The EHS Training Management System is a University-wide training management application that allows individuals and departments to assign, access and track their EH&S training requirements. The system has three “User” designations – Training Director, Training Manager and Trainee. For the purpose of this tutorial we will focus on Training Managers. This user designation is typically filled by PIs, Dept. Managers or Supervisors and those who must ensure for the EH&S training of a lab or facilities group. This tutorial provides instruction on getting started…..more specifically, how to accomplish the first two critical steps – 1) creating a lab profile and 2) developing and uploading a group roster including modifying individual training profiles for your personnel
After PIN login the home screen may require the user to select their desired user designation for that session as shown in the screen shot. At a minimum, Principal Investigators will have two designations, one as the “Training Manager” of their lab, where they can log in and manage their rosters and lab profile, and another as a “Trainee”, where they can log in and complete their own required training courses. For the purposes of Getting started, please select “Training Manager”.
The Training Manager interface requires some initial set up of the roster and training profile sections. For first time Training Manager users, at initial login you will have an account set up that includes a roster of only one individual, namely yourself. The screenshot shows the Training Manager account as it would appear at first-time login. Some primary functions that are always accessible from this screen are highlighted in yellow but are also described in greater detail in later sections of this tutorial.
We will now take you through the first 5 steps of setting up your account.The order of Steps 1-3 above is critical to ensure that any individual(s) on the lab roster will effectively inherit the training requirements assigned by the Lab Profile. In addition, upon creation of a new PI account, the PI gets automatically added to their own roster. However, since a Lab Profile is not typically created at account set-up, the PI will not have inherited any training requirements and , therefore, their Individual Profile must be established.
For account set-up, first,access the Lab Profile form, which is the 2nd tab on their horizontal menu. The Lab Profile is designed in a checklist format to provide a simple means for you to select lab hazards associated with your lab’s research. Select those lab hazards that are common forthe majority of lab personnel in your group. The checkboxes that are chosen in the Lab Profile result in specific training courses that are assigned to all members on the lab roster. By creating the Lab Profile, the Training Manager establishes a set of baseline training requirements for the entire lab based on the hazards associated with the lab’s research. Creating the Lab Profile initially ensures that the hazards identified for the lab (and corresponding training courses) are inherited by all individuals who are subsequently added to the roster (in Step 2). To complete Step 1, the Training Manager should ensure that the hazards selected represent hazards for the majority of lab personnel and hit the “Save Changes” button.Please take note that for on-going maintenance purposes, any time future changes are made to the Lab Profile they will be assigned to all individuals who are subsequently added to the roster. HOWEVER, changes to the Lab Profile do notretroactively change the individual training profiles for personnel on an existing roster.
To complete the next step of account set-up, the Training Manager needs to click the “Lab Roster” tab, which is the 1st tab and is also their default homepage on the system. Next, the Training Manager should click on the “Profile” link next to the PI name and it will open the form shown in the screenshot above. This form gives general information about the individual, the training profile for that individual, and the details of the person’s training requirements.This is the form where the Training Manager can alter a person’s checkboxes to be individualized to any specialized work that he/she performs in the lab. For example, if one person in the lab requires respiratory protection but the rest of the lab does not, this form is where you would set that requirement by selecting the “Respirtors check box” for this individual. For this reason, this Profile link and corresponding page is referenced throughout the User Guide and this tutorial as the “Individual Profile”.Since the PI was already listed on the roster prior to completing Step 1, he/she has not inherited any “checks” and you must now check the appropriate hazard boxes and click “save” to complete Step 2 of the account set-up process.
Staying on the same “Lab Roster” tab, Step 3 is when the Training Manager adds all of the individuals working in their lab to the lab roster. The Lab Roster tab has various dynamic links that allow a training Managerto manage their roster with a simple click function (for example, Delete, Profile, Print) or, in some cases, to link to a separate form in order to perform more detailed maintenance of their roster (for example, Add Personnel and Upload). Those functions are highlighted and described in the screenshot.To complete Step 3 of account set-up, the Training Manager can choose to add lab members individually by the “Add Personnel” link or they can choose to add lab members by uploading a compatible Excel spreadsheet. Both options are described in detail in the next slides.
