TrainTraq allows learning & development (L&D) activities completed outside of TrainTraq such as conferences, classes or certifications from professional organizations and job-related learning activities to be recorded on an employee’s transcript. These activities are known as tasks.

Managers and HR Liaisons with TrainTraq Dept Admin roles can:

• View/edit employee transcripts and add or remove L&D activity (or task) completions.
• Assign tasks to employees. If a task is assigned, the completion needs to be manually entered by the manager or TrainTraq Administrator; employees cannot self-record completion of a task assignment.
• Run task assignments and completions reports.

Notes:

• This should only be used for L&D activities NOT already listed in the TrainTraq Course Catalog.
• L&D activities (or tasks) added using this functionality will not have course numbers and cannot be used to remove course assignments.
• L&D activity (or task) titles should begin with the type of L&D activity it is. For example:
  • Book: Read “Built to Last” by Jim Collins
  • Conference: 2019 National Conference on Race and Ethnicity in American Higher Education (NCORE)
  • Webinar: Spotlight on Security Roles in Workday

Adding a Task Completion

The following section describes how to add a task completion for an individual employee for a task previously assigned and also for tasks completed, but not listed as a current assignment.

Adding a task completion for a task previously assigned

1. Click the Transcripts option located in the Employee tab menu. The Employee Transcript page displays.
2. Select an employee using the Employee Search button. The Employee Transcript page populates with the selected employee’s details and completed courses, tasks, and programs.
3. Click the Add Task Completion button located in the Completed Courses and Tasks section. The Task Completion Details page displays.
4. In the Current Tasks section, click the Mark Complete button located to the left of the task you need to mark complete. The Task Completion pop-up window displays.
5. Enter the date the course was completed into the Completion Date field. If typed, the date must be in MM/DD/YYYY format. Alternatively, you can click the Calendar icon to the right of the field and select the date from the calendar displayed.
6. Enter the appropriate values into the Score, CEU, CPE, and Comments fields.
7. Click the Save button. The Employee Transcript page displays with the task completion listed in the Completed Courses and Tasks section.

Adding a task completion for a task NOT previously assigned

1. Click the Transcripts option located in the Employee tab menu. The Employee Transcript page displays.
2. Select an employee using the Employee Search button. The Employee Transcript page populates with the selected employee’s details and completed courses, tasks, and programs.
3. Click the Add Task Completion button located in the Completed Courses and Tasks section. The Task Completion Details page displays.
4. In the New Entry section, enter the date the course was completed into the Completion Date field. If typed, the date must be in MM/DD/YYYY format. Alternatively, you can click the Calendar icon to the right of the field and select the date from the calendar displayed.
5. Enter the appropriate values into the Score, CEU, and CPE fields.
6. Enter a description into the Task (Training Event) Title field. The text entered into the Task (Training Event) Title field will display on the employee’s transcript once the task is completed.
7. Enter additional details about the completed task into the Comments field.
8. Click the Save button. The Employee Transcript page displays with the new task completion listed in the Completed Courses and Tasks section.

Withdrawing a Task Completion

If a task completion is added in error or the completion details were incorrectly entered, you can withdraw the completion from the employee’s transcript.

To withdraw a task completion:

1. From the Employee Transcript page, select an employee.
2. Locate the task completion you want to withdraw in the Completed Courses and Tasks section.
3. Click the Withdraw button located to the right of the task completion you wish to withdraw. A pop-up window displays to verify your request to withdraw the completion.
4. Click the OK button in the verification pop-up window. The task completion is withdrawn from the employee’s transcript.
5. Note that if you withdraw a completion for a task that was previously assigned, the assignment will reappear on the employee’s transcript.