1. Training Plan in My Learning Link
HRBP User Guide
France
September 2014
HR Services France
HR Services – September 2013

2. Summary Introduction Annexes Training plan: roles & responsibilities
System login
Access the training plan
Enter the training needs
Enter a Budget Reserve
Enter a FDQ (External diploma training)
Training plan summary
Training plan reporting
Annexes
Training typologies
FDQ
HR Support PeopleLink

3. Introduction
My Learning Link is the Global Schneider Electric tool dedicated to training management. My Learning link has been implemented in order to facilitate the development of your team‘s training plan.
My Learning Link will help you to build your training plan and to request training via self services. The data entered is stored into My Learning Link and therefore, constitute your Training plan for the coming year.
For your information: all mobility made ​​during the construction of the training plan (September to December) will not be updated in the system. In case of mobility, the training needs will remain attached to the declaring manager ‘s team.

4. Training Plan Roles System Role Plan Contributor Plan Manager
Operational Role
Manager
HR Business Partner
Training plan actions:
Training Plan launch
Role requests
Configure custom reports for Managers & HRBP
Assign individual/collective training
Create a budget reserve
Access to training plan reporting via MLL
Complete individual training assignments if necessary
Complete budget reserve if necessary
Access Training Plan reporting via MLL & TDH
Training plan follow up :
Run custom report
Application connection to track manager’s progress

5. System login
Pre requisite: Prefereably, open MLL in Internet Explorer or Firefox.
Do not use the link to "My Learning Link" directly from Lotus Notes
Copy/Paste the following link:
To access for the first time, please enter:
  1 You Login Name will be your SESA ID
 2. If you were hired on or after January 3, 2014, your password will be Welcome1 upon first logging into the system.
If you were hired on or before January 2, 2014, your password will be your SESA ID upon first logging into the system.
Once you log in for the first time, you will be prompted to change your password.
Please be advised that the default My Learning Link password for all new employees (Employees hired on or after January 3, 2014) is Welcome1 Note that for employees hired before that date and who have not yet logged into the system, their SESA ID is the default password.
My Learning Link is accessible anywhere. All you need is an internet connection
If you already connected to My Learning Link and you forgot your password, you can reinitialize it by clicking on the “Forgot password” link.

6. Access the Training Plan
To access the training plan, go to:
My Team  Training Plans  « FRA_Plan de formation 2015 » 

7. Access the Training Plan
Pierre Paul
The HRBP clicks on the manager's name to access the detailed training plan in order to review and validate it.
The HRBP can complete or modify its managers training plan on his dedicated scope.
The HRBP can visualize the summary of the individual and collective training needs, budget reserves and FDQ on their scope.

8. Modify the Training Plan3 1 2
The HRBP can visualize the summary of the individual and collective training needs, budget reserves and FDQ on their scope.
To visualise the description of the course content click on the title.
To modify a need, click on the triangle icon.
To add a training need including a budget reserve or a FDQ, please follow the steps explained in the following slides. 1 2 3

9. Modify the Training Plan
The HRBP can modify the following fields:
Select Users/OU - Unselect All
Approval status: Edit to modify and Delete to decline
Modify the typology
Modify the priority
Modify the budget reserve – estimated users
Once your modifications entered, you can click on “Save” and then “Close”
Any training request removal is saved under the tab “History” « Training history ».
Any other change (change of typology, priority, etc…) won’t appear in the system.
For you information, the Manager will not be informed by the system about the HRBP changes.

10. Training Plan - Add training

11. Add a Training – HRBP (Plan Manager)
During the training plan access period, the HRBP as plan manager, can add training and / or modify existing requests.
1.To request individual & collective training, click on « Add Training »
2.To request a budget reserve, or an External Degree Training (FDQ), click on « Add External Training » 1 1 2 2

12. Add a Training – HRBP (Plan Manager)
Click on the link “Add Training”
You can filter by type of training.

13. Add a Training – HRBP (Plan Manager)
search for training in the catalog:
In the free text field you can enter keywords like : training title, training ID….
Select the language of the event.
To see available events in the French learning offer, we advise you to refine your search and filter by language: French (France).
To launch your search click the “Search” button
When you find the event, tick the box on the left to select it and click on “Add Selected”.
Wait for the screen to change and the list of employees will appear 1 1 2 3 2 3 4 5 4 5

14. Add a Training – HRBP (Plan Manager)6 8 7 9
Select the employee(s) you would like to assign the training to.
Scroll to the right to select the “Typology” and the “Priority*” for the deployment of the training
Click “Save” to confirm your choice
Click “Close” to finish and go back to the main screen 6 7 8 9
(Cf. See the annexes for definition of the typologies)
High priority = Training is scheduled during the 1st semester.
Medium priority = Training is scheduled during the 2nd semester

15. Add a Training – HRBP (Plan Manager)
At any time in the main screen you can:
See the list of training assigned
See the details of a training by clicking on the title
Check the employees already affected to each training by clicking on the (+)
Control the estimated budget for of the training plan
Note : Wait until your Training Plan is complete, before clicking on “Submit”
Warning: This functionality should be used only at the end of the training plan construction.
After clicking “Submit”, an information is automatically sent to the manager’s N+1.
Note: The message will be triggered every time the submit button is clicked. 1 2 2 1 3 3 4 4

16. External Training – Budget reserve

17. Training Plan – Making a Budget Reserve
To enter a budget reserve, click on « Add External Training » 1 1
Advice for HRBP (Plan Managers):
Requesting budget reserve is not recommended but can be done when:
The training is not yet created in the catalog (local offer / one shot)
Your need is not clearly identified (new team member, training course etc..)
Warning
Budget reserves aren’t nominative, therefore the follow up of the training plan status during the Y+1 can be challenging for the HRBP
Every budget reserve will have to be re- entered by the Manager via the self service, once the employee and the relevant training are identified. !

