Title: Training tracking system and method of use
Abstract: A method of processing training data is provided. The method includes accessing training data stored in at least one of a plurality of training databases, the training data being related to at least one of a plurality of employees. The method also includes providing an on-line training course for use by at least one of the plurality of employees, the on-line training course being distinct from the plurality of training databases. Additionally, the method includes formatting the training data included in the at least one of the plurality of databases such that the training data can be processed by a master database. The method also includes importing the formatted training data into the master database. Further, the method includes updating the master database to include training information related to the on-line training course upon the successful completion of the on-line training course by one of the plurality of employees is provided.
Patent Number: 7,024,154 Issued on 04/04/2006 to Koepper, et al.
| Inventors:
|
Koepper; David J. (Avilla, IN);
Lawson; R. Scott (Ft. Wayne, IN);
Speakman; James D. (Columbia City, IN)
|
| Assignee:
|
ITT Manufacturing Enterprises, Inc. (Wilmington, DE)
|
| Appl. No.:
|
322172 |
| Filed:
|
December 18, 2002 |
| Current U.S. Class: |
434/350; 434/118; 434/362; 707/10 |
| Current Intern'l Class: |
G09B 3/00 (20060101) |
| Field of Search: |
434/118,219,307.R,308,322,323,350,362,379
702/182
705/1,7,9,12,10
706/50,10,45
707/1,103.Y,3,10
|
References Cited [Referenced By]
U.S. Patent Documents
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| |
| 2004/0219493 | Nov., 2004 | Phillips.
| |
Primary Examiner: Cheng; Joe H.
Attorney, Agent or Firm: RatnerPrestia
Claims
What is claimed:
1. A method of processing training data, the method comprising the steps of:
accessing training data stored in at least one of a plurality of training databases,
the training data being related to at least one of a plurality of employees;
providing an on-line training course for use by at least one of the plurality
of employees, the on-line training course being distinct from the plurality of
training databases;
formatting the training data included in the at least one of the plurality of
databases such that the training data can be processed by a master database;
importing the formatted training data into the master database; and
updating the master database to include training information related to the on-line
training course upon the successful completion of the on-line training course by
one of the plurality of employees.
2. The method of claim 1 additionally comprising the step of:
manually entering training data into the master database.
3. The method of claim 1 wherein the step of providing an on-line training course
includes providing a link on an employee specific webpage to the on-line training course.
4. The method of claim 1 wherein the step of formatting the training data includes
formatting the training data to be in a comma delimited text file format.
5. The method of claim 1 additionally comprising the step of:
transmitting the training information to a file transfer protocol site, the training
information being related to the completed on-line training course.
6. The method of claim 5 wherein the step of updating the master database includes
extracting the training information from the file transfer protocol site.
7. The method of claim 1 additionally comprising the step of:
providing an employee specific webpage indicating training requirements for an
employee, the employee specific webpage including a hyperlink to the on-line training course.
8. The method of claim 1 additionally comprising the step of:
reviewing the contents of the master database on a predetermined interval to
determine if a training course assigned to one of the employees has been completed.
9. The method of claim 8 additionally comprising the step of:
notifying the one of the employees, via an e-mail message, upon determining that
the training course has not been completed by a predetermined date.
10. A computer readable medium including computer program instructions which
cause a computer to implement a method of processing training data comprising the
steps of:
accessing training data stored in a plurality of training databases, the training
data being related to at least one of a plurality of employees;
providing an on-line training course for use by at least one of the plurality
of employees, the on-line training course being distinct from the plurality of
training databases;
formatting the training data included in at least one of the plurality of databases
such that the training data can be processed by a master database;
importing the formatted training data into the master database; and
updating the master database to include training information related to the on-line
training course upon the successful completion of the on-line training course by
one of the plurality of employees.
Description
FIELD OF THE INVENTION
The present invention relates, in general, to a training tracking system and
a method of using the same, and more specifically, to a training tracking system
that provides for the retrieval of training data in a number of different formats.
BACKGROUND OF THE INVENTION
Various employee training systems are known. Conventional training is conducted
in a classroom style setting. Upon completion of such a training course, a certificate
may be issued to the employee, and a data entry person (or possibly a human resources
employee) manually enters a record of the training into a computer system. Such
a training administration system suffers from a number of deficiencies. For example,
when the computer system is upgraded the training records may need to be entered
into a new training spreadsheet or the like. Further, tracking whether an employee
has completed required training may be difficult in such a system.
Other training systems include software programs that accept or retrieve training
data in a given format. However, training data is often compiled over extended
periods of time, and is stored in a number of different formats. Conventional software
programs are typically limited in that automatic recording of training data is
restricted to the software vendors programs. As such, these types of software products
do not allow for multiple integration of data inputs.
