Defining Items, Keys, Reference Fields, Task List and Field Descriptions

Objective

After completing this lesson, you will be able to explain how Items are managed in SAP SuccessFactors Learning.

Learning Management

Administrators perform a variety of tasks related to learning management. This section highlights managing items and curricula, assigning learning, and recording learning history.

The figure reminds you of the relationships among the key learning entities covered earlier from the user’s perspective:

Items
Curricula
Libraries
Classes

The learning needs management model is graphically represented.

Managing Items

Item Classification

When an item is created, an administrator can choose the classification. If the item is edited later, the system automatically assigns a classification:

Instructor-Led: If the item has at least one time slot and no online content
Online: If an item has no time slots and one or more content objects
Blended: If an item has both time slot(s) and online content
Other: If the item has neither time slots nor online content

Items can be added manually into the system or populated via the Item Connector.

Item Key for Unique Identification

Each item is identified by a unique combination of three fields:

Item Type (Reference): An administrator-defined reference that categorizes items and leads to specific completion statuses recorded into history
Item ID: Can be entered by the Administrator creating the item or can be auto-generated by the system
Note
If the administrator enters, defining a standardized naming convention is strongly recommended.
Revision Date/Time: Indicating the original date or date the item was significantly changed/revised

Examples of item keys include:

COURSE ADM0100 (December 15, 2013 11:15 AM)
EXAM HR-ITPOLICIES-101 (January 2, 2014 9:26 AM)
SOP MFG340.1 (October 22, 2013 3:23 PM)

Item Reference Fields

Each customer creates references used to provide additional item details, including:

Item Type (required): Type of training item (e.g., Document, Course, Exam, On-the-Job Training (OJT))
Completion Status (required): Completion statuses categorize a user's attempt to complete an item. You categorize each status with a text-based description. (e.g., Pass, Fail, No Show, Waived, Substituted, Complete, or Incomplete)
Source: This usually refers to where the item was developed (e.g., Internal, Vendor, etc.)
Method ID: How the item is delivered to users (e.g., Webinar, Classroom, Self-Paced, etc.)
Assignment Type: Determines whether an item is required or optional. At a minimum, you will create one type for Required and one for Optional.
Custom Fields: Provides a place to capture information when no field is available in the standard product.

Task-Based Learning – Define Task Lists

Identify the need for task-based observations. Tasks may be created manually or imported by a tool and associated with one or more items.

For each task checklist item, you will need to decide if:

The user may choose anyone to observe them performing the tasks
The user must pick from a list of authorized instructors who will be the only ones able to observe them
The item will not permit the user to select observers, and the administrator will need to run a tool to assign the task checklist to the appropriate observers.

The Task Checklist tab of an entity is selected and a Task Checklist is displayed.

Item Field Descriptions

Field	Description	Displays to User
Title	Displays on the user’s Learning Plan and in the library. It can be in multiple languages.	X
Classification	Determined by the SAP SuccessFactors Learning system based on the data in the item entity (and whether classes have been created for the item): Instructor-Led: Includes time slots (and/or classes) and no online settings Online Item: Includes online settings and no time slots Instructor-Led with Online Content: Includes both online settings and time slots (and/or classes) Other: Includes neither online settings nor any time slots or classes	X
Source	Indicates where an item came from (internal, vendor, etc.).	X
Security Domain*	Identifies administrative ownership of the entity. Used in the security model to allow /prevent access to certain administrators. *indicates this field is required.
Delivery Method	Indicates how an item is delivered (ILT, WBT, book, video, etc.).	X
Assignment Type	Sets the default indicator on whether an item is required or optional when assigned to a user.	X
Approval Process	Indicates a default approval process (if applicable) that a user must complete before being able to complete the self-registration process or launching an online item.
Approval Required	This radio button triggers the approval process entered in the Approval Process field.
Shipping Required	This checkbox indicates whether the materials are required to be shipped.
Safety Related	This checkbox is for administrator informational purposes only.
Approved	This checkbox is for administrator informational purposes only.
Active	This checkbox indicates whether an item is active and available to users.
Auto Enroll From Waitlist	Sets the default for classes of this item so that users are automatically moved from the waitlist to registration seats open up when previously registered users withdraw.
Users can Request a Class	Selecting this slider makes the Request a Class button visible to users.	X
Users can Waitlist	Selecting this slider indicates that the system will allow users to be waitlisted for this item. Waitlisted users automatically replace users withdrawn from the item if you select the Auto Fill Registration check box.	X
Users can Add to Learning History	Indicates whether a user can add the completion of an item as a history record to their learning history.
Managers can Add to Learning History	Indicates whether a manager can add a history record for completing an item for their direct reports.
Creation Date	Indicates the course content's creation date.
Prevent Multiple Class Registration Interval	Determines the number of days before a user can self-register into a class for an item they already registered.
Description	A 2,000-character field that is used to describe the item to users. It can be in multiple languages.	X
Comments	This field is for administrator informational purposes only.
Instructor Materials	This field is for administrator informational purposes only.
User Materials	This field is for administrator informational purposes only.
User can Rate	Allows users to enter a rating on a 5-point scale after they complete the item. The user can opt-out or provide their rating. These ratings are displayable in any library of which the item is a part.	X
Require E-Signature	This only displays if e-signatures are enabled at the global level. If enabled, an electronic signature (PIN) will be required when adding a history record for this item.

French Government Reporting (Form 2483)

The French government requires all employees to be given at least 20 hours of training each year. The amount and time spent on training for each company needs to be reported on the French form 2483. SAP SuccessFactors Learning can capture training-related information that is required on Form 2483.

If your implementation requires this functionality, you will discuss configuration options during your workshop.

Summary

Administrators handle items, curricula, libraries, and classes to assign learning and record learning history.
SAP SuccessFactors Learning automatically assigns classifications like Instructor-Led, Online, Blended, or Other based on item structure and content.
Define attributes like Item Type, Completion Status, Delivery Method, and Assignment Type for effective tracking and reporting.
Configure prerequisites, substitutes, observer roles, and time frames to align learning items with organizational requirements.
Users can request classes, join waitlists, rate items, and update learning history based on system settings.

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