Managing training sessions

DMF	1803** TRAINING SESSIONS *

When the course is created, it is possible to create training sessions linked to the course. A session corresponds to a planned event during which the participants of the session and the trainer gather to do the training. The date and time of sessions are planned.

Creating a training session

DMF	180301 TRAINING SESSIONS NEW

There are multiple ways to create a training session:

From the Training menu ;
From a validated quotation ;
From an order.

From the Training menu

Prerequisite: One or several training sessions must be created (see Creating a course).

Reference

This method does not allow you to directly create a registration file.

To create a registration file in the session, see Creating a registration file.

Go to Training > Sessions and click on

in the action bar.

Under the Definition section, enter the information:

Field	Description
Cours	Enter the course to which the session is linked. Once the course is selected, the information of the course is transferred automatically in the corresponding fields in the session.
Session code	Enter the unique code of the session. If automatic management objects numbering is programmed for sessions, you can leave this field empty and the code will be created automatically (see Setting up automatic numbering).
Session wording	Enter the session label to name the session. This field is pre-filled automatically when the Course field is entered but it can still be modified.
Start and End.	Enter the start and end dates of the session.
Starts on the afternoon	Check this box if the session starts on the afternoon instead of the morning. If this box is checked, the session will last half a day less. The number of attendance and absence hours of participants varies automatically in the sign-in.
Duration (in days) and I.e. (in hours)	In the Duration (in days) field, enter the duration of the session in days. When the Duration (in days) is entered, the duration converted to hours is automatically entered in the i.e. (in hours) field. It is then possible to modify the i.e. (in hours) field without affecting the Duration (in days) field. These fields are pre-filled automatically when the Course field is entered but they can still be modified. When the session is created, the workload associated to the task will match the Duration (in days) of the session. Important Two sessions cannot overlap if they have the same trainer and the Scheduled option is checked in the trainer's record sheet.
Activation threshold	Enter the minimum number of registered participants for the session to take place.
Probability	Enter the probability percentage that the session will take place. Example 100 means that the session will take place. 50 means that the session will possibly take place. 0 means that the session will not take place.
Expected enrollees	Enter the expected number of participants registered in the session. Even if the session contains fewer participants than the expected number, the session can still take place. This information is for informational purposes only.
Max. reg.	Enter the maximum number of participants registered in the session. Even if the session contains more participants than the maximum number, the session can still take place. This information is for informational purposes only. This field is pre-filled automatically when the Course field is entered but it can still be modified.
Language	Enter the language in which the session will take place. This field is pre-filled automatically when the Course field is entered but it can still be modified.
Training level	Enter the training level. This information is used in the BPF. This field is pre-filled automatically when the Course field is entered but it can still be modified.
Comment	Add a comment. This field is pre-filled automatically when the Course field is entered but it can still be modified.

Under the Managers section, enter the information:

Field	Description
Session manager	Enter the session manager. The list displays all active and generic employees.
Sales manager	Enter the sales manager of the session. The list displays all active and generic employees.
Financial manager	Enter the financial manager of the session. The list displays all active and generic employees.
Production manager	Enter the production manager of the session. The list displays all active and generic employees.
Trainer	Enter the trainer of the session. This is the person who delivers the session. The list displays all trainers created in Akuiteo. Reference To create a trainer, refer to Creating a trainer. If the Scheduled option is checked in the trainer's record sheet, the scheduled item will be automatically transferred to the trainer's calendar.

Under the Analytical baseline section, enter the Main project, Phase, Sub-phase and Task fields:

Leave the Task empty if you want to create a new task automatically after creating the session.
Specify an existing Task if you want to link the session to an existing task without creating a new task.

Under the More tab, check the People with disabilities attending option if a person with disabilities participates in the session.

Note

Under this tab, the fields are pre-filled automatically with the information entered under the Teaching arrangements tab in the linked course. However, it is still possible to modify the pre-filled fields.

In the action bar, click on

Note

If the selected project is linked to a single customer, a window offers to create the customer's registration file automatically. You can click on Yes or No.

The session is created.

From a validated quotation

Prerequisite: At least one training session must be created (see Creating a course).

Go to Management > Sales > Quotations and click on

in the action bar.

Under the Lines tab, click on

and add a line containing the product set up as a training product.

Reference

To create a sold product corresponding to a training session, see Setting up a training sold product.

On the line, specify an existing Task if you want to link the session to an existing task without creating a new task. Otherwise, leave the Task empty if you want to create a new task automatically after creating the session.

Once the quotation is filled in, click on

in the action bar.

Press F4 or go to Edit > Validate without printing.

Click on Yes.

Under the Lines tab, right-click on a training line and click on New training session.

Enter the information:

Field	Description
Course	Enter the course to which the session is linked. Once the course is selected, the information of the course is transferred automatically in the corresponding fields in the session. You can modify the fields automatically specified if needed.
Session code	Enter the unique code of the session. If automatic numbering is programmed for sessions, this field can be left empty. It will be generated automatically.
Session wording	Enter the label to name the session. The course code is retrieved in this field, but it can be modified.
Start date and End date	Enter the start and end times of the session. These fields are specified automatically with the dates filled in the Period from... to fields of the object line.
Nb registered	If needed, fill in the number of people to register to the session.

