Sage HRMS Train Code Table Descriptions

Use this code table to categorize and monitor the various types of attachments, such as resumés and social security cards. In addition, attachments can be designated as Required or Not Required.

Certifications can be used in a number of ways. They can represent milestones or qualifications that employees have received, they can represent training that needs to be renewed on a regular basis, and they can be used to track training that is not linked to specific courses.

Use certification codes to identify specific certifications, indicate how many courses, credits, or Continuing Education Units (CEUs) are required for initial receipt and renewal and specify the renewal period. If you are also using Sage HRMS, you can also identify the skills associated with this code.

Specify Certification Requirements

If you do not specify the number of courses, credits, or CEUs required to obtain a certification, then Sage HRMS Train will indicate that an employee has received the certification when they complete a single course associated with the certification.

If you specify the number of courses, credits, and CEUs required to obtain a certification, then Sage HRMS Train checks to see whether an employee has completed the necessary combination of courses and credits or the necessary combination of courses and CEUs.

For example, the detail page for certification code CPR indicates that three courses, nine credits, or nine CEUs must be obtained in order to receive the certification. That means an employee must complete three courses for a total of at least nine credits or three courses for a total of at least nine CEUs. If an employee completes three courses for a total of only eight credits, they will not receive the certification.

Note: When you edit a certifications requirement and click OK to accept the changes, Train asks whether the new certification requirements apply to everyone with the certification. Click Yes if you want the certification requirements to be updated in the records of all employees with the certification. Click No if you want the new certifications requirements to apply only to employees who are assigned the certification in the future.

To Add or Edit a Certification Code

From the Certification Codes page, click Add to add a new certification code or select a code and click More to edit it. The Certification Codes Detail page opens. It has two tabs: Requirements and Associated Skills.

After entering information in the fields on a tab, click OK to return to the Certification Codes page or click another tab label to continue entering information.

Define Certification Requirements

Use the Requirements tab to enter certification information. This tab has the following fields.

Field Label	Field Description
Courses (Initial)	Number of courses required to initially receive the certification.
Credits (Initial)	Number of credits required to initially receive the certification.
CEU (Initial)	Number of CEUs required to initially receive the certification.
Courses (Renewal)	Number of courses required to renew the certification.
Credits (Renewal)	Number of credits required to renew the certification.
CEU (Renewal)	Number of CEUs required to renew the certification.
Renewal Period	Number of months in which the certification must be renewed. For example, for a certification that must be renewed every year, enter 12.

Associated Certifications and Skills

If you are also using Sage HRMS, you can identify skills associated with the certifications. When an employee receives a certification associated with a skill, the employees Skills page in Sage HRMS is updated to include the skill: the Years Experience field is calculated from the difference between the current date and the Originally Received date of the certification; the Comments field displays the certification associated with the skill.

Note: If you delete a certification from an employees Certifications page that has already been received and that has a skill associated with it, the skill will not be removed from the Skills page in Sage HRMS. To remove the associated skill from the employee record, go to the employee Skills page in Sage HRMS and delete the skill.

To link a certification to a skill, click the Associated Skills tab. A two-list chooser opens, listing all the skills available in the Skills code table in Sage HRMS for the employer whose certification you are editing. Select the skill or skills you want to link to the certification and click OK.

Class ratings codes enable you to keep track of the ratings given to classes by the students who attend them. You can enter the overall rating given to a class on the Class Information page.

The following class ratings codes are shipped with Sage HRMS Train: 1 for Outstanding, 2 for Exceeds Expectations, 3 for Meets Expectations, 4 for Below Expectations and 5 for Unsatisfactory.

A course is a training activity covering specific content. A course might be a traditional classroom training activity, such as Workplace Safety or a course could represent on-the-job training or a test.

Use the courses codes to identify specific courses, enter course information, and set prerequisites. You can identify default information about courses that can be used for setting up classes, updating employee course history and specifying required courses for employees. If you are also using Sage HRMS, you can also link courses to skills.

To Add or Edit a Course Code

From the Courses page, click Add to add a new course code or select a code and click More to edit it. The Courses Detail page opens. It has four tabs: Course, Course Content, Prerequisites, and Associated Skills.

After entering information in the fields on a tab, click OK to return to the Courses page or click another tab label to continue entering information for the course.

