Registrations
The registration to a training period follows a nominative request made and accepted earlier or a direct entry for an employee.
The registrations are entered or generated automatically in accordance with several criteria.
Prerequisites
Refer to documentation Implementation
Screen management
Workflow rules
After a new registration, an e-mail with the training notification is sent to the participant and their manager.
The message sent contains the following pieces of information:
- The training period
- The dates of the training session
- The address of the training session.
The workflow rule is INSSTG, the data model associated is INSSTG and the planning workbench associated with INS.
Header
Presentation
It is possible to enter directly the session without using the Training.
Close
Fields
The following fields are present on this tab :
Registration
| Specify the code of the training period attached to the registration. |
| Specify the code of the session attached to the registration. |
| Specify the employee ID attached to the registration. |
|
|
|
|
| The employee's contract number matches one of their contract sequence numbers. |
|
|
Status
| This field, which cannot be modified, uses the following values obtained after the update of the validation procedure:
|
Close
Tab Costing
Presentation
The classification criteria ('Fiscal nature', 'Action category') are:
- Inherited from the session if they are defined in a unique way
- to be completed in registration otherwise.
The costs other than the salary costs are inherited from the session and can be modified if needed.
The salary costs come from the headings of the Payroll plan set up in the following parameters (chapter PLA, group TXH):
- Chargeable employer hourly rat - TXHRPAT
- Total employer hourly rate - TXHRPAT2
- Chargeable employee hourly rat - TXHRSAL
- Total employee hourly rate - TXHRSAL2
Close
Fields
The following fields are present on this tab :
General
| If the registration has been generated automatically from training requests, this field contains the number of the initial request. A tunnel is available to access the request by right-clicking. |
| Category to which the employee is attached. This category is used in the 2483 declaration about the amounts paid by the employer for professional training in France. It is also used by the training module during the generation of training requests, the provisional plan as well as in the provisional cost calculation of actions. |
|
|
| This field contains the training scheme of the training request (when it is entered). |
| This field is dedicated to Portuguese legislation. |
Classification
| Specify the fiscal nature covered by the registration. By default, it is entered with what has been defined in the request or, if it has not been entered in the request, with what has been defined in the training session. This field can be modified. |
| Specify the action category covered by the registration. |
Grid Actual individual costs
| The user specifies the nature of the actual individual costs generated by the registration. By default, these natures are initialized using the natures defined at the session level. The values of the fields can be modified. It is also possible to add the natures of the additional costs. The costs (salary and charges) for the attending employee are calculated automatically depending on the hour rate of the employee ID registered. In the Payroll module, this hour rate corresponds to the headings defined in the general parameters. Outside the Payroll module, this hour rate corresponds to the rates defined in the category 2483 of the employee ID registered. Management rule: hour rate * the duration as a number of hours. there are two calculation options defined in the parameter MODCAL (Chapter FRT, Group MIS).
They are preset to use the actual hour rates of the attendee or the trainer (monthly costs in regards to the actual number of hours worked during the month). The chargeable accommodation costs are calculated automatically in regards to the minimum guaranteed. This minimum is defined in the general parameter MG. Management rule: 5 * minimum guaranteed * the duration as a number of days. |
|
|
|
|
| Specify the scheme used for the registration:
The scheme is entered by default but it can be modified. |
| Type of funding for the cost nature. |
| Funding organization. The funding organization entered must be active. Click the Selection icon icon in order to open the list of active organizations. |
Summary of individual costs
|
|
|
|
Close
Tab Attendance
Presentation
The initialization of this tab depends on the session calendar related to the registration.
By default, the system considers that the employee attended every training period. To specify that an attendee has been absent during the totality or a part of the session, it is necessary to enter the absences in the "Absences" tab. The "Attendance" tab is updated automatically.*
Fields
The following fields are present on this tab :
Grid List of days
|
|
|
|
|
|
| Hours and break duration of the attendee during the current day of the training. |
|
|
|
|
| This field indicated the number of hours initially planned for the session. It cannot be entered by the user. |
| By default, this field is initialized using the number of theoretical presence hours defined at the level of the session calendar. |
| By default, this field is initialized using the number of theoretical presence days defined at the level of the session calendar. |
| Specify the number of presence hours spent by the employee outside their working time. |
| Number of presence days outside working hours. |
| Specify the scheme used for the registration:
The scheme is entered by default but it can be modified. |
Attendance
|
|
|
|
|
|
| The number of days planned outside of working hours is initialized. |
|
|
| This field displays the number of nights covered by the session. It is initially calculated as one less than the number of consecutive days in the session, but you can amend it to allow for exceptions such as an early start on the first day or a late finish on the last day. The number of nights in the session can be different from the number of nights calculated in the training period. |
Training order
| This field, which cannot be entered, can be used to specify whether there has been a transfer in the time management. It concerns the training hours that took place during working time within the framework of a training period of type 'Short-term training period'. |
| This field, which cannot be entered, can be used to specify whether there has been a transfer in the time management. It concerns the training hours that took place during working time within the framework of a training period of type 'Other training period'. |
| This field indicates if there has been a generation of a pay preparation slip for the hours that took place outside of working time. |
| This field, which cannot be entered, specifies the reference of the preparation slip, when the transfer of training hours has been carried out. It concerns the training hours that took place outside of working time within the framework of any training period type. |
Tab Absences
Presentation
In case of a 'Short-term training period': the days and/or the hours of absence for a day are entered. During the validation:
- If the absence lasts for a whole day, the day of absence is deleted from the attendance grid.