Click on Validate.

The session and a registration file associated with it are created.

Tip

To open the registration file from the quotation, click on the link next to Registration file in the Details section of the training line.

From an order

A session can be created:

When validating an order ;
From a validated order.

When validating an order

Important

If you validate an order that contains more than one training line, a window will inform you that you have to manually create the registration file or the session from the order. In that case, you need to right-click one of the training lines and click on New file/session to create the session (see From a validated order).

When validating an order, a session can be created. This method allows you to create in the session a registration file directly linked to the order.

Prerequisite: At least one training session must be created (see Creating a course).

Go to Management > Sales > Orders, and click on

in the action bar.

Under the Lines tab, click on

and add a line containing the product set up as a training product.

Reference

To create a sold product corresponding to a training session, see Setting up a training sold product.

Once the order is entered, click on

in the action bar.

Press F4 or go to Edit > Validate without printing.

Click on Yes.

A window offers to create a session or a registration file.

Click on Yes.

Leave the New session option checked.

Enter the information:

Field	Description
Course	Enter the course to which the session is linked. Once the course is selected, the information of the course is transferred automatically in the corresponding fields in the session. You can modify the fields automatically specified if needed.
Session code	Enter the unique code of the session. If automatic numbering is programmed for sessions, this field can be left empty. It will be generated automatically.
Session wording	Enter the label to name the session. The course code is retrieved in this field, but it can be modified.
Start date and End date	Enter the start and end times of the session. These fields are specified automatically with the dates filled in the Period from... to fields of the object line.
Nb registered	If needed, fill in the number of people to register to the session.

Click on Validate.

The session and a registration file associated with it are created.

From a validated order

Open the order

Under the Lines tab, right-click on the desired training line and click on New file/session.

Leave the New session option checked.

Enter the information:

Field	Description
Course	Enter the course to which the session is linked. Once the course is selected, the information of the course is transferred automatically in the corresponding fields in the session. You can modify the fields automatically specified if needed.
Session code	Enter the unique code of the session. If automatic numbering is programmed for sessions, this field can be left empty. It will be generated automatically.
Session wording	Enter the label to name the session. The course code is retrieved in this field, but it can be modified.
Start date and End date	Enter the start and end times of the session. These fields are specified automatically with the dates filled in the Period from... to fields of the object line.
Nb registered	If needed, fill in the number of people to register to the session.

Click on Validate.

The session and a registration file associated with it are created.

Creating a scheduled item from the session

In order to automatically create a scheduled item every time a session is created, it is necessary to:

Enter the trainer in the Trainer field in the session.
Check Scheduled in the trainer's record sheet.
Create a training action code (see Creating a training action code).

If those conditions are met, every time a session is created a scheduled item is added on the trainer's calendar. Furthermore, a new task is created under the corresponding scheduled item and is inserted into the session's project.

Important

If a training task has already been created on the project beforehand, the new training task that is created automatically from a session cannot be merged with the already existing task. In that case, two separate tasks can be seen. Therefore, you need to manually adapt the workload and the remaining tasks in the already existing task.

Connections between the scheduled item and the Desktop Application

The scheduled item's information is filled in with the information entered in the corresponding session.

The following table summarizes the connections between the information of the scheduled item created automatically in the Project Portal and the information entered in the session in the Desktop Application:

Data in the scheduled item	Corresponding data in the Desktop Application
Start date field in the Project Portal Start field in the Desktop Application	Start field in the session's record sheet.
Duration field	Duration (in days) in the session's record sheet.
Employee field in the Project Portal Resource field in the Desktop Application	Trainer field in the session's record sheet.
Comment field	Session wording field in the session's record sheet
Action field	Action code. The action code of the scheduled item may differ: The action code is the action code set up as a training action code. If there are multiple training action codes, the scheduled item's action code is the first action code found in the order of ID numbers. If there is no action code, the scheduled item's action code is the first Other-type action code found in the order of ID numbers. Reference To create a training action code, see Creating a training action code.
Customer field	Customer associated with the Main project field in the session if the project is linked to a single customer.
Fields mentioning the project, phase and sub-phase in the Project Portal. Project, Phase and Sub-phase fields in the Desktop Application	Main project, Phase and Sub-phase in the session's record sheet.
Label field in the task in the Project Portal Task field in the Desktop Application	Session code field followed by the Session wording field in the session's record sheet.

Modifying a session

DMF	180302 TRAINING SESSIONS MODIFY

Open the session and click on

in the action bar.

Modify the desired information.

In the action bar, click on

The session is modified.

Modifying the session status

The session status indicates the phase the session is in regarding its programming.

The status of a session in the Session status field can be modified manually using the session programming options (see Managing the session programming).

However, the Ongoing, Completed and Archived statuses cannot be applied manually from the session and require the ChangementEtatSession batch to be run.

Reference

To setup the ChangementEtatSession batch, see ChangementEtatSession batch.

