Getting Started Guide for Human Resource/Department Administrators: Combined Access Training Tracking System (CATTS)

Transcription

1 Getting Started Guide for Human Resource/Department Administrators: Combined Access Training Tracking System (CATTS) CATTS makes tracking safety training compliance a snap! In one location you can view and manage safety training compliance for University and Non-University personnel. CATTS can also be used to manage departmental specific training requirements. Accessing CATTS as a Human Resource/Department Administrator To obtain access to your department, contact Environmental Health and Safety at or safety@uchicago.edu and provide your name, title, CNetID, and department code(s) you will be managing. Go to CATTS at or type CATTS in the address bar from any University of Chicago web page. The following screen will appear. Click the Manage () tab. Sign in using your CNetID () and Password (). Getting Started Guide for Human Resource/Department Administrators: Combined Access Training Tracking System (CATTS) Page of 5

2 Managing Courses Under Local HR, click Department Profile () and choose the department you want to work with from the dropdown menu and click Select (). Choose the course from the dropdown menu that you want to add to ALL employees in the department and click Add Course (). The source next to the course in the dropdown menu will either be identified as University or the department code. University courses are those generated by the safety offices. Courses with the department code are courses you have created for your own department. Getting Started Guide for Human Resource/Department Administrators: Combined Access Training Tracking System (CATTS) Page of 5

3 This moves the course down to the grid below where it will show the renewal frequency and grace period. If you wish to remove a course in the future, click Remove (). Under Local HR, click Local Courses () and choose the department you want to work with from the dropdown menu and click Select (). Getting Started Guide for Human Resource/Department Administrators: Combined Access Training Tracking System (CATTS) Page of 5

4 Click Add Course (). Enter course Name (), check Allow Auto-Notification () to allow auto-notifications, select Frequency Type (), enter Frequency Length (4), select Grace Period Type (5), enter Grace Period Length (6), enter Description (7) for the course, and click Save (8). This course will now appear in your dropdown of courses to add to the department or individual employee. Note: Frequency Type and Frequency Length is how often someone is required to take the course while Grace Period Type and Grace Period Length is the time an employee gets to renew the requirement (e.g., 0 days). If it is a one-time only course, select Years from the dropdown for Frequency Type and enter 00 for the Frequency Length Getting Started Guide for Human Resource/Department Administrators: Combined Access Training Tracking System (CATTS) Page 4 of 5

5 Managing Personnel The screen below will populate your employees. To manage data for an individual employee, enter their UChicago ID, Last Name, First Name, or CNetID and click Search (). Click Add Person () to add a non-university employee (e.g., contractors, students, anyone without a CNetID). Enter First Name (), enter Last Name (), select Department () from dropdown menu, and click Check for Duplicates (4). Getting Started Guide for Human Resource/Department Administrators: Combined Access Training Tracking System (CATTS) Page 5 of 5

6 If no duplicates are found, a new record will populate. Under General Info (), enter Start Date () and End Date () or choose from calendar, enter any Notes (4) (e.g., company name, role), and click Save Personnel Changes (5). Refer to the Adding General Employee Information below for completion of the remaining tabs: Supervisors, Training Profile, Current Profile, and Historical. Important: Online training will not import into an employee record without a CNet ID. Please send request to safety@uchicago.edu to have CNet ID added to new employee record. 4 5 If a duplicate record is present in the system, Matches will be listed. If the match is the same person, return back to Personnel () and search again. If the match is not the same person, click I m Sure, Add Person (). Getting Started Guide for Human Resource/Department Administrators: Combined Access Training Tracking System (CATTS) Page 6 of 5

7 Click View/Update () to manage the employee. Adding General Employee Information This defaults to the General Info () tab. Enter any Notes () that you want to track for an employee and click Save Personnel Changes (). Getting Started Guide for Human Resource/Department Administrators: Combined Access Training Tracking System (CATTS) Page 7 of 5

8 Adding Supervisors Click the Supervisors () tab, enter the CNetID of the supervisor, and click Add (). The supervisors name will then appear in the grid under Supervisors. This also gives you the ability to remove supervisors by clicking Remove (). Note: Supervisor data is not captured in the HR System and therefore not imported into CATTS. All supervisor information must be manually entered. Adding/Removing Courses for Individual Employee Click the Training Profile () tab which provides Required Courses and Recommended Courses (Based on Job Codes). To add a course, choose the course from the dropdown menu that you want to add to the individual employee in the department and click Add Course (). This moves the course down to the grid under Required Courses. You can also add course from the Recommended Courses (Based on Job Code) by clicking Add To Profile (). If you wish to remove a course in the future, click Remove (4). 4 Getting Started Guide for Human Resource/Department Administrators: Combined Access Training Tracking System (CATTS) Page 8 of 5

