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Administrator Training Guide

SAP SuccessFactors
Learning Administration -
Learning Needs
Management
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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - LEARNING NEEDS 3

SAP SuccessFactors Learning Administration -

Learning Needs Management
ABOUT THIS HANDBOOK.............................................................................................................................. 6
COURSE INTRODUCTION.............................................................................................................................. 7
Overview.......................................................................................................................................................... 7
Target Audience.............................................................................................................................................. 7
Unit Objectives................................................................................................................................................ 7
Assumptions................................................................................................................................................... 7
Browser Pop-up Window.................................................................................................................................. 7
Administrator Role and Workflows.................................................................................................................... 8
Required Fields................................................................................................................................................ 8
Using this Guide............................................................................................................................................. 8
SAP SuccessFactors Community................................................................................................................. 9
Additional Resources..................................................................................................................................... 9
LESSON 1 - ITEMS........................................................................................................................................ 10
Lesson Overview.......................................................................................................................................... 10
Objectives....................................................................................................................................................... 10
Item Main Concepts...................................................................................................................................... 10
Adding an Item............................................................................................................................................... 10
Item Key......................................................................................................................................................... 12
Exercise - Add a New Item........................................................................................................................... 13
Main Areas of Item Record.......................................................................................................................... 14
Core Area (Summary Tab)............................................................................................................................. 14
Exercise - Add Information to an Item’s Core Area (Summary)...............................................................15
Edit Item Description.................................................................................................................................... 16
Edit Item Thumbnail Image............................................................................................................................. 17
Cover Page..................................................................................................................................................... 18
Actions Area................................................................................................................................................. 19
Related Area................................................................................................................................................... 19
Actions Area - Options and Description..................................................................................................... 20
Working with Segments............................................................................................................................... 21
Exercise - Work with Item Default Segments............................................................................................. 22
Adding Catalog Information........................................................................................................................ 23
Exercise - Add an Item to a Catalog............................................................................................................ 25
Adding Subject Areas to an Item................................................................................................................ 26
Exercise - Add Subject Areas to an Item.................................................................................................... 26
Preparation for Personalized Recommendations......................................................................................26
Related Reports............................................................................................................................................ 27
Conclusion.................................................................................................................................................... 27
Knowledge Check......................................................................................................................................... 27
LESSON 2 - CURRICULA............................................................................................................................. 29
Lesson Overview.......................................................................................................................................... 29
Objectives....................................................................................................................................................... 29
Curriculum Main Concepts.......................................................................................................................... 29
Characteristics of Curricula............................................................................................................................. 29
Curriculum Status........................................................................................................................................... 30
Curriculum ID................................................................................................................................................ 30
Exercise - Add a New Curriculum............................................................................................................... 31
Main Areas of Curriculum Record............................................................................................................... 31

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - LEARNING NEEDS 4
Core Area...................................................................................................................................................... 32
Related Area.................................................................................................................................................. 34
Associating Contents................................................................................................................................... 34
Items.............................................................................................................................................................. 35
Exercise - Associate Items to Curriculum.................................................................................................. 37
Requirements................................................................................................................................................ 38
Subcurriculum.............................................................................................................................................. 38
Exercise - Create a Curriculum Hierarchy (Subcurriculum).....................................................................39
Adding Curricula to Catalogs...................................................................................................................... 39
Exercise - Add Curriculum to a Catalog..................................................................................................... 40
Actions Area................................................................................................................................................. 40
Cover Page..................................................................................................................................................... 40
Cover Page Instructor Tile........................................................................................................................... 41
Related Reports............................................................................................................................................ 42
Conclusion.................................................................................................................................................... 42
Knowledge Check......................................................................................................................................... 42
LESSON 3 - PERIOD-BASED CURRICULA................................................................................................. 44
Lesson Overview.......................................................................................................................................... 44
Objectives....................................................................................................................................................... 44
Period-Based Curriculum............................................................................................................................ 44
Event Versus Calendar Basis...................................................................................................................... 45
Basis - Event................................................................................................................................................. 45
Basis - Calendar........................................................................................................................................... 46
Previous Completions.................................................................................................................................. 49
Assignment Type............................................................................................................................................ 50
Exercise - Set Item Periods within a Curriculum.......................................................................................50
Exercise - Set a Fixed, Initial Required By Date......................................................................................... 51
Curricula Deactivation Wizard..................................................................................................................... 51
Conclusion.................................................................................................................................................... 52
Knowledge Check......................................................................................................................................... 52
LESSON 4 - MANUAL LEARNING ASSIGNMENTS....................................................................................54
Lesson Overview.......................................................................................................................................... 54
Objectives....................................................................................................................................................... 54
Learning Assignment Main Concepts......................................................................................................... 54
Assigning an Item using the Assigned Items Tab...........................................................................................54
Exercise - Assign Items Directly to User Record.......................................................................................55
Assign a Curriculum..................................................................................................................................... 55
Exercise - Assign Curricula Directly to User Record................................................................................56
Batch Learning Assignments...................................................................................................................... 56
Exercise - Assign Curriculum Using the User Needs Management Tool................................................58
Assign Learning via Data Import Tool........................................................................................................ 59
Related Reports............................................................................................................................................ 60
Conclusion.................................................................................................................................................... 61
Knowledge Check......................................................................................................................................... 61
LESSON 5 - AUTOMATED LEARNING ASSIGNMENTS.............................................................................62
Lesson Overview.......................................................................................................................................... 62
Objectives....................................................................................................................................................... 62
Learning Assignment Main Concepts......................................................................................................... 62
Curricula and Job Codes............................................................................................................................. 62
Exercise - Associate a Curriculum to a Job Code.....................................................................................64
Assignment Profiles..................................................................................................................................... 65
Groups, Rules, and Attributes..................................................................................................................... 66

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - LEARNING NEEDS 5
Main Areas of Assignment Profile - Core Area..........................................................................................67
Core Area....................................................................................................................................................... 68
Related Area................................................................................................................................................... 68
Actions Area................................................................................................................................................. 69
Deactivate Assignment Profiles.................................................................................................................. 71
Associating Curricula................................................................................................................................... 72
Associating Item(s)......................................................................................................................................... 73
Programs....................................................................................................................................................... 73
Recommending Items.................................................................................................................................. 74
Recommending Programs........................................................................................................................... 74
Recommending Collections........................................................................................................................ 75
Groups (of Users for Slots or Custom Tiles).............................................................................................. 76
Propagate Assignment Profile.................................................................................................................... 76
Exercise - Add a New Assignment Profile.................................................................................................. 77
Assignment Profile Synchronization APM................................................................................................. 78
Synchronize Assignment Profile..................................................................................................................... 79
Related Reports............................................................................................................................................ 79
Conclusion.................................................................................................................................................... 79
Knowledge Check......................................................................................................................................... 80
LESSON 6 - RECORD LEARNING EVENTS................................................................................................ 81
Lesson Overview.......................................................................................................................................... 81
Objectives....................................................................................................................................................... 81
Learning Event Main Concepts................................................................................................................... 81
Types of Learning Events............................................................................................................................... 81
Item-Based Events......................................................................................................................................... 81
External Events.............................................................................................................................................. 82
Data Recorded in a Learning Event................................................................................................................ 82
Access Record Learning Tools................................................................................................................... 82
Exercise - Record a Learning Event for Item(s) Completion....................................................................83
Exercise - Record a Learning Event for External Event............................................................................84
Learning History........................................................................................................................................... 84
Items with Retraining...................................................................................................................................... 85
Certificate of Completion................................................................................................................................ 85
Learning Event Editor.................................................................................................................................. 85
Attachments.................................................................................................................................................. 86
Related Reports............................................................................................................................................ 88
Conclusion.................................................................................................................................................... 89
Knowledge Check......................................................................................................................................... 89
UNIT SUMMARY............................................................................................................................................ 90

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - LEARNING NEEDS 6

About this Handbook

This handbook is intended to complement the instructor-led presentation of this course,
and serve as a source of reference. American English is the standard used in this
handbook. The following typographic conventions are also used:

Use Example/Visualization

Demonstration by Instructor
A hint or advanced detail is shown or
clarified by the instructor –
please indicate reaching any of these
points to the instructor

Warning or Caution
A word of caution – generally used to
point out limitations or actions
with potential negative impact that need
to be considered consciously

Hint
A hint, tip or additional detail that helps
increate performance of the solution or
help improve understanding of the
solution

Additional information
An indicator for pointing to additional
information or technique beyond the
scope of the exercise but of potential
interest to the participant

Discussion/Group Exercise
Used to indicate that collaboration is
required to conclude a given
exercise. Collaboration can be a
discussion or a virtual collaboration.

