Creating Task-based Checklist Items

Objective

After completing this lesson, you will be able to configure a task-based checklist item and designate task observers.

Introduction

Task Checklist items allow administrators to create a list of specific tasks that the learner will be observed performing. Task observers can be predefined by the Administrator, or the learner may be allowed to request observation from other members of their organization.

Watch this video to explore the task-based checklist items from both the learner's and the observer's perspective.

Video Summary

This video explores task-based checklist items from both learner and observer perspectives. Learners can request an observer and view task details, while observers can accept requests, complete checklists, and record the outcome. This process ensures that tasks are properly observed and documented.

Task based checklists can be used to evaluate:

On-the-job training
Procedural training
Specific repeatable processes within structured environments
Processes that need tracking and can be broken down into specific steps

For example, if a learner needs to demonstrate their ability to create a presentation with Microsoft PowerPoint, they can showcase their knowledge by completing the required tasks while being monitored. The person observing will check off each task on a list and provide comments as needed. They may also add general comments on the overall performance to further annotate the checklist.

In the figure below, a task list is displayed for the Change Tire Safely course.

Example of a task checklist for the Change Tire Safely course is shown.

Task Checklist Configuration

Task entities themselves cannot be independently assigned to users like items can. You must create tasks first before they can be associated to an item. Then the item containing the checklist can be assigned to the learner.

STEP 1: Creating Tasks

Navigate to Learning Administration → Content → Tasks and select Add New .
Add a Task ID and Description. The task description is what displays to the user.
Select the button Add to complete the process.
Repeat the same process to create more tasks.

STEP 2: Creating an Item

Navigate to Learning Administration → Learning Activities → Items → Add New.
Enter all item logistical information.
Set Item Classification to Other.

Tasks can only be associated to items with a classification of Other. If an administrator modifies an item and changes the item classification, for example from Other to Instructor-Led, the task checklist will be disabled.

STEP 3: Adding Tasks to the Item

Select the Item you want to create the task checklist for.
Navigate to the Tasks tab. Important: This tab is only available if the item is classified as Other.
Use the Add Tasks + icon to search for and add tasks.
Use the directional arrows to reorder the task.

STEP 4: Populate Task Checklist Settings

Select the Task Checklist Settings gear icon. In the task list settings, you can:

Enable the tasks checklist.
Enable a notes field for the observer.
Enable a task duration.
Allow the learner to designate anyone as an observer.
Restrict designating observers and have the learner select from a pre-defined list.
Establish a minimum threshold for the number of tasks that must be successfully completed in order for the observer to mark the checklist item as complete.
Select the completion status for successfully completing the tasks.
Select the failure status for failing to complete the tasks.

Note

There is an optional Assign Tasks Observers tool which is a 3-step wizard that can be used to designate observers and assign task-based checklist items to learners.

STEP 5: Designating Observers

Navigate to the Instructors entity tab.
Select one or more from the list and add observers.

The first observer to accept the task wins. Email notification will be sent to the other observers acknowledging the observer that accepted.

STEP 6: Assigning Item to Learner

Navigate to the Actions menu.
Select Assign (this starts the Manage Assignments wizard).

Once an item with a checklist is assigned to the learner, they will receive it on their learning plan.

In most cases, learners will not have access to the list of tasks in a task-based checklist when using a library. However, there is an option in the global application settings that allows learners to preview the task list.

To access this setting, navigate to Learning Administration → System Administration → Global Application Settings and check the box for Task Checklist Preview is Available.

Observer Regions

The list of authorized observers can be set to only show observers in the learners’ region.

The region reads and matches the users and observers’ region.

If a user entity is annotated with a designated region, the learner will see a checkbox for My Region. When selected, this limits the list to the subset of observers whose region matches this user’s (such as West, as shown in the figure below).

For the learner to set a preferred region for their user entity, go to the Learning Plan → Activities → Options and Settings → Select a Locale and Time Zone → Region ID.

Administrators control whether learners can add/change their region via Learning Administration → System Administration → Application Administration → User Settings → Allow Users to change Regional Information.

Observers My Region button is highlighted.

