# Presentation: 531188

## Commerce Learning Center (CLC) Training:  EHRI Coding

- dddddd

## Learning Objectives

- There are four key learning objectives in this module.  You will:
- Learn what EHRI means, why it was developed, and why you need to enter EHRI data for each training event.  You will also understand the fundamentals of the EHRI process, including data entry,
- 	compilation and transmission.  [Slides 3 – 8].
- 2.	Know where to turn for assistance on EHRI coding if you have
- 	questions in the future.  [Slides 9 – 12].
- 3.	Become familiar with all 27 EHRI fields, and understand the
- 	fields where you are responsible for entering data.  [Slides 13 – 17].
- Understand what data OPM is looking for in each EHRI field and how
- 	they want it entered.  You will learn the Department’s best practices for coding each of these fields.  You will practice entering EHRI codes for sample training sessions.  [Slides 18 – 55].

## Learning Objective 1.What is EHRI?

- In this segment of the EHRI module, you will benefit by learning the
- following:
- Learn what EHRI means.
- Know why EHRI was developed.
- Understand the fundamentals of the EHRI process,
- 	including data entry, compilation and transmission.
- Understand the benefits of EHRI.

## Learning Objective 1.What Is EHRI (Cont’d)?

- Enterprise Human Resources Integration (EHRI) was developed because oversight agencies such as the Office of Management and Budget  (OMB) and various Congressional committees wanted to be able to get government-wide training data through the U.S. Office of Personnel Management (OPM).
- EHRI is a data repository designed to automate, simplify and unify human resources (HR) services across the Government.

## Learning Objective 1.What Is EHRI (Cont’d)?

- The EHRI process works as follows:

- All Federal agencies report training event
- completions electronically on a monthly basis to OPM.

- OPM loads training data files into
- its EHRI data repository.

- OPM responds promptly to inquiries
- from OMB and Congress.

- Instructors build courses in the CLC
-  and input proper EHRI codes.

- A student enrolls in a course
-  via the CLC and completes it.

## Learning Objective 1.What Is EHRI (Cont’d)?

- 	Training data are to be reported on an individual employee basis for all Federal civilian employees, which means the reporting of:

**All Training Data Element Codes**

**For Each Completed Training Event**

**For Each Employee**

## Learning Objective 1.What Is EHRI (Cont’d)?

- EHRI is one of 24 collaborative electronic government (e-Gov) initiatives managed by OPM.
- Benefits of EHRI:
- Gives the Federal government a modern tool for the management of human capital.
- Replaces past practice of storing workforce data in an assortment on non-integrated legacy systems of varied functionality.
- Enables a level of planning, analysis and accountability that until now has been impossible due to the dispersal and incompatibility of personnel records among federal agencies.

## Summary of Learning Objective 1.What is EHRI (Cont’d)?

- Review of key learnings from this segment:
- EHRI stands for:  _________________.
- EHRI was developed so that OPM
- 	can report:  _________________
- 	to:  ___________________.
- The EHRI data entry, compilation,
- 	and transmission process works as follows:  _______________________________.
- The benefits of EHRI include: __________________.

## Learning Objective 2.EHRI Resources

- In this segment of the EHRI module, you will benefit by learning the
- following:
- You will know where to turn for assistance on EHRI
- 	coding if you have questions in the future.

