Establish Job Requirements

This task enables you to establish individual courses, training programs or certifications as training requirements for specific jobs. You can also use this task to establish a training requirement for all employees in an employer.

For example, you want to make Workplace Safety a required course for all entry level machine operators. Use the Establish Job Requirements task to add Workplace Safety to the job requirements of the job title Machine Oper 1. The course is then added to the Required Courses page for all employees with the job title of Machine Oper 1, unless they have already completed the course. In addition, when you hire a new employee with the job title Machine Oper 1, the course will automatically be added to their Required Courses page.

Establish a Course as a Job Requirement

The first time you establish a course as a job requirement, the course is added to the Required Courses page of all employees with the specified job title. If you select a course that has already been set as a requirement, the task adds the course to the Job Requirement Summary page, but does not add the new requirement to the employee's Required Course records. If the course is associated with a certification, the certification is added to the Certifications page of each employee.

Establishing a Certification as a Job Requirement

When you establish a certification as a job requirement, the certification is added to the Certifications page of all employees with that job title.

Establishing a Training Program as a Job Requirement

When you establish a training program as a job requirement, the program is added to the Training Programs page of all employees with the specified job title. In addition, all the courses in the program’s curriculum are added to the Required Courses page of each employee.

Note: If your job codes are set up at the Enterprise level in Sage HRMS, you must select a Training Employer in Sage HRMS Train to establish job requirements or you must copy your job codes to the employer level. In addition, you must enable job code validation on the HR Setup page.

To Establish Job Requirements

1. Select Training > Tasks > Establish Job Requirements.
2. From the drop-down list, select the employer for which you want to establish job requirements.
3. Select the job title for which you want to establish job requirements. Sage HRMS Train automatically fills in the job code.

   Note: If you want to establish a job requirement for all employees, select All Employees from the Job Title list. The job requirement will be added to all employees in the selected employer.

4. Use the Display Type radio buttons to indicate whether you want to work with individual courses, training programs or certifications.
5. To add a job requirement, click Add. To edit a job requirement, select it and click More… or click the + button next to the job requirement. The course, training program or certification detail page opens, depending on which radio button you have selected.
6. Make selections from the drop-down lists or fill in data, pressing Tab to move from field to field.
7. If you are editing, use the Next and Previous buttons to scroll through the list of job requirements.
• If you are adding, click OK to accept the addition and return to the Establish Job Requirements page.
• If you are editing, click OK to accept the changes and return to the Establish Job Requirements page.
• If you want to delete a job requirement from the Establish Job Requirements page, select it and click the Delete button. A verification message box asks if you want to delete the item from the job requirements.
  • Click Yes to confirm the deletion and No to return you to the page without deleting the requirement.

Note: When you delete a job requirement, the course or program is deleted from the corresponding page of all employees with the specified job title, unless they have already completed the requirement. In addition, when you delete a job requirement for a program, the courses in the program’s curriculum are deleted from the Required Courses page of all employees with the specified job title. If you delete a job requirement, certifications are not deleted from any employees.

Course, Program and Certification Detail pages

The following fields appear on the course, program and certification requirement detail pages.

Field Label	Description
Course Description	Course, program or certification description.
Course Code	Course, program or certification code.
Priority	Default priority for the course or program. Note:  You cannot select a priority for a certification requirement.

Requirement Due Date and Earliest Date Required

The selections you make for Requirement Due Date and Earliest Date Required enable Sage HRMS Train to automatically calculate the Complete By date on the employee’s Required Courses page or the Date Required on the employee’s Certifications page.

Use the radio buttons to indicate whether the requirement must be completed before the job starts, after the job starts or on a specific date.

• If you do not want to specify a due date, select None Specified.
• If you select Required Before Job Starts, enter how many days before in the Days Before field.
• If you select Required After Job Starts, enter how many days after in the Days After field. If zero is entered, then the required completion date will be the job start date.
• If you select Required on a Specific Date, enter the month and day by which the requirement must be completed. The year automatically defaults to the year in which the job starts. For example, you enter 12/31 as the specific date. If an employee starts their job on 09/01/16, then they must complete the training requirement by 12/31/16. If the employee starts their job on 01/31/17, they must complete the training by 12/31/2017.

Tip: To avoid required completion dates in the past, use the Earliest Date Required field, as described below.

Use the Earliest Date Required field to enter the date the requirement takes effect, that is, the earliest date the requirement can be due.

Consider the following examples

• You establish a job requirement for all machine operators and indicate that the requirement must be completed 30 days before the job starts. Enter the Earliest Date Required as 11/01/16.
  • A machine operator who started their job on 03/31/17 would have a required completion date of 03/01/17.
  • A machine operator who started their job on 07/31/16 would have a required completion date of 11/01/16.
• You establish a job requirement for all assemblers and indicate that the requirement must be completed 30 days after the job starts. Enter the Earliest Effective Date as 11/01/16.
  • An assembler who started their job on 03/01/17 would have a required completion date of 03/31/17.
  • However, an assembler who started their job on 09/01/15 would have a required completion date of 11/01/16.
• On 11/15/16, you establish a job requirement for all nursing assistants and indicate that the requirement must be completed on 12/31. Enter the Earliest Date Required as 12/31/16.
  • A nursing assistant who began their job on 09/01/15 would have a required completion date of 12/31/16.
  • A nursing assistant who began their job on 03/01/16 would have a required completion date of 12/31/16.
  • A nursing assistant who began their job on 01/01/17 would have a required completion date of 12/31/17.

Published: April 11, 2017
© 2017 The Sage Group plc or its licensors. All rights reserved. Privacy Policy | Copyright/Trademarks