Assign Training: Advanced Scheduling

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INTRODUCTION

There are two scheduling options:

Basic Scheduling: This allows you to assign training and set scheduling dates that include: Start Date, Due Date, and End Date. You can also manage how the LMS handles previous completions. Refer to the Assign Training: Basic  Scheduling article for more information on this scheduling option.

Advanced Scheduling: This allows you to assign training and set scheduling dates and in addition, provides a method to:

• Set Recurrent Training Dates:  For training that is required to be completed semi-annually, annually, or on some other schedule.
• Set Options for Inherited Assignments: Adjust dates for learners who receive the assignment at a later date. For example, new hires and transfers from one department to another.

Note: If your basic or advanced scheduling assignment includes a Class, please refer to the Assign Training: Classes article to learn how to assign any training that includes a class. 

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CREATE AN ASSIGNMENT: ADVANCED SCHEDULING

Follow these steps to assign one or more activities (including classes) or qualifications OR both to a user, organization unit, or group:

1. Click the Administration tab at the top of the screen.
2. Click Assignments, then Assign Training on the left menu bar.

Step 1: Choose the Training to Assign:

1. Click the Select button to the right of the Choose Training to Assign field.
2. Look for Drop Down:  Choose one of the following:
   Qualification: to select one or more qualifications.
   Note: The Available Records Table will NOT automatically display the qualifications stored in the Content Region. Refer to Select Qualification(s) in the Content Region  section of this article to learn how to select a qualification stored in the Content Region.
   Activity: to select one or more activities.
   Activities I have Permissions For: This allows you to select one or more activities you have permissions for.
   Note: If you have a security role target that includes multiple organization units, this will present a list of ALL activities that you have permission to access
3. Available Records Table: Select one or more Qualifications/Training Programs OR one or more activities (or both).
4. Click the right arrow to move the selections from the Available Records table to the Selected Records table.
5. Click the Select button.

Step 2: Choose Who Needs the Training  

1. Click the Select button to the right of the Choose Who Needs the Training field.
2. Look for Drop Down: Make one of these selections:
   Users: This allows you to select one or more users
   Users I have Permissions For Allows you to select one or more users you have permissions for
   Note: If you have a security role target that includes multiple organization units, this will present a list of ALL users that you have permission to access.
   Organization Unit: allows you to select one or more users by any organization unit
   Group: allows you to select one or more users by group
   Note: The Available Records Table will NOT automatically display the groups stored in the Content Region. Refer to Select Group(s) in the Content Region section of this article to learn how to select a qualification stored in the Content Region.
3. Select one or more users, organization units, or groups from the list of Available Records table.
4. Click the right arrow to move the selections from the Available Records table to the Selected Records table.
5. Click the Select button.

Step 3: Select the assignment dates from the list below

Assignment Start Date

Choose Now or enter a date the training will appear on the training tab.
Note: If you choose any date other than now, the assignment will not appear on the training tab until that date.

Advanced Option: Check the box and enter the desired time frame that the training will become available once the learner is added to or inherits this assignment.

Assignment Due Date

Enter the date when the training must be completed by the user.

Advanced Option: Extend the due date for inherited assignments in two ways. A specified period of time OR a specific date after the training appears on the training tab.

Completion Status Expiration Date

Enter the time period when the learner’s completion status will change to incomplete. This feature allows you to set recurring training dates.

Advanced Option: Set recurring training dates in three ways. A period of time-based on when the training was last completed, a specific date every so many years OR annual at the end of a specified number of years.

Recurring Due Date

Enter the date the assigned training must be completed.

Advanced Option: Set recurring due dates in three ways. On the day the training expires, a period of time before or after the training expires, OR a specific date after the training expires.
 

Assignment End Date

Enter the date when the assignment will no longer appear on the training tab. 
Note: The assignment will disappear on that date regardless of the learner’s completion status. For example, if the completion status is in progress, incomplete, or overdue, the assignment will still disappear from the training tab.

Advanced Option: Enter the period of time the training will no longer appear on the training tab once the learner is added to or inherits this assignment.

Ignore Previous Completions 

Select the Ignore Completion Records option to force the user’s completion status back to incomplete to make them take the training again. The date defaults to the current date but you can enter a date of your choice.
Note: You can use the same requirement in multiple qualifications.  Requirements will be marked as complete for ALL qualifications once the user completes all the activities in the duplicate requirement. DO NOT set the Ignore Previous Completions for any assignment that includes a duplicate requirement.  The ignore date is not observed once one of the duplicate requirements is completed.  If this setting is important to use in the assignment, we recommend making two different requirements (naming them slightly differently) so that you may use this parameter in the assignment.

Advanced Option: Ignore completion record dates in two ways. Specify a period of time before the assignment appears on the training plan OR set a specific date before the assignment appears on the training plan.

Step 4: Optional Settings

Assignment Identifier

Type a word or phrase to be used as a unique identifier. This field allows an LMS Administrator to "label" or "tag" multiple qualification assignments with a unique identifier.  This allows you to run a report and filter on the associated qualifications producing a report with any qualifications associated with the tag.

Please refer to the Assignments: Assignment Identifier article to learn more about this feature and how it is used.   

Special Assignment Instructions 

Type any instructions you would like to provide about this assignment. The instructions will appear on the New Assignment notification.
 

Step 5: Save the Assignment

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SELECT QUALIFICATION(S) STORED IN CONTENT REGION

1. Click the Select a Location button.

   

2. Choose a Location screen: Select the Content Region with your left mouse so that it is underlined.

3. Click the Select button in the lower right corner of the screen

   

4. You will be returned to the Select Training screen. The location has been changed to the Content Region. The Available Records Table will default to display all the qualifications in the Content Region.
5. Check the checkbox to the left of each qualification you want to assign. Click the right arrow button to move the qualification(s) to the Selected Records Table.
6. Click the Select button in the upper left corner of the screen.
7. You will be returned to the Select Training screen.

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SELECT GROUP(S) STORED IN THE CONTENT REGION

1. Choose Who Needs the Training: Click the Select button

2. Look For Drop Down: Select Group 
   Note: The Available Records Table will NOT automatically display the groups stored in the Content Region. 
   

3. Click the Select a Location button.
   

4. Choose a Location screen: Select the Content Region with your left mouse so that it is underlined.

5. Click the Select button in the lower right corner of the screen.
   

6. You will be returned to the Select Training screen. The location has been changed to the Content Region. The Available Records Table will default to display all the groups in the Content Region.
7. Check the checkbox to the left of each group you want to assign this training to. Click the right arrow button to move the group(s) to the Selected Records Table.
8. Click the Select button in the upper left corner of the screen.
9. You will be returned to the Assign Training screen.

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