Defining Default Training Costs

To set up default training costs, use the Define Training Costs (TRN_COST_TABLEC) and the Course Costs (TRN_COST_TABLE) components.

These topics list prerequisites, provide an overview of default training costs, and discuss how to:

  • Enter vendor, facility, and equipment costs.

  • Enter instructor costs and other expenses.

Some costs that you enter in the Catalog Cost table, the Course table, and Course Session Cost table tend to be the same. For example:

  • Instructors tend to charge the same fee for teaching different courses.

  • Facility costs and vendor costs tend to remain constant for different courses.

Define Training Costs

Use the Catalog Cost component to record cost information for a particular category and related subcategories in a training catalog. This information can be used as default values for the Course Cost component.

In a course catalog, you can organize the courses into categories and subcategories for easier administration. You can associate a cost with each category and subcategory. Then when you assign a course to a category and subcategory, the system assigns the subcategory cost as the default cost of the course.

If you assign a course only to a category, the system uses the category cost. If you assign the course to a subcategory, the system uses the subcategory cost. Using subcategories enables you to define the default values more exactly, but they might not be necessary for your organization.

Course Session Costs

Specifying costs at the course session level enables you to track differences in training costs that can vary depending on where sessions are taught and who is teaching. This is important because different instructors may charge different rates to teach the same sessions of a course. When you enroll a student in a session, the system looks at the Course Session Cost table to determine how much the training will cost.

Note: The Catalog Cost and Course Cost components are nearly identical and share the same fields.

Note: The Budget Training process uses catalog and course costs only. Cost demands can also occur on the catalog and course level. Session costs are only used by the Administer Training business process. When trainees are enrolled in a session, Administer Training computes the cost at a session level.

Before you define default costs for courses, you must set up training courses.

Page Name

Definition Name

Navigation

Usage

Define Training Costs - Vendor, Facility, Equipment Page

TRN_COSTC_TBL1_GBL

Set Up HCM > Product Related > Administer Training > Define Training Costs > Vendor, Facility, Equipment

Enter the default vendor, facility, and equipment costs for a category or subcategory that is defined on the Category/Subcategory Table page.

Define Training Costs - Instructor, Expense Page

TRN_COSTC_TBL2_GBL

Set Up HCM > Product Related > Administer Training > Define Training Costs > Instructor, Expense

Enter default instructor costs and other expenses that are associated with courses in a selected category or subcategory.

From which Category / Sub-Category Page

TRN_CATLG_CRSE_SEC

Click the Default Costs button on the Define Training Costs - Vendor, Facility, Equipment page or the Course Costs - Vendor, Facility, Equipment page.

Select the source of default costs.

Use the Define Training Costs - Vendor, Facility, Equipment page (TRN_COSTC_TBL1_GBL) to enter the default vendor, facility, and equipment costs for a category or subcategory that is defined on the Category/Subcategory Table page.

Navigation:

Set Up HCM > Product Related > Administer Training > Define Training Costs > Vendor, Facility, Equipment

This example illustrates the fields and controls on the Define Training Costs - Vendor, Facility, Equipment page. You can find definitions for the fields and controls later on this page.

 Define Training Costs - Vendor, Facility, Equipment page

Note: The Course Cost - Vendor, Facility, Equipment page uses the same page setup as the Define Training Costs - Vendor, Facility, Equipment page.

Field or Control

Description

Default Costs

Click to populate the cost fields with default costs that you have defined for the category or subcategory. The From which Category / Sub-Category page appears. You can use default course costs from a category or a subcategory according to the catalog structure. To use costs from the category level, select the category code and enter UNKNOWN in the Subcategory Code field.

Vendor

If an external vendor runs the course, define the default vendor costs here.

Field or Control

Description

Vendor ID and Vendor Name

Select and display the default vendor for the category or subcategory.

Per Unit Cost

The system displays the cost that you defined, if any, on the Vendor table for the selected vendor. You can override the default value.

(FRA) France

Field or Control

Description

Certified

Select if the vendor is certified to provide the training courses.

Chargeable

Select to make the training course a chargeable item for the 2483 report. When selected, related costs that you enter are reported in the 2483 report. This is used to meet French legal reporting requirements. The system derives the default value from the chargeable flag set in the Course setup page and by the Compute Student Cost process.

Facility

If you use a vendor's facility for the course, complete the fields in this group box, as applicable.

Field or Control

Description

Vendor ID and Vendor Name

Select and display the default vendor for the facility.

Facility and Facility Name

Select a facility that you defined using the Training Facilities (TRN_FACILITY_TBL) component. If the facility has not been defined. Or, enter the facility name in the Facility Name field.

Room Code and Room Number

Select a room for the courses from the list of rooms that are available at the selected facility. The room number associated with this code displays.

Per Unit Cost

By default, the system displays the room cost from the Training Facilities component. You can override the default.

If you didn't select a training facility in the Facility field, enter the cost of the room and the associated cost unit.

Session Equipment/Materials

Field or Control

Description

Equipment/Materials Code

Select the equipment code. Insert a row for each equipment or material code required for the course. Define equipment and materials on the Equipment and Materials page.

Per Unit Cost

Enter a per unit cost for each item.

Use the From which Category / Sub-Category page (TRN_CATLG_CRSE_SEC) to select the source of default costs.

Navigation:

Click the Default Costs button on the Define Training Costs - Vendor, Facility, Equipment page or the Course Costs - Vendor, Facility, Equipment page.

Field or Control

Description

Category Code

Select the category code from the list of categories to which the course belongs.

Subcategory Code

Select the subcategory codes.

To use costs from the category level as the default costs, select the category code and enter UNKNOWN in the Subcategory Code field.

Use the Define Training Costs - Instructor, Expense page (TRN_COSTC_TBL2_GBL) to enter default instructor costs and other expenses that are associated with courses in a selected category or subcategory.

Navigation:

Set Up HCM > Product Related > Administer Training > Define Training Costs > Instructor, Expense

This example illustrates the fields and controls on the Define Training Costs - Instructor, Expense page. You can find definitions for the fields and controls later on this page.

 Define Training Costs - Instructor, Expense page

Note: The Course Cost - Instructor, Expense page uses the same page setup as the Define Training Costs - Instructor, Expense page.

Instructor

Field or Control

Description

Vendor

If an external vendor runs the course, select the vendor. Define vendors using the Vendors (TRN_VENDOR_TABLE1) component. If you're using an internal instructor, leave this field blank.

Instructor ID and Name

If the instructor is defined in the Instructor table, select the instructor ID. Otherwise leave this field blank and enter the instructor's name in the Name field.

Per Unit Cost

This value is automatically populated from the Instructor table. You can override the default cost.

Duration

This field is automatically populated with the Duration value that you set up on the Course Table - Course Profile page. To override the default, deselect the From Course check box and enter the new value.

From Course

This check box is automatically selected to show that the Duration field is populated from the Course table.

Expense

Field or Control

Description

Expense Type

Select the expense type.

Quantity

Enter the quantity of the item that is specified in the Expense Type field.

Per Unit Cost

Enter the per unit cost for the expense.