iTrent - L&D Employee Self-Service Quick Reference Guide · iTrent - L&D Employee Self-Service Quick Reference Guide (Version 1.0 – 08/2017) Page 5 of 26 iTrent L&D –ESS QRG Search

iTrent - L&D Employee Self-Service

Quick Reference Guide

(Version 1.0 – 08/2017) Page 1 of 26 iTrent L&D – ESS QRG

About iTrent Learning and Development

The iTrent Learning and Development (L&D) Module extends the functions available within

iTrent to include the management of learning and development records for all employees –

including direct access to learning and development records using Employee Self-Service (ESS).

Page

ESS Learning and Development Tab

iTrent Learning and Development 3

Learning and Development Account Screen Layout and Structure 4

Activities and Events

Search for Activities and Events 5

Learning Activity Overviews 6

Event Booking – Book a Place on an Event 8

Event Booking – View a Booking 9

Event Booking – Cancel a Booking 10

Waiting List – Add to a Waiting List 11

Waiting List – View a Waiting List Request 12

Waiting List – Remove from a Waiting List 13

Evaluations

Complete an Evaluation Form 14

View an Evaluation Form 16




Qualifications

Add a Qualification 17

View a Qualification 18

Update a Qualification 19

Delete a Qualification 20

Skills and Expertise

About Skills and Expertise 21

View Skills and Expertise 22

Memberships

Add a Membership 23

View a Membership 24

Update a Membership 25

Delete a Membership 26




iTrent Learning and Development

iTrent Learning and Development (L&D) replaced the Training and Development Database for

all Council employees learning and development records.

The iTrent L&D functions are accessed in Employee Self Service (ESS) using the Learning &

Dev. Tab.

The L&D functions within ESS enable you to directly access and manage your Learning and

Development Account, including:

Viewing your Learning and Development Account details

Adding, cancelling and viewing Event / Course bookings

Adding, removing and viewing Waiting List requests

Completing and viewing Electronic Evaluation Forms

Adding, updating, removing and viewing Qualifications

Viewing Skills and Expertise

Adding, updating, removing and viewing Memberships.

All learning and development must be:

Discussed and agreed with your Manager

Appropriate to resolve your learning and / or development needs

Identified as appropriate to your role / post in line with your Service Learning and

Development Matrix.

The above criteria must be satisfied before any action is taken to book, cancel or remove an

Event / Course Booking or Waiting List request. iTrent L&D will automatically notify

Managers of any bookings, cancellations and removals from Events / Course Booking or

Waiting List requests. Therefore, failure to seek appropriate agreement will be addressed by

Managers.

iTrent L&D uses the following key terms:

An Activity is the name of the Course, Workshop or Session.

An Activity Overview describes what the Activity is about, what you will learn and

who it is for.

An Event is when the Activity will take place, i.e. the dates and times, etc.




Learning and Development Account Screen Layout and Structure

The Learning and Development Account screen is at the heart of the L&D functions within ESS.

This acts as a core place to view, review and navigate from.

The Learning activities section displays details of

Activities / Events: Completed, Cancelled, Booked and

required (Waiting List). This also provides your full

Learning and Development Record / History details.

Search courses

enables you to find

and look at Activity

and Event details.

iTrent L&D allows you to electronically

complete pre and post Event / Course

evaluation forms.

Details of qualifications held are noted here

(for new recruits, details recorded on

Application Forms will appear automatically).

The Skills and Expertise section is primarily

used to show when you need to refresh / renew

a particular knowledge, skill or Event / Course.

The Memberships section allows you to note and

update membership of Professional Bodies

relevant to your role. (There may be a

requirement to be a member of a Professional

Body or Organisation to practice in your role,

e.g. Social Worker, etc.)




Search for Activities and Events

Searching for Activities and Events is a key part of the process for booking a place on an Event

/ Couse and making a Waiting List request. This section of the Guide sets out the search

process only and will be used as a starting step in other sections.

