Without proper governance even a perfectly created training program can become disjointed over time. Maintaining your Alchemy Training System in a clean and healthy condition is manageable provided that you maintain it. This article outlines strategies for maintaining your Alchemy Training system to ensure you stay on track with your training goals. To use the checklists provided within the article, download the file at the end of this article.
User Maintenance
Maintaining an organized and current user listing is essential for ensuring the accuracy of your training data. Below is a checklist that can be used when working with users in Manager.
Note: If your organization has opted in HR integration, users will be added and removed based on the timed communication between your HR application and Manager. While user records will be updated automatically in conjunction with HR integration, you will still want to subscribe the users record to groups accordingly.
For information regarding admin access and add-on roles, refer to our Access Levels and Access Levels with Diamond Access articles.
Group Management
Creating specific standards within your organization can help to ensure that groups and their memberships are organized and manageable. Below are tips and examples for maintaining your groups clean and in functioning order.
Naming conventions are a great way to ensure each location can generate data based off of training records. In order to keep groups in order we recommend an organization wide naming system. For more in depth information on naming conventions, refer to our Use of Naming Conventions article.
Below are some examples:
- Worksite, Department, Position or Shift: ATX Maintenance First Shift
- Worksite, Pay Type, Topic: ATX Exempt Annual HR Training
- Worksite, Department, Leveled Position: ATX Workplace Safety Forklift Operator I
Groups work in conjunction with learning plans. Subscribing groups to learning plans ensures that users complete the necessary learning activities, and automatically subscribes new users and new groups members to those learning plans. To learn more about how this, refer to the Automatic Subscription section of our How to Assign Users to a Learning Plan.
Course Maintenance
Ensuring courseware is up-to-date is imperative for any training program. While Alchemy courses are industry vetted and updated with a cadence of 12 to 18 months, it is crucial that your company specific courses are also current. The tasks below can help maintain the integrity of your company specific activities.
For more in depth information on naming conventions, refer to our Use of Naming Conventions article.
Learning Plan Maintenance
When maintained, Learning plans make active curricula easily accessible and relevant across several work sites. The following list provides essential factors to take into account when maintaining learning plans. Refer to our Learning Plan Options article to learn about the different types of plans we have available.
Other Tips
- Frequency: Set aside time in intervals for maintenance of your Alchemy System.
- Alchemy Champion / Succession: Make a plan for who can manage and maintain your Alchemy site in your absence, and establish a succession plan to help ease organizational transitions.
- Scheduled Reports: Review scheduled reports, enter an end date that coincides with your maintenance dates to ensure outdated and irrelevant reports are not being emailed at regular intervals.