Meaning of statuses

The following table summarizes the available statuses and their meaning:

Status	Description
Programmed	Indicates that the session is planned but still yet to be confirmed. It is the status applied by default when creating a session. In this status, the evaluation cannot be started. If the session status is no longer on Programmed, it is possible to apply this status again by going to Edit > Reset the session > Yes.
Confirmed	Indicates that the session will take place. In this status, the evaluation can be started. This status can be applied by going to Edit > Confirm the session > Yes.
Canceled	Indicates that the session will not take place. This status can be applied by going to Edit > Cancel session.
Pending	Indicates that the session is between its start date and end date. This status can only be applied by the ChangementEtatSession batch.
Completed	Indicates that the session's end date has passed. It is no longer possible to register participants when this status is applied. This status can only be applied by the ChangementEtatSession batch.
Archived	Indicates that the archiving delay after the session's end date has passed. It is no longer possible to modify a session or register participants when this status is applied. To modify the session again, you need to change the session's status. This status can only be applied by the ChangementEtatSession batch.

Modify multiple custom data

DMF	180328 TRAINING SESSIONS BATCH UPDATE

Prerequisite: Custom data must be created (see Custom data).

Custom data can be modified on multiple objects or third parties at once.

Start a search and select the results to modify.

Right-click on the selection and click on Edit custom data.

The Modify custom data window opens.

Check the custom data to modify and enter the new value for each checked element.

Click on Validate.

Custom data are modified in the selected management objects.

Managing the session programming

Confirming a session

DMF	180306 TRAINING SESSIONS CHANGE STATE

A session can be confirmed to indicate that it will take place and to apply the Confirmed status to the session. In this status, the evaluation can be opened.

Open the desired session.

Go to Edit > Confirm the session.

Click on Yes.

The session is confirmed. The Session status field shows Confirmed.

Canceling a session

DMF	180306 TRAINING SESSIONS CHANGE STATE

A session can be canceled to indicate that it will not take place.

Open the desired session.

Go to Edit > Cancel session.

Enter the date and the reason then click on Validate.

The session is canceled. The Session status field shows Canceled.

Note

Under the More tab, the date and the reason are displayed in the Cancellation date and Reason for cancellation fields.

Scheduling a canceled session

DMF	180307 TRAINING SESSIONS REACTIVATE

A session can be rescheduled:

if you have canceled a session but it will actually take place;
if you have confirmed a session but it might actually not take place.

Open the desired session.

Go to Edit > Reset the session.

Click on Yes.

The session is rescheduled. The Session status field shows Scheduled.

Overbooking a session

DMF	180309 TRAINING SESSIONS OVER-SCHEDULE

A session can be overbooked to duplicate the session while choosing which registration files to keep. Overbooking a session is useful when the maximum number of participants has been exceeded and thus two sessions must be created.

Important

Overbooking a session does not allow you to keep the original session's custom data in the new session.

Open the desired session.

Go to Edit > Overbook the session.

Enter the code and the start and end dates of the new session.

Select the lines of the registration files to be included in the new session.

Click on Validate.

A new session is created. The Rescheduled checkbox is checked in the new session.

Modifying a session's programming

Modifying the programming allows you to modify the start date of a session without changing the session's number of days and its duration. This action remains possible even if the sign-in is open.

Open the desired session.

Go to Edit > Modify the programming.

Enter the new start date desired.

Click on Validate.

The session's dates are modified.

Publishing a session

Prerequisite: you must previously set up report templates for timesheets. The possible types of report templates for sessions are Rptdesign delivery note, Rptdesign certificate, Rptdesign agreement, Rptdesign invitation, Rptdesign sign-in and Rptdesign payment record.

Reference

To create and setup training reports templates, see Setting up report templates.

From the session, click on

in the action bar.

Click on the desired report template.

Select the desired Printing type from the drop-down list.

The formats available depend on the report templates set up from the Desktop Application.

Check the New linked document option if you want to add the report to the linked documents.

Click on Preview, Print or Send email.

The session is published.

Sending a training session report by email

Open the desired session.

Go to Edit > Send training report.

Enter the information:

Field	Description
Employee	Select an employee in the help list to add it to the recipient list. You can add as many employees as necessary. The selected employee is automatically added to the table: Check A to send the mail to the employee's email address. By default, the trainer's line manager and the project manager of the session are specified by default as recipients. Check Cc to add the employee's email address as carbon copy. Check Bcc to add the employee's email address as blind carbon copy.
Template	Select the report template in the drop-down list. These templates can be set up. The drop-down list displays the Training report training report templates. Reference To create and setup training reports templates, see Setting up report templates.
Email subject	Enter the email subject.
Email message body	Enter the keyword to include in the email body. By default, the keyword with the code `AKSTD_CORPS_MAIL_CR_FORMATION` is specified. The help list displays keywords already created in Akuiteo.
Attachment format	Select the attachments' format in the drop-down list.
Add linked file to the email	If the box is checked, the documents linked to the session will also be attached to the email. If the box is not checked, only the report will be sent.
Attach file	If this box is checked, the report will also be generated in the selected Attachment format and will be attached to the email. If the box is not checked, the information of the report will only be included in the email body.

Click on Validate.

The email draft opens using your default messaging service.