{"id":720,"date":"2026-07-07T06:36:15","date_gmt":"2026-07-07T06:36:15","guid":{"rendered":"https:\/\/pmo-jpa-wordpress-prod.azurewebsites.net\/ssm\/?page_id=720"},"modified":"2026-07-07T06:47:00","modified_gmt":"2026-07-07T06:47:00","slug":"faq-training-and-event-management","status":"publish","type":"page","link":"https:\/\/pmo-jpa-wordpress-prod.azurewebsites.net\/ssm\/faq-training-and-event-management\/","title":{"rendered":"Training and Event Management"},"content":{"rendered":"

[et_pb_section fb_built=”1″ _builder_version=”4.27.7″ _module_preset=”default” global_colors_info=”{}”][et_pb_row _builder_version=”4.27.7″ _module_preset=”default” global_colors_info=”{}”][et_pb_column type=”4_4″ _builder_version=”4.27.7″ _module_preset=”default” global_colors_info=”{}”][et_pb_heading title=”Training and Event Management” _builder_version=”4.27.7″ _module_preset=”default” global_colors_info=”{}”][\/et_pb_heading][\/et_pb_column][\/et_pb_row][et_pb_row _builder_version=”4.27.7″ _module_preset=”default” global_colors_info=”{}”][et_pb_column type=”4_4″ _builder_version=”4.27.7″ _module_preset=”default” global_colors_info=”{}”][et_pb_text _builder_version=”4.27.7″ _module_preset=”default” global_colors_info=”{}”]<\/p>\n\n\n\n
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\u200b\u200b\u200bTraining \/ Examination Nominations<\/strong><\/p>\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
\n

\u200bNo\u200b.\u200b\u200b\u200b<\/strong><\/p>\n<\/td>\n

\n

Question<\/strong><\/p>\n<\/td>\n

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Answer<\/strong><\/p>\n<\/td>\n<\/tr>\n

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1\u200b<\/p>\n<\/td>\n

\n

Can Department HRD Admin nominate using\u00a0IC number<\/strong>?<\/p>\n<\/td>\n

\n

Yes, Department HRD Admin can:<\/p>\n

    \n
  1. Click on the\u00a0\u201cLookup” icon<\/strong>,<\/li>\n
  2. Select\u00a0\u201cIC number” tab,<\/strong><\/li>\n
  3. Fill in<\/strong>\u00a0the IC number,<\/li>\n
  4. Click\u00a0enter<\/strong>\u00a0on the keyboard.<\/li>\n<\/ol>\n<\/td>\n<\/tr>\n
\n

2<\/p>\n<\/td>\n

\n

What can be done if an employee is\u00a0unable to attend<\/strong>\u00a0the training \/ examination at the\u00a0last minute<\/strong>?<\/p>\n<\/td>\n

\n
    \n
  1. If the cancellation is a day before the Training \/ Exam, Department HRD Admin can cancel the nomination. Department HRD Admin need to contact IPA \/ JPA to inform the cancellation.<\/li>\n
  2. If the cancellation is on the day itself, Department HRD Admin need to contact IPA \/ JPA to inform on the cancellation.<\/li>\n<\/ol>\n

    This is because, during and after the Training \/ Exam has occurred, changes in the nomination page is restricted.<\/p>\n<\/td>\n<\/tr>\n

\n

3<\/p>\n<\/td>\n

\n

When nominating employee for exam, does Department HRD Admin need to\u00a0attach the required documents<\/strong>\u00a0by JPA?<\/p>\n<\/td>\n

\n

No, all the employee data is stored inside SSM. Department HRD Admin just need to ensure that the employee data is up to date.<\/p>\n<\/td>\n<\/tr>\n

\n

4<\/p>\n<\/td>\n

\n

What does the\u00a0red status<\/strong>\u00a0indicate in nomination page?<\/p>\n<\/td>\n

\n

Red status means\u00a0the nomination for the employee is not successful<\/strong>. Scroll to the end of the table and\u00a0check the messageregarding unsuccessful nominations.<\/strong><\/p>\n

