Features & Benefits
Detailed features and benefits for webSMaRT
Training Management
- Assign Requirements to Jobs. webSMaRT assigns compliance requirements to a task, then confirms if an assigned person meets the requirements—making it easier to ensure different people can be assigned to a specific task.
- Job Inheritance. Jobs are organized into a tree, with requirements at a higher level “inherited” by subordinate jobs so you can build job progressions (apprentice, journeyman and master) without duplicating the base requirements–reducing the chance for human error.
- Moveable Branches. The tree can be edited and entire branches with their requirements may be moved with three mouse clicks, so all dependent jobs, assigned personnel and requirements move with it.
- Multi Modal Training. Websmart can track training regardless of type or delivery including SCORM compliant, TinCan, videos, pdf’s, Word, PowerPoint, as well as class room (ILT) or on -the-job training (OJT) providing you unmatched flexibility in selecting training media or delivery methods.
- Occupational Training Focused. WebSMaRT can handle training that expires, must be repeated, or is re-certified through a different course, as well as courses which can meet multiple requirements, such as new employee training, ensuring that workforce members are always up-to-date on their training requirements and that training managers can document training more accurately and with fewer mouse clicks.
- Certificates, Rosters, and Badges. Unlike alternative applications, WebSMaRT allows the instructor to preprint course certificates, pre-populated rosters/sign-in sheets, and name badges for each scheduled training event. This makes documenting completed training efficient, accurate, and easy.
Compliance Management
- Maintain Ongoing Compliance. Websmart reacts in real time to changes in personnel, assignments, or requirements so you always have an up-to-date picture of your compliance for both the company and the individual and ensures that each person assigned the task meets the requirements.
- Reduced Compliance Risk. Includes automatic notification of upcoming and expiring requirements, that can be integrated with access control systems to “lock out” workforce members who do not meet requirements. This reduces the risks of failing compliance, including loss of time due to incidents, injuries, and audit violations.
- Track Employees and Contractors Separately. WebSMaRT classifies workforce members as contractors or employees, allowing you to manage them separately. Providing the ability to differentiate them (and their compliance training) from employees which makes it easier to accurately access their compliance status.
- Active and Inactive Profiles. WebSMaRT retains all training data for inactive workforce permanently, creating an electronic archive for retention of data which meets regulatory requirements.
- Easy Reactivation. You can archive former employees (so you don’t have a cluttered database), but then automatically reactivate a profile to its original organization and job assignments for continuity of compliance information for returning employees, including a mobile or seasonal workforce.
- Individual Compliance. Each member of the workforce can have their own log-in and see their compliance information immediately upon logging in. This creates a level of individual accountability unmatched by any other compliance package.
Ease of Use
- Consistent Interface. Websmart uses the same interface across all 8 modules to provide a similar look and feel for all users—greatly reducing the learning time.
- Clone a Class. You can quickly “clone” a class’s participants list to create a series of new classes for those participants, such as new employee training, annual refresher training, or multi-session training like 40-hour HAZWOPER.
- Workforce Merge. Easily reconcile multiple workforce profiles of the same individual from different input sources (for example HR or Access Control). This helps you keep your database clean and consistent among all your systems while retaining everyone’s training information.
- Required Reading Management. Your workforce can login and manage their own CBT and procedures (Required Reading), creating a better sense of compliance accountability, while reducing repetitive entry and time.
- Help Files–No Manual Required. WebSMaRT has an intuitive design and detailed help files that show the full capabilities—so it does not require a manual.
- Designed by Training Professionals. Websmart was designed from scratch by Training and Compliance Professionals; people who have been there and have done the work and are familiar with the unique and dynamic requirements of occupational compliance as compared to the static requirements of the academic world.
Complete listing of webSMaRT Features
Organized by functional areas
webSMaRT General Features
Features
- Web Based for easy access at remote sites
- Hosted on our server or yours
- Individual User access for compliance ownership by members
- Log In Username based on email for ease of memory
- Log In Username generation is customizable at installation to base on
- Name
- Other custom solution.
- Designed for intuitive use
- Role based access to features to provide greater data security
- Access roles may be customized at installation or any time afterwards through TSI Support
- Requirements can be set to expire, requiring a refresher or recertification.
- Timing is customizable at installation or afterward by TSI Support
- Recertification can be set to be met by repeating the course or taking a different one
Account Control Features
Features
- Security. Nobody has access to any information unless they have been given a login
- Page may be customized to include customer information, such as logos, slogans, etc.
