Training needs collection

In the platform, the training needs correspond to the training wishes expressed by the various actors on their own behalf (employee), on behalf of their team, or on behalf of all employees, or some of them (training manager perimeter).

Within the LMS, we distinguish different types of training needs, depending on whether it is nominative or not, targeted at training from the customer repository or outside the catalogue.

You can allow a manager or manager to enter needs outside the catalogue and/or non-nominative.

Issue a catalogue requirement as a manager

Open the profile Manager > Catalogue

The main actor in this phase is a team leader (a manager). Their perimeter corresponds to their team. They can create and modify the training needs of their team throughout the collection phase.

Procedure

1. Search for the training course among the training courses accessible to the catalogue by the manager.

2. Click on the training course.

3. Click on the Training need for my team button.

4. Fill out the requirement form:

   • Priority (desired, important, indispensable)

   • The desired Quarter

   • A description of the need to facilitate the arbitration

5. Under the Beneficiary tab, click Add Beneficiary, then select the beneficiaries from your team members. You can select all users on the page and manage the selection via the Selection cart. Importing users is also possible via the Add by File button to add collaborators in bulk. To do this, simply import the csv file with externalIds of the users in column 1.

6. Save.

Additional Information

It is also possible to issue a non-nominative need. In the Beneficiary tab, you will have to choose the type of beneficiary and indicate the number of beneficiaries.

Issue a non-catalogue requirement as a manager

Open the profile Manager > Catalogue

The main actor in this phase is a team leader (a manager or line manager). His perimeter corresponds to his team. They can create and modify the training needs of their team throughout the collection phase.

Procedure

1. Search for a training course.

2. Click on the Make a request outside the catalogue button, if the training is not accessible in the catalogue.

3. Define if it's a need for me or for my team.

4. Fill in :

   • The title of the desired training.

   • Priority (desired, important, indispensable)

   • The type of need : Individual or collective

   • The Theme

   • Estimated duration

   • The desired trimester

   • A description of the need to facilitate the arbitration

5. Click on New Beneficiary, then select the beneficiaries from your team members. You can select all users on the page and manage the selection via the Selection cart. Importing users is also possible via the Add by File button to add collaborators in bulk. To do this, simply import the csv file with externalIds of the users in column 1.

6. Save.

View an employee cost on non-catalogue requirements

Open the profile Manager > Catalogue

Procedure

1. Open the Need tab. For a non-catalogue training need, a field is displayed: Employee cost. This field is read and displays the cost entered by the employee or by the manager on behalf of a member of his team.

2. Open the Cost tab.

   • The same field is always displayed as read-only.

   • The Trainee cost field is pre-populated by this worker cost if it is filled in when the requirement is created. In the event that this worker cost is modified or completed after creation, the Trainee Cost field is no longer modified. This field can still be edited.

Removing a need as a manager

Open the profile Manager > My Team > My Team's Needs.

The deletion of a requirement is done directly in the requirement form using the Delete button.

Procedure

1. Select the requirement.

2. Click Delete.

Additional Information

The deletion conditions are as follows:

• For an employee or line manager :

  • Only the requester (creator) of the requirement can delete it.

  • During the collection phase.

  • The need should not be arbitrated.

• For a Training Manager (with full rights):

  • During the collection phase and/or during the arbitration phase.

For a manager, it is not possible to delete a need created by an employee, in this case, a manager can simply give a favourable or negative opinion.

Understand the visualisation of needs as a manager

Open the profile Manager > My Team > My Team's Needs.

This page allows you to visualise all the training needs that he has created for his team over the period of gathering needs.

In this screen, the user views information about the plan at the header level with the status, as well as the dates of the plan. It also has indicators related to the list of needs:

• The estimated amount of the accepted requirements: taking into account the Cost of a requirement * number of beneficiaries – currency of the default currency: in euros (configuration parameter).

• The estimated duration in hours of training based on accepted needs.

• A view of the distribution of needs according to the arbitration, as well as the arbitration rate = arbitrated needs according to the total number of needs.

The indicators and needs reported are related to the rights given to the manager: privilege concerned is See the training needs of my team.

The manager can create requirements from the New Requirement button on this page.

They can also do this from the catalogue on a training sheet with a button dedicated to them Needs of my team.

In the table of requirements, we find the following information:

• The title of the requirement or the wording of the training chosen

• Beneficiaries

• The Priority of Need

• Favourable or negative opinion by the manager

• Arbitration

The list also includes individual or collective needs created by another actor whose beneficiaries are members of its team.

When a nominative collective requirement has been created by an RF other than the team leader, it can concern employees who are part of the manager's team but also other employees who are not part of his scope. In this case, the team leader can still open the collective need and consult all the beneficiaries. A non-nominative collective need created by an training manager will not be visible to the team leader.

Issue catalogue requirements as an employee

Open the profile Manager > Catalogue

Procedure

1. Search for the training among the courses available in the catalogue.

2. Click on the training.

3. Click on the button Click to request training need on that course.

4. Fill out the new need form:

• Priority (desired, important, indispensable),

• Course location,

• The desired quarter,

• A description of the need to facilitate the arbitration process.

5. Click Save.

Additional Information

Depending on the configuration of your platform, you will also be able to enter unlisted needs.