Step Action

1 Click Learning & Dev. Tab

Click

Input the Activity Name in the Search for field:

o Use the full name or initial word of the

Activity; or

o Use a ‘ * ’ followed by a key word, which

will search for the word within an Activity

Name, e.g. *fire

[Optional field] Input the Start Date in Start

date field using the format dd/mm/yyyy - if you wish

to search for Courses / Events within a particular timeframe

[Optional field] Input the End Date in End date field using the format

dd/mm/yyyy - if you to wish search for Courses / Events within a particular

timeframe

2 Click Only show courses with availability checkbox if you want to open the search

to included all Activities, includes those with no scheduled events (the default

option is to only search for Activities with scheduled events

Click

Review the details displayed




Step Action

Selecting an Activity with no scheduled Events / Courses

3a Activities with no scheduled Events / Courses will only display the Activity

Name, Type and Duration

Click the Activity name to access the Waiting List screen

Selecting an Activity with scheduled Events / Courses

3b Activities with scheduled Events / Courses display the Activity Name, Type and

duration along with the available Events / Courses

Click the Activity name to access the Course details screen




Learning Activity Overview

The Learning Activity Overview explains what the Activity is about, who it is for, what you will

learn, etc.

Step Action

1 Complete an Activity / Course search, as described on Page 5 of this QRG

Activities with no scheduled Events / Courses

2a The Waiting list screen will display when you select an Activity with no

scheduled Events / Courses in the search

results

The Activity Overview is displayed at

the top of the screen – you may need

to use the scroll bar to scroll through

the information

Activities with scheduled Events / Courses

2b The Course details screen will display when you select an Activity with

scheduled Events / Courses

in the search results

The Activity Overview is

displayed at the top of the

screen – you may need to

use the scroll bar to scroll

through the information




Event Booking – Book a Place on an event

You can book a place on the required Event / Course once you have discussed and agreed

with your Manager that an Activity / Event is appropriate and the dates are suitable.

Step Action


2 The Course details screen will

display when you select an

Activity with scheduled

Events / Courses in the search

results

Click the relevant Event Date

that you wish to book a place

on

3 The Course booking details screen will display

A summary of the Event / Course is provided at the top under the Course

information title, i.e. Date(s), Venue, Time(s) and Tutor / Trainer

Review this to ensure you have selected the correct Event / Course

4 Select the Origin of the request from the list, i.e. EDR or Other

Select the Reason from the list, i.e. Corporate requirement, Other, Post

Requirement – Essential or Post Requirement – Developmental

[Optional field] Input the learning objective(s) that you will achieve in the

Learning objectives field

Review the Activity Overview details again to:

o Ensure the Event / Course is appropriate and you satisfy the Target

Audience and Pre-Requisites / Entry Criteria

o Identify if you need to complete any pre-course activities, workbooks,

etc. and access them from the Learning and Development Intranet Site

on InSight

Click

5 You are now booked on the Event / Course and iTrent will notify your

Manager of the booking.

http://insight.eastriding.gov.uk/directorates/cr/hr/learning-and-development/learning-and-development-resources/

http://insight.eastriding.gov.uk/directorates/cr/hr/learning-and-development/learning-and-development-resources/




Event Booking – View a Booking

If required, you can review an Event / Course booking at any time in ESS.

Step Action


iTrent will automatically display all current Learning Activities / Events in the

Learning activities section:

o If there are less than 5 Activities – each will display in a summary box

o If there are 5 or more Activities – they will be displayed in a list box

and you may need to use the scroll bar to scroll through all Activities

[Optional field] Select an Activity / Event

Status in the Status dropdown list if you wish to

filter the display, e.g. All, Booked, Current, etc.

2 Click on the Activity / Event name in the list

Review the booking details in the Course booking details screen

Click to close the popup window when you have finished reviewing the

details




Event Booking – Cancel a Booking

You can update iTrent once your Manager has approved that you can cancel an Event /

Course booking.

