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CBPS TRAINING DATABASE: Instructions for Corporate/Regional Employees

(rev October 28, 2015)

What training do CBPS Corporate/Regional employees need to enter? Corporate/Regional employees are instructed to enter any training activity taken external to CBPS or not delivered by a member of the CBPS HR Training team. Examples:

• American Management Association (AMA)

• Institute of Management Studies (IMS)

• New Horizons

• Fred Pryor seminars

• External webinars, seminars, trade shows, and conferences

• Training taken within team meetings

• Six Sigma training provided by the Best Practices team

• Training provided by the Professional Solutions Group, marketing or other CBPS staff

• Courses taken through a college or university

Reminder: All AMA, IMS, New Horizons and Fred Pryor seminar registrations must be approved by your manager and scheduled by the Manager of Training & Development. All other external training and professional development programs must be approved by your manager and the Director of Training & Development. What training will be entered into the Training Database by CBPS’ Training Department? Training delivered by CBPS HR Trainers via WebEx or classroom training will be entered via the Training Department. Also, we will capture the data from any e-learning modules on the CBPS Intranet and the OLP (Online Learning Portal/SkillSoft) courses.

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How to log in to the database: 1. Go to http://connect.cbps.canon.com/HRTrainingTracking/Login.aspx 2. Log in:

• Username: Your 5-digit employee ID number (if your ID is fewer than 5 digits, type it in “as is”. Example: If your employee ID number is 123, enter 123 as your username.

• Password: Employee ID + MMDD of your birthday. Example: 456780214 (45678 = employee ID and February 14 is the birthdate.)

3. Click on LOGIN.

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4. You will now see your HOME page. 5. In the top half of the page, you will see all training courses and the total number

of training hours you have completed so far for the current calendar year. 6. In the bottom half of the page, you will see any mandatory courses that you have

not yet taken.

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How to enter your training data: 1. Click on ENTER DATA at the top of the HOME page.

2. You will now see the data entry screen.

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3. To select the TRAINING VENDOR, use the drop-down menu to select the vendor that provided the training you took (e.g., AMA, IMS, etc.). NOTE: If the training vendor does not appear in the drop-down menu, skip to Page 8.

4. To select the COURSE TITLE, type in the name (or the first few letters) of the

course. If the course title you want does not appear, select OTHER. 5. The TOTAL NUMBER OF HOURS will automatically populate with the number of

training hours associated with that course.

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6. Enter the COURSE COMPLETION DATE. You may type in the date or click on the blue box at the end of the field box to view the calendar and select your completion date.

7. Next, select the COURSE TYPE (i.e., how was the training delivered?)

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8. Next, you may add any comments, if needed, in the COMMENT box. 9. Finally, click SAVE. Your course has now been successfully added to the

database and will appear on your training history.

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From Step 3: 10. If the vendor does not appear in the drop-down menu, select OTHER.

11. A text box will appear where you can type in the name of the training vendor. 12. Next, type in the course title and total number of hours.

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13. Enter the COURSE COMPLETION DATE. You may type in the date or click on the blue box at the end of the field box to view the calendar and select your completion date.

14. Next, select the COURSE TYPE (i.e., how was the training delivered?)

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15. Next, you may add any comments, if needed, in the COMMENT box. 16. Finally, click SAVE.

17. After you click SAVE, your OTHER request will be emailed to the CBPS-Training

Database email inbox. A member of the Training team will review your request. • If your OTHER request has not yet been reviewed, it will appear in red and

show PENDING under the STATUS column on the top right of your HOME page.

• If your OTHER request is complete and the data is correct, the entry will be approved and will appear on your HOME page. The STATUS column will show APPROVED.

• If your OTHER request is incomplete or if the data is incorrect, the entry will be rejected and will remain in red. The STATUS column will shows REJECTED. If it is rejected, a member of the HR Training team will contact you to fix it.

The REJECTED status will be visible on your home page for 6 months before being removed. If you have any questions, please contact your local trainer.

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How to run your training history report: 1. Click on SEARCH on the HOME page tool bar.

2. You will see the SEARCH page, which shows your entire training history.

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3. You may search your training history by: • Course name • Date, or • Vendor

4. You can also select: • Equal to • Start with, or • Contain

If you aren’t exactly sure of the course name, date, or vendor, this will help you with your search.

5. Type in your data and click SEARCH. 6. You can also generate a training report by clicking GENERATE REPORT at the

bottom on the SEARCH page.

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7. You can then print your training history by printing on the printer icon. 8. You can also export your training history data into a PDF document or Excel

spreadsheet by clicking on the export icon and then selecting the desired file format.

9. When finished, click on LOGOUT in the tool bar.

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How managers can view training history for all their employees: 1. Click on REPORT in the tool bar. 2. Select the desired date range.

3. REGION:

• If you have employees in multiple regions, select ALL if you want to see training activity for all your employees.

• If you have employees in multiple regions but only want to see training activity for one region, select the appropriate regional acronym.

4. You are able to see training activity for employees within your hierarchy by 1, 2 or more levels. Select the appropriate DIRECT REPORT LEVEL.

5. Lastly, select DETAIL or SUMMARY. 6. Click RUN REPORT to generate your report.

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Frequently-Asked Questions: Q: When I go to my HOME page, I notice that I have a course missing. I took a WebEx with a CBPS HR Trainer earlier this year, but it doesn’t appear. What should I do? A: The HOME page only displays the current year of training you have taken. If a course you took is missing for the current calendar year, please email any member of the Training team and provide the pertinent information (your name, title of course, date taken, trainer name if known). If you are looking for a course you took in prior years, please use the SEARCH function to locate the course. Q: If I take a WebEx or classroom session with a CBPS HR Trainer, do I need to enter this information into the database. A: No. The CBPS HR Training team will enter any training activity that they provide via WebEx (e.g., Green Training, New Hire Orientation, Writing Emails, etc.), via classroom instruction (e.g., Sales Training, Area Manager Training, etc.). The Training team will also enter e-learning courses provided via the OLP (Online Learning Portal) or CBPS Intranet. To avoid duplicate entries, please do not enter this data. Please note, however, that if you participate in a WebEx session or classroom session offered by a member of another Corporate team (Best Practices, Marketing, PSG, Finance, Sales, or IT), then please enter this information into the database. Q: When I tried to input my data, I could not find an existing CBPS course in the drop-down menu. What should I do? A: Please make sure that you have the full and correct name of the course. Also, please note that courses offered by outside vendors such as AMA, IMS, New Horizons and Fred Pryor are listed with the vendor name first, followed by the course title, e.g., AMA The Voice of Leadership. Q: I made a mistake when I entered my data into the database. How can I correct it? A: Only the Training team can make edits to data. Please email anyone on the Training team with the information that you would like corrected. Q: What counts toward my training hours? A: All of these activities count toward your training hours:

• WebEx sessions conducted by the HR Training team members • Classroom instruction (conducted internally or externally by outside vendor) • OLP (Online Learning Portal) courses • E-learning modules (available on the CBPS intranet) • Seminars and conferences • Trade shows • Webinars offered by outside vendor • Training conducted within a CBPS team meeting • Job-related books