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Data Management Overview

Learn how to create, edit, and manage the core data elements in Training Manager Web Edition.

Overview​

Data Management in Training Manager encompasses four primary areas that work together to create a comprehensive training system. Each area has its own management interface with complete functionality for adding, editing, deleting, and restoring records.

Core Data Management Areas​

Manage Courses​

Training Course Catalog Management

Create and maintain your organization's training course catalog with complete course information, categorization, and delivery details.

Key Features:

  • Course Creation - Add new training courses with detailed descriptions and requirements
  • Category Organization - Organize courses using folders and categories for easy navigation
  • Version Management - Maintain multiple versions of courses as content evolves
  • Cost Tracking - Track training costs and budget allocation
  • Trainer Assignment - Assign default trainers and delivery methods

Common Tasks:

Manage People​

Personnel Records and Organization

Create and maintain personnel records with organizational assignments, contact information, and training history.

Key Features:

  • Personnel Creation - Add new employees with complete profile information
  • Organizational Structure - Assign personnel to groups, locations, and supervisory relationships
  • Job Role Management - Define and assign job roles that determine training requirements
  • Contact Management - Maintain current contact information and emergency contacts
  • Account Settings - Configure user accounts and system access permissions

Common Tasks:

Manage Requirements​

Training Requirements and Compliance Rules

Define and manage training requirements that automatically assign training obligations based on job roles, groups, or individual assignments.

Key Features:

  • Requirement Creation - Define who must take which training and when
  • Assignment Rules - Automatically assign training based on job roles, groups, or individual criteria
  • Schedule Management - Set due dates, grace periods, and retraining frequencies
  • Exclusion Rules - Exempt specific personnel from requirements when appropriate
  • Compliance Tracking - Monitor compliance status and generate compliance reports

Common Tasks:

Manage Training Sessions​

Training Delivery and Record Management

Schedule, conduct, and record training sessions with attendance tracking, completion records, and performance documentation.

Key Features:

  • Session Scheduling - Plan and schedule training delivery sessions
  • Attendance Management - Track participant enrollment and attendance
  • Completion Recording - Document training completion and performance results
  • Resource Coordination - Manage trainers, locations, and training materials
  • Performance Tracking - Record scores, assessments, and completion status

Common Tasks:

Data Management Workflow​

Typical Implementation Order​

  1. Set Up Organizational Structure

    • Create personnel groups and locations
    • Define job roles and hierarchies
    • Establish organizational relationships

  2. Build Course Catalog

    • Add training courses with complete information
    • Organize courses into logical categories
    • Configure course delivery and cost information

  3. Add Personnel Records

    • Create personnel records with organizational assignments
    • Assign job roles and group memberships
    • Configure user accounts and permissions

  4. Define Training Requirements

    • Create requirements linking courses to personnel
    • Set up assignment rules and compliance schedules
    • Configure exclusions and special circumstances

  5. Schedule and Deliver Training

    • Plan training sessions based on requirements
    • Enroll participants and manage attendance
    • Record completion and maintain training records

Data Relationships​

Integrated System Design

All data management areas work together to create a comprehensive training system:

  • Personnel are assigned to Groups and Locations
  • Personnel are assigned Job Roles that determine training obligations
  • Requirements link Courses to Personnel based on rules and schedules
  • Training Sessions deliver Courses to fulfill Requirements
  • Completion Records track progress and maintain compliance status

Best Practices​

Data Quality Management​

Consistent Data Entry

  • Use standardized naming conventions for courses, groups, and locations
  • Maintain accurate contact information and organizational assignments
  • Regularly review and update job role assignments
  • Keep course information current with accurate descriptions and requirements

Regular Maintenance

  • Review and archive outdated courses and requirements
  • Update personnel records when organizational changes occur
  • Clean up duplicate or obsolete data regularly
  • Maintain backup and recovery procedures for critical data

Security and Access Control​

Permission Management

  • Assign appropriate user roles based on job responsibilities
  • Regularly review and update user permissions
  • Use data scope restrictions to limit access to relevant information
  • Monitor user activity and access patterns

Data Protection

  • Protect sensitive personnel information according to privacy policies
  • Maintain audit trails for data changes and access
  • Follow organizational policies for data retention and deletion
  • Ensure compliance with applicable privacy regulations

System Integration​

Coordinated Management

  • Plan changes across all data areas to maintain system integrity
  • Coordinate course updates with requirement modifications
  • Align personnel changes with training obligations
  • Communicate system changes to all stakeholders

Performance Optimization

  • Monitor system performance and data volume growth
  • Archive historical data according to retention policies
  • Optimize data organization for efficient searching and reporting
  • Plan for system capacity and growth requirements

Getting Support​

Self-Service Resources​

  • Reference Guides - Complete documentation for each management area
  • Best Practices - Proven approaches for effective data management
  • Troubleshooting - Common issues and solutions
  • User Community - Shared experiences and solutions

Administrative Support​

For complex data management needs:

  • System Administrator - Configuration and advanced setup assistance
  • Data Administrator - Bulk operations and data quality support
  • Technical Support - System issues and integration problems
  • Training Services - User training and best practices consultation

Next Steps: Choose a specific data management area to begin: