Overview of Oracle Training Administration - Meeting Your Business Needs (Oracle Training Administration Help)


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Overview of Oracle Training Administration - Meeting Your Business Needs

As a powerful, integrated and fully tailorable training system, Oracle Training Administration provides all the facilities which you would expect of an advanced training administration system, and more. It has been developed to commercial principles and therefore offers a sound business-based solution for all your training administration needs.

Now that you have Oracle Training Administration, you are able to do the following:

Set Up Flexible Activities (Courses)

You can set up activities to describe any educational or developmental undertaking designed to enhance competencies, qualifications or experience. Activities are not restricted to conventional training courses--you can use them for on-the-job training, work experience, apprenticeships, tests, computer-based training, and so on.

You can create multiple versions of an activity type and group related types into categories for analysis and reporting.

Control Activity Versions

You can maintain concurrent versions of an activity, using dates to control when it can be scheduled. You use concurrent versions of an activity, for example, when you need to teach the activity in more than one language. The content of the activity is the same, but there is a choice of languages (versions) in which to teach it.

If an activity becomes outdated (for example, changes in technology or teaching methods), you can create a new version of an activity and run it concurrently with, or instead of, the old version. This enables you to phase out old activities or immediately switch to new ones.

Develop and Budget for Activities

You can assign budgets both for the development of new activities and for the running costs of all events scheduled for an activity. You can assign trainers and other resources for course development, and for scheduled events, report on the total resource costs over time. You can do this for individual events or for events grouped by activity, program or category.

Create Events for Every Occasion

Oracle Training Administration enables you to create all types of event to meet your business needs. A scheduled event is a fixed date and time during which you teach an activity. Students sign on for an event, pay for it and complete it. However, you might need to create other types of event as well as scheduled events in your enterprise. For example, you might need to create an event to record conference or informal training information, or you might want to design and cost an event, assign budgets both for the development of new activities and for the running costs of the event.

The types of event you can create in Oracle Training Administration are:

scheduled

Create scheduled events when you are ready to run an activity, for which you can book resources and enroll students. An event may run for any period of time you choose, such as several hours, days or weeks.

one time

Create one time events when you want to record unique or informal events (these can be in the past, if required).

program

Create programs when you want to group scheduled events into programs and enrol students onto the events through the program.

development

Create development events when you want to assign budgets both for the development of new activities and for the running costs of all events scheduled for an activity.

Create Sessions and Programs

An event can run for any period of time you choose, such as several hours, days or weeks. To help you create a detailed agenda for an event, you can break it down into shorter sessions, specifying the location and start and end times of each session.

You can book resources, such as venues and trainers, for the whole event or for individual sessions.

You can also group scheduled events into programs and enrol students onto the events through the program. You can specify that some of the events are required, and that other events are optional. This enables students to see which events they must attend, and to select their choice of optional units or modules. You can charge students for the whole program rather than the individual events

Track and Manage Enrollments onto Events

Using event statuses, you can control student enrollments on an event throughout its lifecycle.

For example, you can create a Planned event to monitor student interest and investigate resource availability. You might then enter enrollments with the status Requested as students express an interest in the event and you can update their status to Waitlisted when the students confirm their interest. You might update the event status to Normal when you have sufficient Waitlisted enrollments and to meet the minimum numbers required to run the event.

If you have to cancel an event, Oracle Training Administration cancels all student enrollments and warns you if any of the students have been invoiced.

You can also use these statuses to trigger the generation of standard letters and alerts, for example to inform students when an enrollment has been confirmed or waitlisted.

Manage Waiting Lists

You can create a waiting list for an event, either because the event is full or because you want to prioritise enrollments before allocating places. When a place becomes available (a student may cancel their booking or you increase the numbers for the event), or you are ready to allocate places, you can view the waiting list and select from it.

You can select on the basis of:

enrollment date ("first come, first served")

enrollment priority

sponsoring organization or customer

enrollment status

Restrict Enrollments

You can restrict enrollments to students from one or more selected customers. If you are using Oracle Human Resources, you can also restrict enrollments on internal events to employees assigned to a particular organization, job or position.

Record Outcomes of Attendance

When an event has taken place, you can record the results of each attendance, including the failure reason, where appropriate.

If you are holding competence or skills information for employees in Oracle Human Resources, you can update their records to show the new qualifications, knowledge or experience they have gained from the event.

Hold and Manage Price Lists

You can hold prices for activities on price lists. Prices can be expressed in any currency or in training units, which have a meaning and value that you define. You can quote prices per student enrollment or per customer for a range of student numbers, such as $10 000 for up to 10 students and $15 000 for 11 to 20 students. You can create multiple price lists, for example for different suppliers, different seasons, or different categories of activities. You can easily copy information from one price list to another and change prices by a percentage.

When you create an event, you can select a price from a price list or, if your responsibility permits it, enter a new price.

Offer Discounts

You can offer discounts to one customer or all customers for:

one event

all events scheduled for an activity

all activities on a price list, or

all activities in a package that you have defined

Offer Prepurchase Agreements

You can also create a prepurchase agreement where a customer pays an agreed sum in advance. The customer can then draw upon this prepaid balance during the agreement's period of validity to pay for any enrollments on activities on a given price list. Prepurchase agreements can be expressed in money or training units, and can also incorporate a discount.