Training plan deployment (for tax year)

In Syfadis, registrations can be carried out in many ways:

• Back-office registrations

• Front Office Registrations

• Session Choice Campaigns

• Changing Needs

In order to be able to monitor the implementation of the plan and to identify the actual registrations provided for in the plan - and the unplanned registrations - it is necessary to link the registrations corresponding to needs.

This association can be made from a requirement (transformation of a requirement) or from an registration (associate a registration with a requirement). In the case of an association, we will see that this association can be manual or automatic.

Understand post-closure processing

Open Administration > Training plan > Training plan parameters

Processings exist on a provisional plan in the closed state, which mainly concern training needs.

Procedure

1. Choose the plan.

2. Click on the Processing tab. Processings are displayed in a specific complementary order. It is preferable to respect the order of launch. Configuration is required to access its features.

Arbitrate the needs of the closed provisional plan whose arbitration status is undefined

The goal is to address unmet needs. The answer to these needs must be defined in a configuration parameter. To do this, the current plan must be closed, the privilege must be set, and the configuration must be completed. Otherwise, the processing will not start.

Turn training needs into pending registration

The objective is to place people with arbitrated and accepted needs on a waiting list for the training concerned by the need. To do this, the current plan must be closed.

The training needs concerned by this processing:

• Nominal needs.

• Needs on a referenced training course – exclusion of non-catalogue needs.

• Need for the relevant provisional plan.

• Arbitrated and Accepted Needs.

• The person nominated by the need: not registered for a training session on the training in question during the period of the financial year of the provisional plan.

• The person nominated by the need: not registered pending on the training (or on one of the sessions of the training) designated by the need.

If the processing goes well, the date of the processing is recorded in the provisional plan. In the case of an error at the level of a requirement, a message indicates to the current user that there are errors in the processing.

Send an email summarising the arbitrations for all training needs

The objective is to inform people via email about the answers given to their training needs of a closed plan. To do this, the current plan must be closed, the privilege must be set, and the Training Needs Summary notification must be activated.

The persons concerned by this processing receive an email :

• Linked to nominative needs.

• Related to undeleted needs.

• No emails received before.

The Training Needs Summary notification must be enabled on the domain.

The email is sent immediately (depending on the notification setting) and only once per person. At the content level, by default, it summarises all the training needs of the person with each one their arbitration status. A table is displayed :

In the event that needs are added to the forecast plan, if a first processing has taken place, this processing is relaunched, an email is sent and only the new training needs are present in the content of the email.

Migrate training needs to the following skills development plan

The objective is to process the deferred requirements by inserting them into the next plan with a response to be defined in a configuration parameter: Action to be applied on the deferred requirements. This action is indicated on the start screen of the processing.

To do this, the current plan must be closed, the privilege must be set and the existence of an n+1 forecast plan must exist.

The migration process checks whether there is a future skills development plan, after the current one that needs to be closed. A privilege and configuration setting need to be enabled. If this is the case, the migration is done for all non-migrated training needs. At the end of the processing, we record the migration date so that the user can see when the requirements were migrated.

Additional Information

Processings with the blue colour icon are processings that have already been started at least once. The others with the grey colour icon is an unstarted process. For each processing, the user can see the date of the last execution in case it took place.

Understand the transformation of needs

Open Administration > Training plan > Transform training needs

The objective is to have a global vision of the accepted and unaddressed needs of a provisional plan (open or closed – it doesn't matter) for a manager in order to transform them into registrations or to validate them through a registration request process (non-catalogue request).

Overview of the Transform Screen

The page is made up of several parts. For a manager of structures and/or establishments, it is possible to have a vision of the indicators (amounts, envelopes, etc.) and the needs of a specific group. A selection of one of these groups is available and allows the manager to have a vision by group and to transform according to his budget related to his group.

In the header, we find the choice of the provisional plan with indicators displayed allowing the user to measure the progress and the needs to be addressed – they are calculated on the user's perimeter (in addition to the group in the case of a manager), and refresh in real time following a transformation of a need:

The page is broken down into 2 views:

• To transformed: list of needs to be addressed.

• Transformed: list of partially or fully addressed needs.

The user has filters to refine their search.

Transform a need

Open Administration > Training plan > Transform training needs

Procedure

• Click on Process in the list of requirements to be transformed, a wizard opens and proposes different steps depending on the type of requirement:

Transformation of a nominative requirement and catalogue

• Choice 1: create a registration request: the requirement is transformed into a registration request (with automatic validation or acceptance depending on the configuration of your platform).

• Choice 2: select a session among those proposed, related to the training of the need.

• If you choose : No session/No session suits me: a pending registration on the course is created.

• If you choose : Selecting a session: an registration is created.

Transformed if and only if: the user is not already registered for the course, is not already on the waiting list, or is not already present in a registration application process for this training.