Further, conventional training administration systems typically do not support
training courses that require various distinct duration frequencies. If an employee
can access a training course on the web, conventional web based training programs
do not allow the employee to obtain an employee specific training history and training requirements.
Further still, access to conventional training administration systems is
very limited in scope. For example, a training program may either allow access
to the training tracking system to make entries or edits, but may not allow departmental
access to the training tracking system.
As such, a more flexible training tracking system and method of use would be desirable.
SUMMARY OF THE INVENTION
In an exemplary embodiment of the present invention, a method of processing training
data is provided. The method includes accessing training data stored in at least
one of a plurality of training databases, the training data being related to at
least one of a plurality of employees. The method also includes providing an on-line
training course for use by at least one of the plurality of employees, the on-line
training course being distinct from the plurality of training databases. Additionally,
the method includes formatting the training data included in the at least one of
the plurality of databases such that the training data can be processed by a master
database. The method also includes importing the formatted training data into the
master database. Further, the method includes updating the master database to include
training information related to the on-line training course upon the successful
completion of the on-line training course by one of the plurality of employees
is provided.
BRIEF DESCRIPTION OF THE DRAWINGS
The invention is best understood from the following detailed description when
read in connection with the accompanying drawings. This emphasizes that according
to common practice, the various features of the drawings are not drawn to scale.
On the contrary, the dimensions of the various features are arbitrarily expanded
or reduced for clarity. Included in the drawings are the following features:
FIG. 1 is a flow diagram illustrating a method of processing training data in
accordance with an exemplary embodiment of the present invention;
FIG. 2 is a flow diagram of a training system in accordance with an exemplary
embodiment of the present invention;
FIG. 3A is a block diagram illustrating features of a training system in accordance
with an exemplary embodiment of the present invention;
FIG. 3B is a table for use with a training system in accordance with is an exemplary
embodiment of the present invention;
FIG. 3C is a table for use with a training system in accordance with an exemplary
embodiment of the present invention;
FIG. 3D is a table for use with a training system in accordance with an exemplary
embodiment of the present invention;
FIG. 4 is a flow chart illustrating an employee training process in accordance
with an exemplary embodiment of the present invention;
FIG. 5A is a security screen for use with a training system in accordance with
an exemplary embodiment of the present invention;
FIG. 5B is an employee training screen in accordance with an exemplary embodiment
of the present invention;
FIG. 6 is a flow chart illustrating a training coordination process in accordance
with an exemplary embodiment of the present invention;
FIG. 7A is a block diagram illustrating aspects of a training system in accordance
with an exemplary embodiment of the present invention;
FIG. 7B is a security screen for use with a training system in accordance with
an exemplary embodiment of the present invention;
FIG. 7C is a department selection screen for use with a training system in accordance
with an exemplary embodiment of the present invention;
FIG. 7D is a training course summary screen for use with a training system in
accordance with an exemplary embodiment of the present invention;
FIG. 7E is an employee specific training screen for use with a training system
in accordance with an exemplary embodiment of the present invention;
FIG. 7F is a department specific training screen for use with a training system
in accordance with an exemplary embodiment of the present invention;
FIG. 7G is an employee specific screen for adding training for use with a training
system in accordance with an exemplary embodiment of the present invention;
FIG. 7H is a training group maintenance screen for use with a training system
in accordance with an exemplary embodiment of the present invention;
FIG. 7I is another training group maintenance screen for use with a training
system in accordance with an exemplary embodiment of the present invention;
FIG. 8A is a department report screen for use with a training system in accordance
with an exemplary embodiment of the present invention;
FIG. 8B is another department report screen for use with a training system in
accordance with an exemplary embodiment of the present invention;
FIG. 8C is an employee specific report screen for use with a training system
in accordance with an exemplary embodiment of the present invention;
FIG. 8D is another employee specific report screen for use with a training system
in accordance with an exemplary embodiment of the present invention;
FIG. 9A is a training menu screen for use with a training system in accordance
with an exemplary embodiment of the present invention;
FIG. 9B is a file location and system settings screen for use with a training
system in accordance with an exemplary embodiment of the present invention;
FIG. 9C is a training information importation screen for use with a training
system in accordance with an exemplary embodiment of the present invention;
FIG. 9D is a training administration screen for use with a training system in
accordance with an exemplary embodiment of the present invention;
FIG. 9E is a training reminder screen for use with a training system in accordance
with an exemplary embodiment of the present invention;
FIG. 10A is a flow diagram illustrating course creation and set-up for use with
a training system in accordance with an exemplary embodiment of the present invention;
FIG. 10B is a course creation and set-up table for use with a training system
in accordance with an exemplary embodiment of the present invention;
FIG. 11 is a flow diagram illustrating the creation of user access to a training
system in accordance with an exemplary embodiment of the present invention;
FIG. 12 is a flow diagram illustrating the retrieval of employee training data
in accordance with an exemplary embodiment of the present invention;
FIG. 13 is a flow diagram illustrating the retrieval of training text files
in accordance with an exemplary embodiment of the present invention;
FIG. 14 is a flow diagram illustrating a reporting process for use with a training
system in accordance with an exemplary embodiment of the present invention;
FIG. 15 is a flow diagram illustrating a notification process for use with a
training system in accordance with an exemplary embodiment of the present invention;
FIG. 16A is a flow diagram illustrating retrieval of employee personnel data
for use with a training system in accordance with an exemplary embodiment of the
present invention; and
FIG. 16B is an employee record exclusion screen for use with a training system
in accordance with an exemplary embodiment of the present invention.
