One-Time Only Training Plan

Document created by 3030239 Support on Mar 26, 2015Last modified by 2289906 on Jul 19, 2017
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One-Time Only Training Plan

A One-Time Only training plan allows modules to be assigned based upon the Learner’s enrollment date, hire date, or a fixed date.  This training plan will not recur.  After completion of all modules in the training plan, a Learner will never be eligible for enrollment in the training plan again.  For example, you may use this training plan if a Learner receives a certification after completing the training plan, and they will never have to take the training plan again. 

 

In addition, all previously completed modules within the training plan are automatically applied toward the training plan instance.  For example, if there are three modules in the training plan (Module A, Module B, and Module C), and a Learner already completed Module A prior to enrollment in the training plan, he/she would only be assigned Modules B and C. 

 

Creating a Training Plan

In order to begin creating your training plan, click on Training & Enrollment > Training Plans & Enrollment > +New Training Plan.

 

 

This will bring you to the Training Plan Properties page.  This page is broken up into four steps:

  1. Basics
  2. Scheduling
  3. Modules
  4. Settings

 

Step 1: Basics

A unique title is required for each training plan you create within your Relias Learning account. These cannot be repeated, so you will need to be specific with your titles.  A description is not required, but it is a useful location to provide information related to the purpose of the training plan.

 

Step 2: Recurrence & Due Dates

To build a One-Time Only Training plan, you'll first need to indicate that the sequence should not recur.

 

 

You will have the ability to base module due dates on the date the user is enrolled in the training plan, the User’s hire date, or fixed to a specific date.

 

 

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.  The type of due dates you assign will be dependent upon what you selected in Step 2.

 

 

Due Date Offset

 

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 beyond the initial due date your Learners receive at the time of assignment.  For example, you want to create a training plan for new employees using due date offsets so that one module is due 30 days after hire, the second module is due 45 days after hire, and the third module is due 60 days after hire.  In Step 2, the original due date was chosen as 30 days after the Learner is enrolled in the training plan. To make the first due date 30 days after hire, you would choose 0 days after initial due date because the initial due date is defined in Step 2 as 30 days after the user's hire date.  To make the second due date 45 days after hire, you would enter 15 day(s) after initial due date in the Due Date Offset section.  Since the initial due date is 30 days after hire, and you have offset this by an additional 15 days, the due date for the second module will now be 45 days after hire.  For the third module, you would enter 30 day(s) after initial due date in the Due Date Offset section to make the course due 60 days after hire. 

 

 

Fixed Specific Date

After the modules have been added, you will see that you can choose a specific date for the modules to be due.

 

 

Please Note:  If an assigned module has a due date of 3/31/2017, but a Learner was enrolled in the training plan on 4/4/2017, the first due date for this module will be 3/31/2018 because the due date for 2017 has already passed.

 

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 count towards requirements in the training plan
  • If the Learner can only be enrolled in the training plan once
  • How soon 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?

Choose Always Available if you would like enrolled Learners to have access to the modules immediately. 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 the second option (Only available ___ days before due date) and enter the number of days before the due date you want the modules to be available. 

  • Please note: Relias’ recommended default settings serve as a guide to help make the training plan creation process easier. Settings may be changed if needed.

 

One-Time

You will want to select this since we have chosen the One-Time Only training plan.  This makes it so that once a Learner completes the training plan, he/she can never be enrolled in it again. If you can foresee a likely scenario where a learner might have to retake a training plan, you should not check this box. If you want to make sure the Learner can never be asked to retake the training plan after it is completed, you should set it to one-time only by checking the box.

 

Remind Learners/Send Warning Emails

Warning Emails are enabled by default, if disabled no warning emails are sent. With this setting enabled, warning emails pertaining to your Learners' due dates are set to the following delivery schedule:

  • The first warning email is sent 30 days prior to a module's due date
  • Follow-up emails will be sent once per week until the relevant modules are completed. 

 

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 other 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, select Yes.

 

Once you have completed the steps, click Save.  If you are ready to start enrolling Learners, click Finish.  For more information about Enrollment, please visit our Enrolling Learners with Auto Enrollment or Manually Enrolling Learners in a Training Plan articles.

 

Remember:  Each property you set at the training plan level will be true for ALL modules in the training plan.  If you have a training that needs to carry a different property than the other modules in the training plan, you will need to create a new training plan.

 

To get back to the Knowledge Base and the master list of topics, please click here: RLMS Knowledge Base

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