How does your company handle vacation/holidays with determing Compliance Training required by date?

[may_thang]

Hi All,

How does your company handle vacation/holidays with determing Compliance Training required by date?  For example, if a user is assigned a compliance training with initial required by date to be 15 days but during that time period, they are on vacation for 2 weeks, do you change the required by date or unassign then reassign when they return?  Also during vacation the compliance training is revised, do you consider users on vacation then not assigning them the compliance training until they return from vacation?  I am trying to see how other companies are handling this.  I would appreciate any response in on this topic.

Thanks,

May

[PKetnouvong]

We have two situations below.

On Leave

We have an Employee Status (Active, On Leave, Terminated), that we use in our Assignment Profiles which adds learners to curricula and removes them as their status changes in BizX.

On Vacation

Per the request of a manager, the admin uses the Required Due Date Editor to adjust the due dates. This gives you the most flexibility to adjust due dates per learner or group of learners.

[may_thang]

So you have a manual process for changing the required by date when users go on vacation?

[MaryKatherineJ]

I love your answer related to using assignment profiles with Employee Status of "Active" vs. "On Leave" to manage due dates for employees who are on leave.  If I understand correctly, when an employee's status changes to "On Leave" the system removes the curricula that are assigned by the profile, and then the system adds those curricula back when the employee's status changes back to Active upon return. 

My questions:

1.  Has your complained about the curricula being not assigned to someone while they are on leave?  Perhaps the business team is trying to determine the number of people who have a procedure assigned through a curriculum, or pull the names of the employees who would be affected by an item revision, and the folks who are on leave, and having the people on leave not show up would cause them to be missed on the report.  Has this been a problem for your compliance teams? 

2.  Do you have issues with curricula that have been assigned manually (by an admin or supervisor) getting unassigned when the employees goes on leave?  My concern is that those curricula might not get reassigned manually upon return.  Have you had that issue?

I love your assignment profile strategy!  Yet these questions would need to be addressed for us to implement something similar.  Would love to hear your thoughts!

Thanks,

Mary Katherine Johnson

[PKetnouvong]

@May

1. So you have a manual process for changing the required by date when users go on vacation?

1. Correct.
2. Go to Learning > Tools > Required Dates Editor

@Mary

1. Has your complained about the curricula being not assigned to someone while they are on leave?  Perhaps the business team is trying to determine the number of people who have a procedure assigned through a curriculum, or pull the names of the employees who would be affected by an item revision, and the folks who are on leave, and having the people on leave not show up would cause them to be missed on the report.  Has this been a problem for your compliance teams? 
   1. They have not complained because the #’s are negatively affected when “On leave” employees are included. We have Canadian “On Leave” and it could be a year until they return.
   2. “Employee Status” is not the “Active” field. The “Active” is what determines if they have an active account or not.
   3. “Employee Status” can be “On Leave” but still have an “Active” field = yes. This maintains their benefits and such.

1. Do you have issues with curricula that have been assigned manually (by an admin or supervisor) getting unassigned when the employees goes on leave?  My concern is that those curricula might not get reassigned manually upon return.  Have you had that issue?
   1. Correct. This is an issue which is why the best solution is to add the “Employee Status” in the rules. We actually put in “Employee Status does not equal Terminated or On leave”. Sometimes our Contingent Worker workforce does not get the Employee Status field updated so having this captures them until a training admin updates their Employee Status to “Active” in their profile.

Feel free to set up a meeting with me at ketnouvop@ebsi.com. I’d love to collaborate.

[may_thang]

We currently used the Employee Status field to ensure AP's do not assign to training to users while they are on leave but this does not address those who are on extended vacation. Currently for those on leaves, we create an AP at the time of their leave that has assignments not managed by an AP so upon their return from leave, they would be assigned the training however this process is manual so we are looking for ways to improve and automate the process i.e. system preserves the training at time of leave or extended vacation and upon return, it resets the assigned date to align with return date; this would be triggered by the employee status attribute. Thanks!

[EugeniaPedko]

Hi!

It's so interesting! 

You add an additional rule in each Assignment Profile about an Employee Status (Active, On Leave, Terminated)? 

We too have an Employee Status (Active, On Leave, Terminated) in BizX)

[PKetnouvong]

Just wanted to throw this out there for PTO more than 10 business days.

We are re-purposing Region ID on the learner interface to PTO Status.  Learners will be able to indicate themselves on PTO on more than 10 days.

This will....

1. Using APs, it will un-assign training to them.
2. Using APs, it will communicate via custom tile/page that their setting is still on PTO and they need to change it back to ensure that they receive relevant training needs.

**Note - this affects learning only and does not do anything in Core HR/Benefits, etc.

[may_thang]

That is an interesting concept however Compliance has concerns with users triggering their training to be removed due to PTO. It would be good if we can add an approval process for this. At the moment we are looking at using an RPA tool that gets a list of users on vacation and extend the users' require date while they are on vacation without removing the assignments. This helps preserve the training that is assigned by admins and managers that are not AP driven and allows users who are on vacation but on occasion must log on to work to still see the training they are assigned and complete as needed.