Last Updated 6/16/22 REPORTER Help Documentation for Compliance Admins |
Viewing Compliance Reports
Access to Compliance Reports is dependent on the Compliance Admin role and which requirements the admin has access to Manage. Compliance Admins will have two primary reporting types available through their permissions -- By Requirement or By User. Through these reports, the admin is able to pull details about everyone under a single requirement, or by multiple requirements.
Table of Contents
Interpreting Compliance Reports
Active and Archived Requirements
Active and Inactive Assignments
Primary Reports Used
Additional Reports
Additional Resources
Using "Participant Management"
Recommendation by Participant report
Overview of Available Reports
In addition to having the ability to look up a specific participant using Participant Management, Compliance admins can also access the following Reports using the Compliance Reports page:
(Opened via Left Menu in REPORTER: Reports > Compliance Reports) | Includes all of the requirements you are an admin of (including archived requirements), and summary numbers of the statuses that assigned users have. | |
(Left Menu: Reports > Compliance Reports > View Details) | Provides a list of all requirements with additional details of all participants who is assigned to the requirement This report includes the same details found when managing assignments, but only active requirements are included when using the navigation (Compliance Administration > Manage Assignments > Double click requirement in list) | |
Available from the primary report by clicking ‘View/Export More Details’ | Includes the same records as the primary report, plus additional student and job data fields; additionally, those with multiple jobs will have a separate row for each job record. | |
Available from the primary report by clicking ‘View Status by Course | Provides details about assigned users broken up by the courses they are required to complete. Also includes additional, course-related information, such as registration date. | |
(Opened via Left Menu in REPORTER: Reports > Compliance Reports > Compliance by Participant tab) | Provides a full record of which courses and requirements a user is currently, or was previously assigned, along with details about the requirement. | |
★ Detailed Compliance by Participant Report Available from the Compliance by Participant report by clicking ‘View/Export More Details’ | Includes the same records as the primary report, plus additional student and job data fields; additionally, those with multiple jobs will have a separate row for each job record. | |
(Opened via Left Menu in REPORTER: Reports > Compliance Reports > Compliance by Participant tab) | List of all participants with recommendations to take a course that can be assigned via an existing requirement |
Viewing reports via Left Menu > Reports > Compliance Reports:
When accessing reports through the menu link, you will have the option to view additional records not seen when managing assignments. Here you have the option to view only ‘Active’ data, or to include ‘Active’ data and ‘Archived data’. Archived data will include anything the user was required to complete in the past even if the requirement is no longer active. This does not include unassigned requirements, just requirements that are no longer active. |
Interpreting Compliance Reports - (CURRENTLY UNDER CONSTRUCTION)
As a Compliance admin you have the ability to view compliance records related to requirements you have access to. When viewing records it’s important to note that a requirement can be “Active” or “Archived” and a specific user’s assignment can be “Active” or “Inactive”. If a requirement is archived, all the assignments will be inactive. If a requirement is Active, then only those who have been unassigned will appear as ‘Inactive’ assignments.
There are a few report variations available to use depending on what your reporting goal, but the following fields are seen in most reports: is true for all reports:
Report Field | About | Variation Notes |
“Archived” | Reference to whether the Requirement is Active or if it has been closed out. Archived Requirements are no longer active. | Users are not considered actively assigned that requirement once archived. |
“Inactive” Usually in reference to the assignment for an individual person. If active, they are still assigned, if inactive, the requirement is not longer assigned and/or active | Unassigned users will be inactive, and users assigned to now archived requirements will be inactive | |
Registration Status Determined by Due Date, Previous Completions, and Active Registrations and reflects whether someone needs to register for or just complete a required course. This is shown to users and admins.
| If someone registers for an additional instance after completing a required course, the course will update to Registered, but the completion credit is not lost. If someone is Complete and there is a refresher cycle, this status will update when the user is Due within 30 Days, changing from ‘Complete’ to ‘Action Needed’. | |
Assignment Status If a requirement includes more than one course, each course has a separate assignment status, and those statuses impact the overall requirement status
| If an assignment is “Inactive”:
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Requirement Status (Often labeled just “Status”) Indicates the user's course completion in relation to a requirement. The statuses seen here for Active Assignments are the same at the Assignment Statuses described above. If a requirement contains multiple courses (or multiple course options) users will have a separate Assignment status per required course, plus an overall “Requirement Status” for the requirement.
