Training Administration Management System

1. Overview

The SITA Training Administration Management System has been developed as a password protected, menu driven training administration system based on current DOD training requirements and developed with MILQUAL compatibility in mind.

The system was designed utilising the Paradox Developer base, with general Basic and SQL scripts inserted to increase the capabilities of the system to provide management information.

Use of the system is based on a simple training management process where the following actions would normally take place:

• A basic course structure is created.
• Sequences (or actual dates and places) are added to the structure.
• Learners are registered as nominated.
• Course results are entered.
• Reports are generated.

2. Current System Focus

2.1     Administration Management

Whilst TAMS was developed in order to assist SITA in complying with the DOD processes and standards regarding the administration of training, it has become an invaluable tool for the storage and retrieval of training information. With user report generation facilities, the system utilises a combination of seven main databases upon which such information as course structures, dates, requirements, nominations, examination numbers, detailed personnel information, unit data and course results is stored.

2.2     SAQA Compliance

TAMS is currently being expanded to accommodate information as required in SAQA format. As compliance with the requirements stipulated by SAQA for the maintenance of learner portfolios has created a tremendous additional administrative workload for Facilitator/Assessors, the system is being modified to be able to upload and download data to individual workstations or PC’s with which Facilitator/Assessors are able to perform all their administration management tasks digitally.

3. Future System Development

Retrieving data and publishing it over the Internet or an Intranet is becoming increasingly important. As the popularity of the Internet increases, and as users become accustomed to retrieving information using Web browsers, the need for a Web based TAMS has become imperative.

As the current Paradox developer’s utility is JPDOX™ Web enabled, the system will be adapted accordingly, in order to allow both learners and assessors the opportunity of being able to access portfolios and learner history from any Web enabled PC, logged onto the applicable network.

4. A Walk Through the System

4.1     The Main Menu

TAMS was developed with a five tier password system which can be modified by an "Administrator" with level five access. The various access levels allow users access to different functionalities.

Once the user has successfully verified their password, the "Main Menu" is made available. From this menu, the user is able to select any one of the following options:

• Learner record maintenance.
• Station (Unit) record maintenance.
• Basic Course Data.
• Learner/Course Registration.
• Course Result Data Input.
• Reporting.
• System Administration.
• Query Menu.

4.2     Learner Record Maintenance

In order to ensure that all data pertaining to each learner is captured, the Learner Record Maintenance Screen is dedicated to capturing and changing a vast spectrum of learner data.

Figure 1: Learner Data Input

4.3     Basic Course Data

In order to create and maintain course data, the data capture screen for this functionality has been attached to three databases in a one-to-many format. In this way:

• Many Module Numbers (with their own ordered data) can be created for each Course Number and 

• Many Sequences (or course dates) can be created per Course Number and Module Number.

Figure 2: Course Data Screen

4.4      Link Learner to Course

Once the Course Data and Sequences have been completed, and Learner Records have been created, it is time to "Link" all accepted Nominees to a specific course. In doing this, the system creates a unique "Student ID" which will henceforth protect the learner by ensuring anonymity throughout the course examination process.

Following the linking, Exam Number Letters are printed, which provide the learner with a personalised welcome note, reflecting the course details and the learner’s Examination Number. This note also instructs the learner not to make this number known, in order to protect their identity.

Figure 3: Link Learners to a Course

4.5     TAMS Reporting

The report generation module within TAMS is highly flexible and will accommodate many permutations for information, thus ensuring a varied data provision which is customised by the user.

 

For more information contact:

SITA Business Enabling Training Services
Gavin Victor 
t. +27 12 482 2021
m. 082 655 3903