The Staff Training feature is used to enter and maintain staff training session records. Corresponding reports generated from data entered in this feature are accessible from the Reports module.
NOTE: Based on one's permissions in AWARDS, staff training functionality may be available in one or more of the following locations:
From within the Human Resources module
From within the Services - Group module
From within the Calendar
This portion of AWARDS Online Help discusses the Staff Training feature as accessed through the Services - Group module. For information on accessing Staff Training from one of the other locations, click the link for that location in the list above.
Required Permissions 
Use of the Staff Training feature (when accessed through the Services - Group module) requires the following permissions:
Display Any Chart Records Buttons
Display Chart Records Services - Group Button
Staff Training Data Entry (not required if you are in an "Executive" user group)
NOTE: Permissions are assigned using the Permissions Maintenance feature. If you do not have access to that feature and need the permission listed here, please contact your supervisor or your local Help Desk for assistance.
Click-by-Click Instructions 
Scheduling a Staff Training - Learn to schedule a staff training.
To schedule a staff training when the Staff Training feature is accessed from within the Human Resources module, complete the following steps from the AWARDS Home screen:
- Click Administration from the left-hand menu, and then click Human Resources. The Human Resources fly-out menu is displayed.
- Click Staff Training. The Staff Training Information page is displayed.
- The date of the training being scheduled should fall in the range shown in the Date Range fields on this page. Make changes to the default date range as necessary (using mm/dd/yyyy format).
- Click the Staff in Programs drop-down arrow and select the program or group of programs for which the training is being scheduled.
- Click CONTINUE. The Staff Training Sessions page is displayed.
This page lists any previously scheduled/held staff trainings for the selected program(s) that fall in the date range specified on the previous page.
- Click the ADD NEW SESSION radio button.
- Click CONTINUE. The Staff Training Event Data Entry page is displayed.
- Configure the fields and options on this page to schedule the training. For more information on those fields/options, see Staff Training Fields/Options.
- Click UPDATE. The training is scheduled, and a confirmation page of training details is displayed, and a "TRAINING SESSION SCHEDULED" internal notification message is automatically sent to the training's attendees.
TIP: If the training's start time is "off hours," meaning that it is outside of the hours of 6:00 am to 11:00pm, you will be asked to confirm that the time is correct before the training is scheduled. If so, click CONFIRM. If not, click your browser's Back button to correct the time.
TIP: In some AWARDS databases an optional Duplicate button is available on the confirmation page for the purposes of easily cloning and scheduling another staff training based on the one you have just entered. To do so, click Duplicate now. If you do not see this option and are interested in having it turned on, please contact the Help Desk for assistance.
- To make changes to the training record at this time, click DATA ENTRY to return to the Staff Training Event Data Entry page. To return to the Training Session Selection page from which another training can be scheduled or changed, click Training Index.
The process of scheduling a staff training is now complete.
Changing a Scheduled Staff Training - Learn to reschedule, cancel, or make other changes to a previously scheduled training.
To reschedule or cancel a scheduled staff training session record, or to otherwise change a training record (for example to update its status), complete the following steps from the AWARDS Home screen:
- Click Administration from the left-hand menu, and then click Human Resources. The Human Resources fly-out menu is displayed.
- Click Staff Training. The Staff Training Information page is displayed.
- The date of the training being scheduled must fall in the range shown in the Date Range fields on this page. Make changes to the default date range as necessary (using mm/dd/yyyy format).
- Click the Staff in Programs drop-down arrow and select the program or group of programs for which the scheduled training is being changed.
TIP: If staff other than those from the program for which the training was originally scheduled attended the training, select "All Agency Staff."
- Click CONTINUE. The Staff Training Sessions page is displayed.
- Click the Select radio button next to the training to be changed.
- Click CONTINUE. The Staff Training Session Data Entry page is displayed.
- Make changes to the information on this page as necessary. For more information on its fields/options, see Staff Training Fields/Options.
TIP: If the training has taken place, be sure to set the Training Status on this page to "Held." If the training was canceled, set the status to "Canceled."
TIP: When the Training Status is set to "Held" the page automatically refreshes to allow for the collection of Attendance Outcome information for each staff member.
- Click UPDATE. The staff training session record is saved and the updated Training Session Selection page is displayed.
The process of making changes to a scheduled training is now complete.