Note: When you edit a course and click OK, Sage HRMS Train asks if you want all class and employee records to be updated with the changes. Click Yes if you want existing records to reflect the changes. Click No if you want the changes to apply only to future records.

The Code field displays the unique identifier for the course. The Description field displays a brief text description of the course.

Define Course Information

Use the Course tab to enter information about each course. This tab has the following fields.

Field Label	Field Description
Course Type	Type of course.
Total Sessions	Total number of times the course meets.
Total Hours	Total number of hours the course takes to complete.
Certification	The certification associated with the course, if any.
Overall Rating	Overall rating given to the course by employees who have taken the course.
Credits	Number of credits received by each employee completing the course.
CEU	Number of Continuing Education Units received by each employee completing the course.
Course Fee	Fee charged to each employee (or employee organization) that takes the course.
Other Fees	Other fees charged to each employee (or employee organization) that takes the course.

Define Course Content

The Course Content tab contains a text box into which you can enter a detailed course description.

Select Course Prerequisites

The Prerequisites tab displays a two-list chooser, which is used to indicate the prerequisites for the selected course. The Available Courses list shows all courses defined in your Courses codes table. Select the course or courses you want to add as prerequisites.

Associate Courses and Skills

If you are also using Sage HRMS, you can link courses to specific skills. When an employee completes a course associated with a skill, the employees Skills page in Sage HRMS is updated to include the skill: the Years Experience field is calculated from the difference between the current date and the course end date; the Comments field displays the course associated with the skill.

Note: If you delete a completed course from an employees Courses Taken page that has a skill associated with it, the skill will not be removed from the Skills page in Sage HRMS. To remove the associated skill from the employee record, go to the employees Skills page in Sage HRMS and delete the skill.

To associate a skill with the course, click the Associated Skills tab. A two-list chooser opens, listing all the skills available in the Skills code table in Sage HRMS for the employer whose course you are editing. Select the skill or skills you want to associate with the course.

Use these codes to categorize courses. Enter both a Code and a Description. Examples of course types codes are COLLEGE (College Course), IN-HOUSE (In-house Course), and OJT (On the Job Training).

Use this code table to define your own sort and selection when running reports and assigning courses and programs to employees. For example, you can use these codes to select specific employees or groups of employees to include in a report or be assigned to a course or program.

For each criteria code, you define an associated expression. Sage HRMS Train uses this expression when you enter a criteria code in a field. Because this information is unique to each employer, this code table does not contain sample codes.

Define the Criteria code table on an as-needed basis. If you create an expression you use frequently, define a code and save it for future use. Then you can reference the entire expression by selecting the code.

For example, you might want to add a code that includes only out-of-state employees. From the Criteria Table page, click Add. The Criteria Table Detail page opens. Add the Description, Out of State Employees, and then enter the Criteria Expression, PE.P_HSTATE <> "FL" (assuming your employer is in Florida). The system includes all employees outside the state of Florida.

As another example, you might want to add a code to include only those employees within the Sales department. In the Criteria Table Detail page, add the Description, Sales Employees, and then enter the Criteria Expression, PE.P_DEPT = "SALES".

Tip: To help avoid data processing errors, you might want to wait until you are comfortable using expressions and are more knowledgeable of the Sage HRMS Train databases before you create these codes. Use the Expression Builder to help you build expressions for your criteria codes.

Use these codes to indicate an employee's enrollment status in a particular course or class. Enter both a Code and a Description.

The following enrollment status codes are shipped with Sage Train: CANC (Canceled), COMP (Completed), ENROLL (Enrolled), FAIL (Failed), INPR (In Progress), NOSH (No Show) and WAIT (Wait List).

Note: You cannot change or delete the codes COMP, ENROLL or INPR because they are used by the system. In addition, we recommend you do not delete or change the other pre-shipped enrollment codes because they are used for report selection criteria.

Instructor ratings codes enable you to keep track of the ratings given to instructors by the students who take their classes. Enter both a Code and a Description of the code in the detail page.

You can enter the overall rating given to an instructor on the Class Information page.

The following codes are shipped with Sage HRMS Train: 1 for Outstanding, 2 for Exceeds Expectations, 3 for Meets Expectations, 4 for Below Expectations and 5 for Unsatisfactory.

Use these codes to identify course instructors and enter instructor information.

