3. Course Section
The Online Training module is already available from OrangeHRM as a separately licensed module. The following new functionality is available to all clients who have licensed this module
3.1 Ability to define a custom user role to manage OTM module
The Admin user can define a custom user as the ‘Training coordinator’ by assigning that specific user role to any employee in the organization. Also, admin can configure the accessibility for the workflow management and the data group permissions of this specific user role via the OrangeHRM user role section. The following screenshot captures the data group permissions that admin users can configure by navigating to Admin -> User Management -> User roles -> Create user role->Select “Others’ in data group permissions.
3.2 Review and approval of courses
When a course is being defined in the system, should review and approval of this course be required by senior management within the organization, this new OTM release allows the Admin user or the Training Coordinator to set up to five Approvers and five reviewers for a course. When creating the course, should you wish to enable the approval feature, simply place a tick in the ‘Approval required’ checkbox as per the following screenshot which appears by navigated to OTM-> Courses and Assessments -> Add course
3.3 Enable Assessment section when required
Some courses by their nature will require a certification program. For such courses, as an HR manager or a Training course coordinator, it will be necessary to evaluate the employee based on a set of multiple-choice questions which will be added to a course assessment. The outcome of this assessment will determine how the employee has performed on that course. Equally, there are some courses that will not require any assessment such as online seminars. When defining your course, should you determine that an assessment is needed for a particular course, you can simply enable the “Assessment Required” option as per the following screenshot:
3.4 Copying and Expiring out-of-date courses
It is possible to copy already created courses in the system to save you having to create the same course again from the beginning. . When you copy an existing course where the ‘approvers’ option is already enabled, the system will present you with a confirmation message requesting you to confirm if the approval is also required for the new course. The course details (Details, Resources and Assessment) will be copied to the newly created course but if you have enabled the approvers or reviewer those employees need to be added manually by going to that specific course.
It is also possible to expire the course by selecting the ‘Expired’ option should you no longer wish to keep it as an active course
4. Assessment Section
The following assessment functionality is provided as part of the Online Training Module ..
4.1 Changing the Question Type to Multiple Choice or Radio buttons
Now it is possible to create multiple-choice questions for your assessment as radio buttons or checkboxes. Should a question have more than one answer you can define the answer format as ‘Checkbox’ thus allowing more than one option to be selected. If there is a single answer to a question, the answer format should be the ‘Radio button’.
If there are some questions you would like to mark as mandatory for employees to answer, such questions can be marked as required within the configuration.
4.2 Importing Questions from a CSV file
To improve the efficiency of adding questions to the system, OHRM has implemented an import functionality. Now it is possible to add all the questions to the assessment by firstly downloading the sample excel sheet, adding the required questions by completing the following column in the csv file and then uploading this to the system.
- Answer Format - (Radio button / Checkbox )
- Options - (Add multiple answer options separated by a )
- Correct Answer - ( Correct Answer )
- Question Order
- Mandatory ( 1 = Mandatory, 0 = Optional )
4.3 Exporting Questions to a CSV file
It is also now possible to download the added questions to a CSV file. If, for example, there are a number of questions that need to be changed or adjusted, you can simply download the relevant questions to CSV format, make the necessary changes to the questions in the export file and then re-upload the questions to the system.
4.4 Randomization of Questions from a Question Pool
The system now offers the ability to randomize the questions to be added to the assessment. For example, if there are a total of 100 questions added to the question pool, 10 employees have been added and you wish to randomize the question for each of these employees, you can enable the “Random Questions” option as below and define the number of questions that need to be randomized.
5. Assigning Employee Section
The following functionality relating to the assignment of employees to courses is provided as part of the Online Training Module.
5.1 Adding Multiple Employees via available selection criteria
When adding employees to a specific course you can select the “Add multiple Employees” option and choose employees based on their job titles, locations or subunits by navigating to OTM-> Courses and Assessments -> Create a course and Add employees.
You may also set the due date for an individual employee or multiple employees for when the assigned course or assessment needs to be completed.
5.2 Additional Email Notification capabilities
The following email notifications can be configured for subscribers and will execute based on the following actions performed within the system.
- Online Training - Course Approver Assignment: Approver will receive an email when added as an approver to a course
- Online Training - Course Approver Removed: Approver will receive an email when removed as an approver from a course
- Online Training - Course Reviewer Assignment: The reviewer will receive an email when assigned as a reviewer to a course
- Online Training - Course Reviewer Removed: Reviewer will receive an email when removed as a reviewer from a course
Reminder Notification on assessment completion based on the due date
- Online Training - Course Certificate Expiry Notification - Employees will receive an email if a course has expired.
- Online Training - Course Due Notification - Employees will be notified based on the due dates set up for each course.
- Online Training - Course Overdue Notification - Employees will be notified if a particular course is overdue
- Online Training - Course Examination Results Notification - Supervisors will be notified with details of their subordinate’s assessment results upon completion.
6. Course Sign-off
The following functionality is provided as part of the Online Training Module.
6.1 Sign off confirmation that the Resource material has been viewed (via Authentication)
In the scenario where the course coordinator has added Senior management as approvers for a specific course, that Senior manager can log in to the system and provide the sign-off via password authentication by simply entering the OrangeHRM username and password.
6.2 Review and Sign-off of Course Assessments
Additional review and sign-off capabilities have been added to the system. Now, it is possible to configure the assessments such that the course coordinator will not be able to publish the course assessment until the approvers or reviewers have provided their signoff that the assessments have been reviewed/approved prior to publication.
It is possible to see the status of each approver or reviewer by simply clicking on the view status in the course list. The system will display a pop-up window showing the status of each configured approver.
7. Improved Tracking Capabilities
The following enhanced tracking functionality is provided as part of the Online Training Module.
7.1 Improvements to the Course Material Analytics Report
A new report has been introduced to capture the following information relating to the materials that are added for any course. Via the filter option, it is possible to further narrow down the search results to retrieve the course material information.
- Employee Name
- Course Name
- Assessment Required
- Job Title
- Job Role
- Material Type
- Material View Start
- Material View End
- Course Start
- Course End
- Course Status
- Completed Viewing Material
Also, this information can be downloaded to CSV and pdf format.
7.2 The ability to track the progress of the Review/Approve Process
As a course coordinator, should you wish to enforce the approval of senior management before publishing the course to your employees, this can be easily achieved within the system. By enabling the Approvers option for the course that you are creating, you can add required approvers or reviewers during the process of scheduling the course. You may also define the order of the approvers based on your requirements and this will dictate the specified flow of the approval process as defined.
Additionally, it is now possible to check the progress of the review and approval process prior to publishing the course to the employees.
7.3 The ability to track changes through the Audit Trail
With this release, it is now possible to track all changes made within the online training module through the Audit trail.
The following fields will be displayed and the corresponding information can be captured in the audit trail. Also, you can download the information to CSV or pdf format for offline reference purposes if required.
- Date and Time
- Action Owner
- IP Address
- Action Description
You can further narrow down your search by using the available report filters also.