It may indicate any of the following reasons:<\/p>\n

    \n
  1. Employee does not meet the Training \/ Exam criteria<\/li>\n
  2. Employee has retired or suspended.<\/li>\n
  3. Duplicate entry of employee’s personnel number<\/li>\n
  4. The employee has another Training \/ Exam that has the same date and time.<\/li>\n<\/ol>\n<\/td>\n<\/tr>\n
\n

5<\/p>\n<\/td>\n

\n

Can Head of Department (HOD) nominate an employee?<\/p>\n<\/td>\n

\n

No,\u00a0only Department HRD Admin<\/strong>\u00a0can nominate. HOD will only receive notification for mandatory examinations only.<\/p>\n<\/td>\n<\/tr>\n

\n

6<\/p>\n<\/td>\n

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If nominations have been approved, can it be cancelled?<\/p>\n<\/td>\n

\n

Yes, it can still be cancelled.<\/p>\n

However, it is\u00a0not advisable to cancel at the very last minute<\/strong>. The latest cancellation can be made a day before the Training \/ Examination.<\/p>\n<\/td>\n<\/tr>\n

\n

7<\/p>\n<\/td>\n

\n

How to\u00a0add rows<\/strong>\u00a0to add more nominees in the nomination page?<\/p>\n<\/td>\n

\n

Click on\u00a0insert row icon<\/strong>\u00a0(+) at the bottom of the page.<\/p>\n<\/td>\n<\/tr>\n

\n

8<\/p>\n<\/td>\n

\n

How to\u00a0remove rows<\/strong>\u00a0to remove nominees in the nomination page?<\/p>\n<\/td>\n

\n

Click on\u00a0remove row icon<\/strong>\u00a0(-) at the bottom of the page.<\/p>\n<\/td>\n<\/tr>\n

\n

9<\/p>\n<\/td>\n

\n

After inputting the personnel number, why is\u00a0it important to click on the enter button<\/strong>\u00a0on keyboard?<\/p>\n<\/td>\n

\n

This is to\u00a0show the employee’s details<\/strong>\u00a0and for Department HRD Admin to ensure that the\u00a0correct employee is nominated<\/strong>.<\/p>\n<\/td>\n<\/tr>\n

\n

10<\/p>\n<\/td>\n

\n

Can employees nominate themselves?<\/p>\n<\/td>\n

\n

No, only Department HRD Admin can nominate employee within their own department.<\/p>\n<\/td>\n<\/tr>\n

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11<\/p>\n<\/td>\n

\n

Can Department HRD Admin nominate themselves?<\/p>\n<\/td>\n

\n

No, if the Department HRD Admin is nominated then another Department HRD Admin is required to do the nominations.<\/p>\n<\/td>\n<\/tr>\n

\n

12<\/p>\n<\/td>\n

\n

Will it detect\u00a0employees that are on leave<\/strong>\u00a0at the time?<\/p>\n<\/td>\n

\n

No, it will not detect employees that are on leave.<\/p>\n<\/td>\n<\/tr>\n

\n

13<\/p>\n<\/td>\n

\n

How to nominate\u00a0seconded employees<\/strong>?<\/p>\n<\/td>\n

\n

They can only be nominated by their\u00a0parent Department<\/strong>.<\/p>\n<\/td>\n<\/tr>\n

\n

14<\/p>\n<\/td>\n

\n

Why is there \u201c02 (Approve)”<\/strong>\u00a0in the action column?<\/p>\n<\/td>\n

\n

02 (Approve) is for JPA and IPA only.<\/p>\n

There are only\u00a0two actions<\/strong>\u00a0for\u00a0Department HRD Admin<\/strong>:<\/p>\n

01 (Nominate) and 05 (Cancel) only.<\/p>\n<\/td>\n<\/tr>\n

\n

15<\/p>\n<\/td>\n

\n

When nominating, can Department HRD Admin choose dates that are near?<\/p>\n

For example: This month is September and there are two next available dates: in September and November, can Department HRD Admin choose September?<\/p>\n<\/td>\n

\n

It is advisable that Department HRD Admin to choose the date that is further as the nominations require time to be approved.<\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

System \/ Process<\/strong>\u200b<\/p>\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
\n

No.\u200b<\/strong><\/p>\n<\/td>\n

\n

Question<\/strong><\/p>\n<\/td>\n

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Answer<\/strong><\/p>\n<\/td>\n<\/tr>\n

