Training Reports Factsheet

Transcription

1 Training Reports Factsheet Training Reports Overview Training Reports are located on Citrix and is a database that uploads data directly from Aurion. Aurion is the Human Resources system used to pay staff, record training history and apply for leave etc. Course coordinators and their nominated person are able to access Training Reports when approved. Training Reports enables them to access course information and reports relevant to their courses, i.e. enrolment numbers, waitlists etc. To request access to Training Reports, please staffdev@uq.edu.au. Applying for access to Training Reports Course coordinators and their nominated person (if applicable) will need to complete Application for Higher Level Access section B only - and scan and the completed form to staff development at staffdev@uq.edu.au. The following information will be required on this form: your Kerberos Userid (which is your UQ username) your name and organisational unit tick or cross Add higher level access tick or cross I am a new Course Coordinator Staff development will approve the form, and forward it to ITS and HR Systems who will organise access. Please staffdev@uq.edu.au for enquiries regarding the form or this process. ITS or HR Systems will notify you when your application has been processed and your access is available from Citrix. When your access has been organised by ITS & HR Systems you should be able to see the Training Reports icon within Citrix. Contact ITS Phone or help@its.uq.edu.au if you have access problems or you cannot see the icon. Please see e.g. of the Training Reports icon on the following page.

2 Logging onto Training Reports Training Reports are accessible via the internet. Follow these steps to open Training Reports. Log onto the following URL: Click on the Training Reports icon on Citrix. You should then see a Logon Screen e.g. below. Enter your UQ username only, and press ENTER key (Return). If you are successfully logged on, you should see the Main Menu (example below). Contact staff development if you can t see the screen. Click on Coordinators Menu.

3 Selecting, Printing & Saving Reports Follow these steps to select, print and save reports. Navigate to menu required (usually the Course and Participant Information). Click against the course title to select the course you require. Click on the grey box at the bottom of the page which says Find Course Instances. Please note: Close any open PDF & Excel documents before you run your report to allow it to appear. If you have another Excel document or PDF document open the report will not produce. From the Course and Participant Information screen which lists all course instances, click next to the grey box which lists the date of the course you require to select that course instance. Example : Click on the white box and grey box next to Course Enrolment List to produce both a PDF & Excel report. Please note: the enrolee list also lists waitlisted status participants at the bottom of the report. A dialogue box will appear (please see example on the following page) to advise the file is outputting to a specified location (the reports generally save to your H: drive Aurion folder automatically). Another dialogue box will then appear (please see example on the following page) advising the file has been saved and will note the location the file has automatically saved to.

4 When the PDF file appears you can save the file to a different location. If the report won t generate - close any open Excel and PDF documents in the first instance. If the report still won t generate delete old reports which automatically saved from Training Reports to your H: drive Aurion folder with the same report title. E.g. in this case you would need to delete rpta9presenrolees.pdf file. Other report options available. Course Participant Checklist lists enrolled participants only with a signature line for participants to sign their name Course Enrolment List lists enrolled and waitlisted participants Course Attendance Record lists completed participants only List of Enrolees with Specific Status (please see screen shot on the following page) - reports available from this drop down menu for status waitlisted, DNA, PARTCO etc. Other report options are listed in Appendix 1. Index of reports available in the Coordinators Menu in Training Reports This list is located at the end of this document.

5 To produce a report for the following status WAIT, WDRAW, RPL, PARTCO, PRESEN, CANCEL etc From the Course and Participant Information screen Click against the course title to select the course you require Click on the grey box at the bottom of the page which says Find Course Instances Click next to the grey box which lists the date of the course you require to select that course instance Click on the drop down menu as per the screen shot below and select the status WAIT, RPL, WDRAW etc To produce both Excel & PDF reports click on the white box and grey boxes next to the status you require.

6 ing Your Participants Excel reports list participants names and their addresses etc. Excel reports listing addresses can be produced for participants who have the status on Aurion - ENROL, WDRAW, WAIT & COMPLE. Reports will need to be run separately for each course instance. By selecting the white check box and then clicking on the grey button next to it you will produce an Excel spreadsheet & PDF report listing attendees/enrolees addresses etc. Example of the Excel report with addresses below. To maintain our participant s privacy, please remember when ing multiple participants to copy and paste the addresses from the Excel reports into the BCC (blind carbon copy) field of your . Please don t hesitate to contact Staff Development on #52666, #53019 or #53238 should you need any assistance with the reports.

7 Appendix 1. Index of reports available in the Coordinators Menu in Training Reports Report Title Description Course & Presenter Information Course Enrolment List Course Participant Checklist Course Attendance Record Objectives & Requirements for the Course List of Enrolees with Specific Status List of Enrolees with All Statuses Evaluation Reports Lists enrolees and waitlisted participants in a single offering of a course. Report available in PDF and Excel formats. Lists enrolees in a single offering of a course, with a signature line for marking attendance. Lists participants who have completed a single offering of a course. Note this report is only available when the enrolees have been marked as completing the course on Aurion by staff development. Report details - course title, description, objectives, course coordinator, presenter/s, duration, max & min number of attendees, venue details etc for the specific offering. Lists enrolees in a single offering with a specific status such as WAIT (waitlisted), PARTCO (part complete), RPL (recognition of prior learning), DNA (did not attend) PRESEN (presenter) etc. Lists all enrolees in a single offering irrespective of status. Please note only reports for courses prior to 2012 are available from Training Reports. Please contact staff development for reports post Participant Record Staff development transcript (Status = COMPLE, RPL) Staff development enrolment record Lists selected participants status completions and recognition of prior learning. Lists participants status for all courses e.g. WDRAW, DNA, COMPLE, WAIT, PARTCO, RPL for the selected staff member. Annual Planning Menu Course Information and Statistics by All Presenters Courses by All Presenters Statistics for Coordinator by All Presenters Statistics by Selected Presenter (All Courses) Statistics by Selected Presenter (All Courses) Selected Course Completions by Faculty Selected Course Completions (Names of Participants) Selected Course Completions (Org Unit Totals) Selected Course Completions (Faculty Totals) Cancelled Courses Cancelled Courses Lists selected coordinators courses by presenter for the specified date range. Reports on presenters name, course code, title, date, time & venue. This report lists course title & code, presenter/s, number of course offerings, attendee count, course code and title for the selected coordinator & specified date range. Please note the coordinator needs to select their own name to report on their presenters. Lists course category & program, course title, course code, course offerings, course count, number of attendees for all courses presented by a single presenter for the specified period. Lists staff who have completed a single course offering for the selected Faculty & specified period. If the Faculty field is left blank (and you are permitted to view this information) the report will produce data for all Faculties. The report lists all attendees by organisational unit and includes staff who no longer work within the Faculty but worked in the Faculty at the time the course commenced. Do not use this report for current staff attendance. Ask Staff Development to assist you with current staff attendance reports. Reports on number of staff in each organisational unit who completed a single course within the specified period. If the Faculty field is left blank (and you are permitted to view this information) the report will produce data for all Faculties. Reports on number of staff in each Faculty who completed a single course in a specified period. If the Faculty field is left blank (and you are permitted to view this information) the report will produce data for all Faculties. Lists course coordinators cancelled courses in a specified period. Includes comments from Aurion giving reason for course cancellations. Course DNA Report (Did not Attend) DNA courses Reports on who did not attend during the specified period. Comparisons for different date range/periods of DNA data can be selected. Courses with Enrolees Status Waitlisted Courses with Enrolees Status Waitlisted Lists all courses that have enrolees with the status waitlisted on Aurion for the specified period.