Skills development plan follow-up

It consists of comparing the number of registrations, hours of training and budget, the forecast elements resulting from the collection and arbitration and the achievements during the financial year.

To visualise the follow-up, the LMS offers tracking screens with a global vision, screens with a detailed vision and the possibility of carrying out analyses.

In order to have representative figures, it is necessary to enter certain data: the price per trainee in a training sheet, the costs on the sessions, the estimated duration of the training sessions and to close the training sessions.

Understand the follow-up of the skills development plan

Open Administration > Training plan > Training plan monitoring

For managers: My team > Financial monitoring

For follow-up, we have dedicated pages according to the rights of the current user. This is because a (hierarchical) team manager does not see the same tracking data as a TRAINING MANAGER. Each has its own tracking page with a distinct scope:

• linked to his team for a manager or superior,

• and a wider scope for a domain administrator or a training manager (e.g. domain),

• In the case of a manager or hierarchical, the relevant page can be found in the menu:

  • My Team > Financial Tracking

These two pages are made up of the same information, but have a different scope of data.

Understand the information displayed in the plan tracker

Open Administration > Training plan > Training plan monitoring

Follow-up page for a training manager

A training manager with the domain scope will see the information related to the employees of the current domain: the registrations of these employees, the costs of the registrations of these employees, etc.

When monitoring a plan over a defined fiscal period of a year – January 1 to December 31 of year n for example, we take into account the registrations of employees concerned by the scope on the sessions of the fiscal period of the plan (on the start/end dates of the session taken into account).

In the case of a session between the 2 years – starting in n before 31 December n and ending in n+1, then the registrations for this session will be taken into account in the provisional plan of 1 January – 31 December n and not in the provisional plan of n+1.

Understand the available filters

Open Administration > Training plan > Training plan monitoring

A header is displayed with the plan title, plan status, and fiscal dates. Help is available via the cogwheel for a better understanding of the information reported on this page.

The user has the possibility to filter the information reported by:

• Learning modality: filter on the committed and the completed, on all registrations related to a training.

• Registration method: filter on the engaged and the completed, on all registrations related to a training.

• Training: Label, code This filter does not interact with the forecast data.

Understand the Distribution and Completion Rate Graph

Open Administration > Training plan > Training plan monitoring

This graph provides a follow-up of the forecast and the actual amount of training, number of hours of training, and number of registrations.

Amounts – costs:

• Planned: this is the sum of the costs resulting from the accepted needs of the provisional plan.

• Committed: This is the sum of the estimated costs of non-clôturées.de sessions in the financial year.

• Completed: This is the sum of the costs entered from the sessions clôturées.de the financial year.

• Total: this is the sum of the committed and the achieved.

• The % of completion corresponds to the total of the planned amount in %.

• A red line may appear: it indicates the sum of the budget. If the budget is defined by cost type, only the cost types that are visible in the Forecast Plan Tracking are taken into account.

• In this follow-up, for all amounts, we do not report the costs related to salaries, simply the costs of the training department.

Hours:

• Planned: this is the sum of the estimated time in hours from the accepted needs of the provisional plan. In the case of a non-catalogue requirement, it is the estimated time entered on the requirement sheet that is taken into account.

• Committed: this is the sum of the estimated time in hours for each registration on the unclosed sessions of the financial year.

• Completed: this is the sum of the time spent in hours for each registration on the closed sessions of the financial year.

• Total: this is the sum of the committed and the achieved.

• The % of completion corresponds to the total of the planned number of hours in %.

Entries:

• Planned: this is the number of beneficiaries named or not of the accepted needs of the provisional plan.

• Committed: is the number of registrations for the non-closed sessions of the financial year.

• Completed: this is the number of registrations for the closed sessions of the financial year.

• Total: this is the sum of the committed and the achieved.

• The % of completion corresponds to the total number of registrations out of the planned number of registrations in %.

In the case of a cancelled registration but to be invoiced: it appears in the information reported to the follow-up on the training budget, column Completed for the amount.

Understand monthly graph tracked of committed and completed training

Open Administration > Training plan > Training plan monitoring

This graph provides a view of the budget committed and completed per month in order to track the budget consumed for the selected financial year month after month.

Costs assigned to a month are the costs for sessions starting in that month.

Understand the consumed budget graph

Open Administration > Training plan > Training plan monitoring

This chart allows you to track the cumulative evolution of incurred and realised costs month by month during the financial year.

A red line may appear: its allocated budget indicates the sum of the budget envelopes. If the envelopes are defined by cost type, only the cost types that are visible in the Forecast Plan Tracking are taken into account.