To Add or Edit an Instructor Code

From the Instructors page, click Add to add a new instructor code or select a code and click More to edit it. The Instructors Detail page opens. This page has three tabs: Instructor, Address, and User Defined.

The Code field at the top of the page displays the code for the instructor. The Description field displays additional information, such as the instructor name.

Tip: If you are adding an instructor who also happens to be an employee of the employer with which you are working, click the Find Employee button and select the employee. The employee personal information appears so you do not have to re-enter it.

Define Instructor Information

Use the Instructor tab to enter information about each instructor. This tab has the following fields.

Field Label	Field Description
First Name	Instructor first name.
Middle	Instructor middle name.
Last Name	Instructor last name.
Nickname	Instructor nickname.
Profession	Instructor professional title.
Rating	Overall rating given to course by employees who have taken the course.
Phone	Instructor telephone number.
Extension	Instructor telephone extension.
Hourly Rate	Fee charged by instructor on hourly basis.

Enter the Instructors Address

Use the Address tab to enter the instructors address. This tab has the following fields.

Field Label	Field Description
Company	Name of the instructors company.
Street 1	First line of instructors street address.
Street 2	Second line of instructors street address.
City	Instructor city.
State /	Instructor State/.
ZIP /	Instructor ZIP/ code.
Country	Instructor country.

Specify User Defined Fields

Use the Notes field on the User Defined tab to enter notes about the instructor.

Use the four User Defined fields to record additional instructor information. You can specify titles for these fields on the Training Setup page by selecting Setup > Training > Training Setup from the navigation pane.

This table allows you to establish job codes for your employer and the rules that govern those codes.

If You Are Also Using Sage HRMS

Consider the following if you are also working with Sage HRMS.

• If you are also using Sage HRMS, the job codes in Sage HRMS Train are identical to the job codes in these other products.
• You must turn validation on when you set up Sage HRMS. This enables Sage HRMS Train to associate training requirements with job codes. To turn validation on, select Human Resources, Rules, and HR Setup from the Activity Center. Click Yes for Job Code Validation.
• If your job codes in Sage HRMS are set up at the Enterprise level, you must select a Training Employer in Sage HRMS Train in order to establish job requirements.
• When you add or edit a job code, you can enter Salary Grade, Exempt Status, EEO Class, and Job Group as well as the Code and Description. (If you are not integrated with Sage HRMS, you enter only a job code and description.)

To Add or Edit a Job Code

From the Job Codes page, click Add to add a new job code or select a job code and click More to edit it. The Job Codes Detail page opens.

If you are working only with Sage HRMS Train, the Code and Description fields do not appear.

This page has the following fields.

Field	Field Description
Code	Enter a code, such as CONSUL.
Description	Enter a description, such as Consultant.
Salary Grade	This description is necessary only if you enabled Salary Grade validation when you set up your employer. The Salary Grade code table provides the list from which to select. The field is blank if it does not apply.
Job Group	Select the specific Job Group, such as Executives.
Exempt	Indicate if job is exempt.
EEO Class	Select the EEO Classification, such as Officials-Managers.
	Employment Equity Occupation Group code and description for grouping employees for Employment Equity Reporting. If Job Code Validation is enabled, you cannot change this field.

The Job Requirements code table contains courses, training programs and certifications as requirements for specific jobs. From the code table detail page, you can change any of these requirements. However, we recommend you use the Establish Job Requirements task to initially set up the training requirements for specific jobs.

When you set up the Enterprise, you define the titles for your organization levels. These levels represent the organization Code Types for the Enterprise or an employer. For more information, refer to set up your Enterprise and employers.

When you select the Organization Codes table, the Organization Codes page opens. Select an employer from the drop-down list. Click the arrow next to Code Type to display the organization levels defined for that employer. Select a level to display the organization codes for that level.

Note: If you are also using Sage HRMS, the organization codes in Sage HRMS Train are identical to the organization codes in these other products.

Add codes to your Organization Codes table using the same method you use with other code tables: click Add and then provide a Code and Description in the dialog box that opens.

Use these codes to prioritize courses required by employees. Priority codes help you to schedule classes based on need. The following priority codes are shipped with Sage HRMS Train: 1 for Critical, 2 for Normal and 3 for Optional.

A program is a set of courses that must be completed in order to achieve a certain level of competency.

