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Adding History Records for Items, External Events, and Classes

Objective

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

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

Select Learning History from the Actions dropdown.
Select Add.
Select either to add an Item-Based Event or an External Event.
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 Record for Items as an Administrator

Business Example

In this exercise, you will add a history record for Lyndsey Abel's completion of the Emergency Driving course.

Steps

Navigate to Manage User Learning → Add Learning History for Multiple Courses.
Select the Item radio button.
Search for and add the Emergency Driving course.
In the List of Selected Users section, search for an add Lyndsey Abel.
Select Next.
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
Select Apply Changes to make the changes apply to all users.
Select Next.
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. Lyndsey Abel has earned a Bachelor of Science degree and wishes to include this achievement in her learning history.

Steps

Navigate to Manage User Learning → Add Learning History for Multiple Courses
Select the External Event radio button.
In Add External Events, enter a description.
Select Add.
In Search and Add Users, enter the User ID.
Select Add.
Select Next.
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
Select More Options icon to enter instructor information and comments.
Select Apply Changes to make the changes apply to all users.
Select Next.
Select Submit.
If the system requires you to schedule the process as a background job, choose to run the background job immediately (if allowable) and either populate your email address to receive a notification that the event events were recorded or uncheck the Notify via email upon completion checkbox.
Select Finish.

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