heti online local reporting role - ministry of health · heti online local reporting role...

HETI Online Local Reporting Role Information Booklet

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Table of Contents

Audience & Access ................................................................................ 5

Key Reports .......................................................................................... 5

Mandatory training compliance/gap reports ........................................ 5

Reports for general courses (online & classroom) ................................. 6

Changing Roles ..................................................................................... 6

Running Reports ................................................................................... 7

050 - Mandatory Training Report .......................................................... 8

050.1 - Organisation Mandatory Training Matrix .................................. 9

050.2 - Mandatory Training Summary Report ...................................... 10

001 - Content Object Status ................................................................. 11

002 - Classroom Enrolments and Current Status .................................. 13

003 - Online and Certification Offering Enrolments Status ................... 15

Scheduling Reports ............................................................................. 17

Contact & Support .............................................................................. 17

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HETI Online Local Reporting Role Information Booklet_SWSCEWD_V1-May 2015 of 17

Audience & Access This document is a guideline for staff who have HETI Online Local Reporting Role access. The Local Reporting Role enables staff to run reports for their facility/service to monitor mandatory training compliance and completions in both classroom and online courses. If you no longer require access to this role, please notify SWSCEWD to remove your access. Key Reports Mandatory training compliance/gap reports 1. 050 - Mandatory Training Report

• This report provides you with a detailed list of staff who are compliant & non-compliant in all mandatory training courses

• This report can be run for the entire facility/service or professional user groups within the facility/service

• Professional groups are created following the Mandatory Training Policy & Matrix guidelines. The user groups are Nursing & Midwifery, Medical & Dental, Allied Health and Corporate.

2. 050.1 - Organisation Mandatory Training Matrix

• This report provides you with a summary % of compliance in all mandatory training courses • This report can only be run for the entire facility/service • This report allows you to remove staff who are on extended leave from the data extract.

3. 050.2 - Mandatory Training Summary Report

• This report provides you with a detailed list of staff who are compliant in all mandatory training courses



(The extended leave indicator is calculated in HETI Online based on the ‘last date of pay’ information imported from Stafflink. Any employee record that exceeds 90 days from the last pay date gets an ‘on extended leave’ indicator in HETI Online. This could include casual pool staff not working with the facility/service, maternity leave, long service leave, extended sick leave, etc. The extended leave indicator is turned off as soon as the staff returns to work and crosses the first pay cycle within their nursing/non-nursing pay cycle; which enables their updated pay date to be imported in HETI Online.


Reports for general courses (online & classroom) 1. 001 - Content Object Status

• This report allows you to run reports on any classroom course that is offered by SWSCEWD • This report can be run for the entire facility/service or professional user groups within the

facility/service • Professional groups are created following the Mandatory Training Policy & Matrix guidelines. The

user groups are Nursing & Midwifery, Medical & Dental, Allied Health and Corporate.

2. 002 - Classroom Enrolments and Current Status • This report allows you to run reports on any classroom course that is offered by SWSCEWD or by a

single class (offering) within a course • This report can be run for the entire facility/service or professional user groups within the

facility/service • Professional groups are created following the Mandatory Training Policy & Matrix guidelines. The

user groups are Nursing & Midwifery, Medical & Dental, Allied Health and Corporate.

3. 003 - Online and Certification Offering Enrolments Status • This report allows you to run reports on any online course that is offered by HETI or SWSCEWD and

may/may not be part of the mandatory training requirement • This report allows you to run reports on any online course that has recurrence (certification)

requirement. For example, Fire Safety and Evacuation (online) which has an annual recurrence (certification) requirement



Changing Roles In addition to the Local Reporting Role you may have one or all of the following roles in HETI Online: Learner, Manager, Manager Delegate, Instructor or Scheduler. These roles have a defined hierarchy in HETI Online. Every time you log on to HETI Online, the system will open with your most senior role within the system. To ensure accurate reports are generated, ensure you change to the Local Reporting Role prior to running any reports. Hover over your primary role to bring up all roles you have access to. Click on the Local Reporting Role to change your level of access.


Running Reports Click on the Reporting tab >> Click on My Reports to bring up all reports you have access to.

You will be presented with the below screen where all reports that you have access to are displayed. You should have access to 14 reports as shown below.

Depending on the report you wish to run click on the Run button next to the report or search for the report number or title by typing your search requirements in the search box. For example, you can type 050 in the search box and click on Search to bring up the detailed mandatory training report. Alternatively, you can scroll down on the page to go to your preferred report and then click on the run button to run that report.