Learner Observation Request

The learner receives the item with the task list on their Learning Plan. If allowed in the Task List Settings, the learner can request for an observer and the button on the item will display Request Observers.

If the Administrator has enforced the Observers must be Authorized Instructors option, then learners cannot search for an observer from a full list of users in the system. Instead, the system displays a list of authorized observers and learners must select from this list.

The list of observers is read from the Instructors tab of the item entity. Observers must be instructors with SAP SuccessFactors Learning user account.

Learner view: Assigned task checklist item is highlighted on the User’s learning plan.

Observer Task Checklist

Once the learner has requested observation and the observer accepts, the Task Checklist will be displayed on the observer’s Learning Plan. The observer then has two choices: They can either accept the request explicitly or choose not to respond. While the observer cannot directly refuse the request, not responding acts as a passive refusal.

Observer View to open the task-based checklist.

The observer will use the checklist to evaluate the learner and make comments per task as needed. Overall comments on the learner’s performance can be made as well. The observer will also document whether the learner has failed or succeeded. This information will be recorded in the learner’s history record.

Create a Task Checklist Item

Business Example

In this exercise, you will create a task checklist item which requires learners to demonstrate their knowledge of Ladder Safety Training by completing a list of tasks.

Steps

Create tasks with the following details.

Task ID	Description
[YourInitials01]	1. Inspect the ladder before use.
[YourInitials02]	2. Set up the ladder on a stable, level surface.
[YourInitials03]	3. Ensure all locks and braces are secured.
[YourInitials04]	4. Climb and work while maintaining three points of contact.

Log in to SAP SuccessFactors HCM as a Learning Administrator and navigate to Learning Administration → Content → Tasks.
Select Add New.
Insert [YourInitials01] in the Task ID field.
Insert Inspect the ladder before use in the Description field.
Select Add.
Select Add New.
Insert [YourInitials02] in the Task ID field.
Insert Set up the ladder on a stable, level surface in the Description field.
Select Add.
Select Add New.
Insert [YourInitials03] in the Task ID field.
Insert Ensure all locks and braces are secured in the Description field.
Select Add.
Select Add New.
Insert [YourInitials04] in the Task ID field.
Insert Climb and work while maintaining three points of contact in the Description field.
Select Add.
Select Apply Changes.

Create the Ladder Safety Training with the details below and add the tasks you created in the previous step.

Field	Value
Item Classification	Other
Item Type	On The Job Training (OJT)
Item ID	ABC_LST
Title	Ladder Safety Training
Description	Ladder safety training teaches individuals how to properly inspect, set up, and use ladders to prevent accidents and injuries.
Security Domain	ACME-CORP
Assignment Type	Required (REQ)

Log in to SAP SuccessFactors HCM as a Learning Administrator and navigate to Learning Administration → Learning Activities → Items.
Select Add New.
Enter the information as per the table above and Save to create the item.
Select the Tasks entity tab.
Choose the Add New Tasks (plus icon) button.
A search pop-up appears. Select Search to find the available tasks.
Select 4 Ladder Safety tasks listed and choose Add to add these tasks to the item’s task list.
Once added to the item, tasks can be re-ordered by selecting the checkbox next to the task and using the directional arrows to change the order.
Choose Task Checklist Settings (cog icon).
Turn on Enable Task Checklistslider.
Choose Yes for Observers must be Authorized Instructors. This option will enforce observer selection from a pre-defined list.
Select a Completion Status: OJT_COMPLETE.
Select a Failure Status: OJT_INCOMPLETE.
Choose Save.
Select the Instructors tab.
Choose the Add one or more from list link and search for instructors to authorize as task observers.
Select the Add checkbox next to one or more instructors in the search results and choose the Add button.

Summary

Task checklist items enable administrators to observe and evaluate learners performing specific tasks in real-world or structured environments.
Observers can be pre-assigned by administrators or selected by learners, ensuring flexibility and oversight during the evaluation process.
Common use cases include on-the-job training, procedural training, and repeatable processes requiring documentation and tracking.
Administrators configure tasks, associate them with an item, and define settings like observer criteria, task completion thresholds, and status outcomes.
Observers evaluate learners using the checklist, record outcomes, and provide task-specific or overall performance feedback, which is logged in the learner's history.

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