Learning Administration Learning Needs M PDF

B1305 LEARNING
Learning
Administration:
Learning Needs
Management
Learning Needs Management
LAST MODIFIED 7/8/13
LEARNING ADMINISTRATION: LEARNING NEEDS MANAGEMENT
Contributors
Tanya Hauth
AE Perform
Instructional Designer
Beth Linden
SuccessFactors
Learning Services, Program
Manager
2013. SuccessFactors, Inc., An SAP Company, All rights reserved.

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2013 SuccessFactors An SAP Company. Confidential. All rights reserved.
Table of Contents
Course Introduction
Course Objectives ............................................................................................... 1

Course Structure ................................................................................................. 1
Target Audience .................................................................................................. 2
Assumptions ........................................................................................................ 2
Browser Pop-up Window ................................................................................. 2
Administrator Role and Workflows ................................................................... 3
Required Fields ................................................................................................ 3
Using this Guide .................................................................................................. 3
Additional Resources ......................................................................................... 4
Module 1. Items
Objectives ............................................................................................................ 7
Item Main Concepts ............................................................................................ 7
Adding an Item .................................................................................................... 8
Item Key ........................................................................................................... 8
Lab 1:
Adding a New Item ................................................................................ 10
Main Areas of Item Record ............................................................................... 12

Core Area (Summary Tab)............................................................................. 12
Lab 2:
Adding Information to an Items Core Area ........................................... 15
Related Area .................................................................................................. 17

Working with Segments .................................................................................... 19
Lab 3:
Working with Item Default Segments .................................................... 20
Associating Competencies with Items ............................................................ 21

Auto Competency .......................................................................................... 22
Lab 4:
Associating a Competency with an Item ............................................... 23
Batch Alignment ................................................................................................ 24

Adding Catalog Information ............................................................................. 24
Lab 5:
Adding an Item to a Catalog.................................................................. 25
Adding Subject Areas to an Item ..................................................................... 26

Lab 6:
Adding Subject Areas to an Item........................................................... 27
Creating Task Checklists.................................................................................. 28

Lab 7:
Create Task Checklist ........................................................................... 32
Actions Area ...................................................................................................... 33

Module-Related Reports ................................................................................... 34
Conclusion ......................................................................................................... 34
Knowledge Check ............................................................................................. 35
Module 2. Curricula
37
Objectives .......................................................................................................... 37
Curriculum Main Concepts ............................................................................... 37
Characteristics of Curricula ............................................................................ 37
Curriculum Status .......................................................................................... 38
Curriculum ID ................................................................................................. 39
Lab 8:
Add a New Curriculum .......................................................................... 40
Main Areas of Curriculum Record ................................................................... 41

Core Area ....................................................................................................... 41
Related Area .................................................................................................. 43
Associating Contents ....................................................................................... 44
Items .............................................................................................................. 45
Lab 9:
Associating Items to Curriculum............................................................ 47
Requirements................................................................................................. 48
Subcurriculum ................................................................................................ 48
Lab 10: Creating a Curriculum Hierarchy (Subcurriculum) ................................ 50
Adding Curriculum to Catalogs ....................................................................... 51

Lab 11: Add Curriculum to a Catalog ................................................................. 52
Actions Area................................................................................................... 53
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Conclusion ......................................................................................................... 54
Knowledge Check ............................................................................................. 55
Module 3. Period-Based Curricula
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
Module 4. Manual Learning Assignments
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
Assign a Curriculum ......................................................................................... 74

Lab 15: Assigning Curricula Directly to User Record ......................................... 75
Batch Learning Assignments ........................................................................... 76

Lab 16: Assigning Curriculum Using the User Needs Management Tool .......... 78

Conclusion ......................................................................................................... 79
Knowledge Check ............................................................................................. 80
Module 5. Automated Learning Assignments
81
Objectives .......................................................................................................... 81
Learning Assignment Main Concepts ............................................................. 81
Curricula and Job Codes .................................................................................. 82
Lab 17: Associate a Curriculum to a Job Code .................................................. 84
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Assignment Profiles .......................................................................................... 85

Groups, Rules, and Attributes ........................................................................ 86
Main Areas of Assignment Profile .................................................................. 87
Associating Curricula ....................................................................................... 92
Associating Item(s) ........................................................................................... 92
Recommending Items ....................................................................................... 93
Propagate Assignment Profile ....................................................................... 94
Lab 18: Add a New Assignment Profile.............................................................. 95
Assignment Profile Synchronization APM ...................................................... 98

Synchronize Assignment Profile .................................................................... 98
Conclusion ......................................................................................................... 99
Knowledge Check ........................................................................................... 100
Module 6. Record Learning Events
101
Objectives ........................................................................................................ 101

Learning Event Main Concepts ...................................................................... 101
Types of Learning Events............................................................................... 102
Item-Based Events....................................................................................... 102
External Events ............................................................................................ 102
Data Recorded in a Learning Event ............................................................... 102
Access Record Learning Tools ...................................................................... 103
Lab 19: Recording a Learning Event for Item(s) Completion ........................... 105
Lab 20: Recording a Learning Event for External Event .................................. 107
Learning History .............................................................................................. 108

Items with Retraining ................................................................................... 108
Certificate of Completion.............................................................................. 108
Learning Event Editor ..................................................................................... 108
Module-Related Reports ................................................................................. 112
Conclusion ....................................................................................................... 112
Knowledge Check ........................................................................................... 113
Course Summary
115
Learning Extras
117
iv
Substitutes and Prerequisites ........................................................................ 117

Topic Objectives .......................................................................................... 117
Substitute Items ........................................................................................... 117
Force Credit ................................................................................................. 118
Effective Date............................................................................................... 118
Lab 21: Establish a Substitute Relationship ..................................................... 119
Prerequisites.................................................................................................... 120
Lab 22: Establish a Prerequisite Relationship.................................................. 121
Topic Related Reports ................................................................................. 122

Topic Conclusion ......................................................................................... 122
Knowledge Check ........................................................................................... 123
Item Revision Assistant .................................................................................. 125
Revising Items ............................................................................................. 125
Lab 23: Revise an Item .................................................................................... 128
Curriculum Clean Up.................................................................................... 129

Knowledge Check ........................................................................................... 131
Requirements-Based Curricula...................................................................... 133
Requirements-Based Curricula .................................................................... 133
Requirement Types...................................................................................... 134
Lab 24: Create a Requirement ......................................................................... 135
Requirement Group ..................................................................................... 136

Lab 25: Assign Requirements to a Curriculum................................................. 137

Knowledge Check ........................................................................................... 140
Required Dates Editor ..................................................................................... 141
Required Dates Editor.................................................................................. 141
Lab 26: Use the Required Dates Editor ........................................................... 143
Learning Event Synchronization .................................................................. 145

Knowledge Check ........................................................................................... 146
Electronic Signatures ..................................................................................... 147
Electronic Signatures: Extra Security........................................................... 147
Meaning Code.............................................................................................. 147
Multiple E-Sigs ............................................................................................. 148
Lab 27: Record Learning Event with E-Signature ............................................ 149

Knowledge Check ........................................................................................... 152
User Management Tools ................................................................................. 153
Notification Assistant.................................................................................... 153
Item Assignment .......................................................................................... 153
Curriculum Assignment ................................................................................ 154
Lab 28: Send Item/Curriculum Assignment Notification ................................... 155
Supervisor Assistant .................................................................................... 156

