State of Connecticut Core-CT Project

Application: HRMS Module: Human Resources Business Process: Administer Training Requirement Number: HR555 Requirement Title: Ability to track and display multiple CEU’s

Module Leads: Lina Simonu, Lisa Lagus

1. Requirement Description Describe the requirement (gap). Include a description of the delivered PeopleSoft functionality. Some training courses taken by State of Connecticut employees are taken for the purpose of receiving CEU’s. CEU’s are continuing education units, used for purposes of certifications and tracked to confirm proper salary payments. These CEU’s are granted by various accrediting bodies depending on the type of course taken and the type of certification sought. The credit granted for one course may vary between these accrediting bodies. Currently, Training is not maintained on a single state wide system, however, individual agency systems are utilized with this functionality. The delivered Training functionality in PeopleSoft does not include a way of associating multiple CEU’s with one course.

These CEU’s must also appear on an employee’s transcript for purposes of employee reviews and to pass completed requirements on to the proper accrediting bodies. Because CEU’s are not included in the training course definition there is also no way to show how many CEU’s an employee has been granted.

2. Business Need Provide a justification for the requirement. Include information about frequency, volume, number of users impacted, etc. In order for employees to receive proper credit for training courses taken there must be a way of tracking the CEU’s associated with each course they may take and by which accrediting body the units were approved. These credits are currently not being tracked in the APS system, however, they are being tracked in agency systems such as DOE, DMHAS, DCF and UCONN.

3. Required By: (Y/N) Federal ____ Agency ____ Bargaining Unit ____

State Statutory ____ State Regulatory _Y__ State Procedural _Y__

4. Requirement Priority Medium (High, Medium, Low – please see “Requirements Prioritization Criteria”)

5. Recommended Solution Enter an “X” next to the appropriate category

___X___ Process Solution _1__ Option Number

_____ Application Modification __ Option Number

6. Explanation for Recommendation

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Provide reasons for recommendation. Please do not re-state the description of the solution itself.

This is the only recommendation that would allow for full tracking of CEU units and the associated accrediting bodies in Core-CT HRMS. This recommendation also allows for complete CEU information to be shown on an employee’s training summary. This documentation is important for employee’s to attain or retain certifications necessary for their job and important for the State agencies receiving grants based on these certifications.

7. Organizational Impact of Recommendation Describe the changes to the organization that result from the recommended solution. Include a description of any role, process, statute, or bargaining unit agreement affected.

This would be the least labor-intensive way of tracking CEU’s. The Training specialists must be trained on how to create new courses including the proper CEU information and how to enroll employees in courses making sure to indicate if the employee is taking the class for an accrediting body.

8. Process Solutions Describe the possible Process Solutions. Include a description of impacts and benefits of each solution.

Option 1. The description tab of the Course Table setup page allows the user to enter an extensive course description. The information included in this course description could include a list of the different accrediting bodies granting CEU’s for this course along with the number of CEU’s each body grants. The Agency Training Specialist would have to track each employee’s CEU’s manually possibly on a spreadsheet. They could determine the number of CEU’s any given employee has received by checking their training record then looking up each course description to see the number of CEU’s granted by the appropriate accrediting body for that course. If this option were used the CEU’s would not be on the employee’s student training history report (transcript) which could cause problems when trying to pass information on to accrediting bodies.

9. Application Modifications Describe the possible Application Modifications. Include a description of impacts and benefits of each solution.

Option 1. Modification Type : On-line Complexity: Difficult Description: Add a new page to the Course Table component, which would be used to track CEU’s. This page would consist of three fields, Accrediting Body, CEU’s and Effdt. The Training Specialist could enter as many accrediting body and CEU combinations as necessary on this page. The use of this page would necessitate the addition of two new records. A CEU record would track the information entered on the new page and would include Course ID, Effdt, Accrediting Body, and number of CEU’s. The second record would have to be created which includes a list of valid Accrediting bodies and the code associated with each one. This record would require a setup page to be created to add new accrediting bodies to the system.

For the proper CEU credits to show up on an employee’s transcript, a field to indicate accrediting agency would be added to the Course Session Enrollment page. This field would link to the course table and grant the employee the amount of CEU’s indicated for that accrediting body upon completion of the course. Both accrediting body and CEU units would

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be added to the delivered Student Training History report (transcript) so that they could be referenced during employee reviews or sent on to accrediting agencies for certification purposes. It might also be useful to add the accrediting body and CEU unit fields to the Student Training page where employee training can be reviewed and updated. It would be here the accrediting body could be changed, if necessary, after an employee has completed a course in the event they needed accreditation from a different body.

Option 2. Modification Type : On-line Complexity: Medium Description: The Course unit field on the Course Profile page would be used to indicate the number of CEU’s associated with the course. A CEU field would then be added to the Student Training Course Enrollment page, which would default to the number of course units assigned to the course. If this value is not correct for the employee’s accrediting body the Training Specialist would override this field with the proper number of units. This field would then be added to the Student Training History report (Transcript). Problems with this option are that the transcript would not indicate from which accrediting body the student earned the units and allowing the Training Specialist to override the number of CEU’s a student receives could result in errors where employees do not receive proper credit for courses taken.

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