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Revising an Item

Objective

After completing this lesson, you will be able to use the item revision assistant

Item Revisions

Revising an item enables administrators to create a new version of an existing item. This process is essential for adding new online content to items that are already available.

Administrators have the option to deactivate the old version right away or at a later time. It is important to note that older versions are kept in the system for auditing and reporting purposes, so they will not be deleted.

The revision assistant tool is launched from the Actions menu of the item entity.

The Revise option is highlighted from the Actions dropdown.

When revising items that are part of a curriculum, contain online content or have associated relationships, the revision wizard tool will present the administrator with options that may affect how the revised item is implemented. Here are some common things to consider:

Does existing Substitutes relationships need to transfer to the revised item?
Will the current authorized Instructors be able to deliver the revised course?
Do the Online settings for the revised item need to be updated?
Would you like the revised item to be updated in Curricula that the old item was a part of?
Should future classes based on the old item be updated with the revised version?

The Item Revision Wizard

To use the Item Revision Wizard, follow these steps:

Step 1: Enter the following:

New Revision Date, Time, Time Zone: The date and time of the revision is usually now (the moment that you start the revision wizard), but you might need to back-date the revision. Revisions dates and times help distinguish earlier revisions from later revisions and record the time you made the revision. The time zone of the revision date is important to recording the time correctly for all users in all time zones.
Revision Number: The number of the revision. Use the revision number to tell revisions apart. Although it can be any value, it usually matches a system: either your revision numbering system or the revision numbering system of the organization that provides or oversees the training.
Title: Text that distinguishes the revision from other revisions.

Step 2: Decide on Authorized Instructors, Substitute relationships, Online Settings, and User Ratings:

Do you wish to copy the substitutes relationships for this item to the new revision? When selected, SAP SuccessFactors Learning copies the substitutes relationships for this item to the new revision. Users who get the new revision can see a list of courses that substitute for the new revision. If you select this option, the list of substitutes doesn’t change between the old revision and the new revision. In the administration environment, the list of courses in Substitutes is copied from the old revision to the new one.
Do you wish to change all authorized instructors to the new revision? When selected, all instructors who were authorized to teach the old revision are authorized to teach the revised item.
This item has online settings. Do you wish to include the online settings in the new revision of this item? If the old revision has online settings, you can select this to copy the online settings from the old revision to the new revision.

Step 3: Decide on making the item production ready:

Make this item production ready: A production ready item is finished and ready to be used in curricula or classes.
Do not make this item production ready: If you need to make changes to the new version after you finish the revision wizard, select this option. If you select it, you skip the next step.

Step 4: Decide on how the revision affects other entities:

Do you wish to inactivate previous revisions of this item? Select this to inactivate previous versions of this item. Inactivation removes the previous revision and replaces the new revision for any time you select the item in the future.
Do you wish to update curricula potentially affected by this new item revision? Select this to update all item/curriculum relationships for curricula that have the item being revised associated with them. When you select this, Step 5 appears.
Do you wish to update learning plan assignments potentially affected by this new item revision? Select this to update all users’ learning plans who have the item assigned to them. The learning plan is updated to reflect the new revision. In the online environment, the online content of the old version remains on the learning plan, but the content is inaccessible. In Offline Player, the item is removed from the users’ offline tasks.
Do you wish to change all future classes to use/access the new revision? Select this to cause all classes that have already been scheduled and that use previous revisions of the item to use the new revision of the item.

Step 5: Decide on how revision affects Curricula period-based settings:

The revised item may require the Administrator to review the period-based setting to determine when the revision is due in associated curricula.

Curriculum ID: The unique ID of the curriculum that the learning item is assigned to.
Initial Number: The number of time units a user is allowed between the assignment of a learning requirement and the required completion of that requirement.
Initial Period: The units that the Initial Number value uses.
Retraining Number: The number of time units required before the user is to re-complete a recurring learning requirement. In most cases, this is an annual retraining period, based on days, so it should be 365. It cannot be NULL.
Retraining Period: The units used by the Retraining Number value. In most cases, this should be Days.
Assignment Type: Assignment types are categories you can establish for items to help you to prioritize a user’s learning needs by distinguishing between required and suggested items.
Effective Date: The date when a new or revised item will be used for the calculation of item completion statuses and curriculum statuses.
Add the revised item to this curriculum using the information above: Select this to attach the new revision to the curriculum. Don't select this unless you want to add the new revision to the curriculum.

Step 6: Review, Run or Review Job

Check the revision to verify that the data is correct and then run the job to create the new revision.

Select Run Job Now to create the new revision immediately.
Select Schedule Job to create the new revision later - at a scheduled time.

Revise an Item

Business Example

In this exercise, you will revise the Ladder Safety Course and add a Ladder Safety Quiz.

Steps

Navigate to the Ladder Safety Course.
Select the Actions menu and select Revise.
Enter a new revision date, revision time, and revision number. For example, today’s date, a few minutes ago, and REV2.
Update the item title: Ladder Safety_REV2 and choose Next.
Ignore the checkboxes for substitute relationships and authorized instructors and choose Next.
Select the Make this item production ready option and choose Next.
Select all four checkboxes in Step 4 of the item revision process and choose Next.
This course is not part of a curriculum, so ignore Step 5, select Next.
Review the displayed information.
Choose Run Job Now.

Next lesson