Defining proposed or open sessions for development activities

Note: Not applicable if you are using Infor Learning Management.

You can define a session as Open or Proposed. An Open session is visible to all on the catalog, a Proposed session is visible only to learning managers and it must be approved to become visible to all catalog users. You can also duplicate an existing session, except for the dates, to create a proposed or open session.

  1. Select Development Planning > Activities And Catalog > Define Activities And Sessions.
  2. Locate and select the activity for which to create a session.
  3. On the Active Sessions tab, select Create Proposed Session to define a proposed session.

    or

    Select Create Open Session to define an open session.

    Note: If the development activity does not use sessions, these actions are not available.
  4. On the Session form, specify this information:
    Effective Date

    Required. Specify the effective date.

    Short Description

    Specify the name of the session. If left blank, the system-assigned number defaults.

    Description

    Specify the sessions's description. If you leave this field blank, the short description defaults.

    First Class, Last Class

    Specify the first and last day of the session. The system creates those two days on the Classes tab. You can also define each class day on the Classes tab.

    Note: If the session is associated with a provider contract, the first class date must be within the contract's begin and end dates.
    Begin Date, End Date

    Select the first and last day that registration is accepted. The begin date is required. Registrations must fall within this period.

    Last Date To Cancel

    Select the last date that cancellations are accepted for the session.

    Enrollment Minimum, Maximum

    Specify the minimum and maximum number of registrations. If enrollment is below the minimum, the class can be canceled; if it is above the maximum, registrations may be rejected or waitlisted, depending on the organization rule.

    Wait List Option

    The wait list option for the organization defaults in this field. You can change it.

    Select No Wait Lists if you do not want this session to accept a wait list.

    Select Automatic Wait Lists if you want this session to accept a wait lists and you want the system to process the wait list automatically, based on the Automatic Processing Order that you select.

    Select Manual Wait Lists if you want the session to accept a wait list and you want the learning manager to have complete control on how the wait list is processed.

    Automatic Processing Order

    If you selected the Automatic Wait Lists option, you must select an automatic processing order.

    Select Earliest Registration Date to have the system fill openings in the order that waitlisted resources were registered.

    Select Required Then Earliest Registration Date to have the system fill openings first with waitlisted resources required to take the activity (in the order that they were registered), and then with other waitlisted resources in the order that they were registered.

    Provider

    Select the provider who will be responsible for the session.

    Contract

    If applicable, select the provider contract for the session.

    Location

    Select the class location. This is a location associated with your organization. If the class is provided off site by an external provider, leave this field blank.

    Site

    Select the session site.

    Instructional Language

    Select the language in which the session is conducted.

  5. Click Save.
    Follow-up tasks: If you defined the session as Proposed, you must change the status to Open when you are ready to make the session available to all.

    • To approve a proposed section, open the session then select the Action > Approve Proposed Session.

      Note: You can also access this action on the sessions list by right-clicking the session.

    • To update session information, open the session, change the information as needed, enter effective date, then click Save.

      Note: If automatic notifications are configured for "Session Details Changed" and "New Openings in Manual Waitlisted Sessions," the appropriate resources will be notified of any changes.

    • To update or define classes for the session, open the session, and click the Classes tab. See Defining or updating classes for sessions.

    • To assign instructors to the session, open the session, and click the Instructors tab. See Assigning instructors to sessions.