Training plan repositories

Understand the charge type repository

There is a repository of cost types in the platform linked to orders and costs on a session. It can be found in the Administration > Repository > Charge types. These types are available during report generation in the Analysis section.

Examples of other client costs:

• Logistics cost

• Pedagogical cost

• Accommodation Costs

• Travel Expenses

• Catering costs

• Room rental

• Miscellaneous Costs

Typesheet for a " Standard " type

The type chosen from "Standard" exists in addition to the Learner and Trainer Salary types as well as travel times. These costs are not entered on a session but are automatically calculated according to the hours of attendance and the hourly wage imported into the user file (this information is hidden by default for GDPR reasons).

It is possible to integrate or not a nature in the monitoring of the plan and for the budget envelope displayed during the arbitration (Standard mode only).

Example: Your provisional plan at the time of the collection phase does not take into account travel expenses, but you still want to enter them. In this case, you will not include the nature of travel expenses in the monitoring of the provisional plan, which will allow you to monitor your provisional budget and carried out with comparable elements.

Manage travel

Open Administration > Training > Training

Procedure

1. In the Training menu, select a training course and then a session.

2. In the file of a training session, click on the tab labelled Travel to view the attendance of employees and trainers and to enter the associated travel times.

3. The presence displayed is at the session level and therefore retrieves the status(es) of the associated sessions. 

4. So there can be three values: Present, Absent, and Present/Absent:

   • This field is read-only.

   • The Travel Time field allows you to enter the employee's round-trip duration: you just have to record this information.

In the event that there is no session created (we include face-to-face, virtual classroom or AFEST type sessions) which is mandatory, the tab is accessible with the associated alert and no action possible.

• Once the duration has been entered, it must also be transformed into a cost:

  • The calculation is: travel cost = travel time x hourly wage.

• Travel time information is reported in the reports and cubes.

• The information on the cost of travel is reported and in the cubes.

Manage travel for a session

Open Administration > Training > Training Sessions

Procedure

1. Select a face-to-face session.

2. In a session form, click on the Travel tab to view the attendance of employees and trainers and to enter the associated travel times.

   • The presence displayed is at the session level and therefore retrieves the status(es) of the associated sessions. 

   • So there can be three values: Present, Absent, and Present/Absent:

     • This field is read-only.

     • The Travel Time field allows you to enter the employee's round-trip duration: you just have to record this information.

In the event that there is no session created (we include face-to-face, virtual classroom or AFEST type sessions) which is mandatory, the tab is accessible with the associated alert and no action possible.

• Once the duration has been entered, it must also be transformed into a cost:

  • The calculation is: travel cost = travel time x hourly wage.

• Travel time information is reported in the reports and cubes.

• The information on the cost of travel is reported and in the cubes.

Understand the supplier repository

In the platform, there is a vendor repository for costs, which can be accessed from the Administration > Repository > Supplier

These providers are available during report generation in the Analysis section.

Supplier Profile

Each supplier has a name, a description, a code, contact details, contacts, and declaration information.

When entering a cost, it is possible to enter a referenced supplier from the list of created suppliers.

Manage accreditations

There are two possible processing methods:

• Automatic processing using the notion of a provisional plan within the platform.

• Manual processing by a manager: a page is dedicated to the management of accreditations.

Manage accreditations via provisional plans

Open  Administration > Training plan > Training plan parameters

The objective of this processing is to automatically feed a skills development plan by creating needs for the training entered on the authorisation side, based on the renewals to be carried out by employees.

In this way, requirements are automatically created via accreditations.

Processing is available for a current fiscal period – even if the employee/line collection period has not begun.

This processing is called: Integrate accreditation renewal needs.

Processing accreditations with a Provisional Plan

This processing analyses the successful or unrenewable accreditations of employees with an end date of validity that falls within the financial year period of the plan concerned.

This processing detects a need for nominative/catalogue training on the current plan corresponding to an authorised employee who says they are renewing it.

When the processing is initiated, the date of the last run of the processing is recorded at the plan level.

If the plan is not yet in the employee or hierarchical collection phase, this does not prevent the creation of needs, as this processing takes place very upstream.

Understand the rules concerning this processing

• Credentials of failed employees: not analysed/processed.

• Employee success analysed.

• In the case of an accreditation with a date = (expiry date – a deadline. If it is within the fiscal period of the current plan, then a need for training arises (in the case of an already existing need: no other need created).

• Creation of as many needs as there are training courses to be renewed for accreditation.

• Requirement created with values in the properties:

  • Nominative: user to be accredited

  • Catalogue: one of the training courses for the renewal of the accreditation

  • Priority: Essential

  • Qualification: Clearance Refresher (new value in the list)

  • Skills Development Plan: The Plan during processing

  • Created by: The user who triggered the processing

The time to retrieve accreditations is a configuration parameter: Delay defining the date of creation of a requirement in relation to the due date of an authorisation in order to determine the impacted plan, by default it is 60 days.

Rules with domain-based management

If the training plans are located by domain, the processing will restrict its analysis to the accreditations of employees whose management domain of the employee is in the list of domains associated with the plan.

If the training requirements are localised by domain, the requirements will be created with the current management domain of the user who triggered the processing (otherwise it will be attached to the root domain).

Understand manager-side accreditations

Open the manager menu: My team > Accreditations

There is a ^2nd possibility to renew the accreditation of an employee, by a manual renewal action made by a team leader.

Page access privilege and renewals should be enabled.

List of employee accreditations within a team

On this page, the team leader can view a list of all the accreditations of his employees: those that are successful, those that have failed and those that need to be renewed. They can create as many as they want via the New user accreditation button.

They have the possibility to filter the data using a filter by searching: the surname/first name of the employee OR the title of an accreditation.

For each accreditation, the following information is displayed:

• Title of the clearance

• Employee's first and last name

• Validity dates

• The number of documents attached to a clearance

For each accreditation, it has a burger menu at the end of the line to modify or renew an accreditation of an employee or even add a document.

The renewal action is only possible if the accreditation is successful for the employee and the expiry date is entered.

Even if the renewal period has passed for an accreditation, the platform allows you to do so.

Renewal form

When renewing, here is the pre-filled information:

• Accreditation: the original one.

• User: the original one.

• Last attempt date: Renewal Day Date.

• Attribution Date: Date of Renewal Day.

• Training provider: the one of the original authorisation if informed.

• Pass: Positioned at Yes

• Start of validity period: The expiry date of the original authorisation or today's date in case the renewal is made after the renewal period.

• End of validity period: Automatically calculated from the validity start date and the validity period.

• End date: The end date is positioned according to the date issued on the accreditation. If it is filled in, it takes precedence over the validity end date.

• Reminder date: Automatically calculated from the validity end date and the reminder period.