Re-Route Approvals..................................................................................... 156
Lab 29: Replace a Supervisor .......................................................................... 157
Merge Users ................................................................................................ 158

Lab 30: Merge Users........................................................................................ 160

Knowledge Check ........................................................................................... 162
Training Planner .............................................................................................. 163
Training Planner Overview........................................................................... 163
Training Manager Tasks .............................................................................. 163
Training Planner Workflow ........................................................................... 164
Training Planner Projected/Actuals Report .................................................. 165
vi
Knowledge Check ........................................................................................... 166
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
Module 4: Manual Learning Assignments

Module 5: Automated Learning Assignments
Module 6: Record Learning Events
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.
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 organizations 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 organizations system. Your system administrator can provide
you with a list of the required fields for your organization.
Using this Guide

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 guide uses icons to indicate
different types of comments, activities, labs, etc. that support the text.
Exercise (or Activity): Indicates an exercise or activity for you to complete
that helps reinforce the information you just learned.
Note: Indicates additional information that is related to the information
presented.
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).
Figure 1. Admin Resources
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
Item Main Concepts

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 drivers license
Obtaining an annual physical
Attending a mandatory all-hands meeting
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:
Adding a New Item
In this lab, you will add a new item.

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 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.
Note: The classification of the item should read Instructor-Led.
11
Main Areas of Item Record

The item record is divided into three main areas (Figure 2):
Core (red outline at the top left), also known as the Summary section or
Summary tab
Related (yellow outline at the bottom half)
Actions (green outline at the top right)
Figure 2. Item Record
Core Area (Summary Tab)

The core area, also referred to as the Summary Tab in the online Help,
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:
Title
Extended Summary
Description
Design
Summary
Process Control
12
Edit Item Description
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
Font background color
Bulleted list
Links
Figure 3. Format Item Description
Descriptions will be displayed to the user on the item details page.
Figure 4. Users View of Item Details page

13
Edit Item Thumbnail Image
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.
Figure 5. Item Thumbnail Image
When no custom images are uploaded for an item, the system will display either
global default icons or photos (configurable by the admin).
Figure 6. Edit Picture
14
Lab 2:
Adding Information to an Items Core Area
In this lab, you will add information to an items core area.

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 Summary section:

a) Click the Source field and select Internal (INT) from the menu.
b) Click the Enable User Requests field and select Yes (if not already
selected by default).
5. 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 Self Registration field and select Yes from the drop-down
menu (if not already selected by default).
6. 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.
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).
Figure 7. 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. If necessary, an admin can

remove the item from one or more listed curricula by selecting the
Remove checkbox for one or more curricula and then clicking
Save.
Prerequisites
List which item(s) or groups of items are required to be completed

before a user can self-enroll or launch the selected item.
Subject Areas
List the subject areas associated with the item.
Substitutes
Associate which item or items a user can complete and also get
credit for the item.
17
Option
Description
Tasks
Associate the tasks related to the item. Create Task Checklist.
Scheduled
Offerings
View future scheduled offerings of the item.
Available under
More
Evaluations
Associate User Satisfaction, 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 registration 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 users 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.
18
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. Existing segments can
also be modified if needed.
19
Lab 3:
Working with Item Default Segments
In this lab, you will work with item default segments.

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.
Job aid: Edit Instructor-Led Items
20
Associating Competencies with Items

A competency is an aspect of job knowledge and proficiency as defined by an
organization and represents a skill, knowledge, attitude, or ability that is required
of a user as it relates to his/her job or area of responsibility. It may represent a
specific goal and desired outcome of training.
A competency can be categorized and identified by type (two required methods
for qualifying competencies). The source of the competency can be used to
identify the origin (i.e., SkillSoft or HR). Competencies can also be aligned with
subject areas.
The Learning Needs Management Model defines how items and curricula are
assigned to users, and how credit is recorded through learning activities.
The Competency Management Model identifies how well users have performed
a task, attained knowledge, or displayed proficiency of a certain skill.
The Learning Needs Management Model and the Competency Management
Model can be used together or independently within the same organization.
Compliance related learning is developed and tracked via the Learning Needs
Management Model (items and curricula). Management development and more
skill-based requirements can be developed and tracked via the Competency
Management Model.
When the two models are merged, an association is made between an item and
a competency. For example, if a user has a current competency gap, completing
an associated training course may close that gap.
21
Figure 8. Linking Learning Needs and Competency Management Models
The relationship between competencies and items is not usually a one-to-one

relationship. Multiple competencies might be mastered within one course (one
item). In addition, multiple items can provide the same competency rating.
Users viewing the Competency Assignments page may self-assign items if the
items grant at least the required rating for the competency.
Auto Competency
The Auto Competency feature is activated from the Summary tab of the item
record. This feature allows the system to automatically assign a competency
rating to all users for whom the learning event was recorded.
22
Lab 4:
Associating a Competency with an Item
In this lab, you will associate a competency with an item.

1. Select the Competencies tab in the Related area.
2. Click Add New Competencies (
).
3. Search for a competency using a keyword or add/remove criteria to find one

or more competencies.
4. Check the Add checkbox next to each competency being associated with
this item, and click the Add button.
Verify that the selected competencies are displayed.
5. Click the Rating drop-down arrow and select a rating for each displayed
competency.
6. Click Save.
7. To enable auto-competency recording, click View All at the bottom-left of the
core area of the record.
Scroll to Process Control section, click Do Auto Competency and select
Yes.
Job aid: Align Competency with Item
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.
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 users 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 users to self-assign items or self-register for scheduled offerings of
an item, the item must reside in a catalog to which they have access (Figure 9).
Figure 9. Related Area of Item Record: Catalogs
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.
24
Lab 5:
Adding an Item to a Catalog
In this lab, you will add an item to a catalog.

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 and verify that all selected catalogs are displayed.
6. Click the Flag drop-down menu.
7. Select New from the drop-down menu. of the display options
8. Click the Until calendar icon.
9. Select the last date to display the flag.
10. In the Reason field, enter why this item is flagged (user viewable).
11. 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.
12. Click Save.
25
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.
Figure 10. Related Area of Item Record: Subject Areas
26
Lab 6:
Adding Subject Areas to an Item
In this lab, you will add subject areas to an item.

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.
27
Creating Task Checklists

Task Checklists allow customers to build out lists of specific tasks that can be
assigned through Items. The assignee can then designate one or more
observers (pre-defined or not) to watch them complete the assigned list. For
example, if an employee is required to know how to create a presentation using
Microsoft Powerpoint, they can demonstrate their knowledge by performing the
necessary tasks while being observed.
An observer fills out the Checklist on behalf of the assignee and adds
commentary on each task and the overall Checklist. The observer then marks
the Item itself complete, either successfully or not-successfully.
This feature supports:
On the Job Training
Procedural Training
Specific repeatable processes within structured environments
Processes that need tracking and can be broken down into specific steps
To enable the use of a task checklist, the following rules apply:
The item must be created new with a classification of Other.
Users will not be able to nominate observers using a mobile device.
Price of an item is ignored and users will be able to nominate users and
submit observation requests and nominated users will be able to open and
complete task checklists without invoking commerce functionality.
If admin modifies an item so that the item classification changed, the task
checklist will be disabled.
Items with a classification of Other can have prerequisite relationships. .
No changes to the business rules for item assignment or curriculum
completion calculation.
If an admin modifies a learning events primary key (complete status,
date/time), any checklists associated to the original learning event will be
lost.
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.
Figure 11. Related Area of Item Record: Tasks
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.
Figure 12. 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.
Figure 13.User-side View of Task Checklist (Not on a Mobile Device)
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
Figure 14. Authorized Observers List (User View)
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).
Figure 15. Select from My Region Checkbox (User View)
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:
Create Task Checklist
In this lab, you will create task checklist.