DETAILED DESCRIPTION OF THE INVENTION
In an exemplary embodiment of the present invention, a training system (and a
method of using the same) is provided that allows (1) existing employee training
records that are stored in a number of databases to be retrieved into a master
database, (2) on-line courses to be completed, and their associated training records
to be retrieved into the master database, (3) employee training records to be manually
entered into the master database, and (4) flexible reporting capabilities.
In an exemplary embodiment, the present invention provides for automatic data
recording of training data that can be set in any editable program, and provides
for transfer of the training data to a master database. Training courses may be
assigned in any of a number of customizable durations, for example, by any desired
number of days, or to be due in a particular month of the year.
In an exemplary embodiment, the present invention provides employee access to
a employee specific screen (e.g., an employee specific active server webpage) that
indicates courses assigned to the employee and the date the course was last taken,
the next date that the course is required, and an indication of an overdue status
for overdue courses. Further, the present invention provides for the employee to
immediately launch a training course from this employee specific screen if this
particular training course is available on the web as an on-line course, or any
other format that may be hyperlinked to the employee specific screen. Further still,
the employee specific screen may include a complete training history for the employee
that includes training records from (1) an on-line automated training tracking
system, (2) a manual entry web-based system, and (3) imported files from other
training data storage systems.
The training administration system can be set up so that any person with a valid
username and password can access the system, or a portion of the system. For example,
a person with a valid username and password can be given restricted access to those
departments that have been assigned to that person, or the person can be given
complete access to all departments within the training system.
In an exemplary embodiment, the present invention includes three primary components:
the master database (main database), webpages for training coordinators, and webpages
for employees. The master database, for example, is an SQL database that (1) receives
automatic training data (including scoring of an exam) from the on-line programs,
(2) uploads training data from the AS/400 training tracking system, and (3) receives
manual inputs into the database interface.
Training courses that are created in the database can be assigned to an
entire department(s), specific employees, or defined groups. The training courses
can have due dates based on a day frequency such 365 days for annual training,
or by an assigned month such as January each year. Department wide training can
be excluded from individual employees within the department. Employee data is imported
into the system such that the system can display training assignment and status
reporting for all current employees. Training Coordinators (TC) may be assigned
as users of the training system. Each TC can be assigned to coordinate training
for individual departments in an organization, or to all employees and departments
in the organization. E-mails providing notification of overdue training and/or
a percent complete of department wide training can be sent to vice-presidents,
directors, TCs, and individual employees.
TCs can access the training system using a web-interface. Each coordinator can
assign, exclude, or delete training for a given employee, department, or group.
Further, training records can be manually entered into individual employee files
by a TC. Reports are available to the TC to provide the training status for all
assigned training on an individual employee, department, or group basis. For example,
the reports may be in html format, but may also be exported to a .csv (comma separated
variable) file that may be accessed in a spreadsheet program such as Microsoft Excel.
Individual employees can access the training system via the web, for example,
using a company specified ID number. As such, a single employee specific webpage
may provide a listing of all assigned courses, the date each of the assigned courses
was last taken, the next due date for each of the courses, and an overdue indication
for an overdue course. Credit for taking a course can come from any of a number
of data sources. For example, an employee can launch a course by clicking on the
course title at the employee specific webpage and completing the course on-line
(if it is a hyperlinked course). Hyperlinked courses may be on-line programs, web
programs, or any other file format that can be hyperlinked. The employee specific
webpage may also provide a detailed listing of all training that the employee has
completed, regardless of the source of the training data.
In an exemplary embodiment of the present invention, the master database has a
number of purposes, for example: (a) administration and importation of on-line
training records; (b) importation of AS/400 (or other database stored) training
records; (c) providing training coordinator access and department assignments;
(d) allowing for the direct input of training records into the master database;
(e) providing various training reports.
FIG. 1 is a flow diagram illustrating a method of processing training data.
