Training Management System

Data Analysis Tips

This page provides tips and tricks for leads and managers to sort and prioritize data from the reports.  It also provides tips for staff supporting Deans, Managers, and Chairs.


  1. Obtain downloaded report, typically as a CSV file (from Professional Development, the Dean, Chair or Manager).
    • Open in Excel.
    • Save as an Excel Workbook.
  2. While open in Excel, we recommend that you Insert a Table.
    • Optional: Adjust column widths for Learner, Email Address, Course Title, Status, and Expiry Date
    • Go to the "Insert" tab.
    • Select "Table" icon in the ribbon and select Ok.
    • By changing the data format to a table, it applies headers and filter options.
  3. Sort by Division, College, and Department.
    • Look for any departments that don't report directly or indirectly to the lead/manager.
    • Action: Delete those table rows.
    • Why? The DTS tracks if an employee reported to another position (even briefly) and pulls them into the report.
    • Note: The report includes all direct and indirect reports.
  4. Sort by Expiry Date (Sort Newest to Oldest).
    • Why? The report pulls overdue information AND looks forward (about 3 months) for training that will expire.
    • Action: Delete any table rows with expiry dates after December 31.
  5. Sort by person (last name), and delete employees that are on sabbatical or leave (but are still in active pay status).
  6. Take a moment to review the Statuses of the various e-courses.
    • Statuses of concern are:
      • Finished - Expired
      • Finished - Non-compliant
      • Overdue - Expired
      • In Progress - Overdue
      • Not Taken - Overdue
    • Important: Not Taken and Not Taken - Overdue are VALID even without expiry dates (or status updates).
    • Recommendation: Filter out Finished training.
      • Why does Finished show? It's the system alerting you of trainings set to expire in the next few months.
  7. Ideas for prioritizing:
    • Option A: Encourage employees to first finish any training "Not Taken" or "Not Taken - Overdue."
    • Option B: Consider what could put the campus or employee at the most risk, encourage completion of that training first. For example:
      1. EDU: Eliminate Campus Sexual Violence (CSU) (60-90 min, every year) – Title IX training
      2. EDU Supervisor: Anti-Harassment, Discrimination, Retaliation (120 min, every 2 years)
        OR CSU: Preventing Discrimination and Harassment for Non-Supervisors (60 min, every year)
      3. If assigned: CSU Conflicts of Interest (50 min, every 2 years)
      4. Data Security & Privacy (30 min, every 3 years)
      5. CSU, Chico Emergency Management Orientation (20 min, once)
      6. Emergency Action Plan (20 min, once)
      7. Fire Prevention Plan (20 min, once)
      8. General Safety (20 min, once)
      9. For selected positions: HIPAA Basics (60-90 min, every year)
      10. Etc.
    • Note: these are all required by federal law, state law, Cal OSHA, or CSU regulation. They are not "optional". 


Know the difference between e-course titles and learning track titles.

  • The learning track is like a folder. Within the track are e-courses.
  • An individual’s DTS dashboard displays tracks. Individuals have to click on the track to open it and see the e-courses inside.
  • The report displays e-courses only, not the tracks (folders) displayed on a dashboard.

Some e-courses have to be renewed on a specific schedule.  For example:

  • EDU: Eliminate Campus Sexual Violence (CSU) (60-90 min, every year) – Title IX training
  • EDU Supervisor: Anti-Harassment, Discrimination, Retaliation (120 min, every 2 yrs)
  • OR CSU: Preventing Discrimination and Harassment for Non-Supervisors (60 min, every year)
  • Data Security & Privacy (30 min, every 3 yrs)
  • View the quick list of compliance trainings for more information.

If users are having trouble completing a course...

  • Setup the computer for CSU e-courses.
  • Complete the training on a campus computer. (It does not play well on mobile devices or through campus firewalls.)
  • Let (x6433) know if someone is having trouble completing any training. 

Need Help?

  • For more information, contact Professional Development at (530) 898-6433.
  • For assistance with Excel, go to and search for your topic of interest.
  • For DTS support, review tips for Navigating the DTS, or contact Professional Development at (530) 898-6433.