Académique Documents
Professionnel Documents
Culture Documents
Learning
Administration:
Learning Needs
Management
Learning Needs Management
Contributors
Tanya Hauth
AE Perform
Instructional Designer
Beth Linden
SuccessFactors
Learning Services, Program
Manager
Table of Contents
Course Introduction
Module 1. Items
Objectives ............................................................................................................ 7
Item Main Concepts ............................................................................................ 7
Adding an Item .................................................................................................... 8
Item Key ........................................................................................................... 8
Lab 1:
Module 2. Curricula
37
Objectives .......................................................................................................... 37
Curriculum Main Concepts ............................................................................... 37
Characteristics of Curricula ............................................................................ 37
Curriculum Status .......................................................................................... 38
Curriculum ID ................................................................................................. 39
Lab 8:
Requirements................................................................................................. 48
Subcurriculum ................................................................................................ 48
Lab 10: Creating a Curriculum Hierarchy (Subcurriculum) ................................ 50
Actions Area................................................................................................... 53
Module-Related Reports ................................................................................... 54
2013 SuccessFactors An SAP Company. Confidential. All rights reserved.
ii
Conclusion ......................................................................................................... 54
Knowledge Check ............................................................................................. 55
57
Objectives .......................................................................................................... 57
Period-Based Curriculum ................................................................................. 57
Event vs. Calendar Basis ............................................................................... 58
Previous Completions .................................................................................... 62
Effective Date................................................................................................. 63
Assignment Type ........................................................................................... 63
Lab 12: Setting Item Periods within a Curriculum .............................................. 64
Lab 13: Setting a Fixed, Initial Required By Date .............................................. 65
Conclusion ......................................................................................................... 69
Knowledge Check ............................................................................................. 70
71
Objectives .......................................................................................................... 71
Learning Assignment Main Concepts ............................................................. 71
Assigning an Item using the Learning Plan Tab ............................................ 72
Lab 14: Assigning Items Directly to User Record............................................... 73
81
Objectives .......................................................................................................... 81
Learning Assignment Main Concepts ............................................................. 81
Curricula and Job Codes .................................................................................. 82
Lab 17: Associate a Curriculum to a Job Code .................................................. 84
iii
101
Course Summary
115
Learning Extras
117
iv
Prerequisites.................................................................................................... 120
Lab 22: Establish a Prerequisite Relationship.................................................. 121
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vii
Course Introduction
Through discussion, demonstration, and hands-on computer lab work, this
course uses the concepts and terminology associated with SuccessFactors
Learning Needs Management Model, and helps you develop a working
knowledge of this model for use in implementing your learning needs
management strategy. You will gain basic skills in how to use the
SuccessFactors Learning Management System (LMS) to create and modify item
and curriculum records, assign learning to users, and record learning events
using the step-by-step, hands-on lab exercises.
Course Objectives
Upon completion of this course, you will be able to:
Add and modify items
Add and modify curricula
Configure period-based curriculum assignments
Assign learning to users
Propagate automated learning assignments to users
Record a learning event for an item
Course Structure
The Learning Needs Management course consists of the following modules:
Module 1: Items
Module 2: Curricula
Module 3: Period-Based Curricula
2013 SuccessFactors An SAP Company. Confidential. All rights reserved.
Target Audience
This is a virtual instructor-led training course intended for all new
SuccessFactors administrators (admins).
Assumptions
The SuccessFactors Learning system is highly configurable. During this training,
you will be working in a representative environment. To properly progress
through the training and when navigating the system, you must understand
some assumptions.
Browser Pop-up Window
Do not block pop-up windows in your browser. Please unblock pop-up windows
so that the application may function as designed.
When you first log in to SuccessFactors Learning, the following message banner
may display at the top of your browser window:
Pop-up blocked. To see this pop-up or additional options, click here.
If this banner displays, perform the following steps:
1. Click the pop-up blocked message.
A box displays with a few options.
2. Select the Always allow pop-ups from this site option.
3. Click Yes.
4. Once the setting is selected, you will not see the pop-up blocked warning
again.
Best Practice: Indicates helpful hints and tips or other guidance that further
explains the information it accompanies.
Lab: Indicates a hands-on computer lab. Follow the step-by-step process
outlined to perform specific tasks in the system.
Job aid: Indicates there is a job aid available for the task. Job aids provide
detailed instructions and screen captures to help you complete a task.
Warning: Warns against particular actions, or that a particular condition
might indicate a problem.
Workflow: Indicates you must have the proper security workflow assigned
to you in order to have access to this feature or action.
Additional Resources
Help & Tutorials is a link available within Administrator Tools that contains all
documentation regarding SuccessFactors administration (Figure 1).
A video is also available to help you use these resources. Click the Take the
Welcome Tour now link to access the video.
There are a number of other resources that can provide you more information
about the SuccessFactors system, including:
SuccessFactors An SAP Company website:
http://www.successfactors.com
Task-specific job aids and reference guides
SuccessFactors Customer Community:
http://community.successfactors.com
For more information about other courses and registration, contact Success
Academy at training@successfactors.com.
Notes
Module 1.
Items
The goal for this module is to provide detailed information about items and how
to add and work with them in SuccessFactors Learning.
Objectives
Upon completion of this module, you will be able to:
Describe the parts of the item key
Describe the four item classifications
Describe the main sections of an item record
Add an instructor-led item using the provided step-by-step instructions
Adding an Item
When creating a new item, use the Add New Learning Item wizard to enter key
data. Required fields are indicated with a red asterisk (*). Required fields for
items are configurable for each instance of SuccessFactors Learning. When you
complete the creation process and submit the data, the entered information
displays in various sections and links of the item record.
Item Key
First, an item key needs to be established. The item key is the unique identifier
in the database and is made up of three parts:
Item type (reference): This is a globally defined reference that helps
categorize items. When you create a new item, you must choose from the
defined list. Subsequently, each type has an associated completion
status. This is an admin-defined reference used when recording a learning
event.
Item ID: This is a unique identifier for each item within the SuccessFactors
Learning database. It is recommended that a standard ID naming
convention be applied to items and all records in the system. Item IDs can
also be auto-generated by the system if the configuration is enabled.
Revision date/time stamp: The system will default to the current date/time
and version 1. The admin can manually override the data in these fields as
needed.
Some examples of item keys include:
COURSE Safety-100 07/01/2013 10:15 AM EST
OJT Mechanic-210 07/03/2013 12:22 PM CST
EXAM OSHA-230 07/15/2013 1:35 PM PST
Exercise: Create an item key for items that you will create in the upcoming
lab:
Course Financial - 193 12/21/2014 08:00 AM EST
Lab 1:
Note: You can also enter Add Item into the Search field below the button
bar and click Go.
3. Click to select the item classification, Scheduled Only. The plus sign
changes to a checkmark.
4. Click OK.
5. Select an item type from the drop-down menu.
6. Enter an item ID.
7. Enter the item title.
8. Enter a description for the item.
9. Select a domain for the item.
10. Uncheck the Approval required to self-register checkbox (if it is currently
checked).
11. If there is an entry in the Approval Process field, remove it.
(If there is a drop-down menu, scroll to the very top of the list and select the
blank entry.)
