Scheduling a Program
Schedule programs of events in the Programs window.
Understanding Program Security
If your enterprise uses organization security for programs and enrollments, only users who belong to the appropriate sponsoring organization can secure the program. If you belong to the sponsoring organization, you can update and delete the program and enroll students onto the events later. If you are not assigned to the organization that is administering the program, you cannot update or delete the event nor enroll students onto the event.
See: How Does Organization Security Work?
Prerequisites
Create a category to use as a program and assign to this category the activities you want to schedule together.
Create the names of subgroups within the program as values for the QuickCode Type PROGRAM_MEMBERSHIP_GROUP.
Create descriptions of the role of an event within a program (such as Preparation, or Follow-up Test) as values for the QuickCode Type PROGRAM_MEMBERSHIP_ROLE.
To schedule a program:
1. Enter a title to identify the program.
2. Select a category of activities.
4. Check the Restricted check box only if you want to restrict enrollments to internal students with certain assignments, or to restrict enrollments to external students from selected customers. Otherwise, leave the box unchecked to open the event to any customer or external students.
Securing the Event
5. Select your own organization as the sponsoring (administering) organization.
6. Check the Secure check box.
Entering Price Details
7. Select the price basis for the program:
- Customer-based means that you plan to charge customers associated with the program a block price for a certain number of enrollments. If you select Customer, you must associate one or more customers with the program and enter enrollments in the Customers for Restricted Event window.
- Student-based means that you plan to charge a price per student enrollment.
8. Enter the price basis details:
- If the price basis is Customer, select a currency, but do not enter a price. You enter the price for each customer associated with the program in the Customers for Restricted Event window.
- If the price basis is Student, you must select a currency and enter a price. This price becomes the standard price for the program, which is displayed in the Enrollment Detail window. However, users with an appropriate responsibility can charge a different amount when they enter enrollments.
Entering New Events for the Program
10. Enter the name of the event, and the dates the event runs.
11. Select the activity on which the event is based.
12. Assign events to groups and specify the role of each event within the program if you have set up roles and groups.
13. Check the Required box if the student must attend the event as part of the program.
You can enter further details about the event, if required. To do this:
- select the Events button and Oracle Training Administration displays the Scheduled Events window.
- Query the event and enter further details.
Selecting Existing Events for the Program
15. Select the name of the event you want to include in the program. If you want to view the event before you include it, select the Events button. Oracle Training Administration displays the Scheduled Events window where you can query the event and view it before including it in the program.
If you create a program with a status of Normal, you can only include events of the same status in the program (and that are not members of another program. If you create a program with a status of Planned, you can include events of the status Normal and Planned.
16. Assign events to groups and specify the role of each event within the program if you have set up roles and groups.
17. Check the Required box if the student must attend the event as part of the program.
Creating a Default Event for Each Activity
19. Choose the Defaults button if you want the system to create a default event for each activity in the selected category. You are prompted to enter the default start date for the events within the program.
20. Change the information that is defaulted for each member of the program in the Program Members block, and you can delete any member event if you do not want to schedule it as part of the program.
The system does not restrict the dates you enter for the events, so you can schedule several events to run simultaneously within the program. You can also create duplicate events for a single activity within the program.
21. Assign events to groups and specify the role of each event within the program if you have set up roles and groups. You can also specify which events are mandatory and which are optional within the program. This is for information only.
23. Select the event and choose the Events button to see and edit the full information for each event. The Scheduled Event window opens.
Selected Field
Invoiced: Displays the sum of finance lines of type Enrollment Charge created for this program.
See Also
Scheduling a Single Event
Booking Resources