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1<\/p>\n<\/td>\n

\n

How can Department HRD Admin nominate employees to an\u00a0external training\u00a0<\/strong>(not conducted by IPA) that are not listed in SSM Training Catalogue?<\/p>\n<\/td>\n

\n

Nominations for external training, Department HRD Admin are required to maintain the current process which is through\u00a0PA30 (Training and Examination).<\/strong><\/p>\n<\/td>\n<\/tr>\n

\n

2<\/p>\n<\/td>\n

\n

How to identify the date from the course?<\/p>\n<\/td>\n

\n

In the Training \/ Exam Catalogue (PSV1), Department HRD Admin may find the Training \/ Exam and click on the dropdown and the available dates will be displayed.<\/p>\n<\/td>\n<\/tr>\n

\n

3<\/p>\n<\/td>\n

\n

Who \/ what is Training Organiser?<\/p>\n<\/td>\n

\n

Training Organiser in SSM represents IPA. Training Organiser is responsible to manage the training schedule and nominations.<\/p>\n<\/td>\n<\/tr>\n

\n

4<\/p>\n<\/td>\n

\n

Does this module include Trainings \/ Exams from other Departments or Ministries?<\/p>\n<\/td>\n

\n

No, as of now, this module will only include trainings conducted by IPA and mandatory examination from JPA.<\/p>\n<\/td>\n<\/tr>\n

\n

5<\/p>\n<\/td>\n

\n

Why is the course code and date not shown in the Training \/ Exam Catalogue?<\/p>\n<\/td>\n

\n

Please follow these steps to display the course code and date:<\/p>\n

Under Catalogue, go to \u201cSettings” > \u201cChange Settings”\u00a0 and enable \u201cAll object view” on \u201cView Tab”.<\/p>\n<\/td>\n<\/tr>\n

\n

6<\/p>\n<\/td>\n

\n

Will the system auto update or does Department HRD Admin need to enter the data manually via PA30 once the Training \/ Exam is completed?<\/p>\n<\/td>\n

\n

If the employee is nominated by Department HRD Admin using Training and Examination Management module, the details will be automatically updated in PA30.<\/p>\n

The Training \/ Exam results will then be updated by Training \/ Exam organiser once the Training \/ Exam is completed.<\/p>\n<\/td>\n<\/tr>\n

\n

7<\/p>\n<\/td>\n

\n

Where can Department HRD Admin check the schedule of Trainings \/ Examinations?<\/p>\n<\/td>\n

\n

Department HRD Admin can view the schedule in the\u00a0Training \/ Exam Catalogue.<\/strong><\/p>\n

Transaction code: PSV1<\/strong><\/p>\n<\/td>\n<\/tr>\n

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8<\/p>\n<\/td>\n

\n

How can Department HRD Admin update private Exams \/ Trainings that are not organised by JPA \/ IPA?<\/p>\n<\/td>\n

\n

Maintained via PA30<\/strong><\/p>\n

For Exam:<\/p>\n

PA30 > Examination Details<\/strong><\/p>\n

For Training:<\/p>\n

PA30 > Training<\/strong><\/p>\n<\/td>\n<\/tr>\n

\n

9<\/p>\n<\/td>\n

\n

Does the eligibility consist of information such as the employee’s education or background? E.g., having a background in Policy.<\/p>\n<\/td>\n

\n

No, currently eligibility rule is only based on Division.<\/p>\n<\/td>\n<\/tr>\n

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10<\/p>\n<\/td>\n

\n

Who can access Training \/ Exam Catalogue (PSV1)?<\/p>\n<\/td>\n

\n

The roles who can access PSV1 are:<\/p>\n

    \n
  1. Department HRD Admin<\/li>\n
  2. Training organizer (IPA)<\/li>\n
  3. Exam Organizer (JPA).<\/li>\n<\/ol>\n<\/td>\n<\/tr>\n
\n

11<\/p>\n<\/td>\n

\n

Is Youth Executive Program (YEP) included in this module?<\/p>\n<\/td>\n

\n

No, it is not included. The Trainings included are those that are listed in IPA’s training directory.<\/p>\n<\/td>\n<\/tr>\n

\n

12<\/p>\n<\/td>\n

\n

Kursus-Kursus Kerani Rendah<\/em>\u00a0has Training and Exam within the course, will it be included?<\/p>\n<\/td>\n

