iTrent - L&D Employee Self-Service
Quick Reference Guide
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About iTrent Learning and Development
The iTrent Learning and Development (L&D) Module extends the functions available within
iTrent to include the management of learning and development records for all employees –
including direct access to learning and development records using Employee Self-Service (ESS).
Page
ESS Learning and Development Tab
iTrent Learning and Development 3
Learning and Development Account Screen Layout and Structure 4
Activities and Events
Search for Activities and Events 5
Learning Activity Overviews 6
Event Booking – Book a Place on an Event 8
Event Booking – View a Booking 9
Event Booking – Cancel a Booking 10
Waiting List – Add to a Waiting List 11
Waiting List – View a Waiting List Request 12
Waiting List – Remove from a Waiting List 13
Evaluations
Complete an Evaluation Form 14
View an Evaluation Form 16
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Qualifications
Add a Qualification 17
View a Qualification 18
Update a Qualification 19
Delete a Qualification 20
Skills and Expertise
About Skills and Expertise 21
View Skills and Expertise 22
Memberships
Add a Membership 23
View a Membership 24
Update a Membership 25
Delete a Membership 26
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iTrent Learning and Development
iTrent Learning and Development (L&D) replaced the Training and Development Database for
all Council employees learning and development records.
The iTrent L&D functions are accessed in Employee Self Service (ESS) using the Learning &
Dev. Tab.
The L&D functions within ESS enable you to directly access and manage your Learning and
Development Account, including:
Viewing your Learning and Development Account details
Adding, cancelling and viewing Event / Course bookings
Adding, removing and viewing Waiting List requests
Completing and viewing Electronic Evaluation Forms
Adding, updating, removing and viewing Qualifications
Viewing Skills and Expertise
Adding, updating, removing and viewing Memberships.
All learning and development must be:
Discussed and agreed with your Manager
Appropriate to resolve your learning and / or development needs
Identified as appropriate to your role / post in line with your Service Learning and
Development Matrix.
The above criteria must be satisfied before any action is taken to book, cancel or remove an
Event / Course Booking or Waiting List request. iTrent L&D will automatically notify
Managers of any bookings, cancellations and removals from Events / Course Booking or
Waiting List requests. Therefore, failure to seek appropriate agreement will be addressed by
Managers.
iTrent L&D uses the following key terms:
An Activity is the name of the Course, Workshop or Session.
An Activity Overview describes what the Activity is about, what you will learn and
who it is for.
An Event is when the Activity will take place, i.e. the dates and times, etc.
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Learning and Development Account Screen Layout and Structure
The Learning and Development Account screen is at the heart of the L&D functions within ESS.
This acts as a core place to view, review and navigate from.
The Learning activities section displays details of
Activities / Events: Completed, Cancelled, Booked and
required (Waiting List). This also provides your full
Learning and Development Record / History details.
Search courses
enables you to find
and look at Activity
and Event details.
iTrent L&D allows you to electronically
complete pre and post Event / Course
evaluation forms.
Details of qualifications held are noted here
(for new recruits, details recorded on
Application Forms will appear automatically).
The Skills and Expertise section is primarily
used to show when you need to refresh / renew
a particular knowledge, skill or Event / Course.
The Memberships section allows you to note and
update membership of Professional Bodies
relevant to your role. (There may be a
requirement to be a member of a Professional
Body or Organisation to practice in your role,
e.g. Social Worker, etc.)
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Search for Activities and Events
Searching for Activities and Events is a key part of the process for booking a place on an Event
/ Couse and making a Waiting List request. This section of the Guide sets out the search
process only and will be used as a starting step in other sections.
Step Action
1 Click Learning & Dev. Tab
Click
Input the Activity Name in the Search for field:
o Use the full name or initial word of the
Activity; or
o Use a ‘ * ’ followed by a key word, which
will search for the word within an Activity
Name, e.g. *fire
[Optional field] Input the Start Date in Start
date field using the format dd/mm/yyyy - if you wish
to search for Courses / Events within a particular timeframe
[Optional field] Input the End Date in End date field using the format
dd/mm/yyyy - if you to wish search for Courses / Events within a particular
timeframe
2 Click Only show courses with availability checkbox if you want to open the search
to included all Activities, includes those with no scheduled events (the default
option is to only search for Activities with scheduled events
Click
Review the details displayed
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Step Action
Selecting an Activity with no scheduled Events / Courses
3a Activities with no scheduled Events / Courses will only display the Activity
Name, Type and Duration
Click the Activity name to access the Waiting List screen
Selecting an Activity with scheduled Events / Courses
3b Activities with scheduled Events / Courses display the Activity Name, Type and
duration along with the available Events / Courses
Click the Activity name to access the Course details screen
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Learning Activity Overview
The Learning Activity Overview explains what the Activity is about, who it is for, what you will
learn, etc.
