SuccessFactors Learning: Learning Needs Management

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SuccessFactors Learning:

Learning Needs Management

Classroom Guide

v 6.4

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For SuccessFactors Learning v 6.4 Last Modified 08/04/2011

Printed in the USA SuccessFactors, Inc.

4401 Wilson Boulevard, Suite 400 Arlington, VA 22203 USA

Information in this document is subject to change without notice and does not

represent a commitment on the part of SuccessFactors, Inc. The software described in this document is furnished under a license agreement. The software may be used only in accordance with the terms of the agreement. No part of this training may be

reproduced or transmitted in any form or by any means, electronic or mechanical, without the express written permission of SuccessFactors, Inc.

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Job Aid Reference List

Job Aid: Edit Instructor-Led Items ... 17

Job Aid: Manage Curricula ... 30

Job Aid: Catalog Management ... 43

Job Aid: Manage Period-Based Curricula ... 56

Job Aid: Manage Period-Based Curricula ... 57

Job Aid: Assign Learning via Basic Methods ... 65

Job Aid: Assignment Profile Operators ... 83

Job Aid: Assign Learning via Assignment Profile ... 89

Job Aid: Record Learning ... 100

Job Aid: Manage Substitutes and Prerequisites ... 114

Job Aid: Manage Substitutes and Prerequisites ... 117

Job Aid: Revise Items ... 124

Job Aid: Requirements-Based Curricula ... 132

Job Aid: Requirements-Based Curricula ... 135

Job Aid: Use the Required Dates Editor Tool ... 141

Job Aid: Send Notifications ... 153

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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.

C

OURSE

O

BJECTIVES

Upon completion of this course, you will be able to:

♦ Add and modify items using step-by-step instructions contained in this classroom guide

♦ Add and modify curricula using step-by-step instructions contained in this classroom guide

♦ Configure period-based curriculum assignments

♦ Assign learning to users using step-by-step instructions contained in this classroom guide

♦ Propagate automated learning assignments to users

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T

ARGET

A

UDIENCE

SuccessFactors Learning administrators (admins) responsible for:

♦ Adding and editing item (course) records

♦ Adding and editing curricula

♦ Assigning training

♦ Recording learning events

A

SSUMPTIONS

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.

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4. Once the setting is selected, you will not see the pop-up blocked warning again.

Administrator Role and Workflows

This training assumes that your SuccessFactors Learning

administrator role is associated with all available workflows in the system. If your role does not include certain workflows, those tabs and pages will be grayed out and/or inaccessible.

Required Fields

Your system administrator configured specific fields throughout the system as required based on your organization’s business rules and processes. These required fields are indicated with a red asterisk (*). You must input data in these fields before you are allowed to progress.

If you are using SuccessFactors Learning for training, the fields displayed and marked as required may not reflect the settings you will encounter when accessing your organization’s system. Your system administrator can provide you with a list of the required fields for your organization.

U

SING THIS

G

UIDE

This classroom guide is designed to be used in conjunction with an instructor. The guide provides general information that will be elaborated upon by the instructor. For additional information, refer to the online help.

Throughout the guide, you encounter icons that call out various types of information. The following table illustrates how this

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guide uses icons to indicate different types of comments, activities, labs, etc. that support the text.

Icon Definition

Activity: Indicates an activity for you to complete that helps

reinforce the information you just learned.

Note: Indicates additional information that is related to the

information presented.

Tip: 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.

A

DDITIONAL

R

ESOURCES

There are a number of additional resources that can provide you more information about the SuccessFactors Learning system. These resources include:

♦ SuccessFactors, Inc. website:

http://www.successfactors.com

♦ Online system help

♦ Task-specific job aids

♦ SuccessFactors, Inc. monthly newsletter

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Lesson 1:

Items

The goal for this lesson is to provide detailed information about items and how to add and work with them in SuccessFactors Learning.

O

BJECTIVES

Upon completion of this lesson, 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

I

TEM

M

AIN

C

ONCEPTS

An item is an assignable unit that can be tracked in the SuccessFactors Learning system. It may be a learning or non-learning activity.