The Planned Budget line is the sum of the costs derived from the requirements of the plan. It allows you to see if the budget consumed cumulatively exceeds the forecast.

For a manager, the page concerned can be found in their dedicated menu: My team > Financial follow-up.

Tracking webparts

Plan tracking is also available via web parts that you can position on a homepage

• Plan Tracking: General information with indicators - budget, hours, registrations.

• Budget Tracker by Month: A graphical representation of the budget's monthly consumption.

Understand detailed plan tracking

Open Administration > Skills Development Plan > Detailed follow-up of a training plan

Like the charts used to monitor the plan, the detailed monitoring allows you to compare the number of registrations, hours of training and budget, the forecast elements resulting from the collection and arbitration and the achievements during the financial year.

The presentation is made in the form of a table that allows the information to be displayed according to grouping modes selected from a drop-down list.

Understand the selection of information to display

Open Administration > Training plan > Detailed Plan Tracking

By default, information is displayed by domain and the plan selected is for the current financial year, and self-service registrations are not taken into account.

Depending on what you want, you can choose a grouping mode by:

• domain

• user

• Group: establishment, structure, project, employment,

• theme

• job

• project

• gender

• socio-professional category,

• contract type,

• charge type.

CSV export is available from the cogwheel.

Grouping modes by user, CSP, contract type, and gender do not display the budget column.

You can also filter the information by:

• Theme: filter on a need, training, or budget.

• Group (institution, structure, project, team, job): filter on registration users

• CSP Contract Type: Filter on registration Users

• Cost Type: Filter on envelopes, requirements, registrations. This vision is relevant provided that envelopes are allocated by type of cost and that costs are managed during the development phase of the provisional plan. Only the cost types that are visible in the Follow-up of the Provisional Plan are taken into account

Registration and Requirement Attached

A non-nominative requirement is considered attached if the number of registrations in relation to the requirement is equal to the number of users entered on the requirement.

A nominative requirement is considered attached if an entry is linked.

If the filter is empty, all requirements and registrations are taken into account.

• Committed

• Registration method: filters only on the committed and the completed, on all registrations related to a training. This filter is only taken into account in the budget committed and completed in the result page – no impact on the results regarding the planned budget related to training needs.

• Training: filter on catalogue requirements and training sessions.

• Users: filter on nominative needs and people registered for training sessions.

The filters related to training and users have no impact on the information reported for budget.

Understand the plan details

Open Administration >  Training plan > Detailed follow-up of a training plan

Indicators

• Planned: information from the provisional plan, related to accepted training needs

• Committed: Information related to registrations for non-closed sessions (all those completed, in progress, not started). Costs are estimated. Requests for registration or pending registrations for a training/session are not taken into account in the commitment.

• In progress: information related to the costs entered in the BALANCE tab of a session on active (= not closed) sessions. This column is added only for costs.

• Completed: information related to registrations for closed sessions. Costs are the actual costs entered.

• Total: Sum of committed and achieved.

• % of Completion: Total/Planned in %.

• Business rules for each column by topic

  • For the committed on the amount side, the estimate is based on the Price per trainee information for the session.

  • For the view by nature of cost, there is a different way of calculating the committed in the amount.

  • In this detailed follow-up, for all amounts, we do not report the costs related to salaries except in the vision by type of cost.

Use the Detailed Tracking cogwheel

• Open Administration >  Training plan > Detailed follow-up of a training plan

• Two actions are available

  • An export in csv format of this table: this table can be exported in Excel (in CSV) via the button at the top of the table (Export in csv format), and in PDF via the Export button in the toolbox via the menu.

  • An update of realized amounts: The Realized Amount Information is not displayed in real time in the tracking because it is consolidated in the database during batch processing. You can update these amounts by clicking Update Amounts.

Overview of three grouping modes

Example n°1: vision by domain:

• Budget: sum of the amount of the budget envelopes for this area and plan

• Amount:

  • Planned: sum of the costs of the accepted requirements for this area and plan

  • Committed: The sum of the estimated costs from the unclosed sessions. This is because the costs entered are not reliable until the session is closed because the cost entry occurs with a lag compared to the end of the session. The estimate takes into account the price per trainee for sessions related to the registrations of collaborators in the current domain.

  • Completed: The sum of the actual costs entered on the closed sessions. The sessions taken into account are those related to the registrations of employees of the current domain

  • Total: Sum of Incurred and Realized Costs

  • % Completion Total/Planned in %

• Hours:

  • Planned: sum of the estimated durations (in hours) of accepted needs (estimated duration * number of beneficiaries) for this area and plan. The estimated duration of the requirement corresponds to the estimated duration of the identified training course or, for a non-catalogue requirement, to the estimated duration entered on the requirement

  • Committed: The sum of the estimated durations (in hours) of the unclosed sessions related to the registrations of collaborators in the current domain. This value is estimated because the attendance may not have been filled in at that time.