1. Create a new item.
2. Select the Tasks tab in the Related area.
3. Select the Add New Tasks (
) 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.
Job aid: Create Item Task Checklist
32
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)
Figure 16. Actions Area of Item Record
Note: These actions are covered in future modules and scheduling is

covered in the Scheduling Management course.
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.
1. List the three parts of the item key:
2. List and describe the four types of item classification:
3. Your manager has given you the following task:

l
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 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
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
Curriculum Main Concepts

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.
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.
37
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.
Curricula can be added to prerequisite groups as a prerequisite to an item.
A user must have a curriculum status of complete in order to be
considered as having met the prerequisite.
Curriculum can be assigned a priority level. Levels are numeric, and
globally configured up to 10. This helps end users to prioritize their
curriculum assignments.
Curricula can contain requirements (covered in the Learning Extras section
of this guide):
l
# 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 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
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
39
Lab 8:
Add a New Curriculum
In this lab, you will add a new curriculum.

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 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.
Note: Force Incomplete is only relevant when retraining is required, and

even then, its not often utilized.
When you select the Force Incomplete checkbox, the system calculates
whether the status should be complete or incomplete based on the users
latest attempt at completing the item. If the users latest attempt is
incomplete, the system calculates the expiration and required dates based
on the date and time of the last unsuccessful attempt.
9. Click Add.
Job aid: Manage Curricula
40
Main Areas of Curriculum Record

Once a curriculum record is added to SuccessFactors Learning, it is organized
into three main areas (Figure 17):
Core (red outline), or Summary Tab
Related (yellow outline)
Actions (green outline)
Figure 17. Curriculum Record
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
Name of curriculum displays to the user on

the Curriculum Status screen. Can be in
multiple languages.
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 users latest attempt
at completing any required item assigned to
the curriculum. Only relevant for Items with
required retraining.
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).
Displays to User
X
42
Related Area
The Related area of the curriculum record contains additional information
regarding the curriculum (Figure 18).
Figure 18. Related Area of Curriculum Record
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
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.
43
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 (
)
)
Figure 19. Related Area of Curriculum Record: Contents
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).
Figure 20. Edit Curriculum Window

44
By adjusting the visual sequencing, the display of information is 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 the Expand button ( ) to view the
assignments (for the item or requirement) or the items of the curricula.
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 Related area >
Contents of the curriculum record), click the Edit link for each item to modify
(Figure 21):
Initial Assignment (covered in Module 3): The amount of time a user has
to initially complete the item.
Threshold (covered in Module 3): Allows you to break the first "rule" of
calendar-based item assignments; the first "rule" is that a user must have a
full period by which to complete any assignment (the required date is at the
end of the next full period from the assignment). Threshold affects only the
required dates for initial assignments; it does not affect the periods or
required dates for retraining assignments.
Retraining Assignment (covered in Module 3): The amount of time a user
has to retake and complete the item once he/she successfully completes
the item.
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 required date (when retraining is
enabled). If a user who completed an item a very long time ago (for
example, 5 years) and that item is now part of a curriculum that has yearly
retraining assignments, then the new curriculum assignment shows up as
being 4 years overdue. To prevent this scenario, you can select the Ignore
Previous Completions Older Than checkbox and provide a number of
days in the Days box. If you select this checkbox, then you must provide a
number of days. If you enter 0 in the Days box, then the system ignores all
previous completions in its calculations.
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.
Figure 21. Edit Items for Curriculum Window
Note: Within this particular curriculum, the item shown in Figure 22 is

required and due 30 days from the assignment date; no retraining is
necessary.
46
Lab 9:
Associating Items to Curriculum
In this lab, you will associate items to curriculum.

1. Access the curriculum created in Lab 8.
2. Select the Contents tab in the Related area and click Edit.
3. Click the Add Content button (
) and select Items from the drop-down
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 (
) arrow and Move Down (
) arrow to sequence the
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.
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 23).
Safety Electrician
Safety Basics
Figure 23. 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 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
Lab 10: Creating a Curriculum Hierarchy (Subcurriculum)

In this lab, you will create a curriculum hierarchy (subcurriculum).
1. Using the curriculum created in Lab 8, 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.
6. Click Search.
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.
50
Adding Curriculum to Catalogs

The Catalogs tab in the Related area of the curriculum record (Figure 24) 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 24. 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
assignment types are ignored by SuccessFactors Learning.
51
Lab 11: Add Curriculum to a Catalog

In this lab, you will add curriculum to a catalog.
1. Using the curriculum created in Lab 8, 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 and select New from the drop-down menu.
8. Click the Until calendar icon and 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.
9. In the Reason field, enter why this curriculum is flagged (user viewable).
10. Click Save.
Job aid: Catalog Management
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
Figure 25. Actions Area of Curriculum Record
53
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.
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
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:
For a curriculum status to be Complete, all items in the curriculum must be
complete.
55
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
E. All of the above
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
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
In review of characteristics of a curriculum, each item in a curriculum has the

following settings (Figure 26):
Initial assignment
Retraining assignment
Basis date (Calendar basis only)
Threshold (Calendar basis only)
Effective date
Assignment type
Figure 26. 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 or calendar.
Initial basis: event uses the assignment date of the curriculum (item) or the
users hire date to determine the original required by date (initial
58
assignment); and the Learning History (Completed Work) completion date

to determine the next required by date (retaining assignment).
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) or
the users hire date; 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.
If you select Assignment Date as the required date basis, then the system
calculates all of the completion statuses and next assignment dates based on
when the curriculum was assigned to a user. Many times, however, companies
want the calculations to be based on a when a new employee was hired.
Therefore, if you select Hire Date as the required date basis, then the system
uses the value in the Hire Date box (Users>Users>Summary tab) of the user's
record to calculate completion status and next assignment dates
For example, a user is assigned an item with an initial assignment of 30 days,
initial basis: event, and an assignment date of 10/16/2013. SuccessFactors
Learning calculates a required by date of 11/16/2013. 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 11/30/2013. 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 12/31/2013. It
completes the current year period, 2013, then counts one year.
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
A user completes an item on 02/11/2013 with a retraining assignment of six

months and the above retraining basis: calendar. SuccessFactors Learning
generates a new required by date of 09/30/2013. It completes the current
calendar period, Interval 1, and then looks for the end of the next interval.
If the completion date is 04/15/2013, SuccessFactors Learning calculates a new
required by date of 03/31/2014. It completes the current calendar period, Interval
2, and then looks for the end of the next interval.
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.
60
Figure 27. Edit Item Settings within a Curriculum
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).
61
Figure 28. Edit Item Settings within a Curriculum
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
62
required date (when retraining is enabled). If a user who completed an item a

very long time ago (for example, 5 years) and that item is now part of a
curriculum that has yearly retraining assignments, then the new curriculum
assignment shows up as being 4 years overdue. To prevent this scenario, you
can select the Ignore Previous Completions Older Than check box and
provide a number of days in the Days box. If you select this check box, then you
must provide a number of days. If you enter 0 in the Days box, then the system
ignores all previous completions in its calculations.
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 version will not affect the completion
status of the curriculum until it becomes effective. Therefore, the users
curriculum status does not revert to Incomplete. Effective dates only affect
Incomplete 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 curriculum) to obtain a Complete curriculum status.
63
Lab 12: Setting Item Periods within a Curriculum