Step Action
1 Complete an Activity / Course search, as described on Page 5 of this QRG
Activities with no scheduled Events / Courses
2a The Waiting list screen will display when you select an Activity with no
scheduled Events / Courses in the search
results
The Activity Overview is displayed at
the top of the screen – you may need
to use the scroll bar to scroll through
the information
Activities with scheduled Events / Courses
2b The Course details screen will display when you select an Activity with
scheduled Events / Courses
in the search results
The Activity Overview is
displayed at the top of the
screen – you may need to
use the scroll bar to scroll
through the information
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Event Booking – Book a Place on an event
You can book a place on the required Event / Course once you have discussed and agreed
with your Manager that an Activity / Event is appropriate and the dates are suitable.
Step Action
1 Complete an Activity / Course search, as described on Page 5 of this QRG
2 The Course details screen will
display when you select an
Activity with scheduled
Events / Courses in the search
results
Click the relevant Event Date
that you wish to book a place
on
3 The Course booking details screen will display
A summary of the Event / Course is provided at the top under the Course
information title, i.e. Date(s), Venue, Time(s) and Tutor / Trainer
Review this to ensure you have selected the correct Event / Course
4 Select the Origin of the request from the list, i.e. EDR or Other
Select the Reason from the list, i.e. Corporate requirement, Other, Post
Requirement – Essential or Post Requirement – Developmental
[Optional field] Input the learning objective(s) that you will achieve in the
Learning objectives field
Review the Activity Overview details again to:
o Ensure the Event / Course is appropriate and you satisfy the Target
Audience and Pre-Requisites / Entry Criteria
o Identify if you need to complete any pre-course activities, workbooks,
etc. and access them from the Learning and Development Intranet Site
on InSight
Click
5 You are now booked on the Event / Course and iTrent will notify your
Manager of the booking.
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Event Booking – View a Booking
If required, you can review an Event / Course booking at any time in ESS.
Step Action
1 Click Learning & Dev. Tab
iTrent will automatically display all current Learning Activities / Events in the
Learning activities section:
o If there are less than 5 Activities – each will display in a summary box
o If there are 5 or more Activities – they will be displayed in a list box
and you may need to use the scroll bar to scroll through all Activities
[Optional field] Select an Activity / Event
Status in the Status dropdown list if you wish to
filter the display, e.g. All, Booked, Current, etc.
2 Click on the Activity / Event name in the list
Review the booking details in the Course booking details screen
Click to close the popup window when you have finished reviewing the
details
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Event Booking – Cancel a Booking
You can update iTrent once your Manager has approved that you can cancel an Event /
Course booking.
Step Action
1 Click Learning & Dev. Tab
iTrent will automatically display all current Learning Activities / Events in the
Learning activities section:
o If there are less than 5 Activities – each will display in a summary box
o If there are 5 or more Activities – they will be displayed in a list box
and you may need to use the scroll bar to scroll through all Activities
[Optional field] Select an Activity / Event
Status in the Status dropdown list if you wish to
filter the display, e.g. All, Booked, Current, etc.
2 Click on the Activity / Event name in the list
Review the booking details in the Course booking details screen
3 Select a cancellation reason from the Cancel reason list, i.e. Booked in error,
Adverse weather, Illness, Jury Service, Late notice of event / Did not receive
notification, Medical appointment or No longer required / Not available, etc.
Click the Join waiting list checkbox if you wish to be added to the Waiting List
Click
5 The booking is now cancelled and iTrent will notify your Manager. If requested,
iTrent will have added you to the Waiting List.
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Waiting List – Add to a Waiting List
Once your Manager has approved that an Activity / Event is appropriate you can add your
details to the Waiting List if there are no suitable Events / Courses available.
