Sage HRMS Train includes both code tables that help you administer and manage your training information. Some of the code tables have predefined codes that you can use are they are or change to suit your employer's needs.
Certification codes can be used to:
- Represent milestones or qualifications that employees received, as well as the courses, credits, or Continuing Education Units (CEUs) required for initial receipt and renewal of the certification.
- Represent training that needs to be renewed on a regular basi,s as well as the renewal period.
- Track training that is not linked to specific courses.
If you are also using Sage HRMS, skills can be associated with the certification.
See Certification codes for detailed information.
Use these codes to track the ratings given by students to the classes they attend. You can enter the overall rating given to a class on the Class Information page.
The following class ratings codes are initially set up for Sage HRMS Train but you can change them:
- 1 for Outstanding
- 2 for Exceeds Expectations
- 3 for Meets Expectations
- 4 for Below Expectations
- 5 for Unsatisfactory.
- Select Setup > Training > Code Tables > Class Ratings:
- On the Class Ratings page for Employer, select the employer (or Enterprise) whose class rating codes table you want to change.
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To add a new class rating, click Add.
To change the code or description of an existing class rating, highlight the row with that class rating and click More
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On the Class Ratings Detail page:
For a new class rating, enter the new Code and Description.
For an existing class rating, make your changes to the code or description.
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Click .
If you added a new class rating, it is added to the table on the Class Ratings page.
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 course codes to set up courses, enter course information, and specify prerequisites.
See Course codes for detailed information.
If you are also using Sage HRMS, skills can be associated with a course.
Use these codes to categorize courses. For example, you can use COLLEGE for a college course, IN-HOUSE for a in-house training course, and OJT for on the job training. You select the course type when you set up courses.
- Select Setup > Training > Code Tables > Course Types:
- On the Course Types page for Employer, select the employer (or Enterprise) whose course type codes table you want to change.
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To add a new course type, click Add.
To change the code or description of an existing course type, highlight the row with that course type and click More
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On the Course Types Detail page:
For a new course type, enter the new Code and Description.
For an existing course type, make your changes to the code or description.
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Click .
If you added a new course type, it is added to the table on the Course Types page.
Use these codes to store the selection criteria you use most frequently, such as to select employees or groups of employees for inclusion in a report or for participation in a benefit plan, course, or program.
For each criteria code, you specify an associated expression that the system will use when you enter a criteria code in a field. Because this information is unique to each employer, this code table does not initially contain sample codes.
Add codes to the Criteria code table on an as-needed basis. If you use an expression frequently, create a code associated with that expression and save it for future use. In the Criteria Table, click the Add button to open the Criteria Table Detail page. For the Criteria Expression, either type in the expression yourself or use the Expression Builder by clicking the Expression Builder button. See Using the Expression Builder for more information.
An expression that includes only employees not residing in Florida:
- For From table, select Pe (to access the fields within the Employee Personnel database).
- For Fields, double-click p_hstate (the state code field).
- For Logical, select <> (not equal to).
- Type "FL" to create the following expression: Pe.p_hstate <> "FL"
An expression that includes all line supervisors in the organization:
- For From table, select Jh (to access the fields within the job history database).
- For Fields, double-click j_jobtitle.
- For Logical, select = (equal to).
- Type "LINESUP" (the job title for Line Supervisor) to create the following expression: Jh.j_jobtitle = "LINESUP"
Tip: To help avoid data processing errors, become knowledgeable of the Sage HRMS databases and become comfortable using expressions before you create criteria codes.
Use these codes to indicate an employee's enrollment status in a particular course or class.
The following enrollment status codes are automatically set up for Sage HRMS Train:
- CANC for Canceled
- COMP for Completed
- ENROLL for Enrolled
- FAIL for Failed
- INPR for In Progress
- NOSH for No Show
- WAIT for Wait List
Note: You cannot change or delete the codes COMP, ENROLL, or INPR because they are used by the system. We recommend you do not delete or change the other enrollment codes because they are used for report selection criteria.
- Select Setup > Training > Code Tables > Enrollment Status:
- On the Enrollment Status Codes page for Employer, select the employer (or Enterprise) whose enrollment status codes table you want to change.