Transformation of a nominative and non-catalogue requirement:

• Solution 1: Turn the requirement into an application and the training and session will be combined later in one step of the process.

• Choice 1: create a registration request: the requirement is transformed into a registration request (with validation according to the configuration of your platform)

• Solution 2: Beforehand create the training form corresponding to the non-catalogue requirement and then select this training.

• Choice 2: select a session among those proposed, related to the training of the need

Transformed if and only if: the user is not already registered for the course, is not already on the waiting list, or is not already present in a registration application process for this training.

Transformation of a non-nominative requirement

A first step will be to select the user(s) concerned:

By default, potentially eligible users in this window are:

• to the population targeted by the need (membership in all the groups associated with the need). However, it is possible to choose other groups in the advanced search criteria.

• are not already registered for the training (catalogue requirement),

• are not on the waiting list (catalogue requirement),

• and do not have a request for registration (catalogue requirement).

In the list, an indicator informs the person of the number of user selections about the number of beneficiaries still to be chosen : Selection 0/2.

Undo a transformation

Open Administration > Training plan > Transform training needs

Procedure

• Click on the Transformed view by clicking on the Choose the requirement to cancel button.

Additional Information

In the case of a conversion to registration, cancellation is possible as long as the session has not started.

Understand how to associate a requirement with a registration

When a registration is carried out without going through the transformation of needs, it may correspond to a registration provided for in the provisional plan. In order to be able to track related registrations on the provisional plan and registrations outside the plan, Syfadis Xperience allows you to associate a registration with a need. This can be done manually or automatically.

Automatic Pairing

It is carried out by batch processing that takes place every night.

The association of nominative needs and catalogue

In order to try to make the connection, the processing takes into account:

• Registrations not attached to a requirement, not deleted

• Nominative needs, catalogue, accepted, not attached to a registration, not deleted

There is a connection according to certain conditions that must be carried out simultaneously:

• The registered user is the beneficiary of the requirement.

• The formation of registration is the formation of need.

• The fiscal dates of the projected requirement plan and the dates of the registration session match (the session dates must be within the fiscal period of the plan).

The association of non-nominative needs and catalogue

In order to try to make the connection, the processing takes into account:

• Registrations that are not attached to a requirement and not deleted

• Non-nominative, catalogued, accepted, non-registration-related, non-deleted needs

There is a connection according to certain conditions that must be carried out simultaneously:

• The formation of registration is the formation of need

• The fiscal dates of the projected requirement plan and the dates of the registration session match (the session dates must be within the fiscal period of the plan).

• Correspond to one of the associated contexts provided according to the following schemes:

Manual Pairing

In addition to the processing that links registrations and strongly related needs, a manager can also do this manually from :

• of the registration form

• from the menu : Associate Registrations

This type of attachment is much more flexible, it can be done between a registration and a need freely (no constraint on the user and the training).

Association from the registration form

• A button Associate a training need allows you to make a link.

• After clicking on Associate a requirement, search for the requirement to be associated by clicking on Find a requirement (confirm the selection) and then on the Associate button.

• No changes are made on the need – it keeps all the information (users, identified training, etc.). The only change is the attachment with the registration.

• After attaching a requirement, the user also has the option to detach the registration to this requirement: the Unlink training need button appears on the registration form.

The Associate Registrations menu

Manually associating requirements is possible via the Administration menu  Associate requirements.

The association is carried out in 3 steps :

• Step 1: Choosing the training with registrations that are not associated

Plan selection. Indicators for the user:

• Association rate.

• Number of needs per beneficiary in the plan (example : one need per 10 people corresponds to 10 needs per beneficiary).

• Search for a course with the ability to display filters.

• The courses are sorted according to the number of registrations to be associated.

• Indicator for each training:

  • Number of training needs.

  • Number of unrelated registrations – in the event that all registrations are associated, a Processed information is displayed.

  • Total number of registrations.

Step 2: Visibility of training needs

• Context of a training.

• Use the Find Requirement button to add the requirements you want to associate for this training.

Step 3: Associate Registrations

• Use the Associate button on a requirement to associate training registrations

Select the user(s) affected by the registrations to be associated

• If the number of registrations selected is less than or equal to the number of beneficiaries remaining, the association is possible, otherwise the Validate Selection button becomes inactive.

• To unlink a requirement, click on the link of the requirement and then select the registration to unlink.

Search for registrations to be associated with validated registrations by the menu

In the repository of validated registrations, a filter exists Attached to a training need at the level of the block of filters on registrations.

The objective is to find registrations that are not linked to a training need and thus to make attachments manually.

In the case of a deleted or cancelled registration, the requirement associated with that registration returns to the list of requirements to be addressed. It's also the same for a pending registration or a registration request. In the case of a deletion of the latter, the requirement is put back in the pile of needs to be processed.

When a registration is cancelled, the requirement is detached from the registration.