Learner Management System Overview
Training constitutes a significant part of companies’ expenses. Most companies do not have any concrete indication of how this expense contributes towards their return on investment. In order for training practitioners to provide meaningful analysis of trends, measure return on investment, show the relation between training spent and achievement of specific company priorities, they need a proper Training Administration System in place.
When training data management is only driven by the need to comply with Skills Development – and Employment Equity Legislation, the training practitioners will lose credibility and will only be regarded as an “overhead” to business. It is only where the training practitioner has a proper training data management tool when this perception of an “overhead” will change and become a key role player in achieving organisational priorities.
The “Training Administration Module” is one of the longest running modules in the HR Manage suite and was one of the first proper training management software systems available in South Africa. At the time, the concept of a specialised HR software system that can do proper tracking of training and generate SETA reports was nonexistent. The diagram below shows a high level overview of the process flow supported by this module:
The HR Manage Training Administration Software is easy to use from the front-end while it supports the real complexities of a business. While training can be scheduled individually, HR Manage allows training sessions to be arranged as “events” with people responsible for the event tracking the progress and expenses. Training can also be updated in batches to minimize time spent on system keeping records up to date. Information like expiry dates, basic scores, assessor & moderation details, documents / attachments as well as external certificate numbers can all be stored in HR Manage.
The Training Module is extremely customisable and clients are allowed to define their own terminology and structures for different types of interventions. A new intervention type (i.e. “Course”) can be created and other intervention types (i.e. Module and Unit Standard) can be linked as possible sub-interventions for a course. When scheduling a course, the user also has the choice to track the progress of these sub-interventions individually or not.
The courses, qualifications, learnerships, unit standards, skill programs and other custom defined types of interventions are all stored in a library so that maintenance is easy and duplication can be avoided. Interventions in the library can be linked to Company and Seta priorities which will affect the Seta reports and can also be used for other reports. Service / Training providers and practitioners are also kept in a separate library.
Determine Training Needs
An important part of managing training is the process one follows to determine training needs. If this process is based on an “open menu” approach the training practitioners will end up as “events organisers” were people are attending exciting training courses based on their selection from an open list but with very little direct relation to specific skill gaps in their own portfolio.
This module links specific courses required to do one’s work with Key Performance Areas. These will display on a web page were an employee can log on and see the “gaps”. The selection of training options is more focused and can be prioritised for the Workplace Skills Plan.
The system also allows the creation of Training Collections that basically contains a set list of interventions. Employees can then quickly be assessed against a training collection to determine training gaps and this can be done either in HR Manage or by managers via the web.
HR Manage has powerful reporting capabilities which includes the Excel Export Wizard, custom designed reports and consolidated SETA reporting tools as described in the SETA Reporting and Exporting product page. Since HR Manage is a complete solution, all valid training information will reflect on the SETA, Employment Equity and BBBEE reports. Further the Training Module includes a Training Report Wizard that contains commonly used reports as well as newly developed reports as per client requirements. Some of these reports include:
- Costs per Location / Job Title
- Training to Expire Soon
- Training Gaps
Specialised reports are also available to generate Gap reports and Training Plan reports. The contents in these specialised reports are generated by retrieving requirements as set up in the job profiling module and comparing it to training already done for employees in those jobs.
For more information on EE, SETA and BBBEE reporting, see Reporting & Exporting
Integrated Certification Module
As an optional extra, the Certification module generates and keeps track of all certificates. Once training has been completed and signed off, a certificate can be issued and printed directly from HR Manage. The certificate can be completely customised to either print the details on a pre-printed certificate or to print a complete certificate on a blank page. All fonts, graphics and layouts can be customised. HR Manage comes with a certificate designer where administrators can design certificate formats / templates for the company in a WYSIWYG designer similar to the report designer in MS Access.
For larger companies, there is also a authorisation process that can be activated for certificates. E.g. the first user requests a certificate for a training record, the Training Manager then Approves the request. At head office the approved request gets accepted and then issued and printed.
The certification module can also generate and print license cards (e.g. Forklift license cards).
Bursary Administration & Study Loan Management
Integrated with the Employee Management and Training Administration module, this module manages all bursaries and study loans for employees and external learners. Training progress can be tracked and scores can be stored to keep record of achievements. Finally, payment arrangements can be set up and payments (both payments made and payments received) can be tracked.