## Learning Objective 2.EHRI Resources (Cont’d)

- Federal agencies should rely on the _OPM Guide to Human Resources Reporting_ (OPM Guide) to prepare their training data information:
- 	_[http://www.opm.gov/feddata/ghrr/index.asp](http://www.opm.gov/feddata/ghrr/index.asp)_
- Chapter 4 - Training Interface Processing, Table 4.8, Pgs. 4-13 – 4-15:  _[http://www.opm.gov/feddata/ghrr/ghrr07_ch4.pdf](http://www.opm.gov/feddata/ghrr/ghrr07_ch4.pdf)_
- Appendix A - Reference Code Values: _[http://](http://www.opm.gov/feddata/ghrr/ghrr07_appenda.pdf)__[www.opm.gov/feddata/ghrr/ghrr07_appenda.pdf](http://www.opm.gov/feddata/ghrr/ghrr07_appenda.pdf)_
- Use the materials in this training module as a guide.
- This module contains:
- All required EHRI components from the OPM Guide.
- Additional hints, tips and guidance on how OMB and Congress have asked Federal agencies to use and interpret EHRI codes.
- You should print slide 15 of this module for a reference.  It lists the slide number(s) where you will find coding instructions for each particular field further on in the presentation.

## Learning Objective 2.EHRI Resources (Cont’d)

- _[http://www.opm.gov/feddata/ghrr/index.asp](http://www.opm.gov/feddata/ghrr/index.asp)_

## Summary of Learning Objective 2.EHRI Resources (Cont’d)

- Review of the key learning from this segment:
- If you need assistance in the future on
- 	EHRI coding, you can use the
- 	following resources:  _______________.

## Learning Objective 3.Overview of EHRI Fields

- In this segment of the EHRI module, you will benefit by
- learning the following:
- You will become familiar with all 27 EHRI fields.
- You will understand within which of those fields
- 	you are responsible for entering data.
- You will learn to categorize EHRI fields into 5 ‘buckets’:
- What
- How/Where
- Why
- When
- How Much

## Learning Objective 3.Overview of EHRI Fields (Cont’d)

- There are 27 EHRI fields pertaining to training that must be populated
- in the CLC.
- 5 fields are automatically populated from information already contained in the CLC, including:
- Record Action
- Social Security Number
- Birth Date
- EHRI Employee ID
- Agency Sub-element Code
- 1 field is currently not used and does not appear in the CLC:
- Training Travel Indicator
- 3 fields are entered by you in the Session Information section of the control panel:
- Training Title:  Entered as _Training Title_ for Instructor-Led Training (ILTs), _Course Title_ for Web-Based Training (WBTs).
- Training Start Date and Training End Date: Entered for ILTs only.
- 18 are entered by you in the Custom Fields section of the control panel for ILTs and WBTs (these fields also appear on the SF-182):
- (See Next Page)

## Learning Objective 3.Overview of EHRI Fields (Cont’d) 18 EHRI Fields in Custom Field Section of the Control Panel

| *Training Type Code | [Slides 20-29] | *Training Non-duty Hours | [Slide 46] |
| --- | --- | --- | --- |
| *Training Type Sub Code | [Slides 20-29] | *Training Delivery Type Code | [Slides 37-38] |
| *Continued Service Agreement
Expiration Date | [Slide 34] | *Training Purpose Type Code | [Slides 42-43] |
| *Continued Service Agreement       Requirement Indicator | [Slide 35] 
 | *Training Source Type Code | [Slides 39-40]
 |
| *Training Accreditation Indicator | [Slide 30] | *Training Materials Cost | [Slide 48]
 |
| *Training Credit | [Slide 31] | *Training Per Diem Cost | [Slide 51] |
| *Training Credit Designation 
Type Code | [Slide 32] | *Training Travel Cost | [Slide 52]
 |
| *Training Credit Type Code | [Slide 33] | *Training Tuition and Fees | [Slide 49] |
| *Training Duty Hours | [Slides 45] | *Training Nongovernment Contribution Cost | [Slide 50] |

**Note:  Red Star* = Mandatory Field**
- Refer to:** **_**[http://www.opm.gov/feddata/ghrr/ghrr07_ch4.pdf](http://www.opm.gov/feddata/ghrr/ghrr07_ch4.pdf)**_

## Learning Objective 3.Overview of EHRI Fields (Cont’d)

- Codes in this bucket allow a distinction to be made between training events that are part of an accredited degree program and those that are not.  OPM uses this information to respond to requests from OMB and Congress.