In this lab, you will set item periods within a curriculum.
1. Using the curriculum created in Lab 8, 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 and an initial basis.
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.
Job aid: Manage Period-Based Curricula
64
Lab 13: Setting a Fixed, Initial Required By Date

In this lab, you will set a fixed, initial required by date.
1. Using the curriculum created in Lab 8, 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. Use current date.
9. Select an assignment type.
Job aid: Manage Period-Based Curricula
65
Exercise: Event and Calendar Basis

Example item:
Initial basis:
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
Exercise: Event and Calendar Basis (continued)

Item C
Initial basis:
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
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Exercise: Event and Calendar Basis Answer Key

Item A
Initial basis:
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.
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
69
Knowledge Check
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.
70
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
Assign an item directly to a user
Assign a curriculum directly to a user
Batch assign an item/curriculum to a group of users
Learning Assignment Main Concepts

This module 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
Batch assignments of items and curricula to a group of users
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Assigning an Item using the Learning Plan Tab

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 29). 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 users 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 29. Related Area of User Record: Learning Plan
Using Add New Learning Plan (

), you can search for and add items to the
users Learning Plan. Once added, you can change the required date and
assignment type.
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Lab 14: Assigning Items Directly to User Record

In this lab, you will assign items directly to user record.
1. Navigate to Users > Users.
2. Enter criteria to search for the user to whom you will assign the item.
3. Click Search.
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.

8. Click Search.
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.
Job aid: Assign Learning via Basic Methods
73
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).
Figure 30. 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 users
Learning History (Completed Work). If any of the items found in the curriculum
are also found in the users 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 users Learning Plan (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.
Note: Curricula in the Learning Plan can be given a priority from 1 to 10.
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Lab 15: Assigning Curricula Directly to User Record

In this lab, you will assign curricula directly to user record.
1. Navigate to Users > Users.
2. Enter criteria to search for the user to add the curriculum.
3. Click Search.
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.

8. Click Search.
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 users learning plane based on the
curricula added.
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Batch Learning Assignments

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 31). Click Assign Learning Needs from the Actions area of a user
record, or click Assign from any items or curriculas Actions area.
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).
Figure 32. User Needs Management: Search for Users
77
Lab 16: Assigning Curriculum Using the User Needs Management

Tool
In this lab, you will assign curriculum using the user needs management
tool.
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 and click
Search.
5. Click the Add checkboxes next to each user who needs the curriculum.
6. Click Add and click Next.
8. Enter criteria to search for the curriculum to add and click Search.
9. Click the Add checkbox next to the curricula to add.
10. Click Add.
11. Click Next. Note the assign date.
12. Click Next.
13. Click Run Job Now.
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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.
Assign an item directly to a user
Assign a curriculum directly to a user
Batch assign an item/curriculum to a group of users
79
Knowledge Check
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.
80
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
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
Learning Assignment Main Concepts

This module 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 freefloating 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.
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Curricula and Job Codes

Curricula can be associated with job codes. When a user is assigned a job code,
curricula can be automatically assigned to the user and the items contained
within the curricula added to their Learning Plan. The relationship between a
curriculum and a job code is created in the job code record (Figure 33).
Figure 33. Job Code Record: Summary Tab
To automatically assign/remove curricula using a job code, the Automatically

assign the curricula when the user is assigned the job code and
Automatically remove the curricula when the users job code changes
checkboxes must be checked.
82
Curricula are added to the job code on the Curricula tab (Figure 34).
Figure 34. Job Code Record: Curricula Tab
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).
Figure 35. Related Area of Curriculum Record: Job Codes
83
Lab 17: Associate a Curriculum to a Job Code

In this lab, you will associate a curriculum to a job code.
1. Navigate to Users > Job Codes.
2. Enter criteria to search for the desired job code and click Search.
3. Click the Edit icon (
) to access the job position record in edit mode.
4. Scroll to the bottom of the Summary tab page.

5. Click the Automatically assign the curricula when the user is assigned
this job code and Automatically remove the curricula when the users
job code changes checkboxes.
7. Select the Curricula tab and click the add one or more from list link.
8. Enter criteria to search for the curriculum to add and click Search.
9. Click the Add checkbox next to the curriculum to add.
10. Scroll to the bottom of the search results page.
11. Check the Add curricula to users who are assigned this job code
checkbox.
12. Click Add.
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.
Figure 36. Assignment Profile Record
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.
85
Groups, Rules, and Attributes

For each assignment profile, one or more groups may be created. Each group
contains a set of rules. A users attributes must match one value from each line
item in the defined rule and reside in one of the selected domains in order for
the user to be assigned the curricula in the assignment profile.
Attributes that may be added to the rule include:
User ID
Address
City
State
Country
Postal Code
Region
Domain
Organization
Employee Status
Employee Type
Is Full-Time
Regular/Temp
Job Code
Alternate Job Code
Job Location
Hire Date
Hire Month
Supervisor ID
Item Completion
Customer defined fields (custom columns)
86
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)
Figure 37. Assignment Profile Record
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).
87
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
Add the catalogs that should be assigned to users via the

assignment profile
Competency Profiles
Add the competency profiles that should be assigned to

users via the assignment profile
Curricula
Add the curricula that should be assigned to users via the

assignment profile
Role
Add the user role that should be assigned to users via the
assignment profile.
Recommended Item
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.
Items
Add the item(s) that should be assigned to users via the

assignment profile
Coupons
Add the coupon(s) that should be assigned to users via the

assignment profile
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
88
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
Entered value must be part of selected user attribute.
Does Not Contain
Entered value must not be part of selected user

attribute.
Does Not Match
Allows multiple values to be entered. Selected user

attribute must not have one of the entered values.
Does Not Start With
Entered value must not be the first part of a selected

user attribute.
Matches
Allows multiple values to be entered. Selected user

attribute must exactly match one of the entered values.
Is Empty
Selected user attribute must be null.
Is Not Empty
Selected user attribute must not be null.
Starts With
Entered value must be the first part of a selected user

attribute.
Between
Used to set a numeric or date range.
Equals
Allows one value to be entered.
Does Not Equal
Allows one value to be entered. Entered value must

not be part of selected user attribute.
Greater Than or Equal To
Used to set a numeric value and all values greater

than that number.
89
Operator
Definition
Include Sub Records Of
Used to include subrecords, if any, of the selected

value.
Less Than or Equal To
Used to set a numeric value and all values less than

that number.
On or After
Used to set a specific date and dates in the future.
On or Before
Used to set a specific date and dates in the past.
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Exercise: Does the user match the profile?
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.
Figure 38. Related Area of Assignment Profile Record: Curricula
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.
92
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)
93
Figure 39. Related Area of Assignment Profile Record: Recommended Items
Propagate Assignment Profile

To push the curricula out to users who currently match the assignment profile
criteria, click the Propagate link in the Actions area (Figure 40). Manual
propagation only needs to be done when the assignment profile is initially
created or if the domains or attributes in the rule change.
Figure 40. Actions Area of Assignment Profile Record
Once the assignment profile is propagated, the Assignment Profile

Synchronization APM runs on a regularly scheduled basis. The Assignment
Profile Synchronization APM looks at every active user record to see if there are
any users who now meet or no longer meet the assignment profile criteria. For
users who now meet the criteria, the curricula assignment is made; for users
who no longer meet the criteria, if the curricula assignment was originally made
through the assignment profile, the curricula is removed (unassigned) from the
user.
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Lab 18: Add a New Assignment Profile

In this lab, you will add a new assignment profile.
1. Navigate to Users > Assignment Profile.
2. Click Add New.
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.
95
15. Click Save.

