This article is intended for administrators.

Between what is envisaged in terms of training and what is actually implemented, there is generally a significant gap.

The forecasted plan is therefore a tool for HR administrators to manage, forecast and validate sessions effectively. With this tool, it is possible to anticipate costs and visualize the impact of the planned training sessions on their training plan before committing to them.

• 📝 Definitions
• 👁️ Access to forecasted and validated plans
• 🔭 Forecast plan management
• ✅ Management of the validated plan

📝 Definitions

Session statuses

• In preparation: Session in preparation,
• Prepared: Session prepared but not yet taken place,
• Completed: Prepared session that took place (this status is set automatically when the end date of the session is in the past + if the session has the status "prepared"). This is the only status that is not compatible with the forecast plan.
• Rescheduled: Session postponed to a later date,
• Canceled: Session that will not take place.

Plans

• Forecasted plan: The planned schedule is made up of planned sessions, i.e. sessions that have been planned but not yet validated.
• Validated plan: The planned plan consists of validated sessions, that is to say the planned and validated sessions, with a dedicated budget.

💡 Note: A session with the status "completed" can therefore not be included in the forecast plan.

👁️ Access to forecasted and validated plans

General case

Only users with Training Administrator or Global Administrator rights can access training plans.

💡 Note: It is not possible to create differentiated forecast and validated plans by administrator.

Special case: spaces with MLA enabled

The same rule applies, only users with Training Administrator or Global Administrator rights can access training plans.

Administrators of Training or Global entities can see and modify the sessions they have created or that have been created by an entity administrator who has the same scope as them (at least partially). They can therefore only move the sessions on which they have these rights to edit the forecast plan to the validated plan.

Example: If Albane Dupont has a scope on entities A and B and I have a scope on entity B, I can edit the sessions created by Albane because we both have a role on entity B.

💡 Note: It is not possible to create forecast plans validated by entities.

🔭 Forecast plan management

Simulate the impact of training sessions on your budget

By default, all training sessions are included in the budget forecast for their period.

The "Forecast" column allows you to link or not link the session to the forecast plan and budget in order to visualize the impact of these on the budget in real time.

💡 Note: Adjustments remain saved from one session to another to facilitate scenario tests.

Manage the budget

The "Budget" box informs you about:

• the budget validated,
• the estimated budget,
• the remaining budget,

• The out-of-budget if there is one.

The cost used to calculate the estimated budget is the sum of the funding entered for each session.

In order to have more details on each configured funding source, click on "Details".

Validate a session

To move a session only from the forecast plan to the validated plan, click on the menu at the end of the line and then "Validate the forecast session".

A modal will appear reminding you of the committed budget. You will be able to approve training requests associated with the session in question and select whether or not you want to notify employees of the change in status of their request.

💡 Note: The participants of the session will not be informed of the transition from the forecast plan to the validated plan, they will simply be notified of the approval of their request if this had not already been done.

Validate all the sessions planned in the forecast plan

To move all sessions from the forecast plan to the validated plan, click on the "Validate forecast sessions" button and then complete the modal as indicated above.

✅ Management of the validated plan

Budget

The "Budget" box informs you about:

• The budget committed: overview of funds committed,
• Session statistics: Percentage and number of sessions completed.

And below you will find all the validated sessions with the ability to filter them by training session title, participants, session dates, cost and status.

Move a session from the validated plan to the forecast plan

To move a session only from the forecast plan to the validated plan, click on the menu at the bottom of the line and then "Put back in the forecast plan".

💡 Note: If the session is in the "completed" status, it will not be possible to return it to the forecast plan.

A confirmation modal will then provide you with details on the impacts, particularly budgetary, and will offer to cancel the collaborators' calendar invitation if it has already been sent.

🔁 Import and export of data

Import

It is possible to specify when importing whether a session should be in the forecast plan or the validated plan. However, it is not possible to create a session outside the forecast plan. This must be done directly in the interface.

Documentation relating to the import of past training: Uploading your past training history in Elevo during the deployment phase

Export

When you export sessions from the forecast plan or the validated plan, you export the complete list of sessions for the selected period. You will have information on their status as well as the plan to which they belong, but you will not know if the toggle allowing to include or exclude from the forecast plan is enabled or not.