Using the Staff Training ReportBuilder - Learn to view customized reports of detailed training or trainee information.
The Staff Training ReportBuilder, available from within the AWARDS Reports module, is used to generate customized reports of training record detail.To generate and save a Staff Training ReportBuilder report that can be re-run in the future, to generate a single-use report, or to use and/or update an existing report format to generate a report, complete the following steps:
- From the navigation bar, click Reports (or the Reports icon). The Reports index is displayed.
- If you previously bookmarked the Staff Training ReportBuilder it is displayed on the reports index by default; otherwise, from the left-hand menu bar, click All or ReportBuilders under "Show Reports."
- Use the navigation features in the bottom-right corner to locate the Staff Training ReportBuilder in the index, or enter "staff training" in the Search field in the upper-right corner.
- Click Staff Training ReportBuilder from the reports index. (If you see two instances of this ReportBuilder in the index, it is an indication that you have multiple points of access to the Staff Training feature. The content of each is the same, so either can be clicked.) The Staff Training ReportBuilder Settings page is displayed.
- Click the Program drop-down arrow in the upper-right corner of the page and select the individual program for which the report is to be run, or select a group of programs using one of the available "All" or "Custom" grouping selections. The default value is "All Agency Programs."
- Because staff trainings typically include more than one participant, there is flexibility in how many times a given training record is displayed on the report. Specifically, click one of the Display One Row Per radio buttons to indicate whether there should be a separate row for each training, or each trainee.
Training - When this option is selected each training is listed only once in the report, regardless of how many employees were scheduled to attend those trainings. Use of this option will exclude employee/trainee demographics information from being included in the report content (in step 12).
Trainee - When this option is selected each training is listed once for each scheduled trainee. Use of this option will allow for inclusion of demographic data in the report for each individual trainee (in step 12).
"Trainee" is selected by default.
- Report contents are limited to records for training records that took place at some point during the date range specified using the Training Dates fields on this page. By default, the Training Dates range is set for the last month. If necessary, make changes to that default date range by using the available From and To fields/date pickers. When doing so please keep in mind that a two year period of your choosing is the maximum length of time for which the report can be run.
NOTE: In the event that you are creating a new report that will be saved, or if you will be using an existing report format that was saved previously, please be aware that the date range set here is not saved with reports. You must specify one each time the report is run.
- Leave the Provide ExportBuilder Options checkbox unchecked. It is NOT relevant to report generation.
NOTE: This option is used to provide access to an ExportBuilder corresponding to the ReportBuilder with which you are working. AWARDS ExportBuilders - which are designed for use by individuals who are familiar with export files and formats, their design, and setup - harness the power of ReportBuilder functionality and take it a step further to meet a variety of outside reporting needs. With ExportBuilders, users can create customized data reports as they would with the ReportBuilder itself, and from those reports generate export files of a number of different types - CSV, TXT, XLS, or XML. Exported files can be saved to your computer, then uploaded into other data collection systems and/or worked with in other applications as needed. Additionally, as can be done with ReportBuilders, ExportBuilder formats can be saved and shared for future use.
The instructions provided here detail use of the Staff Training ReportBuilder only, not the corresponding ExportBuilder. For more information on using ExportBuilders, click here.
- If you would like the report (both its content and an Excel file version) to be sent to your AWARDS Messages module upon its completion, click the Send in AWARDS Message checkbox. When this option is selected, you need not wait for the report to generate, and can navigate away from the ReportBuilder after finishing the configuration process (in step 11 or 18) - this can be a time-saver, especially when working with reports containing large amounts of data that might otherwise take a while to display in AWARDS.
NOTE: When using this option the report will remain in your messages for one month, after which time it will be deleted. (The exact date of deletion will be displayed in red at the top of the report message for your reference.) If you know you will need the report content after that time, be sure to download the Excel file (Excel File.zip) or HTML content (Report Content.html) attached to the report message. If you don't download one of these attachments before the message is deleted, you will need to manually re-generate the report if you need access to it in the future.
- Use the Select a saved report format drop-down options at the bottom of the page to specify whether you will be generating the report from scratch or using a previously saved format. Available choices are to:
Use a previously saved report format - To generate the report using a previously created and saved format, select that format from this drop-down. When using this method, you can immediately generate the report without changing any settings. Alternately, you can first review and modify the settings of the format by checking off the available "Provide option to modify settings of saved report format" checkbox.