User Interface Text

Find the Flavor Gallery button

Solution or SAP Specific term E.g. Flavors are transaction specific screen
personalization created and rendered using
SAP Screen Personas.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - LEARNING NEEDS 7

Course Introduction
Overview
SAP SuccessFactors Learning is a Learning Management System (LMS). In this course,
you will gain basic skills in how to use the LMS to create and modify item and curriculum
records, assign learning to users, and record learning events. This course uses the
concepts and terminology associated with the SAP SuccessFactors Learning Needs
Management Model, and helps you to develop a working knowledge of this model for use
in implementing your learning needs management strategy.
Target Audience
This training is intended for all SAP SuccessFactors Learning administrators (admins).
Unit Objectives
This unit contains six lessons:

 Lesson 1: Items
 Lesson 2: Curricula
 Lesson 3: Period-Based Curricula
 Lesson 4: Manual Learning Assignments
 Lesson 5: Automated Learning Assignments
 Lesson 6: Record Learning Events

Upon completing this unit, 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

Assumptions
The SAP SuccessFactors Learning instance 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.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - LEARNING NEEDS 8

When you first log in to SAP 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 to display a box displaying 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 SAP SuccessFactors Learning administrator role is
associated with all available workflows in the system. If your role does not include certain
workflows, those tabs and pages will be grayed out and/or inaccessible.

Required Fields

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

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

Using this Guide

This guide is designed to be used in conjunction with an instructor and provides general
information that will be elaborated upon by the instructor.

Throughout the guide, you may 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.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - LEARNING NEEDS 9

Activity: Indicates an activity for you to complete that helps reinforce the
information you just learned.

Note: Indicates additional information that is related to the information

presented.

Exercise: Indicates a hands-on exercise. Follow the step-by-step process

outlined to perform specific tasks in the instance.

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.

SAP SuccessFactors Community

Customer Community is your one-stop shop for support, quick answers, product training
and quarterly release updates. You may also post ideas for enhancements on product-
specific Q&A boards, and "Kudo" other ideas that you like. Enhancement ideas with the
most kudos often become part of the product roadmap for future releases.

https://community.successfactors.com/

Additional Resources
For more information about SAP SuccessFactors, refer to these resources:

Main Website http://www.SuccessFactors.com

SAP SuccessFactors Process https://community.successfactors.com/t5/SAP-

Library SuccessFactors-Process/ct-p/ProcessLibrary

Training and Certification Shop https://training.sap.com/shop/learninghub

SAP SuccessFactors HCM Suite

http://help.sap.com/cloud4hr
Help Portal

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - LEARNING NEEDS 1

Lesson 1 - Items
Lesson Overview
The goal of this lesson is to provide detailed information about item records (items) and
how to add and work with them in SAP SuccessFactors Learning.

Objectives

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

 Describe the purpose of an item

 Identify the three parts of the item key
 List the four item classifications
 Describe the main sections of an item record
 Add instructor-led items
 Add items to a catalog
 Add subject areas to an item
Item Main Concepts
An item is an assignable unit that can be tracked in the SAP SuccessFactors Learning
system. It may be a learning or non-learning activity.

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

 Reading a standard operating procedure (SOP)

 Obtaining a commercial driver’s license
 Completing an annual physical
 Attending a mandatory all-hands meeting

Adding an Item

The Add New Learning Item wizard can be accessed by navigating to Learning > Items >
Add New. As a best practice, it is recommended that the Admin search for the item by title
and confirm that it is not already in the system (as an active or inactive item) before
creating it as a new item.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - LEARNING NEEDS 1

Select an item classification and click OK.

The system will designate an item classification for an item automatically based on
whether the item includes segments and/or online content. There are four classifications in
the system:

 Scheduled Only: Instructor-led training (ILT) that is scheduled with a date and a time.
This includes any kind of classroom-based training, lectures, on-site labs, virtual
sessions, or teleconferencing. When these ILT items are set up, at least one
segment is created (with a default of one day and eight hours in duration unless the
Admin specifies other durations and days). The segment defines a day or portion of
a day for how long the training will be delivered. It is recommended to use a
minimum of one segment per day but multiple segments per day could indicate
changes in location or topic or instructor. (For example, if you wanted to create an
item that will be scheduled for delivery over three full days, it would have three one-
day segments of eight hours each.)

 Online Only: An online item is content that may be launched at any time
(asynchronous). There is no instructor or facilitator and there is no registration or
scheduled offering. The content is available entirely online.

 Examples of online items include:

 An online exam
 An e-learning course
 A Web-Based Training (WBT) course
 A link to a website
 A document that users must read and review (i.e., HR handbook, new
standard operating procedures, etc.)

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - LEARNING NEEDS 1

Online items may contain one or more of these. Further information may be found in the
Online Content Management and Online Exams modules.

 Scheduled and Online (Blended): Blended items are a combination of content that
will be launched online as well as scheduled training with an instructor. An
example may be an instructor-led course that includes one or more online exams,
such as a pretest and a final.

Note: If there is a need to track each part separately in the learning history, it is necessary
to create more than one item: one for the online content and a separate one for the
instructor-led training. Separate items would also permit functionality such as
prerequisites and substitutes (discussed in the Learning Needs Management: Learning
Extras guide).
Blended items are discussed in more detail in the Online Content Management module.

 Other: Other items are not scheduled or online but are activities that we want to track
in a user’s history to show that he/she completed them.

 Examples of Other items include:

 A course taken at a local university

 CPR certification
 Attendance at a users’ conference
 A checklist of observable tasks

Item Key
The first step in creating an item is to establish an item key. 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 a new item is created, you must choose from the defined list.
Subsequently, each “type” is directly linked to a “completion status,” which is
another admin-defined global reference used when recording a learning event.

 Item ID: This is a unique identifier for each item within the SAP SuccessFactors
Learning database. It is recommended that a standard ID naming convention be
applied to items and all records in the system. You can also configure the system
to auto-generate Item IDs.

 Revision date/time stamp: The system will default to the current date/time and
version 1. There is no reason to change these fields when creating a new item.
When an item gets revised (using the Revision Assistant described in the Learning
Needs Management: Learning Extras guide), the new revision of the item will be
created with a new revision date and time.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - LEARNING NEEDS 1

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

On the Add New Item page, required fields are indicated with a red asterisk (*).

Note: Before you finish creating and saving an item record, you should double-check and
verify you have selected the correct item type and item ID. Once you save the item, you
cannot change the item type or item ID.
Best Practice: Before creating an item in the LMS, it is recommended that you search for
the item by title in order to ensure you are not creating a duplicate record.