Step Action
1 Complete an Activity / Course search, as described on Page 5 of this QRG
Activities with scheduled Events / Courses
2a The Course details screen will display when an Activity with scheduled Events /
Courses is selected from the search results
Click , as the available Events / Courses are not suitable
This will display the Waiting list screen
Activities with no scheduled Events / Courses
2b The Waiting list screen will display when an Activity with no scheduled Events /
Courses is selected form the search results
3 Review Overview details to ensure you have selected the correct Event /
Course
4 Input the Date requested if different from today’s date
Select the Origin of the request from the list, i.e. EDR or Other
Select the Reason from the list, i.e. Corporate requirement, Other, Post
Requirement – Essential or Post Requirement – Developmental
[Optional field] Input the date you wish to attend the Activity / Course by
in the Attend by field using the format dd/mm/yyyy (this information is used to
consider scheduling additional Events / Courses, but does not guarantee one
will be available by the date noted)
Click
5 You are now added to the Waiting List for the Event / Course and iTrent will
notify your Manager of the Waiting List request.
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Waiting List – View a Waiting List Request
If required, you can review Waiting List request details at any time in ESS.
Step Action
1 Click Learning & Dev. Tab
iTrent will automatically display all current Learning Waiting List requests in the
Learning activities section:
o If there are less than 5 Activities / Waiting List requests – each will
display in a summary box
o If there are 5 or more Activities / Waiting List requests – they will be
displayed in a list box and you may need to use the scroll bar to scroll
through all Activities
[Optional field] Select an Activity / Event
Status in the Status dropdown list if you wish to
filter the display, e.g. All, Waiting List, Current, etc.
2 Click on the Activity / Event name in the list
Review the booking details in the Waiting list details screen
Click to close the popup window when you have finished reviewing the
details
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Waiting List – Remove from a Waiting List
You can update iTrent once your Manager has approved that you can be removed from a
Waiting List.
Step Action
1 Click Learning & Dev. Tab
iTrent will automatically display all current Waiting List requests in the Learning
activities section:
o If there are less than 5 Activities / Waiting List requests – each will
display in a summary box
o If there are 5 or more Activities / Waiting List requests – they will be
displayed in a list box and you may need to use the scroll bar to scroll
through all Activities / Waiting Lists requests
[Optional field] Select an Activity / Event
Status in the Status dropdown list if you wish to
filter the display, e.g. All, Booked, Current, etc.
2 Click on the Activity / Event name in the list
Review the booking details in the Waiting list details screen
3
Click
4 You are now removed from the Waiting List and iTrent will notify your
Manager of the removal.
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Complete an Evaluation Form
iTrent L&D has the ability to capture pre and post Event / Course Evaluation information
electronically. iTrent will notify you by email if you have an electronical Evaluation form to
complete.
Step Action
1 Click Learning & Dev. Tab
iTrent will automatically display all Evaluation Forms in the Learning evaluation
section:
o If there are less than 5 Evaluations –
each will display in a summary box
o If there are 5 or more Evaluations –
they will be displayed in a list box and
you may need to use the scroll bar to
scroll through all Evaluations
[Optional field] Select an Evaluation Status in the Status dropdown list if you
wish to filter the display, e.g. All, Booked, Provisional, etc.
2 Click the Event / Course name to access the Evaluation Form
Click
Review the Event / Course information
3a
Click if you wish to review the Event / Course
information before completing the Evaluation Form
Review the Event / Course information
Click:
o or to return to the previous screen
o to access the Evaluation Form
Do not review the Event / Course information and access the Evaluation Form
3b
Click to access the Evaluation Form
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Step Action
4 Evaluation Forms can vary depending on their content and can include: scaling
options, text input boxes, etc. Individual instructions will be provided on the
Form.
Once the Form is complete, Click to return to the summary screen
Incomplete Forms
5a Incomplete Forms display the following on the Learning evaluation Summary
Screen –
You must return to the Form to fully complete it before you can submit it.
Click to return to the Form.
Complete Forms
5b Complete Forms will display the following on the Learning evaluation Summary
screen –
The Form has not been submitted yet, which enables you to edit it further by
Clicking to return to the Form
6 Once the Form is complete and you are ready to submit it
Click
An iTrent warning / message prompt will display at the top of the screen
Click
7 The following notification is displayed to confirm the Form has been submitted
Click to close the popup window
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View an Evaluation Form
You can view completed Evaluation Forms at any time using ESS, which may be useful during
EDRs and if you need to complete CPD records.