16. In the Set up Domain section, click Add Domain(s).
17. Enter criteria to search for the desired domains. For this lab, enter the
keyword AIR.
18. Click Search.
19. Check the Top Level Only checkbox.
20. Click Add.
21. Click in the rule title textbox and enter a rule description.
22. Click Save.
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 (
).
29. Enter criteria to search for curricula.

30. Click Search.
96
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.
Job aid: Assign Learning via Assignment Profile
97
Assignment Profile Synchronization APM

Administrators set up assignment profiles in SuccessFactors Learning and
configure the Assignment Profile APM to periodically synchronize the
assignment profiles by running through new and changed user attributes to sort
users according to their profile.
For example, you can configure an assignment profile to include all users in a
particular city. The system looks for the city attribute of the user object and
assigns all matching users to the new assignment profile. When you add or
change an assignment profile, you must propagate it, meaning that the system
runs through all user records to find users in a matching city to put in the new
assignment profile.
Propagation and synchronization are two different processes. Any time an
assignment profile is created or changed, it must be propagated through a
background job before it can be synchronized through the automatic process.
Assignment profiles that are not propagated are skipped during the assignment
profile synchronization process.
Synchronize Assignment Profile
When and why would you synchronize an assignment profile?
Let's say that you just added 10 new user records for individuals who are
starting with your company today. If they log in to the user interface, they have
no items in their Learning Plan and no access to any catalogs. For all new hires,
however, your company wants them to take some "New Hire" orientation training,
and your company has created a "New Hire" assignment profile that includes all
new hires. In this situation, you could access the New Hire assignment profile
and click Synchronize in the Actions area. If you run the job immediately, then
the new hires could log in to the user interface and access their orientation
training on their first day of employment.
The system allows you to synchronize an assignment profile only after you have
propagated it. When you click Synchronize, you can schedule the job to run
immediately or in the background. When the job runs, the system executes the
Assignment Profile Synchronization automatic process but only for this
assignment profile.
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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.
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.
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
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
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)
Learning Event Main Concepts

Using the Record Learning Multiple quick link on the Welcome screen, you
may record the completed learning for users.
Note: To return to the Welcome screen and access the quick links as you
work in SuccessFactors Learning, click Home in the button bar.
A learning event is the record of:
A completed item
An unsuccessful attempt to complete an item
A record of the attendance or completion of any external event that is
considered important enough to document but not related directly to
learning needs
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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).
Types of Learning Events

There are two types of learning events:
Item-based events (including scheduled offerings)
External events
Item-Based Events
Items are the primary events found in the list of learning events for users.
Learning events for items include those that were created as scheduled
offerings and those with online content where the system records the learning
event when the user completes the content. All items may have a learning event
recorded against them for any user, even if the item was not a part of his/her
Learning Plan.
External Events
A learning activity outside of the organization, such as a college course or a
seminar, for which there is no item record in SuccessFactors Learning, may be
recorded in a users Learning History (Completed Work). This external event
allows for a description and comment field to further identify the nature of the
training.
Data Recorded in a Learning Event

The following information can be captured when recording the learning event:
User information
Item title
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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)
Access Record Learning Tools

There are two recording tools: Record Learning Multiple and Record
Learning Financial. Both tools record the same basic information; however, if
your organization tracks financials for items and scheduled offerings, select the
Record Learning Financial to capture cost information. If your organization
does not track costs and financials, select the Record Learning - Multiple tool
as it will skip the financial steps in the recording process.
The Record Learning - Multiple tool can record learning events for multiple
items for multiple users as long as the events that you want to record are the
same type (for example, all items or all scheduled offerings). You can access
the tool in one of two ways:
Click Record Learning - Multiple from the Quick Links section on the
Home page (Figure 41)
Figure 41. Record Learning Multiple: Quick Links

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Navigate to Users > Tools > Record Learning - Multiple (Figure 42)
Figure 42. Users > Tools > Record Learning Multiple
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Lab 19: Recording a Learning Event for Item(s) Completion

In this lab, you will record a learning event for item(s) completion.
1. Use one of the two ways to access the Record Learning Multiple tool.
2. Select the Item radio button.
3. In the Search & Add Items section, enter the item type and ID.
4. Click Add.
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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11. Click the More Options icon (
) to enter instructor information and
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.
Job aid: Record Learning
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Lab 20: Recording a Learning Event for External Event

In this lab, you will record a learning event for external event.
1. Use one of the two ways to access the Record Learning Multiple tool.
2. Select the External Event radio button.
3. In the Add External Events section, enter a description.
4. Click Add.
5. In the Search and Add Users section, enter the user ID.
6. Click Add.
7. Click Next.
Completion date and time
Time zone
Grade (if applicable)
Total hours, credit hours, contact hours, and CPE
comments.
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).
Figure 43. Related Area of User Record: Learning History
Items with Retraining

Select items within a curriculum that must be repeated on a recurring interval will
have a retraining assignment. Once the item is complete and recorded (in the
users Learning History/Completed Work), it is flagged as complete and the next
required by date it is due according to the date calculated by the retraining
assignment. In this situation, you will see the item in the Learning Plan with the
new date for completion and in the Learning History with the date completed.
Certificate of Completion
Admins or users can print certificates upon successful completion of an item.
Certificates are generated in .pdf format and will open in Adobe Acrobat Reader.
Certificates are not generated within SuccessFactors Learning for external
events.
Learning Event Editor

Learning events may be edited and files may be attached to the record with the
Learning Event Editor tool found under the Users > Tools menu. You need to be
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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.
Note: Costs are discussed in the SuccessFactors Commerce course.

An attachment framework is used to allow you to attach external documents to
records in SuccessFactors. For example, if a user completed a course that
required a paper-based test at the end, the paper-based test could be digitized
(scanned into a PDF or MSWord document using other means) and attached to
the learning history record using the Learning Event Editor tool for future
reference.
Figure 44. Learning Event Record
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
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identify each file more easily (you cannot modify a description after you upload
the file). Click Upload to finish the attachment process (Figure 45).
Figure 45. File Attachment Interface
If you attempt to attach a file that is of an unsupported type, a validation error

displays (Figure 46). If you attempt to attach a file that is larger in size than
allowable, another similar validation error also displays.
Figure 46. File Attachment Validation Error
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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Figure 47. User-side Completed Work > Item Details
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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.
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.
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
1. True or false:
Only For Credit completions are displayed in a Learning History
(Completed Work).
2. For which of the following may a learning event be recorded?