- Includes password reset feature to allow for recovery of forgotten passwords. Feature is tied to the email address registered in WebSMaRT
- Customizable ‘Lock-Out’ feature prevents brute force hacking attempts. Only an ADMINISTRATOR or COORDINATOR may unlock a locked account.
- All Users can log in to WebSMaRT and manage portion of their own training, giving them ownership of their compliance
o Reduces burden on COORDINATORS and MANAGERS
My Info (Individual Compliance)
Features
- Default screen on login
- Multiple subscreens(tabs) available
o Access to subscreens limited by Security role
Status Tab
- Displays compliance summary for the logged in employee
- Displays compliance summary for all Direct Reports if member is COORDINATOR or ADMINISTRATOR
- Displays Announcements sent out by ADMINISTRATOR
- Allows CORDINATORS and ADMINISTRATORS to directly access Direct Reports to determine missing requirements quickly
- Displays detailed compliance information, including:
o Total number of requirements
o Requirements completed
o Requirements coming due
o Requirements overdue
o Any Prerequisites required
PROFILE Tab
- This tab displays HR and contact information.
- USER locked out of making changes.
- COORDINATOR or ADMINISTRATOR may edit from here or use the similar screen in the Member Detail tab.
- Information segregated by function into 4 distinct panels.
READING Tab
- Allows USERS to sign off on procedures or other self administered requirements.
- WebSMaRT detects if training item is currently available and generates a link.
- o If not available, there is no link.
- USER can electronically sign for completion.
- Signature process includes a statement verifying that the USER has read, understood, and had the opportunity to ask questions regarding the item.
- This feature saves a tremendous amount of time for COORDINATORS who no longer have to manually document training completion.
- Reduces errors due to manual entry of large amounts of training data.
- Training items displayed in a grid formation for ease of reading.
- Grid is sortable by multiple criteria, making it easy to find specific training items.
- Compliance status is shown via colored icons for high visibility. A quick glance tells the member if there are items needing attention.
- The columns in this grid are:
o ID-Course ID.
o Title-Course Title
o Revision-Current revision number for the course
o Assigned– This is the date the procedure was assigned to you, either by your addition into a new job, a new requirement added to an existing job, or a new revision to a previously existing requirement. In general, you are given a 30 day grace period from the time the procedure is assigned before you must have read it. If you exceed the grace period, you will be listed as Overdue, and will not be able to perform any work that requires that procedure.
o Due-The date is the deadline.
o Complete-Shows the last time you read and signed the procedure.
o Status-This is a graphic indicator of your completion status. A green check shows that your status is good. You’ve read the procedure and it is not due in the next 30 days. A yellow exclamation indicates you are in the grace period, or the procedure needs to be refreshed within 30 days. A red indicates that you are overdue on the requirement and must read the procedure before being allowed to perform the associated tasks.
o Read It-If this feature has been enabled by the administrator, the box will have a link to the most current revision of the procedure. Click the link to bring up an electronic version of the procedure.
o Sign It-After reading the procedure, you have the ability to sign electronically.
- The grace period gives the member time to complete the training before being marked as overdue.
- The Grace Period does not equal Completed.
- The Grace Period is customizable by Course Type.
- WebSMaRT does not grant Compliance Status based on being in the Grace Period. Member must still complete the training requirement prior to achieving Compliance in WebSMaRT
CBT Tab
- The Computer Based Training(CBT) tab allows members to take Computer Based Training and sign off upon completion.
- CBT may be stored on the WebSMaRT server or anywhere that is accessible to the computer being used.
- CBT has its own tab to segregate it from Procedures, making it easier to find specific training requirements
- The list is sorted alphabetically by the Course ID. The columns are:
- o ID-Course ID.
- o Title-Course Title
- o Revision-Current revision number for the course
- o Assigned– This is the date the training was assigned to you, either by your addition into a new job, a new requirement added to an existing job, or a new revision to a previously existing requirement. In general, you are given a 30 day grace period from the time the procedure is assigned before you must have read it. If you exceed the grace period, you will be listed as Overdue, and will not be able to perform any work that requires that procedure. Due-The date is the deadline.
- o Complete-Shows the date that training was completed (signed).