The input form is simplified for an employee.

View training needs as an employee

Open My Profile > My Training Needs

If the collection of requirements by the employee is set up, an employee will be able to enter requirements only for himself. These requirements can be catalogue or non-catalogue depending on the role configuration.

An employee can create, edit, and delete their training needs throughout the collection phase of the page.

New in v8 The training needs collection period is displayed for each training for which a needs has been expressed.

In the menu, My training needs, the employee can view all expressed needs by themselves or by their manager. The IN PROGRESS tab displays the requirements of the non-closed fiscal years and the HISTORY tab displays all the requirements of the closed fiscal years (closed date filled in and exceeded).

The employee can view the manager's opinion and the arbitration in the history.

Issue a need as an administrator (or training manager)

Open Administration > Training plan > Training needs and arbitration

An administrator can enter training requirements that can be viewed in the back office.

Procedure

1. Choose the open plan.

2. Click on the New training need button.

3. Search for training among the courses available.

4. Fill in the fields on the Requirement tab .

5. Fill in the requirement form: The entry of a requirement is broken down into 4 additional tabs:

   • Need tab:

     • Choice of a catalogue or non-catalogue requirement plus the expression, type and qualification of the requirement.

     • If you select Unlisted, it becomes possible to enter the cost of the requirement in the Employee Cost field (optional).

   • Beneficiary tab:

     • Registered shares: selection of employees

     • Nominal name: description of the target population

   • Cost tab:

     • Enter the costs of the requirement, which can be an overall trainee cost or a trainee cost by cost nature.

   • Arbitration tab:

     • Manager’s opinion

     • Administrator’s arbitration

     • Justification

6. Record.

Additional Information

It is also possible to issue a non-nominative need. In the Beneficiary tab, you will need to select the type of beneficiary and indicate the number of beneficiaries.

Understand administrator non-nominative requirements

Open Administration > Training plan > Training needs and arbitration

When entering a need for unidentified persons, an administrator or a training manager will be able to indicate the group(s) concerned as well as the socio-professional category and the type of contract.

Understand requirement cost input

Open Administration > Training plan > Training needs and arbitration

Depending on your business and financial context, you can choose to track costs by nature as soon as you enter the requirement. The objective is to follow the evolution of your training budget by type of cost in the detailed monitoring screen of the plan.

The default cost:

If you do not enter a cost from the balance sheet tab in the training sheet, the requirement will be valued at the trainee price of the training sheet.

Entering an individual cost:

You can value the requirement to a trainee cost that is entered on the Cost tab of the entry master record for a requirement.

The Hide requirements without cost type entry:

If you have enabled this setup option, you can enter costs by cost type.

• Click Add Cost.  You can enter several types of "Standard" costs:

  • When selecting one or more cost types, the associated amount is displayed next to the total amount.

  • The Hide requirements without cost type check box allows you not to display requirements for which there is no associated cost type.

Enter trainee costs by nature on a requirement

Open Administration > Training plan > Training needs and arbitration

Procedure

1. Choose the need.

2. Click on the Cost tab.

3. Click Add Cost.

4. Fill in the name.

5. Fill in the nature of the cost.

6. Fill in the name and amount for this requirement per trainee.

7. Click on the Validate button.

Additional Information

In order to facilitate entry, and in the case of a catalogue requirement only, the costs by nature entered in the cost model in the balance sheet tab of a training form are filled in automatically.

• If it is an individual cost, the amount is the amount of the individual cost.

• If it is a collective cost, the amount is the entered cost/capacity of the training.

• Finally, if the capacity of the training is not specified, a default value of 10 is used.

This principle is also put in place when importing a requirement or renewing an authorisation.

Understand the Training needs and arbitration page

Open Administration > Training plan > Training needs and arbitration

The arbitration phase is launched after the collection phase or during (depending on the dates indicated in the plan). During this phase, a training manager validates or does not validate all the needs that feed into the current provisional training plan. Needs arbitration is possible as soon as the arbitration start date is reached.

The main actor during this phase is a training manager. Their arbitration scope corresponds to the entire platform, their domain or the groups for which they are responsible depending on the configuration of their role.

 Arbitration Needs Page

The arbitration page is made up of multiple parts. We find a header indicating

the phases of the plan and the status of the current plan: Arbitration in our case. Then, under the header, indicators are displayed allowing the user to measure the arbitration in progress – they are calculated on the user's perimeter, and refresh in real time following each action carried out (accepted, postponed, refused): 

• The total amount: calculated on the basis of accepted needs.

• The status of the arbitration.

• The distribution of arbitration.

• The number of people to be trained : calculated on the basis of accepted needs.

• The total number of hours of training : calculated on the accepted needs.

And finally, the list of needs to be arbitrated is displayed and concerns the current user. The user has filters to narrow down the needs they want to address.

Several searches are available in the arbitration page:

• There is also an option to sort by priority or cost.

• Another option: the list of requirements is paginated, the user can display only 10 requirements per page (possible values: 10, 20, 50, 100).

• Next to the filters, each requirement is displayed in a block. By default, we display the most relevant information for the current user – priority, estimated rate, etc. However, using the link: View Detail, the requirement sheet unfolds and the user sees additional information. A button allows access to the detailed sheet of the need.