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Administrator Training Guide

SAP SuccessFactors
Learning Administration -
Programs
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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - 3

SAP SuccessFactors Learning Administration -

Programs
ABOUT THIS HANDBOOK.............................................................................................................................. 5
COURSE INTRODUCTION.............................................................................................................................. 6
Overview.......................................................................................................................................................... 6
Target Audience.............................................................................................................................................. 6
Unit Objectives................................................................................................................................................ 6
Assumptions................................................................................................................................................... 7
Browser Pop-up Window.................................................................................................................................. 7
Administrator Role and Workflows.................................................................................................................... 7
Required Fields................................................................................................................................................ 7
Using this Guide............................................................................................................................................. 7
SAP SuccessFactors Community................................................................................................................. 8
Additional Resources..................................................................................................................................... 8
LESSON 1 - PROGRAMS - END USER.......................................................................................................... 9
Lesson Overview............................................................................................................................................ 9
Objectives......................................................................................................................................................... 9
Overview of Programs for End Users........................................................................................................... 9
Accessing Programs.................................................................................................................................... 10
Conclusion.................................................................................................................................................... 11
Knowledge Check......................................................................................................................................... 11
LESSON 2 - CREATING A PROGRAM......................................................................................................... 13
Lesson Overview.......................................................................................................................................... 13
Objectives....................................................................................................................................................... 13
Creating a Program...................................................................................................................................... 13
Adding a New Program................................................................................................................................... 13
Exercise - Add a New Program.................................................................................................................... 15
Conclusion.................................................................................................................................................... 16
Knowledge Check......................................................................................................................................... 16
LESSON 3 - MODIFYING A PROGRAM....................................................................................................... 17
Lesson Overview.......................................................................................................................................... 17
Objectives....................................................................................................................................................... 17
Program Record Display.............................................................................................................................. 17
Cover Page.................................................................................................................................................... 18
Description Tile............................................................................................................................................. 19
Settings Tile.................................................................................................................................................. 19
Progress Restriction.................................................................................................................................... 21
Agenda Tile................................................................................................................................................... 22
Adding Items................................................................................................................................................. 23
Add a Scheduled Offering............................................................................................................................ 24
Adding Links, Text, and HTML.................................................................................................................... 26
Add Other Item.............................................................................................................................................. 27
Exercise - Add the Agenda.......................................................................................................................... 27
Exercise - Use Agenda Tile to Add Scheduled Offering............................................................................28
Assignment Tile............................................................................................................................................ 29
Recommending Programs........................................................................................................................... 29
Publishing Tile.............................................................................................................................................. 30
Featuring a Program..................................................................................................................................... 31

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - 4
Exercise - Publish a Program...................................................................................................................... 32
SAP Jam Groups.......................................................................................................................................... 32
Associating a Program with SAP Jam Groups.......................................................................................... 33
Alternative to Associating SAP Jam Groups................................................................................................... 34
Associating Competencies with a Program.................................................................................................... 34
Conclusion.................................................................................................................................................... 35
Knowledge Check......................................................................................................................................... 35
LESSON 4 - MANAGING PROGRAMS......................................................................................................... 37
Lesson Overview.......................................................................................................................................... 37
Objectives....................................................................................................................................................... 37
Assigning a Program.................................................................................................................................... 37
Viewing Programs........................................................................................................................................... 38
Exercise - Assign a Program....................................................................................................................... 38
Making Changes to a Program.................................................................................................................... 39
Ad-Hoc Notifications.................................................................................................................................... 39
Copying a Program....................................................................................................................................... 40
Learning Event Editor.................................................................................................................................. 41
Reporting on Programs................................................................................................................................ 41
Exercise - Run the Program Status Report................................................................................................ 42
Conclusion.................................................................................................................................................... 42
Knowledge Check......................................................................................................................................... 42
APPENDIX A - CONFIGURATION................................................................................................................ 44
Configuration Overview............................................................................................................................... 44
Admin Roles.................................................................................................................................................. 44
Configure the User Record.......................................................................................................................... 45
Edit the Domains.......................................................................................................................................... 45
Completion Status........................................................................................................................................ 46
Curriculum/Program Cleanup APM............................................................................................................. 47
Programs VLS Enrollment APM.................................................................................................................. 47
Custom Columns.......................................................................................................................................... 47
APPENDIX B - COMPARISONS.................................................................................................................... 48
Curricula........................................................................................................................................................ 48
Assignment Profiles..................................................................................................................................... 48
Classes.......................................................................................................................................................... 48
UNIT SUMMARY............................................................................................................................................ 49

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - 5

About this Handbook

This handbook is intended to complement the instructor-led presentation of this course,
and serve as a source of reference. American English is the standard used in this
handbook. The following typographic conventions are also used:

Use Example/Visualization

Demonstration by Instructor
A hint or advanced detail is shown or
clarified by the instructor –
please indicate reaching any of these
points to the instructor

Warning or Caution
A word of caution – generally used to
point out limitations or actions
with potential negative impact that need
to be considered consciously

Hint
A hint, tip or additional detail that helps
increate performance of the solution or
help improve understanding of the
solution

Additional information
An indicator for pointing to additional
information or technique beyond the
scope of the exercise but of potential
interest to the participant

Discussion/Group Exercise
Used to indicate that collaboration is
required to conclude a given
exercise. Collaboration can be a
discussion or a virtual collaboration.