Step Action


iTrent will automatically display all current Learning Activities / Events in the


o If there are less than 5 Activities – each will display in a summary box

o If there are 5 or more Activities – they will be displayed in a list box

and you may need to use the scroll bar to scroll through all Activities





Review the booking details in the Course booking details screen

3 Select a cancellation reason from the Cancel reason list, i.e. Booked in error,

Adverse weather, Illness, Jury Service, Late notice of event / Did not receive

notification, Medical appointment or No longer required / Not available, etc.

Click the Join waiting list checkbox if you wish to be added to the Waiting List

Click

5 The booking is now cancelled and iTrent will notify your Manager. If requested,

iTrent will have added you to the Waiting List.




Waiting List – Add to a Waiting List

Once your Manager has approved that an Activity / Event is appropriate you can add your

details to the Waiting List if there are no suitable Events / Courses available.

Step Action


Activities with scheduled Events / Courses

2a The Course details screen will display when an Activity with scheduled Events /

Courses is selected from the search results

Click , as the available Events / Courses are not suitable

This will display the Waiting list screen

Activities with no scheduled Events / Courses

2b The Waiting list screen will display when an Activity with no scheduled Events /

Courses is selected form the search results

3 Review Overview details to ensure you have selected the correct Event /

Course

4 Input the Date requested if different from today’s date

Select the Origin of the request from the list, i.e. EDR or Other

Select the Reason from the list, i.e. Corporate requirement, Other, Post

Requirement – Essential or Post Requirement – Developmental

[Optional field] Input the date you wish to attend the Activity / Course by

in the Attend by field using the format dd/mm/yyyy (this information is used to

consider scheduling additional Events / Courses, but does not guarantee one

will be available by the date noted)

Click

5 You are now added to the Waiting List for the Event / Course and iTrent will

notify your Manager of the Waiting List request.




Waiting List – View a Waiting List Request

If required, you can review Waiting List request details at any time in ESS.

Step Action


iTrent will automatically display all current Learning Waiting List requests in the


o If there are less than 5 Activities / Waiting List requests – each will

display in a summary box

o If there are 5 or more Activities / Waiting List requests – they will be

displayed in a list box and you may need to use the scroll bar to scroll

through all Activities



filter the display, e.g. All, Waiting List, Current, etc.


Review the booking details in the Waiting list details screen


details




Waiting List – Remove from a Waiting List

You can update iTrent once your Manager has approved that you can be removed from a

Waiting List.

Step Action


iTrent will automatically display all current Waiting List requests in the Learning

activities section:

o If there are less than 5 Activities / Waiting List requests – each will

display in a summary box

o If there are 5 or more Activities / Waiting List requests – they will be

displayed in a list box and you may need to use the scroll bar to scroll

through all Activities / Waiting Lists requests





Review the booking details in the Waiting list details screen

3

Click

4 You are now removed from the Waiting List and iTrent will notify your

Manager of the removal.




Complete an Evaluation Form

iTrent L&D has the ability to capture pre and post Event / Course Evaluation information

electronically. iTrent will notify you by email if you have an electronical Evaluation form to

complete.

Step Action


iTrent will automatically display all Evaluation Forms in the Learning evaluation

section:

o If there are less than 5 Evaluations –

each will display in a summary box

o If there are 5 or more Evaluations –

they will be displayed in a list box and

you may need to use the scroll bar to

scroll through all Evaluations

[Optional field] Select an Evaluation Status in the Status dropdown list if you

wish to filter the display, e.g. All, Booked, Provisional, etc.

2 Click the Event / Course name to access the Evaluation Form

Click

Review the Event / Course information

3a

Click if you wish to review the Event / Course

information before completing the Evaluation Form

Review the Event / Course information

Click:

o or to return to the previous screen

o to access the Evaluation Form

Do not review the Event / Course information and access the Evaluation Form

3b

Click to access the Evaluation Form




Step Action

4 Evaluation Forms can vary depending on their content and can include: scaling

options, text input boxes, etc. Individual instructions will be provided on the

Form.