Items are usually thought of as “courses”; however, they can be much more. Examples of non-course items include:

♦ Reading a standard operating procedure (SOP)

♦ Obtaining a commercial driver’s license

♦ Obtaining an annual physical

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A

DDING AN

I

TEM

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:

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Activity

Create an item key for items that you will create in the upcoming lab:

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Lab 1. Adding a New Item Step

1. Navigate to Learning > Items.

2. Click Add New.

Note: You can also enter Add Item into the Search field below the button bar and click

Go.

3. Click to select the item type, 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.)

12. Enter the number of hours into contact hours, credit hours, and or CPEs. (You may need to scroll down using the inner window’s scrollbar on the right.)

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14. Enter 8 in the Hours per day field (if not already defaulted). 15. Click Save & Exit.

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M

AIN

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REAS OF

I

TEM

R

ECORD

The item record is divided into three main areas (Figure 1):

♦ Core (red outline at the top left)

♦ Related (yellow outline at the bottom half)

♦ Actions (green outline at the top right)

Figure 1. Item Record Core Area

The core area contains the basic information of the item record, including the item title, item key, description, and classification. To edit any 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 view and 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:

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♦ Extended Summary

♦ Design

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Lab 2. Adding Information to an Item’s Core Area Step

1. Using the item created in Lab 1, click the Assign. Type field and select

Required (REQ) from the drop-down menu.

2. Click Save.

3. Click .

4. In the Extended Summary section:

a. Click the Max Registration field and enter a default number of

maximum users that should be enrolled when the item gets scheduled. b. Click the Min Registration field and enter a default number of

minimum users that should be enrolled when the item gets scheduled. c. Click the Source field and select Internal (INT) from the drop-down

menu.

d. Click the Self Registration field and select Yes from the drop-down menu (if not already selected by default).

5. In the Design section:

a. Click the Initial Basis field and select Event. b. Click the Initial Period field and select Days. c. Click the Initial Number field and enter 30.

Note: This will give users who are assigned this item 30 days to complete it from

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6. In the Process Control section:

a. Click the Enable User Requests field and select Yes (if not already selected by default).

b. Click the Supervisors can record Learning Event field and select No (if not already selected by default).

c. Click the Users can record Learning Event field and select No (if not already selected by default).

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Related Area

The Related area of the item record contains additional information regarding the item (Figure 2).

Figure 2. Related Area of Item Record: Segments

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 Default time blocks used when creating scheduled offerings.

Online Content Create and update the content structure of the item.

Catalogs Associate items to catalogs; determines which users have access to the item for self-assignment or self-enrollment.

Competencies Associate the competencies related to the item and set the required rating that is achieved when completing the item.

Curricula View which curricula contain the item. Prerequisites List which item or items are required to be

completed before a user can self-enroll or launch the selected item.

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Available under More Æ

Evaluations Associate User Satisafaction, Mastery of Content, and Application of Learning evaluations.

Instructors Associate and view the instructors authorized to teach the item.

Notifications View/modify the Learning Expiration notification settings and view/modify the registraion email templates.

Objectives Associate objectives associated to the item. Requests View/add user requests for the item.

Profit centers View the purchasing options and the account codes that act as the default profit center if a user’s account is charged for the training. Cost Calculation Identify the default overhead costs for creating,

delivering, and maintaining the item.

Documents Associate documents that users can launch from the item details page (not tracked).

Grading Options View/modify the required field when a learning event is recorded.

Materials Associate materials related to the item. Pricing Set the default published price of the item. Request Reasons Set the reasons that a user can select from when

making an item request.

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Working with Segments

The Segments tab of the item contains the default segments added when the item was created. A segment is a block of time within a scheduled offering (scheduled session of an item). The defaults are used to build out the actual training schedule when the item is scheduled in the LMS. At the item level, you can indicate the day, duration, delay start (of a segment), location type, and equipment needed for each segment. Once a scheduled offering of the item is created, a specific start date, start time, instructor, training location, and specific equipment can be indicated for each segment.