10
12. Click Additional Options and enter the number of hours into contact hours,
credit hours, and or CPEs. (You may need to scroll down using the inner
windows scrollbar on the right.)
13. In the Schedule Template section, select 2 from the Number of days dropdown menu.
14. Enter 8 in the Hours per day field (if not already defaulted).
15. Click Save & Exit.
11
Extended Summary
Description
Design
Summary
Process Control
12
Once an item has been created, you can format the item description and add
hyperlinks to make it more visually appealing. The following formatting is
supported:
Bold
Numbered list
Italics
Font color
Underline
Bulleted list
Links
13
Administrators can globally enable custom thumbnail images and upload images
for each item. This feature must be configured in System Admin >
Configuration > System Configuration > LMS_ADMIN.
The images will display on the Learning Plan, Item Details, and Catalog search
results.
When no custom images are uploaded for an item, the system will display either
global default icons or photos (configurable by the admin).
14
Lab 2:
15
Note: This will give users who are assigned this item 30 days to complete it
from the assignment date. This topic is covered in more detail in Module 3 of
this guide.
7. In the Process Control section:
a) Click the Supervisors can record Learning Event field and select No
(if not already selected by default).
b) Click the Users can record Learning Event field and select No (if not
already selected by default).
8. Click Save.
16
Related Area
The Related area of the item record contains additional information regarding
the item (Figure 7).
Select the Related tab on the left (i.e., Segments) to display the details on the
right. Click More to see additional Related tabs. Table 1 provides a list of and
descriptions for each Related tab.
Table 1. Related Area Options and Descriptions: Item Record
Option
Description
Segments
Online Content
Catalogs
Competencies
Curricula
Prerequisites
Subject Areas
Substitutes
Associate which item or items a user can complete and also get
credit for the item.
17
Option
Description
Tasks
Scheduled
Offerings
Available under
More
Evaluations
Instructors
Notifications
Objectives
Requests
Profit centers
View the purchasing options and the account codes that act as the
default profit center if a users account is charged for the training.
Cost Calculation
Documents
Associate documents that users can launch from the item details
page (not tracked).
Grading Options
Materials
Pricing
Request
Reasons
Set the reasons that a user can select from when making an item
request.
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19
Lab 3:
a) Day: 3
b) Description: Final Review
c) Duration: 4 (hours)
4. Click Save.
5. Click
a) Day: 3
b) Description: Final Exam
c) Duration: 1 (hours)
d) Delay Start: 0.5 (hours): This will create a 30-minute break between
the two segments on Day 3
6. Click Save.
20
21
22
Lab 4:
).
23
Batch Alignment
The process of associating a competency to each item can be very manual,
however there is a batch process, which provides the capability to associate
multiple items to multiple competencies and set a mastery level via the item
connector. Admins can associate each competency to every item via the item
connector and a new file by running the item connector API. Refer to the
Connectors admin course for additional information.
Admins can flag an item in a catalog as new, featured, or revised until a given
date, and set an expiration date which determines when the item will be
removed from a particular catalog (also requires an APM). This does not
inactivate the item or remove the item from a users Learning Plan, but does
ensure that it is not part of a particular catalog after the set expiration date.
2013 SuccessFactors An SAP Company. Confidential. All rights reserved.
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Lab 5:
25
26
Lab 6:
27
28
E-signatures are not supported for learning events recorded through the
checklist process. If an e-signature is required, the system will bypass the
e-sig process and record the learning event.
An admin can require users to select from a pre-defined list of observers for an
assigned task list item. Enforce this option by selecting the checkbox for
Observers must be Authorized Instructors on the item record > Tasks tab >
Task Checklist Settings.
The list of observers reads from the Instructors tab of the item record
(Learning > Items > Instructors tab). Observers must be instructors with an
LMS user account.
29
Note: Current set up does not limit the user to select his/her supervisor as
an observer.
If the user nominates multiple observers, the first observer to record item
completion will win. Alerts for the remaining observers will be cleared.
An observer cannot refuse a request, but can simply not respond.
The user interface does not allow users to search for an observer from the full
list of users in the system if the admin has enforced the select from authorized
observers option. Instead, the system displays a list of authorized observers
and users must select from this list.
30
The authorized observer list displays the observers region. This reads from the
observers user record, not the observers instructor record.
If the user assigned this item has an entry in the Region field of his/her record,
the user will see a checkbox for My Region. When selected, this limits the list to
the subset of observers whose region matches this users (West as shown in
Figure 15).
Admins control whether users can add/change their region via System Admin >
Configuration > User Settings > Allow Users to change Regional
Information. To view/set the user region from the user side, go to Easy Links >
Options and Settings > Select a Locale > Region ID.
31
Lab 7:
) button.
4. A search pop-up appears. Enter a keyword and click Search to find available
tasks.
5. Select one or more tasks listed and click Add to add these tasks to the items
task list.
6. Once added to the item, tasks can be re-ordered by dragging and dropping.
If any changes were made to the task list, click Save.
7. Click Task Checklist Settings.
8. Check the Enable Task List checkbox.
9. Check the Observers must be Authorized Instructors checkbox, if you
wish to enforce observer selection from pre-defined list.
10. Select a completion and failure status (Hint: Create a new completion
statuses for task lists TASK_COMPLETE and TASK_INCOMPLETE).
11. Click Save.
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Actions Area
The Actions area of the item record contains links to additional actions that can
be taken on the item record, including (Figure 16):
Assign (initiates the User Needs Management tool to enable you to batch
assign items and curricula to one or more users)
Schedule (create a scheduled offering of the item)
Send Notification (initiates the ad hoc notification wizard)
Copy (opens the Copy Item window that allows you to copy the item)
Revise (initiates the revision wizard)
Delete (deletes the item)
33
Module-Related Reports
The following are reports in SuccessFactors Learning that relate to this module:
Item Data
The Item Data report returns attributes of learning items.
Item List
The Item List report, given learning items, returns the items'
type/ID/revision code and title.
Conclusion
In this module, you were introduced to the main sections of item record and the
information contained in each. Step-by-step instructions were provided and you
created a new item and entered key information.
You should now be able to:
Describe the parts of the item key
Describe the four item classifications
Describe the main sections of an item record
Add an instructor-led item using the provided step-by-step instructions
In the next module, you will learn how to use items to build curricula.
34
Knowledge Check
Use what you learned in this module to answer the following questions.
Using the information from this module and SuccessFactors Learning (online
help), perform the task assigned by your manager.
35
Notes
36
Module 2.
Curricula
The goal for this module is to provide detailed information about curricula,
including how to add and work with them in SuccessFactors Learning.
Objectives
Upon completion of this module, you will be able to:
Describe the benefits of using curricula
Describe the characteristics of curricula
Create a curriculum using the provided step-by-step instructions
Modify item defaults within curricula
Set up subcurricula
37
# of Hours
Curriculum Status
Curricula can have one of two statuses:
Complete
Incomplete
The Complete status is achieved when any of the following occur:
All required items in the curriculum have been successfully completed and
recorded
The effective date of each item is in the future. The effective date identifies
when the curriculum status changes to Incomplete if the user does not
complete a required item. This is equivalent to a grace period.
