UKG Certification and Training, Education, and Credentials Guide – Inova Payroll

This article provides instructions for creating Certifications/Courses, Trainings, Education, and Credentials, a core feature within the HR module. To explore further functionality and related features that come with the HR module, please see the 'Additional Resources' section at the end of the article.

Step-by-step instructions are detailed for setting up and managing courses, certifications, training profiles, education levels, degrees, and credentials for employees within the UKG Ready platform, including how to assign, track, and update these records and access related resources.

Course/Certification

1. Setup

2. Sessions

3. Assigning Courses to Employees

Training

1. Training Profiles

2. Training History and Expiration

Education Levels and Degrees

1. Setup

2. Assigning Education Levels and Degrees to Employees

Credentials

1. Setup

2. Assigning Credentials to Employees

Additional Resources

Course/Certification

1. Setup

Go to Settings > HR Setup > Courses/Certifications
Select Add New

a. Code: Enter a code for the course or certification

b. Training/Certification: Enter a name for the course or certification

c. Description: Enter an optional description

d. Source: Select whether the course is internal, external, or self-study. If Internal, an Enrollment Required box will appear. If this box is checked, Sessions will become available (more on Sessions below).

e. Instructor: Optional. Select the instructor (if internal) or enter the instructor name (if external)

f. Default Company Cost $: Enter the amount the employer will pay for this course or certification

g. Default Employee Cost $: Enter the amount the employee will pay for this course or certification

h. CEUs: Enter any Continuing Education Units earned by completing this course or certification

i. Deduction: Select the deduction code that applies to this course (if applicable)

j. Vendor: Select the vendor that applies to this course (if applicable)

k. Renewal Term (Every): Enter the renewal term for this course (how long does the certification last?). This controls the expiration date on individual employee courses and certifications.

l. Training Links: Add up to 5 external links. This option will appear after Save is selected.

m. Training Documents: Attach up to 5 related documents. This option will appear after Save is selected.

n. Notes: Add any note in plain text. This option will appear after Save is selected. Clicking Add Note in the upper right-hand corner will also place notes in this section.

o. Employees with Course Selection: When employees are assigned to this course, they will show here. This option will appear after Save is selected.

2. Sessions

If sessions were enabled, additional options will appear. More than one session can be added by clicking the 'Add Sessions' button.

a. Date: Enter a date for the session

b. Time: Enter a time for the session

c. Duration: Enter an optional duration

d. Training Method: Select (optional) whether the training will be classroom, web based, one-on-one, or self-study

e. School: Enter an optional school name or location for the session

f. Instructor: Enter an optional instructor

g. # of Slots: Enter the number of slots available for this session. Once saved, the “Filled” and “Open” fields will update as employees are added to each session.

h. EE Cost $: Auto fills from information already entered, but can be updated for this session.

i. ER Cost $: Auto fills from information already entered, but can be updated for this session.

j. CEUs: Auto-fills from information already entered, but can be updated for this session.

3. Assigning Courses to Employees

Select Assign Course to Employee in the upper right-hand corner to assign this course.
Courses can be assigned on the Employee Profile in the Training/Certification Widget.
Courses can be assigned in Learning > Trainings/Certifications.

Training

1. Training Profiles

Training profiles may be created that include multiple courses or certifications. When a profile is added to an employee, all courses/certifications contained within the profile are automatically added to the employee.
Go to Settings > Profiles/Policies > Training
Select New Training Profile

Name: Enter a name for the profile
Description: Enter an optional description for the profile
Active: Indicates whether the profile is active and can be assigned to employees. By default, this box will be checked.
Add Course/Certification: Select this button to add courses and certifications from your course list
Profiles can be added to individual employees on the Profiles panel or to several employees at once via mass edit.

2. Training History and Expiration

Go to Team > Learning > Trainings/Certifications
This report lists all courses assigned to employees, which can be filtered as needed (for example, to show expired courses only).
Select the Pencil icon next to the employee and course you want to update.
- If the employee does not already have that course assigned, select Add New to add the course to the employee(s), then select the Pencil icon for that course.
- Select the Add History button to add a course that has already been completed, or the Enroll Session button to enroll the applicant in an upcoming course session.
  - You can also add a note by selecting the speech bubble icon or upload a document by selecting the paperclip icon, both located in the upper right-hand corner.
To update several employees at once, select the checkboxes next to the employees and courses to update and click the top three dots in the upper right-hand corner. The information added will be applied to all courses/certifications selected, so take care to select only the employees and courses that should be updated with the same information.

Education Levels and Degrees

1. Setup

Education Levels: Settings > HR Setup > Education > Education Levels
- Common education levels have been set up by default. To add a new level, select Add New, enter the name of the new level, and select Save.
Degrees: Settings > HR Setup > Education > Degrees
- Common degrees have been set up by default. To add a new degree, select Add New, enter a code and name for the degree, and select Save.

2. Assigning Education Levels and Degrees to Employees

To assign Education Levels and Degrees to employees, go to Team > Learning > Education. This can also be assigned in the Education Widget on the employee profile.
- Select Add New (or +Add) to add a degree (or degree in progress) to the employee. Fill out the requested information in the pop-up. Select Add.

On the next screen, enter any of the optional information regarding the employee's education.

Credentials

1. Setup

Go to Settings > HR Setup > Credential Types
- Select Add new and enter the general credential information

a. Type: Enter the type of credential

b. Description: Enter an optional description of the credential type

c. Mask on Reports: Select this checkbox to hide this credential type on reports

d. Collect: Select the checkboxes for the fields that can be collected for this type of credential

e. Required: Select the checkboxes for the fields that are required to be collected for this type of credential

f. Custom Fields: Up to five custom fields can be added to each credential type, in case you need to enter data that is not listed among the standard fields

Once the credential type has been configured, select Save.

2. Assigning Credentials to Employees

To add Credentials to an employee, go to Team > Learning > Credentials. This can also be added on the employee profile in the Credentials widget.
- Select Add New
- Select the employee, credential type, and any other required information, and select Save