Training Tracker Date Management

Training Tracker: Basic Info Overview Requirement dates in Training Tracker are determined from the specifics of a site’s training matrix. The site training matrix enables application of training requirements to individual or groups of employees by hierarchical tiers. The default required date for an employee-course combination depends on key course attributes: Course Type: Initial, Refresher, Initial/Refresher, or As Required Frequency: Once Only, Recurrent, or As Required Requirement Dates… First-Time Date Required – Applies if the employee has never completed the course and is set by the latest of (1) the Employee Start Date or (2) Requirement Effective Date Refresher Date Required – is calculated automatically based on the date the course was last completed and the course frequency (annual, biennial, etc)

Training Tracker: Date Management There are 4 features to help setup the desired requirement date for each employee-course combination for non “As Required” courses Employee Assignment Start Date – Date the employee started in his/her current assignment at the site Requirement Activation Date (RAD) – Employee-specific customization of First-Time Date Required. If this date is blank, the Assignment Start Date will be used to determine default First-Time Required Date Must be <= 90 days from employee’s assignment start date Requirement Effective Date (RED) – Date on which a requirement in a matrix is due. This is the earliest date a requirement will be due for an employee and it must be within 90 days from Current Date. First-Time Date Required: “X-Days” – can be used to provide cushion for first-time requirements. First-Time Date Required is moved forward by X days from the default system calculated date

Requirement Effective Date (RED) First-Time Date Required: “X Days” Requirement Setup Requirement Effective Date (RED) First-Time Date Required: “X Days”

Requirement Activation Date (RAD) Employee Setup Assignment Start Date The Assignment Start Date is the date the employee started in his/her current assignment at the site. This date is part of the employee’s current record and is automatically updated to reflect changes to the employee’s record in Oracle HR or CDI and can be edited via the Edit Employees Page. Requirement Activation Date (RAD) The Requirement Activation Date (RAD) can be used to set an employee-specific customization of First-Time Date Required. If this date is blank, the Assignment Start Date will be used to determine default First-Time Required Date

Course Assignment Example New Requirement is added… Date the course is added to TT = 1/15/2010 Requirement Effective Date = 2/1/2010 X days = 30 days Employee Requirement Scenarios… Employee A Assignment Start Date = 2/15/2010 Requirement Activation Date is NOT set Employee B Assignment Start Date = 1/1/2010 Requirement Activation Date = 3/20/2010 Employee C Assignment Start Date = 8/25/2009 Employee A Employee B Employee C Assignment Start Date (ASD) Requirement Activation Date (RAD) Requirement Effective Date (RED) Due Date Calculation* Date Due 2/15/2010 2/1/2010 + 30 days 3/17/2010 -- 1/1/2010 3/20/2010 2/1/2010 + 30 days 4/19/2010 8/25/2009 2/1/2010 -- * Date Due = Latest of (a) X Days+ESD; (b) X Days+RAD; (c) RED

Training Tracker: Tips General Tips for Course Type and Course Frequency: Initial type course must be Once Only frequency Refresher type course must have a specified frequency and be linked to an associated Initial course Initial/Refresher type course must have a frequency of one of the following: Once Only, Monthly, Bi-monthly, Quarterly, Semi-Annual, Annual, Biennial, or Triennial As Required type course cannot have a course frequency, must be As Required Next required date for recurring courses is generated automatically from Course Frequency, Employee Assignment Date, and Prior Completion Date Next required date for As Required courses must be specified for each individual employee requirement

Other Dates to Consider Requirement Dates Cutoff Date – can be used to set the latest date for requirements to be due, by adding a course-specific latest due date, set for all future years. Reset Date – can be used to properly set the due date of a newly assigned Refresher or Initial/Refresher course if the original Initial course has taken in the past Task Assignment Effective Date – can be used to set the date that the first time requirements are due for an employee newly assigned to a specific task

Cutoff Date This date can be used to set the latest date for requirements to be due, by adding a course-specific latest due date, set for all future years. EXAMPLE: for a recurrent course, the Date Required is calculated based on the last completed date, e.g., 1-Nov-2009 + 1 year = 1-Nov-2010 for an annual requirement. If all requirements are to be completed by 1-Oct-2010, for this and all future years, the Course Cutoff Date feature can be used to set it as the latest in the year that the requirements are due to 1-Oct-2010. Next Required Date Cutoff Date/ 10/1/2010 Next Required Date 11/1/2010

Original System Calculated Due Date Initial Course Completed Reset Date This date can be used to properly set the due date of a newly assigned Refresher or Initial/Refresher course if the original Initial course has taken in the past. EXAMPLE: for a recurrent course, the Date Required is calculated based on the last completed date, e.g., 1-Oct-2006 + 1 year = 1-Oct-2007 for an annual requirement. If a refresher course is assigned several years after the initial course was completed, the Date Required would be calculated as immediately Past Due. Using the Reset Date option, will allow the due date to be pushed out to the current year. Original System Calculated Due Date 10/1/2007 Initial Course Completed 10/1/2006 Reset Date (New Due Date) 10/1/2010

Requirement Effective Date Task Assignment Effective Date This date can be used to set the date that the first time requirements are due for an employee newly assigned to a specific task. EXAMPLE: for a recurrent course, the Requirement Effective Date is calculated based on x-days after the Employee Start Date. If the user is assigned to the site on 1-Jul-2010 and has n x-days set to 30, all requirements become due on 1-Aug-2010. The Task Employee Effective Date can be used to set the due date for any requirement assigned by the task to any date through the end of the current year. Employee Start Date 7/1/2010 Requirement Effective Date 8/1/2010 11/1/2010 Task Assignment Effective Date