Use programs codes to define the specific set of courses, called the curriculum, that make up a program. When you assign a training program to an employee, Sage HRMS Train adds all courses in the programs curriculum to the employees list of required courses. As the employee completes courses in the programs curriculum, you can track their progress on the Training Programs page. If you are also using Sage HRMS, you can also associate skills with the program.

To Add or Edit a Programs Code

From the Programs page, click Add to add a new program code or click More to edit a selected code. The Programs Detail page opens.

This page has three tabs: Program, Curriculum, and Associated Skills.

The Code field at the top of the page displays the code for the program. The Description field displays a brief description of the program.

After entering information in the fields on a tab, click OK to return to the Programs page or click another tab label to continue entering information for the program.

Define the Program

Use the Program tab to define each program. This tab has the following fields.

Field Label	Field Description
Total Courses	Number of courses in the programs curriculum. Automatically calculated.
Total Hours	Total number of hours for the courses in the programs curriculum. Automatically calculated.
Credits	Total number of credits for the courses in the programs curriculum. Automatically calculated.
CEU	Total number of CEUs for the courses in the programs curriculum. Automatically calculated.

The Program Content text box allows you to enter descriptive information about the program.

Select the Programs Curriculum

The Curriculum tab displays a two-list chooser. The Available Courses list box shows all courses defined. Select the courses you want to add to the programs curriculum and remove the courses you want to remove.

Associate Programs and Skills

If you are also using Sage HRMS, you can associate skills and programs. When an employee completes a program associated with a skill, the employees Skills page in Sage HRMS is updated to include the skill: the Years Experience field is calculated from the difference between the current date and the program end date; the Comments field displays the program associated with the skill. For more information about skills, see Sage HRMS.

Note: If you delete a completed program from an employees Training Programs page that has a skill associated with it, the skill will not be removed from the Skills page in Sage HRMS. To remove the associated skill from the employees record, go to the employees Skills page in Sage HRMS and delete the skill.

To associate a skill with the program, click the Associated Skills tab. A two-list chooser opens, listing all the skills available in the Skills code table in Sage HRMS for the employer whose program you are editing. Select the skill or skills you want to associate with the program.

Use these codes to identify the states, provinces, or territories in which employers and employees are located. This code table contains sample codes for the United States, the District of Columbia, Canada, and Puerto Rico. You can add additional codes to reference foreign territories.

Note: If you are also using Sage HRMS, the state/ province codes in Sage HRMS Train are identical to the state/province codes in this other product.

Use these codes to identify training locations and enter training location information. From the Training Locations page, click Add to add a new training location or select a training location code and click More to edit it. The Training Locations Detail page opens. This page has three tabs: Location, Address, and User Defined.

The Code field at the top of the page displays the code for the training location. The Description field displays a brief description of the location.

After entering information in the fields on a tab, click OK to return to the Training Locations page or click another tab label to continue entering information for the training location.

Define the Training Location

Use the Location tab to define the location of the training. This tab has the following fields.

Field Label	Field Description
Capacity	Number of people the training location can accommodate.
Hourly Rate	Fee charged to use the location on hourly basis.
Daily Rate	Fee charged to use the location on daily basis.
Disabled Access	Indicates whether the training location can accommodate disabled participants.
Contact	Person to contact to reserve the location.
Phone	Phone number for the training location.
Extension	Phone extension for the training location.

Enter the Address

Use the Address tab to enter the training locations address. This tab has the following fields.

Field Label	Field Description
Company	Company in charge of the training location.
Street 1	First line of location's street address.
Street 2	Second line of location's street address.
City	Location's city.
State /	Location's State/.
ZIP /	Location's ZIP/ code.
Country	Location's country.

Specify User Defined Fields

Use the Notes field on the User Defined tab to enter notes about the training location.

Use the four User Defined fields to record additional training location information. To specify titles for these fields on the Training Setup page, select Setup > Training > Training Setup .

You can create up to 35 user-defined code tables to use in conjunction with the custom pages you create. After you define the code table titles for the enterprise, you can add, edit and delete codes for them, much the same way you add, edit, and delete codes for standard Sage Train code tables. Sage HRMS Train references the user-defined code tables when you add custom fields to your custom pages. For more information about creating user-defined codes, see Using Custom pages.