At step
102, training data that stored in at least one of a plurality of
training databases is accessed. The training data stored in the at least one of
a plurality of databases is related to at least one of a plurality of employees.
At step
104, an on-line training course is provided for use by at least
one of the plurality of employees. The on-line training course is distinct from
the training data in the plurality of training databases. At step
106, the
training data included in the at least one of the plurality of databases is formatted
such that the training data can be processed by a master database. At step
108,
the formatted training data is imported into the master database. At step
110,
the master database is updated to include training information related to the on-line
training course upon the successful completion of the on-line training course by
one of the plurality of employees.
FIG. 2 illustrates an exemplary process by which an employee may complete a
training course, and a training database can be updated based on the employee's
course completion. Course program library
202 is a library of courses to
which the subject employee has access. For example, all employees in a given organization
may have access to all of the courses in course program library
202. Alternatively,
course program library
202 may be employee or group specific.
Module
204 provides a process by which the subject employee can access
a course, complete the associated course exam, and generate a pass/fail certificate.
For example, Module
204 may be a computer program written to accomplish
the course completion process. At step
206, the subject employee downloads
a training course program from course program library
202. For example,
the training course program downloaded may be a course that the employee is required
to complete. At step
208, the subject employee runs the downloaded training
course program and takes the associated exam. At step
210, module
204
grades the exam and generates a pass or fail certificate based on the employee's
performance on the exam and the raw score required to pass the exam. Module
204
then sends the exam results (i.e., the pass or fail certificate) in a text file
format to server
212. Server
212 stores the exam results in a text
file format for a given period of time. For example, all of the exam results stored
on server
212 may be extracted on a daily basis as a batch of text files.
Alternatively, the exam results stored on server
212 may be extracted as
soon as the exam results are received by server
212. As such, the exam results
stored on server
212 may be extracted at any desired time interval.
Module
214 extracts the exam results from server
212 at step
216. Additionally, at step
216, SQL training database
218
is populated using the exam results. Training data in SQL training database
218,
including the exam results retrieved at step
216, may be used to satisfy
a variety of functions. For example, at step
220, the data is used to produce
training reports. Alternatively, at step
222, the training data may be used
to satisfy employee status queries. Further still, at step
224, the training
data may be used to produce training schedules.
In an exemplary embodiment of the present invention, a master database (an SQL
database) may retrieve training data in a variety of formats, and allow access
to this training data from the master database in a single format. FIG. 3A illustrates
a master database (training and tracking administration database
308) that
receives training data in three formats. For example, training data may be downloaded
from previously existing training databases to database
308. In one embodiment,
this previously existing training data is an AS/400 system of training database(s).
Training data may also be extracted from a FTP site
304 to database
308.
For example, FTP site
304 may be a server that receives on-line training
course exam results in a text file format. Further still, database
308 may
be directly populated with training data through direct entry system
306.
For example, if a traditional (not on-line) training course is given, the results
of the training course may be manually inserted into database
308.
As provided above, one method of populating a master training database is to
download
training data from an existing training database(s). In an exemplary embodiment
of the present invention, training data is transferred from an AS/400 training
tracking system (previously existing training database) using a Rally File Transfer.
RALLY! supports the AS/400 file transfer, which provides for the transfer of files
between the AS/400 and a computer. With the AS/400 file transfer, a file transfer
configuration that has been created to a file can be reused, thereby saving time
and ensuring consistency in the event that repeatedly run file transfers require
the same transfer setting. SQL (Structured Query Language) commands may be used
to construct queries that specify the files, fields, and records to be received
from the AS/400. Such a configuration file may be called by the master database
as needed, and the configured transfer session allows for the creation of a file
extract in pre-defined formats.
The master database begins a transfer session, thereby creating a comma delimited
text file that is then automatically imported into the master database. For example,
the format of the comma delimited text file may be: Company, Social Security Number,
Course, Course Title, Date, Course Category. The comma delimited text file, which
may be generated by the AS/400 or another system is then imported into the master
database as a separate table. As such, this text file results in a complete data
dump from a previously existing training database system (e.g., AS/400) to the
master database. The table content may then be deleted to allow for new content
to be transferred to the master database. An example of such a table is shown in
FIG. 3B. As shown in FIG. 3B, the table includes a field name column
310,
a data type column
312, and a description column
314.