The following pages provide images of recommended entries within the 6 key reports listed on pages 5 & 6 within this document. 050 - Mandatory Training Report

1. Format: Always select XLS (Excel) as this format allows you to sort and filter your data

2. Output: Leave this at the default ‘file download’ option

3. Organisation: This option is selected by default. Use this option if you are running the report for the entire facility/service. Click on the List of Values box to bring up the options you have access to. Double click on your preference. The ID of your selected facility/service is automatically populated.

4. User Group: Select this option if you wish to extract data for a professional group. Click on the radio

button next to User Group. Click on the List of Values box to look up professional user group you wish to run the report on. Type in your search in the search box within the User Group window to bring up the preferred result. Double click on your preference. The ID of your selected user group is automatically populated in the field.

5. User: Click on the radio button next to User if you wish to run the report for a limited number of

employees. It is not recommended to choose this option if you have a large list of employees.

6. Manager: It is recommended you leave % in this field. If you wish to run the report for a department managed by a specific manager, you can click on the List of values box and search for the relevant manager name and double click on the name to add the ID of that manager to this parameter field.

7. Direct Reports Only: Always select No in this field; otherwise you will extract data for your direct

reports if you are a manager or manager delegate in the system.

39848871 is only an example. ID in this box would depend on the facility/service/user group/user record selected


8. Folder Type: It is recommended you leave mandatory in this field.

9. Folder: It is recommended you leave % in this field.

10. Outstanding Only: Leave the option at Yes if you only want compliance data. Change this field to No if you wish to generate a compliance and gap report.

11. Job Targeting: It is recommended you leave % in this field.

12. Click on Run to run the report. You will be presented with an excel file that you can click on to open

and save to your drive or as preferred.

050.1 - Organisation Mandatory Training Matrix



3. Organisation: This field allows you to extract data for your facility/service. Click on the List of Values box to bring up the options you have access to. Double click on your preference. The ID of your selected facility/service is automatically populated.

4. On Extended Leave: N (No) is selected by default. It is recommended that you leave this at N. This

ensures staff that are on extended leave are not included in the report. If you prefer to include staff on extended leave in your report, click on the List of Values to bring up both options and double click on Y (Yes) to be populated in this field.

5. Folder Type: It is recommended you leave mandatory in this field.

39848871 is only an example. ID in this box would depend on the facility/service selected


6. Folder: It is recommended you leave % in this field.


and save to your drive or as preferred. Understanding the report generated under this 050.1 matrix report.

050.2 - Mandatory Training Summary Report

This report has the exact same options as 050 Mandatory Training Report except for the last option – ‘Job Targeting’ parameter. Please refer to page 8 for information on options to select in each parameter. The Job Targeting parameter is always left at % therefore reports generated under 050 and 050.2 reports will provide the exact same results.

Column headings are hidden to maintain confidentiality. Each column will have the cost centre number & name based on Stafflink hierarchy

When you open the excel file that has been generated after you run the report, you will see % completions under all mandatory training courses. Column B gives you the overall % compliance for the entire facility/service that the report is run on. Fields that do not have % or colour filled in, indicate the course is not applicable for staff under that cost centre number.


001 - Content Object Status



3. Folder/Object: By default the Folder option is selected. Change this to Object by clicking on the radio

button next to the option. Object = Course. Click on the List of Values to search for the course you wish to extract the report. In the search window, type the course code or course name with the % symbol to search for the course you want to run the report. Click on Search or press Enter. Search results will be returned. Double click on the Course name to populate its ID in the Object field as shown above.

4. Organisation: This option is selected by default. Use this option if you are running the report for the

entire facility/service. Click on the List of Values box to bring up the options you have access to. Double click on your preference. The ID of your selected facility/service is automatically populated.


5. User: Click on the radio button next to User if you wish to run the report for one or more employees. It is not recommended to choose this option if you have a large list of employees.

6. User Group: Select this option if you wish to extract data for a professional group. Click on the radio button next to User Group. Click on the List of Values box to look up professional user group you wish to run the report on. Type in your search in the search box within the User Group window to bring up preferred result. Double click on your preference. The ID of your selected user group is automatically populated in the field.

7. Content Type: Leave this at %

8. Status Update From: Start date from when you want to extract data. Do not type in this file. Click on

the small calendar icon to bring up the calendar and use the < button to go as far back as you want to extract the report.

9. Status Update To: End date up to when you want to extract date. Do not type in this file. Click on the

small calendar icon to bring up the calendar and use the < button to go as far back as you want to extract the report.

10. Manager: It is recommended you leave % in this field. If you wish to run the report for a department

managed by a specific manager, you can click on the List of values box and search for the relevant manager name and double click on the name to add the ID of that manager to this parameter field.

