Training Management System (SGFS TMS)

Training Management provides a web-based, online training management system that enables deployment of both structured and adhoc training including course catalogue and scheduled events, registering and recording informal training and e-learning content. The TMS provides and manages federation organization hierarchies for administration of all training including event management, users, enrollment, and training records. TMS is fully integrated with SGHR but the deployment of training is managed and controlled through the SGFS security model which uses identity profiling and provisioning.

TMS is fully flexible to meet your training management needs including provision of organization administration and management of training and/or providing external vendor companies with authorized access to manage training offerings for enrolment by your staff.

TMS is workflow configured which means all your training business processes automatically trigger workflow tasks that can be configured for self approval or require additional approval before the process and task is completed.

This can be as simple as providing authority for a central administrator to setup training events for enrolment via an administrator interface or providing user roles with workflow to build training events that flow for approval before being added into the Training Catalogue.

Competency Management

Competencies are an integral part of SGFS and are used to connect all the integrated modules. TMS leverages competencies to specify the purpose of the training that is created. Administrators use competencies to define what outcomes an individual attains from successfully completing a course, what pre-requisite competencies are required before a course can be taken and what competencies a trainer must have for any training event. The TMS uses this competency matrix to display or provide training that is relevant to each individual. On completion of training the system automatically updates changes to the individual’s competency profile. Non calendar training can also be entered to give a complete and true recording of an employee’s training and competency profile.

Competency Assignment - SGFS goes beyond assigning competencies based purely on a job or position to include assigning competencies to the following:

• Community level [Division, Department, Unit] – for generic organization-wide competencies which are inherited by all users within the defined community
• Role or Group – for example competencies that apply for a professional group that transcends hierarchical structures and includes multiple jobs or positions.
• Position/Job competencies defined by the Position Description document – used for defining what competencies are needed by employees to perform their position function
• Employee specific – in addition to inherited generic competencies individual competencies can be defined for specific employees.
• Gap Analysis - Using the SGFS Performance Assessment workflow, feedback results identify competency gaps by comparing employee rating scores with rating targets as defined by their current job requirements. Where gaps are identified employees can be pre-booked or have a confirmed booking on training solutions.

TMS provides an integrated approach in which employee competencies, learning, and development are seamlessly linked with their organizational competencies [community, position, role]. This enables managers to identify and recommend or enroll learning and development activities to employees based on their competency gaps – resulting in significant improvements in employee development and goal achievement.

• Progress Tracking - TMS provides the ability for employees and managers to easily track competency development and goal achievement. As learning and development activities are completed and targets are achieved, the employee’s competency profile is updated in real-time.

Development Path

Development paths enable individuals to manage their progress toward learning objectives that have been planned between individual and manager. Learning paths can package learning for a variety of purposes: role-based paths, performance remediation, and career development.

Proficiency Certification

For many organizations it is vital to ensure their employees are certified to a specific level of proficiency, and that their knowledge is renewed regularly. TMS enables definition of courses and tests that require certification, which tracks an individual’s progress, test results, completion, and expiry, enabling you to identify those who are or are not in compliance with your business and industry requirements.

Assessing Results of Learning

Assessments help you evaluate both the individual and the curriculum. Understanding the effectiveness of learning provides the organization with valuable feedback on whether their learning goals and objectives are being served.

Scheduling and Resource Management

Managing the scheduling of resources necessary to deliver successful training can be a difficult to achieve. TMS resource management ensures that training administrators can always get the right resources and equipment in the right place for the specific event. Similarly resources and materials can be reserved or identified as mandatory for training events; Materials can be uploaded in any format and associated with training events.

Learning Records and Reporting

The TMS maintains a full record of each user’s learning status and provides summative and detailed reports on screen and in print.

For structured training events where attendance is required we offer:

Online Enrollments

TMS provides enrolments by individual, manager, administrator or other authorized user via workflow and enables you to restrict enrollment to only those qualified to attend, by defining enrollment prerequisites. Course and competency prerequisites ensure that individuals have a minimum mandatory level of expertise prior to enrolling in a class, or are advised of recommended prerequisites that can enhance their learning experience.

Task management and Calendar

When individuals are enrolled or instructors are confirmed for training events, these are automatically displayed as tasks on their Task List. From the Task List each participant will access the relevant materials and notifications for the event. Event can also be displayed via the user’s calendar.

• Waitlists – when maximum attendance is reached any additional registrations can be put on a wait list pending a withdrawal by an existing approved attendee. The waitlist uses first on first in as the default setting but can be overridden by a user defined ranking criteria.
• Reservations – reserved seats can be allocated to a manager, which guarantees these seats and enables the manager to choose which employees will attend at any time prior to the course. The manager can decide to utilise all the seats and/or relinquish seats not required which adds unwanted seats back to the available pool or allocated to those on the waitlist.
• Assessments – online assessment of training provides verification that competency outcomes have been achieved for participants.
• Examinations – online examination can be used for assessment where managers need to verify that competencies learned have been applied by the attendee. Marks and comments are added to the attendees training history.

Notifications

TMS can provide email notifications for any user training including notification of training offerings, enrolments, course completion and certification notices.