Some of the required items are complete and the remaining required items
have an effective date in the future
The requirements have been met as described on the Requirements link
(see the Learning Extras section for more information)
The Incomplete status is in effect when any of the following occur:
A new curriculum is assigned to a user and the effective date for any
required items is in the past
2013 SuccessFactors An SAP Company. Confidential. All rights reserved.
38
Any required item has not been successfully completed and recorded
A completed items retraining interval date has passed
The curriculum is modified with a new or revised item, and the effective
date is not set for a future date
The requirements have not been met as described on the Requirements
link (see Learning Extras section for more information)
Curriculum ID
The Curriculum ID is a unique identifier in the SuccessFactors Learning
database. The ID can be anything; however, it is strongly recommended that an
enterprise-wide naming convention for curricula be established. This will help
administrators when searching, assigning, or running reports for curricula.
Some sample curriculum IDs include:
LDR-BASICS
SAFETY-ELECTRICIANS
MGMT-REMOTE
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Lab 8:
Note: You can also enter Add Curriculum into the Search field below the
button bar and click Go.
3. Enter a curriculum ID and a title for the curriculum.
4. Enter a description of the curriculum, if desired.
5. Leave the creation date set to the default.
6. Select a domain.
7. Select a curriculum type from the drop-down menu.
8. Leave the Force Incomplete checkbox unchecked.
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Core Area
The core area, also known as the Summary Tab, contains the basic curriculum
record information, including curriculum title, ID, description, and type. To edit a
field in this area, click in a displayed field and enter text or select a reference
value (depending on the field type). You can also enter additional information by
clicking located at the bottom left of the Core area. Once expanded, the screen
displays the following sections where updates can be made:
Title
Description
Summary
Extended Summary (used by regulated organizations for CFR21 Part 11)
41
Table 2 lists and describes the fields for a curriculum record, and whether the
field displays to the user.
Table 2. Curriculum Record: Fields and Descriptions
Field
Description
Title
Description
Creation Date
Domain*
Curriculum
Type
Active
Force
Incomplete
Enable
electronic
signature
Displays to User
X
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Related Area
The Related area of the curriculum record contains additional information
regarding the curriculum (Figure 18).
Select the Related tab on the left (i.e., Assignment Profiles) to display the details
on the right.
Table 3 provides a list of and descriptions for each Related tab of the curriculum
record.
Table 3. Related Area Options and Descriptions: Curriculum Record
Section
Description
Assignment Profiles
Catalogs
Contents
Documents
Job Codes
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Associating Contents
The Contents tab in the Related area (Figure 19) is used to view, associate, and
edit one or more of the following to the curriculum:
Items (
Requirements (
Subcurricula (
)
)
As you add content, the system places the new content at the bottom of the list;
however, you can later adjust the visual sequencing of the content by clicking
the Display Order Move Up ( ) or Move Down ( ) buttons (Figure 20).
44
45
Basis Date (covered in Module 3): Defines the beginning point of the timeperiods for Calendar basis only. The time-periods themselves are built
using either the initial assignment information, the hire date, or the
retraining assignment information. Once the item is completed, it is not due
again until the end of the next period. Using the basis date system, you can
assign learning that is due once a quarter, or once a year, but permit the
user to complete it at any time during the quarter or year.
Effective Date: The date when the item has an impact on the overall
curriculum status. The curriculum basically ignores the item status until this
date is reached.
Assignment Type: Required or Optional or other related types. These
values can be in multiple languages. Priority levels can also be assigned to
Assignment Types in order to help users prioritize their item assignments.
46
Lab 9:
menu.
4. Enter criteria in the keyword field to search for the items to include in the
curriculum and click Search.
5. Check the Add checkbox next to each item to add to the curriculum.
6. Click Add. The selected item(s) is added to the contents list.
7. Click the Edit link next to the last listed item:
a) Enter initial assignments (number and period).
b) Select an initial basis (event).
c) Do not enter retraining assignments.
d) No basis date is needed for Event based, but if it has a default value,
just leave it as its ignored. For effective date, use the current date.
e) Select an assignment type. Select Required (REQ).
8. Click Apply Changes.
9. Click the Move Up (
curriculum content. This sets the suggested order display for users.
10. Click the X to close the Edit window and return to the curriculum record.
47
Requirements
Requirement-based assignments of curricula give you the flexibility to create
and assign multiple requirements (# of hours, # of hours from an item pool, # of
items from an item pool) that are used in evaluating the status of a users
assigned curriculum. Requirement-based curricula use different requirement
types; you can create the set of conditions by which you want the system to
evaluate the user's curricula.
Subcurriculum
The Subcurricula option is used to create a hierarchical structure between two or
more curricula (Figure 23).
Safety Electrician
Safety Basics
When the curriculum designated as the parent (main) is assigned to a user, all
items in the parent curriculum and nested (subcurricula) curricula are added to
the users Learning Plan. The main curriculum is Incomplete until all required
items in the subcurricula are complete. Therefore, the user must complete all
required items and/or requirements within all curricula to achieve a status of
48
Complete in the parent curriculum. Each subcurricula status can be tracked and
reported on individually.
If, at any time, an item contained in a nested curriculum gets revised or goes
passed its required-by date, the parent curriculum, along with the curriculum that
contains the overdue/revised item, will change to a status of Incomplete.
49
).
50
51
).
Note: The Add Items checkbox should be checked if you also want to add
all items contained in the curriculum to this catalog.
5. Click Add.
6. Verify that the selected catalog is displayed.
7. Click the Flag drop-down menu and select New from the drop-down menu.
8. Click the Until calendar icon and select the last date to display the flag.
52
Actions Area
The Actions area of the curriculum record contains links to additional actions
that can be taken on the curriculum record, including:
Bookmark
Assign (the User Needs Management tool enables you to batch assign
items and curricula to one or more users)
Send Notification (initiates the ad hoc notification wizard)
Copy
Delete
53
Module-Related Reports
The following are reports in SuccessFactors Learning that relate to this module:
Curriculum Data
The Curriculum Data Report returns curricula attributes; including the
subcurricula in the curriculum.
Conclusion
In this module, you were introduced to key curriculum concepts. The main tabs
of the curriculum and the information contained on each were covered. Step-bystep instructions were provided for adding a new curriculum, associating items
to the curriculum, modifying item defaults within the curriculum, and adding
subcurricula to a parent curriculum.
You should now be able to:
Describe the benefits of using curricula
Describe the characteristics of curricula
Create a curriculum using the provided step-by-step instructions
Modify item defaults within curricula
Set up subcurricula
54
Knowledge Check
Use what you learned in this module to answer the following questions.
2. True or false:
When an item within a curriculum has a status of Required, an effective
date must be entered.
3. True or false:
An item can be used in multiple curricula.
4. True or false:
For a curriculum status to be Complete, all items in the curriculum must be
complete.
55
56
Module 3.
Curricula
Period-Based
The goal for this module is to provide detailed information about initial and
retraining assignments within a curriculum and how to work with them in
SuccessFactors Learning.
Objectives
Upon completion of this module, you will be able to:
Set up a period-based curriculum
Explain the differences between initial basis: event and initial basis:
calendar
Predict the required date of an item based on the period specifications
Period-Based Curriculum
After an admin groups items into a curriculum, the following questions need to
be answered:
How much initial completion time should be granted to the user?
Does an item within a curriculum have a firm required-by date for all users
regardless of when it is assigned?