A. Item
B. External event
C. Schedule block
D. Scheduled offering
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.
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.
3. Be sure to perform, at a minimum, the functions below:

A. Add two new items.
B. Add a curriculum and associate the items created in Step a.
C. Assign the curriculum to a group of users.
D. Record a learning event for a group of users against one of the items
from Step a.
E. View a users Completed Work for which you recorded the learning
event and verify the item is listed.
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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
Substitutes and Prerequisites

In some training situations, it is necessary to grant a user substitute credit for
item A after completing item B (this is especially useful in curricula). Also, it may
be necessary to prevent a user from registering into an advanced item until after
the successful completion of the prerequisite basic item.
Topic Objectives
Upon completion of this topic, you will be able to:
Establish substitute relationships
Establish prerequisite relationships
Substitute Items
Upon successful completion of an item, SuccessFactors Learning can grant
completion credit for another (substitute) item by recording two learning events.
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For example, the Microsoft Word Foundations item is listed on Sallys

Learning Plan. Microsoft Word Advanced Concepts is a substitute for
Microsoft Word Foundations. Sally completes and passes Microsoft Word
Advanced Concepts. After an admin records the advanced course as a
learning event for Sally, SuccessFactors Learning records an additional learning
event for the basic course (Figure 48).
Figure 48. Learning History of a Substitute Item
This is particularly useful in a curriculum. For example, the Microsoft Office

Curriculum requires the completion of Microsoft Word Foundations. The user
assigned this curriculum must have Microsoft Word Foundations on his/her
Learning History (Completed Work) to fulfill the requirement. Substitutes record
a learning event of the required item in the users Learning History (Completed
Work) in order to satisfy the curriculum requirement.
Force Credit
If Force Credit is not checked, then users must have the item receiving
substitute credit on their Learning Plan in order to record the substitute learning
event. When Force Credit is checked, users always receive substitute credit for
the item regardless whether it is assigned to their Learning Plan.
Effective Date
If an effective date is set when a substitute relationship is created, all users who
have the grant item, with a completion date on or after the effective date, are
given retroactive credit for the item receiving the credit.
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Lab 21: Establish a Substitute Relationship

In this lab, you will establish a substitute relationship.
1. Search for the item that will be recorded into a users learning history
(completed work) with a status of substitute credit.
2. Click the item ID link.
3. Select the Substitutes tab from the Related area and click Add New
Substitutes (
).
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.
Note: If you would like to apply retroactive substitute credit, enter an

effective date.
7. Check the Add checkbox and click Add.
8. Verify the selected item is displayed with the correct settings.
9. Record a learning event for the item that grants substitute credit (the item
selected in step 7).
10. Check the users Completed Work (Learning History).
Job aid: Manage Substitutes and Prerequisites
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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
Can this user launch Item B?
Can this user register into a

scheduled offering of Item C if
it is offered on 11/21/2013?
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Lab 22: Establish a Prerequisite Relationship

In this lab, you will establish a prerequisite relationship.
1. Add two new items.
2. Select the Prerequisites tab from the Related area of one of the items.
3. Click Create New Group (
).
4. Enter a title for the group.

5. Click OK.
6. Click the add item icon (
) next to the name of the group you just created.
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.
Job aid: Manage Substitutes and Prerequisites
121
Topic Related Reports

The following are reports in SuccessFactors Learning that relate to this topic:
Item with Item Prerequisites
Substitute Relationships
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.
Establish substitute relationships
Establish prerequisite relationships
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Knowledge Check
Use what you learned in this topic to answer the following questions.
1. How many learning events are recorded on completion of a substitute item

when Force Credit is used?
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?
4. Explain a situation where you need to create a substitute relationship.
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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.
Answer the following question:
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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Item Revision Assistant

When content of a Standard Operating Procedure (SOP) or a course changes
dramatically, an organization may require its employees to re-read the SOP or
attend the new and revised course. The Revision Assistant enables the admin to
create a new version of the item for all users who:
Are required to complete the item as a part of a curriculum
Have the item as a free-floating assignment
Topic Objectives
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
Revising Items
As mentioned in Module 1, the item key is comprised of item type, item ID, and
revision date/time. During item revision, SuccessFactors Learning creates a new
item record where the item type and ID of the new item are identical to the
original. The revision date/time is the updated portion of the item key.
Admins have the option of updating the version number to meet their
organizations standard revision number system. After the revision process is
complete, you should inactivate the old item manually or check this option during
the provision process. It is not deleted from SuccessFactors Learning in case
there is a need to access the old item for audit and reporting purposes.
Making revisions to items have effects to the following:
Substitutes
Instructor authorization
Curriculum assignment of the original item
Free floating assignment of the original item
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Future scheduled offerings of the original item

Inactivate
Prerequisites
Substitutes
If you check the appropriate checkbox in Step 2 of the Revision Assistant,

SuccessFactors Learning copies the substitute items listed under the Substitute
tab from the Related area of the original item to the Substitute tab from the
Related area of the revised item.
Instructor Authorization

authorized instructors of the original item are authorized to teach the revised
item.
Curriculum Assignment of the Original Item
If you check the appropriate checkboxes in Step 4 of the Revision Assistant,

SuccessFactors Learning lists the revised item on the users Learning Plan
(even if there is a successful learning event recorded for the original item). If the
original item is on the Learning Plan, both items displays until SuccessFactors
Learning runs the Curriculum Cleanup automatic process.
Free Floating Assignment of the Original Item
If you check the appropriate checkboxes in Step 4 of the Revision Assistant,

SuccessFactors Learning lists the revised item on the users Learning Plan.
Both items displays until SuccessFactors Learning runs the Curriculum Cleanup
automatic process.
Future Scheduled Offerings of the Original Item

SuccessFactors Learning updates existing scheduled offerings that have start
dates in the future with the revised item.
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Inactivate

SuccessFactors Learning inactivates the old version of the item. Admins will
need to include Not Active records when searching for the item if they want
previous revisions.
Prerequisites
Prerequisites of the original item are automatically transferred to the revised

item.
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Lab 23: Revise an Item

In this lab, you will revise an item.
1. Navigate to Learning > Items.
2. Search for an item and click the item ID.
3. Click Revise in the Actions area.
4. Enter a new revision date, revision time, and revision number.
5. Change the item title, if necessary, and click Next.
6. Check the substitute relationship and authorized instructors checkboxes and
click Next.
7. Select the Make this item production ready option and click Next.
8. Check all four checkboxes in Step 4 of the item revision process and click
Next.
9. If this item is part of a curriculum, review the item settings within each
curriculum and make any necessary changes to assignment types, initial
periods, retraining periods, etc.
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.
Job aid: Revise Items
128
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.
Figure 49. Curriculum Clean-up APM
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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.
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
1. True or false:
The admin can choose to not transfer prerequisites from the original item
to the revised item.
2. Explain a situation when you do not want to preserve substitute

relationships.
3. Why is it important to run Curriculum Clean-Up?
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
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 hours of one of the following hour types:

Total hours
Credit hours
Contact hours
CPE hours
SuccessFactors Learning grants requirement hour credit for any item, scheduled
offering, or external learning event.
# Hours of Specified Hour Type from Pool of Items
This type requires hours of one of the following hour types:

Total hours
Credit hours
Contact hours
CPE hours
SuccessFactors Learning only grants requirement hour credit for items included
in the pool.
# Items from Pool of Items
This type requires the user to complete a specified number of items included in
the pool.
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Lab 24: Create a Requirement

In this lab, you will create a requirement.
1. Navigate to Learning > Requirements.
2. Click Add New.
3. Select # Items from Pool of Items from the Requirement Type drop-down
menu.
4. Enter a requirement ID and a requirement description.
5. Select a domain ID and enter the creation date.
6. Leave the Active checkbox checked.
7. Enter any comments, as desired, and click Next.
8. Enter the required of number of items the user must complete from the pool.
10. Enter criteria to search for items to add to the requirement pool and click
Search.
11. Check Add next to each item to add to the pool.
12. Click Add.
13. Verify the selected items are listed in the Item Pool for Requirement section.
14. Click Add.
Job aid: Requirements-Based Curricula
135
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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Lab 25: Assign Requirements to a Curriculum

In this lab, you will assign requirements to a curriculum.
1. Navigate to Learning > Curricula.
2. Enter criteria for the curriculum to which to add requirements.
3. Click Search.
4. Click Curriculum ID to which to add a requirement.
5. Select the Contents tab from the Related area.
6. Click Edit.
7. Click Add Content (
).
8. Select Requirements from the drop-down menu.