If new default segments need to be added to an existing item,

click the Add New Segments icon ( ) to add the new segments.

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Lab 3. Working with Item Default Segments Step

1. Select the Segments tab in the Related area.

2. In the Segments section:

a. Enter a description for each existing segment. b. Change the duration of segment 2 to 4 hours. c. Click Save.

3. Click to add a new segment and enter the following:

a. Day: 3

b. Description: Final Review c. Duration: 4 (hours)

4. Click Save.

5. Click to add another new segment and enter the following:

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

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Adding Catalog Information

A catalog is used to make items (and scheduled offerings of the items), not assigned by admins or supervisors, available (viewable) to users. Access to a catalog is provided through an assignment profile. Users may have access to more than one catalog, although from a user’s perspective, they only see one list of available items. An item may reside in multiple catalogs and have a different price associated in each. Users will see the highest or lowest price depending on system configurations.

Note: Pricing is covered in the Commerce Basics course.

In order for a user to self-assign an item or self-register for a scheduled offering of an item, the item must reside in a catalog to which he/she has access (Figure 3).

Figure 3. Related Area of Item Record: Catalogs

An admin can flag an item in a catalog as new, featured, or revised until a given date. If flagged, the item displays on the bottom section of a user’s News page. An admin can also 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, but does ensure that it is not part of a

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Lab 4. Adding an Item to a Catalog Step

1. Using the item created in Lab 1, select the Catalogs tab in the Related area.

2. Click the Add New Catalogs icon.

3. Enter the keyword, KSO, and click Search.

4. Click the Add checkbox next to the KSO-GEN catalog.

Note: The Add Schedules checkbox should be checked if you also want to add

all existing scheduled offerings to this catalog.

5. Click Add.

6. Verify that all selected catalogs are displayed.

7. Click the Flag drop-down menu.

8. Select New from the drop-down menu. of the display options

9. Click the Until calendar icon.

10. Select the last date to display the flag.

11. In the Reason field, enter why this item is flagged (user viewable).

12. Enter an expiration date (if desired).

Note: This date determines when the item is to be automatically removed

from the catalog. It is removed by the purged expired catalog APM.

13. Click Save.

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Adding Subject Areas to an Item

Users have the ability to browse catalog/s by subject area. An item can be associated with one or more subject areas. If an item has a subject area and is available to a user through the catalog, the subject areas display on the Browse Catalog page. The subject area titles may exist in multiple languages; users will see the language of their locale.

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Lab 5. Adding Subject Areas to an Item Step

1. Using the item created in Lab 1, select the Subject Areas tab in the Related area.

2. Click the Add New Subject Areas icon.

3. Enter the keyword information. For this lab, enter Information

Technology.

Note: If a list of subject areas is displayed before conducting a search, the Keyword

field can be found by scrolling to the top of the screen

4. Click Search.

5. Check the Add checkbox next to Information Technology.

6. Click Add.

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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 5):

♦ 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)

♦ Bookmark (add the item to the admin bookmarks)

♦ 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)

Figure 5. Actions Area of Item Record

Note: These actions are covered in future lessons and scheduling is covered in

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L

ESSON

-R

ELATED

R

EPORTS

The following are reports in SuccessFactors Learning that relate to this lesson:

♦ 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.

C

ONCLUSION

In Lesson 1, 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 item key

♦ Describe the item classifications

♦ Describe the main sections of an item record

♦ Add and edit an item using the provided step-by-step instructions

In the next lesson, you will learn how to use items to build curricula.

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L

ESSON

C

HECK

Use what you learned in this lesson to answer the following questions.

1. List the three parts of the item key: a.

b. c.

2. List and describe the four types of item classification: a.

b.

c.

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3. Your manager has given you the following task:

− Create a new item “Communicating Effectively” that will be scheduled for two 4-hour days.

− Inform users what topics are covered in the course. − Users should receive 8 credit hours upon successful

completion of this item.

Using the information from this lesson and SuccessFactors Learning (online help), perform the task assigned by your manager.

