How do I update Learning Assignment using the Training Update Tool?

This guide provides instructions on how to update learning assignment using the Training Update Tool

Use Case 

Compliance Training A is being retired and course will not be reversioned. Training B will be replacing it in order to maintain compliance within the system; however, it is a different learning object. The dates of completion need to be retained for regulatory purposes and to maintain user satisfaction. 

Initial Learning Assignment 

If Training B is not on the user’s transcripts, follow the instructions in this section; otherwise, proceed to the Training Update Tool Process Section 

1. Create a learning assignment by navigating ADMIN > LEARNING ASSIGNMENT TOOL > select CREATE ASSIGNMENT option
2. In the Setup section, create the assignment using the following settings
   • Standard (process one-time only)
   • Enter a descriptive Assignment Title
   • Select Training B in the Training Selection
   • NEXT
3. In the Options section, select the following options
   • Assigned, Approved, and Registered
   • No Emails - This is important to avoid confusing end users 
   • NEXT
4. In the Schedule section, select one of the following options
   • As soon as Assignment is submitted 
   • As soon as the training is assigned
   • No due date
   • NEXT

5. In the Users section

• • Select the users by selecting the Select Users option OR uploading a .csv file in the Upload Users section. The file should contain Username, User ID or Email Address.
  • Select on GENERATE INITIAL USER LIST and confirm list of users.
  • NEXT

6. SUBMIT the assignment

Training Update Tool Process 

REPORTS > REPORTING 2.0

1. Create and run a Reporting 2.0 report to pull the user and completion dates for Training A

A. Columns

• • • • User ID
      • User Full Name
      • Training Title (Training A)
      • Transcript Completed Date

B. Filters

• • • • OU Information (Position, Location if needed)
      • User Status is Active
      • Training Title with Training A title
      • Transcript Status set to Completed
      • Training Latest Version? Set to “is” “Yes”

2. Create a spreadsheet with the following columns and no headers. This contains the users and completions from the report run in previous step. Save it as a .csv file.

• • • Column A - UserIDs, Usernames or Email Addresses
    • Column B - Score (0-100) if required, otherwise leave blank
    • Column C - Status (Y = mark complete, N = status unchanged)
    • Column D - Date of completion for old training (Training A).  This column requires the format of the date to be mm/dd/yyyy; otherwise, it will cause an error to occur. If Action Date is not provided, today's date will be logged.
    • Example .CSV                               

3. Training Update Tool

1. 1. • Navigate to the Training Update Tool: ADMIN > TOOLS > LEARNING > TRAINING TOOLS > TRAINING UPDATE TOOL
      • Create a new training update job by selecting TRAINING UPDATE
      • Search for the Training B and use the plus sign to add it, then select NEXT.
      • Upload the .CSV file using the CHOOSE FILE option, then add it using the ADD option.  If errors exist, a VIEW ERRORS link and a popup window with detailed error information will appear.  If this appears, correct the errors and reupload the file.  If no errors, select the NEXT option.
      • Confirm the details and select SUBMIT. 

Learning Assignment Tool Process 

ADMIN > LEARNING ASSIGNMENT TOOL

1. Locate current assignment and deactivate it.  
   • Select Learning Assignment Title
   • Toggle off ACTIVE option in upper right
2. Copy learning assignment and replace training with new one (Training B).
3. Make any other modifications as necessary.
4. SUBMIT

Additional Resources

Cornerstone Online Help: Training Update Tool Overview

Vision Resource Center Admin Guide