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.

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 Information Details

The details tab shows following key information:

• Full Name: this will be what administrators will search for when adding a user to a task or assigning them credit. 
• Personal Training: displays all personal training records entered by the person.
• Supervises: 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: users will use this to login.
• Reset Password: resetting a users password will provide them a temporary password which will allow them to create a new password.
• E-mail Address: can be made as optional, but users without email addresses will not receive email notifications pertaining to assigned tasks. 
• Resend Confirmation Email: users will need to confirm their email address before logging into frontline. 
• Inactivate: clicking the inactivate link inactivates the person.
  • The person's training records are maintained, but the person is not allowed to log in.
  • The person can be selectively withdrawn from any ILTs in which they are enrolled.
  • All the person's assignments are deleted.
• Activate: displays for inactive users, this will reactive a user and allow them to log in.

• Primary supervisor: supervisors can be made to receive email notifications about their supervisees
• Secondary supervisor: supervisors can be made to receive email notifications about their supervisees
• Send e-mail to supervisor check boxes: will receive email notifications about new supervisees
• Status Code: default list is available but can be adjusted in LMS settings. Typically used to track employees, contractors, etc.
• Instructor checkbox: selecting this option will allow the user to be assigned a class as an instructor
• Manager checkbox: selecting this option will be used for LMS reporting.
• Move: this is how you change a user's default company, division and account.

• New: The new person is added to the same company, division and account as the administrator entering the person.

• Copy: This is the easiest way to add a new person is to copy an existing person with a similar curriculum.

People Information tabs

Organizational Levels: Companies, Divisions and Accounts

• By selecting a company under the company tab, the site displays the person's business information in the selected company. 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.
  • 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 levels can do this task.
• By selecting on a tab, the site will display which companies, divisions and or accounts the belong to.
• The check boxes for LMS/MOC/ACT admin display if the user has admin or report permissions for said modules, at the level selected (company, division or account).

• Typically, each person will be active in only one company, division and account, which will be the default division.
• A person can be active in more than one level, with desired administration and reporting access permissions.

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. To learn more about the individual permissions, see the LMS permissions article.

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 right side of the screen displays the details for any item selected on the left side. 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.
    • Note: 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.
    
    • Note: The fields on the left are same as the ones for the job, except that the primary job flag does not apply.
    • Note: 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.

Assignments

• The Assignments tab displays the person's assignments which 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.
• 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.
• 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.

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. 

• You can scroll through the list view of records or use the filter button to view only records of interest.
• 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.

• 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.
• The record has up to four dates:
  • Due Date: Next due date for the training item
  • Date Completed: Last time the training was completed by the learner
  • 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.
• 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

• 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.

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 by browsing to its URL using the Browse button.
• 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.