When deactivating users, should I remove their training requirements? What if users are on long-term leave?

When users are deactivated, Training Administrators and Coordinators have the option to either delete users' training requirements or leave them in place. One factor that can help determine which to choose is whether a user may potentially return to work, such as after a long-term absence. Below are some additional factors to consider when deciding whether to delete training requirements for inactive users.

1. Grand Avenue has a training configuration option that prevents new training records from being created for deactivated users. If all training requirements for deactivated users are deleted, this configuration setting doesn’t apply; but if training requirements are left in place for deactivated users, the option should be set as shown:

   Open

   

   Training configuration option to prevent new incomplete training from being created for deactivated users who have training requirements

    

2. If deactivated users still have assigned training requirements, the users are listed on Manage Training pages for the training coordinator, the user’s department manager, and any applicable trainers, even if the deactivated user has no incomplete training. If training requirements for deactivated users are deleted, the users are not displayed on any Manage Training pages.
   
   The Manage Training pages do not distinguish active users from inactive users.
   
   

   Open

   

   User Ann Ivey has been deactivated and has no incomplete training, but is shown on this Manage Training page because she still has training requirements.

3. Users may have incomplete training records generated prior to being deactivated.

   1. If training requirements are deleted when a user is deactivated, existing incomplete training records are deleted

   2. If training requirements are maintained when a user is deactivated, existing incomplete training records remain in the system.

      1. Prior to Grand Avenue 15.1, closed training records imply that training completed successfully, so incomplete training records were left open and either went overdue or required that their due dates be manually extended.

      2. At Grand Avenue 15.1 and later releases, incomplete training records can be closed without indicating that training completed successfully by signing off the records with a Training Type where the value of Indicates Requirement Was Satisfied? is “No” or “N/A”.

         • An Indicates Requirement Was Satisfied? value of "No" can be used to indicate situations where the training record should be closed but the user should not be considered as satisfying the training requirement (e.g. User failed training verification, User on leave of absence, etc.).

         • An Indicates Requirement Was Satisfied? value of "N/A" can be used to indicate situations where the training record should be closed but not considered when determining whether user has satisfied the training requirement (e.g., Refresher not necessary - Previous training applies, etc.).
           
           

4. If deactivated users are reactivated and their training requirements were maintained, their training requirements are already configured for their previous job responsibilities. If deactivated users are reactivated and their training requirements were deleted, new training requirements must be assigned according to their current job responsibilities.

   • Training records for deactivated users are maintained in Grand Avenue indefinitely, so regardless of whether training requirements are left in place or deleted and recreated, reactivated users do not repeat training on previously completed document revisions unless refresher training is assigned.

   • Users complete training on the latest revisions of document training requirements for which they have not already completed training (i.e. no training is required on intermediate revisions created while users are inactive)
     
     

5. Prior to Grand Avenue 15.6, deactivated users had to be temporarily reactivated to view/manage their training records. At Grand Avenue 15.6 and later releases, a link to any user’s View/Manage Training page is accessible by clicking Manage Users → Define Users → Info <User>, even if the user is deactivated.