Exercise - Add 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.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - LEARNING NEEDS 1

9. Select a domain for the item.

10. Select the number of days (for example: 2).
11. Enter the hours per day (for example: 8.00).
12. Click Additional Options and enter the number of hours into contact hours, credit
hours, and/or CPEs as applicable. (You may need to scroll down using the inner
window’s scrollbar on the right.)
13. Click Save & Exit.
Main Areas of Item Record
The item record is divided into three main areas:

 Core (red outline at the top left), also known as the Summary section or
Summary tab; includes basic summary-type information
 Actions (green outline at the top right); lists relevant actions
 Related (yellow outline at the bottom half); additional tabs

Core Area (Summary Tab)

The core area, also referred to as the Summary Tab, contains the basic information of the
item record, including the item title, item key, description, and classification. To edit any
field in this area, click in a displayed field and enter text or select a reference value
(depending on the field type). You can also view and enter additional information by
clicking located at the bottom left of the core area.

Once expanded, the screen displays the following sections where updates can be made:

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - LEARNING NEEDS 1

Title Summary Design

Description Extended Summary Process Control

Exercise - Add Information to an Item’s Core Area

(Summary)
In this exercise, add information to an item’s core area.

1. Using the item created in Exercise 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:

i. Click the Source field and select Internal (INT) from the menu.
ii. Click the Enable User Requests field and select Yes (if not already selected
by default).
iii. Click the Supervisors can record Learning Event field and select No (if
not already selected by default).
iv. Click the Users can record Learning Event field and select No (if not already
selected by default).
v. Click the Enable User Requests field and select Yes (if not already selected
by default).
vi. Click the Self Registration field and select Yes from the drop-down menu (if not
already selected by default).

5. In the Extended Summary section:

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

6. In the Design section:

i. Click the Initial Basis field and select Event.

ii. Click the Initial Period field and select Days.
iii. Click the Initial Number field and enter 30.

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.

7. Click Save.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - LEARNING NEEDS 1

Edit Item Description

Once an item has been created, you can format the item description and add hyperlinks to
make it more visually appealing. Formatting options include:

 Bold
 Italics
 Underline
 Bulleted (unordered) lists
 Numbered (ordered) lists
 Font color
 Font background color
 Links

Descriptions are displayed to the user on the item details page.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - LEARNING NEEDS 1

Edit Item Thumbnail Image

If globally enabled, you may upload images for each item that will display on the Learning
Plan, Item Details, and Catalog search results.

When no custom images are uploaded for an item, the system will display either global
default icons or photos.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - LEARNING NEEDS 1

Cover Page

Administrators can create custom landing pages for items. A flexible, WYSIWYG design
space gives admins the tools they need to deliver tailored information about an item to end
users. A source code view provides added design flexibility. The cover pages can also be
created in different languages for international audiences.

To configure the cover page:

1. Open an item record.

2. Click Cover Page (Inactive).
3. Select a layout from the drop-down menu.
4. Click the Edit icon (gear) for each content area of the layout to edit the section.
5. After making your edits, click Preview to view your page before activating it.
6. Click Save to submit all of the changes.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - LEARNING NEEDS 1

7. Click Activate at the top of the page to make it visible to end users. Once activated,
the custom cover page displays in the overview to users who are assigned the
item.

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

 Assign (initiates the User Needs Management tool to enable you to batch
assign items and curricula to one or more users)
 Schedule (create a scheduled offering of the item)
 Bookmark (add the item to a list of bookmarked records to make it easier to
find later)
 Cover Page (create custom landing pages for 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)

Note: These actions are covered in future sections of this guide and in the Learning Needs
Management: Learning Extras guide; the Schedule option is covered in the Scheduling
Management module.

Related Area

The Related area of the item record contains tabs with additional information regarding the
item. Select a tab from the Related area on the left side (i.e., Segments) to display the
details of the tab on the right. Click More to see additional Related tabs.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - LEARNING NEEDS 2

Actions Area - Options and Description

The following table provides a list and descriptions for each Related tab.

Option Description

Segments Identify default time blocks used when creating scheduled

offerings.

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

Catalogs Add items to catalogs that determine which users have access to
the item for self-assignment or self-enrollment into its scheduled
offerings.

Competencies Associate the competencies related to the item and set the 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 List which other item(s) a user can complete to get credit for this
item without specifically completing this item.

Tasks Associate the tasks related to the item. Create Task Checklist.

Scheduled Offerings View future scheduled offerings of the item.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - LEARNING NEEDS 2

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 to the item.

Requests View/add user requests for the item.

Profit centers View the purchasing options and the account codes that act as the
default profit center if a user’s account is charged for the training.

Cost Calculation Identify the default overhead costs for creating, delivering, and
maintaining the item.

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

Grading Options Establish that the Grade field will be required when a learning event
is recorded and map grades to completion statuses that will show
in the learning history.

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.

Working with Segments

The Segments tab of the item contains the default segment structure. This is added when
an instructor-led item is created. A segment is a block of time. The item defaults are used
to build out the actual training schedule when the item is scheduled in the LMS to create a
scheduled offering. At the item level, you can indicate the day, duration, delay start (or
break before the current segment), default location type, and equipment needed for each
segment. Once a scheduled offering of the item is created, the day numbers and durations

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will be replaced with specific start dates and start times for each segment. Resources such
as instructors, training locations, and equipment can be indicated for each segment of the
scheduled offering.
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.

Exercise - Work with Item Default Segments

In this lab, you will work with item default segments.

1. Select the Segments tab in the Related area of the item record (that you
created earlier).
2. Enter a description for each existing segment.
3. Change the duration of a segment to 4 hours.
4. Click Save.
5. Click the add segments icon ( ) to add a new segment and enter the following:

 Day: 3
 Description: Final Review
 Duration: 4 (hours)

6. Click Save.
7. Click ( ) to add another new segment and enter the following:

 Day: 3
 Description: Final Exam
 Duration: 1 (hours)
 Delay Start: 0.5 (hours): This will create a 30-minute break between the two
segments on Day 3

8. Click Save.

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Note: To remove one or more segments, select the Delete checkbox, and click Save.
Job aid: Edit Instructor-Led Items

Adding Catalog Information

A catalog is used to make items available to a group of users for self-assignment.
Scheduled offerings of the item may allow self-registration and would also need to be in
the user’s catalog for the user to self-register. Items that are not in a catalog will not be
available to users for self-assignment and must be assigned by an admin. Supervisors will
be able to assign items that are in their catalog. If an offering is not in a catalog that the
user may access, then an admin (or the user’s supervisor) would need to register the user.
Access to a catalog is provided through an assignment profile. Users may have access to
more than one catalog, but from the user’s perspective, they only see one combined
catalog consisting of all items, offerings, and even curricula that have been placed in any
catalog to which they have access. The user is not shown the names of the catalogs
because they are not used to categorize the items but rather to control access for specific
groups of users.

An item added to a catalog may be flagged as new, featured, or revised until a given date.
This makes the item visible to the user in the detailed view of a special area of the Find
Learning (catalog) tile as well as on the Featured tile.

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Optionally, a reason may be given for why this item is being featured.

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Separately, an expiration date may be set which determines when the item will be
removed from a particular catalog (triggered by an automatic process in System
Configuration). This does not render the item inactive or remove the item from a user’s
Learning Plan, but it does ensure that it is not part of a particular catalog after the set
expiration date and it will not be able to be found by a user performing a catalog search
after that date.

Exercise - Add an Item to a Catalog

In this exercise, you will add an item to a catalog.

1. Using the item created in Exercise 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.

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12. Click Save.

Adding Subject Areas to an Item

Users have the ability to browse catalogs by subject area. A subject area can be added
from the Related Area of an item record. Clicking the add icon ( ) takes you to a list of
available subject areas to choose from. 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.

Exercise - Add Subject Areas to an Item

In this exercise, you will add subject areas to an item.

1. Using the item created in Exercise 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 exercise, 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.

Preparation for Personalized Recommendations

If enabled, personalized learning recommendations powered by machine learning
capabilities with SAP Leonardo will enable users to find relevant courses from their
learning catalogs without needing to search through the catalog. Currently, this feature is
only available through the Early Adopter program but is expected to be available to all
customers in the near future.

