Incumbent Training
The Incumbent Training Tab
The incumbent training area stores details of any training courses which apply to this incumbent. Training courses normally involve some cost to the company, whether internal or external. Training courses added to an incumbent will automatically display in the linked employee file, and vice versa.
Adding a Training Event
- Go to navigator | HR | Positions.
- Select the required position.
- Click on the Incumbent(s) tab and select the required incumbent.
- Click on that incumbent's Training tab
- Click on the Add New button, complete the following information as required:
| Field | Explanation |
| Training Type | Select the training type from the drop-down list, or select <<Add New>> to create one as you work. |
| Training Course | From the list, select the relevant training course. Only the courses which have been linked to the relevant training type are available. The grey box displays any notes which have been set for that training course. For further information see "HR Framework" |
| Start Date/time | Enter the date and time the training starts. |
| Finish Date/time | Enter the finish date and time of the course. |
| Continuous | Select this box if you want the planner to show a solid block from the Start Date/Time to the Finish Date/Time. |
| Training Company | Select the training provider company. |
| Trainer | Click the Browse button  to search for a trainer or click <<Add New>> . |
| Cost | Enter the total cost of the training as you wish it to appear on reports (inc- or ex-GST is at your own discretion). This figure can include costs from external sources such as travel, accommodation and fees payable to training institutions, as well as the internal labour cost of the attendee's absence (using the fields below). If you wish to enter a breakdown of the total figure, use the notes area at the bottom of the screen. |
| Invoice No | Enter an invoice number (if applicable). You may enter up to 15 characters. |
| Duration | Enter the duration of the course (in hours). This prints on reports and is also used to calculate the labour cost of the training (duration x hourly rate). |
| Hourly Rate | This figure defaults to the employee's default hourly rate (set in employee file | pay items | default pay settings). The calculated cost (duration x hourly rate) can be added to the cost figure above if required. The hourly rate can be overridden if needed. |
| Attended Flag | Select if the employee has actually attended the course. |
| Results | Select the required option from the drop down list, or select <<Add new>> to create a new one. |
| Score | Enter the attendee's final score (as a percentage). |
| User Date | This is a user definable field and can be used for any number of dates. As an example you can enter the date this record was entered or amended. |
| Notes | Add any applicable notes |
| Action Items | Select the Action Items tab to access any actions which have been set for this training, or use the Actions button to generate tasks or email messages relating to this training. |
| Documents | Select the documents tab to access any documents which have already been linked to this training, or click the Add New button to add a document now. |
- Click OK to save changes and close the window.
Any default Training Events which have been defined for a position can be copied to incumbents of that position, and then modified as required. To do this:
- Go to the Position node and select the required position
- Click on the Incumbent(s) tab
- Click on the Apply Related drop-down arrow and select the Training option.
You can then edit the incumbent and add any specific details to the training event as described above.