With the help of the following example you can see how the use of a balance works in practice.
The balance has been given the name 'Study credits'.
The date on which the course question is completed determines when the 10 credits, value assigned to the course definition, are definitively allocated. The residual value, how many credits can still be obtained until the maximum of 50 is reached, is then calculated. The period is determined by the end date of the participant request. This date also becomes the mutation date and can be determined in various ways:
- If the participant request is enrolled in a course, the end date of the course will be chosen.
- If the participant request is completed without being enrolled in a course and the end date of the participant request is entered, this end date will be used.
- If the participant request is completed without being enrolled in a program and the end date of the participant request is not filled in, the current date will be selected.
Budget-monitoring can be used to stop training portal enrolments that would result in a balance budget overrun and report this back to the portal. This can be set per balance period.
It is also possible to carry the residual value of a previous period to a new period. You can also limit this to a maximum residual value that can be taken over.
In this period, a maximum of 50 credits (budget) can be earned.
By following a workshop action templates in this period, a person earns 10 credits. This is the value of the course definition.
Remy Remery has been added to this period and his budget starts, equal to the period, with a maximum of 50 credits to be earned.
His current balance can be viewed by hovering the mouse over the tab 'Balance'. Three additional tabs are shown:
Tab 1 Balance person: general data about the balance(s) to which Remy Remery has been added. If this list is empty, it is possible that the person has not been added to a balance, or that the person has only been added to one or more periods.
Tab 2 Periods: an overview per period of:
- Period 'Study Year 2016' is automatically chosen because the end date of the workshop is February 2, 2016.
- The budget, the total number of credits to be earned.
- Mutation fee, the total number of credits earned.
- Residual value, credits still to be earned until the maximum has been reached.
If you click on 'details' you can change the personally allocated budget, or you can manually add a mutation. To do so, click on the 'Mutations' tab for an overview of mutations for this period. Click on 'New' to create a manual mutation, or click on 'details' to see detailed information or, if possible, to change the mutation.
Tab 3 Mutations: an overview of all mutations. You see here:
- The mutation date (column 'Date').
- The number of credits (column 'Value').
- Are these credits still to be earned (column 'Definitive' = 'No') or are they earned (column 'Definitive' = 'Yes').
- Transaction type, automatically assigned or manually created.
- Budget balance and budget period.
- Participant request, please note that this may be empty in case of a manually added mutation.
- Remark placed with a mutation.
If you click on 'details' you will see detailed information about the mutation or you can still edit a manually created mutation.
The situation changed on 2 March, Remy Remery followed the workshop and the training was completed.
The status of the training question has changed to 'Completed' and 'Agreed' is 'Yes' because it has been reported present.
Furthermore, only the mutation has been changed. In the column 'Definitive' you will see 'Yes', the number of credits has been definitively awarded.