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In the meantime, all customers are encouraged to follow these recommendations as best
practices:

 Specify meaningful Item Titles and Descriptions: - to help users to decide if the
course is relevant to them or not and so that the Recommendations engine will
generate better quality topics.
 Specify Course Duration (Learning > Items > Length).
 Enable Item Rating feature.
 Use contextual thumbnails, rather than a default one for a better user experience.
 Activate saving catalog search phrases to enable the recommendations engine
to increase the relevancy of the recommendations (System Admin >
Configuration > System Configuration > PERSONALIZED
RECOMMENDATIONS > catalogSearchDataCaptureEnabled=true).

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

 Item Data
The Item Data report returns attributes of learning items.

 Item List
The Item List report, given learning items, returns the items' type/ID/revision code
and title.

Conclusion
In this lesson, 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 purpose of an item

 Identify the three parts of the item key
 List the four item classifications
 Describe the main sections of an item record
 Add instructor-led items
 Add items to a catalog
 Add subject areas to an item

In the next lesson, you will learn how to use items to build curricula.
Knowledge Check
Use what you learned in this lesson to answer the following questions.

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1. List the three parts of the item key:

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

3. 3. Your manager has given you the following tasks:

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

 Inform users what topics are covered in the course.

 Users should receive 8 credit hours upon successful completion of this item.

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

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Lesson 2 - Curricula
Lesson Overview
The goal of this lesson is to provide detailed information about curricula, including how to
add and work with them in SAP SuccessFactors Learning.

Objectives

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

 Describe the benefits of using curricula

 Describe the characteristics of curricula
 Create a curriculum using the provided step-by-step instructions
 Modify item defaults within curricula
 Set up subcurricula
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 provides the functionality to recalculate required by dates on
items that have been completed but must be repeated on a recurring basis.
Advantages of using curricula include:

 A curriculum status will show whether a user has satisfied all the effective
requirements so it may be tracked as complete or incomplete as a whole.
 Curricula provides 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.
 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
assignment 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.

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 Curricula can contain requirements (covered in the Learning Needs

Management: Learning Extras guide):

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

Curriculum Status

Curricula can have one of two statuses, Complete and 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 Learning Needs Management: Learning Extras for more information)

The Incomplete status is in effect when any of the following occur:

 A new curriculum is assigned to a user and the effective date for any required items
is in the past
 Any required item has not been successfully completed and recorded
 A completed item’s retraining interval date has passed
 The curriculum is modified with a new or revised item, and the effective date is not
set for a future date
 The requirements have not been met as described on the Requirements link
(see Learning Needs Management: Learning Extras for more information)

Note: When you select the Force Incomplete checkbox, the system calculates whether the
status should be complete or incomplete based on the user’s latest attempt at completing
the item. If the user’s latest attempt at completing the item or its substitute is a failure, (or
other not-for-credit completion) the system calculates the expiration and required dates
based on the date and time of the last unsuccessful attempt.

Curriculum ID
The Curriculum ID is a unique identifier in the SAP 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 all administrators when
searching, assigning, or running reports for curricula.

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Some sample curriculum IDs include:

 LDR-BASICS
 SAFETY-ELECTRICIANS
 MGMT-REMOTE

Exercise - Add a New Curriculum

In this exercise, 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 the curriculum
should show incomplete if the latest attempt at completing an item (or its substitute) is a
failure.

9. Click Add.
Main Areas of Curriculum Record
Once a curriculum record is added to SAP SuccessFactors Learning, it is organized into
three main areas:

 Core (red outline), or Summary Tab

 Related (yellow outline)
 Actions (green outline)

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Core Area
The core area, also known as the Summary Tab, contains the basic curriculum record
information, including curriculum title, ID, description, and type. To edit a field in this area,
click in a displayed field and enter text or select a reference value (depending on the field
type).
The following table lists and describes the fields for a curriculum record, and whether the
field displays to the user.

Field Description Displays to

User

Title Name of curriculum displays to the user on X

the Curriculum Status screen. Can be in
multiple languages.

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Field Description Displays to

User

Description This field is for admin informational purposes

only. Can be in multiple languages.

Creation Date Indicates the date the curriculum was

created.

Domain* Identifies administrative ownership of the

record.

Curriculum Type Indicates an area that the curriculum is

specific to (HR, IT, Safety, etc.).

Active This checkbox indicates whether the

curriculum is active or inactive in the
database.

Force Incomplete This checkbox calculates whether the status

of the curriculum should be complete or
incomplete based on a user’s latest attempt
at completing any required item (or its
substitute) assigned to the curriculum. Only
relevant for curricula with Items with
retraining. With health, safety, or risk-related
curricula, this is used so that the most-recent
failed attempt at completion will show the
user as unqualified or unable to continue
performing their responsibilities. Examples
may include piloting a plane, performing
surgery, or operating an expensive or
potentially dangerous piece of machinery.

Enable electronic If checked, an electronic signature (PIN) will

signature be required when a learning event is
recorded for items in this curriculum (if
enabled).

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Related Area
The Related area of the curriculum record contains additional information regarding the
curriculum.

Select the Related tab on the left (i.e., Assignment Profiles) to display the details on the
right.
The following table provides a list of and descriptions for each Related tab of the
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.

Associating Contents
The Contents tab in the Related area is used to view, associate, and edit one or more of
the following to the curriculum:

 Items ( )
 Requirements ( )
 Subcurricula ( )

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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.

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 the 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
subcurricula.

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:

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 Initial Assignment (covered in Module 3): The amount of time users have 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 users have
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.
 Basis Date (covered in Module 3): Defines the beginning point of the time-periods for
Calendar basis only. The system will create periods starting from the Basis Date and
lasting for the duration specified in either the initial assignments or retraining
assignments section. Customers will typically use calendar basis when they want to
define their own fiscal or business year. Most commonly, 1 year is used for initial
assignment and/or retraining. Depending upon the threshold settings, users will
either need to complete the item initially by the end of the current fiscal year, or the
end of the next one, or this may depend on the number of days into the period they
are when they receive the assignment. Retraining will always give the user until the
end of the next period to complete their retraining.
 Effective Date: The date when the item has an impact on the overall curriculum
status. The curriculum does not use the item’s own completion status to
calculate whether the curriculum is complete until on or after the effective date of
the item. There must be a date in this field if the assignment type is “Required”.
 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.

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Note: Within this particular curriculum, the item shown in is required and due 90 days from
the assignment date, no retraining is necessary.
Exercise - Associate Items to Curriculum
In this exercise, you will associate items to curriculum.

1. Access the curriculum created in Exercise 6.

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:
8. Enter initial assignments (number and period).
9. Select an initial basis (event).
10. Do not enter retraining assignments.
11. No basis date is needed for Event based, but if it has a default value, just leave it
as it’s ignored. For effective date, use the current date.

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

12. Click Apply Changes.

13. Click the Move Up ( ) arrow and Move Down ( ) arrow to sequence the
curriculum content. This sets the suggested order display for users.

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14. Click the X to close the Edit window and return to the curriculum record.

Requirements
Requirements offer the user a choice of how they wish to complete training and are often
thought of as electives. There are three types of requirements:

 # of hours of a type of hours (contact, credit, CPE, or total)

 # of hours from an item pool
 # of items from an item pool

Each requirement may be met differently by different users – so long as they fulfill the
necessary number of hours or items in the requirement. When added to a curriculum and
given an effective date, the curriculum will consider the completion of the requirement
when calculating the curriculum’s completion status. When all the effective requirements
(and required items) are complete, the curriculum status will be complete. Requirements
may be grouped to create logical “or” relationships.

Note: This topic is covered in more detail in the “Requirements-Based Curricula” section of
the Learning Needs Management: Learning Extras guide.
Subcurriculum
The Subcurricula option is used to create a hierarchical structure between two or more
curricula.

When the curriculum designated as the parent (main) is assigned to a user, all items in the
parent curriculum and nested (subcurricula) curricula are added to the user’s Learning
Plan. 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

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all curricula to achieve a status of Complete in the parent curriculum. Each subcurricula
status can be tracked and reported on individually.
Changes to the completion status of the subcurriculum may affect the main curriculum. If
both are currently incomplete and the user completes the last required item in the
subcurriculum, the statuses of both curricula will now show as complete. If both curricula
are currently complete and there’s an item in a subcurriculum that requires retraining, if the
user does not retrain on time, the statuses of both curricula will now change to incomplete.

Exercise - Create a Curriculum Hierarchy

(Subcurriculum)
In this exercise, you will create a curriculum hierarchy (subcurriculum).

1. Using the curriculum created in Exercise 6, select the Contents tab in the
Related area.
2. Click Edit.
3. Click the Add Content button ( ).
4. Select Subcurricula from the drop-down menu.
5. Enter criteria in the keyword field to search for the curriculum to add as
the subcurricula.
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.

Adding Curricula to Catalogs

The Catalogs tab in the Related area of the curriculum record is used to add the
curriculum to one or more catalogs. Doing so allows users to self-assign the curriculum
and push the items in it to their learning plans. If desired, the items may be placed into the
catalogs at the same time as the curriculum, which will allow users to self-assign the items
individually. Supervisors can also assign curricula from their catalogs to their employees.

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
SAP SuccessFactors Learning.

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Exercise - Add Curriculum to a Catalog

In this exercise, you will add curriculum to a catalog.

1. Using the curriculum created in Lab 7, 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.
9. In the Reason field, enter why this curriculum is flagged (user viewable).
10. Click Save.

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

Cover Page

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Administrators can create custom cover pages for curricula. A flexible, WYSIWYG design
space gives admins the tools they need to deliver tailored information about a curriculum
to end users. A source code view provides added design flexibility. The cover pages can
also be created in different languages for international audiences.

To edit the curriculum cover page content:

1. Open a Curriculum record.
2. Click Cover Page (Inactive).
3. Select a Layout from the drop-down menu.
4. Click the Edit icon (gear) for each content area of the layout to edit the section.
5. After making your edits, click Preview.
6. Click Save to submit all of the changes.
7. Click Activate at the top of the page to make it visible to end users.

Cover Page Instructor Tile

The instructor tile displays on the curriculum cover page to introduce primary instructors
who are teaching upcoming courses in the curriculum. Secondary instructors do not
display. Each primary instructor displays with a user photo, title, and biography.

The content in the instructor tile depends on the content available:

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 If the instructor is associated with a user, then the instructor tile shows the
instructor’s photo and job title from the LMS user record and quick card in
an integrated environment.
 User photos respect the hideUserPhotosGlobally setting and work like other
photos in an integrated environment.
 If an instructor’s biography exists on the instructor record, it opens when users
click the instructor’s name.
Related Reports
The following are reports in SAP SuccessFactors Learning that relate to this module:

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

Conclusion
In this lesson, you were introduced to key curriculum concepts. The main tabs of the
curriculum and the information contained on each were covered. Step-by-Step instructions
were provided for adding a new curriculum, associating items to the curriculum, modifying
item defaults within the curriculum, and adding subcurricula to a parent curriculum.

You should now be able to:

 Describe the benefits of using curricula

 Describe the characteristics of curricula
 Create a curriculum using the provided step-by-step instructions
 Modify item defaults within curricula
 Set up subcurricula
Knowledge Check
Use what you learned in this lesson to answer the following questions.

1. When an item is added to a curriculum, which of the following cannot be edited?

a) Assignment 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.

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4. True or false: For a curriculum status to be Complete, all items in the curriculum must
be complete.

5. If the main curriculum is complete and an item in a subcurriculum is passed

its required by date, what happens to the parent curriculum?

a) Has no effect on the overall curriculum

b) The curriculum status changes to incomplete

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Lesson 3 - Period-Based Curricula

Lesson Overview
This lesson provides detailed information about initial and retraining assignments within a
curriculum and how to work with them in SAP SuccessFactors Learning.

Objectives

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

 Set up a period-based curriculum

 Explain the differences between initial basis: event and initial basis: calendar
 Predict the required date of an item based on the period specifications
 Describe the purpose of the curriculum deactivation wizard
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. Default values for retraining may be entered at the item level
but retraining will only be tracked for items that are assigned by a curriculum.

In review of characteristics of a curriculum, each item in a curriculum has the following

settings:

 Initial assignment
 Retraining assignment
 Basis date (Calendar basis only)
 Threshold (Calendar basis only)
 Effective date
 Assignment type

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Event Versus Calendar Basis

As an administrator, you have two options available when setting initial and retraining
assignment: event or calendar.

 Event basis: Uses the assignment date of the item or the user’s hire date to
determine the initial required by date. For retraining, the most recent date of
successful completion is the event and will be used to calculate the next required
date.

 Calendar basis: Uses a basis date to create periods that last for the duration
specified in either the initial assignments or retraining assignments section.
Depending upon the threshold settings, users will either need to complete the
item initially by the end of the current fiscal year, or the end of the next one, or this
may depend on the number of days into the period they are when they receive the
assignment. Retraining will always give the user until the end of the next period to
complete their retraining.

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

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for initial basis: event is the assignment date (initial assignment) or the user’s 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, SAP
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 10/16/2014. SAP SuccessFactors Learning calculates a
required by date of 11/15/2014. It completes the current day period 10/16, then counts 30
days. Using the same dates but setting an initial assignment of one month, SAP
SuccessFactors Learning generates a required by date of 11/30/2014. It completes the
current month period, October, then counts one full month.
Finally, using the same dates but changing the initial assignment to one year, SAP
SuccessFactors Learning calculates a required by date of 12/31/2015. It completes the
current year period, 2014, then counts one full year.
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 10/01/2014 and has calendar basis 6
month initial period. Therefore, SAP SuccessFactors Learning creates intervals starting on
10/01/2014, each running for six months.

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A user completes an item on 02/11/2015 with a retraining assignment of six months and
the above retraining basis: calendar. SAP SuccessFactors Learning generates a new
required by date of 09/30/2015. It completes the current six month calendar period,
Interval 1, and then looks for the end of the next interval.
If the completion date is 04/15/2015, SAP SuccessFactors Learning calculates a new
required by date of 03/31/2016. It completes the current six month 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 is assigned.

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Using the settings as shown in the figure, 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.

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Using the settings in the above figure, if the desired due date for the item is 09/30/2013,
then the Initial basis is Calendar and the basis date is 10/01/2011. A true threshold may be
used if we want to allow users assigned the item very close to the end of a period (e.g.
within 30 days of the due date) an extra period to complete the item. In this way, users
assigned earlier in the period get the end of the current period, but users assigned late in
the period get to the end of the next period. If we set the threshold to 335 days, (365-30) 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. But, 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 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

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days. If you enter 0 in the Days box, then the system ignores all previous completions in its
calculations.

Effective Date

The date when the item has an impact on the overall curriculum status. The curriculum
does not use the item’s own completion status to calculate whether the curriculum is
complete until on or after the effective date of the item. There must be a date in this field if
the assignment type is “Required.”

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 user’s 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.

Exercise - Set Item Periods within a Curriculum

In this exercise, you will set item periods within a curriculum.

1. Using the curriculum created in Exercise 6, select the Contents tab from the
Related area.
2. Click the Edit button (do not click the item title; this will navigate you to the
item entity).
3. Locate the item to modify and click the Edit link.
4. In the Initial Assignments section, enter an initial number, initial period, and an
initial basis (ex.: 30 days event).

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

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

period, and a retraining basis (ex.: 365 days event).
6. Enter an effective date: set to current date.
8. Select an assignment type of Required and click Apply Changes.

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Exercise - Set a Fixed, Initial Required By Date

In this exercise, you will set a fixed, initial required by date.

1. Using the curriculum created in Exercise 6, select the Contents tab from the
Related area.
2. Click the Edit button (do not click the item title; this will switch 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, initial period, and
initial basis (ex.: 1 year Calendar).
5. Select Entire Period as the threshold.
6. In the Retraining Assignments section, enter a retraining number, retraining
period, and retraining basis (for example: 1 year Calendar).
7. Enter the desired basis date (ex.: October 1st of last year for a fiscal year that will
end on September 30th).
8. Enter an effective date: use current date.
9. Select an assignment type of Required.
10. Click Apply Changes.

Curricula Deactivation Wizard

Admins have the ability to deactivate an item or curricula, but relationships to that learning
must be managed separately. For example, remove the inactive learning from assignment
profiles or catalogs or unassign learning.

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This feature is to identify existing active relationships to a learning item or curricula and
then allow the admin to decide if he/she wants to severe that relationship by type when the
item or curricula is made inactive.

Impact areas include curricula and related entities (user curricula assignments, catalogs
and associated curricula items, parent curricula, item prerequisite, job codes, and
assignment profiles). A deactivated curriculum can be reactivated from the Actions section
of the record.

Conclusion
In this lesson, you were introduced to the functionality of period based curricula. Using
initial basis: calendar or event, an admin specifies the amount of time a user has to
complete an item once assigned as part of a curriculum. If recurring training is necessary,
the item must be assigned as part of a curriculum.

You should now be able to:

 Set up a period-based curriculum

 Explain the differences between initial basis: event and initial basis: calendar
 Predict the required date of an item based on the period specifications
 Describe the purpose of the curriculum deactivation wizard
Knowledge Check
Use what you learned in this lesson to answer the following questions.
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?

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3. True or false: A fixed required by date can be set for an item within a curriculum.

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Lesson 4 - Manual Learning Assignments

Lesson Overview
The goal of this lesson is to provide detailed information about manually assigning training
to users in SAP SuccessFactors Learning. Now that items and curricula records have
been created, you are ready to make the necessary manual learning assignments to your
users.

Objectives

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

 Assign an item directly to a user

 Assign a curriculum directly to a user
 Batch assign an item/curriculum to a group of users

Learning Assignment Main Concepts

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

 Direct assignment of an item to an individual user

 Direct assignment of a curriculum to an individual user
 Batch assignments of items and curricula to a group of users

Assigning an Item using the Assigned Items Tab

When you need to assign an item to one user, the easiest way to accomplish this task is
navigating to the Assigned Items tab in the Related area of the user record. 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, the item displays on the user’s Learning Plan (Assigned Items tab in
the Related area of the user record), even if they have previously completed the item
(Learning History > Items Completed tab).

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Using the Add Assigned Items button ( ), you can assign a curriculum to the user. When
a curriculum is assigned to a user, the system checks the user’s Learning History (Items
Completed tab). If any of the items found in the curriculum are also found in the user’s
Learning History (Items Completed) (as previously completed for credit), the system will
show the item as completed in the new curriculum and will not place the item onto the
user’s Learning Plan (unless there is a retraining period or if the curriculum is set to ignore
previous completions). Once the curriculum assignment is made, you can change the
required date of the items assigned via the curriculum on the Assigned Items tab.

Note: Items on the Learning Plan may be sorted by priority – if the curriculum has a priority
set.

Exercise - Assign Items Directly to User Record

In this exercise, 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 Assigned Items tab in the Related area.
6. Click Add Assigned Items ( ).
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.

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.

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Using the Add New Curricula button ( ), you can assign a curriculum to the user. When
a curriculum is assigned to a user, the system checks the user’s Learning History
(Completed Work). If any of the items found in the curriculum are also found in the user’s
Learning History (Completed Work) (as previously completed for credit), the system will
flag the item as completed in the new curriculum and will not place the item onto the user’s
Learning Plan (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.

Exercise - Assign Curricula Directly to User Record

In this exercise, 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 Assigned Items tab from the Related area.
13. View the items that are added to the user’s learning plan based on the
curricula added.

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. Click Assign
Learning Needs from the Actions area of a user record, or click Assign from any item’s or
curricula’s Actions area.

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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.
The User Needs Management tool has full user search capabilities using the add one or
more from list link.

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Exercise - Assign Curriculum Using the User Needs

Management Tool
In this exercise, 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 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.
7. 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 curricula to add.
10. Click Add.
11. Click Next. Note the assign date.

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12. Click Next.

13. Click Run Job Now.

Assign Learning via Data Import Tool

If you have access to the Data Import Tool as part of your Learning administrator role, you
may assign free-floating items to users via a downloadable Excel template.
To download the template:
1. Navigate to System Admin > Tools > Import Data.
2. Select the Download Template radio button.
3. Select Learning Assignment from the Record Type drop-down menu.
4. Click Submit.

5. Save the template file to your local computer.

6. Locate and open the template and modify the data as necessary.
7. Once modified, save the file.

When the template is ready to be imported:

1. Navigate again to System Admin > Tools > Import Data.
2. Select Learning Assignment from the Record Type field.

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Note: This feature is for items only at this time.

3. Select the appropriate import options depending on whether all the data is
new, changes to existing data, or a combination of both.

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

 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.

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 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 this lesson, you were introduced to making manual assignments to users. You can
assign one or more items directly to a user from the Learning Plan tab from the Related
area within a user record; assign one or more curricula directly to a user from the Curricula
tab from the Related area within a user record; or assign one or more items to a group of
users using the User Needs Management (Manage User Needs) tool.

You should now be able to:

 Assign an item directly to a user

 Assign a curriculum directly to a user
 Batch assign an item/curriculum to a group of users

Knowledge Check
Use what you learned in this lesson to answer the following questions.
1. True or false: Administrators can assign multiple curricula to a user from within
a user record.
2. True or false: Administrators can change a user’s required by date for an item
from the Assigned Items tab of a user’s record.
3. True or false: The User Needs Management (Manage User Needs) tool can be
used to batch assign items and curricula.

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Lesson 5 - Automated Learning

Assignments
Lesson Overview
This lesson provides detailed information about setting up and propagating automated
learning assignments to users in SAP SuccessFactors Learning. Now that you have
created item and curriculum records, you are ready to assign learning to your users.

Objectives

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

 Add a curriculum to a job code

 Add a curriculum to an assignment profile and propagate to current users
 Describe how the assignment profile synchronization automatic process
manager (APM) works

Learning Assignment Main Concepts

This section focuses on the automated methods of assigning learning to users. Only
curricula can be associated with a job code, but “free-floating items” or curricula may be
associated to Assignment Profiles. To take advantage of the benefits of curricula such as
checking the history to see whether the user has already completed items, or to assign
recurring training (retraining), it is possible, to set up a curriculum that contains one item.
The job code method should be used if a customer wants every user who has that specific
job code to be assigned certain curricula. If there are other attributes that should be
considered instead of or in addition to job code, assignment profiles would be necessary.
For example, if there is a course to be assigned to all engineers throughout the company
(without regard to job location, domain, or other attributes), the job code method can be
used by putting that item into a curriculum and associating that curriculum with the job
code. Any user who is (or becomes) an engineer will receive the item as part of the
curriculum assignment. If there are multiple job codes that should assign the same
curriculum, an assignment profile may be a more efficient method.

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.

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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 user’s job code changes checkboxes must be checked.
Curricula are added to the job code on the Curricula tab.

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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 this 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.

Exercise - Associate a Curriculum to a Job Code

In this exercise, 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.

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5. Click the Automatically assign the curricula when the user is assigned this job
code and Automatically remove the curricula when the user’s job code changes
checkboxes.
6. Click Apply Changes.
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.

Assignment Profiles
The assignment profile provides a way to automate the assignment of items, programs,
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 identify them as a group for the
purpose of assigning learning needs. Competency profiles, user roles, catalogs, approval
processes for user-created accounts, and coupons may also be assigned using
assignment profiles. Assignment profiles can also recommend specific items, programs, or
collections to users based on user attributes. This allows admins to promote or market
these to users, by recommending things they may be interested in, and raising awareness
for new content.
Additionally, a Group record may be created and pushed out to users who meet the criteria
of the assignment profile. This Group record may be used to reserve slots in Scheduled
Offerings, or display custom tiles to the users in the Group.

The steps for creating and using a new assignment profile are:

1. Identify the population of users that will be included in the assignment profile.
Have at least one sample user who represents this population.

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2. Add a new assignment profile.

3. Create at least one group of rules.
4. Select each attribute.
5. Determine the appropriate operator.
6. Select values.
7. Repeat to add additional rules to this group and create a logical AND.
8. Add additional groups to create a logical OR.
9. Then select the user domains to which the profile will be applied.
10. Save and Preview. The sample user should be listed along with other users
who meet the criteria of the rules and user domains.
11. Select one or more curricula, programs or items to assign using the AP.
Alternately, add catalogs or recommended items, programs, or collections.
12. Propagate the assignment profile.

Once the Assignment Profile is valid, an automatic process will check for changes to user
attributes and synchronize assignments accordingly. If necessary, each assignment profile
may be synchronized individually (if users are manually added to the system for example).
Groups, Rules, and Attributes
For each assignment profile, one or more groups may be created. Each group contains a
set of rules. A user’s attributes must match all the attributes of any one group and the user
record must exist in one of the selected domains in order for the user to become a
member of 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

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 Is Full-Time
 Regular/Temp
 Job Code
 Alternate Job Code
 Job Location
 Hire Date
 Hire Month
 Supervisor ID
 Customer defined fields (custom columns)
 Item completion (may be used to find users who have a particular item or
its substitute 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.

When there are multiple rules in a group, all of the rules must be met in order for the user
to become a member of the assignment profile (and receive its assignments and
recommendations). This is considered a logical AND relationship.

When there are multiple groups in the assignment profile, a user must meet all the rules in
any one group. This is a logical OR relationship.

If necessary, the same attribute may be added multiple times to one group or to multiple
groups. This allows for inclusion and exclusion.

For example:

 Group 1 has a rule with the Item Completion attribute for Item A
 Group 2 has a rule with the Item Completion attribute for Item B and another rule
has the Item Completion attribute for Item

For a user to be added to this AP, they must have completed either item A or both items B
and C.

Main Areas of Assignment Profile - Core Area

The Assignment Profile record (like the item record) is broken into three main areas:

 Core (red) (also known as the Summary Tab)

 Related (yellow)
 Actions (green)

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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).

Related Area

The table provides a list and descriptions for each possible Related area tab of the
assignment profile record. A feature will only show for an admin if enabled as part of their
admin role and overall configuration settings for the LMS.

Add the catalogs that should be assigned to users via

Catalogs
the assignment profile.
Add the curricula that should be assigned to users via
Curricula
the assignment profile.
Add the user role that should be assigned to users via
Role
the assignment profile.
Add the Programs that should be assigned to users via
Programs
the assignment profile.
Add one or more items to the Recommended Items tab
Recommended Items of an assignment profile when you want to recommend
those items to the users in the assignment profile.
Add one or more Collections to this tab of an
Recommended Collections assignment profile when you want to recommend these
to the users in the assignment profile.

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Add the catalogs that should be assigned to users via

Catalogs
the assignment profile.
Add one or more Programs to this tab of an assignment
Recommended Programs profile when you want to recommend these to the users
in the assignment profile.
Add the item(s) that should be assigned to users via the
Items
assignment profile.
Add the coupon(s) that should be assigned to users via
Coupons
the assignment profile.
Specify the Approval Processes here for submission
and validation of the External Training Requests
External Requests
(SF182) for users who meet the conditions of the
assignment profile.
Specify the Approval Process here for user-created
User-Created Accounts accounts for users who meet the conditions of the
assignment profile.
Add the group(s) that should be assigned to users via
the assignment profile. Groups are used to identify
users who belong together for the purposes of slots
Groups
(seats reserved in a scheduled offering when the
specific users who will attend are not yet known).
Groups may also have their own custom tiles.

Actions Area
The Actions area of the assignment profile record contains additional actions that can be
performed with the assignment profile, including:

 Propagate (makes the assignment profile valid by pushing out the assignments to
all users included)
 Synchronize (manually run the synchronization process on only this
specific assignment profile)
 Bookmark
 Copy
 Delete
 Manage Rules (modify the existing rules for the assignment profile)
 Inactivate (inactivate an 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)

The table provides the definitions of the assignment profile attribute operators. Note that
not all operators are available for the each selected attribute.

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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.

Include Sub Records Of Used to include subrecords, if any, of the selected

value. Used with Domain or Organization attributes.

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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Activity: Does the user match the profile?

Domains:

 IT
 HR

Attributes

Group Attribute Operator Value

1 Job location Matches DC, MD, CA

1 Hire date Between 01/01/2000 – 12/31/2010

Users

User User Attributes Match?

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

Deactivate Assignment Profiles

Admins have the ability to deactivate an assignment profile (via the Actions section of the
record), and also have the added option of unassigning the learning elements assigned
through the assignment profile. Deactivated assignment profiles can be re-propagated to
become active again. Inactivating allows admins to deprecate old learning assignment
profiles that are no longer necessary. These options allow admins to halt or pause any

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new assignments by a profile, while maintaining existing assignments that have been
previously made.

Select either from the pop up window.

 Deactivate the assignment profile to prevent the assignment profile from

making future assignments but keeping current assignments intact.
 Deactivate and Unassign the assignment profile to remove all current assignments
made by this assignment profile from all target users.

Associating Curricula
Curricula are added to the assignment profile from the Curricula tab from the Related area
of the assignment profile record. Multiple curricula can be assigned through a single
assignment profile if needed.

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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 checkbox 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.
 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 assignment profile 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.

Programs
A Program is a method of delivering learning that spans over an extended period of time
and is comprised of various types of learning activities.
Programs can be used to deliver academic-style learning, where the pace of learning is
dictated by the program schedule and where live sessions and collaboration are most
common. Programs can also be used to deliver self-paced learning, where users are in
control of their progress toward completing the program’s activities.
There are three types of Programs that can be created:

 Scheduled: A scheduled program has fixed start and end dates. Scheduled
programs require that if instructor-led or blended activities are selected, you must
add scheduled offerings to the program.

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 Duration-based: A duration-based program has a fixed time limit. The start/end

dates and times are determined by when the program is assigned to the user.
 Open-ended: An open-ended program is self-paced with no time limitations.
Recommending Items
Globally, a company can enable item recommendations (see note below). If enabled, an
admin 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 Learning Plan (Assigned Items)
 Not in the user’s learning history (Completed Items)

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)

NOTE: To enable recommendations, a system admin would navigate to: System Admin >
Configuration > System Configuration and edit the LMS_ADMIN file with the following
property: enableItemRecommendations=true

Recommending Programs
Admins can recommend Programs to end Users through a new Assignment Profile or by
adding the Program to an existing Assignment Profile already in SAP SuccessFactors
Learning. To recommend a Program using a new Assignment Profile, create the profile,
define the user pool by creating rules, set the domains for the user pool and go to the
Related section of the Assignment Profile record > Recommended Programs > Search for
the Program and add it to the Assignment Profile.

