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Competency Records

Owned by Former user (Deleted)
Last updated: Aug 06, 2024 by Richie Rowe
7 min read

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:

  1. Click 'Add New'

  2. Complete the fields (see table 'Definitions of Fields' below)

    1. 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

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)
If the required capability isn't listed, a new one needs to be created. Refer to instructions under 'Add a Capability'

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:
Classroom/ Facilitator-Led/ Face-to-Face
Online/ eLearn/ self-paced
On-the-Job

Internal/ External

Internal = Company-run and company-owned training courses/ programs. These can be delivered in-house or at an external venue
External = External training courses/ programs provided and owned by an external training provider. These can be delivered on-site 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.

  1. Click 'Add Document'

  2. Locate the document

  3. Click 'Open'

  4. Enter the file name and description as applicable

  5. Click 'Upload'

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:

  1. Use filters as required to locate the relevant record

  2. Click 'Edit' to the far right of the relevant record

     

  3. Adjust as required

  4. 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:

  1. Use filters as required to locate the relevant record

  2. Click 'Actions' to the far right of the relevant record

  3. Click 'Delete'

  4. 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. 

  1. Use filters as required to locate the relevant record(s)

  2. Click 'Excel Export'

  3. In the Excel report, sort and manipulate the data or merge the data with other reports as required

  4. Save the report

Generating an Excel Matrix Report

The Excel matrix shows the status of records in a matrix format.

  1. Use filters as required to locate the relevant record(s)

  2. The lower half of the screen lists out search result

  3. Click 'Matrix Export'

  4. Save the report

 

 

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