- If the absence only lasts for a part of the day, the day stays in the attendance grid and the number of hours and days of absence are decreased on this line.
- In both cases, the information of the "Attendance" block is recalculated.
- When deleting a day of absence, the day is readded to the attendance grid and the the sequence number counters are recalculated.
For training periods of type 'Other training period', the following pieces of informations are entered:
- The absence date (this information is not mandatory).
- The number of absence hours.
- The counters are recalculated in the "Presence" tab (in the "List of days" grid and in the "Attendance" block).
- When deleting a day of absence, the counter are recalculated in the "Attendance" tab.
For every type of training period, a reason can be entered to justify the absence.
Close
Fields
The following fields are present on this tab :
Grid List of days
|
|
|
|
| Hours and break duration of the attendee during the current day of the training. |
|
|
| Specify the number of absence hours. The Attendance tab is updated automatically. |
| Specify the number of absence hours. The Attendance tab is updated automatically. |
|
|
|
|
|
|
Close
Tab Skills
Presentation
The skills and their levels are inherited from the objective skills defined in the Skills of the Training function. They can be modified if needed.
Then, the Validation of skills function or the [Validation] button can be used to include the skills acquired in the Career form of the employee.
Close
Fields
The following fields are present on this tab :
Block number 1
|
|
| List of skills related to the training period. |
|
|
Close
Tab Authorizations
Presentation
When creating a registration, the Authorizations grid is initialized with the target authorizations defined in the training period during the registration. Only the target authorizations of the training period can be entered.
Close
Fields
The following fields are present on this tab :
Block number 1
|
|
| List of skills related to the training period. |
|
|
| By default, the granting date is the end date of the training period but it can still be modified. |
| By default, the value of this field is set to 'Yes' but it can still be modified. It can be used to specify if the training period is to be renew at the due date. |
Close
Reports
By default, the following reports are associated with this function :
LISTINS : Track registrations
This can be changed using a different setup.
Specific Buttons
The following fields are included on the window opened through this button : Grid
Close This button can be used to transform the training requests accepted in registration. The requests can be selected with several criteria. |
This button can be used to update the Career form of the employee with the skills acquired following the formation. These skills can be entered in the tab Skills. |
Menu Bar
Function / Training order
This function offers a quick access to the Training order function.
Error messages
In addition to the generic error messages, the following messages can appear during the entry :
Creation impossible, Maximum number of attendees reached for session
The maximum number of attendees has been reached. No other attendee can be registered.
This session is closed.
No attendee can be registered for this session because it is closed.
Total hour rate not defined
Chargeable hour rate not defined
The payroll plan heading, which valuates the hour rate, is null for this employee. See parameters TXHRPAT, TXHRSAL, TXHRPAT2, TXHRSAL2.
This session does not depend on the training period.
The session is not linked to the training period specified in the header.
At least a fiscal nature must be entered
The "Not defined" fiscal nature cannot be entered.
At least a category must be entered
The "Not defined" category cannot be entered.
Cost type not authorized at the Registration level
The internal trainer costs must be entered at the session level.
At least a scheme must be entered
The "Not defined" scheme cannot be entered.
Chargeable cost higher than total cost
It is only possible to charge the total cost.
Chargeable cost higher than guaranteed minimum
The accommodation cost cannot be more than five times higher than the guaranteed minimum.
Date outside of the session period
The date entered in the calendar does not fit the session period.
Break duration longer than or equal to session duration
The break duration cannot be longer than the training duration.
Number of hours outside of the session hours
The number of hours does not correspond to the session duration.
Maximum of 1 per calendar day
The number of days cannot exceed 1 day.
Some hours have been entered
It is necessary to enter a number of days if a number of hours has been entered.
Modification impossible, these skills have already been validated
The skills on the Career tab of the employee have already been updated. To modify it, it is necessary to use the Career function.
Skill not defined in the training period
If the training period is mentioned in the registration, the skills acquired during the training must be defined at the training period level.
Warning messages
The employee does not belong to the target targeted by the training period.
Fiscal nature incompatible with request
Fiscal nature not compatible with training session
Action category incompatible with request
Action category not compatible with training session
Scheme incompatible with request
Scheme not compatible with training session