Do the items within the curriculum require retraining?
When a user needs to complete an item on a recurring basis, it must be in a
curriculum and have a retraining period. Retraining is configurable at the Item
level but the functionality occurs within the curriculum.
57
58
59
Basis: Calendar
Calendar basis, for retraining periods, allows admins to create different intervals
using the basis date. This prompts the system to start its date calculations from
that basis date instead of January 1st. This can be useful for training that is due
at the end of a fiscal year.
An admin specifies the start of the calendar basis date in the item details within
the curriculum. In the following grid, the basis date is 10/01/2013 and has
calendar basis 6 month initial period. Therefore, SuccessFactors Learning
creates intervals starting on 10/01/2013, each running for six months.
Interval 1
Interval 2
Interval 3
October 2013
November 2013
December 2013
January 2013
February 2013
March 2013
April 2013
May 2013
June 2013
July 2013
August 2013
September 2013
October 2013
November 2013
December 2013
January 2014
February 2014
March 2014
60
Using the settings in Figure 27, a user who has this item assigned through this
curriculum between the dates of 10/01/2012 and 09/30/2013 would have a
required by date of 09/30/2013. Notice that the Threshold is set to Entire Period,
which means no threshold or no grace period for the user.
If a user has the item assigned close to the fixed required by date, the admin
can configure the item to give users the rest of the current period plus the next
full period. This is accomplished by setting the threshold days with the number
of days into the period, that when an assignment occurs, it should skip the
remainder of the current period and set the required by date to the end of the
next full period (Figure 28).
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Using the settings in Figure 28, if the desired due date for the item is 09/30/2013,
then the Initial basis is Calendar and the basis date is 1 year prior, or
10/01/2012. If we want to allow users assigned the item within 30 days of the
due date an extra period to complete the item, then we set the threshold to 335
days (365-30). So a user who has this item assigned through this curriculum
between the dates of 10/01/2013 and 08/31/2013 would have a required by date
of 09/30/2013.
Users who have the item assigned between the dates of 09/01/2013 and
09/30/2013 (after the threshold of 335 days) would have a required by date of
09/30/2014. They are given the rest of the current period, plus the next period to
get it done.
Previous Completions
When a curriculum is assigned, the system evaluates the learning history for the
assigned users. If the system finds a previous completion, then it marks the
curriculum as complete or it uses that completion date to calculate the next
2013 SuccessFactors An SAP Company. Confidential. All rights reserved.
62
63
Note: If you select Calendar as the initial basis, select a Threshold (Entire
Period or Days).
6. In the Retraining Assignments section, enter a retraining number.
7. Select a retraining period and a retraining basis.
Note: Once a user completes this item, he/she will be required to complete
this item again within the set retraining assignment timeframe.
8. Enter the desired basis date if using calendar basis for either initial or
retraining. If using event basis, accept the default date or leave blank.
9. Enter an effective date. Set to current date.
10. Select an assignment type and click Apply Changes.
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65
Event
Required Date
Initial period:
Initial number:
Assignment date:
Months
3
01/15/2013
04/30/2013
1/1
2/1
3/1
4/1
5/1
6/1
7/1
8/1
9/1
10/1
11/1
Item A
Initial basis:
Initial period:
Initial number:
Assignment date:
Event
Years
1
04/01/2013
Required Date
Calendar
10/01/2012
Years
1
05/15/2013
Entire
Required Date
Item B
Initial basis:
Basis date:
Initial period:
Initial number:
Assignment date:
Threshold:
66
Event
Initial period:
Initial number:
Assignment date:
Days
30
04/30/2013
Required Date
Item D
Initial basis:
Basis date:
Initial period:
Initial number:
Assignment date:
Threshold:
Calendar
05/01/2012
Months
12
03/01/2013
Entire
Required Date
67
Event
Required Date
Initial period:
Initial number:
Assignment date:
Years
1
04/01/2013
12/31/2014 it
finishes the
current year
then counts 1
year
Calendar
10/01/2012
Years
1
05/15/2013
Entire
Required Date
Event
Days
30
04/30/2013
Required Date
Initial basis:
Calendar
Required Date
Basis date:
Initial period:
Initial number:
Assignment
date:
Threshold:
05/01/2012
Months
12
03/01/2013
Item B
Initial basis:
Basis date:
Initial period:
Initial number:
Assignment date:
Threshold:
09/30/2013
Item C
Initial basis:
Initial period:
Initial number:
Assignment
date:
05/30/2013
Item D
04/30/2013
Entire
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Conclusion
In Module 3, you were introduced to the functionality of period based curricula.
Using initial basis: calendar or event, an admin specifies the amount of time a
user has to complete an item once assigned as part of a curriculum. If recurring
training is necessary, the item must be assigned as part of a curriculum.
You should now be able to:
Set up a period-based curriculum
Explain the differences between initial basis: event and initial basis:
calendar
Predict the required date of an item based on the period specifications
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Knowledge Check
Use what you learned in this module to answer the following questions.
2. What is the major difference between initial basis: event and calendar basis?
3. True or false:
A fixed required by date can be set for an item within a curriculum.
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Module 4. Manual
Learning Assignments
The goal for this module is to provide detailed information about manually
assigning training to users in SuccessFactors Learning. Now that items and
curricula records have been created, you are ready to make the necessary
manual learning assignments to your users.
Objectives
Upon completion of this module, you will be able to:
Assign an item directly to a user
Assign a curriculum directly to a user
Batch assign an item/curriculum to a group of users
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72
).
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Assign a Curriculum
When you need to assign a curriculum to one user, the easiest way to
accomplish this task is by navigating to the Curricula tab from the Related area
of a user record (Figure 30).
Note: Curricula in the Learning Plan can be given a priority from 1 to 10.
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).
75
Figure 31. Assign Learning Needs Action Link: User Needs Management
You are presented with a wizard containing the step-by-step process to make
batch assignments. Using this tool, you have the ability to select multiple users
and assign one or more items or curricula to the selected users.
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The User Needs Management tool has full user search capabilities using the
add one or more from list link (Figure 32).
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Module-Related Reports
The following are reports in SuccessFactors Learning that relate to this module:
Learning Needs
The Learning Needs report returns the learning needs of users. Learning
needs are learning items or curricula that the user needs to complete.
Learning Plan
The Learning Plan report returns the learning plan of users. Learning plans
are users' personal docket of learning items and curricula.
Curriculum Status
The user Curriculum Status report returns the curriculum assigned to each
user and the curriculum status, and if applicable, the number of days
remaining before required retraining to keep the curriculum current.
Curriculum Item Status
The user Curriculum Item Status report returns, for each user, the
curriculum assigned to each user and their curriculum status, the items
assigned to each curriculum and the completion date, completion status,
and required date for each item.
Conclusion
In Module 4, you were introduced to making manual assignments to users. You
can assign one or more items directly to a user from the Learning Plan tab from
the Related area within a user record; assign one or more curricula directly to a
user from the Curricula tab from the Related area within a user record; or assign
one or more items to a group of users using the User Needs Management
(Manage User Needs) tool.
You should now be able to:
Assign an item directly to a user
Assign a curriculum directly to a user
Batch assign an item/curriculum to a group of users
2013 SuccessFactors An SAP Company. Confidential. All rights reserved.
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Knowledge Check
Use what you learned in this module to answer the following questions.
