New Courses will need to be defined on the new training platform, prepared with various properties describing aspects of what someone taking the course could expect to attain. Legacy records can then be matched and migrated into these new courses.
Note - Please clear all outstanding training requests on your legacy records before migrating. This can be done by navigating to Management > Legacy Training > Outstanding training requests.
How to migrate your legacy records
The process is done in two parts:
- Define Managed Training Courses as you wish them to be - e.g. First Aid courses, Safety Training, Sales Techniques, Accountancy courses, Maintenance courses etc.
- Migrate you records by reviewing which legacy records will map on to the new courses and then migrating the selected legacy records to defined Managed Training Courses or the Personal Training area until none remain.
Access to the legacy training system is being maintained for a period to provide sufficient time to move records to the new training module. This access will be withdrawn once the legacy training module is switched off after the 31st March. However, the data will still be available to be migrated to the new platform using the migrator tool on the new Training tab.
Start the migration process
Click ont he links below to see the information walking you through this process
Define your Courses
To begin migrating your training courses, you need to create a list of your existing courses used in the legacy training module. These legacy courses can be exported via Management > Reports > Training > Training Records report.
Note - You need to click “Show all records” to access a list of all your records before exporting this report.
From the legacy training course list, new courses can be created in the new module: there are two methods – import using spreadsheet, or manually.
The two methods achieve the same goal – creating courses on the new platform – but the import is designed for bulk creation and is useful when making large updates (for instance the initial setup of an organisation’s courses). Manual creation is useful for adding individual training courses once you are up and running.
Download a training course template spreadsheet and populate it with the training courses and details you’d like to add. The easiest way to do this is to refer to the training records report you exported to identify the common courses your organisation runs. You can copy and paste these to the import file.
The training course template can be downloaded via Management > Training > Training Importer > Training Courses Importer.
For information on the terms used while populating the spreadsheet, please see the glossary here.
Note - If any errors are detected in the spreadsheet, a message will appear indicating which row(s) contains the issue(s). The corrected spreadsheet can be re-uploaded as many times as necessary until there is an error-free upload. Note that if a row is submitted successfully it can be submitted again – the importer will just identify that the data is already present. This means that successive uploads with error corrections can all use the same spreadsheet, the successful lines do not need to be weeded out each time.
From Management > Training > Go to Managed Training Courses, select the “Add Course” button to add a training course.
For information on the terms used while creating a course, please see the glossary here.
This video provides a walk through of the Define process:
Now that you have set-up your new training courses, the next step is to select which legacy training records to migrate and how you wish to do so. This will involve migrating courses to Managed Training or Personal Training.
To start, navigate to Management > Training > Training Migrator > Migrate to Managed Training.
This page displays a list of your legacy training records. If there are multiple legacy training records with the same name, they will be aggregated into one line, showing the number of records with that name and the number of employees who took this legacy course.
Select the training records to migrate by clicking on them. Multiple legacy records can be selected at once and will be merged into the new course record. This is helpful if you have a variety of different spellings (or misspellings) in records for the same course e.g. ‘first aid’, ‘firstaid’, ‘frist aid’.
Migrate to Managed Training
Using the migration tool, select the legacy records you’d like to migrate, then click “Migrate Selected.” This will show a popup box allowing you to search for the courses you created/uploaded during the “Define” stage. You can also create courses at this stage if needed.
Once you have matched the legacy training record(s) to the relevant training course target, click “This is the correct course.”
This process will migrate your legacy training record into the new training course. When the process is complete, that legacy training record will be removed. Repeat these steps until all relevant records are migrated.
Migrate to Personal Training
This is for recording self-driven personal training activity which may not be appropriate to classify as Managed Training, for instance self-driven attendance at online seminars, workshops, etc., that the employee has organised themselves, whether formal or informal.
Personal Training migration transfers legacy records to the new platform where they will appear in a personal training log which is attached to the employee’s account, not dissimilar to the legacy record.
Navigate to Management > Training > Training Migrator > Migrate to Personal Training. Once here, you would select the relevant legacy records to migrate (as you would in Migrate to Managed Training) and press “Migrate Selected.” Alternatively, you can select “Migrate All” which will migrate any remaining legacy records to all the relevant employee’s personal training logs.
Once the migration has been complete the legacy record will be removed, the new record will be in the employee’s personal training log, accessible from Myhome.
Troubleshooting: Migration Errors
If the Migrator find errors or inconsistencies the migration will still go ahead in most cases, but the data will need updating afterwards.
When the Migrator detects errors whilst migrating managed training courses, the confirmation message will highlight this.
To see data that could not be processed, see the View Unprocessed Data.
Work through the items as required.
The Migrator will highlight inconsistencies from migrated Personal Training courses using either a red or orange triangle.
In the case of a red triangle, the record is missing crucial information (such as an end date) so will not migrate. You can click it to view the record with information about the problem so you can then correct the record and migrate it.
In the case of an orange triangle, the record will have migrated but with a minor error or inconsistency. After migration, navigating to the Personal Training area will show the unrecognised result in the “outcome” for you to edit and update as you see fit.
This video provides a walk through of the Migrate process.