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Training Tracker

Training Tracker. Employee Synchronization Overview. EHS & SUSTAINABILITY | QUALITY | RESPONSIBLE SOURCING | PRODUCT STEWARDSHIP | SECURITY | EQUIPMENT ASSET MANAGEMENT. EHS Regulatory Compliance Training. Key CTQs

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Training Tracker

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  1. Training Tracker Employee Synchronization Overview EHS & SUSTAINABILITY | QUALITY | RESPONSIBLE SOURCING | PRODUCT STEWARDSHIP | SECURITY | EQUIPMENT ASSET MANAGEMENT

  2. EHS Regulatory Compliance Training Key CTQs • Assign employees automatically in business EHS organizational hierarchy (Org/Site) • Track employees transitions between sites within the business • Operational accountability at site level • Auto re-calculation of Site training metrics • Automatic site training matrix application • Track Intra-site transitions of employees and work activity changes • Automatic application of training matrix • Update demographic information • Track temporary absences with automatic recalculation of required retraining • Maintain records of employee transitions and related EHS training history • Alerts re employee transitions and enable EHS training change management workflow • Allow verification of employee transitions and administrative assignment of additional requirements as needed by employee • Multiple tiers of alerts and controls within business • TT – Employee Sync Process Features • Ability to automatically map Oracle HR Work Locations and Pay Codes to TT Organization/Site hierarchy • Oracle sync automatically transitions employees between sites and enables automatic site training matrix application • Intra-site employee transitions enabled through Pay Code-to-Department mapping, enabling automatic matrix application • All employee specific information synchronized with Oracle HR data • Employee status tracked to enable automatic activation/deactivation (training metrics calculation is a core TT feature) • All employee changes recorded by alert category (by type of change resulting from Employee sync) • Email alerts following each Employee sync to site and business leads and capability to verify all changes and assign additional training requirements as needed by employee

  3. T Center Setup Training Matrix Integration Oracle HR Extract Employee ID Comp/Pay Code Org Site Dept Job Category • Oracle HR extract contains the list of all employees active in business* • Key mapping fields: SSO ID, Work Location, Cost Center or Acct Dist Number • Key Attributes in extract: Supervisor, Position Title, Organization) • Supervisor, Position Title and Business Organization provide information for employee specific assignment of Training Requirements Automatic Assignment of Training Requirements Courses can be assigned at Org and/or site level Employees with mapped work locations are automatically channeled to the corresponding Org/Site in Training Tracker and training matrix is auto -assigned Mapped Work Location Courses can be assigned by Job Category, Dept or Comp Code Oracle Work Location mapped to a Business Org/site • All employees with mapped pay codes are automatically channeled to the corresponding Org, Site, and department in Training Tracker (unless overridden by Work Location • Streamlines the process of Training Assignment in the hierarchy Mapped Pay Code Task Oracle Pay Code mapped to a Business Org/site and Department within the site Courses can be assigned by Tasks & Individual Employees Employees Supervisor, Position Title and Business Organization provide information for employee specific assignment of Training Requirements Completed Training History Required Training: Course, Next Date by Employee

  4. Employee Sync Process Flow New File Present? Yes Corporate Oracle Extract New File Verification Business Extracts Parsed Data Upload to Business TT Database1 • Gensuite looks for new file in OHR ftp folder • When: Monday AM • Files published in OHR ftp folder • When: Monday AM • Parse files to business folders • When: Monday AM • Existing data in the table is deleted • New records are added • When: Monday No Unmapped Pay Codes/ Work Locations? Preliminary Business Sync Yes Reschedule Sync • Run first step in the sync process • When: Wed PM • Send email to business admin stating postponed schedule for sync cc to team contact • When: Monday AM Contact Business Admin No • E-mail is sent to the business admins with Pay codes & Work Locations to resolve. • Web Interface provided for resolving Pay Codes and Work Locations • When: Between Wed – and -- Fri Complete Sync Process (Including Work Location Override) Training Tracker – Employee Sync scheduled for each Business Send Sync Completion Confirmation • TT sends email confirming sync task completion to Business Admin and Gensuite contact • When: Fri PM • Records added to Training Tracker • Employees with unmapped pay codes are added to Training Tracker, to the Unassigned Category • When: Fri PM

