OJT Tracking covers the tracking and management of competencies. This includes both tracking of competency hours & competency evaluations.
Past Competency Completions
OJT includes all the competencies, or work skills, participants are required to receive through employer training during their program. OJT does not include hours spent on in-class or on-line technical instruction or education.
Through the participant account creation process, participants are assigned to an occupation and the OJT competencies required for that program are automatically pulled onto their profile details page. The completion of those competencies is required for the successful completion of the OJT portion of their program. How OJT is tracked is generally based on the training approach of the program:
- Time-Based Programs require that a certain number of hours be worked related to each competency. Once the required number of hours is met, the competency is considered complete.
- Competency-Based Programs require that participant ability on each competency be evaluated. Once the work is assessed as proficient, the competency is considered complete. Hour tracking for each competency is not required but is sometimes still tracked in a lump sum.
- Hybrid-Based Programs require both the tracking of hours & competency evaluations in order for a competency to be complete.
OJT Tracking Process & Functions
ApprentiScope supports the following functions and processes related to OJT Tracking. However, the exact choice of functionality, specifics related to each, and who will perform them is designated by program personnel.
Hour Submissions
- OJT hours can be submitted as often as once daily and all submissions automatically record what employer the participant is assigned to at the time of each submission.
- Participants can submit their own hours and attach documentation if necessary. They can edit those submissions (but not the attachments) until or unless the submission is approved by program personnel.
- (Optional) Participants can be required to enter, with each submission, a time card, and/or self report of their current employer and/or wage.
- (Optional) A "cutoff" can be set after which participants can no longer submit hours for work performed prior to it (ex. submissions accepted only for the current month).
- Most non-participants can submit hours on behalf of participants but cannot submit attachments directly to those submissions and are not limited by cutoffs. See Batch Submissions below for handling more than 1 participant at a time.
- Hours submitted are automatically summed for each competency and in total, and both are displayed on participant and non-participant dashboards.
- For time-based programs, a competency will automatically be marked complete by the software when the hours submitted for it match the required hours listed.
- How Participants Submit, Edit, and Delete OJT & RTI Hours
- How to Submit On-the-Job (OJT) & Related Technical Instruction (RTI) Hours on Behalf of Participants
Hour Editing & Approval
- (Optional) Hours can be reviewed, deleted, edited & approved by non-participants. Hour approval does not impact the display and calculation of those hours nor when a competency's required hours are met and time-based competencies are marked complete.
- Participants cannot edit their submissions once they are approved, but their sponsors can.
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How to Review, Modify, & Approve Participants' On-the-Job Training (OJT) Submissions
Notifications & Reminders
- Non-participants can turn on personal notifications of participant submissions, view who has and has not submitted hours, and remind participants who have not submitted to do so.
Competency Evaluations
- Participants can attach documents directly to competencies without submitting hours. Non-participants can attach documents to participant records but not directly to individual competencies.
- Pre-set competency evaluations are automatically created for competency and hybrid programs and include default or customized evaluation scales for assessing each competency.
- Competency evaluations can be requested by participants when they feel they are ready for assessment and/or evaluations can be conducted at any time by non-participants. Authorize users must set which type(s) of evaluations are permitted.
- For competency-based programs, once a competency is given an acceptable rating based on the evaluation scale, it will automatically be marked complete by they system. For hybrid programs, the required hours must also be met before the competency will be marked as complete by the software. There may be more than one rating that marks a competency as complete. If the option is turned on, participants can continue to work on such competencies and be evaluated to a higher completion rating on evaluations.
- Non-participants can review previously submitted evaluations, and participants can be given access to see those evaluations.
Batch Submissions & Completions
OJT hours can be submitted 1 participant at a time by most non-participants. Non-participants with access to Batch Submit OJT and Batch Complete OJT can also submit or complete OJT for multiple participants in the same occupation simultaneously.
Batch Submit OJT is similar to regular hour submission but requires that both the competencies that hours are being submitted to and the number of hours being submitted are the same for all the participants selected. It is often used used to submit hours worked prior to ApprentiScope (see below).
Batch Complete OJT allows up to 10 of the same competencies to be marked complete for multiple selected participants simultaneously. When competencies are completed this way, it overrides the need for hours to be submitted and evaluations to be conducted. For batch completed competencies, no hours are submitted and although a completion rating shows, no actual evaluation is technically completed. A completion date and a note can be added to batch completions. The Note is often used to explain why the competencies were marked complete without hours/evaluations (example - participant received credit for this competency because of prior work experience).
Both functions can be used to track current hours/completions or to update participant's record who have hours/completions from before ApprentiScope was introduced (see below).
Tracking Hours or Competencies Completed Prior to ApprentiScope
If participants have worked hours or completed competencies prior to using ApprentiScope or have switched from one occupation to another with similar competencies, they can still be tracked to ensure participants record are fully up to date.
Past Hour Submissions can be submitted in several ways.
- Standard or batch hour submissions processes identified above,
- Batch Import - It allows non-participants to use a csv to import a participant's hours and have them submitted for the exact day they were worked (only available for 1 participant import at a time)
- Batch Submit OJT (see above) - Past hours can be added on the exact dates hours were worked or as a lump sum all on one day (usually a date clearly before you started using ApprentiScope to clearly indicate the large submission). Lump sums can be added to an OJT total or by competency. We recommend one day lump sums by competency for time and hybrid-based programs & one day lump sum OJT totals for competency-based programs.
Past Competency Completions
- Batch Complete OJT (see above)