\n

No, special cases and unique scenarios of Training and Exam is not yet included.<\/p>\n<\/td>\n<\/tr>\n

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13<\/p>\n<\/td>\n

\n

No page is displayed when Department HRD Admin clicked on \u201cOverview” button. What can be done?<\/p>\n<\/td>\n

\n

If there is no green tick icon next to the \u201cInfotype”, then it means there is\u00a0no data stored in that \u201cInfotype” yet<\/strong>.<\/p>\n

Department HRD Admin may proceed clicking on\u00a0\u201cCreate”<\/strong>\u00a0icon.<\/p>\n<\/td>\n<\/tr>\n

\n

14<\/p>\n<\/td>\n

\n

Can Training \/ Exam organizer open other \u201cInfotypes” in PA30?<\/p>\n<\/td>\n

\n

No, they should not be able to open other \u201cInfotypes” in PA30.<\/p>\n

Training Organizer<\/strong>\u00a0can only open \u201cTraining Infotype<\/strong>“.<\/p>\n

Exam Organizer<\/strong>\u00a0can only open the \u201cExamination Details Infotype<\/strong>“.<\/p>\n<\/td>\n<\/tr>\n

\n

15<\/p>\n<\/td>\n

\n

How many Head of Department (HOD) can there be in a department?<\/p>\n<\/td>\n

\n

It depends on the Department, a department can have more than one HOD.<\/p>\n<\/td>\n<\/tr>\n

\n

16<\/p>\n<\/td>\n

\n

Who is be the HOD?<\/p>\n<\/td>\n

\n

The HOD in SSM is based on the Department’s organisational structure.<\/p>\n<\/td>\n<\/tr>\n

\n

17<\/p>\n<\/td>\n

\n

Can HODs approve \/ reject the nominations via SAP GUI?<\/p>\n<\/td>\n

\n

No, only IPA and JPA have the role to approve \/ reject the nominated employees.<\/p>\n<\/td>\n<\/tr>\n

\n

18<\/p>\n<\/td>\n

\n

Department HRD Admin is unable to view the Catalogue when nominating, there is only \u201cSearch Term”. What can be done?<\/p>\n<\/td>\n

\n

Department HRD Admin may click on \u201cStructure Search” tab next to the \u201cSearch Term” tab.<\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

Reports<\/strong><\/p>\n\n\n\n\n\n\n
\n

No.\u200b\u200b<\/strong><\/p>\n<\/td>\n

\n

Question<\/strong><\/p>\n<\/td>\n

\n

Answer<\/strong><\/p>\n<\/td>\n<\/tr>\n

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1<\/p>\n<\/td>\n

\n

What type of reports does ZHTREM004 generate?<\/p>\n<\/td>\n

\n

ZHTREM004 generates a report to view the training history of employees.<\/p>\n

The report is called\u00a0Training History report<\/strong>.<\/p>\n<\/td>\n<\/tr>\n

\n

2<\/p>\n<\/td>\n

\n

Who can generate\u00a0Training History<\/strong>\u00a0report (ZHRTEM004)?<\/p>\n<\/td>\n

\n

The roles who can generate Training History report are:<\/p>\n

    \n
  1. Department HRD Admin<\/li>\n
  2. Training organizer (IPA)<\/li>\n<\/ol>\n<\/td>\n<\/tr>\n
\n

3<\/p>\n<\/td>\n

\n

How can Department HRD Admin check the number of people who have completed attending the Training?<\/p>\n<\/td>\n

\n

Department HRD Admin can utilize the\u00a0Training History Report (ZHRTEM004)<\/strong>\u00a0to track their respective department employees who had attended training.<\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

Notifications<\/strong><\/p>\n\n\n\n\n\n\n\n\n\n\n
\n

No.\u200b\u200b<\/strong><\/p>\n<\/td>\n

\n

Question<\/strong><\/p>\n<\/td>\n

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\u200bAnswer<\/strong><\/p>\n<\/td>\n<\/tr>\n

\n

1<\/p>\n<\/td>\n

\n

Will the\u00a0Ketua Bahagian<\/em>\u00a0receive notifications, or will Head of Department (HOD) be the only one who receives it?<\/p>\n<\/td>\n