9. Enter criteria to search for the desired requirements.
10. Click Search.
11. Check Add next to each requirement to add.
12. Click Add. The new requirement is added to the bottom of the list on the
Curriculum Contents tab.
13. To make the requirement required, click the Edit link and enter initial,
retraining, and effective date information for each requirement. Setting an
effective date makes the requirement required.
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15. Optional: To group requirements:

a) If more than one requirement is added to the curriculum, check Select
next to the requirements to group.
b) Click Group Requirements.
c) Enter group description, initial training, retraining assignment
information, and effective date.
d) Click Create Group.
16. The new requirement group is added to the bottom of the list on the
Curriculum Contents tab.
Job aid: Requirements-Based Curricula
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.
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
1. List the three requirement types.
2. Explain item pooling.
3. True or false:
External learning events count towards # Hours of specified Hour Type.
4. How do you create an or situation with one or more requirements?
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This topic introduces you to the Required Dates Editor tool in SuccessFactors
Learning.
Topic Objectives
Update the item required date using the Required Dates Editor
Identify situations to use the Required Date Editor
Describe the effect of the Learning Event Synchronization process on
manual required dates
Admins can change required dates directly on the users Learning Plan. This is
not practical if you need to update a large number of learning records. The
Required Dates Editor is a tool used to change the required date of one or more
items assigned to one or more users. This is used when:
A scheduled offering is not available until a later date.
The scheduled offering has been cancelled due to lack of resources
(classrooms, instructors, etc.)
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The Required Dates Editor updates required dates of free floating and
curriculum item assignments (Figure 50).
Figure 50. Required Dates Editor
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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Lab 26: Use the Required Dates Editor

In this lab, you will use the required dates editor.
1. Navigate to Learning > Tools > Required Dates Editor.
2. Click the add one or more from list link to add users.
3. Enter criteria to search for users.
4. Click Search.
5. Check the Add checkboxes next to each user who needs a required date
change.
6. Click Add.
7. Click Next.
8. Click the add one or more from list link to search for curricula to add.
9. Enter search criteria.
10. Click Search.
11. Check the Add checkbox next to each curriculum to add.
12. Click Add.
13. Click Next.
14. Click the add one or more from list link to search for free-floating items to
add.
15. Enter search criteria.
16. Click Search.
143
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).
Job aid: Use the Required Dates Editor Tool
144
Learning Event Synchronization

This process verifies the learning events of users. It also re-calculates required
dates. Therefore, this process overrides all manually updated required dates,
including those updated with the Required Dates Editor, and resets them to
calculated dates based on the item assignment. This is usually run once after
data migration; however, some customers maintain learning history in other
systems for compliance reasons. They will import that data into the LMS and
then run the LES to get the learning plans up to date.
Topic Conclusion
In this topic we discussed the Required Dates Editor. This tool is useful when
scheduled offerings are cancelled or unavailable and you need to provide
additional time for users to complete their item assignments. The Required
Dates Editor requires the admin to update the required date the same way the
item was assigned (e.g., curriculum or free floating). Finally, if the Learning
Event Synchronization process runs, it overrides the manual required dates and
resets them based on the item assignment.
Update the item required date using the Required Dates Editor
Identify situations to use the Required Date Editor
Describe the effect of the Learning Event Synchronization process on
manual required dates
145
Knowledge Check
1. Describe a situation when you would use the Required Dates Editor.
2. Where is the Required Dates Editor located in SuccessFactors Learning?

A. Tools > Required Dates Editor
B. User > Tools > Required Dates Editor
C. Learning > Tools > 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.
146
Electronic Signatures
This topic introduces you to the electronic signatures feature in SuccessFactors
Learning.
Topic Objectives
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.
147
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.
148
Lab 27: Record Learning Event with E-Signature

In this lab, you will record learning event with e-signature.
1. Create an item and set the e-signature field to Yes in the Process Control
section of the item (i.e., click View All and scroll down to the Process Control
section).
2. Navigate to Users > Tools > Record Learning Multiple.
3. Select the Item radio button.
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.
a) Completion date and time
b) Time zone
149
c) Grade and completion status

d) Total hours, credit hours, contact hours, and CPE
comments.
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.
15. Click Next and then click Submit.
Note: Depending on your system configuration, you may be asked to

schedule this process as a background job.
16. Enter e-signature information:
a) Admin ID
b) PIN
c) Select meaning code
d) Enter comments
17. Click Finish.
18. If more than one signature is required, notifications will be sent to the other
approvers.
150
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.
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
151
Knowledge Check
1. What are some security advantages to using e-sigs?
2. True or false:
The Meaning Code provides reason/meaning for changing data that require
electronic signatures.
152
User Management Tools

In many situations, we need to contact users to inform them of a change,
correction, or update; supervisors leave the organization; or multiple user
records exist for the same user. The tools in User Management address all three
situations.
Topic Objectives
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
Notification Assistant
The Send Notifications wizard identifies a group of users and then sends a
message to them as an ad-hoc notification. An ad-hoc notification broadcasts
email through SuccessFactors Learning like a standard notification, but you
control the time that it is sent and the group of users to which it is sent instead of
the system automatically grouping and sending the notification.
Item Assignment
Using the Email Notification Assistant, an admin sends email to users
based on:
Free floating item assignments
Item assignment type
Completion status
153
Curriculum Assignment
Using the Email Notification Assistant an admin sends email to users based on:
Curriculum assignments
Completion status
154
Lab 28: Send Item/Curriculum Assignment Notification

In this lab, you will send item/curriculum assignment notification.
1. Navigate to Users > Tools > Send Notifications.
2. Click the Item (or Curriculum) radio button and click Next.
3. Click the add one or more from list link to add items/curricula.
4. Enter search criteria and click Search.
5. Check the Add checkbox next to each item/curriculum.
6. Click Add and then click Next.
7. Refine your search by selecting an assignment type and/or completion status
(or curriculum status for curriculum) and click Next.
8. Verify the list of selected users. If necessary, add more users and click Next.
9. Search for:
a) Email Template (optional)
b) Reply To address (optional)
c) From address (required)
d) CC addresses (optional)
e) Add an attachment (optional).
f) Enter a subject for the notification (required).
g) Enter the body for the notification (required).
10. Click Send Notification.
Job aid: Send Notifications
155
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.
156
Lab 29: Replace a Supervisor

