Use this function to create an individual program, either from an already existing standard program, or directly from this function, without using a standard program.

Entering a standard program makes it possible to retrieve the data associated with it (position, standard job, training periods, and so on).

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

Duplication principle

You can duplicate an individual program for another employee ID while keeping the details of the program and trainings periods. Changing the contract ID triggers the duplication.

The information in the Program and Training periods tabs is retrieved. All the other data specific to an employee is not retrieved and the corresponding fields remain blank.
In the Evaluation tab, the requested skills for the standard job or position and the requested skills which have been added manually are displayed after duplication.
Validated skills are not duplicated.

When a registration to one of the program's training periods is created, the following elements are updated:

  • Period start and end dates: these dates correspond to the start and end dates of the registration at the time of creation of the registration.
  • Status of the line: the status switches to Employed.
  • Number of days and hours: it is equal to the number of days and hours entered at the time of creation of the registration.
  • Number of hours outside of working hours: it is equal to the number of hours entered during the creation of the registration.

The information above contain the same values for the following events:

  • Mass registrations
  • Changes in the (start or end) dates of a session and, consequently, in the associated registrations
  • Postponed registrations

When a session is closed, the following data is once again updated:

  • Period start and end dates: they are equal to the start and end dates of the registration, at the time of closing.
  • Status: the status switches to Completed.
  • Number of days and hours: this number is equal to the number of days and hours completed in the registration.
  • Number of hours outside of working hours: this number is equal to the number of days completed in the registration.

Header

Block number 1

Standard program (field TCS)

If a request has been generated for one of the training periods, this field can no longer be modified.
Description (field DESTCS)
Legislation (field LEG)
Program code (field COD)

This field displays the code of the standard program. Entering a standard program makes it possible to retrieve its data (position, standard job, training periods, maximum number of hours, and so on). A confirmation message is displayed, except in creation mode where the update is made without any confirmation message.

Description (field DESAXX)
Short description (field SHOAXX)

Block number 2

Professionalization period (field FLGPRO)

This field exists at the level of each training period request. It also serves as a selection or totaling criterion in some inquiries or editions.

If a training request exists for a training period, this field can no longer be modified.

Tab Program

General

Employee ID (field REFNUM)

This field is mandatory. Since an individual program is specific to an employee and a contract, the contract, surname and first name of the employee are displayed.
Last name (field NAM)
First name (field SRN)
Contract (field CTR)

The active contract is retrieved and the employee's attendance is checked. A choice can be made if the employee has several contracts.

Date of contract (field CTRDAT)
Duration (field DUREE)

This field is initialized with the value defined in the standard program. Entering a value in this field is not mandatory.
Time unit (field UOMTIM)

The duration of the program and the choice of unit are initialized with those defined in the standard program.

Start date (field STRDAT)

The Start date and End date fields are mandatory.

Concerning the start date, the presence of the employee is checked. An employee cannot be associated with several programs starting on the same date. The system checks whether an employee already exists on this date.

When you modify the start date, the end date is calculated according to the duration.

A warning message is displayed if the period:

  • is included in the period of the associated training periods,
  • includes the required start date of the associated training periods.
End date (field ENDDAT)
Position (field POT)

The position is initialized with the one defined in the standard program. It is possible to:

  • not enter anything,
  • select the position from the list of positions.

When requested skills are defined for the current position, they can be displayed in the program (provided the skills module has been purchased).
Standard job (field JOBPOT)

The standard job is initialized with the one defined in the standard program. You can:

  • Leave the field blank
  • Select the standard job from the standard job list, accessed via the corresponding Selection icon.

When requested skills are defined for the current position, they can be displayed in the program (provided the skills module has been purchased).
Other title (field DESJOB)

Nature of the parameter :

  • Char : Character string
  • Integer : Integer number
  • Decimal : Decimal number
  • Date : date
  • Title : Local menu
Tutor (field REFNUMT)

This field is optional. It is populated through selection in the list of employees. The surname and first name of the employee are displayed. The attendance of the employee is checked.

