date and time.

Settings

Specify event-specific characteristics e.g. if the event can be booked from a training pathway etc.

Confirm Event

Once it is certain that an event will go ahead as planned it can be confirmed by clicking this button.

Cancel Event

An event can be cancelled at any stage by clicking this button. The event will not be deleted but will be moved to the Cancelled Events status where it could still be viewed or even reused.

Finalize Event

The event has taken place, the attendance register has been completed and all invoices paid etc. Click this button to finalise and “archive” the event.

Publish Event

An event is not visible to the general users unless it is published. Even a planned event can be published and will allow bookings as an indication of interest.

Additional tabs on the event page will become available once the user clicks the Advanced Options tab.  The working of these is discussed in the Advanced Options section.

A very useful functionality on the ribbon can be accessed via the Copy Event button.

Cross-Schema venue booking

1. Select the Show Venue/Room published to all schemas radio button, click Search.

2. Click View venue schedule to see available dates before you select a venue.

3. From the Venue/Room list select the radio button of the chosen venue, click Select.

Copy Event

Properly populating an event with all the necessary information could take quite a while. Clicking the Copy Event button enables a user to re-use existing events to create new ones.

1. From the Manage Events page, locate the event that is to be re-used or copied.

2. On the functionality ribbon, click to open the Copy Event screen shown below.

3. Make the required schedule changes and click Copy.

Cancel an Event

An event can be cancelled at any stage in its lifecycle even when attendees are already booked on it.

1. To cancel an event, locate and click the Cancel Event button on the Event ribbon.

2. The following confirmation is required, allowing a user to indicate if cancellation notifications are to be sent to attendees already booked on the event.

Event cancellation notifications ARE NOT AUTOMATICALLY SENT OUT to attendees when an event is cancelled. The checkbox shown above must be explicitly ticked to enable this functionality.

Event Management: Book a Course

From the moment that an event is published it is visible to users who then can request a booking on it or in the case of a manager book his/her employees.

The Manager's View

When a manager logs into the Signify HR system he has the same navigation options as a normal user. Remember that a manager is firstly a general system user and secondly a manager of employees. A user who logs into the Signify HR Suite has two options by which to access events and related information.

Standard functionalities

Advertised Events, My Requests, My Notification, My Events, Help Contact Information, Reports

These are the standard functionalities available to a manager.  They are exactly the same as the functionalities available to a general system user since a manager must be able to manage his own training events and courses as well.

From the portal

Option 1: My Quick Start | Book a Course

Option 2: Quick Links | Book a Course

The manager books himself on an event (as a user)

Email Template - Event Request

ET1 - Booking request mail sent to the user (manager) once the manager booked himself on an event.  

The manager loads his employees onto an event

In addition to the general user functionalities a manager must also be able to manage the training requirements of his employees. This menu item enables the manager to view and approve all his employees’ booking requests as well as their requests for new training events to be scheduled. Although the manager stays primarily responsible for these duties, the system coordinator can also perform them when necessary.

Rules when a manager books his employees on an event:

A manager can book his/her employees by following these steps:

Note below that after clicking the select button the letter 'R' appears next to the checkbox to indicate that a booking request has been send.

Reporting line as training manager

The event management training manager reporting can be modified:

System Administration | Tools | Configuration | Framework | Global Settings | Learner Record / Event Management

Link Evaluation to an Event

Navigate to: System Administration | Modules | Training Scheduling | Administration | Manage Training

The steps required to link an Event Evaluation to an Event, is the focus of this article.

1. Find your Event

Search for and select the event you want employees to evaluate.

2. Navigate to the Evaluation Tab on the Event

1. Click on Advanced Options for more options related to the Event.

2. Click on the Evaluation tab to open the Evaluation List screen for the Event.

3. View the Evaluation List screen details

On the Evaluation List screen you can:

The screen message on the Evaluation list contains important information. Remember to read it to ensure you complete all required actions for your evaluation to be sent to end users.

4. Add the Evaluation to the Event

5. Setup the Event Setting for the Evaluation

3. Update the value of the Number of days after the event that appraisal is sent to attendee.

4. Update the value of the Number of times the appraisal should be sent when no response.

5. Click on Save Event Settings, to apply the changes you have made.

What happens next?

Based on the settings, the Evaluation will be sent to the employee or made available on the LMS portal.

For example, if the setting values are set as indicated below:

And the following is true:

The following will happen:

Where can the Attendee access the Evaluation?

How does the End User see the Evaluation?

The Evaluation displayed to the End User can contain:

Configure Microsoft Teams and Zoom to use as a Online Event Platform

Please se attached Word document that explains the process to Configure Microsoft Teams and Zoom to use as a Online Event Platform in the Training and Scheduling Module ( Event Management ).

User Manual - Condensed

1. INTRODUCTION

The Event Management module forms part of the Learning Management System (LMS) in the Signify HR Suite of Software. Its main purpose is the efficient management of events.  

The module enables an event to be taken through its entire life cycle i.e. from setting it up, managing booking requests from prospective attendees, booking request approval by management, formal booking by a training academy, the printing of attendance registers, capturing of learner records, and the eventual closure of the event.

The Event Management module is strictly process and role-driven and in this manual, the different roles are dealt with according to their responsibilities at different stages of the event management process.  In other words, understanding the event management process is of the utmost importance.

The focus of this manual is to enable an Event Administrator to quickly set up an event, without any bells and whistles. Additional features are dealt with later in the manual.