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To add a new enrollment status code, click Add.
To change the code or description of an existing enrollment status code, highlight the row with that enrollment status code and click More
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On the Enrollment Status Codes Detail page:
For a new enrollment status code, enter the new Code and Description.
For an existing enrollment status code, make your changes to the code or description.
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Click .
If you added a new enrollment status code, it is added to the table on the Enrollment Status Codes page.
Use these codes to identify course instructors and enter instructor information, including their address, phone, profession, and hourly rate.
See Instructor codes for detailed information.
Use these codes to track the ratings given by students to instructors whose classes they attend. You can enter the overall rating given to an instructor on the Class Information page.
The following instructor ratings codes are initially set up for Sage HRMS Train but you can change them:
- 1 for Outstanding
- 2 for Exceeds Expectations
- 3 for Meets Expectations
- 4 for Below Expectations
- 5 for Unsatisfactory.
- Select Setup > Training > Code Tables > Instructor Ratings:
- On the Instructor Ratings page for Employer, select the employer (or Enterprise) whose instructor rating codes table you want to change.
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To add a new instructor rating, click Add.
To change the code or description of an existing instructor rating, highlight the row with that instructor rating and click More
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On the Instructor Ratings Detail page:
For a new instructor rating, enter the new Code and Description.
For an existing instructor rating, make your changes to the code or description.
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Click .
If you added a new instructor rating, it is added to the table on the Instructor Ratings page.
Use these codes to establish job codes for your employer along with the rules that govern those codes. You can specify whether the job is a line (direct) or staff (indirect) job. See Job codes for detailed information.
Note: If you are also using Sage HRMS
- The job codes in Sage HRMS Train are identical to the job codes in Sage HRMS.
- You must turn validation on to enable Sage HRMS Train to associate training requirements with job codes. Turn the job validation option on (or off) on the HR setup page when you set up your employer.
- 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.)
Use these codes to specify the courses, training programs, and certifications required 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.
Use these codes to specify the languages that are spoken by employees in the organization. You select the employee's languagev on the Personal tab of the Demographics page.
When you set up the enterprise in Sage HRMS, you specified the titles for the organization levels (such as Division, Department, and Location) on the Organization Titles tab. To view the codes for one of these levels:
- For Code Type, select the level of the organization whose codes you want to view, such as Division.
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For Employer, select Enterprise or an employer.
The table shows the codes set up for that organization for that employer. For example, the Division code table contains codes and descriptions for each division in your company.
You can then add a new code or edit an existing code.
Note: If you are also using Sage HRMS, the organization codes in Sage HRMS Train are identical.
Use these codes to prioritize courses required by employees. They help you schedule classes based on need.
The following priority codes are initially set up for Sage HRMS Train but you can change them:
- 1 for Critical
- 2 for Normal
- 3 for Optional
- Select Setup > Training > Code Tables > Priority:
- On the Priority Codes page for Employer, select the employer (or Enterprise) whose priority codes table you want to change.
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To add a new priority code, click Add.
To change the code or description of an existing priority code, highlight the row with that priority code and click More
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On the Priority Codes Detail page:
For a new priority code, enter the new Code and Description.
For an existing priority code, make your changes to the code or description.
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Click .
If you added a new priority code, it is added to the table on the Priority Codes page.
A program is a set of courses that a student must complete in order to achieve a certain level of competency. Use program codes to set up programs and select the courses in each program (the curriculum). When you assign a training program to a student, Sage HRMS Train adds all courses in the program's curriculum to the student's list of required courses. As the student completes courses in the program's curriculum, you can track their progress on their Training Programs page.
If you are also using Sage HRMS, you can also associate skills with the program.
See Program codes for detailed information.
Use these codes to provide a list of states, provinces, and territories for the addresses of the employer and employees.
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.
Use these codes to set up training locations and enter training location information.
See Training Location codes for detailed information.
You can create up to 35 user-defined code tables that can be referenced when custom fields are added to your custom pages.
Before you can set up the code tables, the code table titles must be defined on the User Defined Code Table Titles tab of the Enterprise Setup page (by selecting Setup > System > Enterprise Setup).