- Codes in this bucket refer to how the course is being delivered and from where the training is being provided.

- Codes in this bucket describe why or for what purpose the student is taking the training.  This information helps OMB and Congress understand the reason employees take specific training.

- Codes in this bucket capture the amount of time the employee will spend to complete the training.

- Codes in this bucket are used to determine how much is being spent on training.  This includes costs such as training materials, travel and tuition.

- EHRI Fields can be divided into 5 ‘buckets’**:**

## Summary of Learning Objective 3. Overview of EHRI Fields (Cont’d)

- Review of the key learnings from this segment:
- How many EHRI fields are automatically
- 	populated by the system?  ___________
- How many EHRI fields are not entered at
- 	this point in time?  ___________
- How many EHRI fields are entered by you
- 	in the session information section of the control panel?  ___________
- How many EHRI fields are entered by you in the custom fields section of the control panel?  __________
- What are the 5 EHRI buckets?  ____________

## Learning Objective 4.Coding Instructions for EHRI Fields

- In this segment of the EHRI module, you will benefit by learning the
- following:
- You will understand what data OPM is looking for
- 	and how they want it entered for the EHRI fields of
- 	your responsibility.
- You will learn the Department’s best practices for
- 	coding each of these fields.
- You will practice how to EHRI code several sample
- 	training sessions.

## Learning Objective 4. Coding Instructions for EHRI Fields (Cont’d)

- Bucket 1. What

**These codes allow for a distinction to be made between training events that are part of an accredited degree program and those that are not.   **
**(OPM provides this information to OMB and Congress upon request)**
- Training Title
- Training Type Code
- Training Type Sub Code
- Training Accreditation Indicator
- Training Credit
- Training Credit Designation Type Code
- Training Credit Type Code
- Continued Service Agreement Expiration Date
- Continued Service Agreement
- Requirement Indicator

##  Learning Objective 4. Coding Instructions for EHRI Fields (Cont’d) Training Type Code & Training Type Sub Code

- There are 3 Training Type Codes:
- Training Program Area
- Developmental Training Area
- Basic Training Area
- Based on which of these 3 codes
- 	you select, only a limited range of
- 	the 36 Training Type Sub Codes
- 	will apply to that particular
- 	Training Type Code.

##  Learning Objective 4. Coding Instructions for EHRI Fields (Cont’d) Training Type Code & Training Type Sub Code

- There are 36 Training Type Sub Codes:

##  Learning Objective 4. Coding Instructions for EHRI Fields (Cont’d) Training Type Code & Training Type Sub Code

- _First_ choose the appropriate
- 	_Training Type Sub Code_
- 	from the drop-down menu.
- _Then_ select the appropriate
- 	_Training Type Code _from
- 	the drop-down menu.

## Learning Objective 4. Coding Instructions for EHRI Fields (Cont’d) Training Type Code & Training Type Sub Code (Cont’d)

**Training Type Code 01 – **
**Training Program Area **
**(Functional or Specialized Training Programs)**

-          **For Use with the Following Training Type Sub Codes Only:**
- 01 – Legal				09 – Project Management
- 02 – Medical and Health			10 – Acquisition
- 03 – Scientific			11 – Logistic Specialty
- 04 – Engineering and Architecture		12 - Security
- 05 – Human Resources			13 - Clerical
- 06 – Budget/Finance Business Administration	14 – Trade and Craft
- 07 – Planning and Analysis		15 – Foreign Affairs
- 08 – Information Technology		16 – Leadership/Manager/
- 				        Communications Courses
**                          ***** Best Practice:  These are subject matter/areas.**