  • Completed: sum of the past durations (in hours) of the closed sessions related to the registrations of the collaborators of the current domain and the plan. The calculation takes into account the attendance and/or the estimated duration (for e-learning or blended training).

  • Total: sum of durations committed and completed

  • % of completion Total Duration/Expected Duration in %

• Registration:

  • Planned Number of beneficiaries on accepted needs for this area and plan.

  • Committed: number of registrations for non-closed sessions, concerning collaborators in the current domain and this plan.

  • Completed: number of registrations for closed sessions, concerning employees in the current field and this plan.

  • Total: Sum of committed and achieved.

  • % of completion: Total registrations/Projected registrations in %

Precision

• To calculate the amount realised, the cost types taken into account include the non-salary cost types included in the monitoring of the provisional plan. On the form of a cost type, there is an option to check the box: integrate into the monitoring of the plan.

• Calculation of the number of hours worked

  • Taking into account the hours set aside for the presence of learners for face-to-face sessions

  • Hours spent in e-learning are taken into account for e-learning sessions. However, in order to avoid having an overestimated time counter, these e-learning hours are capped by the estimated duration of the session or training.

Example 2: Per user vision

• Budget: no notion of budget in this view

• Amount:

  • Expected: The sum of the costs of the user's accepted nominative requirements for this plan

  • Committed: sum of the estimated costs related to the user's registrations on non-closed sessions This is because the costs entered are not reliable until the session is closed because the cost entry occurs with a lag compared to the end of the session. The estimate takes into account the price per trainee.

  • Completed: Sum of the actual costs entered related to the user's registrations on closed sessions; concerning a cost nature integrated into the monitoring of the plan

  • Total: Sum of Incurred and Realized Costs

  • % of completion: Total/Planned %

• Hours:

  • Planned: sum of the estimated durations (in hours) issued on the accepted nominative needs related to the user for this plan

  • Committed: The sum of the estimated durations (in hours) of unclosed sessions related to user and plan registrations. Theoretical value because the attendance may not have been filled in at that time.

  • Completed: sum of the past durations (in hours) of the closed sessions related to the user's registrations and the plan calculated according to the attendance and/or estimated duration (for e-learning, or blended).

  • Total sum of durations committed and completed

  • % Completion = Total Duration/Planned Duration in %

• Registration:

  • Expected: The number of accepted nominative requirements related to the user for this plan.

  • Committed: The number of registrations on the user's unclosed sessions for this plan.

  • Completed: The number of registrations on the user's closed sessions for this plan.

  • Total: Sum of committed and achieved.

  • % Completion Total registrations/Planned registrations in %

In the case of a cancelled registration but which is to be invoiced: it appears in the information reported at the follow-up level, mainly for the costs.

Understand plan and off plan tracking

Open Administration > Training plan > Plan & off plan follow-up

Plan and Off-Plan Tracking

Indicators:

• Planned (Transformed Needs and Untransformed Needs): information from the forecast plan, related to accepted training needs. This column is divided into two subcolumns, Transformed Requirements and Untransformed Requirements.

• Committed plan and out of plan: information related to registrations for non-closed sessions (all those completed, in progress, not started). Costs are estimated. Requests for registration or pending registrations for a training/session are not taken into account in the commitment.

• In the course of the plan and out of the plan: information related to the costs entered in the BALANCE tab of a session on 'active' (= not closed) sessions. This column is added only for costs.

• Completed plan and off-plan: information related to the registrations of closed sessions. Costs are the actual costs entered.

• Total plan and out-of-plan: sum of committed and achieved.

• % of Completion: Total/Planned in %.

Note: It is possible to export all information in CSV format to download a complete Excel report.

Example n°3: Vision by nature of costs

• Budget: The sum of the amount of nature-related envelopes per plan and out of plan.

• Amount:

  • Planned sum of the costs coming from the accepted needs (trainee cost * number of beneficiaries) related to the nature and this plan. Needs that do not have a trainee cost by nature are not taken into account. Costs listed by Transformed Requirements and Unprocessed Requirements.

  • Committed sum of the costs entered related to the nature coming from the non-closed sessions following the registrations of the collaborators of the current domain.

  • Completed sum of the costs entered related to nature coming from the closed sessions following the registrations of the collaborators of the current domain.

  • Total sum of costs incurred and realized.

• Hours: the indicators of hours by type of cost are not of interest in business terms, they are not displayed.

• Registrations: the indicators of registrations by type of cost are not of interest in business terms, they are not displayed.