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Lesson 2:

Curricula

The goal for this lesson is to provide detailed information about curricula, including how to add and work with them in

SuccessFactors Learning.

O

BJECTIVES

♦ 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

C

URRICULUM

M

AIN

C

ONCEPTS

A curriculum is a grouping of one or more items for the purpose of assigning and tracking as a single entity. Curricula provide the functionality to recalculate required by dates on items that have been completed but must be repeated on a recurring basis.

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Characteristics of Curricula

General characteristics of curricula include:

♦ Items can be used in one or multiple curricula with different date and requirement settings in each.

♦ Modifications made to a curriculum have an immediate impact

on all users who have the curriculum currently assigned.

♦ Curricula can be linked to a job position or assignment profile and automatically assigned when a user is given that job position or meets the profile attributes.

♦ Curriculum can contain requirements (covered in the Learning Extras section of this guide):

− # of Hours

− # of Hours from an Item Pool − # of Items from an Item Pool

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 (defined later in this lesson) of each item is in the future

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♦ 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

♦ Any required item has not been successfully completed and recorded

♦ A completed item’s 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

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Lab 6. Add a New Curriculum Step

1. Navigate to Learning > Curricula.

2. Click Add New.

Note: You can also enter Add Curriculum into the Search field below the button bar

and click Go.

3. Enter a curriculum ID.

4. Enter a title for the curriculum.

5. Enter a description of the curriculum, if desired.

6. Leave the creation date set to the default.

7. Select a domain.

8. Select a curriculum type from the drop-down menu.

9. Leave the Force Incomplete checkbox unchecked.

Note: When you select the Force Incomplete checkbox, the system calculates whether

the status should be complete or incomplete based on the user’s latest attempt at completing the item. If the user’s latest attempt is incomplete, the system calculates the expiration and required dates based on the date and time of the last unsuccessful attempt.

10. Click Add.

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M

AIN

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REAS OF

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URRICULUM

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ECORD

Once a curriculum record is added to SuccessFactors Learning, it is organized into three main areas (Figure 6):

♦ Core (red outline)

♦ Related (yellow outline)

♦ Actions (green outline)

Figure 6. Curriculum Record Core Area

The core area 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

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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 Displays to _User Title Name of curriculum displays to the user on the

Curriculum Status screen. Can be in multiple languages.

X

Description This field is for admin informational purposes only. Can be in multiple languages.

Creation Date Indicates the date the curriculum was created. Domain* Identifies administrative ownership of the

record.

Curriculum

Type Indicates an area that the curriculum is specific to (HR, IT, Safety, etc.).

Active This checkbox indicates whether the curriculum is active or inactive in the database.

Force

Incomplete This checkbox calculates whether the status of the curriculum should be complete or incomplete based on a user’s latest attempt at completing any required item assigned to the curriculum.

Enable electronic signature

If checked, an electronic signature (PIN) will be required when a learning event is recorded for items in this curriculum (if enabled).

Related Area

The Related area of the curriculum record contains additional information regarding the curriculum (Figure 7).

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Select the Related tab on the left (i.e., Assignment Profiles) to

criptions for each Related tab of

tions and Descriptions: Curriculum Record

display the details on the right. Table 3 provides a list of and des the curriculum record.

Table 3. Related Area Op

Section Description

Assignment Profiles View/modify the assignment profiles that push the curriculum out to a target user population.

Catalogs Associate catalogs to the curriculum that determines which users have access to the curriculum (and items) for self-assignment.

Contents Associate items, requirements and subcurricula to the curriculum.

Documents Associate related documents to the curriculum. Job Codes View the job codes to which the curriculum is tied.

Associating Contents

he Related area (Figure 8) is used to view, m:

ts ( )

The Contents tab in t

associate, and edit one or more of the following to the curriculu

♦ Items ( )

♦ Requiremen

♦ Subcurricula ( )

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As you ad the en

By adjusting the visual sequencing, the display of information is

e d content, the system places the new content at

bottom of the list; however, you can later adjust the visual sequencing of the content by clicking the Edit button and th the Move Up ( ) or Move Down ( ) buttons (Figure 9).