- o Status-This is a graphic indicator of your completion status. A green check shows that your status is good. You’ve completed the training and it is not due in the next 30 days. A yellow exclamation indicates you are in the grace period, or the training should be completed within 30 days. A red x indicates that you are overdue on the requirement and must complete the assignment before being allowed to perform the associated tasks.
- o Train-If this feature has been enabled by the administrator, this box will have a link to the most current revision of the training. Click the link to proceed to the CBT.
- o Sign It-After completion, you have the ability to sign electronically, as in “reading” tab above.
SECURITY Tab
- This tab shows the member’s active security roles and allows them to change or reset their password.
- Additional functions are available to COORDINATORS and ADMINISTRATORS (See the ‘Member Directory’ section of this document.)
- Allows USER to Change their password to a user generated password for ease of memory.
- Password criteria are designated at installation and may be changed by a TSI Tech Support rep.
- Allows USER to Reset their password to a computer generated secure password.
- Allows USER to see their assigned Security Roles in WebSMaRT.
- Security Roles determines access to tabs, subscreens and functions throughout WebSMaRT.
- o This allows for greater data security by locking out higher functions and access to Personally Identifiable Information.
HISTORY Tab
- The History tab displays the member’s complete training history
- It is not based on Assignments, but shows every training event for the member.
- Courses are listed once to save space.
- Courses that have been taken multiple times have a list of dates in a dropdown for ease of access.
- Course Attendance Records, Completion Certificates, Evaluations, Exams, and other documentation may be stored in WebSMaRT
- Stored Documentation is keyed to the member and the course, and is searchable either way.
- Stored documentation can be retrieved by the member, or their COORDINATOR or the ADMINISTRATOR only.
- History is arranged in a grid, sorted by Course ID
- History can be sorted by alternate criteria.
- History can be filtered by Course Type, Course ID, or Course Title.
- Member’s complete training history can be printed out using a link on this tab. The report generated is identical to the training history report on the reports page.
COMPLIANCE Tab
- This tab shows the completion status of all required training.
- It does not show completed training that is not required by current assignments.
- The requirements are listed based on the task they are assigned to.
- o Some items may appear under more than one task. This allows for COORDINATORS or MANAGERS to quickly determine which tasks a member is qualified to perform.
- The columns are:
- o Course– Course ID and Name
- o Type-There may be different types of Courses in WebSMaRT. For example, Courses, which are classroom based and require a test, Procedures which are read by the member, and Qualifications, which require a Practical Evaluation and/or a board, or CBT (computer-based training)
- o Recert-The length of time after completion before the course expires. This is used to calculate the Due Date
- o Last Date– The most recent date the course was completed. This is used to calculate the Due date
- o Due Date– Will either be a date in the future when the course is required, or the word ‘COMPLETE’ or ‘REFRESHER.’ Complete means that the requirement has been met and there is no expiration date. Refresher means the requirement has been met through a refresher course. For example, the initial HAZWOPER course is either 40 or 24 hours long. To maintain current qualification to work in a HAZWOPER area, members must complete an 8 hour refresher course annually. In this case, the Due Date for the initial HAZWOPER course would say REFRESHER, while the Due Date for the refresher course would be based on the Last Date.
- o Equivalent-Some requirements may be met by more than one course. For example, A site may have a local Respiratory Protection course, but will accept a DOE Respiratory Protection course as well. An entry in the equivalent column indicates that the requirement has been filled by an equivalent course.
- o Status – indicates with either a green check (compliant), a yellow exclamation point (training coming due), or a red x (requirement not completed or overdue) the compliance status for each requirement.
- o Aging – Indicates whether training is current, coming due as a refresher or complete.
- USERS can print out a Compliance Report by clicking on the link and following the instructions under the Reports Help.
- When tracking compliance, WebSMaRT accounts for multiple assignments of the same course, counting it as a single course for percentage completion to provide a more accurate indication of overall compliance progress.
- WebSMaRT displays the course for each task where it is required to allow MANGERS and COORDINATORS to quickly determine compliance by task.
- o See Reports Section in this document for further discussion.
ASSIGNMENTS Tab
- This displays the Organization and the Jobs to which the member has been assigned.
- These assigned jobs are used to assign training requirements as shown on the ‘Compliance’ tab.
- Members may be assigned only to one Organization.
- Members can be assigned multiple jobs.
