Set Up Sage HRMS Train

Before beginning to use Sage HRMS Train, you need to set up the system to meet your needs. Setting up Sage HRMS Train involves these two steps:

• Determine whether you want to select a Training Employer. If you have multiple employers set up in your Enterprise, you can choose to store all training-specific information in one employer, called the Training Employer.
• Set up code tables. Code tables are files in which Sage HRMS Train stores information. Whether or not you select a Training Employer will impact how you build and use your code tables.

Select a Training Employer

If you set up more than one employer in your system, you can decide how code tables will be shared by those employers.

If you have training-specific codes such as courses, programs and certifications that are the same for all your employers, you can select one of your employers as the Training Employer. All your training-specific code tables will be set up once but will be available for all employers.

If you have training-specific codes such as courses, programs and certifications that are different for each employer, you do not want to select a Training Employer. You can then set up different training-specific code tables for your different employers.

Notes:  

• In Sage HRMS Train, the Training Employer functions similar to the way the Enterprise does in Sage HRMS. For more information, see Setting Up the Enterprise.
• Training-specific code tables include all code tables except for job codes, organization codes and state codes.
• If you are using Sage Employee Self Service, the courses, programs and certifications that apply to the training employer will be available in Sage ESS. If you change from a training employer to specific employers, you must reset courses, programs and certifications to the correct employers. For this reason, we recommend that once you establish a training employer, you should continue with it and not change back to specific employers.

Recommendations for Selecting a Training Employer

Use the following guidelines to determine whether or not you should select a Training Employer.

Note: The following recommendations apply only if you have multiple employers set up in your system. If you have only one employer in your system, you do not need to select a Training Employer. Simply leave None Specified selected in the Training Employer field on the Enterprise Setup page.

If You Are Using Sage HRMS and Sage HRMS Train

• If all your employers will share the same classes, courses, instructors, training locations and other training-specific information AND your job codes are set up at the Enterprise level in Sage HRMS, we recommend you select a Training Employer. All the code tables you set up for your Training Employer will be available for all your employers.
• If your different employers will have different classes, courses, instructors, training locations and other training-specific information AND your job codes are set up at the Enterprise level in Sage HRMS, we recommend you do not select a Training Employer. Copy your job codes to the employer level in Sage HRMS Train and set up your code tables at the employer level.
• If all your employers will share the same classes, courses, instructors, training locations and other training-specific information AND your job codes are set up at the employer level in AbraSage HRMS, we recommend you select a Training Employer. All the code tables you set up for your Training Employer will be available for all your employers.

If You Are Using Sage HRMS Train Only

• If all your employers will share the same classes, courses, instructors, training locations and other training-specific information, we recommend you select a Training Employer. All the code tables you set up for your Training Employer will be available for all your employers.
• If your different employers will have different classes, courses, instructors, training locations and other training-specific information, we recommend you do not select a Training Employer; simply leave None Specified selected in the Training Employer field on the Enterprise Setup page. You can then set up different code tables for your different employers.

Before Selecting a Training Employer

If you have codes already set up in the training-specific code tables of your employers, you need to consider the following:

• When you select one of your employers as the Training Employer, any codes present in the training-specific code tables of other employers are automatically moved to the Training Employer and are no longer available in the original employer. Classes that are set up in other employers are also moved.

If you later select None Specified as the Training Employer, codes and classes that were originally set up in the other employers will not be restored; all codes and classes will remain in the employer previously selected as the Training Employer.

Tip: If you have training-specific code tables set up in multiple employers and you would like to keep a copy of the original code tables, back up your data before selecting a Training Employer.

• If you have training-specific code tables set up in multiple employers and you decide to select a Training Employer, first determine whether any of your employers have duplicate codes in their training-specific code tables. If there are any duplicate codes with different descriptions or detail information, change the codes to unique ones.

For example, you have a course set up in Employer ABC with the code TAX100. You have an entirely different course set up in Employer DEF that also has the code TAX100. Before selecting ABC as your Training Employer, change the TAX100 code in DEF to a different unique code. If you do not, when you select ABC as the Training Employer, the system cannot determine that the course called TAX100 in DEF is a different course; therefore, any information specific to that course will not be moved to the Training Employer.

To Select a Training Employer

1. Select Setup > System > Setup > Enterprise Setup.
2. On the Enterprise Options tab, click the arrow next to Training Employer to store all your training information in the same employer. From the Training Employer drop-down list, select the employer.
• Or, if you want to keep training information separate for your different employers, select None Specified.

Note: If you have training-specific code tables set up in other employers, the system will notify you and ask whether you want to continue. Click Yes to select the Training Employer or No to return to the Enterprise setup page without selecting a Training Employer.

3. Click OK.

Published: May 17, 2017
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