Step Action
1 Click Learning & Dev. Tab
The Learning evaluation section will be empty if there are no current Evaluation
Forms requiring completion.
Select the Evaluation Status as All or Completed in the Status dropdown list to
show the completed Forms.
iTrent displays Evaluation Forms in the Learning evaluation section as follows:
o If there are less than 5 Evaluations – each will display in a summary box
o If there are 5 or more Evaluations – they will be displayed in a list box
and you may need to use the scroll bar to scroll through all Evaluations
2 Click the Event / Course name to access the Evaluation Form
Click to access the Form
Click to close the popup window when you have finished reviewing the
Form.
3
It is not currently possible to Print or Save a copy of a completed Form within
ESS
Printable copies of compelted Forms will be provided by exception and only
for those required to submit CPD information for Professional Body
registration. If this applies, contact the Training Coordination Team.
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Add a Qualification
The attainment of a qualification can be noted on iTrent. For new recruits, details recorded
on electronic Application Forms will automatically be added to your Learning and
Development Account.
Step Action
1
Click to open the Qualification details screen
2 Search and Select a Qualification:
o Input the Qualification Name in the Subject field (iTrent will display a
list of available options as you begin typing).
o Select the name, or the nearest possible match, from the list (you can
only select a Qualification from the list provided)
Select a Qualification Level from Level list (you can only select a Level from
the list provided)
Select the Achievement / Grade from the Achievement / grade list (you can
only select an Achievement / Grade from the list provided)
Input the Learning Provider’s Name in the Place of learning field
Input the date the Qualification was achieved in the Data obtained field using
the format dd/mm/yyyy
Click the Approx. date checkbox if the date provided in an approximate date
[Optional field] Input the date the Qualification is valid to in the Valid until
field using the format dd/mm/yyyy
3
Click
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View a Qualification
If required, you can review a Qualification at any time in ESS.
Step Action
1 Click Learning & Dev. Tab
iTrent will automatically display all current Qualifications in the Learning activities
section:
o If there are less than 5 Qualifications – each will display in a summary
box
o If there are 5 or more Qualifications – they will be displayed in a list
box and you may need to use the scroll bar to scroll through all
Qualifications
2 Click on the Qualification name in the list
Review the qualification details in the Qualification details screen
Click to close the popup window when you have finished reviewing the
details
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Update a Qualification
If required, you can update a Qualification at any time in ESS.
Step Action
1 Click Learning & Dev. Tab
iTrent will automatically display all current Qualifications in the Learning activities
section:
o If there are less than 5 Qualifications – each will display in a summary
box
o If there are 5 or more Qualifications – they will be displayed in a list
box and you may need to use the scroll bar to scroll through all
Qualifications
2 Click on the Qualification name in the list
Review the qualification details in the Qualification details screen
Update the Qualification details as required
3 Revise, Search and Select a Qualification:
o If required, delete the existing recorded Qualification by Clicking
next the current Qualification Name in the Subject field
o Input the Qualification Name in the Subject field (iTrent will display a
list of available options as you begin typing).
o Select the name, or the nearest possible match, from the list (you can
only select a Qualification from the list provided)
Select a Qualification Level from Level list (you can only select a Level from
the list provided)
Select the Achievement / Grade from the Achievement / grade list (you can
only select an Achievement / Grade from the list provided)
Input the Learning Provider’s Name in the Place of learning field
Input the date the Qualification was achieved in the Data obtained field using
the format dd/mm/yyyy
Click the Approx. date checkbox if the date provided in an approximate date
[Optional field] Input the date the Qualification is valid to in the Valid until
field using the format dd/mm/yyyy
4
Click
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Delete a Qualification
If required, you can delete a Qualification if the details are incorrect.
Step Action
1 Click Learning & Dev. Tab
iTrent will automatically display all current Qualifications in the Learning activities
section:
o If there are less than 5 Qualifications – each will display in a summary
box
o If there are 5 or more Qualifications – they will be displayed in a list
box and you may need to use the scroll bar to scroll through all
Qualifications
2 Click on the Qualification name in the list
Review the qualification details in the Qualification details screen
3
Click
An iTrent warning / message prompt will display at the top of the screen
Click
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About Skills and Expertise
Some knowledge, skills and expertise must be renewed and / or refreshed periodically to
make sure that you can perform you duties effectively and efficiently by following local,
national or legal requirements. Therefore, the Skills and Expertise section provides information
about particular skills and expertise you hold relevant to your job role that are time bound
For example:
Moving and Handling of People
First Aid at Work
Pool Plan Maintenance
Food Safety
The above list is not exhaustive and simply provides several examples. You should refer to
your Service Learning and Development Matrix to identify the specific knowledge, skills and
learning requirements for your role.