\n

It depends on the Department’s Role Mapping allocation. Departments can map the\u00a0Ketua Bahagian<\/em>\u00a0as HOD.<\/p>\n<\/td>\n<\/tr>\n

\n

2<\/p>\n<\/td>\n

\n

Will the employees \/ participants be notified after Department HRD Admin nominate them?<\/p>\n<\/td>\n

\n

Yes, the employees will receive a notification once they are nominated via SSM Front End (ESS).<\/p>\n<\/td>\n<\/tr>\n

\n

3<\/p>\n<\/td>\n

\n

How will the employees be notified?<\/p>\n<\/td>\n

\n

Employees will be notified via SSM Front End (ESS) \u2013 Notification tile.<\/p>\n<\/td>\n<\/tr>\n

\n

4<\/p>\n<\/td>\n

\n

Will the “Approved” status be visible on the employee’s Front End (ESS)?<\/p>\n<\/td>\n

\n

Yes, the approved employee will be able to see their nomination status through SSM Front End (ESS).<\/p>\n<\/td>\n<\/tr>\n

\n

5<\/p>\n<\/td>\n

\n

Are the notifications only for approved nominees? \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<\/p>\n<\/td>\n

\n

Notifications will appear when the employee is:<\/p>\n

    \n
  1. Nominated<\/li>\n
  2. Approved<\/li>\n
  3. Rejected<\/li>\n<\/ol>\n<\/td>\n<\/tr>\n
\n

6<\/p>\n<\/td>\n

\n

Once there is approved \/ rejected notification from JPA \/ IPA, will Department HRD Admin release a letterhead from Departments to inform the nominees?<\/p>\n<\/td>\n

\n

It is advisable for Department HRD Admin to release a letterhead with the complete details to ensure that the nominees are well informed regarding the approved Training\/Exam and to attend the Training\/Exam.<\/p>\n<\/td>\n<\/tr>\n

\n

7<\/p>\n<\/td>\n

\n

Will Head of Department (HOD) be informed via notifications?<\/p>\n<\/td>\n

\n

Yes, HODs will be informed via notifications but\u00a0only for Mandatory Examinations<\/strong>\u00a0(number of employees who are nominated for the exam) via SSM Front End (MSS).<\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

 <\/p>\n

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\u200b\u200b\u200bTraining \/ Examination Nominations \u200bNo\u200b.\u200b\u200b\u200b Question Answer 1\u200b Can Department HRD Admin nominate using\u00a0IC number? Yes, Department HRD Admin can: Click on the\u00a0\u201cLookup” icon, Select\u00a0\u201cIC number” tab, Fill in\u00a0the IC number, Click\u00a0enter\u00a0on the keyboard. 2 What can be done if an employee is\u00a0unable to attend\u00a0the training \/ examination at the\u00a0last minute? If the cancellation is […]<\/p>\n","protected":false},"author":16,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_et_pb_use_builder":"on","_et_pb_old_content":"","_et_gb_content_width":"","footnotes":""},"class_list":["post-720","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/pmo-jpa-wordpress-prod.azurewebsites.net\/ssm\/wp-json\/wp\/v2\/pages\/720","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/pmo-jpa-wordpress-prod.azurewebsites.net\/ssm\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/pmo-jpa-wordpress-prod.azurewebsites.net\/ssm\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/pmo-jpa-wordpress-prod.azurewebsites.net\/ssm\/wp-json\/wp\/v2\/users\/16"}],"replies":[{"embeddable":true,"href":"https:\/\/pmo-jpa-wordpress-prod.azurewebsites.net\/ssm\/wp-json\/wp\/v2\/comments?post=720"}],"version-history":[{"count":5,"href":"https:\/\/pmo-jpa-wordpress-prod.azurewebsites.net\/ssm\/wp-json\/wp\/v2\/pages\/720\/revisions"}],"predecessor-version":[{"id":759,"href":"https:\/\/pmo-jpa-wordpress-prod.azurewebsites.net\/ssm\/wp-json\/wp\/v2\/pages\/720\/revisions\/759"}],"wp:attachment":[{"href":"https:\/\/pmo-jpa-wordpress-prod.azurewebsites.net\/ssm\/wp-json\/wp\/v2\/media?parent=720"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}