- Multiple jobs (with differing requirements) may be assigned to a member. For example, an employee may be a “Fork Truck Operator”, which has a specific set of training requirements that have to be met, and also be an “Emergency Response Team” member, a job having its own set of requirements.
- COORDINATORS and ADMINISTRATORS can make changes to assignments on this tab. USERS can only see the information.
HR NOTES Tab
- This tab is not visible to any role other than the HR MANAGER.
- o This protects Personally Identifiable Information, as well as company confidential information and HR information.
- o For more in depth discussion, see the ‘Member Directory’ section of this document.
INSTRUCTOR Tab
- This tab is used to store information about an Instructor, such as biography, links to social media or websites, and a photo.
- This tab is only visible to members who have been assigned the Instructor Role in the Security Tab.
For further information about this tab, please see the ‘Member Directory’ section of this document.
Document Library Features
Features
- Allows the ADMINISTRATOR and DOCUMENT SPECIALISTS to manage courses by:
o Adding, removing, editing courses
o Adding revisions, equivalents, daughters and prerequisites.
- Contains a full suite of document management tools
o Revision history of a document
o Where it is required
o Revision Tools
o Links to supporting documents
- WebSMaRT recognizes five basic course types.
o Core “COURSES” are those that are presented in a classroom setting and usually require a test.
-
- CBT courses are Computer Based training modules assigned and managed in webSMaRT.
- PROCEDURES are written documents that the member is required to read in order to perform their job. No test is required, simply some form of documentation that the member has read and understood the contents of the document.
- QUALIFICATIONS usually require some form of performance testing, as well as on the job training, and/or an oral examination or board. Qualifications are usually based on a a job position rather than a task, although some tasks, like driving a forklift, require a qualification.
- ADDITIONAL courses are those that are not required to perform a job function, but are important to keep track of. For example, professional certifications or college degrees would be considered as Additional type courses. These courses do NOT show up in any compliance report, but will show up in a Training History report.
- View defaults to All Active courses of all types
- May be filtered by
- Course Type
- Active, Inactive, or all
- Courses identified by Title and CourseID, both settable by user
- CID is an internal tracking number assigned by WebSMaRT, visible only to members in the SUPPORT role
- ID is linked to Course Details page
- CLONE button to create a duplicate version of the course for use when revising course
- ADD New Course available to COORDINATORS and ADMINISTRATORS
- Alt Course ID provided for interfacing with other systems that may have specific ID requirements
- Recert Frequency selected via drop down menu
- Drop down menu may be customized in the database
- Can specify Regulatory or local drivers for the course
- Can specify local document control numbers for course
- Course may be a ‘Parent’ or ‘Daughter’
- Parent course completion gives credit for Daughter, but not vice versa
- Used for combined courses often given as part of new employee training
- Course may be fully equivalent to another course. Taking either course will give credit for both, allowing either course to meet requirement
- Course may be a ‘Refresher’ for another course, allowing it to recertify a different course requirement.
- For example, 8 hour HAZWOPER recertifies a general worker who has previously taken the 40 hour course
- Course may have a pre-requisite course which must be taken first before the member can be assigned the course
- Course may be replaced by a new revision
- Course is ‘cloned’, updated with a new revision number, then the old revision is selected. WebSMaRT goes through the requirements matrix and updates it with the new revision everywhere the old revision exists, then updates the compliance information for all members required to take the old revision
- A list of all persons who have taken the current revision of the course may be printed from this tab
- A revision history of the course may be seen from this tab
- A list of all jobs requiring this course may be seen from this tab
- A list of all daughters to this course may be seen from this tab
- A compliance list showing the people who require this course and their status may been seen and printed from this tab
Reporting Features
- Create printed reports on History, Compliance, Requirements Matrix, and Company structures and components
- Show a graphical representation of compliance status by Organization, Coordinator, Manager, or Job
- The Reporting tab is used by MANAGERs, COORDINATORs and ADMINISTRATORs to determine compliance, in a variety of ways and for a variety of purposes, for everyone in the system. The Reporting Tab contains two main sections, the “Reports” tab and the “Dashboard” tab. Reports of all sorts can be viewed, generated, and printed from this tab.
Reports Screen
The home screen for “Reporting” is the Reports tab. It is designed to help answer five questions for the user:
- HISTORY, or “What training has been completed?” This information is searchable by links in three different ways-
- By Employee;
- By Specific Course; or
- By Signed Training Attendance Records
- REQUIREMENTS (Matrix Assignments), or “What are the specific requirements?”, searchable by links in four ways-
- Required Reading Confirmation;
- Requirements and Members for Job Matrix;
- Requirements by Job (with inherited requirements); and
- Requirements Specific for Job (No inherited requirements.)
