How to Link an Agency to a Course

Updated on Oct 23, 2024

Talent Management>>Training>>Courses>>Training Agencies>>[Select Agency]>>[+]>>Agency Courses

Link an Agency to a Course

In HRplus, an Agency Course can refer to any training program linked to external or internal entities, such as educational institutions, training providers, or private organizations. When linked within HRplus, the Agency Course option allows you to integrate training programs from these external providers directly into the employee's training and development plan, ensuring that courses from various organizations can be tracked and managed alongside internal training programs. This provides flexibility for companies to manage a broader scope of employee development.

When setting up an Agency Course in HRplus, gather necessary details from external providers and the internal training schedule, including course logistics and associated costs. This ensures a smooth setup in the system and helps track course participation and expenses effectively. All relevant fields such as course type, certification, and costs will be populated based on the information provided by the external training agencies.

Warning: If the course dates are not current or have already passed, the course will not appear as available for employee enrollment. Make sure to verify and update course dates to avoid this issue during the enrollment process.

How does it work?

Once the course is created as part of the setup, it must then be linked here to the relevant training agency. Companies which offer courses or training internally must ascribe a name for their internal training body and define that here e.g. HRplus Campus.

Step 1: Select the Training Agency and Enter Agency Courses.
Step 2: Enter Course Details.
Step 3: Enter Course Costs.
Step 4: Enter Certificates.
Step 5: Enter Competencies To Be Gained.

Step 1: Select the Training Agency and Enter Agency Courses

Course or Program – You can choose if it is a course or program

Certificate Course – you can flag if you would be receiving a certificate from this course or program

Course Code & Course Name – Use the drop box to select your code and the Name will automatically populate below. These Cost Codes were entered in the SETUP Folder under TRAINING COURSES (If you are not seeing a course you can go back to Navigation: Talent Management >> Training >> Setup >> Training Courses How to set up Training Courses and enter a new course.)

NOTE: Also you will notice once the Cost Code is selected the Course Benefits, Course Content and who should attend fields will automatically populate based on what was entered in Training Courses in the SETUP

Training Types - Use the drop box to select your Training type. These training types were entered in the SETUP Folder under TRAINING TYPES (If you are not seeing a training type you can go back to Navigation: Talent Management >> Training >> Setup >> Training Types How to Set up the Training Types and enter a new training type.)

Contact Hours – Here you can enter the amount of hours for the listed course

Then you SAVE

Step 2: Enter Course Details

Once the New Agency Course is Saved, Double click the record to re open the tab. Once the Tab is re opened you would be able to enter the course details and the Course Cost.

Agency Course Name: Enter the course name.

Delivery Method: Select the mode of delivery for the course.

Lecturer: Enter the primary lecturer's name, or if the training is conducted by a group, input the name of the main individual.

Registration Closing Date: Enter the date on which the registration period will expire.

Date From/To: Enter the training period.

Start/End Time: Enter the start and end time for the training sessions.

Course Duration: Specify the duration of the training period.

Duration Type: Select the duration type hours, days, weeks or months.

Minimum/Maximum Class Size: Enter the minimum and maximum number of participants for the training session.

In order for a course to be available for request, the course dates must be in the future and the Registration Closing Date must not yet have passed.

Step 3: Enter Course Costs

Similarly, click on the Courses Costs link and fill out the information as prompted in the pop-up box when you click on New Record. You can enter as many costs as they pertain to the particular courses.

For example, an overseas course may be subject to travel, accommodation, meals and per diem costs. The Cost Centre # can also be inputted here to track the cost of sending employees on training.