## Learning Objective 4. Coding Instructions for EHRI Fields (Cont’d) Training Type Code & Training Type Sub Code (Cont’d)

| Training Type Sub Code | Definition | Training Type Sub Code | Definition |
| --- | --- | --- | --- |
| 01 – Legal | Education or training in the concepts, principles, theories or techniques of law. | 05 – Human Resources | Education or training in the concepts, principles, theories of such fields as public administration; personnel; training; equal employment opportunity; human resources policy analysis; succession planning; performance management; classification; and staffing. |
| 02 – Medical and Health | Education or training in the concepts, principles, theories, or techniques of medicine. | 06 – Budget/ Finance Business Administration | Education or training in the concepts, principles, and theories of business administration; accounts payable and receivable; auditing and internal control; and cash management. |
| 03 – Scientific | Education or training in the concepts, theories, or techniques of disciplines such as the physical, biological, natural, social sciences; education; economics; mathematics; or statistics. | 07 – Planning and Analysis | Education or training in the concepts, principles, and theories of systems analysis; policy, program or management analysis; or planning, including strategic planning. |
| 04 – Engineering and Architecture | Education or training in the concepts, principles, theories, or techniques of disciplines such as architecture or engineering. | 08 – Information Technology | Education and training in the concepts and application of data and the processing thereof; i.e., the automatic acquisition, storage, manipulation (including transformation), management, system an analysis, movement, control, display, switching, interchange, transmission or reception of data, computer security and the development and use of the hardware, software, firmware, and procedures associated with this processing.  This training typed does not include any IT training on agency proprietary system. |

**Definitions of Training Type Sub Codes to be Used with Training Type Code 01 **

## Learning Objective 4. Coding Instructions for EHRI Fields (Cont’d) Training Type Code & Training Type Sub Code (Cont’d)

| Training Type Sub Code | Definition | Training Type Sub Code | Definition |
| --- | --- | --- | --- |
| 09 – Project Management | Education and training in the concepts, principles, and theories necessary to develop, modify, or enhance a product, service, or system which is constrained by the relationships among scope, resources, and time. | 13 – Clerical (Non-supervisory Clerical/ Administrative | Training in skills such as office management, typing, shorthand, computer operating, letter writing, telephone techniques, or word processing. |
| 10 – Acquisition | Education or training in the concepts, principles, theories or techniques related to the 1102 occupation. | 14 – Trade and Craft | Training in the knowledge, skills and abilities needed in such fields as electronic equipment installation, maintenance, or repair; tool and die making; welding, and carpentry. |
| 11 – Logistic Specialty | Training for professional skills of a specialized nature in the methods and techniques of such fields as supply, procurement, transportation, or air traffic control. | 15 – Foreign Affairs | Training for professional skills of a specialized nature in the methods and techniques of such fields as foreign languages, foreign culture, diplomacy, and strategic studies. |
| 12 – Security | Training of a specialized nature in the methods and techniques of investigation, physical security, personal security, and police science. | 16 – Leadership/ Manager/ Communications Courses | Training that addresses skill areas such as Leadership/ Management and Communication  (i.e., written, oral, and interpersonal coursework). |

** ****Definitions of Training Type Sub Codes to be Used with Training Type Code 01 (Cont’d)**

## Learning Objective 4. Coding Instructions for EHRI Fields (Cont’d) Training Type Code & Training Type Sub Code (Cont’d)

**Training Type Code 02 – **
**Developmental Training Area**
**(Formal Developmental Training Programs)**

-          **For Use with the Following Training Type Sub Codes Only:**
- 20 – Pre-supervisory Program		24 – SES Candidate Development
- 21 – Supervisory			25 – Executive Development
- 22 – Management Program		26 – Mentoring Program
- 23 – Leadership Development Program		27 – Coaching Program
**	****	****	**
***Best Practice:  These are bundles of courses for one employee typically tied to **
**formal development and leadership programs (although they can be tied to **
**bundles of bureau-specific technical training.)**