- COMPLIANCE, or “Has everyone done their required training?”, searchable in the following links-
Running Compliance Reports by Member, Location, Organization, Job, MANAGER or COORDINATOR
As a manager or coordinator you may want to narrow your search to only those orgs, jobs or members under your direction. In order to do this, go to the “Reporting” Tab, click on the link in the compliance box titled “Dashboard for MANAGER” (or organization, job, coordinator). You will then see the Reports Filter, a searchable section that will allow you to narrow down your information based on individual member, location, Organization, Job, MANAGER or COORDINATOR.
After narrowing your search, reports can be viewed and/or printed for all members or individual members.
- ORGANIZATIONS, or “How do I report about things related to an org?”, searchable by-
- Unassigned Members;
- Membership by Organization;
- Membership by Job;
- Contractors by Location (plus a link to the inactive contractors); and
- Contractors by name (including a link for inactive contractors)
- LIST OF LISTS, or “Where can I get a list of everyone who…?” This list can be customized, and is designed as a repository for all sorts of lists, presently including the following:
Finally, there is a box titled “Custom Reports”; these are determined by client needs, developed and added when the system is upgraded. In the current version of webSMaRT, there is a link here entitled “Training Due by Location”, which is especially useful for Companies with a number of different locations and/or sub-companies owned and operating under one corporate entity.
Dashboard Screen
The Dashboard screen under the reporting Tab is designed to give a visual representation (along with specific numbers and percentages) to the MANAGER/COORDINATOR of an individual or group’s overall adherence to their assigned requirements. This allows for a broad overview of compliance information, as well as giving the user the ability to drill down to specifics sorted by Org, Job, Specific MANAGER and Specific COORDINATOR. The image below shows the dashboard compliance information for the organization node “Bumbly Dumplings”
In the image above, you can see that the employees assigned to the Bumbly Dumplings Organization (as a whole organization) have met 64% of their assigned requirements to date. In the Explorer box to the right, and just below the percentage gauge, the User can search the organization for specific members to zero in on individual compliance percentages. For example, Josh Aardvarke has been assigned 20 requirements, and has completed 1, therefore his percentage complete as an individual is 5%. Using this information, the COORDINATOR can return to the “MEMBER DIRECTORY” Tab and choose Josh Aardvarke – by clicking on his compliance tab, the COORDINATOR can then see what he has completed and what still needs to be done.
This can also be filtered and used in the same way for specific job assignments (see image below), and also filtered by MANAGER, or by COORDINATOR (showing just the information for their groups).
Member Directory (HR Features)
Features
- This page gives MANAGERS, COORDINATORS, HR MANAGERS, and ADMINISTRATORS the ability to look at all of the HR and training information for their people. Additionally, the different roles have different levels of functionality to allow them to accomplish their tasks. This additional functionality includes:
o Printing Reports
o Adding new members
o Editing member information
o Creating logins
o Entering training
- Access to the information on the page is based on the assigned Security Role
o ADMINISTRATORS have access to all functions and all member records EXCEPT the HR Notes tab.
- AN ADMINISTRATOR may not be authorized to access all HR information and so is not provided that access.
- Assignment to the HR Supervisor Role is done via a software change by TSI Tech Support or a company IT tech with access to the database.
- Upon initial loading, the page shows a list of members assigned to the logged in user, based on their role. COORDINATORS and MANAGERS see only people assigned to them in the Organization Tree. ADMINISTRATORS and HR MANAGERS see all members.
- MANAGERS and COORDINATORS can override the default view by selecting ‘Clear Filter’ to see all members.
o This allows COORDINATORS to move employees into their Organizations when transfers occur.
- The Member Grid is filterable, sortable, and searchable to make it easy to find the right record.
o The Search field searches by whole name, first name, last name, or any of the three numerical ID fields provided in WebSMaRT.
- WebSMaRT tracks both Employees and Contractors, handling them separately to allow for differences in requirements.
- WebSMaRT retains all training and personnel information permanently.
- WebSMaRT allows for profiles to be active or inactive.