1. True or false:
Administrators can assign multiple curricula to a user from within a user
record.
2. True or false:
Administrators can change a users required by date for an item from the
Learning Plan tab from the Related area of a users record.
3. True or false:
The User Needs Management (Manage User Needs) tool can be used to
batch assign items and curricula.
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Module 5. Automated
Learning Assignments
The goal for this module is to provide detailed information about setting up and
propagating automated learning assignments to users in SuccessFactors
Learning. Now that you have created item and curriculum records, you are ready
to assign learning to your users.
Objectives
Upon completion of this module, you will be able to:
Add a curriculum to a job code
Add a curriculum to an assignment profile and propagate to current users
Describe how the assignment profile synchronization automatic process
manager (APM) works
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Curricula are added to the job code on the Curricula tab (Figure 34).
Note: When adding a curriculum to a job code, if you want all users who
currently have that job position to receive the curriculum assignment, check
the Add curricula to users who are assigned the job code checkbox.
Once curricula have been associated with a job code, the relationship can be
viewed from the Job Codes tab from the Related area of the curriculum record
(Figure 35).
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Note: If this action impacts too many records, the system may require you to
schedule the job to run during established off-peak hours.
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Assignment Profiles
The assignment profile provides a way to automate assigning items and/or
curricula to a group of users who share the same training needs. The
assignment profile uses the common attributes of a group of users to assign
curricula and/or items. Competency profiles, user roles, plans, catalogs, and
coupons may also be assigned using assignment profiles (Figure 36).
Additionally, assignment profiles can provide the mechanism to autorecommend specific courses to users based on admin-specified attributes. This
allows customers to market to their customers, suggest courses they may be
interested in, and raise awareness for new content.
The steps for creating and using a new assignment profile are:
1. Add a new assignment profile.
2. Create a group by creating rules:
Select the attributes of the target users (second level filter) and assign
values to the attribute. Then select the user domains to which the profile
will be applied (first level filter). Domain is defined last.
3. Select one or more curricula or items.
4. Propagate the assignment profile.
5. Synchronization. An automatic process will check for changes to user
attributes and synchronize assignments accordingly. If necessary, each
assignment profile may be synchronized individually.
2013 SuccessFactors An SAP Company. Confidential. All rights reserved.
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Item completion (may be used to find users who have a particular item in
their Learning History/Completed Work)
Once an attribute has been added to a rule, the specific values for the attribute
must also be added. An operator must be selected to restrict these values.
Main Areas of Assignment Profile
The item record is broken into three main areas (Figure 37):
Core (red) (also known as the Summary Tab)
Related (yellow)
Actions (green)
Core Area
The core section, also known as the Summary Tab, contains the basic
information of the assignment profile record, including status, contact email,
created for, created by, domain, and notes. To edit a field, click in a field and
enter text or select a reference value (depending on the field type).
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Related Area
Table 4 provides a list of and descriptions for each Related area tab of the
assignment profile record.
Table 4. Related Area Options and Descriptions: Assignment Profile Record
Section
Description
Catalogs
Competency Profiles
Curricula
Role
Add the user role that should be assigned to users via the
assignment profile.
Recommended Item
Items
Coupons
Actions Area
The Actions area of the assignment profile record contains additional actions
that can be done with the assignment profile, including:
Propagate (manually engage the assignment profile)
Synchronize (manually run the synchronization process on the one
assignment profile)
Bookmark
Copy
2013 SuccessFactors An SAP Company. Confidential. All rights reserved.
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Delete
Manage Rule (modify the existing rules for the assignment profile)
Existing Users in Assignment Profile (display the list of current users
impacted by the assignment profile. Only provides results after AP is
propagated)
Table 5 provides the definitions of the assignment profile attribute operators.
Note that not all operators are available for the each selected attribute.
Table 5. Assignment Profile Operators and Definitions
Operator
Definition
Contains
Matches
Is Empty
Is Not Empty
Starts With
Between
Equals
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Operator
Definition
On or After
On or Before
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Domains:
IT
HR
Attributes
Group
Attribute
Operator
Value
Job location
Matches
DC, MD, CA
Hire date
Between
01/01/2000 12/31/2010
Users
User
User Attributes
Tom Smith
Domain: IT
Job location: DC
Hire date: 06/15/2008
Jane Williams
Domain: HR
Job location: MD
Hire date: 04/05/2007
Bob Thomas
Domain: EHS
Job location: DC
Hire date: 07/08/2007
Jan Jones
Domain: IT
Job location: VA
Hire date: 10/30/2006
Match?
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Associating Curricula
Curricula are added to the assignment profile from the Curricula tab from the
Related area of the assignment profile record (Figure 38). Multiple curricula can
be assigned through a single assignment profile if needed.
Associating Item(s)
Items are added to the assignment profile from the Items tab in the Related area
of the assignment profile record (). Multiple items can be assigned through a
single assignment profile if needed.
After being added to an assignment profile, an item can have one of the
following statuses:
Valid (the assignment profile has been propagated)
Add Pending (item was added, but assignment profile has not been
propagated)
Delete Pending (item was removed, but assignment profile has not been
propagated)
If you remove an item, you can cancel the action before you propagate. Click the
Remove/Undo Action check box and click Apply Changes. The item's status
changes to Delete Pending.
The assignment profile will not assign an item with a required date when:
An administrator selects Calendar from the Initial Basis list on the
Summary tab (Learning > Items > Summary tab) for the item. This is
because there is no basis date to set at the item level.
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An administrator selects Event from the Initial Basis list and types nothing
or 0 in the Initial Number box on the Summary tab (Learning > Items >
Summary tab) for the item.
Note: What happens when an admin changes the item initial assignment?
When the AP runs next, the system does not reassign the modified
item (with its updated initial assignment attributes) to users who have
already been assigned the item through the assignment profile.
For any additional users who are now included in the assignment
profile, the system applies the updated initial assignment settings
Recommending Items
As an administrator, you can enable item recommendations by setting the
enableItemRecommendations property to true in the LMS_ADMIN configuration
ID (System Admin > Configuration > System Configuration). After you set
this value to true, you can add one or more items to the Recommended Items
tab of an assignment profile when you want to recommend those items to the
users in the assignment profile. An item appears in the user's catalog or on the
user's home page if the item is:
In a catalog that is assigned to the user
Not already on the user's To-do list
Not in the user's learning history (completed work)
If a user dismisses an administrator-recommended item, then that item does not
appear on the user's home page as a recommended item, even if an
administrator adds it as a recommended item to a different assignment profile
that the user is included in.
A recommended item can have one of the following statuses:
Valid (the assignment profile has been propagated)
Add Pending (the assignment profile has not been propagated)
Delete Pending (the assignment profile has not been propagated)
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Note: You can also enter Add Assignment Profile into the Search field
below the button bar and click Go.
3. Enter an assignment profile ID.
4. Enter a description.
5. Select a domain.
6. Enter an email address for the person responsible for the assignment profile.
7. Enter the Created For information. This identifies the person who requested
the assignment profile to be created.
8. Enter any applicable notes.
9. Click Add.
10. In the Recommended Next: box, click Define User Pool.
11. Click OK on the Create Assignment Rules pop-up message.
12. In the Set up Rules section, select Job Location ID from the Select Attribute
drop-down menu.