NOTE: Saved report formats are associated with a specific "Row Per" selection. As a result, you will only be able to choose from those that have the same option as you chose in step 6.
Start from scratch, without using a previously saved report format - To create your own report format for single-time use or for saving and later re-use, leave the saved report format drop-down blank.
NOTE: If you (or another user) have previously saved a default report format for this ReportBuilder and program, that format is pre-selected here. Make changes to the selection as needed, or leave it at its default value.
- Click CONTINUE.
If you are using an existing report format and have NOT chosen to view/modify the settings of that format, you are now taken directly to the report page. Continue with step 19.
NOTE: If you chose to send the report to yourself via the Messages module (in step 9), a notice is first displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion. You can then navigate away from the page, or wait for the report to complete and then proceed with step 19. If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.
In all other instances, the Options page is displayed. Continue with step 12.
- The Options page contains a list of variables grouped by type, and may include sections for "Employee Demographics," "Staff Training Info," and "Trainee Info." Which variables you have available to you is based whether you chose to display staff training records by trainee or training (for example, if training was chosen in step 6, employee demographics are not available for selection).
NOTE: A section for "Date Parts" - common to all ReportBuilders that have date variables available for selection - is also included on this page. It is intended to allow for greater flexibility of reporting around dates; for example, giving you the option to report out on a month as either a number (1) or a written month (January).
Click the checkbox next to each variable to be included in the report, and/or use the available Check All options as needed.
NOTE: Please be aware that if employee demographics are included, the report data for those variables is pulled from the Human Resources module Staff Information feature for each trainee.
- Click CONTINUE. The Report Options - Continued page is displayed.
- Configure the options in the "Filter Options" portion of the page as necessary to adjust the scope of the report contents. Set the "Show Individual Detail" and/or "Summary Tables" options to adjust the way in which the contents are displayed.
TIP: Individual detail report options and/or summary table selections must be set before the report can be generated. For more information on using the various report options, please click here.
- To save the report settings so that this report can easily be re-run in the future, click SAVE REPORT FORMAT. The Save Report Format dialog box is displayed.
TIP: If it is not necessary to save the report format and you wish only to view the report contents, please skip to step 18.
- Configure the fields and options on this dialog box to indicate the specifics of how the format should be saved.
TIP: For more information on using the save report format options, please click here.
- Click Save Report Format. The report format is saved and the Report Options - Continued page is re-displayed.
- Click DISPLAY REPORT. The report is generated and displayed on the ReportBuilder page.
NOTE: If you chose to send the report to yourself via the Messages module (in step 9), a notice is displayed on the page to let you know that report generation is in process and that the report will be sent to your Messages module upon completion. You can then navigate away from the page, or wait for the report to complete, and then proceed with step 19. If you did NOT set that option, you can do so now by clicking Send to AWARDS Messages.
- At this time individual detail and/or summary table content can be hidden or sorted as needed. The report can also be printed or exported to Microsoft Excel. For more information on working with ReportBuilder report contents, please click here.
NOTE: When working with report data, please keep in mind that when a report is long enough to require you to scroll down the page to view all of its content, the header row of the data table (individual detail and/or summary) "freezes" at the top of the page. Similarly, when printing a report that covers more than one page, the header row of any tables split between pages is shown at the top of each page.
The process of generating a Staff Training ReportBuilder report is now complete.
A Closer Look @ Fields & Options 
Below is an alphabetical list of the fields and options located on the staff training data entry page. To jump directly to the information for a specific field or option, press <Ctrl+F> to access your browser's search field and enter the name of the field/option in question.
Check Topics Covered in Training Session
In the "Check Topics Covered in Training Session" portion of the page, click the checkbox next to each topic covered, or to be covered, during the training. If the appropriate topic is not listed, type it in the Other Topic field.
Co-Instructor
If applicable, in the Co-Instructor field, type or make changes to the name of the training session co-instructor (if applicable).
Comments
In the Comments text box, type or make changes to any notes or comments regarding the training.
Date
By default the training date is scheduled for today's date. If necessary, type a different date in the Date field (using mm/dd/yyyy format) or select a date using the available date picker to the right of the field.