As discussed above, another mechanism for populating the master database is to
extract training data from a FTP site file. In an exemplary embodiment of the present
invention, on-line training programs create a comma delimited text file upon the
completion of the on-line training. For example, this text file is sent to a FTP
(file transfer protocol) site. This mechanism obtains the training files differently
than the previously described AS/400 system in that this system is designed to
extract multiple text files with unique names from an FTP folder, and to import
each file individually into the master database. Each of the files is appended
to the master database table as a new record. For example, any file designated
with a unique number in this folder can be uploaded to the master database; that
is, it is not dependent upon another program to develop a text file. In an exemplary
embodiment of the present invention, the imported text file format is as follows:
"Field 1," "Field 2," "Field 3," "Field 4," "Field 5," "Field 6," "Field 7," "Field
8," "FileName," "StoreGuid," "Title," "Date," "Time," "StartTimeCode," "ElapsedTime,"
"TimeLimit," "TotalQuestions," "AnsweredCorrectly," "PointsEarned," "QuestionsSeen,"
"PercentCorrect," "Category." Such a text file format is illustrated in the table
shown in FIG. 3C, where the data is tabulated in field name column
316,
data type column
318, and description column
320.
As provided above, yet another mechanism for populating the master training database
is direct data entry. Such a mechanism allows for the manual input of individual
training records, for example, using a web data entry form. The web page used for
the data entry may be an active server page (asp) that feeds the information to
the SQL table such as the exemplary form illustrated in FIG. 3D. As before, the
table organizes the training data in field name column
322, data type column
324, and description column
326.
FIG. 4 illustrates an exemplary process by which an employee obtains training,
and the master training database is updated based on the completion of the training.
At step
400, an employee attends training. For example, the employee may
attend an external training seminar or a live training course, at step
402.
Alternatively, the employee may attend an on-line course at step
414.
If the training is an external seminar or live training course, the training
is
completed at step
404. Following the completion of the training, a certificate
is provided to a training data entry person at step
406. At step
408,
a decision is made as to whether this training data will be entered into another
training system such as the AS/400 system. If the data is entered into another
training database system such as the AS/400, the AS/400 files are transferred to
the master database at step
410. Alternatively, the training record may
be manually entered into the master database at step
412.
If the training is conducted on-line, this process may be commenced by logging
onto a training web page at step
416. An employee I.D. number is entered
at step
418. A display button is "clicked" at step
420, and a desired
course is launched at step
422. The on-line course is completed at step
424, and the training data is transmitted to the FTP site and subsequently
uploaded into the master database at step
426.
Regardless of how the master database is populated, at step
428
the master database updates the employee's specific training web page, thereby
providing the employee with the status of assigned training courses and a complete
training history.
In the event that training is to be completed by an employee on-line, the employee
must first log-on to the main training website. For example, the employee may log-on
to the training website using a link on a corporate homepage. FIG. 5A illustrates
an initial screen whereby the employee may gain access to a training course. The
screen includes an entry block
502 for the employee's clock number (identification
number), and a display button
504 for proceeding after the entry of the
clock number. Hitting display button
504 then takes the employee to the
screen illustrated in FIG. 5B. This screen includes the employee's name
506,
a current required course list
508, and a courses already taken list
510
(only partially shown in FIG. 5B). From this screen, the employee may select a
link to a course included in the current required course list
508, and proceed
to completing the course.
In many training programs, one or more training coordinators are appointed for
coordinating the training program. FIG. 6 illustrates an exemplary process of coordinating
the training program. At step
600, an assessment is conducted as to employee
training requirements. At step
602, the coordinator logs-in to the training
coordinator administration web page. At step
604, the coordinator selects
a desired method of assigning training. For example, the coordinator may select
to assign training as a training group, or to a department and employee.
Should the coordinator select to assign training to a training group, the
process proceeds to decision step
606, where the coordinator decides if
the appropriate training group exists or not. If the training group exists, the
coordinator clicks on the appropriate training group name at step
608 and
then assigns the employees and training courses to the training group at step
610.
If the appropriate training group does not exist, a new training group is created
at step
612.
If the coordinator decides to assign training on a departmental or employee basis,
the coordinator selects the appropriate department, for example, from a drop-down
list, at step
614. The coordinator then proceeds to decision step
616,
at which the coordinator decides whether the training will be assigned department-wide
or not. If the training is to be assigned department-wide, the coordinator selects
a course at step
618. The coordinator then proceeds to decision step
620,
where the coordinator must decide whether to exclude certain employees if the training
is being assigned department-wide. If certain employees are being excluded from
the department-wide training, the coordinator selects the "all" check box at step
622, clicks the "add" button at step
624, and then opens the relevant
employee records, selects the course and clicks "exclude" at step
626. If
no employees are being excluded, the coordinator selects the course to add to the
training program at step
628, selects each employee to assign the training
at step
630, and clicks the "add" button at step
632.