In this lab, you will replace a supervisor.
1. Navigate to Users > Tools > Supervisor Assistant.
2. Search or enter the current supervisor ID.
3. Click Next.
4. Search or enter the new supervisor ID.
5. Click Next.
6. If necessary, add or remove affected users.
7. Click Next.
8. Verify the changes made.
9. Click Finish.
157
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
If the fields in the Merge Into User ID records do not contain

values, then those fields, if existing, are updated from the
Merge From User ID records.
Phone Numbers
If there are no matching records in the Merge Into User ID

records, then the records from the Merge From User ID are
added.
Competency Profiles

added.
Requests

added.
Catalog Preview
No data is added or updated from the Merge From User ID

record. The user's catalog access is re-evaluated based on
the merged.
Approval Role
If there are no matching roles in the Merge Into User ID

added.
If there are matching roles in the Merge Into User ID records,
then non-matching control domains are added from the
Preferences
If the fields in the Merge Into User ID records do not contain

values, then those records, if existing, are updated from the
158
Tabs
Merge Rules
Registration
If there are no matching scheduled offering records in the

Merge Into User ID records, then the records from the Merge
From User ID are added.
Online Status
If there are no matching items in the Merge Into User ID

added.
Learning Plan (To Do

List)
If there are no matching items in the Merge Into User ID

added.
Curricula

added.
Competencies
If there are no matching competencies in the Merge Into

User ID records, then the records from the Merge From User
ID are added.
If there are matching competencies, then the competencies
with the most recent assessment date are kept; either the
Merge Into User ID data is retained or the data from Merge
From User ID is updated in the Merge Into User ID record.
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
All approvals records are added from Merge From User ID to

the Merge Into User ID.
Assessments
All assessment records are added from Merge From User ID

to the Merge Into User ID.
159
Lab 30: Merge Users

In this lab, you will merge users.
1. Navigate to Users > Tools > Merge Users.
2. Enter search criteria for duplicate users in SuccessFactors Learning.
3. Select the primary, or Merge Into, record, and the secondary, or Merge
From, record.
4. Click Merge.
5. Review the merge message pop-up window and click OK.
6. Click ( Details) in each row for additional information about the merge.
Job aid: Merge User Records
160
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.
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
161
Knowledge Check
1. What is the advantage of the Supervisor Assistant tool?
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.
162
Training Planner
This topic introduces you to the Training Planner feature in SuccessFactors
Learning.
Topic Objectives
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.
Note: To learn more about how to configure Training Planner, please

reference the Training Planner Reference Guide.
Training Manager Tasks

With regard to Training Planner, the designated training manager can:
View and edit the overall budget across the organization - including per
person hours requested and per person amount requested
View and edit the breakdown by sub-organizations
Navigate to and research specific requests that are in line/not in line with
the planned budget
163
Review and approve or reject training requests
Figure 51. Training Manager View of Training Planner
Training Planner Workflow

The Training Planner workflow begins with a users request for training. Prior to
the first request, the admin must first configure the Training Planner and
designate a training manager. Please see the Training Planner Reference
Guide for more information.
1. The user navigates to Training Planner (Easy Link) and submits an internal
or external training request to the supervisor.
2. The supervisor reviews and approves/rejects the training request. If
approved, the request is submitted to the training manager.
3. The training manager reviews and approves or rejects the training request,
and sets the budget for the organization.
4. If approved by the training manager, the supervisor assigns the requested
training to the user.
5. The user completes the assigned training.
6. The training manager runs the Training Planner Projected/Actuals report.
164
Training Planner Projected/Actuals Report

You may run a report that shows projected vs. actual costs/hours for the training
that was requested and completed. This report clearly indicates (in red) any
deviations from the projected training costs.
Figure 52. Training Planners Projected/Actuals Report
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.
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
165
Knowledge Check
1. What is the purpose of the Training Planner?

A. To provide detailed reports on how long courses took to complete
B. To get a better idea of training needs
C. To schedule external training
2. What are some of the training managers tasks with regard to Training
Planner?
3. What happens next after a supervisor reviews and approves a training

request?
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.
166

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B1305 LEARNING

LAST MODIFIED 7/8/13

LEARNING ADMINISTRATION: LEARNING NEEDS MANAGEMENT

2013. SuccessFactors, Inc., An SAP Company, All rights reserved.

2013 SuccessFactors An SAP Company. Confidential. All rights reserved.

LEARNING ADMINISTRATION: LEARNING NEEDS MANAGEMENT

Course Objectives ............................................................................................... 1

Adding a New Item ................................................................................ 10

Main Areas of Item Record ............................................................................... 12

Adding Information to an Items Core Area ........................................... 15

Related Area .................................................................................................. 17

Working with Item Default Segments .................................................... 20

Associating Competencies with Items ............................................................ 21

Associating a Competency with an Item ............................................... 23

2013 SuccessFactors An SAP Company. Confidential. All rights reserved.

LEARNING ADMINISTRATION: LEARNING NEEDS MANAGEMENT

Batch Alignment ................................................................................................ 24

Adding an Item to a Catalog.................................................................. 25

Adding Subject Areas to an Item ..................................................................... 26

Adding Subject Areas to an Item........................................................... 27

Creating Task Checklists.................................................................................. 28

Create Task Checklist ........................................................................... 32

Actions Area ...................................................................................................... 33

Add a New Curriculum .......................................................................... 40

Main Areas of Curriculum Record ................................................................... 41

Associating Items to Curriculum............................................................ 47

Adding Curriculum to Catalogs ....................................................................... 51

LEARNING ADMINISTRATION: LEARNING NEEDS MANAGEMENT

Module 3. Period-Based Curricula

Module 4. Manual Learning Assignments

Assign a Curriculum ......................................................................................... 74

Batch Learning Assignments ........................................................................... 76

Module-Related Reports ................................................................................... 79

Module 5. Automated Learning Assignments

2013 SuccessFactors An SAP Company. Confidential. All rights reserved.

LEARNING ADMINISTRATION: LEARNING NEEDS MANAGEMENT

Assignment Profiles .......................................................................................... 85

Assignment Profile Synchronization APM ...................................................... 98

Module 6. Record Learning Events

Objectives ........................................................................................................ 101

Learning History .............................................................................................. 108

2013 SuccessFactors An SAP Company. Confidential. All rights reserved.

LEARNING ADMINISTRATION: LEARNING NEEDS MANAGEMENT

Substitutes and Prerequisites ........................................................................ 117

Topic Related Reports ................................................................................. 122

Curriculum Clean Up.................................................................................... 129

Requirement Group ..................................................................................... 136

Topic Conclusion ......................................................................................... 139

2013 SuccessFactors An SAP Company. Confidential. All rights reserved.

LEARNING ADMINISTRATION: LEARNING NEEDS MANAGEMENT

Learning Event Synchronization .................................................................. 145

Topic Conclusion ......................................................................................... 151

Supervisor Assistant .................................................................................... 156

Merge Users ................................................................................................ 158

Topic Conclusion ......................................................................................... 161

LEARNING ADMINISTRATION: LEARNING NEEDS MANAGEMENT

Knowledge Check ........................................................................................... 166

2013 SuccessFactors An SAP Company. Confidential. All rights reserved.

LEARNING ADMINISTRATION: LEARNING NEEDS MANAGEMENT

LEARNING ADMINISTRATION: LEARNING NEEDS MANAGEMENT

Module 4: Manual Learning Assignments

2013 SuccessFactors An SAP Company. Confidential. All rights reserved.