How to access training records in SAP

1. View staff training record

A record of training attendance can be viewed in SAP HR using the Display HR Master Data transaction PA20.

The record appears in the Personal Data tab.

Select Qualifications at the bottom of the list
Click the display icon to bring up the qualifications screen

Figure 1: Display HR Master Data (PA20)

The Qualifications tab lists all qualifications and training for the staff member (see Figure 2).

Only training provided by OHS, IAS/ITS and SDU are recorded in SAP.

Figure 2: Qualifications tab

2. Search for staff members by training course

You can search for staff members who have completed a particular training course.

The Qualification/Training Search is in HR & Payroll - Reports - Personal Development (see Figure 3).

Double click PPPE_SEARCH_FOR_Q - Qualification / Training Search to open the report screen.

Figure 3: SAP user menu

Search for qualifications or training courses (see Figure 4):
- In the Find by section, click the Qualifications folder
- Click Structure Search to view the Qualifications Catalogue
Drill down the folders to find the training course:
- Expand Monash Qualifications & Skills Catalogue
- Expand Monash Training Providers
- Expand, for example, Occupational Health Safety & Environment
- Expand Current Qualifications
- Expand, for example, First Aid Training
Double-click on the name of the course or training to move it across to the Qualifications Required section
The key date default is today. The report will show staff members who hold the qualification as at today's date. You can enter a different date into the Key Date field near the bottom right of the screen. This is useful to find someone with an expired qualification such as First Aid or CPR
Click Execute to run the report

Figure 4: Qualifications Catalogue and Qualifications Required screen

The report shows a list of staff members who hold the qualification on the key date (see Figure 5).

You can drill down to see all qualifications held by the staff member. To open a record, double-click the staff member's name.

Figure 5: Qualifications report

If you have searched for multiple qualifications, the report will show staff members with either qualification.

To include only staff members with all the qualifications searched for, check the Essential Requirement box in the Qualifications Required section (see Figure 6).

Figure 6: Requesting essential qualifications