FIG. 7A illustrates an exemplary training coordinator web page layout. The web
page layout commences at log-in screen
700, and proceeds to department selection
screen
702. The training coordinator may then select how the training program
changes will be administered, that is, whether by department, employee, or by training
group. If the coordinator selects the department level course administration
704,
the coordinator may then proceed to add courses, remove courses, or produce training
reports, by department, at step
706. If the coordinator selects the employee
level course administration
708, the coordinator may then proceed to add
courses, exclude courses, produce employee reports, and add training records, by
employee, at step
710. If the coordinator selects the training group level
course administration
712, the coordinator may then proceed to add courses,
remove courses, add employees, and remove employees, by training group, at step
714.
FIG. 7B is an exemplary training coordinator log-in screen, and includes log-in
box
716, password box
718, log-in button
720, and re-set button
722. After completing the log-in screen, the training coordinator proceeds
to a screen to select a training department. FIG. 7C illustrates such a screen,
including department selection box
724, display button
726, and a
link to existing training groups
728.
FIG. 7D illustrates an exemplary screen for changing the training requirements
of a department. This screen identifies the department with identifier
729.
The coordinator may view any department-based reports using drop down box
730.
In order to add or delete a course, the coordinator may select the course using
course selection box
732. The coordinator may then select the "all" check
box at employee list
738 in order to select the entire department. The coordinator
may then add or remove the course from the training requirements of the department
using add button
736 or delete button
734. In an exemplary embodiment
of the present invention, a screen or pop-up window will appear indicating that
a given course has been added or removed from department's training requirements.
FIG. 7D also illustrates current required course list
740.
FIG. 7E illustrates a screen providing a first method of modifying an individual
employee's training requirements. This screen includes employee identifier
741,
and report selection box
742. In order to modify the training requirements
of the employee, the coordinator may select a course from course selection box
746, and then either add or delete the course from the employee's training
requirements by clicking include course button
748 or exclude course button
750. The coordinator can input training completed by the employee, but that
did not transfer to the training system, using add training button
744.
Use of add training button
744 may require that the employee provide a passing
certificate to verify that the course has been successfully completed. This screen
also includes current required course list
752.
FIG. 7F illustrates a screen that provides another method of modifying an individual
employee's training requirements. This screen is very similar to the screen illustrated
in FIG. 7D, and includes department identifier
753. The coordinator may
view any reports using drop down box
754. In order to add or delete a course,
the coordinator may select the course using course selection box
756. The
coordinator may then select the specific employee's check boxes at employee list
762 in order to select the employee's whose training requirements will be
modified. The coordinator may then add or remove the course from the training requirements
of the selected employees using add button
758 or delete button
760.
In an exemplary embodiment of the present invention, a screen or pop-up window
will appear indicating that a given course has been added or removed from the selected
employee's training requirements. FIG. 7F also illustrates current required course
list
764.
FIG. 7G is an exemplary screen that allows a training coordinator to input data
related to a course that the employee completed, but that did not transfer to the
training database, or if the training coordinator prefers to manually input the
data using this method. The screen includes employee identifier
766, course
selection box
768, and training date box
770. Add button
772
allows a coordinator to input the training into the system, and clear button
774
allows the coordinator to clear the entered text.
FIG. 7H is an initial screen for modifying training group requirements. This
screen includes group name box
776, and add group button
778. This
screen also includes list
780 that lists each of the training groups currently
defined. This screen also includes link
782 for contacting the training
system administrator. After entering the name of a new group in box
776,
another screen useful for entering additional information about that group is brought
up. FIG. 7I is an example of such a screen, and includes group identifier
783.
In order to add employees to the group, the coordinator may select an employee
using drop down
784, and add button
786. In order to add a course
requirement for the group, the coordinator may select a course, using drop down
788 and add button
790. The coordinator may delete group members
by selecting a member from list
792 and clicking delete button
794.
The coordinator may delete a course from the training group by selecting a course
from list
796 and clicking delete button
798.
FIG. 8A is similar to FIG. 7D; however, FIG. 8A will be used to explain a method
of producing a training report for a given department. FIG. 8A identifies the department
with identifier
800. The coordinator may view any department-based reports
using drop down box
802. Similar to FIG. 7D, the screen illustrated in FIG.
8A may be used to add or delete a course by selecting the course using course selection
box
804, add button
806, delete button
808, and by selecting
either all employees or individual employees using employee list
810. The
screen illustrated in FIG. 8A also includes current required course list
812.
In order to produce a department based training report, the coordinator may select
a report from drop down box
802. By selecting a report using drop down box
802, an appropriate report screen will appear, for example, the screen shown
in FIG. 8B. FIG. 8B includes identifier
814, training requirement list
816
and export data button
818. List
816 includes all courses that have
been assigned to the employees in the selected department organized by course number,
course title, date last taken, next date required, and an overdue notice if the
next date required has been exceeded. Export data button
818 allows the
training information to be exported to an external file, for example, a .csv (comma
separated variable) file. Such a file may be opened, for example, in a spreadsheet
program and if desired, this information may also be imported in a database.