1.1. The main phases which will be covered are:

2. USER ROLES IN EVENT MANAGEMENT

The following roles play a part in managing an event.  In the table that follows, a general definition is given for each as well as typical activities PER role.

For a user to be able to perform the activities in the following pages, the user must be assigned the role of Event Administrator. Kindly refer to the Event Management Advanced manual for the steps to assign roles to users.

3. CREATE A TRAINING INTERVENTION IN THE LIBRARY

Before an event can be created, its name must exist in the Training Intervention library.  See below the recommended minimum fields to be completed in this library to make the name available for an event’s creation.

3.1. Getting There

From the main menu, click System Administration | Modules | Training Scheduling | Master Data | Training Interventions.

3.2. What do I do?

Provide information in the following fields.  A detailed explanation of the remaining fields can be found in the Event Management Advanced manual.

1. Training Intervention Name (Required)

A name serving as heading for an intervention. Attention should be given to this name since it is:

2. Pathway Step Type

This field determines where (in which module) an intervention is displayed.  If an intervention’s type is Classroom, it can only be used in Event Management.

3. Learning Type

An arbitrary categorization.  Potentially affecting the categorization on reports. Examples of typical learning types are 1 Day Classroom, Awareness Training, Motivation, etc.

4. Nature of learning

An arbitrary classification of learning.  Examples are Internal, External, Formal etc.

5. Training Classification

An arbitrary classification of learning.  Examples are Local, Soft Skills etc.

6. Training Category

A list of the DTI training categories.  Find below a short definition for each category.

A - Formal Qualification.

B - Formal Qualification with mentorship.

C - Structured Learning in the workplace with mentorship or coaching e.g. Apprenticeship where practical involvement is required and formally accessed by an accredited body.

D - Institutional instruction together with structured, supervised experiential learning in the workplace (Learnership).

E - Structured, supervised experiential learning in the workplace which may include some institutional instruction - such training typically has an assessment linked to it.

F - Structured information sharing or direct instruction involving workshops, seminars or conferences and short courses with no assessment link to it.

G - Informal and on the job training.

7. Skills Priority

Typically linked to the SETA skills priorities e.g. Technology, Risk Management, and Compliance, etc.

See below an example of the full Training Intervention screen.

4. CREATE A CLOSED EVENT

A closed event is an event that is fully controlled by the event administrator.  Some of its characteristics are:

A fuller explanation of event creation can be found in the Event Management Advanced manual.

4.1. Getting There

From the main menu, click System Administration | Modules | Training Scheduling | Administration | Manage Training.

4.2. What will you see?

On reaching the Event List page, note the following.

5.    The tabs in the middle of the screen allow grouping of events according to their progress e.g. in planning, details confirmed, canceled, or finalised.

4.3. What do I do?

Once you have saved the page, note the following:

5. LOAD ATTENDEES ON A CLOSED EVENT

In the previous steps, a closed event was created, saved, and a unique reference number assigned.  In the following steps, attendees will be added to the employee database. For a more detailed explanation of working with nominations and attendees, kindly refer to the Event Management Advanced manual.

5.1. Getting There

From the main menu, click System Administration | Modules | Training Scheduling | Administration | Manage Training, to open the Event List screen.

If you are still not on the newly created event’s Event Detail tab, search for the event, then click Action | Edit Event Details.

5.2. What do I do?

From the list of tabs now displayed at the top of the event, locate and click Attendance.

Before going to the ATTENDEES section, note the purpose of each section:

Request

Two types of booking requests are handled here:

Attendees

All attendees for whom there is a booked reservation, are listed in this section.

Attendance Register

Several functionalities are contained in this section:

6. PRINT A PAPER-BASED ATTENDANCE REGISTER

After loading attendees in the Attendees section, preparations usually start for the event to take place.  One of the actions is printing the attendance register.

For a more detailed explanation of all the functionalities on the Attendance Register section, kindly refer to the Event Management Advanced manual.

6.1. Getting There

From the main menu, click System Administration | Modules | Training Scheduling | Administration | Manage Training, to open the Event List screen.

Locate the event and click Action | Edit Event Details.

6.2. What do I do?

7. COMPLETE THE ELECTRONIC ATTENDANCE REGISTER

On completion of a training event, one of the activities taking place afterward is updating the attendance register on the event.  This has the following benefits:

For a more detailed explanation of all the functionalities on the Attendance Register section, kindly refer to the Event Management Advanced manual.

7.1. Getting There

From the main menu, click System Administration | Modules | Training Scheduling | Administration | Manage Training, to open the Event List screen.

Locate the event and click Action | Edit Event Details.

7.2. What do I do?

8. ADDITIONAL FUNCTIONALITIES ON AN EVENT

The following are convenient functionalities to be aware of when working with events.

8.1. Event Email Communications

See below a diagram of the most important emails that can be triggered from the events module or click on the PDF link.

8.2. The Event List Screen

8.3. The Event Detail Tab

Many fields draw their information from data libraries e.g.

These are indicated by a Hand Symbol If the required information is not present on the list, refer to the Event Management Advanced manual for information on populating the libraries.

8.4. The Event Schedule Tab

Quick Reference Guides & Practical Exercises

List of Quick Guides & Exercises

Click on the Download links to download the documents.

Name
Practical Exercises	Download
Adding a Training Provider - Barcode Scanner App	Download

FAQ's