The Skills and Expertise section will show individual records
for each knowledge, skill or expertise:
If there are less than 5 Skills / Expertise records –
each will display in a summary box
If there are 5 or more Skills / Expertise records –
they will be displayed in a list box and you may need to use the scroll bar to scroll
through them.
Accessing / reviewing the relevant Skill / Expertise record will confirm the period you are, or
were, compliant. You are no longer compliant once the Skill expiry date has passed. You
should discuss and agree with your Manager the most appropriate time to renew / refresh the
Skill / Expertise before it expires.
iTrent L&D will let you and your Manager know when you are within 3 months of a Skill /
Expertise running out. It will also remind you and your Manager: 1 month before, 1 week
before and 1 month after the Skill / Expertise expiry date unless you have completed an Event
/ Course that renews / refreshes it.
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View Skills and Expertise
You can view a Skill / Expertise at any time in ESS.
Step Action
1 Click Learning & Dev. Tab
iTrent will automatically display all current Skills / Expertise in the Skills and
Expertise section:
o If there are less than 5 Skills / Expterise – each will display in a summary
box
o If there are 5 or more Skills / Expterise – they will be displayed in a list
box and you may need to use the scroll bar to scroll through all Skills /
Expterise
Select a Skill / Expertise Status in the Status
dropdown list if you wish to filter the display, e.g.
All, Current, Expired, etc.
2 Click on the Skill / Expertise name in the list
Review the Skill / Expertise details in the Skill details screen
Click to close the popup window when you have finished reviewing the
details
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Add a Membership
Memberships of Professional of Regulatory Bodies can be added to your iTrent account, which
may be required as a condition of employment for your role.
Step Action
1
Click to open the Membership details screen
2 Select a Membership from Membership list (you can only select a Membership
from the list provided)
Input your Membership Number / Reference in the Number field
Select a Level from Level list (you can only
select a Level from the list provided), if
applicable
Input the Start Date of the Membership in
the Start date field using the format
dd/mm/yyyy
Input the End Date of the Membership in
the End date field using the format
dd/mm/yyyy
3
Click
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View a Membership
If required, you can review a Membership at any time in ESS.
Step Action
1 Click Learning & Dev. Tab
iTrent will automatically display all current Memberships in the Memberships
section:
o If there are less than 5 Memberships – each will display in a summary
box
o If there are 5 or more Memberships – they will be displayed in a list
box and you may need to use the scroll bar to scroll through all
Memberships
2 Click on the Membership name in the list
Review the Membership details in the Membership details screen
Click to close the popup window when you have finished reviewing the
details
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Update a Membership
If required, you can update a Membership at any time in ESS.
Step Action
1 Click Learning & Dev. Tab
iTrent will automatically display all current Memberships in the Memberships
section:
o If there are less than 5 Memberships – each will display in a summary
box
o If there are 5 or more Memberships – they will be displayed in a list
box and you may need to use the scroll bar to scroll through all
Memberships
2 Click on the Membership name in the list
Review the Membership details in the Membership details screen
Update the Membership details as required
3 Select a Membership from Membership list (you can only select a Membership
from the list provided)
Input your Membership Number / Reference in the Number field
Select a Level from Level list (you can only
select a Level from the list provided), if
applicable
Input the Start Date of the Membership in
the Start date field using the format
dd/mm/yyyy
Input the End Date of the Membership in
the End date field using the format
dd/mm/yyyy
4
Click
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Delete a Membership
If required, you can delete a Membership if the details are incorrect.
Step Action
1 Click Learning & Dev. Tab
iTrent will automatically display all current Memberships in the Memberships
section:
o If there are less than 5 Memberships – each will display in a summary
box
o If there are 5 or more Memberships – they will be displayed in a list
box and you may need to use the scroll bar to scroll through all
Memberships
2 Click on the Membership name in the list
Review the Membership details in the Membership details screen
3
Click
An iTrent warning / message prompt will display at the top of the screen
Click