Competency Records
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RECORDS
A training record can be created for any training, competency, awareness, eLearning or other item of training that needs to be recorded in the database. Each record links a capability to a user.
Capability = A license, course or training undertaken for which records are to be created
Training Record = Capability + User
Training records can be created either through the People, Records or Needs menu. Records for more than one user at a time can be created from the Records menu. Records created from other menus are created individually (one user/ one record at a time).
Video: Records Menu Overview
The Records menu contains a list of all completed training records for all users within Lucidity Competency.
In the Records page, administrators can:
View current, expired and/ or lapsed records
Use a wide variety of filters in isolation or combined to select records to view
Export lists of records to Excel in list or matrix format
Add records by user or by bulk
Edit records by user or by bulk
The date displayed for records follows a traffic lights system, as illustrated below. The colour code is consistent throughout Lucidity Software; including Lucidity Competency, Lucidity Induction, all records and reports. If there is no expiry date listed or the cell in a report contains no date, the record does not require renewal.
Adding a Training Record
Video: Adding New Records
To add a new record, from the Records page:
Click 'Add New'
Complete the fields (see table 'Definitions of Fields' below)
Note multiple users can be selected in order to add multiple Records in one entry, providing all other details (capability, issue dates etc) are the same
The details captured for each record may vary slightly between each system configuration. Fields marked with * are mandatory.
Description of Fields
Field | Description |
|---|---|
People | Name of user(s) to add the record to. More than one user can be selected here by searching for and selecting their names |
Capability | The title of the capability (this must already be created in the system) |
Competency level | Depending on the requirements of the organisation, this field can be used to denote the user's competency level for the record. There are several ways to set competency levels and these can be varied across organisations. Example: Novice, Intermediate or Advanced Level 1, 2, 3, 4, 5 Qualified to train, Competent without supervision or Requires supervision Note the record status will still be listed as complete, regardless of the status. The status will not affect or appear on matrix reports. It will however appear on list reports. |
Revision | The version number of the training capability |
Trainer/ Provider | Name of the trainer or the training provider/ registered training organisation (RTO) Click 'Add New' to add the list provider list |
Issue Date | Also known as the completion date - denotes when the training was completed or when the license/ certificate was issued The issue date is used to calculate an automatic expiry date where relevant. This only occurs when the record is first created and not if it is updated. |
Expiry Date | The expiry date is used as the basis for notifications and alerts for each record An expiry date may be automatically set when a record is created if relevant. This is based on the issue date and can be set as part of 'Add a Capability.' The expiry date can be manually set or entered at any time |
License Number | Entered if there is a license number issued |
Card Number | Entered if there is a card number issued |
Certificate Number | Entered if there is a certificate number issued |
Issuer | The name of the official organisation that issues the license, ticket or qualification and may be different from the trainer/ provider For example, WorkSafe issues the License to Perform High Risk Work but an RTO delivers the training |
Notes | Entered if additional notes relating to the record or the specific title of the capability are required. This column is available in the Excel export report. As some capabilities are named in general, this field can use this to put it the specific training title For example, training is recorded under the "Communication Skills" general capability. In the notes, the specific title of the training course can be added: "Effective Communication Skills for Customer Service Officers" |
Training Hours | Number of hours/ duration for this training |
Training Costs | The cost per user for this training |
Delivery Mode | The delivery mode for the training: |
Internal/ External | Internal = Company-run and company-owned training courses/ programs. These can be delivered in-house or at an external venue |
Lapsed | Tick the checkbox if there is a more current record. Lapsing the record over-rides any expiry notifications related to the record. The old expired record will still be kept and will remain in the list of completed training |
Comment | This can be any free text comments made about the record for unique or extra training details. This will not be available in the Excel export report and is only viewable when the record detail page is opened. |
Add Document | One or more documents can be added to the record as evidence of training. These may be scanned certificates, license or attendance registers and can be renamed, comments added, edited and deleted.
Attached evidence can be downloaded, printed or viewed within the system |
Save | To save and keep the entry that has been made. Screen returns to list records page |
Cancel | To cancel and discontinue with the record. Screen returns to list records page |
Save & New | To save and keep the entry that has been made and add a new record. Screen returns to add record page for next entry with some generic details remaining in place |
Duplicate Records
When entering a record, a notification will appear for any possible duplicate records, as shown below. This is to prevent unintended duplicate records being entered.
Automatic Lapsing of Existing Records
Each time a new record is added to a user, Lucidity Competency checks existing records for the same user and capability. All records with an older expiry date will automatically be lapsed.
Lucidity Competency does not lapse records that have no expiry date.
If two records exists, the record that is most current will remain as active whilst all others will be lapsed. This may mean the record being entered will be lapsed if a more current record already exists.
If a record is manually saved as lapsed within the record edit screen, no action is taken on existing records.
Filters may need to be used to view or edit lapsed records from the Records page as they are generally hidden by default.
Editing a Record
Editing a record from the Records menu is very similar to editing a record from the People menu. From the Records page:
Use filters as required to locate the relevant record
Click 'Edit' to the far right of the relevant record
Adjust as required
Click 'Save' to keep the changes
Deleting Records
Records should never be deleted unless an error has been made - it is important to retain historical data on user's training.
In the event an error has occurred, delete records from the Records page:
Use filters as required to locate the relevant record
Click 'Actions' to the far right of the relevant record
Click 'Delete'
In the pop-up that appears, click 'Delete' to completely delete the record from Lucidity Competency
Reporting from the Records Page
There are two types of reports available from the Records page - Excel list export and Excel matrix. Reports will reflect filtered search results as displayed on the lower half of the Records page. Both these reports are also available from the Reports menu.
Generating an Excel List Report
The Excel list displays all detail stored against the record in a list format.
Use filters as required to locate the relevant record(s)
Click 'Excel Export'
In the Excel report, sort and manipulate the data or merge the data with other reports as required
Save the report
Generating an Excel Matrix Report
The Excel matrix shows the status of records in a matrix format.
Use filters as required to locate the relevant record(s)
The lower half of the screen lists out search result
Click 'Matrix Export'
Save the report