In House
Click the In House drop-down arrow and select "Yes" or "No" to indicate whether the training took, or is to take, place in house.
Instructor
In the Instructor field, type or make changes to the name of the staff training session instructor.
Last Updated By
This read-only information reflects the name of the user who scheduled or last made changes to this training session.
Location
Click the Location drop-down arrow and select the location at which the training took, or is to take, place. To select a location not included on the list, select "Other Place," and type the location name in the Other field.
TIP: The locations available for selection here are those that have been configured using the System Setup module, Agency Program Information, Configure Locations feature. For more information on configuring locations, click here.
Session Title
In the Session Title field, type or make changes to the name of the training. Note that whatever you enter here will be used to identify the training on the staff training indexes and on the Calendar.
Staff Scheduled to Attend This Training Session and Attendance Outcome
In the "Staff scheduled to attend this Training Session" portion of the page, click the Scheduled checkbox next to each staff member who attended, or is to attend, this training.
TIP: Some AWARDS databases are configured to show a selection list rather than a checkbox, with options for "Scheduled" and "Mandated" attendance. If you do not see this option and are interested in having it made available, please contact the Help Desk for assistance.
TIP: If a single program was selected on the previous page, the training attendee selections are limited to staff with chart access to that program. If a specific program was not selected, all agency staff with AWARDS logins are available for selection.
Once the Training Status is set to "Held," an additional Attendance Outcome column is added to the staff scheduled portion of the page. When available, click the drop-down arrow and select the appropriate outcome for each attendee (whether scheduled, mandated, or otherwise). Selections are "Attended," "No Show," and "Excused."
Use the Start Time and End Time drop-down selections to the right of the training date to indicate when the training began, or is to begin, and end.
By default a training's status is set to "Planned." If you are entering a training that already took place or was canceled, click the Training Status drop-down arrow and choose "Held" or "Canceled," respectively.
TIP: When the Training Status is set to "Held" the page automatically refreshes to allow for the collection of Attendance Outcome information for each staff member.
Frequently Asked Questions 
How do I run a staff training report for an individual employee without including the other attendees?
It is not currently possible to run a staff training report for a single attendee. Staff training reports are designed to provide the full details of each training, including a list of all training attendees; however, you can get the desired information by running a Staff Training ReportBuilder report instead, and using the option to Display One Row Per Trainee. After choosing the data variables to include in the report, you can create a filter to only include a specific employee's name. For details on using Filter Options in ReportBuilders, click here.
Is it possible to report on only those trainings that took place at a specific program/site?
There is not a simple way to narrow down training information by program/site because training records aren't designed to "belong" to a site or program. (The program selection is only used for convenience to limit the number of staff checkboxes during the data entry process.) As a result, when a specific program is selected during the process of viewing a trainings report, the system will show you any trainings that have attendees who can be identified as:
having a caseload in that program
having a work schedule entry for that program
being assigned as a program director or deputy for that program
having chart access to the program
So the report results may include trainings not specifically entered for the selected program.
If you'll need to narrow down the training data by program/site on a regular basis, your best course of action is to indicate the program/site in the "Location" or "Comments" in training records moving forward. You can then filter on that variable when using the Staff Training ReportBuilder to get a report of just those trainings for the program/site in question.
What determines which locations I see in the location selection list?
The locations available for selection are those that have been configured using the System Setup module, Agency Program Information, Configure Locations feature. If that feature has been used to create agency-wide locations, they are always included in the Location drop-down lists. If you are scheduling an appointment/event for a specific program to which you have chart access, the locations list also includes any locations configured for that program. For more information, see Configure Locations.
What determines which training records are displayed when a report is run for a specific program?
When a specific program is selected during the process of viewing a trainings report, the system will show you any trainings that have attendees who can be identified as:
having a caseload in that program
having a work schedule entry for that program
being assigned as a program director or deputy for that program
having chart access to the program
As a result, the report results may include trainings not specifically entered for the selected program. (Keep in mind that the training records do not "belong" to a program, and that the program selection is only used for convenience to limit the number of staff checkboxes during the data entry process.)
Why are former staff showing up when entering staff training records?
In order to allow for backdated training record data entry, staff members' names remain on the staff training selection list for 240 days after their HR records have been closed. After that period of time has passed, the terminated staff members will drop off the list automatically.