People Information

If you are assigned an Admin permission (supervisor, account, division or company), your system menu shows People tab. Clicking on this tab shows People Information and Training Records. This section explains People Information. Upon clicking people information, a list of people for whom you have administration permission is displayed.

Search Button in List View

The Search button allows you to search for people in all companies, divisions, and accounts. Typically, you may search for a person when adding a new person (to ensure that the new person has not already been added in another company or division that you do not have access to). To search, enter Full Name or User ID, using wildcard % sign, if necessary. Click Search and a new window will display all of the people that match the criteria. If the new person has already been added in another company and division, you should get a company admin to move the person to your division.

Clicking on any name in the list will display the People Information (or form view) details for the selected person. Any field that is not grayed out can be edited. The sections of the form are explained below.

People > People Information > Details

The details tab shows following key information:

  • Full Name
  • Personal Training - displays all personal training records entered by the person
  • Supervises - displayed only if the selected person is a supervisor of other people. This link displays a form showing the names of the people that this person supervises. It allows you to add, delete, or move such people to another supervisor.
  • User ID and Reset Password button
  • E-mail Address
  • Inactivate or Activate link - clicking the inactivate link inactivates the person. The person's training records are maintained, but the person is not allowed to log in.
  • Primary supervisor
  • Secondary supervisor
  • Send e-mail to supervisor check boxes
  • Status Code (Employee, Contractor, etc.)
  • Instructor checkbox
  • Manager checkbox

Inactivating a Person

A person in Frontline can be active or inactive. To make a person inactive, click the Inactivate link, and OK in the confirmation dialog box.

When you inactivate a person:

  • All of the person's training records are maintained.
  • The person becomes inactive in all companies, divisions and accounts.
  • The person can be selectively withdrawn from any ILTs in which they are enrolled.
  • The person cannot log into Frontline.
  • All of the person's permissions become inactive.
  • All curriculum items assigned to person are inactivated, with a choice to keep curriculum dates (useful if person is inactivated because of STD, and is expected to be activated again shortly).
  • All the person's assignments are deleted.

Activating a Person

If an inactive person returns to work, you can make the person active again. The person will then be activated in the default company, division, account and primary job.

To make a person active, click the Activate link, and OK in the confirmation dialog box. The person's previously active companies, divisions, accounts, curriculum items and system codes are displayed. Check the items you want to activate and change the due dates, if desired. Then click Activate.

Adding a Person

The easiest way to add a new person is to copy an existing person with a similar curriculum. The Copy button will copy the company, division and account and allow you to select the system codes and curriculum from the copied person. This way you can add a new person and assign curriculum by completing only one form. The new person can begin training as soon as you save the form.

The New button also allows you to add a new person. The new person is added to the same company, division and account as the administrator entering the person. The new person does not have any curriculum; you must add curriculum items by clicking on the curriculum tab.

Moving a person

Move button allows you to move an existing person from the person's default company, division, account and/or primary job to a new default company, division, account and/or primary job. You can use this feature even if only one item, such as default account, has changed for a person. When you move a person using the Move button, system also moves the person's training records (changes company/division/account in records), so your existing reports do not break. Maintaining correct default company, division, account and primary job for all people allows you to maintain the correct curriculum and keeps your reports meaningful and correct. You can move people between companies, divisions and accounts for which you have access permission.

People > People Information > Companies

The Companies tab shows the person's companies. Typically, each person will be active in only one company, which will be the default company. However, a person can be active in more than one company with desired administration and reporting access permissions. Form View displays the person's business information in the selected company. Any field that is not grayed out can be edited. Fields on this form include:

  • Shift Code - By entering a shift code, you can run reports on employees by shift for the selected company.
  • Employee Number - By entering a value, you can run reports on employees by employee number for the selected company.
  • Access permissions - for this company.
  • Default company - checked if this is the person's default company.
    • Selecting New allows you to make this person active in another company (if applicable), with desired admin and report access. Only a company admin with access to both companies can do this task.

People > People Information > Divisions

The Divisions tab shows the person's divisions. Typically, each person will be active in only one division, which will be the default division. However, a person can be active in more than one division, with desired administration and reporting access permissions. Selecting New allows you to make this person active in another division (if applicable), with desired admin and report access. Only a company admin or a division admin with access to both divisions can do this task.

People > People Information > Accounts

The Accounts tab shows the person's accounts. Typically, each person will be active in only one account, which will be the default account. However, a person can be active in more than one account, with desired administration and reporting access permissions. Selecting New allows you to make this person active in another account (if applicable), with desired admin and report access. Only a company admin, a division admin, or an account admin with access to both accounts can do this task.

People > People Information > Permissions

The Permissions tab shows the person's module permissions. You can add or edit system codes from this tab. You cannot grant system codes higher than yours to a person, so you will only be allowed to select from the system codes up to your level.

People > People Information > Curriculum

The Curriculum tab shows curriculum items (jobs, skillsets and training items) that make up a person's curriculum.

The left side of the screen lists all curriculum items showing their title, item type, and whether the item is active. The scroll bars on the bottom of the list allow you to scroll from item to item or page to page. The right side of the screen displays the details for any item selected on the left side. Any field that is not grayed out can be edited. Fields to note include primary job (shown if selected curriculum item is a job), due date, and attempts allowed. The Components link displays the job components or skillset components for the selected job or skillset.

