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
- 👋🏼 Manage training sessions
- 🔭 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.
👋🏼 Manage training sessions
- Edit training sessions details
- Edit information on the cost of a training session
- See the list of participants in a training session
Edit training sessions details
A list of all the sessions that have been created is available here, per training period. You can view the session's title, the participants (their names appear when you pass your mouse over the icons) and the session dates.
By clicking on a session's title, you can access its detailed information, and add or edit any information if needed:
- the session's title,
- whether or not it will lead to a certification,
- the number of seats available,
- the training center that will coach the session,
- the start and end dates and the time slots,
- the location,
- the total number of hours,
- the type of session,
- the format (face-to-face, distance learning or hybrid)
- the time period.
Before sending an invitation, the start and end dates plus the time slots must be filled in. The button to send the invitation will only be made visible when all the required fields are completed. The session's location is not mandatory.
⚠️ Please be aware that dates/time/location cannot be edited once an invitation has been sent, you will need to cancel the invitation and send a new one with the amended information.
Add a tag to a session
Here you can select an existing tag from the drop-down menu, or create one by typing its title in the field and clicking “Create”.
💡 Note: The tags entered appear in the training session export.
Edit information on the cost of a training session
In the second tab, you'll find the total cost for this training session, the cost per participant and the number of participants.
You must define :
- whether the training cost is based on the session as a whole, or per participant,
- then enter either the total cost of the session, or the cost per participant,
- whether financing is identical for all participants,
- define funding sources.
💡 Please note that if currencies have been set, the default currency will be the one selected in the session cost or cost per participant. The conversion in the budget will be carried out according to the exchange rate previously defined in the definition of funding sources in the budget.
➡️ If funding is identical for all participants.
You will need to enter the different sources and the associated amounts. This will apply to all participants.
➡️ If funding varies by participant
You must select a participant by ticking its line on the left and then clicking on “Actions” in order to modify its funding. You can select several participants at once if they have the same funding. You must then enter the various sources of funding and the associated amounts.
Participants with incomplete funding can be filtered for quick identification.
💡 Note : The sum of the funding per participant will be compared with the overall cost of the session, or the sum of the costs per participant, to ensure that it corresponds.
See the list of participants in a training session
The third tab gives you access to the list of participants. Here you can:
- add participants without creating a request first,
- view the invitation's status,
- delete a link between a request and a session (without deleting the initial request).
⚠️ Please be aware that when a link between a request and a session is cancelled, all associated costs (training cost + sources of funding) are lost, since the request is pending a session. If an invite has been sent, the employee will receive an email notification and the invitation will be removed from his calendar.
🙅🏻♀️ Delete a session
Sometimes a scheduled training session may be cancelled. You can always delete a session on Elevo without deleting the training requests that were linked to it. You will hence be able to review them once again and link them to a new session over a different period, for instance.
If an invitation has been sent, the employee will be notified by email and the invitation will be removed from his calendar.
To delete a session:
- go to the list of sessions via the end of line menu
- or simply click on the session:
⚠️ Please be aware that the the training session's data and the cost information will, however, be lost (individual costs and costs related to a source of funding).
🔭 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.
🙋🏻♂️ Questions
➡️ Do I have to enter all the detailed information for a training session in one go?
No, you can add details to a training session on an ongoing basis.
➡️ What information can be viewed by employees via their profiles?
The following information is accessible to employees: summary of the request, approval status, total number of training hours, and the start and end dates of a session.