Similar to FIG. 7E, FIG. 8C is an employee specific training screen. This
screen includes employee identifier
820, and report selection box
822.
As described above with reference to FIG. 7E, in order to modify the training requirements
of the employee, the coordinator may select a course from course selection box
824, and then either add or delete the course from the employee's training
requirements by clicking include course button
826 or exclude course button
828. The coordinator can input training completed by the employee, but that
did not transfer to the training system, using add training button
832.
This screen also includes current required course list
834. In order to
produce an employee specific report, the coordinator may select a report from report
selection box
822, thereby bringing up an employee specific report such
as the one illustrated in FIG. 8D.
FIG. 8D includes employee identifier
836, employee course list
838,
and export data button
840. Employee course list
838 includes all
courses that have been assigned to the specific employee organized by course number,
title of course, date last taken, next date required, and an overdue notice if
the next date required has been exceeded. Export data button
840 allows
the coordinator to export the training information to an external file, for example,
a .csv file, which may be opened into a spreadsheet program. Further, the training
information may also be imported into a database.
In an exemplary embodiment of the present invention, the training program includes
a digital trainer import utility. The digital trainer import utility is provided
for a number of reasons, including: administrating and importing on-line records,
importing AS/400 training records, providing access and privileges to the training
program, managing training coordinator's departmental assignments, running reports,
and providing training metrics for reporting. FIG. 9A illustrates an exemplary
main menu for digital trainer import utility. The digital trainer import utility
main menu includes numerous program shortcut launches such as Maintain File Locations
and Systems Settings button
900, Create Annual Training Employee Snapshot
button
902, Download Employee Training from AS/400 button
904, Import
Digital Trainer Information button
906, Training Website User Administration
button
908, and Email Training Overdue Listings button
910. The digital
trainer import utility main menu also includes a select report drop down
912
(and an associated "go" button
914) and an exit button
916.
Upon clicking Maintain File Locations and Systems Settings button
900,
a screen such as the one shown in
9B appears. This screen stores various
pieces of information related to a training file location and the training system
settings. Block
918 stores the test results file location, where the text
file may be a .txt file. Block
920 stores the archive test results file
location. In an exemplary embodiment of the present invention, block
920
is the location where the FTP program copies on-line text files for back-up records
in a raw data format. Block
922 is a location on the user's computer where
the FTP program is located. Block
924 holds the value of the minimum score
required for passing an on-line training program, for example, 90%.
Block
926 is the location of the employee information that is generated
daily by the information systems department. Block
928 is the system setting
for launching the AS/400 training download utility. Block
930 is the location
of the script that runs the AS/400 download. Block
932 is an address that
may be used to test e-mail features of the training program. Button
934
is used to close the Maintain File Locations and System Settings portion of the
digital trainer import utility.
Upon clicking Create Annual Training Employee Snapshot button
902, a
real time snapshot of employee personnel data is provided. This snapshot, in the
form of a table, may be used to compare the employee snapshot toward completing
a particular course or courses for annual tracking. This feature may be included
in certain embodiments of the present invention.
Upon clicking Download Employee Training from AS/400 button
904, a download
of all training records from the AS/400 begins. These training records are imported
into the digital trainer utility for reporting and tracking in the training coordinator's
administration web page. In an exemplary embodiment of the present invention, this
download from the AS/400 is accomplished using a rally file transfer command. In
order to complete this download, a log-in and password may first be required. The
program then imports the training records, and a query runs and deletes the old
AS/400 training records, thereby replacing them with the new, imported records.
Upon clicking Import Digital Trainer Information button
906, a screen
such as that shown in FIG. 9C appears. This screen provides Import from FTP button
936, Add Zero To button
938, Verify Employee Data button
940,
Submit to Database button
942, and Cancel button
944. Upon launching
Import from FTP button
936, the FTP program is started. This program imports
all on-line training files transmitted to the FTP site, creates a backup of the
file, deletes the imported file from the FTP site to eliminate duplicative import
records, and imports the on-line training file into the table shown in FIG. 9C.
Upon launching Add Zero To button
938, leading zeros are added to the clock
number (not shown in FIG. 9C). For example, zeros may be added to the beginning
of the clock number until it is six figures in length. Upon launching Verify Employee
Data button
940, the clock number entered is checked against an employee
master file to verify that the employee name and department have been entered correctly.
Upon launching Submit to Database button
942, the training records are appended
to the main table where all on-line training records are maintained. Cancel button
944 may be used to exit the screen shown in FIG. 9C.