- Inactive profiles are accessible for history, but are removed from all Security Roles and Org/Job Assignments.
o Reactivating a member profile will reinstate their Job and Org membership, but not their Security Roles.
- Members are assigned a location to allow for ease of reporting.
- The ability to manually add new members is restricted by default to COORDINATORS and ADMINISTRATORS. This is customizable at installation.
- By default, WebSMaRT only show active profiles.
o Change the filter setting to see inactive profiles.
- Employee profiles include three available numerical identifiers, including Social Security Number(SSN).
o SSN is used as the only number guaranteed to be both unique to the member and firmly associated with the member.
o SSN information is not displayed within WebSMaRT except in the HR Notes tab.
o The only time the SSN can be added to the profile in during creation of the profile. There is no way to add an SSN to a profile after it has been saved.
o Access to the HR Notes tab is restricted to only HR MANAGERS.
o Assignment to the HR MANAGER Role requires a change to the database, performed by either a TSI Tech Support rep or a company IT tech with access to the database.
o The three numbers are typically the Company ID, the SSN, and a badge number or other site local number.
- WebSMaRT uses these numbers to interface with different software systems such as
o Access Control
o HR
o Dosimetry or other tracking software
o Time Keeping
- Email address is required to create a new profile
o User Access information is emailed to the member
o Username may be generated based on the email address for ease of memory.
- Location field is editable, but limited to choices in the drop down. This is to prevent multiple instances of the same location due to spelling errors, typos, or inconsistent nomenclature.
o Additional locations can be added to the Drop Down by an ADMINISTRATOR.
Profile Tab
- Also known as Member Details
- Is the default tab when entering a member profile
- Allows the COORDINATOR or ADMINISTRATOR to edit basic information about the member by clicking the ‘Edit’ link.
- Information can be automatically imported from a separate HR or payroll database, or maintained manually. The interface is set up during installation and can be set to overwrite WebSMaRT based on the external software, or maintain WebSMaRT data even if there are differences in the external software.
Security Tab
- Allows an ADMINISTRATOR to assign Security Roles to members.
- Security Roles determine which tabs a member can access, and what functions members can perform on these tabs.
- The name and number of roles may be customized during install; however, changing access rules will require customization of WebSMaRT.
- By default, these roles are installed:
o USER-login rights, access to My Info, can sign for Reading and CBT, can print history reports and training documentation.
o SUPPORT-provides troubleshooting information for TSI Tech Support. NO benefit for customer use.
o REPORTER-adds the Reports tab to the USER level access. Allows member to print any report for any set of members.
o PROCTOR-Installed for future use. Not active.
o MANAGER-Allows access to Org, Job, Member Directory, and Reports tabs. In general, a MANAGER can review information regarding compliance, but cannot make any changes.
o INSTRUCTOR-Adds member to INSTRUCTOR Drop Down in Schedule tab of Training. Allows member to access INSTRUCTOR sub tab on My Info page.
o HR MANAGER-allows access to HR Notes tab on Member Detail page and My Info. Can only be authorized through direct access to the database.
o DOCMANAGER-Allows access to the Course Library and authorizes the member to add, edit, and inactive courses.
o COORDINATOR-allows access to all tabs except Admin tab. Some functions on the pages are limited to ADMINSTRATOR Only, but the Coordinator can access all pages.
o ADMINISTRATOR-full rights to all pages and functions, except for HR Notes.
- ADMINISTRATORS and COORDINATORS can reset member passwords to a computer-generated password which is emailed directly to the member.
- ADMINISTRATORS and COORDINATORS can create/delete/unlock User Accounts.
History Tab
Same as History tab under My Info
Compliance Tab
Same as Compliance under My Info
Assignments Tab
- ADMINISTRATORS and COORDINATORS can view existing assignments for members.
- ADMINISTRATORS can create or edit assignments for members
- Attempting to add more than one organization assignment will prompt a warning feature. Continuing will remove existing organization assignment.
HR Notes Tab
- Only visible to those with the HR MANAGER Role
- The Admin role does not have rights to this tab as it contains Personally Identifiable Information (PII) that must be secured at all times.
- In order to be granted this role, a request must be made to TSI using the technical support contact information given at the time of purchase.
- Provides a ‘raw data’ feed of the information coming from your company’s HR system.
o This allows for verification and troubleshooting if there are any errors in the data.
- The second function is to allow for the electronic retention of HR documents including:
o resumes,
o employee performance reviews,
o training and education certificates,
o disciplinary records.