Selecting New shows a form that hat allows you search for and add a curriculum item to the selected learner's curriculum.

You can add jobs (most preferred), skillsets, and training items (least preferred) to a learner's curriculum. To simplify curriculum management, it is recommended that you add only jobs or skillsets to a learner's curriculum. The training items should be added to skillsets as their components.

When you add a curriculum item to a learner's curriculum, pay attention to following items on the left side of the screen:

  • Due Date (Curriculum Date): A default value of 30 days in the future is used every time a curriculum item is added to a learner's curriculum, and can be changed if necessary.
  • Attempts Allowed: Applies to any test attached to a training item component that make up the job or its skillset component. A default value of 3 attempts is used. It is discussed further below under Assignments.
  • Primary Job: Shown only when a job is added to people's curriculums. You can designate any job as a primary job for convenience in tracking if your people meet all training requirements of their primary jobs.

The fields on the left are same as the ones for the job, except that the primary job flag does not apply. Note that the values entered on the left apply to all items selected on the right. If you want different values such as due date for some of the selections, you must add these items separately. 

People > People Information > Assignments

The Assignments tab displays the person's assignments. Assignments are individual training items assigned to the person. Assignments that are due within 60 days appear on the person's Frontline Desktop Training tab. The left section of the screen lists the training items, along with their type, assigned to the person. The Assignments link on the person's desktop Quick Links area displays the same list of training items.

Assignments are calculated automatically from the jobs, skillsets and training items in the person's curriculum. As a training item may be in more than one job or skillset, duplicate training items are eliminated in assignments. For more information on how assignments and due dates are calculated. Since assignments are calculated automatically, you cannot add or delete assignments on the assignments screen. You must make changes to the person's curriculum to change assignments.

Assignment Details

The right section of the screen displays the details for each assignment. These are the key fields:

  • Due Date and Retest Period are calculated automatically based on the rules explained in About Due Dates and cannot be edited.
  • Mandatory check box indicates that this assignment is or will be (if due date > 60 days) under the Training tab of person's desktop. If not checked, the assignment will be under the Optional tab.

  • Attempts Taken is the number of times the person has attempted to pass the test attached to the training item.

  • Attempts Allowed is the number of times the person is allowed to pass the test attached to the training item. Attempts allowed comes from the curriculum form and can be edited. If the person's Attempts Taken exceeds Attempts Allowed, he is not allowed to test on this training again.
    • To increase Attempts Allowed, enter the new number and click Update. This change is for this assignment only. It will be reset if the person's curriculum is updated. Future assignments of the same training item will use Attempts Allowed from the person's curriculum. If you want to permanently change Attempts Allowed, you must change it in the curriculum form.

People > People Information > Records

The Records tab displays the person's training records. A person's complete training history is stored here, including a separate record for each attempt on a training item and a record for each occurrence of a recurring training item. A record becomes part of the permanent learner history. When the person moves to a new job, division, or company, these records go with the person. 

Under the records tab:

  • List View displays a listing of all records. It displays training item, item code, item type, date completed, score, result and date completed. You can scroll through these records or use the filter button to view only records of interest.
  • Form View displays the details of a selected record.

When are training records kept?

A record is kept when the person completes the requirements of a training item. If the training item requires a test, then a "Pass" or "Fail" record is kept upon completion of the test. If a test is not required, then a record is kept when the training content is clicked open for a DOC or PRC item type. For WBT item type, a record is kept only after person views the last page of the WBT. A record is kept regardless of whether the training is assigned or taken from a library.

For an ILT training item, a record can be entered by the person using a credit key. Alternately, the administrator/instructor can enter records using the Records button. A record can be manually entered for any person using People > Training Records from the system menu.

Dates in a training record

The record has up to four dates:

  • Due Date
  • Date Completed
  • Expiration Date - The record will have an expiration date if the training item had a retest period when taken. This expiration date will become the new due date for this training item for the person.
  • Modified Date - The record will have a modified date different than the date completed if the record was manually edited by an administrator.

Certificates

If there is a certificate attached to a training record, you will see the network path to its scanned image in the Certificate URL field. This is entered using People > Training Records. You can also enter it here also by browsing to its URL using the Browse button. You can also enter Certificate Type here for any certificate record. Certificate types are created by a company admin using Settings > System Codes, and allows you to categorize certification records by the type of certificate. Certificate type is available as filter criteria in reports.

To print a certificate for any credited training item, click Print Documentation/Certificate.

Company / Division / Account information

The record displays two sets of company / division / account information:

  • Recorded in Company/Division/Account: This is the company / division / account where training was originally taken, and cannot be changed.
  • Company/Division/Account where record currently belongs. Usually this is the person's current default company / division / account. If the person is moved to a different division / account, then these fields are updated automatically to reflect where the record currently belongs

Other Record Fields

A record also displays the Revision Number and the Edit Number of the training item. This allows you to track the version of training item the record refers to.

The Credited box shows whether or not the learner gets credit for the training item. This box will be unchecked for any training record written following completion of a test in which the person failed (result displays fail).

The Mandatory check box shows if the completed record was taken via a mandatory or an optional assignment.