Figure 9. Edit Curriculum Window

impacted when users view the curriculum details in the user interface. It does not affect the due dates or sequence of due dates. This visual sequencing can be used as a way to suggest to users which piece of content they should complete first when two or more pieces of content are due on the same day. For each piece of content associated with a curriculum, you can click th

Expand button ( ) to view the assignments (for the item or

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Items

There is no limit to the number of items that may be added to a curriculum. In the Edit Curriculum window (i.e., click the Edit button in the Related area of the curriculum record), click the

Edit link for each item to modify (Figure 10):

♦ Initial Assignment (covered in Lesson 3): The amount of time

a user has to initially complete the item.

♦ Retraining Assignment (covered in Lesson 3): The amount of

time a user has to retake and complete the item once he/she successfully completes the item.

♦ Basis Date (covered in Lesson 3): Defines the beginning point

of the time-periods. The time-periods themselves are built using either the initial assignment information, 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.

♦ Assignment Type: Required or Optional or other related types.

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Lab 7. Associating Items to Curriculum Step

1. Access the curriculum created in Lab 6.

2. Select the Contents tab in the Related area.

3. Click Edit.

4. Click the Add Content button ( ).

5. Select Items from the drop-down menu.

6. Enter criteria in the keyword field to search for the items to include in the curriculum.

8. Check the Add checkbox next to each item to add to the curriculum.

9. Click Add. The selected item(s) is added to the contents list. 10. 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. Enter a basis date (if not defaulted) and an effective date (use the current date).

e. Select an assignment type. Select Required (REQ).

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12. Click the Move Up ( ) arrow and Move Down ( ) arrow to sequence the curriculum content. This sets the suggested order display for users. 13. Click the X to close the Edit window and return to the curriculum record.

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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 user’s 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.

Note: This topic is covered in more detail in the “Learning

Extras: Requirements-Based Curricula” section. Subcurriculum

The Subcurricula option is used to create a hierarchical structure between two or more curricula (Figure 11).

Figure 11. Hierarchy of Curriculum and Subcurriculum

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 user’s Learning Plan (To-Do List). The main curriculum is Incomplete until all required items in the subcurricula are complete. Therefore, the user must

Safety Electrician

Safety Basics

Parent curriculum

Nested curriculum: Subcurriculum

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complete all required items and/or requirements within all

curricula to achieve a status of 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.

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Lab 8. Creating a Curriculum Hierarchy (Subcurriculum) Step

1. Using the curriculum created in Lab 6, select the Contents tab in the Related area.

2. Click Edit.

3. Click the Add Content button ( ).

4. Select Subcurricula from the drop-down menu.

5. Enter criteria in the keyword field to search for the curriculum to add as the subcurricula.

7. Check the Add checkbox next to each curriculum to add as the

subcurricula.

8. Click Add. The subcurricula is added to the bottom of the contents list.

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Adding Curriculum to Catalogs

The Catalogs tab in the Related area of the curriculum record (Figure 12) is used to add the curriculum to one or more catalogs. Doing so allows users to self-assign the curriculum and all its items. Supervisors can also assign curricula that they can view in their catalogs to their employees.

Figure 12. Related Area of Curriculum Record: Catalogs

Note: If a user self-assigns a curriculum, the user is held to the timeframes

and assignment types set by the administrator for the curriculum. This differs from self-assignment of an individual item when the timeframe and

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Lab 9. Add Curriculum to a Catalog Step

1. Using the curriculum created in Lab 6, select the Catalogs tab in the Related area.

2. Click the Add New Catalogs button ( ).

3. Enter keyword: KSO and click Search.

4. Check the Add checkbox next to the KSO catalog.

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.

8. Select New from the drop-down menu.

9. Click the Until calendar icon.

10. Select the last date to display the flag.

Note: This date determines when the curriculum is to be automatically

removed from the catalog. It is removed by the purged expired catalog APM.