  5. Pay Code Mapping Employee’s Pay Code mapped to TT Org/Site? New/Transferred Employee in Oracle HR Assign Employee to mapped TT Org/Site and to Departments in the site Yes • Records added from Oracle extract for new employees • Employee with changed Pay codes • New/transferred employees will be moved to the site to which the Pay Code is mapped in TT • Employees also moved to corresponding departments within the site if mapped No Employees moved to Unassigned site in Training Tracker • Employees added to training tracker in the unassigned category Pay Code Mapping Employee List from Oracle Example Case 1: Joe Demo has a pay code 10042 mapped to South site and EHS department. So he is moved to the South site and EHS department in TT. Case 2: Kay Newman has a pay code 30057 which is mapped to South site. Hence he is moved to South site. No departmental movement occurs in this case as the pay code is not mapped to a department. Case 3: Joe Someone has a pay code that is not mapped in TT. He is put in TT in the unassigned category. Employees In Training Tracker

  6. Work Location Override Employee’s Pay Code& Work Location mapped to TT Org/Site? Yes New/Transferred Employee in Oracle HR Assign Employee to mapped TT Org/Site • Records added from Oracle extract for new employees • Transferred employees moved from one site to other site • New/transferred employees will be moved to the site to which the Pay Code is mapped in TT No Employees moved to TT Org/Site where Work Location is mapped • Employees added to training tracker in the unassigned category Employee Details Work Location Mapping Example Case 1: Joe Demo has a work location Evendale (OH) US and pay code 20042 both mapped to South site. He is moved to the South site in TT. Case 2: John Doe has a work location Cincinnati (OH) US which is mapped to North site and pay code 20074 which is mapped to East site. He is moved to the North site in TT, as work location mapping overrides any pay code mapping. Pay Code Mapping

  7. Active Employees List*(Oracle HR Extract)OHRID Name Component Detailed Process MapBi-Weekly Frequency Update attributes like Comp #, Supervisor, Email Extract for Org/Site Component # Map Employees in both HR Extract & TT Compare against existing Employees List in TT** Sync Alert generated for all types In HR Extract* but inactive in TT In HR Extract but not in TT1 In HR Extract, with new Comp# In HR Extract, (Same Comp #)& Inactive in TT Not in HR Extract* but in TT New comp mapped to Same Org/Site or not mapped to any siteType B2 Work Location mapped to different Org/SiteType B3 Comp mapped to Different Org/SiteType B1/E Type A Type C Type D Type X • Action: • Reactivation disabled (employees whose sync reactivation has been disabled in TT) • Action: • Deactivate employee w/date at Old Site; Type E alert added for Old Site • If Inactive, activate Employee in new site, w/Oracle HR data and Site Dept if comp mapped to dept • Action: • Update Employee w/ Oracle HR data & Site Dept if comp mapped to dept • Alert generated for new comp that are not mapped, employee remains in the same site • Action: • Employee activated w/new date • Action: • Add Employee to Site w/ Oracle HR data and site dept name (if comp is mapped to a dept) • Action: • Deactivate employee w/ stop date • Employee Tasks and training by Employee archived • Action: • Activate Employee in site where the work location is mapped Type A, B1, B2 and D alerts are subject to work location override.What is work location override? Click here to find out. *Oracle HR codes 1 and 5 are used to identify Active Employees. Employees with HR Code 2 ( illness, temporary layoff, other) are considered Inactive for purposes of Training Tracker synchronization.**Excludes Contract Employees1 No existing Org/Site has an employee match (Active or Inactive status)

  8. Employee Sync FAQsCommon Problem / Issues • What type of Sync Alerts can I receive from Training Tracker and what do they mean? • My site has a pay code or work location that is incorrect or no longer applicable to my site, is there a way to remove the mapping so that employees are no longer assigned to my site? • If an employee that goes on disability or leave is not captured in Oracle, is there a way in Training Tracker to turn that employee off from Oracle update syncs? • A few of my employee's supervisor data which is synced with Oracle HR does not reflect the actual reporting hierarchy. Can this be updated within Training Tracker? • What is the CDI sync and how frequently does it happen? Can a site enable/disable CDI sync?

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