To add an individual to a roster, click on the “Add Personnel” button. As shown in the screenshot, when adding an individual to their roster, the Training Manager must perform a last name search of the person being added so that the system can make a connection to the University’s LDAP system. This connection to LDAP will confirm that the individual is an active Harvard affiliate and will connect the person to their unique Harvard Identification Number. Although the Harvard ID will not be displayed anywhere on the user screens, the historic and future training records for the individual being added will be mapped to that person by their unique Harvard ID. Therefore, the LDAP lookup/verification step is required by the system and is shown above.
Once the correct individual is selected, certain information (e.g., office phone, e-mail, mailing address) will be returned for the individual and will populate the corresponding fields on their individual profile as shown in the screenshot. Note that the School and department fields for an individual are inherited from the Training Manager, but can be altered for cases where a person in a roster has a different department affiliation than the Training Manager. The Training Manager must then select the appropriate “Position” for the individual from a prescribed drop-down list. If the position is left blank, the system will prompt the user for completion of that required field.Lastly, the Training Manager must determine if the individual requires any additional training beyond the training assigned by the Lab Profile – such as, shipping or transporting research materials or irradiators. If this is the case, the corresponding check boxes on the individual training profile screen must be selected.
The EHS Training Management System allows for the upload of an entire roster in the form of an Excel Spreadsheet by clicking the “Upload” button. This function may be helpful during account set-up when a larger number of individuals need to be added to a roster. The screenshot shows the upload screen, which allows for a standard “browse” of existing Excel files (in .XLS format) so that the appropriate file can be accessed.
The upload function also includes a “Spreadsheet Help” button that gives the user a template for creating an Excel spreadsheet in a format that is compatible with the training system. The screenshot shows the “Spreadsheet Help” details. The spreadsheet must be followed exactly to ensure seamless upload.
1. Tutorial: Getting Started –Developing Profiles & Rosters in the System
2. Select “Training Manager”
3. Account Setup Horizontal tabs allow the user to switch between the 5 primary interfaces for the Training Manager. The homepage is set to the Lab Roster. The Lab Profile tab toggles the user to the interface where common hazards are “checked” for the lab. “Upload”: opens a separate page to add a group of people to a roster.“Profile”: This link is referenced throughout as the “Add Personnel”: opens a separate“Individual Profile”. It opens a separate window form to add a single individual to athat displays the individual’s profile and training roster.plan.
4. Getting StartedStep 1 - Complete Lab Profile tab.Step 2 - Complete Individual Profile for the PIStep 3 - Update the Lab Roster and Individual Training ProfilesStep 4- Update PI Information tab (order is not important)Step 5 - Review Authorized Users tab (order is not important)
5. Step 1 – Complete the Lab Profile Tab Each hazard links to a window that gives clarification on the hazard and identifies which classes are assigned if that box is checked.
6. Step 2: Completing the “Individual Profile” for the PIClicking the “Profile” link opens a separate, more detailed window that has a full summary ofinformation for that individual: This section describes an individual’s affiliation and contact information. This section describes an individual’s training profile. The checkboxes are initially inherited from the Lab Profile, but can be customized based on an individual’s specific research focus. This section describes the training courses that are assigned to an individual based on the checkboxes from the above section.
7. Step 3: Building the Lab Roster “Add Personnel”: opens a separate form to add individuals to a roster. “Upload”: opens a separate page to add a group to a roster.“Delete”: Deletes an individual from a roster (training E-mail: e-mails are active links thatrecords are never deleted). Individual checkboxes can open an e-mail in Outlook or yourbe used or a “universal” delete box at the top can select default setting.all individuals on a roster.
8. Step 3: Add Personnel LinkOnce a last name is entered and the Directory Lookup/Verification button is clicked, the LDAPsystem will display the results of the search and allow for selection of the correct individual:
9. Step 3: Add Personnel Link Each hazard links to a window that gives clarification on the hazard and identifies which classes are assigned if that box is checked.