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Assigning Learning Needs to Users Automatically

Objectives

After completing this lesson, you will be able to:

Assign Learning Using Assignment Profiles
Associate curricula to a Job Code

Assignment Profiles

Learning can be automatically assigned by using an Assignment Profile (AP) or associating a curriculum to a job code.

Assignment Profiles (AP) are used to automate the assignment of learning resources, including items, programs, and curricula, to users with similar training needs. By leveraging common user attributes, administrators can identify and group users for targeted learning assignments. This feature also enables the assignment of user roles, approval workflows for user-created accounts, and coupons. If additional attributes are relevant like location or security domain, Assignment Profiles are necessary and recommended.

Assignment profiles can also recommend specific items, programs, or collections to users based on user attributes. This allows Administrators to promote or market these to users, by recommending things they may be interested in, and raising awareness for new content.

Assignment profiles are the only way to make libraries available to users so that they may self-assign the learning activities that are placed in those libraries.

Additionally, a User Group entity can be created and pushed out to users who meet the criteria of the assignment profile. The User Group entity can be used to identify reserved seats for Classes, or display custom tiles to the users in the User Group.

Assigning Learning using Assignment Profiles

Identify the population of users that will be included in the assignment profile. Follow the steps below to create an Assignment Profile.

Steps

Create the Assignment Profile entity. Navigate to Learning Administration → Manage User Learning → Assignment Profile and select Add New.
Fill out the required fields to include the security domain where this record will be saved and select Add.
Select the Rules entity tab.
In the Security Domains field select the security domains for the targeted user population.
Set up rules: Use groups to distinguish rule attributes for AND/OR relationships. You should create at least one group.
1. Select Create Group and enter the group name.
2. From the dropdown select an attribute which is the common denominator of the users you want to include in the group (for example Country).
3. Select the operator (matches, contains etc).
4. Select the value (for example Canada).
  Note
  Use system icons and search picker tools to find the values that satisfies an attribute.
Use Add Rule, to create an AND relationship.
When there are multiple rules in a group, all of the rules must be met in order for the user to become a member of the assignment profile and receive its assignments and recommendations. This is considered a logical AND relationship.
Use Create Group, to create an OR relationship.
When there are multiple groups in the assignment profile, a user must meet all the rules in any one group. This is a logical OR relationship.
Select Download Preview Users. Verify that the rules targeted the correct user population.
Add the learning event to the Assignment Profile by selecting the appropriate entity tab(s) (Items, Curricula, Library etc.)
From the Actions dropdown select Execute Changes to initiate the assignment profile assignments.
Once the Assignment Profile has been executed, its status will change to "valid". The scheduled automatic process will check for changes to user attributes and synchronize assignments accordingly. As best practice, the Assignment Profile Execute Updates APM should be scheduled to run at an off-peak time. The AP Actions → Update Users and Assignments tool is used to bypass the scheduled APM time and provide immediate access to learning events for users that meet the rules.

Result

You have assigned learning using Assignment Profiles.

Assignment Profiles Deactivation

Administrators can deactivate an assignment profile via the Actions section of the entity, and have the added option of unassigning the learning elements assigned through the assignment profile. Deactivated assignment profiles can be re-activated to become active again. Deactivating allows Administrators to deprecate old learning assignment profiles that are no longer necessary. These options allow Administrators to halt or pause any new assignments by a profile, while maintaining existing assignments that have been previously made.

Select one of the following from the Actions section:

Deactivate the assignment profile to prevent the assignment profile from making future assignments but keeping current assignments intact.
Deactivate and Unassign the assignment profile to remove all current assignments made by this assignment profile from all target users.

Assign Learning Using the Assignment Profile

Business Example

In this exercise, you will assign a curriculum using the Assignment Profile.

Steps

Navigate to Manage User Learning → Manage Assignments.
You can also access the tool by choosing Manage Assignments from the Actions area of the user entity.
Select the Add Curricula radio button and choose Next.
Choose the add one or more from list.
Enter criteria to search for the user to have the curriculum added. For this exercise, choose Search and enter the keyword Abel into the Last name field.
Select the Add checkboxes next to the user Abel.
Choose Add, then choose Next.
Choose the add one or more from list.
Enter criteria to search for the curriculum to add and choose Search (enter the keyword Asbestos).
Select the Add checkbox next to the Asbestos Initial Training curricula to add.
Choose Add .
Choose Next. Note the assign date.
Choose Next.
Choose Run Job Now.

Curricula Association with Job Codes

Curricula can be automatically associated with job codes. Free-floating items and programs cannot be associated with a job code. To take advantage of the benefits of curricula such as checking the history to see whether the user has already completed items, or to assign recurring training (retraining), it is possible to set up a curriculum that contains one item.

The job code method should only be used if a customer wants every user who has that specific job code to be assigned certain curricula with no concern for the user’s job location, security domain, or any other criteria.

For example, if there is a course to be assigned to all engineers throughout the company (without regard to job location, security domain, or other attributes), the job code method can be used by putting that item into a curriculum and associating that curriculum with the job code. Any user who is (or becomes) an Engineer will automatically receive the item as part of the curriculum assignment.

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