In Release 9, we implemented a complete new feature for creating Training Plans quickly and seamlessly. In this article, we will go through the process of creating a Training Plan for a student using the new feature.
eLearn Offering
A Training Plan eLearn has been developed to help teach you everything you need to know to set up and utilise the Training Plans feature within your Student Management System.
TABLE OF CONTENTS
- What Does it Do?
- Enabling the Feature
- Creating a Training Plan
- Overview Tab
- Training Arrangements Tab
- Units Tab
- Gathering Signatures for the Training Plan
What Does it Do?
Previously, you would need to use a letter template to create a Training Plan for a student. These templates would need to be created by ReadyTech staff and used complex code to generate the document.
The new functionality streamlines the creation process by adding a Training Plan Wizard that will guide you through the steps and automatically pull data from the system. The data will then be displayed on the final Training Plan document.
Training Plans are treated as objects that are attached to a student’s enrolment. This allows them to have version control and they are audited when any changes are made, ensuring that the data in the Training Plan is up to date with what is in the system.
Enabling the Feature
If you would like to have this feature enabled on your system, you will need to contact ReadyTech Support and get them to enable the feature for you. Don't worry, this one is on the house (no charge).
You can see if the feature is enabled by going to About → Features and checking if the Training Plan tile contains the Enabled text.
Once the feature has been enabled, you can go ahead with creating a Training Plan.
Creating a Training Plan
To create a Training Plan, go to the student’s enrolment. You can access Training Plans from the enrolment record by either:
- Hovering over the enrolment in the left side bar and clicking on Training Plans from the dropdown menu.
- Hovering over the More button and clicking on Training Plans.
This will take you to the Training Plan page. You will see some details for the enrolment, along with any Training Plans that have been created already.
If there are no Training Plans on this screen, click on the Create Training Plan button to create a new one.
Note
The Create Training Plan button will be hidden if a Training Plan already exists for the enrolment, you can click on the View button on the latest Training Plan to edit it.
This will start the Training Plan wizard and bring you to the first step. You will be presented with three dropdown menus:
- Traineeship/Apprenticeship: If there is a Traineeship/Apprenticeship linked to the enrolment, it will be selected automatically and the details will be displayed on the Training Plan.
- Format: These are state-specific templates for Training Plans. It is generally recommended that you select the Training Plan format for the state where the course is taking place.
Note
Due to the way this feature works, it is not possible to have any customization on Training Plans generated with this feature. The formats included with the feature are maintained by ReadyTech to ensure compliance.
- Employer Supervisor: If the employer linked to the Traineeship/Apprenticeship linked to the enrolment has a supervisor, they will be included here and their details will be displayed on the Training Plan.
Once you have selected the relevant options for each, click on the Create Training Plan button.
This will take you to the next step of the Training Plan wizard. On this page, you will be presented with some enrolment information along divided into different tabs.
If you need to edit any the details while creating the Training Plan, you can click on the Edit button at anytime to make changes.
Overview Tab
The Overview tab will have some sections that contain basic information about the student, their enrolment, training contract, employer and training provider. Each section has information that will be pulled onto the Training Plan will have some text explaining where the information is being pulled from in your system.
- Training Contract: If there is a Traineeship/Apprenticeship linked to the enrolment, the information will be displayed here and on the Training Plan in the designated sections. The information displayed here is pulled from the Traineeship/Apprenticeship tab on the enrolment.
- Student: This section will display basic information about the student, this information is pulled from the student’s party profile.
- Employer: If the student has an Employer attached to their Traineeship/Apprenticeship, their details will be shown here. Any primary contacts and supervisors will also be shown along with their contact details.
- Training Provider: This section will display information about the Training Provider. These details can be found and edited in Administration → Configuration → Preferences
Training Arrangements Tab
The next tab will be the Training Arrangements tab. With the previous system of generating Training Plan templates, it was not possible to manually add text to these sections due to limitations with the engine. Now you can enter the Training Arrangements into text fields and it will be displayed properly on the Training Plan.
The specific questions on the Training Arrangements will differ depending on the Training Plan format selected at the beginning of the wizard.
Units Tab
The next tab will be the Units tab. This will show the units that are part of the student’s enrolment along with any reportable information such as outcome, start and end dates, etc.
Note
It is not possible to make changes to any unit details from the Training Plan wizard. You will need to navigate to the student’s enrolment and go to the Units section to make changes.
Gathering Signatures for the Training Plan
Once all the information in the Training Plan has been entered, you can now move onto the signing stage by clicking on the Activate Signing button.
Note
Once you click on the Activate Signing button, the information in the Training Plan is locked and cannot be edited. You will need to create a new Training Plan if you want to change any details.
This will take you to the Signing tab. There will be a section for each representative who needs to sign the training plan.
For each signatory you can either:
- Get them to sign within the system by clicking on the Sign now button. This will open a signature box where the representative can sign the Training Plan.
- Send them a link to sign the Training Plan via email by clicking on the Email link button. This will send a link to the email address on the representative’s party profile, clicking on the link will take the user to the signing portal to sign the Training Plan. Ensure that the representative has an email address listed on their party profile before using this.
You can also change the representative by clicking on the three dots button then clicking on Change Representative. Note that the student representative cannot be changed.
After all representatives have signed the Training Plan, it can be considered complete and ready to provide to the student.
Click on the Preview PDF button to open the Training Plan document. This will open it as a PDF document in your web browser.
You should see that the data needed has been automatically pulled from the system. From here, you can click on the Download button to download the document or you can print it by clicking on the Print button.