18. Training Plan – Making a Budget Reserve
Rules for Entering: Mandatory fields
Training title: Enter “Budget Reserve”
Training description: Enter detailed purpose of the budget reserve demand.
Institution: Enter “Budget Reserve”
Training dates: Enter 1st January 2015 – 31st December 2015
Cost: Enter the total budget reserve amount
Training hours: Enter estimated hours (If no available, put 1 hour)
Logistic provider: Do not use
Click “Save” to finish
Wait for the change of the screen to see the list of your direct reports

19. Training Plan – Making a Budget Reserve1 2 3 4
Once on “Edit Budget Reserve”:
Unselect all the collaborators and select the line “Budget Reserve” only
Enter the estimated number of trainees in the “Estimated Users” box.
(For your information, the total cost of the budget reserve will be equal to the cost multiplied by the # of Estimated Users)
Click “Save” and then on “Close” to return to the main screen
The Budget Reserve appears now with the total amount calculated
NB: You don’t need to enter the typology or priority on a Budget Reserve 1 2 3 4

20. External Training – FDQ

21. Entering an External Degree Training (FDQ)
To enter an External degree (FDQ), click on « Add External Training » 1
Rules for Entering: Mandatory fields
Training title: Enter title following this model: FDQ_Degree Title_
Training description: Explain FDQ purpose + specify the year of the FDQ (e.g. 1rst year on a 3 years program)
Institution: Enter the FDQ vendor name
Training dates: Always indicate 01/01/2015– 12/31/2015.
Cost: Indicate the cost for the coming year. For the FDQ made on several years, enter the estimated cost at the prorate of the number of years.
Training hours: Enter the estimated hours at the prorate of the number of years of FDQ.
Vendor Name: Always select FDQ External provider
Attachments: You can join the convention and the “Reciprocal agreement” (a document signed by the Manager, the Employee and the HRBP).
Click “Save” to finish
Wait for the change of the screen to see the list of your direct reports 1

22. Entering an External Degree Training (FDQ)1 2 2 4 5
On the “Edit FDQ” screen:
Select the employee from the list
Scroll to the right to select the typology “FDQ” and the “Priority*” for the deployment of the training
Click “Save” to validate
Click “Close “ to return to the main screen
The FDQ shows up with the amount already calculated 1 2 3 4 5
« High » for a deployment during the 1st semester
« Medium » for a deployment during the 2nd semester

23. Training Plan summary

24. Training Plan – Training Plan summary
In this screen you will see:
The list of training
Budget reserve request
FDQ request
Total estimated cost of the training plan* 1 2 3 4 2 1 3
After having finished entering their training plan, you should click on the "Submit" button to conclude.
By this action the plan is validated
Warning: After clicking “Submit”, an information is automatically sent to the N+1.
Note that this message will be triggered every time the submit button is clicked. 6 5 6
N.B. In MLL the training request appear per training and not by employee.
*Note: the training cost in “My Learning Link” covers only the teaching costs, that is to say approximately 40% of the total cost of the training. It is necessary to multiply these costs by 2,5 to obtain an estimate of the total investment.

25. Reporting

26. Training Plan Reporting
The HRBP can at any moment during the training plan construction run a report on their perimeter.
To do so, go to the menu Reports > Standard Reports.

27. Training Plan Reporting
In the tab « Training » select the report « Training Demand Forecast Summary ».

28. Training Plan Reporting
Who are the plan contributors? Start by selecting your name in the category « TP MANAGER »
Training plan Template: Select FRA Plan de formation 2015
Training request type: Select « All languages »
Report Title: Enter the title of your choice
Click on Process Report 1
Pierre MARTIN
Reporting TP France 2015 1 2 3 2 3 4 5 4 5
Training Plan Template: Select « FRA_Plan de formation 2015 »
Training Request type: Select « All Languages»
Report Title: Enter the title of your choice
Click on Process Report

29. Training Plan Reporting
The first time you run the report, we recommend you to refresh the internet page:
The click on the Excel Icon to see the summary of your Training plan request.
To see and launch the export other times, you just need to refresh the report data by clicking on the following icon:

30. Training Plan Reporting
The HRBP can at anytime during the training plan construction, launch this reporting to be informed about the training plans of the managers in his/her scope.
For your information, your budget reserve request will not appear in this reporting.

31. Annexes

32. Training Typologies Adaptation to job
Training that enable to get the following competency :
Essential for the employee job
Or made necessary after a change in working tools
Or to meet to a legal mandatory requirement (ex: security).
Company program
Training to address the challenges of the entity and speaking to groups of employees. They are subject to a particular frame defined by the entity.
Skill development
Training to help maintaining and developing the employees skills in the workplace or to prepare a professional business development.
FDQ – « External degree »
These courses lead to a degree or diploma
Categories
French fields
English Translation
Typologies
Adaptation au poste
Programme d’entreprise
Développement des compétences
Formation Diplomante & Qualifiante (FDQ)
Job adaptation
Company program
Skill development
External degree (FDQ)

33. Formations diplômantes et qualifiantes (FDQ)
Most of time the FDQ are made on several years.
For new FDQ, please enroll you employee in year 1.
For FDQ which started in 2014 and continuing in 2015, please enroll you employee in year 2.
For FDQ which started in 2013 and continuing in 2015, please enroll you employee in year 3.
The typology of the FDQ will always be « FDQ  »

34. Contact Support HRIS
Should help be required on Training Plan, please contact Peoplelink: By
By phone:
Dialing 25 25
Or external call +33 (0)
A counselor will answer you from Monday to Friday from 8:30 a.m.
to 5:30 p.m.