13. Select Matches from the Select Operator drop-down menu.
14. In the values box (currently blank), enter DC, MD. You can also use the
magnifying glass icon to search for the desired values.
2013 SuccessFactors An SAP Company. Confidential. All rights reserved.
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Note: You must enter the rule name, attribute, operator, and value.
23. Click Preview Users in Assignment Profile to see which users currently
match the criteria.
24. Close the preview window.
25. Click Save.
26. Click Cancel to return to the main assignment profile screen.
27. In the Recommended Next: box, click Add Curricula.
28. Click Add New Curricula (
).
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31. Check the Add checkbox for the curricula to associate with the assignment
profile.
32. Click Add.
33. Repeat steps 28-32 for each curriculum to add to the profile.
34. In the Actions area, click Propagate. The system may require you to
schedule this as a background job. Once this job runs, all users with the
attributes you specified will be assigned the selected curricula. Once the
assignment profile has been successfully propagated, the Existing Users in
Assignment Profile link in the Actions areas can be used to display the
users that are currently being impacted by the assignment profile.
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Module-Related Reports
The following are reports in SuccessFactors Learning that relate to this module:
Learning Needs
The Learning Needs report returns the learning needs of users. Learning
needs are learning items or curricula that the user needs to complete.
Learning Plan
The Learning Plan report returns the learning plan of users. Learning plans
are users' personal docket of learning items and curricula.
Curriculum Status
The user Curriculum Status report returns the curriculum assigned to each
user and their curriculum status, and if applicable, the number of days
remaining before required retraining to keep the curriculum current.
Curriculum Item Status
The user Curriculum Item Status report returns, for each user, the
curriculum assigned to each user and their curriculum status, the items
assigned to each curriculum and the completion date, completion status,
and required date for each item.
Conclusion
In Lesson 5, you were introduced to automated user assignments. Curricula can
be associated to a job code and assignment profiles and automatically assigned
to users whose attributes match the criteria.
You should now be able to:
Add a curriculum to a job code
Add a curriculum to an assignment profile and propagate to current users
Describe how the assignment profile synchronization automatic process
(APM) works
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Knowledge Check
Use what you learned in this module to answer the following questions.
1. True or false:
An assignment profile must be propagated when it is created in order to
push out the curriculum to users.
2. True or false:
A job code can be used to assign multiple curricula.
3. True or false:
If a user changes job codes, the system will always automatically remove
(unassign) all curricula initially assigned through the job position.
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Module 6. Record
Learning Events
The goal of this module is to provide a general understanding of the Learning
Event Recorder. Recording a learning event creates a Learning History
(Completed Work) record for users and allows those users who successfully
complete an item to generate a certificate of completion.
Objectives
Upon completion of this module, you will be able to:
Identify the two types of learning events that can be recorded
Record a learning event
View the learning event in the Learning History (Completed Work)
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When an admin has been informed of item completions, he/she uses the Record
Learning tool to capture this information. Once the event is recorded, a Learning
History (Completed Work) record is created for each item for each user. If an
error is recorded, you may have the ability to edit it with the Learning Event
Editor (if you have been given the appropriate workflow).
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Completion date/time
Completion status code/grade: indicates whether or not an item was
successfully completed.
Hours of Credit
Instructor (will display on certificate of completion)
Comments
Electronic signature(s) (if applicable)
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Navigate to Users > Tools > Record Learning - Multiple (Figure 42)
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Note: You can also use the magnifying glass icon to search for and select
the item.
5. Repeat steps 3-4 to add additional items.
6. In the Search and Add Users section, enter the user ID.
7. Click Add.
Note: You can also use the magnifying glass icon to search for and select
the item.
8. Repeat steps 6-7 to add additional users.
9. Click Next.
10. In the Edit Details section, enter details for the item:
Completion date and time
Time zone
Grade or completion status (whichever is flagged as required)
Total hours, credit hours, contact hours, and CPE
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comments.
12. Click Apply Changes to make the changes apply to all users.
13. Click the expand icon ( ).
14. If the details are different for each user, change the item details accordingly.
Enter the completion date, time, and time zone for each user for the item.
15. If you modified the details for any user, click Apply Changes in the yellow
section of the screen.
16. Repeat steps 10-15 for all other items.
Note: The other Apply Changes buttons (at the top and bottom of the Edit
Details section) may be used if you want to enter the same completion
status for all users for a particular item.
17. Click Next.
18. If competencies are to be assessed as a result of recording a learning event
for these items, select one of the assessment options.
19. Click Submit.
Note: Clicking the Start Over button is optional. It allows you to start over
recording learning for a new Item but retain the same list of users.
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comments.
10. Click Apply Changes to make the changes apply to all users.
11. Click Next.
12. Click Submit.
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Learning History
After a learning event is recorded, the Learning History tab from the Related
area of the user record (Completed Work list on user side) displays the learning
events that have just been completed. From the user records Learning History
tab, you are able to view the history of all entered events (Figure 43).
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given permissions to edit or delete learning event records. Any costs associated
with the learning event record may be edited as well.
The attachment interface shows all attachments related to the entity. In addition,
it allows for additions and removals of attachments. When you click the File
Attachments link on the Summary tab of the record (Figure 44), you can browse
for a file to attach to the record. It is recommended that you enter a description to
2013 SuccessFactors An SAP Company. Confidential. All rights reserved.
109
identify each file more easily (you cannot modify a description after you upload
the file). Click Upload to finish the attachment process (Figure 45).
Users can access attached files in the user interface by reviewing the completed
work details of the recorded item (Figure 47), and administrators can access the
attached files in SuccessFactors Administration on the Learning History tab from
the Related area of a user record.
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Module-Related Reports
The following are reports in SuccessFactors Learning that relate to this module:
Learning History
The Learning History report returns users learning history (learning items
and curricula they have finished) with detail item events.
Item Status
The User Item Status report returns, for each user and item, the users
completion status for the items they participated in during the given date
range.
Curriculum Item Status
The user Curriculum Item Status report returns, for each user, the
curriculum assigned to each user and their curriculum status, the items
assigned to each curriculum and the completion date, completion status,
and required date for each item.
Conclusion
In Module 6, you were introduced to recording learning events. Learning events
can be recorded against items (including scheduled offerings) and external
event. Regardless of which is recorded, a Learning History (Completed Work)
record is created for the user.
You should now be able to:
Identify the two types of learning events that can be recorded
Record a learning event
View the learning event in the Learning History (Completed Work)
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Knowledge Check
Use what you learned in this module to answer the following questions.
1. True or false:
Only For Credit completions are displayed in a Learning History
(Completed Work).
3. True or false:
Users can edit their Learning History (Completed Work) record.
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Notes
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Course Summary
Through lecture, activities, and hands-on computer lab work, this course taught
you the concepts and terminology associated to SuccessFactors Learning
Needs Management Model. You developed a working knowledge of this model
for use in implementation of your learning needs management strategy. You
also gained basic, hands-on experience using the system functions in order to
create and modify items and curricula, assign learning through manual and
automated methods, and record learning events.
