Configuring Calendar-based Period Settings

Objective

After completing this lesson, you will be able to configure calendar-based period settings to set due dates for items in a curriculum.

Calendar-Based Settings Configuration

Calendar-based settings are used when training is due on or by a specific date on the calendar. The following fields must be considered and changed to establish calendar-based settings:

Calendar-based Settings Fields are highlighted.

Initial Assignments:

Initial Number and Period: If the initial number is 365 and the period is Days, then this is the window of time from the Basis Date that users can complete the assigned course for the first time. For example, if the basis date is January 1st, users have 365 days to complete the assigned course which is until December 31st of next year.
Initial Basis: The calculation starts from a fixed Calendar Date.
Threshold: Entire will not grant a grace period. If the due date is on December 31 and the course is assigned on the same date, the user still needs to complete the course. The Number of Days entered will provide the user a threshold. If 11 is entered in the Days field, if you were assigned the course 11 days prior to December 31, you are not required to complete it.
Previous Completions: If the user has completed the course 5 years ago, that completion may still be valid and the user does not have to re-take the course. If the user needs to re-take the course, we can set the system to ignore completions that are older than a certain number of days.

Retraining Assignments:

Retraining Number and Period : If the users need to be retrained for a course in a year, select 365 and Days respectively.
Retraining Basis: The calculation starts from the Calendar date that is entered in the Basis Date.

Additional Fields:

Effective Date: Enter the current date. This is the date when any changes to the items become effective in the curriculum.
Assignment Type: The course can be marked as Optional or Required.
Basis Date: Calculate the Basis Date. For annual training use this formula:

Basis Date = Initial Due Date + (1 Day) - (1 Year)

Example: The course is due on May 05, 2025.

Initial due date: May 05, 2025.

Calculation:

Basis Date = Initial Due Date + (1 Day) - (1 Year)

Basis Date = 05/05/2025 + (1 Day) - (1 Year)

Basis Date = 05/06/2024 (MM/DD/YYYY)

The Basis Date is May 6th, 2024

Caution

If training is scheduled for the final day of the year, the basis date year does not change. If training is scheduled for 31 Dec 2025, the basis date year remains 2025.

Note

The Required Date Basis is not applicable for Calendar-Based Settings .

The diagram below illustrates the decision flow for establishing calendar-based settings.

Decision flow for Calendar-based Settings

Configure Calendar-Based Settings

In order to configure calendar-based settings, you wlil do the following:

Steps

Decide on the initial due date (Ex: May 05, 2025).
Calculate the Basis Date. The basis date is used to determine the starting point for calendar-based settings. Example: For annual training you would apply the +1 Day/-1 Year from the initial due date formula. (In this case, the Basis Date would be May 06, 2024)
Decide if a Threshold is needed and on what basis you want to apply that threshold:
- Selecting the Threshold option Entire means training is due by the initial due date regardless of when it was assigned.
- Selecting the Threshold option Number of Days means that if the learner is within a certain number of days of the Basis Date, training is due on the initial due date. If the learner falls outside of that parameter, then training is not required until the next recurring due date.
Enter the retraining information (if applicable), effective date and assignment type as previously described.

Result

Watch this video to learn how to establish calendar-based events.

Video Summary

In this video, Donna, an implementation consultant, guides Marco, an administrator for ABC company, through the process of configuring calendar-based settings in curricula. Donna shows Marco how to set initial due dates, calculate Basis Dates, and utilize thresholds to set up calendar-based settings. They use practical examples to manage specific due dates and create grace periods for courses. By the end of the video, Marco feels confident and ready to configure calendar-based settings in curricula for his company.

Establish Calendar-Based Settings for Items in a Curriculum

Business Example

In this exercise, you establish calendar-based settings for training recurs annually.

ExerciseStart Exercise

Steps

Establish calendar-based settings for training that is required and due on 31 December 2025. This training recurs annually, regardless of when it was assigned.
1. From the curriculum entity, select the Contents tab.
2. Select Manage Contents.
3. Select Edit next to the second listed course.
4. In the Initial Assignments section, enter 1 for the Initial Number, and select Years for the Initial Period.
5. Select the Calendar radio button for the Initial Basis.
6. Select Entire Period for the Threshold field.
7. In the Retraining Assignments section, enter 1 for the Retraining Number, and Years for the Retraining Period.
8. Calculate and enter the basis date. To make annual training due on 31 Dec 2025, apply the formula: Basis Date = (Initial Due Date + 1 day) - 1 year. The basis date would be 1 January 2025.
  Note
  Remember the exception for annual training. If training is scheduled for the final day of the year, the Basis Date year does not change. If training is scheduled for 31 Dec 2025, the Basis Date year remains 2025.
9. For the Effective Date field, use the current date.
10. Choose Required (REQ) for the Assignment Type.
11. Select Apply Changes.
12. Close the Content window to return to the curriculum Contents tab.

Summary

Calendar-based settings assign due dates based on fixed calendar dates, ensuring training is completed by specific deadlines.
Initial assignments determine the time window for first-time completion, starting from a defined Basis Date and using thresholds to create grace periods if needed.
Retraining assignments establish recurring deadlines, calculated annually or based on intervals defined from the Basis Date.
Additional fields, such as the effective date and assignment type, determine when changes are implemented and whether courses are optional or required.
The Basis Date is calculated using a specific formula, typically starting one year before the initial due date, and sets the foundation for recurring calendar-based schedules.

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