XTRAIN Mtgs

Owned by Former user (Deleted)
Last updated: Jul 12, 2013Version comment
4 min read

Mtg with Judy Offut and Christine Viele

Attendees:

Arun

Roger, Christine C.

  • Judy is not the single process owner. Must check with F&B folks for all non-HR access requests
  • Create to-be processes first, then shop to Judy and others
  • Look at ALICE process
  • Training- 1. register for class, 2. Access request 3. TAC approval
  • YAS values - manual?
  • Enhance TMS?
  • Quality check - who has access, who had training - different process owners for each class

Brainstorm session 7/1/13

Attendees:
Costantino, Christine
Goodfriend, Kathleen
Manville, Barbara
Mazeiko, Hermina
Patel, Kesha
Reddy, Venkat
Viele, Christine

Discussion:

  • Introductions, what we are doing - START replacement and IAM initiative
  • Barbara led, Christine took notes
  • Barbara mapped the as-is process with START as the initial point of entry.  Kathy explained that given the issues with requests  initiated in START, users are told to begin their request in Xtrain , NOT START.  The remainder of the process functions in a similar manner regardless of the point of entry.  
  • Process documentation describes a manual waitlist/course creation/enrollment process in Xtrain.  Kathy pointed out that in the case of Oracle classes this process is automated.
  • The current TAC people list has significant overlap with the Lead Admin.  If we can use the lead admin as approver, then the financial approval process can be used and the TAC people list can be eliminated. Christine will bring this up at the 7/11 operations group meeting.
  • WebDisplay attribute in TMS is used to prevent users from being able to search and find courses.  This will allow us to setup a course page that is not searchable (necessary to prevent un-approved students from enrolling).  Our new process can send a link to students so that they can enroll in an offering on their preferred date.
  • We discussed a possible process flow for training.  This flow will be mapped and sent to attendees prior to our next meeting.
  • As-is process in START - problems with starting the process with START, Kathy usually guides folks to use XTRAIN directly. TAC approval, then waitlist. Once enrolled, scheduled job runs to see who has class the next day - then inserts into START for provisioning (1x day @ 7am).
  • Not separated between Med and Central - documentation is old/wrong!
  • Stacy Smart uses XTRAIN for enrollment? Check in with her.
  • Venkat to chat with DBAs for which timing of scheduled job for class - what time?
  • Move to TMS - how could that work?
  • TMS can easily accept student enrollment.
  • LA/Ops Manager - TAC training - John DeNuzzo offers training.
  • Barbara to check - on Responsibility (2 levels?)
  • Need to review and update Responsibility descriptions - plain language for Ops Managers
  • Does anyone request access to other apps to TMS? All manual processes.
  • TMS - supervisor approval? Approval would happen in SN
  • Waitlist in TMS, but manual by whoever is managing the class.
  • Class dates are set-up 6 months in advance
  • Build a connector from SN with notification with link to enroll manually? Approval problem?
  • Approval by process owner in SN?
  • No Web display in TMS, can be found via search?
  • Would need to customize insert to TMS with approval from SN
  • Turn off Web display, send link to that course date? Then no customization. View from SN into TMS tables.

Action Items:

  • Need to map Oracle Responsibilities to Xtrain Courses – Barb (Kathleen to verify)
  • Determine which courses are optional/ required for each responsibility - ?
  • Verify which process owner can approve access to a responsibility - Christine C.
  • Determine whether Lead Admin can approve training/org access for new users – Christine C.
  • Map to-be process flow for training before next group meeting – Barb
  • Setup follow up session - Christine C.

Brainstorm session II - 7/11/13

Attendees:
Costantino, Christine √
Goodfriend, Kathleen √
Manville, Barbara √
Matta, Nagesh √
Stacey Smart √
Patel, Kesha
Viele, Christine √
Offut, Judy √
Nancy Scanlon √

Document

XtrainData.xlsx

Agenda

  1. Review courses to confirm which are active, required, related to access only
  2.  

Discussion

-Barbara led, Christine took notes

-Barbara sent XtrainData. xlsx spreadsheet to all attendees - she asked Venkat to extract this info from XTRAIN.

In spreadsheet: first tab "tblCourseGroup" is a listing of all courses

Column B - course offer? filter to remove the blanks, you'll see 19 records found. Each area of XTRAIN, verified all courses listed match number listed on website.

-Screenshot below column B - 11 course offerings from Kathy.

-Need to confirm these 19 courses - one is marked obsolete

-Would have to move which class? on XTRAIN not related to access ???

-Need to evaluate which courses are required training for access

  • Budgets - Grant & Contract - Oracle Financial Analyzer (OFA)
  • Casual Employee Setup & General Employee Maintenance
  • Casual Payroll Time Entry
  • Custom Commitments
  • Data Warehouse Reporting for New Users
  • Directory Update
  • Introduction to BrioQuery 9 Using the BUG Library
  • JSA- Journal Staging Area - TRAINING NEEDED
  • Procurement Inquiry - NO TRAINING
  • Labor Distribution (LD) - TRAINING NEEDED
  • Web Invoice Payment (WIP) - OBSOLETE
  • View HR Records with Salaries Responsibilities - NO CLASS? ASK MED SCHOOL FOLKS - MILLIE ANDERSON!
  • View all POAP Information (Responsibility Only) - NO TRAINING, ACCESS ONLY
  • View POAP Information Restricted by Organization (Responsibility Only) - ACCESS ONLY
  • Receipts Identification Form-Cash Receipts Handling - ACTIVE
  • User Access - TAC Training - ACTIVE, CONNECT TO TMS? REFRESHER CLASS? SUPPOSED TO BE TIED TO TMS AS AN ANNUAL REQUIREMENT (ONLINE PRESENTATION), BRAND NEW = TAKE CLASS.
  • STARS Training for Hiring Managers - OBSOLETE
  • VIP Number Requests and Assignments - ACTIVE
  • My Time for Supervisors - KRONOS ACCESS, OBSOLETE

-Now we have short list 10 or 11 courses to set-up in TMS*,* Venkat to do data dump? sounds like fresh is better. Feb. meeting - regular access process, and auditing JSA/LD related to grants.

-*Nancy - understand in data between xtrain to tms, process, manual or auto? to update Jackie Tucker.* Current XTRAIN process - documents?

-Mappings to responsibilities - Access only

-Tab roles - column H course, uncheck 0, obsolete and blanks

-Column G Deleted, uncheck the dates

Kathy - see the document she sent with course, role, responsibility all matches

TBLRolesResponsibility - column D, select all.

"Responsibility" in XTRAIN is a mapped function. 1 TAC class, 1 TAC role, 4 TAC "responsibilities/mapped function" START function to Oracle responsibility (eg. YUHR)

version 1.0 to come after mtg

column sort - remove

column H & I don't match START responsibilites. This name maps to START functions. respon to functions, resp. that stand alone and functions that stand alone (YAS function and START).