Last name (field NAMT)
First name (field SRNT)
Number of maximum hours (field NBRHOUMAX)

You can use this field to enter the maximum total number of training hours for the current program.

DIF hours (field NBRHOUDIF)

Tab Training periods

This tab lists the training periods related to the program.

You cannot modify or delete a line of a training period if a training request exists for this training period.

Grid Training periods

Training period (field STG)

It is possible to select existing training periods or to create new ones via a jump.
It is not mandatory to know the training organization.
Domain (field DOM)
Theme (field THM)
No. of days (field NBRDAY)

The numbers of days (planned, completed) are not displayed if the type of the training period is "Other training period".

No. of hours (field NBRHOUIPT)
Order (field ORDRE)

A unique order number is associated with each training period (0, 1, 2, and so on). This number is indicative.
Outside of working hours (field FLGOWT)
Mandat (field FLGOBG)

Each training period can be mandatory or not in the program.

Requested date (field STRDATS)

This field is not mandatory. This is why this date remains blank after a duplication.

When modifying period dates of a program, a test on the requested start dates of the training periods lines is performed: a non-blocking message is displayed.

When modifying the requested start date, a test on the period dates of the program is performed: a non-blocking message is displayed.

A non-blocking control of the requested date is also performed against the order number of the other training periods, if the date is specified and the order number is greater than '0'. A training period with an order number greater than the other training periods has a date which is greater than the other training periods.
Fiscal nature (field NATFIS)

This field is automatically populated with the fiscal nature entered in the training period record.

Action category (field CATACN)

This field is automatically populated with the action category entered in the training period record.

System used (field TYPFRT)

This field is automatically populated with the system entered in the training period record.

Period start (field STRDATR)

The Period start and Period end fields are updated at the time of registration for the training period.
Period end (field ENDDATR)
Status (field STA)

There are three possible values for this field:

  • 'Entered': displayed by default on line creation,
  • 'Employed': updated during registration for the training period,
  • 'Completed': updated when the session is closed.
Number of days completed (field NBRDAYREAA)

The number of days completed, the number of hours worked and the number of hours outside of working hours are updated when entering absences in the registration.

No. of hours completed (field NBRHOUREA)

The number of days completed, the number of hours worked and the number of hours outside of working hours are updated when entering absences in the registration.

No. of hours outside of WH (field NBRHOUIPT2)

Total

Day total (field NBRDAYT)

Corresponds to the total number of planned training days. Only the days for training periods of "Short-term training period" type are totaled.
Total days completed (field NBRDAYREAT)
Total hours (field NBRHOUIPTT)

Corresponds to the total number of planned training hours. The hours of all training periods are totaled, whether they are of "Short-term training period" type or "Other training period" type.

Total hours completed (field NBRHOUREAT)

Corresponds to the total number of training hours completed during working hours. The hours of all training periods are totaled, whether they are of "Short-term training period" type or "Other training period" type.
Total hours outside of working hours (field NBRHOUIPT2)

Corresponds to the total number of training hours completed outside of working time. The training hours of all training periods are totaled, whether they are of "Short-term training period" type or "Other training period" type.

Skills info

Type (field PRGTYP)
NQF level (field NQFLVL)
Accreditation number (field ACRNUM)
Training period
Registration
Registration proposal

To register the employee for the first training period which is open and not full, click the Actions icon located at the beginning of each line, then click Registration proposal. The action is only available if a training request already exists and if the current line does not have the 'Employed' status..

When the registration is confirmed, the status of the current line switches to the 'Employed' status..

Tab Tracking

This tab contains a list of tracking items.

Grid Tracking

Follow-up actions (field SUIACN)

The default tracking items list is the one of the miscellaneous table 468 "Follow-up actions" whose default items have 'Yes' for value.

Tracking date (field SUIDAT)

You can use this field to add a date for each follow-up action.

