Adding History Records for Items, External Events, and Classes

Objective

After completing this lesson, you will be able to add a learning history record for an item, external event, and a class.

Main Concepts

When a user completes a learning event, they are usually given a history record.

However, there are instances when an administrator, manager, or instructor may need to record learning for events or classes that the users were not initially registered for. Users can also be permissioned to record completion of learning events from their homepage.

Users can access their learning history from the Activities dropdown on the SAP SuccessFactors Learning home page.

A history record is the record of:

  • A successful completion of an item
  • An unsuccessful attempt to complete an item
  • A record of completion of an external event
  • A completion of a class
Activities menu dropdown is displayed and learning history is highlighted.

Example: An Administrator or Instructor can choose to record completions for all users registered in a selected class. The system allows you to also record completions for those users who were never registered, but attended the class. This is useful for those last-minute registrants who were not actually registered in the class but did attend. However, it is recommended to register users in the class even after the delivery date has passed, for reporting purposes.

Types of History Records

There are two types of History Records in Learning:

  • Item-based events – examples: courses, exams, and classes.
  • External events - Learning not associated with an item but should still appear in the learning history, such as a college course or a seminar outside of the organization.

Watch this video to learn how to create history records.

Video Summary

This video explains how to create history records for items like courses, exams, classes, and external events. Administrators can use tools like Add Learning History with Finance and Add Learning History for Multiple Courses to manage records, while users may also be permissioned to create records. Administrators can also edit or delete history records as needed.

Create History Record for an Item and External Event as a User

Even though most organizations will choose to make the creation of Learning History records an administrator function, users may be permissioned to add to learning history from their home page. Users who want to create a history record can do so from Home→Activities→Learning History.

Steps

  1. Select Learning History from the Actions dropdown.

  2. Select Add.

  3. Select either to add an Item-Based Event or an External Event.

  4. Capture information in Learning Event and save the record.

    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)

Result

An event has been added to the learning history.

Creation of History Record

The Add to Learning History tool in Learning History→Manage User Learning allows administrators to capture history records for completed items or external events. There are two separate tools that Administrators can use to add learning history records:

  • Add Learning History for Multiple Courses: This tool is used to add history records for multiple items or classes at the same time. It can add a completion record for multiple items and multiple users for learning events.
  • Add Learning History with Finance: This tool is used if your organization tracks financial for items and classes and captures price and cost information. The financial page may be skipped if costs and prices are not applicable.
Add Learning History with Finance and Add Learning History for Multiple Courses tabs are highlighted in the Manage User Learning drop down menu.

Additional Considerations of Learning History

It is important to understand how task-based checklist items, online items, and items requiring retraining completion is recorded.

Task Checklist and Online Items

While task checklist and online items would also be considered item-based, we would rarely use these tools to add them to the Learning History as they have their own ways of being added.

Task checklist items would be added to the Learning History once the observer completes their observation and determines whether the completion is successful or unsuccessful.

For online items, history records are typically added once the user has completed the entire content, passed an assessment, or acknowledged they have read a document.

If the administrator were to use one of the available tools to add history records for these kinds of items, details of the task checklist and the ability to review the online content would not be available.

Items Requiring Retraining

Items within a curriculum that must be repeated on a recurring basis will have a retraining assignment. Once the item is complete and a history record is added to the user’s Learning History, the next Required by date is calculated by the curriculum.

Recurring items may not appear on the user's learning plan until a specified number of days before their next due date, based on Global Configuration Settings.

Record Creation for Classes

The administrator can use the Add Learning History for Multiple Courses tool to add history records for multiple classes that have the same registration.

The Add Learning History with Finance tool is the easiest way to add a history for one class at a time. This tool can also be accessed directly from the Class entity under Actions→Add to Learning History. The option is active when the class end date is in the past.

Instructors may also be allowed to record learning for classes from their instructor My Class page.

Note

Global settings can be established to allow administrators to create a history record using the Add to Learning History tool before the class end date.

Add History Records for Items as an Administrator

Business Example

In this exercise, you will add a completion record to the history for a learner who successfully finished a designated course, ensuring that all achievements are properly documented.

Steps

  1. Add a history record for Lyndsey Abel's completion of the Emergency Driving course.

    1. Log in to SAP SuccessFactors HCM as a Learning Administrator and navigate to Learning Administration → Manage User Learning → Add Learning History for Multiple Courses.

    2. Select the Item radio button.

    3. Search for and add the Emergency Driving course in the Search & Add Items section.

    4. Search for and add Lyndsey Abel in the Search & Add Users section.

    5. Select Next.

    6. In Edit Details, enter details for the item:

      • Completion date and time
      • Time zone
      • Grade or completion status (whichever of these is flagged as required)
      • Total hours, credit hours, contact hours, and CPE

    7. Select Apply Changes to make the changes apply to all users.

    8. Select Next.

    9. Select Submit.

Add a History Record for an External Event as an Administrator

Business Example

In this exercise, you will document a historical record for an external event, ensuring that an individual's educational accomplishments are accurately reflected in their learning history.

Steps

  1. Document a historical record for an external event. Create a history record for Donna Director to record the Bachelor of Science degree achievement.

    1. Log in to SAP SuccessFactors HCM as a Learning Administrator and navigate to Learning Administration → Manage User Learning → Add Learning History for Multiple Courses.

    2. Select the External Event radio button.

    3. Enter [Your Initials]_Bachelor of Science degree, in Add External Events.

    4. Select Add.

    5. Enter director in the USER ID field, in Search & Add Users.

    6. Select Add.

    7. Select Next.

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

      • Completion date and time
      • Time zone
      • Grade (if applicable)
      • Total hours, credit hours, contact hours, and CPE

    9. Select More Options (blue circle arrow icon) to enter instructor information and comments.

    10. Enter JMARR in the Instructor ID field.

    11. Enter Jonathan Marr in the Instructor Name field.

    12. Select Close.

    13. Select Apply Changes to make the changes apply to all users.

    14. Select Next.

    15. Select Submit.

    16. Log in to SAP SuccessFactors Learning as Donna Director, from the Main Menu navigate to your Learning Home Page.

    17. Select Learning History from the Activities dropdown.

    18. Verify the history record you added previously is displaying.

    19. Select theDetails (arrow icon) of the history record and view the details.

Summary

  • Use history records to track completions for items, external events, or classes, including successful and unsuccessful attempts.
  • Administrators and instructors can add completions for registered and unregistered users using specific tools or the class entity.
  • Types of history records include item-based events (e.g., courses, exams) and external events (e.g., seminars, college courses).
  • Users, if permissioned, can add history records for items or external events directly from their Learning History page.
  • Tools like "Add Learning History for Multiple Courses" and "Add Learning History with Finance" streamline record creation for administrators.

Learning

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