Once the Form is complete, Click to return to the summary screen

Incomplete Forms

5a Incomplete Forms display the following on the Learning evaluation Summary

Screen –

You must return to the Form to fully complete it before you can submit it.

Click to return to the Form.

Complete Forms

5b Complete Forms will display the following on the Learning evaluation Summary

screen –

The Form has not been submitted yet, which enables you to edit it further by

Clicking to return to the Form

6 Once the Form is complete and you are ready to submit it

Click

An iTrent warning / message prompt will display at the top of the screen

Click

7 The following notification is displayed to confirm the Form has been submitted

Click to close the popup window




View an Evaluation Form

You can view completed Evaluation Forms at any time using ESS, which may be useful during

EDRs and if you need to complete CPD records.

Step Action


The Learning evaluation section will be empty if there are no current Evaluation

Forms requiring completion.

Select the Evaluation Status as All or Completed in the Status dropdown list to

show the completed Forms.

iTrent displays Evaluation Forms in the Learning evaluation section as follows:

o If there are less than 5 Evaluations – each will display in a summary box

o If there are 5 or more Evaluations – they will be displayed in a list box

and you may need to use the scroll bar to scroll through all Evaluations

2 Click the Event / Course name to access the Evaluation Form

Click to access the Form


Form.

3

It is not currently possible to Print or Save a copy of a completed Form within

ESS

Printable copies of compelted Forms will be provided by exception and only

for those required to submit CPD information for Professional Body

registration. If this applies, contact the Training Coordination Team.




Add a Qualification

The attainment of a qualification can be noted on iTrent. For new recruits, details recorded

on electronic Application Forms will automatically be added to your Learning and

Development Account.

Step Action

1

Click to open the Qualification details screen

2 Search and Select a Qualification:

o Input the Qualification Name in the Subject field (iTrent will display a

list of available options as you begin typing).

o Select the name, or the nearest possible match, from the list (you can

only select a Qualification from the list provided)

Select a Qualification Level from Level list (you can only select a Level from

the list provided)

Select the Achievement / Grade from the Achievement / grade list (you can

only select an Achievement / Grade from the list provided)

Input the Learning Provider’s Name in the Place of learning field

Input the date the Qualification was achieved in the Data obtained field using

the format dd/mm/yyyy

Click the Approx. date checkbox if the date provided in an approximate date

[Optional field] Input the date the Qualification is valid to in the Valid until

field using the format dd/mm/yyyy

3

Click




View a Qualification

If required, you can review a Qualification at any time in ESS.

Step Action


iTrent will automatically display all current Qualifications in the Learning activities

section:

o If there are less than 5 Qualifications – each will display in a summary

box

o If there are 5 or more Qualifications – they will be displayed in a list

box and you may need to use the scroll bar to scroll through all

Qualifications

2 Click on the Qualification name in the list

Review the qualification details in the Qualification details screen


details




Update a Qualification

If required, you can update a Qualification at any time in ESS.

Step Action



section:


box



Qualifications



Update the Qualification details as required

3 Revise, Search and Select a Qualification:

o If required, delete the existing recorded Qualification by Clicking

next the current Qualification Name in the Subject field

o Input the Qualification Name in the Subject field (iTrent will display a

list of available options as you begin typing).

o Select the name, or the nearest possible match, from the list (you can

only select a Qualification from the list provided)

Select a Qualification Level from Level list (you can only select a Level from

the list provided)

Select the Achievement / Grade from the Achievement / grade list (you can

only select an Achievement / Grade from the list provided)

Input the Learning Provider’s Name in the Place of learning field

Input the date the Qualification was achieved in the Data obtained field using

the format dd/mm/yyyy

Click the Approx. date checkbox if the date provided in an approximate date

[Optional field] Input the date the Qualification is valid to in the Valid until

field using the format dd/mm/yyyy

4

Click




Delete a Qualification

If required, you can delete a Qualification if the details are incorrect.