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NOTE: When adding or changing recommendations, it may not be necessary to Propagate

the Assignment Profile as long as the status of the profile remains Valid.
Recommending Collections
An Admin may create a collection containing links, OCN items, and/or online items and
recommend it to all users in an assignment profile. The Admin may individually create links
and define them as External Link entities first and then add them to a collection, or they
may be added directly to the collection without being created separately first. Although
users may be allowed to create, publish, and recommend collections to other users, only
admin-created collections may be recommended through assignment profiles.

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Groups (of Users for Slots or Custom Tiles)

Slots are seats reserved for users in a scheduled offering when we do not yet know who
the specific users will be. Slots may be reserved for users who are all in the same
organization or all the users who are part of a predefined Group record. Custom tiles are
tiles that appear on the home page of users. They may be created for users in a specific
organization or for users in a particular Group.

NOTE: In SAP SuccessFactors Learning, the term Groups is reserved for a group of Users
that an Admin can add to the system for the purpose of:

 Slots – to reserve seats in a scheduled offering

 Custom Tiles – to display a custom tile specific to the Group

The Group record needs to be created first (Users > Groups > Add New).

Once the Group is created, the Admin may associate one or more Groups to the
Assignment Profile. Adding a Group to an Assignment Profile that has a status of valid
(indicating it has already been propagated) may not require a new propagation.

Once users have been added to Groups (as part of the Assignment Profiles) they
may self-register into slots of a scheduled offering that have been reserved for the
Group.

Propagate Assignment Profile

To “push” the curricula (and other assignments) out to users who currently match the
assignment profile criteria, click the Propagate link in the Actions area. Manual
propagation needs to be done when the assignment profile is initially created or if the
domains or attributes in the rule change. When learning records are added or removed
from the assignment profile, another propagation will be required. Some changes (such as

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adding/removing catalogs or Groups (of users for Slots), or recommending items,

programs, or collections) may not require another propagation.

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.
Exercise - Add a New Assignment Profile
In this exercise, you will add a new assignment profile.

1. Navigate to Users > Assignment Profile.

2. Click Add New.
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.
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.

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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.
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.

Assignment Profile Synchronization APM

As an administrator, you set up assignment profiles in SAP SuccessFactors Learning.
Globally, the Assignment Profile Automatic Process Module (APM) has been configured to
run periodically to synchronize the user populations of any assignment profiles that are
valid. The APM looks through new users and changed user attributes to sort users
according to their profile. It will also remove users from assignment profiles that are no
longer applicable to them if their user attributes have changed.

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.

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Synchronize Assignment Profile

When and why would you synchronize an assignment profile?

Let's say that you just manually 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. Most companies do not manually
add or import users and will not need to manually sync so long as the APM is scheduled to
run after their daily user connector updates the user data.

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

 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 this lesson, you were introduced to automated user assignments. Curricula can be
associated to a job code and assignment profiles and automatically assigned to users
whose attributes match the criteria.

You should now be able to:

 Add a curriculum to a job code

 Add a curriculum to an assignment profile and propagate to current users

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 Describe how the assignment profile synchronization automatic process

(APM) works

Knowledge Check
Use what you learned in this lesson to answer the following questions.
1. True or false: An assignment profile must be propagated when it is created in
order to “push” out the curriculum to users.
2. True or false: A job code can be used to assign multiple curricula.
3. True or false: If a user changes job codes, the system will always automatically
remove (unassign) all curricula initially assigned through the job position.

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Lesson 6 - Record Learning Events

Lesson Overview
The goal of this lesson is to provide a general understanding of the Learning Event
Recorder. Recording a learning event creates a Learning History (Completed Work) record
for users and allows those users who successfully complete an item to generate a
certificate of completion.

Objectives

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

 Identify the two types of learning events that can be recorded

 Record a learning event
 View the learning event in the Learning History

Learning Event Main Concepts

A learning event is the record of:

 A completed item
 An unsuccessful attempt to complete an item
 Attendance or completion of any external event that is considered important
enough to document but not related directly to learning needs

An administrator may use either of the two Record Learning tools to capture learning event
information for a completed item or external event. The event will now become part of the
users’ learning histories. If an error is recorded, an admin who has access to the Learning
Event Editor tool may edit or delete the incorrect learning event.

Types of Learning Events

There are two types of learning events:

 Item-based events (including scheduled offerings)

 External events

Item-Based Events

Item-based events are items and scheduled offerings. These may relate to internal training
that was delivered in-house, or sometimes for external courses, seminars, or conferences
that are repeated or affect a large number of users.

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External Events
External events are events that are not associated with an item but should still appear in
the learning history – this is used sometimes to record one-type events (usually not
repeated) or events that affect a small and specific group of users.

Data Recorded in a Learning Event

The following information can be captured when recording the learning event:

 User information
 Item title
 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, the Record Learning –Financial tool
should be selected to capture price and cost information. If your organization does not
track costs and financials, and needs to record multiple items or offerings at the same
time, the Record Learning – Multiple tool should be used.
The Record Learning - Multiple tool can record learning events for multiple items for
multiple users as long as all of the users should get a learning event for all of the offerings,
items, or external events being recorded. The tool may only record for one type of learning
event at a time (such as all items or all offerings).
If your company will record only one offering at a time, the Record Learning – Financial
tool will work very well and the financial page may be skipped if costs and prices are not
applicable for this recording.
These tools may be found on the Users > Tools menu or from a Scheduled Offering
record.

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Exercise - Record a Learning Event for Item(s)

Completion
In this lab, 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 user.

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

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 ( ).

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - LEARNING NEEDS 8

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.
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.

Exercise - Record a Learning Event for External Event

In this exercise, 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.
8. In the Edit Details section, enter details for the item:

 Completion date and time

 Time zone
 Grade (if applicable)
 Total hours, credit hours, contact hours, and CPE

9. Click the More Options icon ( ) to enter instructor information and comments.
10. Click Apply Changes to make the changes apply to all users.
11. Click Next.
12. Click Submit.

Learning History
After a learning event is recorded, the Learning History tab from the Related area of the
user record displays the learning events that have just been completed. From the user
record’s Learning History tab, you are able to view the history of all entered events.

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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 user’s 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 SAP 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.

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(An example of when a learning event might need to be edited is if an employee is marked
as a “no-show” for a class, but they actually just missed the sign-in sheet). You need to be
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 SAP SuccessFactors Learning: Commerce Basics guide.

Attachments
An attachment framework is used to allow you to attach external documents to record in
SAP 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.

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The attachment interface shows all attachments related to the entity, and allows you to
add/remove attachments as necessary. When you click the File Attachments link on the
Summary tab of the record, you can browse for a file to attach to the record. It is
recommended that you enter a description to identify each file easily (you cannot modify a
description after you upload the file). Click Upload to finish the attachment process.

If you attempt to attach a file that is of an unsupported type, a validation error displays.
If you attempt to attach a file that is larger in size than allowable, another similar
validation error also displays.

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Users can access attached files in the user interface by reviewing the completed work
details of the recorded item, and administrators can access the attached files in SAP
SuccessFactors Administration on the Learning History tab from the Related area of a user
record.

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

 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

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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 this lesson, 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 record is created for the user.

You should now be able to:

 Identify the two types of learning events that can be recorded

 Record a learning event
 View the learning event in the Learning History (Completed Work)

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

1. True or false: Only For Credit completions are displayed in a Learning History.
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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Unit Summary
In this unit, you covered:

 Lesson 1: Items
 Lesson 2: Curricula
 Lesson 3: Period-Based Curricula
 Lesson 4: Manual Learning Assignments
 Lesson 5: Automated Learning Assignments
 Lesson 6: Record Learning Events

You should now be able to:

 Add and modify items

 Add and modify curricula
 Configure period-based curriculum assignments
 Assign learning to users
 Propagate automated learning assignments to users
 Record a learning event for an item

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