This article is intended for administrators.
As a user with global admin or training admin rights, you can manage your training budget directly in Elevo.
After defining your different sources of funding, you will be able to manage the funding of training from your overall budget, while keeping an eye on the remaining budget.
To do this, go to: Training > Training plan > Budget.
- 👁️ Rights associated with budget management
- 1️⃣ Select a training period
- 2️⃣ Select the desired budget type
- 3️⃣ Define your budget
- 4️⃣ Manage your budget
👁️ Rights associated with budget management
Several roles and permissions exist on the Training product, as detailed below and in the associated article : Manage the admin rights associated with the Training product.
- Global Administrator: has access to all actions associated with the Product for the entire population,
- Global entity administrator (if MLA is activated): can manage the requests and training sessions of its population, but does not have access to manage anything related to the budget.
- Training Administrator: has access to all actions associated with the Product for the entire population,
- Entity Training Administrator: can manage the requests and training sessions of its population, but does not have access to manage anything related to the budget,
- Envelope Responsible : can navigate between periods without creating them, can modify the envelopes to which he has access and can manage the sources of funding.
⚠️ Attention: Access to all budget envelopes can only be restricted when the MLA is activated and configured. This means that the envelopes will be visible to all users with global admin or training admin rights. If you wish certain admins to see only certain envelopes, please contact Support (support@elevo.io) or your CS.
1️⃣ Select a training period
The training periods generally correspond to one year. If your space has just been created, it will first be necessary to create the first period (Getting started with incoming training requests).
If you have already created your periods, all you have to do is navigate between them in the drop-down menu.
2️⃣ Select the desired budget type
In the "Budget" section, click on "Edit budget" on the right-hand side of the screen:
You will then need to select the type of budget you wish to create: a single budget or a budget divided into envelopes.
Single budget
A single budget is then associated with one or more sources of funding, each with their own respective currencies.
Breakdown by envelope
Budget envelopes provide administrators with greater flexibility in managing training budgets:
- Definition of personalized budgets: Adapt your budgets to your specific needs (use cases below). No more compromises, make way for precision!
- Envelope responsibles: Designate one or more responsible for each budget envelope for clear and transparent management.
- Management of funding sources: Associate each budget envelope with one or more funding sources, thereby allowing for better traceability and management of funds.
📚 Use Cases:
- 🏢 Multi-Entity Management: An organization has several entities with separate training budgets. Use budget envelopes to define specific budgets for each entity, with designated responsibles for each envelope.
- 🌍 Management by Country: An international company wants to allocate different training budgets depending on the country. Create specific budget envelopes for each country, with local responsibles to manage the budgets.
- 📄 Specific Projects: A project requires a dedicated training budget, separate from the usual budgets. Define a specific budget envelope for the project, with designated responsibles to manage the allocated funds.
3️⃣ Define your budget
Single budget
At this stage, you must define the sources of funding associated with this budget. To do this:
- either you select an existing source from the drop-down list (if the latter has already been created in another period),
- either you enter the name of the source you wish to add and click on "Create".
You must then enter the allocated amount on the right-hand side of the screen.
You can add as many sources of funding as necessary.
💡 Note: It is not mandatory to define a budget for each of the sources of funding (in the case of the CPF, for example). You will then have an overview of the budget spent, without this being deducted from the overall budget.
(Optional) Definition of currencies and exchange rates
The currencies defined here will complement the main currency defined when the period was created. They will be usable in funding sources and in the definition of funding for training sessions.
In order to add a currency, click on "Add a currency" and set its exchange rate in relation to your main currency:
⚠️ Attention: If a currency is used in a funding source, it will not be possible to delete the exchange rate of this currency.
The overall budget will be automatically calculated by adding up the various sources of funding.
Breakdown by envelope
Create as many envelopes as necessary by clicking on "Add a budget envelope".
For each one, you will be able to provide the following information:
- The name of the envelope,
- The responsible(s) (👁️ Rights associated with budget management)
- The currency used,
- The sources of funding.
4️⃣ Manage your budget
Once the budget has been created, you will have an overview of the budget for the period.
Display with a single budget
Display with envelopes
Details
- If the sources of funding for an envelope do not have a specified budget, only the validated and estimated amounts will be displayed. (Example with Italy above)
- A red warning icon will appear if only one source of funding is over budget, but the overall budget envelope is balanced. (Example with France above)
- Out-of-budget envelopes will be displayed with the relevant amount in red. (Example with India and the United Kingdom above)
3️⃣ Indicate the cost and funding for each training request
To do this, go to: Training > Training plan > Forecast/validated plan.
When you click on the title of a training session, then on the "Cost" section, you will be able to provide the various details relating to the funding.
At the top, you will find the total cost for this training, the cost per participant and the number of participants.
You must define:
- if the cost of the training 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,
- if the funding is identical for all participants,
- define the sources of funding.
💡 Note: If currencies have been set up, the default currency will be the one selected in the session cost or the cost per participant. The conversion in the budget will be carried out according to the exchange rate previously defined at the level of the definition of the sources of funding in the budget.
Definition of sources of funding
➡️ If the funding is the same for all participants.
You will need to specify the different sources and the associated amounts. This will apply to all participants.
➡️ If the funding varies depending on the participants
You must select a participant by checking the box on the left and then clicking on "Actions" in order to modify their funding. You can select several participants at once if they have the same funding. You will then need to specify the different sources and the associated amounts.
It is possible to filter participants with incomplete funding in order to quickly identify them.
💡 Note: The sum of the funding per participant will be compared to the overall cost of the session, or to the sum of the costs per participant, in order to ensure that they correspond.
4️⃣ View the remaining budget and the percentage of the budget spent
As soon as funding is indicated for a participant in a training session, the budget for the period is automatically updated. And this applies whether the training request is in the "validated" status or the "pending approval" status.
When a training session moves from the forecasted plan to the validated plan, the budget is adjusted accordingly.
🙋🏻♂️ Questions
➡️ What happens if I switch from an envelope-based repair to a single budget?
The sources of funding will be retained and linked to the training period. The training sessions are not affected.
➡️ What happens if I switch from a single budget to an envelope-based repair?
The sources of funding will be allocated to a default envelope.