Create a Training Information Report

Please Note:  In order for the Training Information report to show any relevant data, at least some (if not all) of the Tasks being reported on must contain values in their Training Information properties.

To create a Training Information Template
  1. Open the Reports Manager.
  2. Right-click on Training Information and select New.

The New Training Information Report Template - Select Org Units page appears.

  1. Expand the Organization Units heading to display the Organization Units, Learners heading and Employees.
  2. Select the objects you wish to include in your template.

Selecting to report on an object that contains descendants will report on the descendants also.  For example, selecting to report on Organization Units will report on all the Learners within the Organization Unit.  Selecting to report on Employees only will report on the individual Employees.

  1. Click Next>.

The New Training Information Report Template - Primary Process page appears.

  1. Select whether to report on an employee's primary processes only, or to make your own selection of processes to report on.
  2. Click Next>.

The system allows each employee to be assigned their own primary process.  A primary process is the one that will automatically open when the employee accesses their My Job tree.

If you select Allow selection of processes to report on, the New Training Information Report Template - Learning page appears.

If you select Report on default processes only, the wizard opens directly to the New Training Information Report Template - Filters page.

  1. Expand the Processes heading to display the Process Sets, Processes, Sub Processes and Tasks.  
  2. Select the objects you wish to include in your report template.

Selecting to report on an object that contains descendants will report on the descendants also.  For example, selecting to report on Process Sets will report on all the Processes, Sub Processes and Tasks within the Process Set.  Selecting to report on Tasks only will report on the individual tasks.

  1. Click Next>.

The New Training Information Report Template - Filters page appears.

  1. Click Add to create a filter.

For more information on using Filters, see Report Filters.

  1. Click Next>.

The New Training Information Report Template - Options page appears.

  1. Select the Task components to report on:  Knowledge Only, Capability Only or Both.

Both is selected by default.

  1. Select the status(es) to report on:  Complete, Incomplete, About to Elapse, Elapsed, Revised.

All statuses are selected by default.

  1. Select to organize your results by:  Organization Unit, Employee, Process or Task.

Organize Results by Organization Unit is selected by default.

  1. Select to include the following in your report:  Summaries (Organization Unit, Employee, Process or Task - depending on the Sort By selection), Summaries only, and/or Cascaded Summaries.
  2. (optional) If you would like to generate a Forecast Report, click on the down arrow to access a Calendar dialog.  Select a date in the future.

Forecast Reports deal with Tasks containing durations.  The purpose of a forecast report is to answer the following question:  If no learning was to occur between now and a certain date, how many Tasks containing durations will either be about to elapse or elapsed?  Please note that since this is a specific date in the future, to re-use this template, you may wish to Edit the date before generating another report instance.

  1. (optional) If you would like to generate a Change Report, click on the down arrow next to the Start and End Date fields to access Calendar dialogs.  Set a date range (such as the beginning and end of a month).

Change Reports deal with status changes occurring between specified dates.  Any status change (that was previously selected) that occurs during this time will appear in the generated report.  Please note that since these are specific dates, to re-use this template, you may wish to Edit the dates before generating another report instance.

  1. If you would like too see only those Tasks that contain Training Information properties, check the corresponding checkbox.  If you would like to see the status off all of the Tasks in the system, uncheck the checkbox.

By default, the Only Include Tasks with Training Info is enabled.

  1. Click Next>.

The New Training Information Report Template - Properties page appears.

  1. Select the properties you wish to display in your report, and the way you wish to display them.

For more information on using and displaying report properties, see Report Properties.

  1. Click Next>.

The New Training Information Report Template - Format page appears.

  1. Select the view format.

This is the format that the report will be displayed within the TRACCESS application. The possible formats are: TRACCESS Report, Microsoft Excel, Microsoft Excel Data Only, Adobe Acrobat PDF and Microsoft Word Document.

  1. Select the mail attachment format.

This is the format that the report will generated in to be sent to your email Inbox. The possible formats are: TRACCESS Report, Microsoft Excel, Microsoft Excel Data Only, Adobe Acrobat PDF and Microsoft Word Document.

  1. Select whether or not to zip the mail attachment.

Please note:  This will decrease the overall file size allowing you to generate and receive larger reports.  However, you may wish to check whether or not attachments with a *.zip extension are currently being blocked by your email system before checking this option.

If the generated report is larger than the value shown in this dialog, you will receive a message indicating the completion status of the report, and that it was unable to include the attachment due to its size.  In this case, you can still view the report within TRACCESS, and subsequently export it.

  1. Click OK.

If neither the Forecast Report or Change Report has been used, the report template will default to the current date.

The template will appear in edit mode under the Training Information heading.

  1. Type a name for the report template and click <Enter>.
To generate a report from a template
  1. Select a template from under the Training Information heading in the Report Manager tree.
  2. Right-click on the Template and select Generate Report.
    OR
    In the context view, click the Generate button.

The Generate Report dialog appears. The Title field is populated with the name of the template.

  1. (optional) Enter a name for the report in the Title field.
  2. (optional) Enter a description of the report.
  3. Click Generate.

In the context view, a new report appears in the Generated Reports box.  While the report is generating, appears in front of the report name.  This icon changes to a icon once the report is generated.

To view a generated report
  1. Select a template from under the Training Information heading in the Report Manager tree.
  2. In the context view, select the report and click View.