| With Active Requirements:
If the requirement has been archived:
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Assigned By & Date Assigned This will identify who identified the user as required, and on what date they were assigned. If the requirement allows people to be assigned by their Supervisor, this field can be helpful to determine if someone was identified by a Supervisor versus being Identified by a Compliance Admin. | It should be noted that this person may be administrative support working on behalf of the training owners or compliance managers, and does not necessarily indicate who determined the person was required. Additionally, if someone is assigned automatically by way of another system (example - Safety Checklist), you will see a specific person’s name even though they did not physically go into REPORTER and tag that person. | |
OUC The code for the user’s department. If you hover over this number you will see the user’s supervisor. If the user has multiple jobs, hovering will show additional job OUCs. | If you View/Export More detail, there is a row per user, per job (so if you have 2 jobs the report will have 2 rows for you with one ouc on each). | |
Supervisor The REPORTER System receives two data files from the Peoplesoft HR System on a nightly basis and those records are imported into the REPORTER system to be used for compliance and training management. | The two files include and result in the following: One file includes all active employees and their general and contact information (including legal and preferred name). Before importing the file, REPORTER changes the system value of “Active Employee” to be No for all users. Then, the system will identify anyone listed in the file that does not already have an account in REPORTER (e.g. New Hires) and it will create their account. Lastly, it will import the data for all persons, and change “Active Employee” to Yes for those listed. The second file contains every active job record and a portion of the associated job data Includes all job records, so if someone has multiple jobs, they will have multiple records, and each record includes the “Reports to” field If there are multiple jobs, the primary job (the lowest “Empl Record”) is the only supervisor that gets notices | |
Student Data | Typically requires use of “View/Export More Details’ | Pulled from SIS |
Active and Archived Requirements
While a requirement is actively being used and enforced, it will continue tracking user interactions as they relate to the requirement.
When a requirement is no longer needed, (usually due to content changes or starting a new tracking cycle) it will be Archived in order to capture the completion data, assignment dates, and associated statuses.
You can Identify is a Requirement and/or Assignment is Active or Archived via
Using the left menu navigation of “Reports” > “Compliance Reports” you can access a list of requirements that you have administration access for. | |
On the far right, you will see a column indicating whether the requirement has been archived, if ‘Yes’ the tracking for that training requirement has been closed out and is no longer actively assigned to users. |
Interpreting Archived Reports - (CURRENTLY UNDER CONSTRUCTION) Compliance Status:
Most Recent Completion:
Due Date:
If the requirement has been archived:
At the time of Unassign Or Archival, as indicated by the Status --- the user had no completions counting towards meeting the requirement User was unassigned prior to the requirement being archived. The data included is specific to the point in time that the user was unassigned. User was Actively Assigned when the requirement was archived. Data included reflects the record at the time the requirement was archived. At the time of Unassign Or Archival, as indicated by the Status --- the user had previously completed at least 1 of the required courses. The user was due to complete training by this date. At the time of Archival, the user had previously met the requirement but was Out of Compliance for the Refresher Due Date indicated At the time of being unassigned, the user had previously completed at least 1 of the required courses | ||
Record A: User was assigned at the time the requirement was archived, but had not completed training. The Incomplete status column indicates the user was identified as required at the time the requirement was archived. Record B: User was assigned in the past, but was unassigned before completing the course. The Empty Status column indicates they were unassigned the requirement, and therefore had no compliance status when the requirement was archived. In both cases, the “History” tab can be used to verify what occurred with a particular record. | ||
Active and Inactive Assignments:
Requirements Summary Report
When viewing reports by requirement, you will start with a list of all requirements you admin and a summary of the associated compliance numbers. These compliance numbers are categorized based on the assigned users’ compliance statuses.
As a Compliance admin, you are able to filter and find specific compliance requirements via the Compliance By Requirement tab. If you want to view the compliance data for a specific requirement, double-click on it, or click to highlight in gray and select View Details. This will open the compliance report for the requirement, which includes all users who are assigned to that requirement, their nearest due date, and their overall compliance status.
Search button brings out a list of other options that allows you to filter for specific requirements.
Primary Compliance Report
The Primary Compliance Report is the overall report opened for a specific requirement to see who is assigned, what due dates they have, and what their compliance status is. The page will provide a variety of information, links for additional reports, and options for managing the records.