You should now be able to:
Add and modify items
Add and modify curricula
Configure period-based curriculum assignments
Assign learning to users
Propagate automated learning assignments to users
Record a learning event for an item
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Exercise
1. Identify an actual curriculum in your organization that requires at least two
items to be completed by a group of users. Identify the types of items and
the kind of information you need to include on the various tabs.
2. Decide whether or not any of the items should be retaken after a given
number of days.
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Learning Extras
This section provides some extra learning-related topics, including:
Substitutes and prerequisites
Item Revision Assistant
Requirements-based curricula
Required Dates Editor
Electronic Signatures
User management tools
Training Planner
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).
4. Enter criteria to search for the item that will grant substitute credit and click
Search.
5. Select the (completion) status substitute credit from the Status drop-down
menu.
Note: This is the completion status for the item that will receive substitute
credit.
6. Check the Force Credit checkbox.
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Prerequisites
Prerequisites are identified on the item records Prerequisite tab, which lists all
items, groups of items, or curricula the user must complete before he/she can
self-register for a scheduled offering or launch an online item. Depending on the
SuccessFactors Learning global setting, users who do not meet the
prerequisites are prevented from registering into the scheduled offering if:
The prerequisite(s) are not listed in the users Learning History (Completed
Work)
or
The user is not registered into scheduled offering(s) of the prerequisite(s)
that has an end date prior to the start date of the scheduled offering.
In the case of an online item, the prerequisite(s) must be in the users Learning
History (Completed Work) before he/she is able to launch the item.
Exercise
Answer the questions using the information provided.
Item
A
Registered (Enrolled)
Start: 11/05/2013
End: 11/06/2013
Item
B
Prerequisite: Item A
Classification: Online Item
Item
C
Prerequisite: Item A
Classification: Instructor-Led
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).
7. Enter criteria to search for the other item created in step 1. This will be the
prerequisite item.
8. Click Search.
9. Check the Add checkbox.
10. Click Add.
11. Verify the selected item is displayed.
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Topic Conclusion
In this topic, you learned about substitutes and prerequisites. Using these
features in SuccessFactors Learning allows users to take differing items to
satisfy their curriculum requirements, or prevents users from registering into
items they are not prepared to take. In any case, these features are not required,
but provide additional flexibility in your training solution.
You should now be able to:
Establish substitute relationships
Establish prerequisite relationships
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Knowledge Check
Use what you learned in this topic to answer the following questions.
2. True or false:
It is possible to set up an or relationship of items on the Prerequisites tab from
the Related area of the item record.
3. Why would you check the Force Credit checkbox on the Substitute tab
from the Related area of the item record?
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Exercise
Consider the following situation:
Item A grants credit for Item B.
Item B grants credit for Item C.
Force Credit is not checked.
Effective date is not set.
1. If the user is assigned all three items to his/her Learning Plan and
completes Item A, the user:
A. Only receives credit for items A and B.
B. Receives credit for items A, B, and C.
C. Only receives credit for Item A, since Force Credit is not checked.
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125
126
Inactivate
127
Note: If the item has an assignment type of Required (or similar), you must
enter an effective date.
10. Click Next and review the displayed information.
11. Click Run Job Now.
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Curriculum Clean Up
Once an item is revised, there are two item records in the system with matching
item types and IDs. Both may be listed on the Learning Plan of the assigned
users (depending upon the choices made during the revision process).
The Curriculum Clean-Up APM (Automatic Process Module) checks every
Learning Plan and compares item records. If it finds two items with the same ID
and type, it removes the item with the earlier revision date/time. The APM also
has a checkbox to include free-floating item assignments (Figure 49), which is
intended to remove the relationship between an earlier revision of an item and
the related curriculum if two (or more) revisions of an item are related to the
same curriculum or any free-floating items, and both are effective (have an
effective date before today's date).
Note: Curriculum Clean-Up typically runs nightly, but speak with your
SuccessFactors Learning coordinator to find the frequency.
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Topic Conclusion
In this topic, we discussed revising items. Based upon admin specifications, the
revision process can affect curriculum and/or free-floating item assignments.
The Revision Assistant can also maintain substitute relationships, authorized
instructors, and update future scheduled offerings. Finally, the Curriculum
Clean-Up automatic process removes the double item assignment from the
Learning Plan of the users.
You should now be able to:
Revise an item using the Revision Assistant
Explain the function of the Curriculum Clean Up automatic process
Describe the effects of item revision on curriculum and free floating item
assignments
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Knowledge Check
Use what you learned in this topic to answer the following questions.
1. True or false:
The admin can choose to not transfer prerequisites from the original item
to the revised item.
4. Explain a situation when you would set the effective date in the future.
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5. What part of the item key is updated during the item revision?
6. True or false:
An admin can update all future scheduled offerings of the original item to
the revised item.
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Requirements-Based Curricula
Not all training situations are solved with a simple list of required items. There
are other requirements that a user must accomplish to complete his/her
assigned curriculum (e.g., hours, external training, etc.). Requirements-based
curricula provide this needed flexibility.
Topic Objectives
Upon completion of this topic, you will be able to:
Define a requirement and item pooling
Describe requirements-based curricula
List the three requirement types
Describe the functionality of a requirement group
Create requirements and requirement groups
Requirements-Based Curricula
Requirements-based assignments provide flexibility in creating and assigning
multiple requirements that are used in evaluating curriculum status. External
learning events can also count towards curriculum status.
What is a Requirement?
Requirements define a set of conditions that the user must meet to receive a
Complete curriculum status. The conditions are related to the number of hours
or items that the user must successfully complete. Users are required to meet
the defined conditions of the Requirements and Items tabs to complete the
curriculum.
A requirement object functions like an item. Both are assignable, use periodbased assignments, and impact the curriculum status.
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Requirement Types
There are three requirement types:
# hours of specified hour type
# hours of specified hour type from pool of items
# items from pool of items
# Hours of Specified Hour Type
This type requires the user to complete a specified number of items included in
the pool.
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Requirement Group
The Group Requirements button is located under the Contents tab from the
Related area of the curriculum record. The button is only activated when more
than one requirement has been associated to the curriculum.
For example, the following requirement group contains the following
requirements:
10 Items from Item Pool
75 Total hours
This group requires the user to earn 10 Item from Item Pool or 75 total hours to
complete the requirement.
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).
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138
Topic Conclusion
In this topic, we discussed requirements-based curriculum. Using requirements,
an admin specifies the number of hours of a specific hour type, the number of
hours of a specific hour type from an item pool, or a number of items for an item
pool. In addition, the admin creates requirement groups to give the user a choice
of requirements. Using requirements provide greater flexibility than simple
required items.
You should now be able to:
Define a requirement and item pooling
Describe requirements-based curricula
List the three requirement types
Describe the functionality of a requirement group
Create requirements and requirement groups
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Knowledge Check
Use what you learned in this topic to answer the following questions.
1. List the three requirement types.
3. True or false:
External learning events count towards # Hours of specified Hour Type.
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The Required Dates Editor updates required dates of free floating and
curriculum item assignments (Figure 50).
The Required Dates Editor requires the admin to update the required date using
the same method as assignment.
For example, if you assigned Item A via curriculum 1, then you must update the
required date by specifying the Item A in curriculum 1 in the Required Dates
Editor.
Likewise, if you assigned an Advanced Project Management item directly to a
users Learning Plan, then you must specify the item in the Required Dates
Editor.
