Review HRM training requests
The HRM employee can review training requests. After logging in, the HRM employee is taken directly to the requests page if there are outstanding requests from employees.
Go to Actions > HRM > Review training requests to view the training requests.
The HRM approval page has two tabs:
- Requests to review: All outstanding requests
- Reviewed requests: All requests that have already been reviewed
If you have the right to accept training requests from other HRM employees, you will find a Show requests from filter at the top of both tabs. Select the HRM employee whose requests you want to view. By default, you see requests from your own employees.
Above the tables you will find buttons to determine the columns in the table, to adjust the number of lines per page and to export the data in the table to different file formats, for example Excel.
In the table HRM requests to review or HRM custom requests to review, click the magnifying glass icon to open and review an individual request. You will see information about the training, such as its description, price and any comment or reason from the participant.
Click Approve to approve the request. The employee will receive confirmation of the final registration (unless the manager must also approve).
Click Reject to reject the request. If necessary, enter a reason; the employee can see it.
The table also contains checkboxes for reviewing multiple requests at the same time. Select the requests and click Continue. Use the top checkbox to select all requests.
The pop-up window lists all selected requests. Approve or reject the selected requests together. Note: In this overview, you can only approve or reject all requests. You cannot combine actions. To do this, open the individual requests.
On the Reviewed requests tab you will find the reviewed requests, broken down by status. Click on the magnifying glass icon to open a request.
My departments
The HRM employee can view their assigned departments in the Academy and, in some cases, add or change information.
Go to Actions > HRM > My departments. First select a Department to display.
The department is shown in the tile view. Each tile shows the employee's name, function, and compliance summary. The compliance percentage is calculated by comparing the certificates the employee has with the required certificates.
Click List view to switch to a list of the employees.
Click a tile or View to open the employee's profile.
The tabs and functions available below depend on the authorisations and modules used in your organisation:
Data
This tab contains all data known about an employee, often maintained through a link with an HR system. At the bottom of the page is a Current training table showing the employee's current training.
Requests
All applications that are still open or have been rejected. Waiting room registrations can also be found here. Click on the magnifying glass icon to open a request.
Competence
All required certificates based on the employee's function, including their status. Click the arrow icon in the last column to go directly to the Catalogue and register the employee for training to obtain this certificate.
Use the Change function button to load the required certificates for a different function. The status is updated.
Training
All ongoing and completed training and, if applicable, the training included in the employee's annual plan. Click Edit annual plan to add or remove training from the annual plan.
Certificates
All certificates obtained by the employee, including their status. Click the arrow icon in the last column to go directly to the Catalogue and register the employee for training to renew this certificate. Click the download icon to download the certificate. Click the pencil icon to edit the certificate. Click the trash can icon to delete the certificate. Note: The availability of these options may vary depending on the settings for each certificate.
Click Show old certificates to show old certificates (older versions of certificates that have already been renewed). Click Add certificate manually to assign a certificate to the team member. Select the certificate to assign, the date obtained and, if necessary, a file as an attachment.
Knowledge & skills
All levels obtained for knowledge and skills items. Click Add to assign a new level. First select the Category. Then choose the Knowledge & Skills item. Then select the established Level. Adjust the Date if necessary and provide an Explanation. After editing, click Save.
PE registration
All PE points achieved by the employee. Use the filters at the top of the page to search for registrations within a specific period. Click Search to apply the filter. Click on the download icon to download the registration attachment. Click on the pencil icon to edit a registration. Click on the trash can icon to delete a registration. Click on the Add button to add a new registration. In any case, select a Name, Method, PE focus area, Time - Hours, Time - Minutes and Points. The other fields are optional.
Budget
All the allocated and used budget, sorted by budget year. Click on the magnifying glass icon to view the status of the budget per year.
Forms
All forms created for the employee, divided into tables based on status, respectively:
- Forms to approve: Forms with the status Awaiting approval. Must be approved by a party.
- Ongoing forms: Forms with status Started or Created. Forms are available for processing at a party.
- Completed forms: Forms with a status Completed. Have gone through all edits and approvals.
Click the magnifying glass icon to view a readable version of the form. Click Generate PDF at the bottom of the page to download a PDF version. This version also contains information that is not yet final.
Click the PDF icon to download a PDF version of the form with all final information.
Click the pencil icon to open and edit the form.
Click on the trash can icon to delete the form.
Required certificates
This section contains all necessary certificates based on function group, project role, and/or personal requirements. Edit the personally required certificates using the pick list. Select a certificate by clicking its name on the left side of the list. It moves to the right and is added. Remove a certificate by clicking its name on the right side of the list. It moves to the left. Click Save to save the changes.
Required knowledge & skills
All required knowledge and skills based on function group, project role, and/or personal requirements.
If an item has the bubble marked under No with the value N/A then this item is not required for the user. If the item is required, click on the open dot at the required level. This level is associated as a requirement for the user. After editing, click Save. The page will be refreshed.
It can be difficult to maintain an overview when the database contains many different items. You can use two tools to keep an overview:
- The filter Category above the selection table. This will only show items from a certain category.
- The Hide unused button below the selection table. This will only show items where a level is selected.
Designations
All designations obtained or still to be obtained by the employee.
Experience
All recorded experiences of the employee.
Click on the magnifying glass icon to view the experience. Click the pencil icon to edit the experience. Click the trash can icon to delete the experience.
Click Add to add a new experience. Enter a Name. If necessary, also provide a date range and a description. Then click Next. You will see all defined labels; select the labels that apply and click Next. Enter the values for the selected labels, then click Next. Add one or more files if necessary and click Save.
Authorisation (only for aircraft industry)
All authorisations obtained by the employee.
Click the pencil icon to edit the authorisation. Click on the trash can icon to remove the authorisation. Click on the magnifying glass icon to view the status of the underlying certificates required for this authorisation.
Click on Add authorisation manually to add an authorisation. First select the Certificate. Then choose a Rating and Limitation if applicable. Enter the Date Completed. If necessary, provide a certificate number and a file upload and click on Save.
Find users
The filter fields shown depend on the fields configured in the Find users filter.
Enter a search term and click Search.
You can search for all records using the characters %% in a filter field.
The Add new user button is also available here. See Add a user.
Add a user
The HRM role allows you to add users using the Add new user button.
Depending on the fields configured for the specific HRM rights group, fields become visible and editable.
The login name is generated based on the settings in Portal settings.
Only configured fields are shown.
Complete the fields and click the Save button or the Apply button.
HRM forms
The HRM employee finds the forms under Actions > HRM forms.
The HRM employee's screen is divided into two tables:
- Forms to approve: forms that must be approved by the HRM employee or another party.
- Ongoing forms: forms with the status started or created that the HRM employee or another party can complete.
Forms with the status completed appear on the Completed forms tab.
Click the following icons:
- Magnifying glass icon to read the form.
- Pencil icon to open and edit a form. Then click on Save draft to save changes, but not to submit the form for approval. Click on Finalise and send to save the changes and submit the form for approval.
- Trash icon to delete the form.
- Arrow icon to open the form for approval. Then click Approve to approve the form. Click on Reject to reject the form. If necessary, enter a reason for this. The form is returned to the completing party with this reason.
- PDF icon to download a PDF file of the form.
Click the Add button to add a form for a team member and edit it immediately. To do this, select a User and a Form and click Next.
Note: the texts on the Save draft, Finalise and send, Approve and Reject buttons may vary depending on the settings of the specific form.