To access this report for both Active and Archived requirements in REPORTER:
Select Reports from the left side menu, then select the Compliance Reports link. From there find the requirement whose reports you wish to view, select it and click the View Details button.
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The report for Active Requirements will appear as pictured below, and depending on active/archived, will also include the following:
Report Information | *If the courses within the requirement have different due dates, the nearest one will display. Status corresponds to the overall status for the requirement. If users have completed some but not all of the courses in the requirement by the due date, they will be out of compliance. | |
Columns Included:
Search Options:
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Report Options | ||
Export to Excel: Exports the rows and columns into a single sheet excel file. View/Export More Detail: Opens a new page displaying more information about each participant. | ||
Management Options | ||
Select all: Selects all participants of the course.(Used with search fields and a management option) Deselect all: Deselects all participants of the course. (Used to undo a select all) Unassign - Send Email: Removes selected participants from the assignment and sends the participants an email. | ||
View Notes: View notes of selected participants. Email Selected Assignee(s): Sends selected participants a customized email. Add Notes: Creates a customized note of selected participants | ||
Additional Pages | ||
The Bulk/ Assign/Register tab allows admins to assign multiple/large amounts of participants via excel. For more information on the process see Bulk Registration The History tab displays the history of all participants that have taken the requirement. The Email History tab displays the history of all emails sent to participants within the requirement - more details seen here. |
Compliance Status by Course
The Primary Compliance report provides overview of assigned users and relevant details to summarize their overall association with the required courses. From the primary, or overall, compliance report for the requirement, data can be seen for users who are assigned to that requirement including their nearest due date, and their overall compliance status. However, if a requirement includes more than one course, Compliance Admins admin can select the View Status by Course button to drill down to see completion information for each of the individual courses that make up the requirement.
In order to see details broken down by the required course, and to see the completion status and dates per course, admins can select the “View Status By Course” option from the primary report page. |
Status by Course will show a block for each course in the requirement: | |
Within that block you can see the associated compliance data for each user as it relates to that course. Here you will be able to see if users have different due dates for each course, whether they completed any of the courses and when, and their compliance status as it relates to completing that course. |
In each block you will see the following information for each user and each course:
If a requirement contains more than one course, you may need to drill down into the report to determine which portions of the requirement have been completed.
View Registrants not Assigned
This report can be used to identify users who are registered for a course they are not currently assigned. That data can be used to determine users who need to be dropped and/or assigned.
The report is only available if the requirement is currently active, and is found in REPORTER via:
1). Use the left side panel to expand Compliance Admin, then select the Manage Assignments link. | |
2). From there you will click to select a requirement, then choose a button based on the actions you wish to perform. 3). Click on the target requirement to highlight it, 4). Once highlighted, click the button to View Registrants Not Assigned. |
You will see a section on the left for each course that makes up the requirement. In that section is a list of all users who have registered for any instance of the course but are not assigned to the requirement. You can export these lists, search within them, and filter to use the ‘Select All’.
If you wish to assign any of the registered users to the requirement, click to highlight the desired users in grey (or use select all), and click the Add button. The added users will show on the right side of the screen.
Compliance by Participant
As referenced in Step 4 under Reports, when you are viewing compliance reports, you can view by requirement or by participant. To view compliance records for a specific person, select the Compliance by Participant tab.
Detailed Compliance by Participant
Opens a new page displaying more information about each participant.
Recommendation by Participant
If a course is contained by a requirement, it can be assigned; however, in addition to that, the course can also still be recommended by the course admins. As a Compliance Admin, you have access to see which users have been recommended to a course attached to your requirement.
Compliance Admins can see users who have been recommended to take courses in the requirements they administer by viewing the ‘Recommendation by Participant’ report which will include one row per course, per recommendation.
Full Help Documentation for this functionality is available here: Recommending courses
Participant Management
Through the ‘Participant Management’ page, Course Admins and Compliance Admins can see and interact with multiple registrations and assignments for a single user in one place. Records and available options will depend on what access the user has been provisioned with their role.
Full Help Documentation for this functionality is available here: Using "Participant Management"
For questions or additional information you can view our support site at support.reporter.ncsu.edu or you can contact us at reporter_support@ncsu.edu.