11. In the Reason field, enter why this curriculum is flagged (user viewable).

12. Click Save.

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Actions Area

The Actions area of the curriculum record contains links to additional actions that can be taken on the curriculum record, including:

♦ Bookmark (add the item to the admin bookmarks)

♦ Assign (initiates the batch assignment wizard)

♦ Send Notification (initiates the ad hoc notification wizard)

♦ Copy

♦ Delete

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L

ESSON

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ELATED

R

EPORTS

♦ Curriculum Data

The Curriculum Data Report returns curricula attributes; including the subcurricula in the curriculum.

C

ONCLUSION

In this lesson, you were introduced to key curriculum concepts. The main tabs of the curriculum and the information contained on each were covered. Step-by-step 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.

♦ 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

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L

ESSON

C

HECK

1. When an item is added to a curriculum, which of the following cannot be edited? a) Required Type b) Effective Date c) Initial Period d) Item ID 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:

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5. If an item in a subcurriculum is past its required by date, what happens to the parent curriculum?

a) Has no effect on the overall curriculum

b) The subcurriculum status changes to incomplete c) The curriculum status changes to incomplete d) B & C only

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Lesson 3:

Period-Based Curricula

The goal for this lesson is to provide detailed information about initial and retraining assignments within in a curriculum and how to work with them in SuccessFactors Learning.

O

BJECTIVES

♦ 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

P

ERIOD

-B

ASED

C

URRICULUM

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.

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In review of characteristics of a curriculum, each item in a curriculum has the following settings (Figure 14):

♦ Initial assignment

♦ Retraining assignment

♦ Basis date

♦ Effective date

♦ Assignment type

Figure 14. Edit Item Settings within a Curriculum Record

Event vs. Calendar Basis

Admins have two options available when setting initial and retraining assignment, initial basis: event and calendar.

Initial basis: event uses the assignment date of the curriculum

(item) to determine the original required by date (initial assignment) and the Learning History (Completed Work)

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Initial basis: calendar uses a basis date which is set within the item

details of a curriculum. This allows administrators to set a fixed required-by date for initial assignments and intervals for retraining periods.

Basis: Event

Using basis: event, SuccessFactors Learning calculates the required date by completing the current period and then adding the initial/retraining assignment. The trigger for initial basis:

event is the assignment date (initial assignment) and the retrain basis: event is the Learning History (Completed Work) completion

date (retraining assignment). Using the days, weeks, months,

quarters, or years periods, SuccessFactors Learning does not start

counting until the current day, week, month, quarter, or year ends. Therefore, users receive the rest of the current period plus all of the specified period.

For example, a user is assigned an item with an initial assignment of 30 days, initial basis: event, and an assignment date of

10/16/2011. SuccessFactors Learning calculates a required by date of 11/16/2011. It completes the current day period 10/16, then counts 30 days. Using the same dates but setting an initial assignment of one month, SuccessFactors Learning generates a required by date of 11/30/2011. It completes the current month period, October, then counts one month.

Finally, using the same dates but changing the initial assignment to one year, SuccessFactors Learning calculates a required by date of 12/31/2012. It completes the current year period, 2011, then counts one year.

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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 10/01/2011 and has calendar basis 6 month initial period. Therefore, SuccessFactors Learning creates intervals starting on 10/01/2011, each running for six months.

October 2011 November 2011 December 2011

Interval 1

January 2012 February 2012 March 2012

April 2012 May 2012 June 2012

July 2012 August 2012 September 2012

Interval 2

October 2012 November 2012 December 2012 January 2013 February 2013 March 2013

Interval 3

A user completes an item on 02/11/2012 with a retraining

assignment of six months and the above retraining basis: calendar. SuccessFactors Learning generates a new required by date of

09/30/2012. It completes the current calendar period, Interval 1, and then looks for the end of the next interval.

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For initial assignments, if an administrator uses initial basis:

calendar, they can set a fixed required by date for all users

regardless of what date the curriculum (item) is assigned.

Figure 15. Edit Item Settings within a Curriculum

Using the settings in Figure 15, a user who has this item assigned through this curriculum between the dates of 10/01/2011 and 09/30/2012 would have a required by date of 09/30/2012.

