Exploring System Administration and Related Functionalities

System Administration provides access to global application parameters and utilities for administrator account creation and management.

System administrator responsibilities include but are not limited to:

• Adding new administrators
• Defining security for administrators
• Configuring application administration settings
• Setting up automatic processes
• Creating custom fields
• Entity Configuration
• Building reference tables
• Establishing administrator security through the creation of security domains, security domain groups, and security roles
• Determining system default text for email notification messages
• Determining search selectors

The Application Administration area allows the administrator to manage other administrators and establish the SAP SuccessFactors Learning settings that will apply globally across the organization.

This menu allows an administrator to search for other administrators to manage their access to SAP SuccessFactors Learning. This function is discussed later in the security section of this course.

The following can have IDs auto-generated by the SAP SuccessFactors Learning system: items, equipment, instructors, and users.

A user introduction appears on the Learning Home page when the introduction is associated with the user's or administrator's branding style.

Automatic processes can be set to run automatically on a regularly scheduled basis. These are scheduled to run when they will have minimal impact on your system resources but often enough to meet your requirements and keep data current.

Configuration options will be covered in more detail during the workshop sessions with your SAP SuccessFactors implementation consultant.

This section of the SAP SuccessFactors Learning system allows administrators to perform tasks such as:

• View/set global application settings
• Edit Entity Configuration
• Add Easy Link URLs
• Modify email notification syntax (advanced skills required), which is associated with email notification templates
• Edit search selectors (advanced skill)
• Manage user-created account settings, if applicable
• Set up e-signatures
• Reset user passwords

There are a variety of user settings that determine system behavior.

Additional options include:

• Email Settings
• Approval Process Settings

An electronic signature (or PIN) may be required to add a history record for an item. When administrators add to the learning history, they will be prompted for their administrator ID, PIN, and an e-signature meaning code (e.g., add, modify, and delete).

When users complete an online course, they are prompted for their user ID and PIN. E-signatures can be required (or not) on an item-by-item basis (or for all the items in a curriculum).

In addition to requiring individual user and administrator e-signatures, an administrator can set up any number of approval processes with several steps using multiple e-signatures. Each step in the process can be assigned to a specific type of approver: employee, first-level manager, second-level manager, and instructor role.

There are a variety of settings that determine the behavior of SAP SuccessFactors Learning on the User side.

If there is information you require but there is no place for it to be entered out of the box, administrators can create a Custom Field to store that information. Once a custom field is created, it becomes a searchable field.

The following entities can have custom fields:

• Cohort
• Curricula
• Exam
• Instructor
• Item
• Job Code
• Objective
• Organization
• Question
• Classes
• User

For each entity, you may decide which fields are required (when editing the entity) and which fields are displayed or hidden.

The following entities have entity configuration screens for their available fields:

1. Assignment Profile
2. Library
3. Coupons
4. Curriculum
5. Item
6. Prepaid Account
7. Class
8. Free-of-Charge Subscription
9. User

Some fields are required for each entity and may not be removed, but others may be hidden from all administrators. Fields may be made required.

This menu section includes some system admin tools that may need to be used occasionally, such as:

• Attachments Utilization – to gather more information about attachments in the system.
• Direct Link Wizard – to build links that jump to specific user-side pages in the LMS. You can send the links to users so that they can directly access the pages by selecting the link.
• Label Import/Export– to export labels from a development environment to import them into a production environment or to export labels to customize, then re-import the changed set.
• Import Data/Export Data – help bring data into the LMS or copy from another instance (such as staging/test to production).

The tools in SAP SuccessFactors Learning provide additional functionality to accomplish specific tasks. Tools assist administrators through various tasks, including batch processes, such as registering one or more users into a class and merging user entities into one master entity.

System-generated email notifications are sent in response to a variety of scenarios, such as:

• Confirming a user’s registration status.
• Reminding users and managers about upcoming training deadlines.
• Informing users of changes to their learning plans and enrollment reminders, an administrator may send additional email notifications at any time.

In addition, administrators can send ad hoc email notifications. These may be generated from user search results or by using the Send Notifications tool. As part of this tool, a previously created email template may be used, or the contents of the email notification may be created when the tool is run.

The Background Jobs page contains the background jobs and report jobs that administrators have scheduled and that the system may have completed. If a job has been completed, administrators can view the job details. Administrators can edit, re-schedule, or delete if the job has not yet run.