11. Category: Leave this at %

12. Status: Click on the drop down to select ‘Completed’.

13. Active Users: Click on the drop down to select ‘Yes’.

14. Leave % in the Sex, Alternate_Email, Specialisation, Job Targeting, Pos_Class_Targeting and

Employment Type fields. If you wish to change any of these parameters, click on the List of Values to search and double click on your choice to select your preference.

15. On Extended Leave: N (No) is selected by default. It is recommended that you leave this at N. This

ensures staff that are on extended leave are not included in the report. If you prefer to include staff on extended leave in your report, click on the List of Values to bring up both options and double click on Y (Yes) to be populated in this field.




002 - Classroom Enrolments and Current Status

1. Format: Always select XLS (Excel) this format allows you to sort and filter your data

2. Classroom Object: By default the Scheduled Offerings Folder is selected and % is placed in the

parameter field. Change the selection to Classroom Object by clicking on the radio button next to the option. Object = Course. Click on the List of Values to search for the course you wish to extract the report. In the search window, type the course code or course name with the % symbol to search for the course you want to run the report. Click on Search or press Enter. Search results will be returned. Double click on the Course name to populate its ID in the Object field as shown above.



This section provides clarification on some of the parameters listed below.



button next to User Group. Click on the List of Values box to look up professional user group you wish to run the report on. Type in your search in the search box within the User Group window to bring up preferred result. Double click on your preference. The ID of your selected user group is automatically populated in the field.


6. Use Completed Date: Always select Yes

7. End Date From: End date from when you want to extract data. Do not type in this file. Click on the small calendar icon to bring up the calendar and use the < button to go as far back as you want to extract the report.

8. End Date To: End date up to when you want to extract date. Do not type in this file. Click on the small

calendar icon to bring up the calendar and use the < button to go as far back as you want to extract the report.

9. Manager: It is recommended you leave % in this field. If you wish to run the report for a department

managed by a specific manager, you can click on the List of values box and search for the relevant manager name and double click on the name to add the ID of that manager to this parameter field.

10. Status: Click on the drop down to select ‘Completed’.

11. Include Unenrolments: Select No. This is to ensure staff who have cancelled their application or are

no shows do not get included in the data extract. Select Yes if you want this information included.

12. Direct Reports Only: Always select No in this field, otherwise you will extract data for your direct reports if you are a manager or manager delegate in the system.




003 - Online and Certification Offering Enrolments Status


2. Offering: By default the Folder option is selected and % is placed in the parameter field. Change the

selection to Offering by clicking on the radio button next to the option. Offering = Online module. Click on the List of Values to search for the course you wish to extract the report. In the search window, type the course name with the % symbol to search for the course you want to run the report. Click on Search or press Enter. Search results will be returned. Double click on the Course name to populate its ID in the Object field as shown above.




button next to User Group. Click on the List of Values box to look up professional user group you wish to run the report on. Type in your search in the search box within the User Group window to bring up

This section provides clarification on some of the parameters listed below.


preferred result. Double click on your preference. The ID of your selected user group is automatically populated in the field.


6. Status: Click on the drop down to select ‘Completed’

7. Use Completed Date: Always select Yes

8. Date From: Date from when you want to extract data. Do not type in this file. Click on the small calendar icon to bring up the calendar and use the < button to go as far back as you want to extract the report.

9. Date To: Date up to when you want to extract date. Do not type in this file. Click on the small calendar

icon to bring up the calendar and use the < button to go as far back as you want to extract the report.

10. Manager: It is recommended you leave % in this field. If you wish to run the report for a department managed by a specific manager, you can click on the List of values box and search for the relevant manager name and double click on the name to add the ID of that manager to this parameter field.

11. Specialty Code: Always leave % in this field.

12. Direct Reports Only: Always select No in this field, otherwise you will extract data for your direct

reports if you are a manager or manager delegate in the system.

13. Active Users: Click on the drop down to select ‘Yes’.

14. Sex: Leave at % unless you want to run a report for a particular composition of the workforce.

15. Include Unenrolments: Select No. This is to ensure staff who have cancelled their application or are no shows do not get included in the data extract. Select Yes if you want this information included.




Scheduling Reports Staff with access to the Local Reporting Role can schedule reports by clicking on the Schedule Reports button which is available next to the Run button. The run button extracts data in real time, where as the Schedule Reports button allows the user to run reports on a set schedule, for example: every week, every 1st of the month etc. This feature is currently undergoing upgrade, hence may not be available for staff with Local Reporting Role Access. If staff are interested in scheduling reports on an ongoing basis, they are requested to contact SWSCEWD for additional support. Contact & Support The SWS Centre for Education and Workforce Development (SWSCEWD) office hours are Monday to Friday 8:00am – 5:00pm. Please direct all enquiries via: Email: [email protected] or Phone: (02) 8738 5920

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