## Learning Objective 4. Coding Instructions for EHRI Fields (Cont’d) Training Type Code & Training Type Sub Code (Cont’d)

| Training Type Sub Code | Definition | Training Type Sub Code | Definition |
| --- | --- | --- | --- |
| 20 – Pre-supervisory Program | Development/training program for non-supervisors. | 24 – SES Candidate Development | OPM-approved program to prepare potential SES members. |
| 21 – Supervisory Program | Development/training program which provides education or training in supervisory principles and techniques in such subjects as personnel policies and practices (including equal employment opportunity, merit promotion, and labor relations); human behavior and motivation, communication processes in supervision, work planning, scheduling, and review; and performance evaluation for first line supervisors. | 25 – Executive Development | Continuing development for leaders above the GS-15 level. |
| 22 – Management Program |  Development/training program which provides mid management level education or training in the concepts, principles, and theories of such subject matters as public policy formulation and implementation, management principles and practices, quantitative approaches to management, or management planning organizing and controlling.  (Supervisors of supervisors; GS-14/15 supervisors; GS-14/15 direct reports to SES). | 26 – Mentoring Program | Formal stand alone program with established goals, measured outcomes, access open to all who qualify, protégées and mentors paired to facilitate compatibility, training and support provided, company benefits directly. |
| 23 – Leadership Development Program | Formal developmental program that provides leadership training and development opportunities.
 | 27 – Coaching Program | Formal stand alone which provides ongoing partnership with an employee and coach that helps employee produce desired results in professional lives. |

**Definitions of Training Type Sub Codes to be Used with Training Type Code 02 **

## Learning Objective 4. Coding Instructions for EHRI Fields (Cont’d) Training Type Code & Training Type Sub Code (Cont’d)

**Training Type Code 03 – **
**Basic Training Area**
**(Fundamental and/or Required Training Programs)**

**               ****For Use with the Following Training Type Sub Codes Only:**
-               30 – Employee Orientation		33 – Work-life
-               31 – Adult Basic Education		34 – Soft Skills
-               32 – Mandated Training		35 – Agency Specific
- 				36 – Basic Computer Training
***Best Practice:  These categories are broader than functional or specialized subject matter areas **
**contained beneath Training Type Code 01.  These are training classes we have to do.  **
**Codes 32 and 35 have been recently added to clarify distinctions between federally mandated **
**training (sub code 32) and agency specific required training (35).  If the course is federally **
**mandated, it should be coded as sub code 32.  If the course if mandated/required internally by the **
**agency itself, it should be coded as sub code 35.  **

## Learning Objective 4. Coding Instructions for EHRI Fields (Cont’d) Training Type Code & Training Type Sub Code (Cont’d)

| Training Type Sub Code | Definition | Training Type Sub Code | Definition |
| --- | --- | --- | --- |
| 30 – Employee Orientation | Training of a general nature to provide an understanding of the organization and missions of the Federal Government, or the employing agency or activity, or a broad overview and understanding of matters of public policy.  | 34 – Soft Skills | Training involving development of employees’ ability to relate to others (i.e., customer service, effective communication, dealing with difficult people, etc.). |
| 31 – Adult Basic Education | Education or training to provide basic completeness in such subjects as remedial reading, grammar, arithmetic, lip reading or Braille. | 35 – Agency Specific | Agency specific required training that is not addressed in Training program Type 01 Appendix B.  This training type does include IT training on agency proprietary systems.  |
| 32 – Mandated Training | Mandatory training for all employees Government-wide.  This includes training required by law and/or regulation; such as ethics, information system awareness, safety or health. | 36 – Basic Computer Training | Basic training to promote computer skills in the desktop applications such as word processing, PowerPoint, basic spreadsheet, and database management applications. |
| 33 – Work-life | Training to promote work-life (e.g., health and wellness training, employee retirement/benefits training, etc.). |  |  |

**Definitions of Training Type Sub Codes to be Used with Training Type Code 03 **

## Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d)Training Accreditation Indicator

- Indicates if the training course offers accreditation, such as college credits or continuing education units.
- From the drop-down menu, select:
- Y = Yes
- N = No
- N/A = Not Applicable
- *Best Practice:  Select “Y” for college/university courses.
- 	Select “N/A” for outside vendors except those providing accredited professional licensure or certification programs (e.g., CPA recertification courses). If training accreditation is offered, enter “Y” even if the student is not going to claim college credits or continuing education units.

## Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d)Training Credit

- If training credits are granted for college credits or continuing education units, indicate how many credits (a number) the student will receive for taking this course.
- This is a free-form text field (no drop-down menu).
- Do not enter decimals.
- If no credits are assigned, enter: 0
- *Best Practice:  If training credits are
- 	granted, enter the total number of college credits or continuing education units even if the student is not going to claim them.

## Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d)Training Credit Designation Type Code

- Select the appropriate type of college credit or continuing education units granted for a course from the drop-down menu:
- 01 – Undergraduate Credit
- 02 – Graduate Credit
- 03 – Continuing Education Unit
- 04 – Post Graduate Credit
- 05 – N/A
- If no credit is granted, select N/A.
- *Best Practice:  For university and college courses, select 01, 02, 03, or 04.  Select N/A for most outside vendors.  Exception for USDA courses only if the student applies for continuing education credit (this is not automatic).  If training credits are offered, enter the type even if the student is not going to claim them.

## Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d) Training Credit Type Code

- Select the type of training credit being granted from the drop-down menu:
- 01 – Semester Hours
- 02 – Quarter Hours
- 03 – Continuing Education Unit
- 04 – N/A
- If no training credits are granted,
- 	select N/A.
- *Best Practice:  If training credits are offered, enter code 01, 02 or
- 	03 even if the student does not claim them.

## Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d) Continued Service Agreement Expiration Date

- If a continued service agreement is applicable for the employee to complete the training, enter the date at which the agreement will expire as: YYYYMMDD
- This is a free form data field (no drop-down menu).
- *Best Practice:  If this field does not apply, you must enter: **19000101**
**N/A, NA and 0 are not allowed.**

## Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d) Continued Service Agreement Requirement Indicator

- Indicate whether a continued service agreement is required for the training the employee is taking.
- From the drop-down menu, select:
- Y = Yes
- N = No
- N/A = Not Applicable

## Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d)

- Bucket 2. How/Where

**Codes in this section refer to how the course is being delivered **
**and where we are getting the training from.**
- Training Delivery Type Code
- Training Source Type Code

## Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d) Training Delivery Type Code

- Select the training delivery method from six choices on the drop-down menu:
- 01 – Traditional Classroom (no technology)
- 02 – On the Job
- 03 – Technology based
- 04 – Conference/workshop
- 05 – Blended
- 06 – Correspondence

##  Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d) Training Delivery Type Code (Cont’d)See the table below for descriptions of training delivery type code options:

| 01 – Traditional Classroom (no technology) | Face-to-face training, led by an individual or multiple people.
*Best Practice:  Use for Instructor-Led Training, classroom-only. |
| --- | --- |
| 02 – On the Job | Formal methods/activities planned and structured to promote learning by doing, e.g., detail assignments/programs. |
| 03 – Technology based | Methods mainly using technology which may include tutorials embedded in software, CD-ROM projects, Web-based courses, and interactive media.
*Best Practice:  Use for Skillsoft courses. |
| 04 – Conference/ workshop | An organized learning event which has an announced educational or instructional purpose; more than half the time is scheduled for a planned, organized exchange of information between presenters and audience which meets the definition of training in 5 U.S.C. 4110; content of the conference/retreat is germane to improving individual and/or organizational performance; and developmental benefits will be derived through the employee’s attendance. |
| 05 – Blended | Training that requires two or more methods of delivery that must be completed in order to satisfy the educational requirements.
*Best Practice:  Use for Training Using Go-To Meetings, Webinars. |
| 06 – Correspondence | Self-study course material: Training provided via the assignment of non-interactive methods such as a book, document, regulation and manual. |

## Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d) Training Source Type Code

- Lists the type of organization that is providing the training.
- Select from the five codes on the drop-down menu:
- 01 – Government Internal
- 02 – Government External
- 03 – Non-government
- 04 – Government State/Local
- 05 – Foreign Governments
- 		and Organizations

## Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d) Training Source Type Code (Cont’d) See the table below for descriptions of Training Source Type Code Options:

| 01 – Government Internal | Training provided by a federal department, agency, or independent establishment for its own employees.
*Best Practice:  Use when agency providing training for its own employees. |
| --- | --- |
| 02 – Government External | Training provided by an interagency training activity, or a federal department, agency, or independent establishment other than the one which currently employees the trainee.
*Best Practice:  Use when another government agency provides training for your government employees. |
| 03 – Non-government | Sources include commercial or industrial concern, educational institutions, professional societies or associations, consultants or individuals who are not government employees, but are contracted to develop and/or provide a training course or program.
*Best Practice:  Use for commercial vendors. |
| 04 – Government State/Local  | Training provided by a state, county or municipal government except education provided by state-operated or other public educational institutions, which is reported as non-government. |
| 05 – Foreign Governments and Organizations | Training provided by non-United States entities which may or may not be outside the United States. |

## Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d)

- Bucket 3. Why

**This code describes why (for what purpose) **
**the student is taking the training.**
**Data entered here will be used to help OMB and Congress **
**understand why employees are taking training.**
- Training Purpose Type Code

## Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d) Training Purpose Type Code

- Indicate the purpose of the training event for the employee.
- _Select Code ‘03 – Improve Present Performance’_ from the drop-down menu:
- 01 – Program/Mission Change
- 02 – New Work Assignment
- 03 – Improve Present Performance
- 04 – Future Staffing Needs
- 05 – Develop Unavailable Skills
- 06 – Retention
***Note:  All Entries Must Be Coded ‘03 – Improve Present Performance’ at this time.**

## Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d) Training Purpose Type Code (Cont’d)See the table below for descriptions of Training Purpose Type Code Options:

| 01 – Program/Mission Change | Training to provide the knowledge, skills, and abilities needed as a result of change in agency mission, policies or procedures.  
*Best Practice: Use this code only if the employee is taking the training because of a new agency mission or new way of doing their job. |
| --- | --- |
| 02 – New Work Assignment | Training to acquire the knowledge, skills, and abilities needed as a result of assignment to new duties and responsibilities when such training is not part of a planned, career development program (e.g., training provided a placement officer who has been newly assigned position classification duties).
*Best Practice:  Use this code if the employee has been moved to a new work assignment and needs this training to accomplish the work of the new assignment. |
| 03 – Improve Present Performance | Training to provide the knowledge, skills, and abilities needed to improve or maintain proficiency in present job.
*NOTE:  All entries must be coded ’03 – Improve Present Performance’ at this time. |
| 04 – Future Staffing Needs | Training to provide the knowledge, skills, and abilities needed to meet future staffing needs (e.g., to implement workforce/succession planning).
*Best Practice:  Use this code for organized leadership development programs where employees enter at one level and through the program, build skills that will enable them to advance to another level.  |
| 05 – Develop Unavailable Skills | Training to acquire the knowledge, skills, and abilities needed for fields of work for which the labor marked cannot produce a sufficient number of trained candidates (e.g., air traffic controllers or IT professionals). |
| 06 – Retention | Training/education used to address staffing issue of retaining an employee (e.g., academic degree training). |

## Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d)

- Bucket 4. When

- The purpose of these codes is to capture the amount of time
- the employee will spend to complete the training.
- Training Duty Hours
- Training Non-duty Hours
- Training Start Date
- Training End Date

## Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d) Training Duty Hours

- List the estimated number of duty hours that the employee will use to complete the training.
- This is a free-form field (no drop down menu).
- Do not enter duration units here (hours, minutes, or days).
- If not applicable, must enter:  0
- Enter time in quarter hours with decimals.
- Examples:
- 1 hour = 1.00
- 1 1⁄4 hour = 1.25
- 1 1⁄2 hours = 1.50
- 1 3⁄4 hours = 1.75

## Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d) Training Non-duty Hours

- List the estimated number of hours outside of the normal work day that the employee will use to complete the training unit.
***Best Practice:  Default should be duty hours.  Enter information here for evening college classes being paid for by the government, or use for certain courses that an agency may require to be completed after hours.**
- This is a free-form field (no drop down menu).
- If not applicable, must enter:  0
- Do not enter duration units here (hours, minutes, or days).
- Enter time in quarter hours with decimals.
- Examples:
- 1 hour = 1.00
- 1 1⁄4 hour = 1.25
- 1 1⁄2 hours = 1.50
- 1 3⁄4 hours = 1.75

## Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d)

- Bucket 5. How Much

**These codes are used to determine how much is being spent on training.  **
**This includes all costs associated with purchasing **
**training materials, per diem and travel in addition to tuition cost.**
- Training Materials Cost
- Training Tuition and Fees Cost
- Training Nongovernment Contribution Cost
- Training Per Diem Cost
- Training Travel Cost

## Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d) Training Materials Cost 

- Enter the cost to the Government for any training materials used by the student (not included in the tuition cost).
- Examples include:
- Cost of supplies
- Cost of equipment
- Cost of software
- This is a free-form field (no drop-down menu).
- Entries must be numeric.
- Enter data in the following format: X.XX
- If no cost, enter: 0

## Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d) Training Tuition and Fees Cost 

- Enter the cost of training tuition and fees, such as a conference fee or class tuition.
- This is a free-form field (no drop-down menu).
- Entries must be numeric.
- Enter dollar amount in the following format: X.XX
- If no cost, enter: 0
- *Best Practice:  Estimates are okay in this field.  Average out the cost per user if training is being bought at a bulk price.

## Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d) Training Nongovernment Contribution Cost 

- If a non-government organization or the employee has contributed some or all of the funds to pay for the training event, enter the dollar amount in this field.
- This is a free-form field (no drop-down menu).
- Enter dollar amount in the following format:  X.XX
- If this is not applicable, enter: 0

## Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d) Training Per Diem Cost

- If the employee must travel to complete the training, enter the cost of the per diem (meals, lodging, miscellaneous expenses) - _not transportation costs or fees_ - paid for by the Federal Government.
- Use the current per diem rates on the GSA Website.
- Note that this information is normally provided by the student, not the instructor.
- This is a free form field (no drop-down menu).
- If no travel costs are incurred, enter: 0
- *Best Practice:  To locate current per diem rates quickly, Google “per diem.”  Estimated costs are acceptable.

## Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d) Training Travel Cost

- If the employee must travel to complete the training, enter the cost of transportation paid for by the Federal Government (_not per diem_).
- Note that this information is normally provided by the student, not the instructor.
- This is a free form field (no drop-down menu).
- If no travel costs are incurred, enter: 0
***Best Practice:  If one person must travel to attend a training event while another participant is local, average the training travel costs between them.  Estimates costs are acceptable.**

## Learning Objective 4.Examples/Practice

- Now we’ll practice how to EHRI code several training sessions.

## Summary of Learning Objective 4.Coding Instructions for EHRI Fields (Cont’d)

- Review of the key learnings from this segment:
- Do you understand what data OPM is
- 	looking for and how they want it entered
- 	in each of the EHRI fields?  __________
- Do you know how to refer back to
- 	the Department’s best practices for additional
- 	coding guidelines on each of the EHRI fields?  ___________________
- Do you have any questions about why the sample training sessions were coded the way they were?  _______
- Will you feel comfortable entering EHRI codes for training sessions in the CLC in the future?  _______

## Questions?

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