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MY HR Online
Training & Development
Module
**Note: ** This document is a set of screen shots of the options made available in My HR Online with the implementation of the Training & Development Module.
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Table of Contents
Process Overview .............................................................................................................................................................. 3
Approval Process ........................................................................................................................................................... 3
Training History ............................................................................................................................................................. 3
My HR Online – Training & Development – As a Staff Member. ...................................................................................... 4
Training Requests .......................................................................................................................................................... 4
Delete Unapproved Training Request ........................................................................................................................... 7
Manager Views ............................................................................................................................................................... 10
Nominate Staff ............................................................................................................................................................ 10
Approval Details .......................................................................................................................................................... 11
Team Training ............................................................................................................................................................. 12
Team Calendar ............................................................................................................................................................ 13
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Process Overview The Training & Development module in Alesco will allow all James Cook University Staff Members to nominate for HR and HSE Training via the MY HR Online User Interface.
Course dates, details and costs of courses are viewed in a Training & Development Screen where either a Staff member can nominate themselves, or their Manager can nominate them to attend or be waitlisted for a particular course, or course instance.
When a Staff Member nominates against a course, My HR Online will automatically waitlist the Staff Member for the course, and send a notification to the Line Manager for Approval. The manager will have the ability to Approve, or Reject the nomination. If the nomination is approved the Staff Member is then placed on the instance of the course for attendance.
My HR Online will allow you to review your history of attended courses and also allow you to cancel a course nomination if the need arises, before the course is approved by your Manager. If you need to change your course allocation once it is approved, you will need to email [email protected].
If the course you have requested is full, My HR Online will ‘Waitlist’ you for a future course. If you do not want to be waitlisted, you can cancel this nomination, and enter against another available date.
As a Manager, you will be able to approve your staff members training requests the same way you approve leave requests via MY HR Online. As with leave you can reject, or defer the training approval request.
As a Manager you can also nominate your staff members onto a particular course. You can also view all Training courses for HR and HSE your staff have attended.
The Training is also referenced in the Team Calendar view, to cross reference between leave, training and other request types in the system.
Approval Process My HR Online will automatically send training nominations to the Line Manager. If the request has not been actioned after 5 days it will be automatically directed to the Training Owner to determine next steps. The Training Owner for HR courses is Kirsty Foxwell, and for HSE courses is Raelene Fewquandie.
Training History My HR Online will allow Staff and Managers alike to review Courses that have been completed and scheduled.
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My HR Online – Training & Development – As a Staff Member.
The MY HR, Menu includes an option for Training Requests and Training History. This allows a User to view Training History information, and to ‘Nominate’ for a Training Course.
The process flow is to nominate for a listed training course, on a specific date, if the course is full you will be waitlisted, if there is available places, you will be allocated as nominated and an Approval will be sent to your line manager.
Training Requests The process for requesting Training is similar to the process for requesting Leave. Before being approved, the Training entry is a Request, and it is the action of ‘being approved’ which converts the request into a booking. The Training request will be forwarded to the employees’ Manager for approval.
To ensure that leave applications are actioned in a timely manner, an escalation to next level Manager has been set in the system. This means that:
• If the direct Manager has not approved, declined or deferred the request within a specified number of days, the request will be automatically escalated to depending on the course selected, either Human Resources Organisational Development & Training or Health & Safety;
Once a leave request has been approved it then becomes a booking in the Human Resources System. Confirmation emails are automatically sent to the requestor.
Request to Attend a Training Course
Step 1 Log on to My HR Online
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Step 2 Select My HR Tab > Training > Training Requests The following screen will be displayed: Note: In this screen you are also able to view any current training requests awaiting approval
Step 3 Select Add new record
Step 4 Select a Course Category:
This will display a list of Course Available:
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Step 5 Selecting “Details” will provide more Detail about the Course:
Selecting Close Window will return you to the Course Listing:
Step 6 Selecting an individual course will move to the Nomination screen:
To nominate for this particular course click the Nominate option:
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Below is a guide to each field:
Contact Number - Mandatory Best Day Time Contact phone number Cost Code - Mandatory If no cost shown in Course Summary enter NA Accessibility/Dietary Requirements Y or N : Do you have special requirements Requirements Detail Detail of Dietary or Access issues How did you find out about Course Select from drop down list How does this fir with PDP Plan Detail PDP Plan Requirement Objectives/knowledge sought Detail objectives Have Managers Approval - Mandatory Confirm having sought approval from Line Manager
Step 7 Click “Insert” as indicated above, to complete Nomination.
Once your Training request has been submitted a “Success” message will be displayed (below). The Training request will then go to your direct Manager for approval. An email will be sent to your Manager to notify them of the request and approval is required.
Delete Unapproved Training Request This option is available if a Training Nomination is not approved by the Line Manager. This request is in a ‘pending’ state, and can be deleted via the My Requests in MY HR Online.
Step 1 Log on to My HR Online
Step 2 Select My Requests Tab
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Step 3 The request will show as a Pending transaction. Select the Delete box next to the request you wish to delete.
Step 4 Select Delete
Step 5 Logout of My HR Online
Cancel Approved Training Request To cancel an approved Training Nomination please email [email protected]. The record will be updated manually by HR. Users cannot cancel training nominations in My HR Online after the manager has approved the request.
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Viewing Training History and Future Bookings Training History and Bookings can be viewed in My HR Online, for the Staff member and for the Manager against all direct reports. Step 1 Log on to My HR Online
Step 2 Select My HR Tab > Training> Training History.
Step 3 Select a Date Range or Course Code to view past training and future bookings. You can sort Training applications by Training code or description if required. Step 4 Select Find. A list of past Training applications will be listed in the next screen.
Step 5 Logout of My HR Online
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Manager Views Managers will nominate for Training in the same manner as a Staff members nominate themselves for Training.
In addition Managers will have access to nominate their Staff for Training.
Nominate Staff Step 1 Logon to HrOnline:
Step 2 View Team members: Click on My Details to display team; click on”+” to expand details:
Step 3 Click on the Staff member to be nominated:
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Step 4 Click on the “Select” Icon then proceed through the Nomination process:
This sets the system to act as thought the selected person is nominating.
From this point on the Nomination process is identical to that of enrolling for self:
• Select Training Requests • Select a Category • Investigate courses • Select a Course • Nominate for the course
Approval Details Manager Request Approvals will have a new category of Approvals: WK8125 Training.
These may be identified via searching in the same way as for other Approvals i.e. Leave
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The Approval functionality for Training operates in the same way as for other Approvals i.e. Leave.
Team Training Menu My Team: Will now have an Option Training & Development:
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Selection of that option will display:
Team Calendar Managers Team Calendar may now include Training items:
