Overview
The NIH Training Center (NIHTC) Class Offering workflow is used by the NIHTC to track class offerings that will be managed, approved, and coordinated.
Entering and Reviewing the Data: Tabs
WiTS workflows are comprised of ‘Tabs’, which are completed in consecutive order by one or more persons. Below is a list of what information is captured in each tab of this workflow.
Class/Offering Tab
- WiTS#
- Date Entered
- Last Saved/Updated By
- Program Manager
- Training Coordinator
- Enrollment Training Type
- Remote Supplement ID
- Course ID
- Offering ID
- Title of Training
- Class Minimum
- Course Description
- Class Maximum
- Course Abstract
- Class Start Date
- Rescheduled Start Date
- Class End Date
- Rescheduled End Date
- Location, Location Maximum
- Other Location
- Start Time
- End Time
- Start Date/Week Day
- End Date/Week Day
- Number of Days of Class
- Classroom Type
- Offering Comments
Cost & Vendor Tab
- Vendor Payment Required
- Classroom Cost
- Vendor Cost
- Material Cost
- Parking Cost
- In-House Printing Needed
- Administrative Cost
- Administrative Level of Effort
- Other Cost Description
- Other Cost Amount
- Calculated Tuition
- Overhead Cost
- Total Cost
- Actual Tuition
- Vendor Name
- UEI/DUNS Number
- EIN
- Vendor Email Address
- Vendor Phone Number
- Vendor Address
- Vendor Justification
Approval Tab
- Approver
- Approval Status
- Approval Status Date
- Approver Comments
Delivery Tab
- Delivery Status
- Reason for Cancellation
- Other Reason
- Date Training Posted in LMS
- Date Displayed to Learners
- Date Class Filled
- Date SF182 Sent to Vendor
- Delivery Comments
Close Out Tab
- Number of Learners Approved
- Number of Learners Remaining
- Date LMS Closed Out
- Number of Additional Learners Not Included in Roster
- Evaluation Report Attached
- Final Roster Attached
- Date of PM Review
- Close Out Comments
Moving through the workflow: Routing Participants:
Program Manager (Initiates Action) then
Approver (Approves Action) then
Training Coordinator (Reviews Action) then
Program Manager (Completes Action)
Routing Options:
The routing menu is used to move actions through the process and/or to send emails. The options and email recipients may change based on who has the action in their worklist.
When the action is in the ‘Initiation’ step:
- Send for Approval
- Cancel – No record Kept
When the action is in the ‘Approval’ step:
- Approved – Send to Training Coordinator (TC)
- Modify – Send to PM
- Disapproved – Close Out Action
When the action is in the ‘Training Coordinator Review’ step:
- Send to PM – Offering Posted
- Send Email to Vendor (SF182)
- Send to PM – Final Review
- Send to PM – Other
- When the action is in the ‘Complete Action’ step:
- Send for Approval
- Send to Training Coordinator (TC)`
- Complete
Communicating Status and Reminders: Email
Based on established SLA's and/or business rules, email notifications and reminders are automatically sent from WiTS throughout the completion of the workflow.
Subject: Training Offering [Course ID] Delivery Decision Needed
-Sent to Program Manager and Training Coordinator when training starts in 14 days and ‘Delivery Status’ field is not completed.
Subject: WiTS Reminder to Send SF182 [Course ID]
-Sent to Program Manager and Training Coordinator 1, 3, and 7 days before course start date when ‘Payment Processing’ and ‘Date SF182 Sent’ are not completed if ‘Vendor Payment Requirement’ is ‘Yes’ and ‘Payment Process’ is ‘SF182’.
Subject: Training [Course ID] is occurring soon!
-Sent to Program Manager and Training Coordinator when training starts in 2 days and ‘Delivery Status’ field is not cancelled.
Subject: LMS Close out Needed for [Course ID] [Course Start Date]
-Sent to Program Manager and Training Coordinator when a class close out date has passed and the ‘Date LMS Closed Out’ field is empty.