Web based Training Management System on SharePoint

Transcription

1 Web based Training Management System on SharePoint

2 A web based fully customizable Training Management framework with inbuilt workflow engine that allows you to setup a training management system as per your business needs. NovigoTMS allows users to schedule, track and report trainings, manage certifications and qualifications for individual employees, contractors or chosen workgroups. This application shall reduce the time, resources and costs associated with maintaining your training program. KEY BENEFITS Centralize your org anization s training data. Allow employees to update their training records upon course completion. Drive training results with this user-friendly web-based solution. Drive evective training tracking and completion. Set up an unlimited number of user g roups based on job titles, roles, departments, facilities or locations. This shall help easily schedule and assign training requirements to specified user g roups. Publishing the training course schedule annually within the org anization. Allows requesting training course by individual employee. Automated reminders sent to employees and their supervisors for upcoming and overdue training s Real-time comprehensive manag ement dashboard displays reports and scorecards within one easy view. Ability to share the annual course training session on the dashboard as a report. Option to raise Training Request form based on seat availability. Ability to capture Provider details & Work g roup details. Document Attachment g rid will be available for each section. APl s for communication with External System. Update & Rescheduling of course to individual or workg roup. Adding Participants list in the training module. Grace Period during assig ning course to individual or workg roup by capturing the g race period based on inputs provided during course creation. Notifying or task creation for participants. Multiling ual Capability. Leverag e Document Manag ement Capability of SharePoint. GETTING STARTED WITH helps you identify employee training requirements, track course due dates for individual employees, contractor and maintain a history of course attendance for each employee or contractor. It also provides an option to assign a course to workgroups as a way of linking employees to their training requirements. The stages 1 to 5 mentioned below forms the core of Training Management System. 1. CREATING TRAINING COURSE, INSTRUCTOR & WORKGROUP you to create course, Provider & workgroup. The system will create a database for training management to capture the following information. 1.1 COURSE DETAILS The course section allows to capture course related details mentioned in the below table. It also enables document attachment feature with respect to course provided in the organization.

3 2. TRAINING PROVIDER DETAILS This section helps to capture the information related to the training provider company & also the instructor details. The below table will give the data captured in this section. 3. WORKGROUP DETAILS Workgroup are a set or collection of employees who need to take training course. This workgroup can be created based on Organization or Operation requirement like Job Title, Department (e.g. All Employees, Drivers, Safety Of i cer, Machine Operators, etc.) by the System Administrator or Training Manager. The below table gives list of field captured in this section. Sample Screens:

4 2. TRAINING COURSE ASSIGNMENT Assignments are set based on the organizational requirement. NovigoTMS will allow you to assign a course in two ways, either to a workgroup or to an individual. 1. ASSIGNING TO WORKGROUP Mapping of course and workgroup are done during creating course or during creating workgroup. When a new individual or employees is added to WorkgroupƒJob Roles, the courses related to that particular workgroupƒjob Role are automatically assigned. This will reduce the effort of assign course to individual. 2. ASSIGNING TO INDIVIDUAL This module will allow assigning a course to individual based on the specific requirement. The course frequency & grace period are set during training assignment. The Assign due date will depends on the initial training requirement field and grace period, they are: Immediate Assigned Date + Grace Period ( Fixed to Z ero) Hire Date Hire Date + Grace Period(Not Null) Specific Specific Date + Grace Period ( May be Z ero or Value)

5 Sample Screens: 3. TRAINING SCHEDULER OR SESSION SCHEDULER This section will allow the user to show the availability of the course session throughout the year. Session scheduler contains the details for specific training sessions including the course details with training provider & instructor. The training sessions will be available on the end user dashboard. Based on the availability of the seats in that session, end user will be raising a training request for enrollment.

6 Sample Screens:

7 4. TRAINING ENROLLMENT BASED ON THE TRAINING REQUEST When the course sessions are published, based on the seats availability, the end user will raise a training request for the enrollment of the course. Training request consist of two different process based on category which is External and Internal. 4.1 EXTERNAL TRAINING REQUEST( DYNAMIC WORKFLOW ENGINE) The system will allow users to raise request for external course. Below are the sample steps for different stages in the training request process for external course. Users will be albe to setup any workflow for training requests as per their business needs. The sample provided below is one of the workflows that is setup for one of our leading clients: Stage 1: User will raise training request based on the seat availability. Stage 2: Line Manager will accept or reject the training request with his comments. Upon Accept, it will go to HR Coordinator for further approval ƒ action. Upon Reject, it will return the training request raised user. Stage 3: HR Coordinator, based on the request, Coordinator may accept or reject the form. Upon Accept, the form has an option to send the request to project manager for approval. If Project manager approval is not required, the training request goes for course enrollment. Upon HR Coordinator Reject, the training request form goes back to the raised user. Stage 4: HR Manager, based on the request, Manager may accept or reject the form. Upon Accept, the form has two options. 1.Send the request to Project manager for approval (Only goes to him if training demands foreign travel). 2.Send the request to Training Coordinator for course enrollment. Upon HR Manager Reject, the training request form goes back to the raised user. Stage 4:Project Manager, will review the details of request, Line manager & HR Coordinator comments. Upon Accept, the training request will go for course enrollment. Upon Return, the training request will go back to user who had raised the training request. Stage 5: Training Course Owner will update the result after attaining the course. FlowChart of a typical External Training Request 2. INTERNAL TRAINING REQUEST( DYNAMIC WORKFLOW ENGINE) End user may request respective training coordinator ƒ responsible department to enroll for internal courses. Based on the seat availability the enrollments are done for the raised training request. 3. TRAINING STATUS UPDATE / COMPLETION This section is used for updating the training records after training is completed. Respective training coordinator will do the update of employee training record. The training coordinator will have option to reschedule the course. Below table will provide the field level information captured during update and reschedule.

8 Sample Screens:

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10 5. TRAINING EVALUATION REQUEST This process is to capture the provider & instructor rating particular with respect to course from the end user or trainee. The evaluation is applicable for all the courses. During updating or completion of course is done with respect to individual, system sent default notification to the trainee to submit the training evaluation form. Trainee will login in to the system, will select the course and based on the selection other course details information is captured. Along with course details, trainee will fill the information in the evaluation form (Ref: Document section: Training Forms) and submit the form. Responsible team ƒ Person get notification to validate the information and rating provided for Provider & Instructor.Note: Overall rating for provider and instructor are done outside system. Rating will be from 1 to 10 and user will select from the dropdown value.

11 6. OTHER FEATURES In addition to the features mentioned above, there is a whole lot of features that NovigoTMS provides that helps you use our framework to customize it exactly to your business needs. Fully customizable dynamic workflow eng ine. Training Certification Generation ID card Generation Attendance Sheets Reports and Graphs Dynamic Dashboards 7. SHAREPOINT SUPPORTED VERSIONS provides a single code base of Microsoft SharePoint deployable package for following versions of SharePoint SharePoint Foundation 2010 and 2013 SharePoint Standard 2010 and 2013 SharePoint Enterprise 2010 and MULTI-LINGUAL SUPPORT formats.. supports all the SharePoint supported languages for text, labels and currency, date 9. INSTALLATION NovigoTMS is a custom package, which can be installed on top of a SharePoint installation with minimal SharePoint Administration knowledge.

12 CONTACT US CONTACT US FOR A FREE DEMO AT [email protected]. OUR CORPORATE OFFICE LeveI 9 Raheja Towers Mahatma Gandhi Road BangaIore Karnataka,India Phone: +91(80) OUR DELIVERY CENTRE Empire MaII, 4th FIoor, M.G.Road, MangaIore Karnataka,India Phone: