6/9/2022

Managing SAP SuccessFactors Learning

for Administrators
Generated on: 2022-06-09 18:42:26 GMT+0000

SAP SuccessFactors Learning | 1H 2022

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Original content: https://help.sap.com/docs/SAP_SUCCESSFACTORS_LEARNING/5fae31b1299d4033b665edabea7b9087?

locale=en-US&state=PRODUCTION&version=2205

Warning

This document has been generated from the SAP Help Portal and is an incomplete version of the official SAP product
documentation. The information included in custom documentation may not re ect the arrangement of topics in the SAP Help
Portal, and may be missing important aspects and/or correlations to other topics. For this reason, it is not for productive use.

For more information, please visit the https://help.sap.com/docs/disclaimer.

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Managing Costs of Classes

Changing a Class's Price in a Library
Change a classes' price in a library when you want to make an exception to the price that is set in the learning item.

Context
Classes inherit their price and currencies from their learning items. (Learning Activities Items Pricing ). Sometimes, however,
you don’t want the class to inherit the libraries or prices. In these cases, you can change the price at the class.

Procedure
1. Go to SAP SuccessFactors Learning Administration and then go to Learning Activities Classes .

2. Find and open the class with the price that needs to change.

3. Click Libraries.

4. Click  Change Library Prices.

Next Steps
After you click Change Library Prices, you run the Library Price Change wizard with the class preselected.

Class Government Reporting

We developed this content so that you can complete Declaration No. 2483 for reporting to the French government.

When you create a new class, the class inherits the values from the learning item for this tab. After you create the class, you can
override these values. If you clear the Include in government reporting check box for a learning item, then you cannot select the
Include in government reporting checkbox for a class.

This Field... ...Is Used as Follows

Include in government reporting You must select the Include in government reporting checkbox to
include this record as part of the Government Reporting Learning
Events report.

2483 Legal Entity If you select the Include in government reporting checkbox, then
you must also associate this record with 2483 Legal Entity record.
The system also includes the 2483 Legal Entity information in
relevant reports.

The 2483 Legal Entities in the list are enumerated when you rst
con gure the system. You can change them in the References
section.

Training Type You can associate this record with a training type so that you use or
refer to that information in a report. The training type will always be
either Internal or External.

Changing a Class Cost Calculation

Change the class cost calculation to adjust how SAP SuccessFactors calculates the overhead costs for creating, delivering, and
maintaining a class. If you do not track costs for learning, then cost calculation does not apply to you.

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Prerequisites
All cost names are enumerated in References Finance Cost Names . Add a cost name before you use it and make it available
to classes.

Context
Many organizations do not use SAP SuccessFactors to track their training costs. If you do track training costs, however, you
have a method for arriving at the total cost of the class. For example, you can add costs for the instructor, the facility, the
materials, and other expenses (like cleaning costs). When you add the costs of the parts of the class, the total cost of the class
is more accurate because it is the sum of its individual costs. This is the class cost calculation.

In some cases, however, you must add or remove a component of the cost structure. For example, if most of your facilities build
cleaning costs into the facility fees, you can simply use ScheduleLocationCost as the cost of using the facility's location,
including the cleaning costs. If, however, the class has an exception and the cost of cleaning is 10% of the location cost, you can
add a calculation to calculate cleaning fees based on the location cost.

 Note
You cannot remove a default cost calculation if it's currently associated with a formula or custom cost calculator.

 Note
Classes inherit their cost calculations from courses when you rst create the class.

Procedure
1. Go to Learning Administration and then go to Learning Activities Classes .

2. Find and open the class that you want to change the cost calculation for.

3. Go to Cost Calculation.

4. To add an additional cost, go to Cost Formula, select the cost type in Cost Name, add the calculation in Formula, and
then click Add.

For example, if you know that the facility charges 10% of the location fee as a cleaning fee, you can select cleaning fee in
Cost Name and type ScheduleLocationCost*.1 in Formula.

 Note
Custom cost calculators are rare and are typically added through custom development.

5. To change the cost currency, select it in Cost Currency.

SAP SuccessFactors applies the default cost currency to all costs for this class. The numbers in the Total column are in
the currency you select.

6. To remove a cost, select its Remove checkbox and then click Apply Changes.

7. To change the cost of any line item, select Formula, type either a formula or a direct amount, and then click Apply
Changes.

Next Steps
Go to Cost Summary to enter the real costs of the line items in the cost calculation.

Adding Class Costs

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Add class costs to change the total resource costs associated with a class so that the class cost calculator has the amounts it
needs to calculate the total costs of the class.

Prerequisites
Before you can add class costs, associate all resources with the time slots of the class. For example, you can’t see or adjust the
base cost of an instructor until you add the instructor to a time slot. When you add the instructor, their base cost appears in
Cost Summary.

You usually add base costs when you add the resource. For example, when you add an instructor, you declare the cost of using
the instructor to teach a class. That cost is the base cost that appears when you add the instructor to the class time slots.

Context
If you’re accounting for the costs of training, you can adjust the costs of individual classes. Class costs are the sum of the cost of
their resources plus administration costs. You usually add administration costs as part of the cost calculation. For example, the
administration cost might be 10% of the total cost of the class.

Procedure
1. Go to Learning Administration and then go to Learning Activities Classes .

2. Find and open the class that you want to add cost amounts to.

3. Go to Cost Summary.

4. For each cost type, choose to see the base costs of the resource.

5. To make an exception to the base cost you con gured when you added the resource, change the amount in Base Cost
and the measure in Unit of Measure.

 Caution
When you change the base cost, any changes to the costs in the resource itself don't appear in the class. For example,
imagine that you have an instructor with the base cost of 1000 per day. You change the base cost in Cost Summary
to 1500. Later, you go to the instructor and change their base cost to 2000. The cost in the class remains 1500.

6. To change the base cost from one base cost to another, choose Change to New Base Cost.

Resources can have more than one base cost to give you exibility for how you account for costs. When you add a
resource, you add one or more ways to account for the base cost and you declare one as the default. The default cost
appears when you rst look at Cost Summary.

For example, an instructor might cost either 1000 per day by default or 200 per hour. You have exibility for how you
want to account for the cost of the instructor. If the instructor is teaching for a full day, you can select the default. If,
however, the instructor is teaching for two hours for the class, you might select the 200 per hour base cost.

7. To add additional costs to the resource, click Add an additional cost and then add the information in Add a Cost Amount
and Unit of Measure.

Option Description

Cost Name Select the cost name that you want to use to report this
additional cost.

Amount Add the amount of the additional cost.

Unit of Measure Select whether the cost is per day, per hour, and so on.

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Option Description

Comments Type comments to explain why the resource needs an

additional cost.

For example, if you add an instructor, but the instructor must travel to the facility, you can add the travel costs as
additional costs.

8. To remove a base cost, select Remove.

Changing Class Prices

Change class prices to override the price set at the course.

Context
Some customers use Commerce to track the costs of training. A smaller number of customers use Commerce to create prices
for training.

 Note
If the course set Class Can Override Default Item Prices to No, you cannot change the price.

Procedure
1. Go to Learning Administration and then go to Learning Activities Classes .

2. Find and open the class that you want to change the price of.

3. Go to Pricing.

You see the current prices in the different currencies that you set up in the course that this class teaches.

4. To add additional currencies click Add More Currencies.

5. For each currency, select Numeric in Type and then type the new price in Price.

Custom cost calculators are unusual. They calculate prices from other variables and are the result of custom
development.

6. To change the default currency, select Default for the currency.

The default currency is the selected currency for participants in the course.

Next Steps
After you select a different default currency or modify a class price and click Apply Changes, the system prompts you to launch
the Master Inventory Price Change wizard. The wizard updates the price in the master inventory to the new price that you have
set.

Changing the Cancellation Policy of a Class

Change the cancellation policy of a class to change how you issue refunds when learners withdraw from the course.

Prerequisites
Set up your cancellation policies in References Finanace Cancellation Policies .

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Context

 Note
If the course set Class Can Override Item Cancellation Policy to No, you cannot change the policy.

Procedure
1. Go to Learning Administration and then go to Learning Activities Classes .

2. Find and open the class that you want to change the cancellation policy of.

3. Go to Pricing.

You see the current prices in the different currencies that you set up in the course that this class teaches so that you can
understand the prices that you refund with the cancellation policy that you choose.

4. Select the cancellation policy in Cancellation Policy ID.

Changing Class Chargeback Methods

Change class chargeback methods to modify how Commerce credits and debits users accounts for the class.

Procedure
1. Go to Learning Administration and then go to Learning Activities Classes .

2. Find and open the class that you want to change the chargeback methods of.

3. Go to Purchasing.

4. In Edit Scheduling Chargeback, select how Finance debits or credits users for the class for Purchasing Option.

Select Inherit Item Chargeback Settings to use the chargeback method that you set up on the course. This
choice is the most common selection because you typically set it up centrally so that all classes inherit the same
method.

Select No Charge if you do not want to charge users for this class. For example, you might say that the individual
class is set up for learners who attempted to enroll many times and could not. You might not want to charge them
for it.

Select Charge to Buyer's Authorized Account Code to debit the account code that users are authorized to use.
Their authorized account code is de ned on their learner pro le. This is a common choice in both courses and
classes because you can better control the accounts that learners can use.

Select Charge to Buyer's Speci ed Account Code to debit the account code that the learners specify. This choice
is less common.

Select Distribute Charges to Speci ed Account Codes to always charge the same account codes, in proportion,
regardless of the user in the class.

5. Click Apply Changes.

6. If you select either Charge to Buyer's Authorized Account Code or Charge to Buyer's Speci ed Account Code, go to
Add Pro t Centers and click add one or more from list to add pro t centers.

Add the pro t centers that receive the payments from the learners' account codes. The account codes are debited and
the pro t centers are credited.

 Note
You can add multiple pro t centers and distribute the credits among them as percentages of the total.

7. If you select Distribute Charges to Speci ed Account Codes, add both ends of the transaction: in Add Cost Center, add
the accounts to be debited and in Add Pro t Centers, add the accounts to be credited.

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 Note
You can add multiple pro t centers and distribute the credits among them as percentages of the total and you can
add multiple cost centers and distribute the debits among them as percentages of the total.

8. If you are integrated with SAP FICO, select the correct allocation code for FICO in Allocation Code.

If you selected Inherit Item Chargeback Settings, then the Allocation Code is inherited from the course and you cannot
change it. If you select No Charge, you cannot change the allocation code.

Learning Organizations
The Learning organization in a user's learning pro le isn’t the same as their division or department, for example. It is their
organization for the purpose of assigning training.

Learning organizations usually map to organizations that you track in the rest of SAP SuccessFactors, but not always. You use
things like department and division for other reasons, but you useLearning organizations express how you divide your company
for the purpose of assigning training. For example, even though users are a part of different departments or divisions, you can
treat them as part of the same Learning organization because you assign the same courses to all of them based on how they’re
organized in your company.

For example, you have two departments in your organization to represent electronic auto parts and mechanical auto parts. But
for the purposes of training assignment, you want to see them as the same organization.. Both departments can be part of the
auto parts organization because they need courses about auto parts more generally.

Disabling a SAP SuccessFactors Learning Organization's

Shopping Account
Enable or disable an organization's shopping account to allow or prevent purchases for that organization.

Context
When an organization has a shopping account, that shopping account enables purchases outside of chargeback. It enables an
administrator (for example) to run the purchasing assistant to tie purchases back to the organization. Users who purchase with
the organization shopping account are purchasing with organization money. You might want to disable purchasing from that
organization shopping account.

Procedure
1. Go to SAP SuccessFactors Learning and then go to People Organizations .

2. Find and open the organization you want to manage.

3. Go to Finance.

4. Clear the Enable Shopping Account box.

Next Steps
You can enable the shopping account again by selecting Enable Shopping Account.

Grouping Learning Organizations into User Groups

Group Learning organizations into user groups to make them easy to manage.

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Context
A Learning organization group is a set of Learning organizations that functions separately from the hierarchy of a company. For
example, you can group all Health and Safety organizations in multiple business units across the enterprise. The user group can
include all Learning organizations that you consider health and safety, regardless of where they are in the organization
hierarchy.

You can use Learning organization user groups to assign courses. For example, you can use a Health and Safety organization
user group to search for and assign reserved seats to all organizations concerned with health and safety, regardless of the title
of their organization, who the organization reports to, or its place on the organization chart.

Procedure
1. Go to Learning Administration, go to People User Groups , and then choose Add New.

2. In Add Summary, add an ID and a description for the group and then choose Save.

3. Go to Organizations and choose add one or more from list to search for organizations to add to the group.

For each organization that you assign, you must also set an assign date that is on or after the current date. If the
organization that you want to add contains sub organizations, you can include all of those sub organizations by selecting
the Include Sub Org checkbox.

4. In Select Organizations to Add to Organization Group, decide how you want to add the organizations.

 Tip
You can add many organizations to the group at once. When you select any organization's Top Level Only or Include
Sub Org, you add that organization to the group.

To add only the organization itself and not any of its sub organizations, choose Top Level Only.

To add the organization itself and all of its sub organizations, choose Include Sub Org

5. Choose Add.

SAP SuccessFactors Learning Organization Summary

A summary of SAP SuccessFactors Learning organizations includes basic information about the organization.

To see the summary of SAP SuccessFactors Learning organizations, go to Learning administration and then go to People
Organizations Summary .

Organization Summary Fields

This Field… …Is Used as Follows

Organization Description Because the content of this box appears in the user interface and in reports, we
recommend that you enter a description that helps users identify the record or its purpose.
If you leave the box blank, then the user interface shows the organization ID as the
description of the organization.

Organization Type ID A unique ID of the organization type.

Email Address We recommend that you enter the user's e-mail address so that he or she can receive
important noti cations. His or her e-mail address appears in any reports that include the
user's contact information.

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This Field… …Is Used as Follows

Security Domain You can associate an entity with a security domain to control the administrators who can
access the entity. What an administrator can access and do for an entity depends on how
you con gured the permissions and security domain group of the role ID that is associated
with the administrator.

Branding Style The branding style of the selected organization. Branding styles affect the welcome
message for different roles and the way that the application appears to users and
administrators.

Comments We recommend that you use the Comments box to identify the purpose or intent of the
record. You can also include any information that you think other administrators might need
or nd useful for understanding the record and how to use it. For example, if you're working
with a user record and the user is on extended leave, you can note the reason for the leave
and the date you expect the user to return. Likewise, if you're working with an item or
scheduled offering record, you can note why you created or modi ed the record. All
comments are intended for administrators only and cannot be viewed in the user interface.

SAP SuccessFactors Learning Organization Account Code

When you give a SAP SuccessFactors Learning organization an account code, you identify the account that should be debited
and credited during a chargeback transaction.

Organization account codes apply to you if you’re using SAP SuccessFactors Learning commerce features and if you use
chargeback. You usually set the account code during implementation and don’t change it unless you’re reorganizing your
accounting system (this is rare). As a result, administrators usually look up organization account codes to troubleshoot a
transaction rather than to con gure the system.

In a chargeback system, the organization's authorized account code is debited or credited for each chargeback transaction.
When an organization offers training, the organization's account code is credited. When a member of the organization receives
training, the account code is debited. To enable the chargeback system for this organization, it must have an account code.

You can control whether individual users of the organization can debit the account code. To allow them to purchase training with
organization account codes, select User Can Use Org Accounts for each user. The default location of that setting is
People Users Account Code .

You manage organization account codes in People Organizations Account Code .

SAP SuccessFactors Learning Organization Finance Details

SAP SuccessFactors Learning organizations structure your Learning Management System (LMS) nance system into groups so
that all users of an organization can share accounts.

If you are using the LMS commerce system to track costs and purchasing, then organization commerce details provide a
structure to the nanace system. A SAP SuccessFactors Learning organization's nanance information ties the transactions in
a library back to the organization. Organization nanance details have two parts: shopping account and billing/shipping
information.

 Note
To investigate or edit organization commerce details, go to People Organizations Finance .

SAP SuccessFactors Learning Organization Shopping Account

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An organization's shopping account is auto-generated when you create the organization. The shopping account ties library
transactions to the organization. For example, when an administrators uses the purchasing assistant to create a transaction for
a learning item, the system tracks that transaction by the shopping account.

You can edit the shopping account information by going to Commerce Tools Purchasing Assistant . Look in Edit Shopping
Account.

 Note
An External shopping account type is ideal in a retail environment because an administrator can use a credit card to
purchase any items.

SAP SuccessFactors Learning Organization Billing and Shipping

If an administrator uses the purchasing assistant and purchases a learning item that requires shipping, then the organization's
shipping address is automatically inserted. A learning item requires shipping if its Shipping Required box is selected. This should
be a central address, therefore, where you can receive materials like books or videos.

The billing information is the location where bills for the material can be sent.

SAP SuccessFactors Learning Organization Custom Fields

You often want to add custom data to an organization. When you do, you see the data in the organization's custom elds.

You often want to store company-speci c data with your organization: data that we do not collect by default. For example, you
might want to collect your organization size so that when you report on your organizations, you can get a sense of how much
money they are spending, but also see it in relationship to their size as you have de ned it. In these cases, you can create
custom elds.

You typically create custom elds during implementation and review them periodically. In most cases, administrators are not
creating or removing the elds but instead viewing and populating the values of the elds per organization. You can see an
organization's custom eld values by opening the organization in People Organizations and then going to Custom Fields.

SAP SuccessFactors Learning Organization Owners

An organization owner has access to SAP SuccessFactors Learning dashboards.

Dashboards show organization owners some analytics about their organization. For example, the learning completion rate or
compliance with curricula. Dashboards are exible, so each company shows different data, but their purpose is to inform the
owner about the LMS usage at a glance.

You see an organization owners by going to People Organizations , opening the organization, and then looking in Owners. To
declare someone an organization owner, however, you go to Users Users , open the users' records, and then go to Organization
Dashboard.

SAP SuccessFactors Learning Organization Reserved Seats

A SAP SuccessFactors Learning organization reserved seat is a spot in a class: a spot that is reserved for a member of the
organization.

An organization seat reservation is a space reserved for users of a particular organization. For example, if you create an
Information Technology (IT) security course, you might want to reserve space for members of the IT organization. To do so, you

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create training seat reservations for IT organization members in the course. In a course with a registration limit of ten, for
example, you might devote ve spots to IT members.

You create reserved seats per class registration: you go to the class's Registrations area. But if you want to see all reserved
seats that an organization has for all classes, go to People Organizations , open the organization that you want to see, and then
go to the Seat Reservations tab.

SAP SuccessFactors Learning Organizations Training Budgets

If you use training planner, then you have training budgets for your organization. Organization budgets are your outlay for the
current planning period.

You can use People Organizations Training Budgets to view the budgets that have been set for the organization for each
active training request period. In order to modify the budgets, you must use the data import tool (System Administration
Tools Import Data ) and select Organization Budget from the Record Type list.

SAP SuccessFactors Learning Organization Training Managers

If you use training planner, then you have organization training managers. Organization training managers can view summary
training requests for the organization.

In People Organizations Training Managers , you can indicate to the users about their training managers for the organization.
Training managers can view summary information about all the training requests associated to the organization and its
suborganizations.

SAP SuccessFactors Learning Organization Users

SAP SuccessFactors Learning organization users are all users who belong to an organization.

You can use People Organizations Users to view users who are associated with the organization. You can’t modify the
association between an organization and its users from Users. To modify that association, you must change the value in the
Organization eld in Summary of the user record (People Users Summary ). You can send an ad hoc noti cation to any or all
users in the organization by selecting the user and then clicking Send Email Noti cation.

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