Follow-up comment (field SUICMT)

You can use this field to add a comment for each follow-up action.

Tab Evaluation

This tab does not appear if the GPEC module has not been purchased.

The number of requested and validated skills is limited to the CPC sizing activity code.
A verification is made to check that the skills are unique.

"Requested skills" block

The list of requested skills is initialized with those of the standard job and position defined for the program. The standard job and position are inherited from the standard program when they are specified.
The initialization is not an automatic process: to initialize the skills, click the Actions icon located at the beginning of each line, then click Init. skills.

You can add skills to the list of skills originating from the standard job or the position. You can only modify those skills having a Manual source. (the source column has the Manual value).

Validated skills block

The initialization of the skills validated for the current employee is not an automatic process: to initialize the skills, click the Actions icon located at the beginning of each line, then click Init. skills. The validated skills originate from the employee's Careers record.

You can add skills to those that have already been validated. You can only modify those skills having a Manual source.

Variances block

This block presents in a graphical way the variances between the skills that are requested (for the standard job or the position defined in the program) and those that the employee has validated. The level and the reference originating from the evaluation scale are displayed. These are the skills as they exist at the time of initialization. They can be updated (ESC+ F5).

The number of skills is limited to the CIG = CPC + CPC sizing activity code.

Grid Requested skills

Skill (field CPC)

Requested skills can be initialized. Click the Actions Icon, then Init skills. In such a case, skills match those skills defined in the standard job or the position of the program.

Skills can be added manually.
Level (field LEVCPC)

When a skill is entered (and not obtained through initialization), the suggested level is the lowest one on the skill scale.

Reference (field LEVREF)

The reference associated with the level of the evaluation scale is displayed.

Inheritance (field ORICPC)

For each requested skill, the inheritance is displayed. The possible values are:

Folder

The skill is defined as requested at folder level. In this case, this skill is applied to all standard jobs and positions of the folder.

Group

The skill is defined for the group on which the standard job and the position of the program depend.

Profession

The skill is defined for the profession on which the standard job and the position of the program depend.

Standard job

The skill is defined in the standard job of the program.

Position

The skill is defined in the position of the program.

Manual

The skill was added by the user and does not originate from the initialization.

Grid Validated skills

Skill (field CPCVAL)

Validated skills can be initialized: click the Actions icon, then Init. skills. In such a case, skills match those skills defined in the standard job or the position of the program.

Skills can be added manually.
Level (field LEVCPCVAL)

When a skill is entered (and not obtained through initialization), the suggested level is the lowest one on the skill scale.

Reference (field LEVREFVAL)

The reference associated with the level of the evaluation scale is displayed.

Source (field ORICPCVAL)

When they are initialized, the validated skills come from the employee's Careers record. For each skill, the source is displayed. The possible values are:

Assessment

The skill was validated during an assessment interview.

Program

The skill was validated during a previous program.

Training course

The skill was validated at the end of a previous training course,

Manual

The skill was entered in the employee's Careers record.

When skills are entered in the program, or when their evaluated level is modified, their source is Manual.
Evaluated level (field LEVCPCEVA)

The evaluated level makes it possible to update the skill level of the employee throughout or at the end of the individual program.

When the evaluated level is entered, the source takes the 'Manual' value. 
Reference (field LEVREFEVA)

The reference associated with the level of the evaluation scale is displayed.

Date of issue (field CPCDATVAL)

The acquisition date corresponds to the date on which the skill has been validated for the current employee. It is initialized with the current date when the evaluated level is entered in the program or when a skill is added manually.

Validation (field FLGCPE)

The "Skills validation" function makes it possible to refresh the evaluated skills levels in the current employee's Careers record. In the Careers record, the source of the updated skills takes the 'Program' value.

The 'Validation' check box indicates that the update has been made in the Careers record. This is a non-blocking function so skills levels can still be changed.