Upon clicking Training Website User Administration button
908, a screen
such as the one illustrated in FIG. 9D appears. This screen is used to administrate
access to the training administration web page. Users can be added and deleted
from access to the training administration web page using this screen. Further,
departments can be added to the user's access. An existing user can be selected
for viewing or editing by clicking the drop-down arrow at block
946 and
selecting a user. In order to add a user, a user name is input into block
954,
a user password is established at block
956, the user's full name is included
in block
960, and the user's email address is included in block
962.
To include this user in the e-mail notices block
964 is clicked so that
it is checked. In order to see the password, button
958 can be depressed.
The departments that the user will have access to are listed in department list
966. A new user can be added by depressing button
948. The information
entered can be saved to the system by depressing save record button
950.
A user can be deleted by depressing the delete record button
952.
Upon clicking Email Training Overdue Listings button
910, a screen such
as the one illustrated in FIG. 9E appears. This screen allows for overdue training
notifications to be sent to various parties. By selecting block
968 (and
clicking button
974), training coordinators will be e-mailed a complete
listing of all overdue training records for employees listed in their department.
By selecting block
970 (and clicking button
974), directors will
receive an e-mail report of their department's training percent completion. By
clicking block
972 (and clicking button
974), vice-presidents will
receive an e-mail report of their department's training percent completion.
FIGS. 10A through 16B relate to activities performed by the administrator(s)
of the master database. FIG. 10A is a flow chart illustrating a process for creating
and setting up courses to be assigned to an employee's curriculum. At step
1002,
a new record is added to the master table (e.g., an SQL table). An exemplary new
record is illustrated in FIG. 10B, and is organized according to field name column
1028, data type
1030, description column
1032, and field properties
section
1034. Referring again to FIG. 10A, a unique course number is given
to the course at step
1004 (as with each of the various features described
in relation to FIG. 10A, the unique course number is also tabulated in FIG. 10B).
At step
1008, a course title and description are given. At decision step
1010, a determination is made as to whether the course is initial training
only. If the course is initial training only, the frequency block in the table
illustrated in FIG. 10B is left blank. If the course is not initial training only,
a determination is made at decision step
1014 as to whether the course is
due during a certain month of the year. If the course is due during a certain month
of the year, the appropriate month number is entered into a scheduled month field
at step
1018. If the course is not due during a certain month, a duration
between due dates (e.g., 365 days) is input in the frequency field at step
1016.
At step
1020, estimated times to complete the training are input. At step
1022, a URL is input if the course is an on-line course. This URL may be
used to launch the course from an employee training web page. At step
1024,
a minimum passing score is set.
FIG. 11 is a flow diagram illustrating an exemplary process for creating training
coordinators and establishing their associated access privileges to the training
system. At step
1102, the new user provides a login and password to be used
to access the training system. At step
1104, a user department maintenance
form is opened. An example of such a form has been previously illustrated and described
by reference to FIG. 9D, and will be further described now. At step
1106,
the user name is input (see block
954 in FIG. 9D). For example, the user
name may be the user's normal operating system login. At step
1108, the
user's password is input into the maintenance form (see block
956 in FIG.
9D). At step
1110, the user's full name is input into the maintenance form
(see block
960 in FIG. 9D). At step
1112, the user's email address
is input into the maintenance form (see block
962 in FIG. 9D). At decision
step
1114, a determination is made as to whether the user will be sent an
overdue email report. If the user will be sent an overdue email report, the send
email check box is checked at step
1116 (see check block
964 in FIG.
9D). If the user will not be sent an overdue email report, a verification that
the send email check box is not checked is performed at step
1118. At decision
step
1120, a determination is made as to whether the user will need access
to training data for all departments. If the user will need access to the training
data for all departments, "<All>" will be entered into the first box
in the department listing at step
1122 (see department listing
966
in FIG. 9D). If the user will not need access to the training data for all departments,
the appropriate departments are assigned in the department listing at step
1124.
FIG. 12 is a flow diagram illustrating an exemplary method of downloading employee
training information from a previously existing training system such as the AS/400
system. At step
1202, the download employee training button is depressed
from a main menu. At step
1204, the "yes" button is depressed to continue.
At step
1206, the AS/400 user name and password are entered at the prompts.
At step
1208, the "ok" button is depressed when all records have been downloaded.
At step
1210, auto import queries are run. At step
1212, the database
is closed.
FIG. 13 is a flow diagram illustrating a process for downloading and importing
training text files from an FTP site. This process will be explained by reference
to FIG. 9C, as well as FIG. 13. At step
1302, the import digital trainer
information button is depressed at the main menu. At step
1304, the import
from FTP button is depressed from the import verification screen (see button
936
at FIG. 9C). At step
1306, after the appropriate records have been imported,
the "Add Zero To" button is depressed to format the employee clock numbers (see
button
938 at FIG. 9C). At step
1308, if any of the training records
did not verify,
