Import Learning Records Legend

To access a csv file that contains all of the field names listed below, click here.

In order for the Import Learning Records function to be successful, you must enter a minimum of the following:

 

Data in all other fields is optional, however the column names themselves must exist.

Employee ID - This field must be unique in TRACCESS. It is the information that the Employee uses to enter the system.

Employee Number - Many companies have unique employee numbers for everyone in the organization. This number is often found in an HRIS or ERP system.

First Name, Last Name - In most Western cultures, everyone has both a first and a last name. However, in some Asian cultures, people may only have one name (or Asian companies may not use two name fields - rather enter their entire name into one field). For this reason, neither First or Last name is a required field in order for the Import Learning Records function to work. However, they may serve as a way of identifying a particular individual.

An employee can be identified by Employee ID or Employee Number or First Name or Last Name, or any combination of these. If you enter a single defining field in the import file (i.e., Last name = Smith), the import may return an error message that more than one record matches this information. To prevent this, try to provide as much unique information as possible.

Task Name - This field must be spelled exactly as it appears in TRACCESS. If spelling or spacing is slightly different, the application will interpret this as a different Task, and will not reflect the appropriate information. When entering the Task name in the import file, you may wish to cut/ paste the name directly from TRACCESS CI.

Task Level - This field only applies to a Task with Levels. If you wish to enter a completion date for a Task with Levels, you must enter the name of the Task (in the Task Name field), as well as the specific level in this field. By default, the only values that will appear in this field are Basic, Skilled and Mastery.

To verify the names that are used in your installation, select Tools/ System Options/ Language tab and click the Competence Level Labels button.

Assessor Name - Since the learning record information that your company possesses has likely been gathered over several years, the names of Supervisors or Management personnel who originally signed off on functionality may no longer be with your company. For this reason, the import learning records functionality allows you to enter the name of a person, regardless of if that person's profile exists in the database.

Assessor Employee ID - This field must be unique in TRACCESS. It is the information that the Supervisor (Management) used to enter the system.

Assessor Employee Number - Many companies have unique employee numbers for everyone in the organization. This number is often found in an HRIS or ERP system.

Knowledge Qualification Date - This is the date that the Employee completed the Knowledge component of the Task.

Knowledge Mark - This is the mark that the Employee obtained on the Knowledge component.

Knowledge Attempts - Enter the number of times it took before the Employee successfully completed the Knowledge component.

Capability Qualification Date - This is the date that the Employee completed the Capability component of the Task.

Capability Attempts - Enter the number of times it took before the Employee successfully completed the Capability component.

Comments - The information that you enter in this field is displayed in the Task Status History dialog/ Comments section. You may wish to use this as a tool to show that the Learning was obtained outside of TRACCESS and imported as a way of grandfathering learning information.

If you choose to set task priority, add extra final assessment retries, or add custom employee task properties, no Knowledge or Capability Qualification Date is required in the import file.

Priority - Normal or High.  This field allows a supervisor/ operational administrator to set the task priority for a particular employee on a specific task.  

Number of Extra Final Assessment Retries - As the name states, this value is added to the original number of times that an Employee was able to attempt the Final Knowledge Assessment of a Task.  If the original number was 3, the Learner failed 3 times, and the Supervisor/ Operational Administrator set this number to 1, they would have 1 more chance to complete the final assessment.  This value of 1 does not reset itself back to 0 if the Learner fails again.  The Supervisor/ Operational Administrator would then have to increase the number to 2 or more in order for the Learner to be able to take the assessment again.

Custom Employee Task Properties - Some companies have expressed a desire to add custom employee task properties such as Capability Mark or Attitude Mark.  Although it is possible to import such properties and subsequently report on them, these properties are not tied to the status of the employee task.  In other words, since this is not integrated functionality, you would not be able to set a Capability Mark that would attach itself to different capability completions of an employee's Task History.

For example:  Since the task of Standard First Aid contains both a Knowledge and Capability Component that must be recertified over time, you will not be able to enter records such as:

Joe Employee completed the Capability Assessment for Standard First Aid on March 13, 1985 with a mark of 80.

Joe Employee completed the Capability Assessment for Standard First Aid on Feb 22, 1988 with a mark of 90.

Since the Capability Assessment Mark is not an integrated field in TRACCESS CI, only a single mark will be saved - and that is the last one that has been set.