Birth Date - Recurring Training Plan
A Birth Date – Recurring training plan allows for fixed date requirements to be assigned to each module within the training plan. The modules will be due based off of each individual's birth date. Ex: I was born on Feb 13, 1990. My training plan recurrence date will be based off of 2/13, regardless of year and enrollment date. I will have from 2/13 of the current year to 2/13 of the next year to complete the modules assigned in this training plan before I am deemed overdue. This training plan type will recur automatically.
Please Note: If you wish to use this type of training plan, it is required that you enter Birth Dates for your Learners in their learner profiles. You may also want to consider adding Birth Date as a Required Field. A Learner who does not have a Birth Date cannot be enrolled into this type of training plan.
Creating a Training Plan
In order to begin creating your Training Plan, click on Learning > Training Plans > Training Plan List then select the "New Training Plan" button.
Step 1: Basics
A unique title is required for each training plan you create within your Relias site. A description is not required, but is a useful location to provide information related to the purpose of the training plan.
Step 2: Scheduling
Please Note: You cannot change the training plan type from recurring to non-recurring after the training plan has been created and finalized.
The training plan's recurrence cycle is based on the close date. Each module in the training plan must be completed once annually between the close dates. For example, a December 31 close date will require each module to be completed once each calendar year between January 1 and December 31. Training plan reporting is based on the close date, so you'll want to make sure that date reflects the end of the training year for you organization (i.e. - Calendar year or Fiscal Year).
Please note that this is not the module due date. The due date for each module will be selected on the next tab, "Modules".
Step 3: Associating Modules with Training Plan
Next, you will begin adding modules to the training plan. To do this, click on the +Module(s) button and search for the modules you want to add.
Clicking on +Module(s) will bring up a pop up that lists all of the available modules in your site. You can search modules much like you do with learners. You can search using words that may be included in the title. You can also filter using the three default filters or by clicking on the "+Filter" button above Module Type to reveal other filters. Once the modules have been chosen, click on the check box beside the name and click Add.
Close the window when you have added the modules. Once you have added the modules you want to include in your training plan, you will need to choose the due dates for each of the modules.
BEST PRACTICE TIP: It is best practice to click save throughout the creation of your Training Plan. You may be interrupted or need to walk away, but this will save your progress. The Save button will appear once you begin the "Modules" screen if you are creating a new Training Plan.
You will see a column for Due Date Offset after adding modules to the training plan. This field allows you to stagger the due dates your Learners receive at the time of assignment. You will find an example of how the due date offset works below:
You may want to create a Birth Date – Recurring training plan using due date offsets so that one module is due 30 days after their birth date, the second module is due 45 days after their birth date, and the third module is due 60 days after their birth date. The original due date was chosen as their birthdate. To make the first module due annually every year on their birth date, you would choose 0 days after birth date. If you want to stagger the next due date and make it 30 days after birth date, the second module would need to be offset with 30 days. The third module would need a 60 due date offset to make it due two months or 60 days after birth date each year.
Please Note: Credit hour totals will be listed in the training plan Modules section based on the credit hours listed in the Properties tab. This may not be an accurate reflection of any potential CEU credits as those can vary based on the approving board.
Step 4: Settings
The options given in the Settings section will vary depending on the type of training plan you are building. This will be the section that allows you to choose a couple of things:
- How soon the modules will be available to the Learners before their due dates
- If modules completed outside of the training plan can be credited towards requirements in this training plan
- If reminder emails will be sent to Learners
- If the training plan is approved for enrollment
Please note: Relias best practices are the default settings, these serve as a guide to help make the training plan creation process easier. Settings may be changed if needed.
How should modules be available?
- Always Available: Choose this option if you would like enrolled Learners to have access to the modules immediately, regardless of the due date. Please keep in mind that if you choose this option, if a Learner takes a module that is due 1/31/2017, the next occurrence, 1/31/2018, will automatically become available and can be taken in 2017.
- Only Available ___ Days Before Due Date: If you would like to restrict enrolled Learners' access to the modules up to a certain number of days before the module due date, choose this option. Simply enter the number of days before the due date you want the modules to be available. For example, if the module is due 1/31/2018, and you enter Only Available 30 Days Before Due Date, the module will become available to Learners on 1/1/2018.
When do modules completed outside of this training plan enrollment count towards this requirement?
- Days Prior To Training Plan Enrollment (formerly Reporting Start Date): all training plans except ones that have the one-time only setting enabled feature this option. This indicates, at the time of enrollment into the training plan only, how far in the past the system should look by default when considering whether or not to apply previous module completions toward the training plan requirement. For example, many of your Learners may have completed a module in March, either as an elective or as part of another training plan. The following December, you enroll Learners into a training plan that includes that same module. If you set this setting to 365 days prior to training plan enrollment, the system will apply completions within the previous 365 days toward the training plan requirement when Learners are enrolled. Those Learners will not be required to complete the training again. If a Learner completed the module, but did so more than 365 days ago, he/she will have to complete the training again. If you do not want to count previous completions at all, leave the number of days as 0. If you do not want to count previous completions at all, leave the number of days as 0.
- Please note: As a best practice, Relias recommends this option when using Dynamic Recurring training plans.
- Days Prior to Module Due Dates: this option allows you to set the completion window to look back a specified number of days before the due date, regardless of whether it was completed in the same calendar year as the due date. It can also reject a completion if it falls outside of the window the Administrator has determined. For example, if the Days Prior to Module Due Dates setting is set to 90 days for a module due on January 30, 2015, a completion of the module on November 3, 2014 would count toward the January 30, 2015 requirement, and the next due date would rollover to January 30, 2016. However, a completion of the module on October 3, 2014 (outside of the 90-day window) would not count towards the January 30, 2015 requirement.
- Please note: As a best practice, Relias recommends this option when using Fixed Recurring training plans.
Approved for Enrollment
If you want to save the training plan, but want to continue to modify the training plan and not allow Learners to be enrolled in it, you can select No. This will prevent the training plan from displaying to Learners in your site as available for enrollment. You cannot un-approve a training plan that has actively enrolled Learners. When you are ready to make this training plan available for enrollment, change the selection to Yes.
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