Sometimes training needs to take place in person. In UKG Pro Learning, you can set up various steps that need to be done in the presence of an instructor. You are then able to verify the completion of the steps, and keep track of them within UKG Pro Learning, as you would normally do with any other training. In UKG Pro Learning, we call this On the Job Training.
Setting Up an On the Job Training
To set up an On the Job Training Step, navigate to the appropriate course panel, and under On the Job Training tab of the left side menu, click Create new On the job Training.
You will be then driven to the Edit Info page, where you can give basic info about your On the Job Training.
In the space provided, type in the name of your "On the Job Training" step.
You can control if trainees will be able to see their evaluation when complete and if this on the job training is required to complete this course.
Moreover, you have the option to allow Simple and Signature Tasks (not, for example, any Home assignments) to be completed just by the user signing them off. What this means is that if you have selected "No" for the "Trainer sign-off is required" setting and when a Simple (sign-off)/ Signature task is present, a user (and only the user) can mark it as done, and that will suffice for it to be completed. A trainer will still be able to sign off, but that won't have any effect on the task's progress.
Please note: Even if trainees cannot see their evaluation, they will be able to read any notes written by the instructor.
In order to save your new On the Job Training step, just click on the relevant Save changes button.
You can then add various tasks that need to be completed during this particular training, or specifics you need to check off the list before the step is considered complete.
To add lectures you have to go to the On the Job Training Panel and select Edit Tasks.
Click on the Create new task button, select one of the available types of tasks and fill in the relevant Title and Description. Select if you want this task to be signable only by an academy admin and click Save new Task when you've finished.
Please note: If you mark a task as "signable only by admin", Managers will not be able to evaluate the users under their org structure even if they have the "Assess On the Job Training Performance" permission enabled.
Available Types of Tasks:
Simple Task: A Simple task does not require any verification from the trainee, they just need to sign off their task in order to be marked as completed.
Home Assignment: You can also set an On the Job Training task to be completed with a Home Assignment. A Home Assignment task requires the trainees to accomplish some sort of homework, and then verify that they have completed the assignment by uploading an assignment document or file. After the upload, the task is considered complete; and the managers can download the assignments, review them, and rate them.
Please note that only the files of one of the following types can be uploaded (as a home assignment):
.zip, .rar, .3gp, .avi, .flv, .m4v, .mkv, .mov, .mp4, .mpeg, .mpg, .ogv, .webm, .wmv, .jpg, .jpeg, .png, .pdf, .doc, .docx, .ppt, .pptx, .xls, .xlsx, .txt, .mp3, .m4a
Open Question: You have the option to ask from the trainees to answer to an open question. For example, you can set a task “Describe the three most popular dishes in a paragraph of at least 100 words” and the employee can write the paragraph to complete the task.
Task with Signature: By adding this type of task, users will be able to sign off their tasks by drawing their signature. Moreover, you have the option to decide if this task should be signable only by an admin (Admin Task) or if the Trainee can mark the task as completed through Trainer's account (Single Account Sign-Off).
Apart from the task's description, for each of the tasks, you have the option to upload instructions for your trainees by clicking on the Upload Instructions field. Moreover, each OJT task can be associated with a specific skill or set of skills. For each task, click on the Associate with skills field, and choose the skills from the list provided. This allows you to use the results of this On the Job Training alongside skill management in your Academy.
When you're ready, don’t forget to make the training visible to employees!
Evaluation of an On the Job Training
If you have the permission to do so, you can evaluate an On the Job Training. Simply, navigate to the On the job training section of your employees dashboard by selecting Admin, Manage, or Reporting tab (depending on your role) from the upper navigation bar, and then Reporting. On the left side menu, select (Employees) Dashboard.
From the top panel click on On the Job Training and find the desired On the Job Training. Feel free to use the filtering options (such as category filtering or course status ) to limit your results. Select the On the Job Training in question.
If you want to have an overview of the current performance of the employees on the selected OJT, just click on the Matrix View button. The OJT Matrix view gives managers or supervisors a quick, “at-a-glance” look at how their employees are performing and compare to one another against specific OJT training criteria.
To start the evaluation, find the user that you want to assess and click on the Details option on the right.
For each task, you, as a Trainer, have the option to check off completed tasks under Signed off by trainer. The date will automatically be recorded.
Moreover, you have the option to:
- assess each task
- write your comment, if you want to
- view the trainee's answer, when it comes to open questions
- download trainee's home assignment or upload a Revised Home Assignment, when it comes to Home assignment - tasks.
- Upload an Evaluation document per task
Please note that you have also the option to bulk download all Home Assignments for a specific OJT. To do so, just click on the folder icon, as shown below. You will receive an email that will contain a URL from where you can download the home assignments (for the users that match the criteria, based on the filters that you have selected).
Trainers (with the Bulk OJT Performance Assessment permission enabled) Training Managers and Admins have also the option to sign off all users' tasks at once. To do so, select the desired On the Job Training from the top panel, select the Above Unit/ Unit/ Job that you want to evaluate and click on the mark all as completed button. Moreover, you have the option to filter your records based on the status of the tasks:
- Signed off by Trainer
- Signed off by Trainee
- Trainer's pending tasks
- Trainee's pending tasks
Please note: The trainer can sign off all of the tasks even if the trainee has not completed them yet.