Creating References Manually

Objective

After completing this lesson, you will be able to add references manually.

References Management in the System

References are global entities shared across the entire organization. Most administrators have access to some or all of these references based on their Administrator Role(s). Administrators may be allowed to search, view, and select references from dropdown menus and use them within their associated entities. However, typically only high-level (System) Administrators have the permissions to create, edit, or delete references. As with other entities in the system, it is not possible to delete a reference if it is associated with other entities.

During requirement gathering workshops, organizations will decide which reference fields they will use and how to populate the reference values. Reference values can be manually added to the system using the References menu, uploaded in batches using the Import Data tool, or automatically updated through a connector.

Reference menu is expanded and all reference submenus are highlighted.

Reference Menus

The following table provides a list of References that may be configured and their submenus.

References	Submenus
Manage Users Learning	Assignment Types, Completion Status, E-Sig- nature Meaning Codes.
Learning Activities	Categories, Curriculum Types, Delivery Methods, Item Types, Registration Statuses, Resource Block Types, Sources, Withdrawal Reason
Online Content	Document Link Types.
People Management	Cohort Statuses, Degree Types, Disability Classifications, Employee Classes, Employee Statuses, Employee Types, Job Codes, Job Grades, Language Skills, Organization Types, Regular or Temporary, Security Clearance Types.
External Learning	Delivery Types, Designation Types, Training Credit Types, Training Purposes, Training Sources, Training Types, Training Vendors.
Geography	Countries/Regions, Job Locations, Regions.
Manage Labels	Labels, Locales, Locale Labels, Label Import/ Export (tool).
Calendars and Time	Date Format Patterns, Holidays, Holiday Pro- files, Time Zone Management, Work Week Pro- files.
Physical Resources	Custom Resources, Equipment, Equipment Status, Equipment Types, Facilities, Locations, Location Types, Materials.
System Administration	Approval Process, Approval Roles, Number Format Patterns, Rating Scales, Report Groups.

Add References Manually

To manually add references, follow these steps:

Steps

Navigate to Learning Administration→References.
Select a Reference submenu.
Select the specific reference you want to add.
Select the Add New link.
Examples:
- Adding Job Codes: To add Job Codes, follow this path: Learning Administration→References→People Management→Job Codes→Add New.
- Adding Instructors: Instructors are also considered resources but must be added manually. To do this, go to: Learning Administration→References→People→Instructors→Add New.
Note
To avoid duplication, it's a good idea to search for existing entries in the system to prevent duplication before adding a new reference or resource.

Result

Reference submenu Job Codes is opened and the Add New link is highlighted on the Job Codes screen.

Note

Most references can be added independently, but some require specific order of entry:

Holidays must be added before creating a Holiday Profile.
Item Types need to be established before you can create and link Completion Statuses.
Facilities and Locations can be created independently but should eventually be associated with each other.

Add a Reference Manually

Business Example

Your customer has decided that in addition to their users successfully completing OJT or unsuccessfully receiving an incomplete status, they would like to show that someone with significant job experience shows a status of waived in their history. You will need to create a new completion status for OJT-Waived.

Steps

Add a new completion status reference for On-the-Job Training - Waived.
1. Log in to SAP SuccessFactors HCM as a Learning Administrator and navigate to Learning Administration → References → Manage Users Learning → Completion Status.
2. Choose Search to list all existing statuses.
  Note
  There is a criteria field called Provide Credit which may or may not already be visible for this search. The results returned will either be all of the completion statuses that do provide credit or all that do not.
3. Confirm that there is not already a completion status for OJT-WAIVED and then choose the Add New link.
4. Enter OJT-WAIVED into the Completion Status ID field.
5. Enter OJT-Waived into the Description field.
6. Enter On the Job Training (OJT) into the Item Type field.
7. Select the checkbox for Credit Given. Leave the other checkboxes clear as we do not want this completion status to trigger any evaluation surveys.
8. Choose Add.
9. Choose Apply Changes.
10. Close the window.
11. Select the Search button and verify OJT-WAIVED is now displayed in the list.

Summary

References are global entities used across the organization.
Reference values can be added manually, uploaded in batches, or updated through a connector.
Common references include Learning Activities, People Management, External Learning, and Geography.
Some references have specific orders of entry to prevent duplication and ensure proper association.

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