Using the training data compliance reports

As a report user I want to see which permanent members of staff from my department have completed a particular course/courses.

Steps to resolve

1. Use the Staff - Employee Status filter. Select the Permanent tick box
2. Use the Training Course Name filter. Find the name(s) of the course(s) that you want to check completion of and tick the tick box(es) for each
3. Use the Completed filter. Leave the top drop-down menu as contains. In the free text box underneath type Yes
4. Select Apply filter

Result

The report user will be able to see which permanent members of staff have completed a particular course(s).

As a report user I want to see which staff members from my department have not completed a particular course/courses.

Steps to resolve

1. Use the Staff or Student filter. Select the Staff tick box
2. Use the Training Course Name filter. Find the name(s) of the course(s) that you want to check completion of and tick the tick box(es) for each
3. Use the Completed filter. Leave the top drop-down menu as contains. In the free text box underneath type No
4. Select Apply filter

Result

The report user will be able to see which members of staff have not completed a particular course(s). Use Scenario 6 to learn how to export data and send email reminders to those who have not completed the course(s).

As a report user I want to send an email to staff who have not completed a course and should have done.  Note you may need to cleanse the data to ensure you are only emailing current staff.

Steps to resolve

1. Use the Staff or Student filter. Select the Staff tick box
2. Use the Training Course Name filter. Find the name(s) of the course(s) that you want to check completion of and tick the tick box(es) for each
3. Use the Completed filter. Leave the top drop-down menu as contains. In the free text box underneath type No
4. Select Apply filter
5. Use the 3-dot menu icon in the top right corner of the dataset.
6. Select Export data from the list
7. View the report in Excel. You can use Excel functionality to filter the list further if you want.
8. Select all the email addresses from the Email column
9. Paste them into your chosen Email platform, construct the email and send it.

Result

The report user will be able to send an email to remind members of staff that they need to complete a particular course(s).

As a report user I want to find out if a specific individual has completed a particular training course.

Steps to resolve

1. Use the First Name filter
2. Change the drop-down menu from basic filtering to advanced filtering
3. Leave the top drop-down menu as contains. In the free text box underneath, enter the first name of the person you are searching for
4. Use the Last Name filter
5. Change the drop-down menu from basic filtering to advanced filtering
6. Leave the top drop-down menu as contains. In the free text box underneath, enter the surname of the person you are searching for
7. Select Apply filter
8. Use the Training Course Name filter. Find the name(s) of the course(s) that you want to check completion of and tick the tick box(es) for each
9. Use the Completed filter. Leave the top drop-down menu as contains. In the free text box underneath type Yes

Result

The report user will see which courses that individual has completed and check if all the necessary courses are on the list. Use Scenario 6 to learn how to export data and send email reminders to those who have not completed the course(s).

As a report user, I want to remove staff types from my report to create a usable dataset of individuals.

The report user could approach this in a number of different ways:

1. Filter using Card Types
2. Filter using Post-End Date
3. Export data to Excel and use an inclusion list

1) Use Filtering to find people with certain card types

If the report user wants to only display results of individuals who are currently affiliated to your department and are on the University payroll this approach may be helpful,

Steps to resolve

1. Use the Staff – Job Title Full filter
2. Tick the Select All box and then deselect Blank, Casual Teaching, Casual Examiner and Casual Worker. Options will only appear in the list if people in your dataset hold these roles.
3. Use the University Card Type filter.
4. Tick the Select All box and then deselect all of the following card types: AV, CS, PG, VA, VC, VD, VR, VV. VX, XX. Options will only appear in the list if people in your dataset hold these roles.
5. Card types CL and CB both represent cardholders who are not University members. Consider if you wish to include them and select/deselect them as appropriate.
6. To remove retirees from the list, deselect FS, FR and FB from the list.
7. To select current staff and students, use the Person number filter. Tick the Select All box and then deselect the blank field. Options will only appear in the list if people in your dataset have a person ID number.

Result

The report user will see a list of results which displays current staff and students who are affiliated to the department and are currently working or studying at the University.

2) Use Filtering to find people based on Post End Date

This approach may be helpful if the report user wants to display only the results of individuals whose posts do not have an end date.

Steps to resolve

1. Use the Post End Date filter. Tick the Blank. This will remove records of people whose role has ended.

Result

The report user will see a list of results which displays people who do not have an end date for a role. The records that display are for people who have current roles.

Export all data to Excel and use an inclusion list

The report user could export all data from Power BI to Excel and use an inclusion list (e.g. a list of all active SSOs) to define the people to report on. This could done using Lookup or Power Query.

As a report user, I want to check on uptake of a certain training course (for example, research integrity) for a whole staff group because it is only a requirement for these individuals.

The report user can do this in the report or using an Excel download. The report user may wish to follow these steps in conjunction with the steps in scenario 8 to ensure you are only reviewing current affiliated staff and students.

Steps to resolve 

1. Use the filter Staff- PostSubCatDescription
2. Deselect all groups except for RESEARCH STAFF (INCLUDING E GRADES) and ACADEMIC (TEACHING; RESEARCH) and RESEARCH FELLOW

This will exclude all Professional, Technical and Operational staff from the report. You may wish to review who falls into some of the Technical staff sub-categories in case there are any you feel you should be completing researcher-specific training.

You can then review course completion as outlined in the other scenarios or generate a reminder email list.