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17. Check the Add checkbox next to each free-floating item to add.
18. Click Add.
19. Click Next.
20. Enter a new required date for each item listed.
21. Click Finish.
Note: The message lists the number of user records that were updated with
the new required date(s).
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Knowledge Check
Use what you learned in this topic to answer the following questions.
1. Describe a situation when you would use the Required Dates Editor.
3. True or false:
If an admin assigned an item via a curriculum, but selects the item in step 3
of the Required Date Editor in order to change the required date,
SuccessFactors Learning updates the required date of the item.
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Electronic Signatures
This topic introduces you to the electronic signatures feature in SuccessFactors
Learning.
Topic Objectives
Upon completion of this topic, you will be able to:
Define an electronic signature
Describe the meaning code
List the records that can use e-signatures
Describe the functionality of multiple e-signatures
Record a learning event that requires an e-signature
Electronic Signatures: Extra Security
Electronic Signatures (e-sigs) are essentially a second (or more) layer of
security used for recording a learning event that is associated with the selected
item and/or curriculum. In addition to user names and passwords, some Talent
Management installations require a personal identification number (PIN, or esignature) for some regulated actions. PINs are an additional level of security
that leave an audit trail on the action. They prove that you, as an individual,
recorded a learning event. When enabled, entering a PIN is required of both
users and administrators during the recording of a learning event.
Meaning Code
The Meaning Code provides reason/meaning for changing data that require
electronic signatures. The Meaning Code is to enhance your compliance with
FDA 21 CFR Part 11 requirements ensuring the authenticity, integrity, and
confidentiality of electronic records.
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Multiple E-Sigs
When you enable electronic signatures, users must enter their ID and PIN for
items or curricula that require electronic signatures to complete the process for
recording a learning event.
You can require additional users, like supervisors and instructors, to verify a
user's item. When a user electronically signs an item, the system notifies the
approvers that they must also electronically sign the item.
If you enable electronic signatures and identify an additional approval process
for a completion status, then the system initiates the approval process and
requires electronic signatures only if the associated learning event (for example,
curricula or item) has also enabled electronic signatures.
Skip Additional Approval Process
If you select this check box, then the system skips any steps that require an
additional approval process if those steps do not have approvers. For example,
when you record a learning event, the system checks the learning record to see
if the instructor has an associated user ID. If the instructor does not have an
associated user ID, then the system automatically approves the step and skips
to the next one.
If you clear this check box, then the system prevents any user from completing
the e-signature if there are approvers missing from the approval process. Most
likely, an end user can resolve this independently; for example, if the process
requires a supervisor's e-signature and the user does not have a supervisor,
then the only way to resolve the issue is to add a supervisor to the user's record
or have an administrator change the associated process.
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Note: This is usually selected when an item has not been scheduled or is
classified as Other.
4. In the Search & Add Items section, enter the item type and ID and click Add.
Note: You can also use the Select icon to search for and select the item.
5. Repeat Step 4 to add additional items.
6. In the Search and Add Users section, enter the user ID and click Add.
Note: Again, you can also use the Select icon to search for and select
users.
7. Repeat Step 6 to add additional users.
8. Click Next.
9. In the Edit Details section, enter details for the item:
a) Completion date and time
b) Time zone
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comments.
11. Click Apply Changes to make the changes apply to all users.
12. Click the expand icon ( ).
13. If the details are different for each user, change the item details accordingly.
Enter the completion date, time, and time zone for each user for the item.
14. Click Apply Changes.
15. Click Next and then click Submit.
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Topic Conclusion
In this topic, we discussed the use of electronic signatures. Electronic
Signatures (e-sigs) are essentially a second (or more) layer of security used for
recording a learning event that is associated with the selected item and/or
curriculum.
You should now be able to:
Define an electronic signature
Describe the meaning code
List the records that can use e-signatures
Describe the functionality of multiple e-signatures
Record a learning event that requires an e-signature
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Knowledge Check
Use what you learned in this topic to answer the following questions.
2. True or false:
The Meaning Code provides reason/meaning for changing data that require
electronic signatures.
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Curriculum Assignment
Using the Email Notification Assistant an admin sends email to users based on:
Curriculum assignments
Completion status
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Supervisor Assistant
Supervisors leave the organization, are promoted, or are reassigned. In any
case, the Supervisor Assistant provides a quick and easy way to reassign
multiple Subordinates to a new Supervisor.
Re-Route Approvals
If you manually change the supervisor in an individual user record it will kick off
the Re-Route Approvals process. This allows you to route any approvals for that
User that require a Supervisor Level 1 approval to the new supervisor.
Note: This does not work with the Supervisor Assistant or with an HR
Connector.
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Merge Users
There are cases when two records represent the same user. Consolidation
requires transferring learning assignments, learning events, etc. SuccessFactors
Learning obeys the merge rules on the next page when merging. The primary
and secondary user records are known as Merge Into and Merge From,
respectively.
The following lists the rules that govern the merge of User records.
Tabs
Merge Rules
Summary
Custom Fields
Commerce
Account Code
Phone Numbers
Competency Profiles
Requests
Catalog Preview
Approval Role
Preferences
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Tabs
Merge Rules
Registration
Online Status
Curricula
Competencies
Learning History
(Completed Work)
All learning history records are added from Merge From User
ID to the Merge Into User ID (includes completed online
items).
Approvals
Assessments
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Topic Conclusion
In this topic, we discussed the additional tools available. If you need to send an
email based on an assignment, reassign a supervisor, or consolidate user
records, the User Management tools step you through the process.
You should now be able to:
Send a notification to a user population based on item or curriculum criteria
List the additional filtering options of the email notification
Consolidate user records
Identify the primary and secondary user records
Assign a new supervisor to multiple users
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Knowledge Check
Use what you learned in this topic to answer the following questions.
2. True or false:
Email notifications arrive to the users the instant the admin presses the
Send button.
3. Besides the specific items and curriculum, name the additional filtering
options in the Send Notifications tool.
4. Explain the difference between merge from user record and merge into
user record.
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Training Planner
This topic introduces you to the Training Planner feature in SuccessFactors
Learning.
Topic Objectives
Upon completion of this topic, you will be able to:
Describe the purpose of Training Planner
List the training manager tasks for Training Planner
Explain the Training Planner workflow
Describe the Training Planner Projected/Actuals Report
Training Planner Overview
This feature enables you to get a better idea of the amount of training that each
organization needs.
Users and supervisors can submit training requests, which are reviewed by a
training manager. The training manager can restrict an organizations training
budget or the number of employees a supervisor may send to a particular
course.
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Topic Conclusion
In this topic, we discussed the Training Planner feature. This feature enables
you to get a better idea of the amount of training that each organization needs.
You should now be able to:
Describe the purpose of Training Planner
List the training manager tasks for Training Planner
Explain the Training Planner workflow
Describe the Training Planner Projected/Actuals Report
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Knowledge Check
Use what you learned in this topic to answer the following questions.
2. What are some of the training managers tasks with regard to Training
Planner?
4. True or false:
The Training Planner Projected/Actuals Report shows deviations from the
amount of money projected for the training vs. the amount spent on the
training.
2013 SuccessFactors An SAP Company. Confidential. All rights reserved.
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