Grid Variances

Skill (field CPCGRA)

The skills are represented in the form of a graph that shows the variances between the skills and levels required for the standard job and position of the program and the skills that are validated and evaluated for the current employee.

Requirements (field REQUIS)

Originates from the standard job and position defined in the current program.

Acquired (field ACQUIS)

Originates from the current employee's Careers record or from the program if the level of a skill (evaluated level) has been updated.

The screen must be refreshed (F5) for the graph to be displayed with the last updated values.
Level scale

To access the level scale, click the Actions icon located at the beginning of each line, then click Level scale. Among other things, you can view the definition of each level of the scale.
Skill

To access the skills, click the Actions icon located at the beginning of each line, then click Skills. Among other things, you can view the definition of each skill level.
Init skills

To reinitialize the skills with those of the position or the standard job of the program, click the Actions icon located at the beginning of each line, then click Init. skills. Skills having a Manual source, that is to say those entered and not initialized, are retained.
Init skills

You can reinitialize the skills with those of the employee (originating from the Careers function), as long as the Skills validation function has not been initialized in the program. Click the Actions icon located at the beginning of each line, then click Init. skills.
Level scale

To access the level scale, click the Actions icon located at the beginning of each line, then click Level scale. Among other things, you can view the definition of each level of the scale.
Skill

To access the skills, click the Actions icon located at the beginning of each line, then click Skills. Among other things, you can view the definition of each skill level.

Tab Requests

This tab displays the training requests generated from the program, with the exception of those that were rejected.

Grid RFQ

Request (field DEMNUM)
Training period (field STG)
Request date (field DATDEM)
Status (field STA)
Milestone (field FLGINS)
Category (field CATFRT)
System (field DESTYPFRT)
Funding type (field TYPFIN)
Organization (field ORGFIN)
Department (field SRV)
Request

To access the training request, click the Actions icon located at the beginning of each line, then click Request.

Registration

To access the Registration record, click the Actions icon located at the beginning of each line, then click Registration.

Tab Comments

Comments

field RRHCMT

Field available for entering comments on the progression of the program and the decisions taken at the end of the program.

Reports

By default, the following reports are associated with this function :

  FICCSI : Individual program file

  LISTCSI : Individual program follow-up

This can be changed using a different setup.

Specific Buttons

Generation of requests

Click Generation of requests to call the mass generation function for the training periods of the program which do not have a request number yet.

Proposal

Click Proposal to call the mass generation function of registrations for all training periods of the program (which already have a request and have not started yet). In such a case, the registrations become effective in the first sessions opened for each training period.

Additionally, you can generate registrations training period by training period. Select the requested criteria and enter the start dates of the training period. You can thus better control how the program progresses and the order of completion of the training periods.

When the registration is generated, the status of the line in the program switches to the Employed value.

The Proposal button is active if the GPEC mode is activated.

Skills acquired during or at the end of the program are updated in the employee's Careers record. Those skills have Program as their source.

  • Modification action if the skill already exists and if the level is different,
  • Creation action if the skill does not exist in the employee's Careers record.

The validation creates a log file.

When skills are updated, they are identified as follows: the Validation box is selected in the program (in the Validated skills grid).

Skills validation

This button is activated if the GPEC mode is also activated.

The acquired skills are updated in the acquired skills of the employee. Their source is Program:

  • Modification action if the skill already exists at the same acquisition date and if the level is different.
  • Creation mode if the skill does not exist or if the acquisition date is different.

For the acquired skills of the program which were used to update the acquired skills of the employee, the check box 'CPE Validation' is selected.

The validation generates a log file.

Error messages

In addition to the generic error messages, the following messages can appear during the entry :

[155,717]

This message is displayed when entering the standard program code. The user must confirm that hey have retrieved the data of the standard

In creation mode, the update occurs without this confirmation message.

[164,717]

This message is displayed after the system has checked that the training period code is unique.

Tables used

SEEREFERTTO Refer to documentation Implementation