- These records are stored within WebSMaRT at a location determined by your company
- These records are not accessible to anyone other than those granted the HR MANAGER.
- Notes are attached to the member whose name appears at the top of the panel
- The author’s ID is retained by WebSMaRT.
Instructor Tab
- The INSTRUCTOR tab is only visible if the selected employee has been assigned the Instructor role in the Security section.
- Instructor information may be used to create course catalogs, fliers, or mailers.
- A Photo can be uploaded for the Instructor
Organization Features
Features
- Allows for efficient reporting of data
- Assigns TRAINING COORDINATOR
- o Uses drop down menu. Menu based on Assignment to role in Assignments tab of Member
- Assigns MANAGER
- o Uses drop down menu. Menu based on Assignment to role in Assignments tab of Member
- Reports are filtered by TRAINING COORDINATOR, MANAGER, or both, which allows for specificity of data
- Split Layout to allow for viewing of tree as well as node details
- Tree allows easy visualization of organization layout and relationships
- Search function allows for easy location in complex organizations
- Search by Organization name, partial name
- o Search will return full list of all organization nodes which match the search criteria
- o Selecting a returned node name will select the node and open the details panel for that node
- Tree depth and complexity are unlimited
- Organization branches may be moved to new parents, allowing easy adjustment of the Tree to match corporate restructuring
- Tree can be fully expanded with single click
- Tree can be fully collapsed with single click
- When editing Organization node, the full path to that node is always displayed
- Cannot delete an organization node if it has subordinate nodes. This prevents lost nodes. If there are dependent nodes, the ‘Delete’ button will be grayed out
- Members can be assigned an Organization node
- o Search enabled for members
- Search by Name, first name, last name, Employee ID
- o Employee data can be viewed by clicking on their name
- o Search enabled for members
- A Printed Report is available that lists all members of the active node
Job Management Features
Features
- Jobs can be built into a hierarchy for greater flexibility and ease of maintenance.
- Requirements in a Job will be inherited by subordinate Jobs
- Can be used to create an advancement path from Apprentice, through journeyman to Master without duplicating requirements at each stage
- Can be used to create a qualification card
- Inherited requirements only have to be changed in one place; the changes will flow down the job tree
- Split Layout to allow for viewing of tree as well as node details
- Tree allows easy visualization of Job layout and relationships
- Search function allows for easy location in complex Jobs
- Search by Job name, partial name
- o Search will return full list of all Job nodes which match the search criteria
- o Selecting a returned node name will select the node and open the details panel for that node
- Tree depth and complexity are unlimited
- Job branches may be moved to new parents, allowing easy adjustment of the Tree to match corporate restructuring
- Tree can be fully expanded with single click
- Tree can be fully collapsed with single click
- When editing Job node, the full path to that node is always displayed
- Cannot delete an Job node if it has subordinate nodes. This prevents lost nodes. If there are dependent nodes, the ‘Delete’ button will be grayed out
- Members can be assigned an Job node
- o Search enabled for members
- Search by Name, first name, last name, Employee ID
- o Employee data can be viewed by clicking on their name
- o Search enabled for members
- A Printed Report is available that lists all members of the active node
- Can assign requirements to the Job Node
- o Assignments made via drop down populated with all currently active courses
- If an active course is a requirement and becomes inactive, the inactive course is removed from the list of requirements
- Can run a compliance By Job report from this tab based on the active Job node
Training Management Features
Features
- Training entry limited to active courses by default.
- o May be overridden by changing default filter
- Training Entry defaults to current date with the exception of Enter By Class, which defaults to class date
- o May be overriden
- COORDINATORS can:
- o Check members’ compliance to requirements,
- o Add members to classes,
- o print rosters
- o enter training.
- ADMINISTRATORS can
- o do everything a COORDINATOR does, while also able to
- o create, schedule and edit classes.