9 Notifying Individual Employee of Courses Not Completed Click Current Profile () and select Notify User () from dropdown menu under Actions. A Notify User box will appear where you have the option to Notify the Supervisor Also () by clicking the box and then click Send Notification (4). This will add the date under Last Notified. Note: If supervisor information has not been manually entered, the supervisor will not receive an . 4 Printing Employee Training Certificate Click the Certificate () icon next to a course to print a certificate for that course. Note: Certificates are only available for courses offered by Environmental Health and Safety. Getting Started Guide for Human Resource/Department Administrators: Combined Access Training Tracking System (CATTS) Page 9 of 5

10 Updating Employee Training Profile for Departmental Courses Select Mark Completed () from dropdown menu under Actions. A Marked Completed box will appear where you can add the Completed On () date by either entering or selecting from the calendar and then click Save (). This will move the course down to the Courses That Are Current grid. Viewing Employee Historical Training for Renewal Courses Select the Historical () tab to view all training history of renewal courses. Click Remove () if you need to remove a course. A Message will appear asking Are you sure? Click OK () if you are sure or Cancel (4) if you are not. 4 Getting Started Guide for Human Resource/Department Administrators: Combined Access Training Tracking System (CATTS) Page 0 of 5

11 Notifying ALL Employees Click Notifications () and select All () or a specific course (e.g., Fire Safety and Evacuation) from the dropdown menu and click Send Notifications (). s from you will be sent to all employees. Delegating Local HR Access To Other Staff Members Click Permissions () and enter the CNETID of the employee you want to delegate privileges to in the system. Click Search (). When the employee is found, choose the department you want them to have access to and select Permission (edit or read) and click Delegate (). Getting Started Guide for Human Resource/Department Administrators: Combined Access Training Tracking System (CATTS) Page of 5

12 Reports To generate reports, click the Reports () tab and click on the Excel Icon (). Follow information on each report to navigate through the workbook and worksheets. Additional Views The PI/Supervisor () and the Individual () areas allow you to see just your personnel and how it looks for the PI/Supervisor in addition to your Individual training profile and supervisors. Getting Started Guide for Human Resource/Department Administrators: Combined Access Training Tracking System (CATTS) Page of 5

13 Help For frequently asked questions regarding CATTS, select the Help () tab. Additional FAQ s How are training requirements determined? Training requirements are dependent upon the employee s specific job functions and mandated by regulatory agencies (e.g., OSHA, DOT). All employees are required to take Fire Safety and Evacuation. HR/department administrators identify what training is required for employees. Environmental Health and Safety has recommended training based on job codes for HR/department administrators to identify required training. What web browser should I use? CATTS will perform best using Internet Explorer 9. Why does my screen cut off text? Click the compatibility button right of the web address and security lock icon. If you cannot view the compatibility button, click on the "Tools" bar and "Compatibility View". How soon will a new employee show up in CATTS? A new employee will show up in CATTS as soon as they show up in the HR system, which may take up to 0 days which is usually after they receive their first paycheck. Feeds are imported nightly from HR into CATTS. Why are employees who are no longer employed in my department still showing up in CATTS? It may take up to approximately 60 days for an employee who has left the University of Chicago to become inactive and removed from report. How do I change the frequency of a course? Under "Local HR" - "Local Courses", select department code from the dropdown menu that you want to change the course frequency for and select desired course and change the frequency. Getting Started Guide for Human Resource/Department Administrators: Combined Access Training Tracking System (CATTS) Page of 5

14 If an employee with a CNetID is not in CATTS, should I manually add the employee? Do not add University employees as they will eventually be imported into CATTS which will result in a duplicate record. If the employee is not in the system within 0 days, contact Environmental Health and Safety at or safety@uchicago.edu. Why does my training profile status state that I am Inactive if I am currently employed at the University of Chicago? It means that at one point, you did not appear in the HR employee database feed. However, you will still receive credit for any training courses you have successfully completed. What does Not Notified under status of my training profile mean? Not notified means you were not notified by your HR/department administrator or automatically by the system that a particular course has expired. Why isn t there a Register link next to a course? Register links are only available for safety courses. Why does a course I took through Environmental Health and Safety show up as not completed in my profile? Lecture based courses are entered into the system within ten business days of the course and online courses are imported into the system nightly. If it was a historical course, it might not have been imported due to a department or name change. Contact Environmental Health and Safety at or safety@uchicago.edu. What if there are duplicate records for an employee? Please send requests to correct duplicate records to safety@uchicago.edu and indicated "CATTS Duplicate Record Correction Request" in the subject line of your . What if I need changes to employee information (e.g., status)? Please send requests for changes to employee information to safety@uchicago.edu and with "Employee Information Change" in the subject line of your . How can I request additional report elements or edits? Please send request for additional report elements or edits to the current report template to safety@uchicago.edu with "Report Template" in the subject line and reference the current template version. Getting Started Guide for Human Resource/Department Administrators: Combined Access Training Tracking System (CATTS) Page 4 of 5

15 Contact Us Click on the Contact Us () tab for information on the various safety offices. We welcome your feedback! Please contact Environmental Health and Safety at or with any CATTS question, comments, or suggestions. Resources Training Match Guide: Determine What Training You Need: Course Descriptions: Getting Started Guide for Human Resource/Department Administrators: Combined Access Training Tracking System (CATTS) Page 5 of 5