Step Action



section:


box



Qualifications



3

Click


Click




About Skills and Expertise

Some knowledge, skills and expertise must be renewed and / or refreshed periodically to

make sure that you can perform you duties effectively and efficiently by following local,

national or legal requirements. Therefore, the Skills and Expertise section provides information

about particular skills and expertise you hold relevant to your job role that are time bound

For example:

Moving and Handling of People

First Aid at Work

Pool Plan Maintenance

Food Safety

The above list is not exhaustive and simply provides several examples. You should refer to

your Service Learning and Development Matrix to identify the specific knowledge, skills and

learning requirements for your role.

The Skills and Expertise section will show individual records

for each knowledge, skill or expertise:

If there are less than 5 Skills / Expertise records –

each will display in a summary box

If there are 5 or more Skills / Expertise records –

they will be displayed in a list box and you may need to use the scroll bar to scroll

through them.

Accessing / reviewing the relevant Skill / Expertise record will confirm the period you are, or

were, compliant. You are no longer compliant once the Skill expiry date has passed. You

should discuss and agree with your Manager the most appropriate time to renew / refresh the

Skill / Expertise before it expires.

iTrent L&D will let you and your Manager know when you are within 3 months of a Skill /

Expertise running out. It will also remind you and your Manager: 1 month before, 1 week

before and 1 month after the Skill / Expertise expiry date unless you have completed an Event

/ Course that renews / refreshes it.




View Skills and Expertise

You can view a Skill / Expertise at any time in ESS.

Step Action


iTrent will automatically display all current Skills / Expertise in the Skills and

Expertise section:

o If there are less than 5 Skills / Expterise – each will display in a summary

box

o If there are 5 or more Skills / Expterise – they will be displayed in a list

box and you may need to use the scroll bar to scroll through all Skills /

Expterise

Select a Skill / Expertise Status in the Status

dropdown list if you wish to filter the display, e.g.

All, Current, Expired, etc.

2 Click on the Skill / Expertise name in the list

Review the Skill / Expertise details in the Skill details screen


details




Add a Membership

Memberships of Professional of Regulatory Bodies can be added to your iTrent account, which

may be required as a condition of employment for your role.

Step Action

1

Click to open the Membership details screen

2 Select a Membership from Membership list (you can only select a Membership

from the list provided)

Input your Membership Number / Reference in the Number field

Select a Level from Level list (you can only

select a Level from the list provided), if

applicable

Input the Start Date of the Membership in

the Start date field using the format

dd/mm/yyyy

Input the End Date of the Membership in

the End date field using the format

dd/mm/yyyy

3

Click




View a Membership

If required, you can review a Membership at any time in ESS.

Step Action


iTrent will automatically display all current Memberships in the Memberships

section:

o If there are less than 5 Memberships – each will display in a summary

box

o If there are 5 or more Memberships – they will be displayed in a list


Memberships

2 Click on the Membership name in the list

Review the Membership details in the Membership details screen


details




Update a Membership

If required, you can update a Membership at any time in ESS.

Step Action



section:


box



Memberships



Update the Membership details as required

3 Select a Membership from Membership list (you can only select a Membership

from the list provided)

Input your Membership Number / Reference in the Number field

Select a Level from Level list (you can only

select a Level from the list provided), if

applicable

Input the Start Date of the Membership in

the Start date field using the format

dd/mm/yyyy

Input the End Date of the Membership in

the End date field using the format

dd/mm/yyyy

4

Click




Delete a Membership

If required, you can delete a Membership if the details are incorrect.

Step Action



section:


box



Memberships



3

Click


Click

Documents

iTrent - L&D Employee Self-Service Quick Reference Guide · iTrent - L&D Employee Self-Service Quick Reference Guide (Version 1.0 – 08/2017) Page 5 of 26 iTrent L&D –ESS QRG Search