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 16).

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Figure 16. Edit Item Settings within a Curriculum

Using the settings in Figure 16, a user who has this item assigned through this curriculum between the dates of 10/01/2011 and 08/31/2012 would have a required by date of 09/30/2012. Users who have the item assigned between the dates of

09/01/2012 and 09/30/2012 would have a required by date of

09/30/2013.

Effective Date

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.

For example, the effective date is set in the future to allow users who completed the original version of an item time to complete the revised item. Since the effective date is set in the future, the new

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and Complete curricula status and does not interfere or change required dates.

Assignment Type

The assignment type is a status assigned to an item that indicates the level of importance to the user (i.e., Required, Optional, Recommended, etc.). A user must complete all required items (and any requirements on the Requirements link of the

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Lab 10. Setting Item Periods within a Curriculum Step

1. Using the curriculum created in Lab 6, select the Contents tab from the

Related area.

2. Click the Edit button (do not click the item title; this will navigate you to the item entity).

3. Locate the item to modify and click the Edit link.

4. In the Initial Assignments section, enter an initial number. 5. Select an initial period.

6. Select an initial basis.

Note: If you select Calendar as the initial basis, select a Threshold (Entire Period or Days).

7. In the Retraining Assignments section, enter a retraining number.

8. Select a retraining period.

Note: Once a user completes this item, he/she will be required to complete

this item again within the set retraining assignment timeframe.

9. Select a retraining basis.

10. Enter the desired basis date if using calendar basis for either initial or retraining. If using event basis, accept the default date.

11. Enter an effective date.

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Lab 11. Setting a Fixed, Initial Required By Date Step

1. Using the curriculum created in Lab 6, select the Contents tab from the

Related area.

2. Click the Edit button (do not click the item title; this will navigate you to the item entity).

3. Locate the item to modify and click the Edit link.

4. In the Initial Assignments section, enter an initial number. 5. Select an initial period.

6. Select the Calendar initial basis.

7. Select the Entire Period threshold.

8. Enter an effective date.

9. Select an assignment type.

10. Click Apply Changes.

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Event and Calendar Basis Activity

Example item:

Initial basis: Event Required Date Initial period: Months

06/30/2011 Initial number: 5

Assignment date: 01/24/2011

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: Event Required Date Initial period: Years

Initial number: 2 Assignment date: 01/24/2011

Item B

Initial basis: Calendar Required Date Basis date: 10/01/2009

Initial period: Months Initial number: 5 Assignment date: 01/24/2011

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Event and Calendar Basis Activity (continued)

Item C

Initial basis: Event Required Date Initial period: Days

Initial number: 365 Assignment date: 01/24/2011

Item D

Initial basis: Calendar Required Date Basis date: 10/01/2009

Initial period: Years Initial number: 2 Assignment date: 01/24/2011

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C

ONCLUSION

In Lesson 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.

♦ Set up a period-based curriculum

♦ Explain the differences between initial basis: event and calendar

♦ Predict the required date of item based on the period specifications

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L

ESSON

C

HECK

1. What does the effective date of an item within a curriculum impact?

a) Required by date b) Curriculum status c) Both A & B

d) None of the above

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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Lesson 4:

Manual Learning Assignments

The goal for this lesson 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.

O

BJECTIVES

♦ Assign an item directly to a user

♦ Assign a curriculum directly to a user

♦ Batch assign an item/curriculum to a group of users

L

EARNING

A

SSIGNMENT

M

AIN

C

ONCEPTS

This lesson focuses on the manual methods of assigning learning to users. Both items and curricula can be assigned through manual assignment methods.

You can make manual learning assignments using:

♦ Direct assignment of an item to an individual user

♦ Direct assignment of a curriculum to an individual user

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A

SSIGNING AN

I

TEM USING THE

L

EARNING

P

LAN

T

AB

When you need to assign an item to one user, the easiest way to accomplish this task is navigating to the Learning Plan tab in the Related area of the user record (Figure 17). This is called

assigning a free-floating item. Free-floating item assignments are a one-time requirement. There are no retraining periods

associated with this type of assignment. If a free-floating

assignment is made by an admin, the item displays on the user’s To-Do List (Learning Plan tab in the Related area of the user record), even if they have previously completed the item (successful Learning History/Completed Work record).

