Establishing Substitute Relationships

Objective

After completing this lesson, you will be able to create substitute relationships.

Substitute Items and Credit

A substitute item is an entity that receives credit when another related item is completed. In other words, if you complete one item, you can get credit for a different but related item as well.

How It Works

  1. You complete an item (e.g., a course, training, or certification)

  2. The completed item is marked as Completed in your learning history

  3. A related substitute item also receives credit, even though you didn't directly complete it

  4. The substitute item is marked as Substitute Credit in your learning history

Example

Let's say you need to complete a CPR course. However, if you complete a Lifeguard course instead, which includes CPR training, you can receive substitute credit for the CPR course.

In this case:

  • You complete the Lifeguard course.
  • The Lifeguard course is marked as Completed in your learning history.
  • The CPR course is marked as Substitute Credit in your learning history, even though you didn't directly complete it.
Substitutes entity tab and plus button are highlighted to show their location on the screen.

Configure a Substitute Relationship

Substitute relationships are configured on the entity that will be receiving the credit. Navigate to the item’s Substitutes tab and add the substitute items. Follow these steps to configure a substitute relationship.

Steps

  1. Go to the item receiving the substitute credit.

  2. Select the Substitutes entity tab.

  3. Select the plus icon to search for and select the items that will provide substitute credit to this item.

  4. Select the For-Credit status for the substitute item.

  5. Decide whether to check the box for Provide credit for base item if not assigned. This option allows credit to be given for the base item when no substitutes are assigned.

  6. Select the Not-for-Credit Status. If the learner fails to complete the substitute item, the base item will also be marked as incomplete with whatever value is selected in the dropdown.

  7. Choose an Effective Date for when this substitute relationship should start (this can be backdated).

  8. Confirm Add Checkbox(es). At the end of each row, select the corresponding Add checkbox(es)for each substitute item you wish to include.

  9. Complete the process. Select the Add button to finalize and save your configuration.

    Lifeguard Certification item is highlighted in the search results for substitute items.

    Caution

    For an item to be substituted, the original item must have the alternative listed explicitly in its Substitutes tab. The system does not extend the substitution process beyond what is directly specified; it will not "daisy chain" substitutes. Therefore, ensure that any substitute you consider is directly linked to the base item in the system.

Result

You have created a substitute relationship.

Establish a Substitute Relationship

Business Example

In this exercise, you will establish a substitute relationship between two items.

Steps

  1. Establish a substitute relationship to give learners that completed the Medical Services & First Aid course, credit for the Initial CPR Training course. Credit should be granted even if the substitute item was not previously assigned to the learner.

    1. Log in to SAP SuccessFactors HCM as a Learning Administrator and navigate to Learning Administration → Learning Activities → Items.

    2. Search for and open the item that will be receiving the substitute credit: Initial CPR Training.

    3. Select the Substitutes entity tab and choose Add New Substitutes (plus icon).

    4. Enter Medical Services & First Aid in the keyword search field and choose Search.

    5. In the For Credit Status field, select Substitute Credit.

    6. Check the Yes checkbox in the Provide Credit for Base Item If Not Assigned column.

    7. In the Not-for-credit Status field, select Course Not Completed Successfully.

    8. For Effective Date, select today’s date using the calendar icon.

    9. Check the box at the end of the row under the Add column.

    10. Select the Add button to complete the creation of the substitute relationship.

    11. Verify the selected item is displayed with the correct settings.

  2. Ensure the configuration is correct by adding a history record for a test user that shows completion of the Medical Services & First Aid course. The learning history should show COURSE COMPLETE status for Medical Services & First Aid course and SUBSTITUTE credit for the Initial CPR course.

    1. Navigate to Manage User Learning → Add Learning History for Multiple Courses tool.

    2. Search for and add the Medical Services & First Aid course in the Search & Add Items section.

    3. Search for and add user: Lyndsey Abel in the Search & Add Users section.

    4. Select Next.

    5. Select completion status: COURSE COMPLETE (Course Complete) – For Credit.

    6. Select Next.

    7. Select Submit.

    8. Navigate to People → Users.

    9. Search for and open user entity: Lyndsey Abel.

    10. Navigate to the Actions menu and select Launch Proxy.

    11. Select Learning History from the Activities menu

    12. Verify that the learning history shows COURSE COMPLETE status for Medical Services & First Aid course and SUBSTITUTE credit for the Initial CPR course.

Summary

  • Substitute items allow learners to receive credit for a related item when the substitute is completed.
  • Substitute relationships are configured on the entity that will be receiving the credit.
  • Credit assignment is explicit and does not support indirect or cascading substitutions.
  • This feature simplifies learning paths by recognizing equivalent or related training completions.

Learning

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