Scheduling and managing training
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      2. Training and licensing
      3. Scheduling and managing training

      Complete a training task

      When a training is scheduled, the Action Officer will receive a training task complete. During the Action stage, the officer will document actions taken and upload any relevant training records. Once completed, the assigned manager will be notified.

      Quick steps to completing an training task:

      1. Go to the Task management component 
      2. Follow the instructions provided
      3. Select from the Task options provided
      4. Complete the required fields 
      5. Attach relevant documentation/records 
      6. Click Submit

      Workflow

      When a training task has been sent to you to action, it will be in the Action stage of the workflow as per the following diagram:

      Form components

      Training summary The name of the training task.
      Action history A chronological list of actions within each stage of the training task and the comments users have made. 
      Task management Your options for completing the training task or making a progress note.
      Attach records Where you can attach files relevant to the training task such as registration certificates. 
      System event history A chronological list maintained by the system of most entries, changes, and linkages made in the system in relation to this training task. 

      Action history 

      This component displays instructions, actions taken, progress notes and comments made to date as the item has progressed through the workflow.

      Task management

      You have been assigned a training task to complete.

        • Instructions - these are the instructions for completing the task 
        • Reference documents - if reference documents, e.g. related policies, templates, forms, guidelines were linked to the Training details form a link to these documents will be displayed on the Task management form.

        Task options

        Sign off task as complete

        Select this option when you have taken all action as per the task instructions.

        • Action taken - add details of action taken. These comments will appear in the Action history and will be helpful in informing others of what action was taken.
        • Additional comments (optional) - use this field to add any additional comments relating to the training task. These comments will appear in the Action history.

        Make a progress note

        Select this option when you have taken only part of the action as per the task instructions.  

        • Make a progress note - add details of action taken. These comments will appear in the Action history and can be helpful in keeping others informed of what progress has been made to date in reviewing the contract. For instance, if the task relates to training provided by an external provided you might make a progress note stating that you have "Registered for First Aid Training Course, scheduled for 7/6/2022".

        Note: when you make a progress note and submit the form, the task will remain with you in the Review stage. It will only move to the next stage of the workflow when you select Complete review.

        Attach records

        This component enables you to attach records such as records verifying the training task has been completed. For example, in relation to the First Aid Training, a copy of the training certificate provided by the training agency would a related record.

        • Record name - When naming the record ensure the description is meaningful and easily found when searching. For instance, "First Aid Training - Bella Durville - June 2022".
        • File or Link - click on Choose file and navigate to the record on your computer.  If you have links enabled, toggle to change the control to add a URL to the record. The URL must be a in a web (http://) or Microsoft SharePoint format (https://<company>.sharepoint.com/...)
        • Viewing permissions - by default, the viewing permissions for the record will inherit the viewing permissions set in the Assign component on the Training details form, however, you can apply a different level of access for the record. This is because the record itself can also be accessed via the Records register. 

        Submit/save the form

        Once a task option is selected, click the Save/Submit button to save the form and complete the task. Note: The button language will change to Next if you are also responsible for the next stage in the workflow. 

        If you want to create a separate related/linked item you can select the relevant register in the  Create a related item component. When you press Submit, the platform will launch a new item in the register you selected. For example, if you want to suggest an improvement, you could select the Improvement option to create a new item in that register. The platform will display a link between the two items in the System event history.