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Maintenance: Editing Training Subjects

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Updating Training Curriculum

At the FP2 Home Menu, you will see (on the top left-hand side) a menu selection labeled 'Maintenance.'

Everything we need to do with editing (and retiring) training subjects can be done right here (See Figure 1):

Figure 1

The training structure in FP2 is composed of Components, Modules and Subjects. Components are the largest part of FP2’s training structure.  The Components are organized into Modules, and the Modules are composed of the individual Subjects.  

Let’s start with the Components window, since this level represents the base of the training structure and it’s here that we can make the greatest changes with the least amount of effort.   At the Home menu, and referring to the above image (Figure 1), left-click on the 'Maintenance' selection in this menu.  Now select 'Components.'

It’s Not Gone – It’s Just Inactive

I know the urge to just delete unwanted Components, Modules and Subjects (by using the 'trash can' icon to the right of the window) will be strong throughout this exercise – I had trouble with this as well.  The good news is FP2 that will prevent you from deleting anything that is in use in FP2’s historical records whether it’s a Component, a Module or a Subject.

Fortunately, and instead of outright deleting the unwanted Component, FP2 will let you mark it as 'inactive' with the check box below (Figure 2):

Figure 2

Marking unwanted Components as 'Inactive' takes them out of any searches, yet the Inactive Components don’t disappear completely and cause any other data problems.  It’s also important to know that personnel cannot be assigned to be trained within any inactive Component, Module or Subject.

Modules are a little different, but not by much.  You do have the option to delete Modules, either singly or in groups, but the Subjects under them have to be deleted first.  It’s a little like clearing out the old shed before knocking it down.  If you do try to delete a Module with all of its Subjects, FP2 will let you know you can’t do that even if you have marked the Modules within it as 'Inactive.'

As with the Components, you can mark any Module as inactive by clicking the 'Inactive' checkbox and hitting the Enter key on the keyboard. Please note that if you mark any Module as Inactive, all of the Subjects within that Module will also be marked as Inactive.  

With Subjects, you can left-click and select any Subject and delete it by using the 'trash can' icon.  You can also select multiple Subjects (either by holding down the Shift key and left-clicking on a range of Subjects, or by holding down the Ctrl key and left-clicking on the individual subjects themselves) and delete them by using the same method.  Again, if the Subjects are in use by other historical records, FP2 will let you know and will prevent you from deleting them.

You can mark any Subject as Inactive by checking the Inactive checkbox and hitting the Enter key.  Please note that you can only mark one Subject at a time and not several.  Always make sure you use the Save Changes button (the checkmark at the top left of the window or the Enter key on the keyboard) to save your changes.


Importing and Exporting Training Curriculum

Importing new curriculum can only be done through the Components window and by left-clicking the 'down arrow' button to the right of the List Window (See Figure 2):

Figure 2

When you left-click on this button, you will see a small menu pop up with two choices:  'Export' and 'Import.'  For now, left-click on 'Import' and you will see a new window, labelled 'Choose Import File') appear.  Here, you can import the new curriculum by double left-clicking on the desired curriculum file.  FP2 will ask if you wish to import the entire curriculum.  Selecting “yes” to this question will start the importing process.  Please note that FP2 can only import curriculum that is in Open Document Text (ODT) format.

Exporting curriculum is also accomplished with the 'down arrow' button to the left of the Components window (See Figure 1).  This time, we’ll select the 'Export' option.  A window, labeled 'Choose Export File' will appear and it will ask you for a file name for the exported curriculum and you may enter that name here.  Please remember that any exported curriculum in FP2 can only be saved in ODT format.