- Divided into 4 tabs based on function
- o Enter Training By Member allows entering multiple training events for a single person
- Allows filtering courses by compliance requirement
- Choosing Compliance option shows graphic indication of completion status
- Search enabled for specific course
- Training may be entered by clicking the pencil, or the status icon
- Allows adding any training event regardless of requirement status
- Member List filterable by
- Status
- Classification
- Location
- Coordinator
- Manager
- Member name
- o Enter Training by Course allows entering the same course for multiple members
- Members searchable by name or EMPID or SSN
- o Schedule Class allows an ADMINISTRATOR to build a class and populate it with members
- Create a new class
- Edit existing class
- Add participants to class
- Print populated Roster/sign in sheet
- Print prefilled certificates
- Print badges
- Clone class (members) to quickly set up a series of classes with the same participants
- Set maximum class size
- Add members to wait list if class is full
- Allow ADMINISTRATOR to override class size limit
- o Enter Training By Class allows a COORDINATOR or ADMINISTRATOR to enter training for a full class with a few clicks
- Print certificates
- Allows filtering courses by compliance requirement
- o Enter Training By Member allows entering multiple training events for a single person
Administrative Features
Features
- This tab holds all the controls limited to the ADMINISTRATOR Role. An employee must be assigned to the Admin role through the ‘Security’ tab on the Members Detail page. Only an ADMINISTRATOR can assign administrator access to another member.
- The functions in this tab are divided into four tabs, one for emails, one for maintenance and support, one for routine administration, and one that is based on specific reports useful for administrators.
- WebSMaRT has the capability of generating several different types of emails, each aimed at a different end user.
- Pending Queue
o One of the options set at installation is whether or not WebSMaRT will automatically send out generated emails, or if they will be held in a queue for validation or timing purposes.
- COORDINATOR Requirements Email is a digest type email. It doesn’t list specific requirements, but lists each member assigned to that coordinator who is either coming due (30 days) or overdue for a training requirement. The coordinator can then look up the members on the list to determine their exact requirements and then schedule the appropriate training. To send the email(s)
- MANAGER Requirements Email is identical to the COORDINATOR Email and functions in exactly the same way. It is a forecasting tool for managers to know who is overdue, and when their employees will be unavailable due to training.
- Employee Requirements Email is different from the previous two emails in that it contains a list of the specific requirements either coming due (30 days) or overdue for the specific employee. The administrator has the capability of sending out all the emails at once, or to select employees by location. This second option avoids overloading email servers for large companies with thousands of active employees. In order to send the email:
Support
The options in this panel are of limited use to the end user and are provided for troubleshooting and servicing performed by TSI. Under certain circumstances, ADMINISTRATORs may need to exercise these functions. Do not do so without TSI support.
- Remove Orphaned ASP User Accounts checks for database user accounts that have no active counterpart in the WebSMaRT member table.
- Send a Test Email checks for successful generation of an email, delivery to the email system from WebSMaRT, and successful delivery of the email through the delivery system.
- Latest Database Objects Form checks the database against the latest version to ensure that all components have been fully updated with the most recent release.
- Bulk Create User Accounts. WebSMaRT must be initialized with user data, including generating User Accounts for all active members. After importing all member data, this function will create a list of all active members in the WebSMaRT Member table that do not have a corresponding ASP user account.
Administer
This panel contains routine functions the administrator may perform in order to manage WebSmaRT and communicate with users directly.
- Activity Log is extremely useful for determining when and where changes occurred and for troubleshooting issues with data in WebSMaRT.
- Add/Edit Announcements allows ADMINISTRATORs to display news or announcements of interest to all users regardless of role.
- Classrooms determines the classrooms that appear in the drop-down list for scheduling classes.
- Locations allows the administrator to add, edit, or delete locations that will appear in the Locations drop-downs in reports, emails, and member screens.
- Employee Merge Function
NOTE:
This function will create irreversible changes in employee and training data. Only use this function if you completely understand what it will do and the affects it will have on your data. If you have the slightest doubt about what you are doing, contact TSI Tech Support for assistance. TSI is not liable for lost or corrupted data due to improper use of this function.
The Employee Merge function has been implemented to help companies manage employee training data in certain challenging conditions. Examples of these conditions include but are not limited to:
- Improper import of HR data either on initial load or during routine data uploads due to corrupt data sources, poor business rules (Non unique employee identifiers, etc) or manual entry of data.
- Employees who are terminated then return.
- Employees who transfer between worksites.
- Contractors who are hired on after their contract expires.
To avoid these situations, TSI strongly recommends that manual entry of members is used infrequently, and that direct updates from a trusted database is the primary method of entering employee data.
Reports
The reports in this section provide technical information and scheduling information for administrators. The reports are self-explanatory, with the exception of the first, the Latest Database Objects report, which is a printable version of the Latest Database Objects Form in the Support Panel.