Figure 17. Related Area of User Record: Learning Plan

Using Add New Learning Plan ( ), you can search for and add

items to the user’s Learning Plan (To-Do List). Once added, you can change the required date and assignment type.

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Lab 12. Assigning Items Directly to User Record Step

1. Navigate to Users> Users.

2. Enter criteria to search for the user to whom you will assign the item.

4. Click the user ID link.

5. Select the Learning Plan tab in the Related area.

6. Click Add New Learning Plan ( ).

7. Enter criteria to search for the item to assign.

9. Click the Add checkbox next to the item(s) to add.

10. Click Add.

11. Locate the item in the displayed list.

12. Add/edit the Required Date using the calendar icon.

13. Select an assignment type from the drop-down menu.

14. Click Save.

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A

SSIGN A

C

URRICULUM

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 18).

Figure 18. User Record: Curricula Tab

Using the Add New Curricula button ( ), you can assign a

curriculum to the user. When a curriculum is assigned to a user, the system checks the user’s Learning History (Completed Work). If any of the items found in the curriculum are also found in the user’s Learning History (Completed Work) (as previously

completed for credit), the system will flag the item as completed in the new curriculum and will not place the item onto the user’s Learning Plan (To-Do List) (unless there is a retraining period). Once the curriculum assignment is made, you can change the required date of the items assigned via the curriculum on the Learning Plan tab.

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Lab 13. Assigning Curricula Directly to User Record Step

1. Navigate to Users > Users.

2. Enter criteria to search for the user to add the curriculum.

4. Click the user ID link.

5. Select the Curricula tab from the Related area.

6. Click Add New Curricula ( ).

7. Enter criteria to search for the curriculum to add.

9. Click the Add checkbox next to the curricula to add.

10. Click Add.

11. Verify the curricula are added to the user record.

12. Select the Learning Plan tab from the Related area.

13. View the items that are added to the user’s learning plane based on the curricula added.

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B

ATCH

L

EARNING

A

SSIGNMENTS

If you need to do a one-time manual batch assignment of one or more items or curricula to a group of users, it is easiest to use the User Needs Management tool (Figure 19). Click Assign Learning

Needs from the Actions area.

Figure 19. 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 20).

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Lab 14. Assigning Curriculum Using the User Needs Management Tool Step

1. Navigate to Users > Tools > User Needs Mgmt.

Note: You can also access the tool from the Quick Links section of the Home

page, or by clicking the Assign Learning Needs link from the Actions area of the user record.

2. Click the Add Curricula radio button and click Next.

3. Click the add one or more from list link.

4. Enter criteria to search for the users to have the curriculum added.

6. Click the Add checkboxes next to each user who needs the curriculum.

7. Click Add and click Next.

8. Click the add one or more from list link.

9. Enter criteria to search for the curriculum to add.

11. Click the Add checkbox next to the curricula to add.

12. Click Add.

13. Click Next. Note the assign date.

14. Click Next.

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L

ESSON

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ELATED

R

EPORTS

♦ 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.

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C

ONCLUSION

In Lesson 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.

♦ Assign an item directly to a user

♦ Assign a curriculum directly to a user

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L

ESSON

C

HECK

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 user’s required by date for an item from the Learning Plan tab from the Related area of a user’s 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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Lesson 5:

Automated Learning

Assignments

The goal for this lesson 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.

O

BJECTIVES

♦ 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

L

EARNING

A

SSIGNMENT

M

AIN

C

ONCEPTS

This lesson focuses on the automated methods of assigning learning to users. Only curricula can be assigned through automated

assignment methods. There is no way in SuccessFactors Learning to automate the assignment of a “free-floating” item; however, it is possible to set up a curriculum that contains one item, if necessary. You can set up automated learning assignments using job codes and assignment profiles.

SuccessFactors Learning: Learning Needs Management