On line course booking process {P000010-7}

This process provide the facility for HR to create courses/training that personnel require and schedule these courses based on occupational levels. Once courses have been scheduled, HR has the ability to notify the relevant users regarding the available courses based on occupational levels linked to the courses by running {PSDOP-23}.
This only allows relevant personnel based on their occupational level linked to the post of the personnel member to be notified regarding available training courses they can apply for.
This provides an on line platform where personnel can apply to attend for courses/training that will be presented internally or externally or cancel an approved application.
Training courses can only be opened and applied for on the iEnabler by relevant personnel based on the occupational level linked to the post of the personnel member that is linked to the current active service record, except in cases where a direct senior will be allowed to apply for the course on hehalf of personnel reporting to him or her.
The system also generate email notifications and includes approval processes that can be customized according to the clients req

On line Course booking Application

In this option the courses will display on the iEnabler because it was scheduled in {PSDOP-6} and it was set to display on the WEB in {PSDOP-5}.

The personnel member must log in on the iEnabler and He or she may now apply to attend a specific course, the program will do a few things:

o It will only allow applications if places are still available for bookings or on the waiting list.

o The personnel member will only be allowed to see and apply for a course booking for courses that he qualifies for which is based on courses linked to the same occupational category as the current post of the person himself.

o The direct Senior or Manager will be able to apply for courses on behalf of personnel reporting to him and also apply for courses which the personnel member cannot apply for himself for example if a management course is linked to Occupational category – Managers and the person is linked to occupational category – skilled workers, his manager may apply on his behalf for the management course.

o This will only be an application and only on approval of the application may a booking be created.

uest with some restrictions.
The system also caters for a waiting list management process.
All data is stored on the database which allows the statutory SETA reporting to be made easier.

The on line platform also caters for query options where personnel can query detail regarding courses applied for as well as a course rating option.

Personnel will be notified regarding the outcome of their application as follows using the following statuses:

AREJ - Application Rejected
AWLS - Approved on Waiting list
ARCF - Approved course full
AWCS - Application to cancel approved booked course
APRC - Approved course application cancelled
APRB - Approved course booked

The following route types are used for this process:

OTRB - Application for a course
OTTR - Notification - Application Rejected
OTRW - Notification - Application successfull put on wait list
OTRS - Notification - Application successfully course booked
OTRF - Notifivation - Application not successful - course full
OTRC - Cancel booked course

Document Storage Setup
a Document Storage facility exists where supporting documentation can be attached or viewed.

On line Course booking Application

In this option the courses will display on the iEnabler because it was scheduled in {PSDOP-6} and it was set to display on the WEB in {PSDOP-5}.

The personnel member must log in on the iEnabler and He or she may now apply to attend a specific course, the program will do a few things:

o It will only allow applications if places are still available for bookings or on the waiting list.

o This will only be an application and only on approval of the application may a booking be created.

List of all staff reporting to logged on used will be displayed.

The user logged on can apply for a course for himself or for any of the staff that reports to him/her.

Select a personnel number and click on Continue.

If you selected a staff number (other than yourself), that does not report to you, the following screen will appear.

If a valid staff member is selected:

When clicking on a specific course code, a drop down box is displayed:

· New Application

o All information regarding the course is displayed.

o Only field that can be entered is the motivation

o Clicking on Apply will:

Create new course application record, with a status of ‘APPL’.

Kick off the approval routing for this application.

The Routing request type ‘OTRB’ will be kicked off for Approval purposes.

· Upload of Supporting document

o Click on browse to find the document you want to upload, select and Save.

· View Supporting document

o List of previously uploaded documents will be displayed

On line course booking application approval

This program is used to approve or reject course booking applications.

The status of the course booking application will be determined by the current state of the course bookings and the available places.

Approval Process:

· The routing must be set up to allow emails to be sent to users who must approve the course application.

· The person who must approve a course application will receive an email to inform him/her of it.

· Sign on to the iEnabler and click on the Approval option.

The course may be approved but it does not mean that a booking will be done, please see the status codes below:

o AREJ - Application rejected

o AWLS - Approved – on waiting list

o APRB - Approved – Booked

· A list of courses that requires the user’s approval will be displayed

· Click on the personnel Number, and select ‘View application’ from the dropdown box.

· The approval screen will appear.

· All fields will be display only.

· The user can select an outcome for this course application and click on Save.

· The rest of the routing will follow as set up by the user.

· When the application is rejected at any point in time, the course application table is updated with a status of ‘AREJ’ (Application rejected.

· When final approval is done, the following checks will take place:

If the application is approved

Check if there is still place left :
Do a count in {PSDOP-8} for the selected course, module, year and presentation number to determine the number of persons booked for the course with a status = ‘APRB’ (Approved – Booked)
If this count < max participants {PSDOP-5}

1. Update the application status to ‘APRB’ (Approved – Booked)

Insert a booking for the course into {PSDOP-8} Course participants booking

If this count >= max participants {PSDOP-5} (The max number of bookings that has been done)AND

If the Max number of people allowed for the waiting list is zero, Update the application status to ‘ARCF’ (Application rejected – Course Full).

· Else,

if the Max number of people allowed on the waiting list > 0 ( a waiting list is allowed)

a. Do a count for the course, module, year and presentation number, with a status of ‘AWLS’ (approved – on waiting list).

b. If the number of people already on the waiting list exceeds the number allowed, update the status in the course application table to ‘ARCF’ (Application rejected – course full)

c. If the number of people already on the waiting list DO NOT exceed the number allowed, update the status in the course application table to ‘AWLS’ (Approved – on waiting list).

View of supporting documents

Works the same as for the course application

On line course Feedback

This option may be used by personnel to rate the courses.

This information will or may be used to determine whether courses will be presented in future and whether the services of the Training provider will be used again.

The personnel member will log into the iEnabler and click on the feedback option.

Please note: the code structure with the rating codes should be setup.

Select the personnel number for whom course feedback must be entered (either your own personnel number or personnel number of a person reporting to you).

When a personnel number is selected and the user clicks on Continue.

A list of courses that the selected staff member has been booked for, is displayed. Click on the course code and a dropdown box is displayed whereby the user can capture course feedback and upload or view supporting documents.

The following screen will be displayed whereby the course can be rated and feedback also entered. Click on Save after feedback has been captured.

Supporting documents can be uploaded and viewed here as well.

On line course application cancellation

This option allows the personnel member to cancel a course application. Courses may only be requested to be cancelled if the current date is less than the last change date for the course, this happens because there is usually a financial implications if attendance to a course is cancelled at short notice. Should this be the case the personnel member needs to contact his supervisor and HR.

Enter the personnel number for whom a course must be cancelled, and click on Continue

For the selected personnel, a list of all the courses that he/she has been approved for, will display.

Also note, only courses, with a ‘Last Change date’ on PSDOP-6 > than system date will be listed.

When clicking on the course code, a dropdown is display whereby the user can cancel the course, or update/view supporting documentation

The following screen will appear, showing all details of the booked course.

The cancellation reason must be entered, click on Apply.

· The following will happen in the background:

o The cancellation reason will be written to the Course Participants table

o The status for this application will be changed to ‘AWCA’ (Application awaiting cancellation).

o Routing will be kicked off to enable the approval of this course cancellation.

Supporting documents can also be uploaded/viewed here.

On line Skills training query option

This option is used to query all training detail on line of the person logged into the iEnabler or any one reporting to him.

There are four possible query options.

Courses Attend, Booked, Applied for and Canceled.