REPORTER Help Documentation for Compliance Admins
Viewing Compliance Reports
Last Updated 12/12/2017
Table of Contents
Interpreting Compliance Reports
Accessing Reports - By Participant, By Requirement
As a Compliance admin you have the ability to view compliance records related to requirements you have access to. In those records, you have to 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 Archived data will include anything the user was required to complete in the past even if the requirement is no longer active. This does not include unassigned requirements, just requirements that are no longer active.
To view reports:
- On the left side panel, select Reports
- Select the Compliance Reports link
- Indicate whether you want to include only active data, or if you want archived compliance information included
- Once you have selected which data you want to include, you will see a list of requirements you have access to view reports for. The reports are split up by ‘By Requirement’ view or ‘By Participant’ view.
By Requirement
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.
If you want to view the compliance data for a specific requirement, double-click on it, or click to highlight in red 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.
An admin can select the View Status by Course button to drill into the report and see completion information for individual courses that make up the requirement.
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 related to completing that course.
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.
- You will be able to search at the top for a specific person.
- You will only see records related to requirements you are an admin for
- There is one row per course, per requirement
- If two requirements contain the same course, there will be a row for each. If one course is used in two requirements, there will be a row for each.
- The report is exportable
Interpreting Compliance Reports
Overall Compliance
The overall compliance report for a requirement can be accessed by:
- In REPORTER, select Reports from the left side menu
- Select the Compliance Reports link
- Indicate whether you want to include archived data or not
- Find the requirement whose reports you wish to view. Click on it and select the View Details button
This report will allow you to see who has completed their required training, when they completed it, what their due date is, and you can easily see who is out of compliance. The report has the following columns:
Name, Unity ID, Employee ID, Email: Identifying information for the assigned user
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.
Date Assigned: The date the user was first assigned training.
Most Recent Completion: If a user has completed all components of a requirement, the date they completed the last component will show.
- Assigned by: The name of the person who assigned the user.
- Due Date: The nearest date for any component of the requirement. If the requirement only contains one course then it will be the due date for that course.
- Status: The user’s overall compliance status based on their due date and completion. This can be ‘New Assignment’, ‘In Compliance’, ‘Due within 30 days’, or ‘Out of Compliance’.
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 course in the requirement by the due date, they will be out of compliance.
Status by 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. The ‘Status by Course’ report can be found by:
- In REPORTER, select Reports from the left side menu
- Select the Compliance Reports link
- Indicate whether you want to include archived data or not
- Find the requirement whose reports you wish to view. Click on it and select the View Details button
- On the next page, select the Status by Course button on the right hand side
A window will open containing a block for each course within the requirement. If the requirement only contains one course, you will only see one block.
Each block in this report corresponds to the participant’s completion data for that particular course. The overall compliance report uses this data to determine overall due dates and compliance status.
In each block you will see the following information for each user and each course:
- Name, Unity ID, Employee ID, Email: Identifying information for the assigned user
- 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)
- Date Assigned: The date the user was first assigned training.
- Most Recent Completion: If the user has completed an instance of the course, their most recent completion date will show.
- Assigned by: The name of the person who assigned the user.
- Due Date: When they are due to complete that course by. Due dates are tracked per course, but overall compliance will be ‘due’ by the nearest of the course’s due dates.
- Status: Their compliance status for that course based on their due date and completion. This can be ‘New Assignment’, ‘In Compliance’, ‘Due within 30 days’, or ‘Out of Compliance’.
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.