User Interface Text

Find the Flavor Gallery button

Solution or SAP Specific term E.g. Flavors are transaction specific screen
personalization created and rendered using
SAP Screen Personas.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - 6

Course Introduction
Overview
This administrator's guide provides an overview of the concepts and terminology
associated with the Programs functionality in SAP SuccessFactors Learning.
Programs is a feature that enables you to maximize the end user's learning experience by
combining a variety of learning elements and activities, and structuring them in the manner
and order that you intend them to be consumed.
Through participating in discussions, viewing demonstrations, and completing exercises,
this course provides you with the basic skills in Programs administration and management,
and the process involved in building a Program.

Target Audience
This training is intended for all SAP SuccessFactors administrators (admins).
Unit Objectives
This unit contains four lessons:

 Lesson 1: Programs - End User

 Lesson 2: Creating a Program
 Lesson 3: Modifying a Program
 Lesson 4: Managing Programs
 Additional information in appendices, including:
 Configuration
 Comparisons

Upon completing this unit, you will be able to:

 Access Programs
 Describe the various types of Programs
 Add a new Program
 Use Program tiles to manage a Program
 Associate a Program with SAP Jam groups
 Assign Programs to users
 Report on Programs

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - 7

Assumptions
The SAP SuccessFactors Learning instance is highly configurable. During this training,
you will be working in a representative environment. To properly progress through the
training and when navigating the system, you must understand some assumptions.

Browser Pop-up Window

Do not block pop-up windows in your browser. Please unblock pop-up windows so that the
application may function as designed.
When you first log in to SAP SuccessFactors Learning, the following message banner may
display at the top of your browser window:

 Pop-up blocked. To see this pop-up or additional options, click here.

If this banner displays, perform the following steps:

1. Click the pop-up blocked message. A box displays with a few options.
2. Select the Always allow pop-ups from this site option and click Yes.
3. Once selected, you will not see the pop-up blocked warning again.

Administrator Role and Workflows

This training assumes that your SAP SuccessFactors Learning administrator role is
associated with all available workflows in the system. If your role does not include certain
workflows, those tabs and pages will be grayed out and/or inaccessible.

Required Fields

Your system administrator configured specific fields throughout the system as required
based on your organization’s business rules and processes. These required fields are
indicated with a red asterisk (*). You must input data in these fields before you are allowed
to progress.

If you are using a SAP SuccessFactors Learning training instance to progress through this
course, the fields displayed and marked as required may not reflect the settings you will
encounter when accessing your organization’s instance. Your system administrator can
provide you with a list of the required fields for your organization.

Using this Guide

This guide is designed to be used in conjunction with an instructor and provides general
information that will be elaborated upon by the instructor.

Throughout the guide, you may encounter icons that call out various types of information.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - 8

The following table illustrates how this guide uses icons to indicate different types of notes,
comments, activities, exercises, etc. that support the text.

Activity: Indicates an activity for you to complete that helps reinforce the
information you just learned.
Note: Indicates additional information that is related to the information
presented.
Exercise: Indicates a hands-on exercise. Follow the step-by-step process
outlined to perform specific tasks in the instance.
Job Aid: Indicates there is a job aid available for the task. Job aids provide
detailed instructions and screen captures to help you complete a task.
Warning: Warns against particular actions, or that a particular condition might
indicate a problem.

SAP SuccessFactors Community

Customer Community is your one-stop shop for support, quick answers, product training
and quarterly release updates. You may also post ideas for enhancements on product-
specific Q&A boards, and "Kudo" other ideas that you like. Enhancement ideas with the
most kudos often become part of the product roadmap for future releases.

https://community.successfactors.com/
Additional Resources
For more information about SAP SuccessFactors, refer to these resources:

Main Website http://www.SuccessFactors.com

https://community.successfactors.com/t5/SAP-
SAP SuccessFactors Process Library
SuccessFactors-Process/ct-p/ProcessLibrary
Training and Certification Shop https://training.sap.com/shop/learninghub
SAP SuccessFactors HCM Suite Help
http://help.sap.com/cloud4hr
Portal

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - 9

Lesson 1 - Programs - End User

Lesson Overview
The goal of this lesson is to provide you with an overview of the Programs functionality
from the end user perspective in SAP SuccessFactors Learning.

Objectives

Upon completion of this lesson, you will be able to:

 Describe the main concepts of Programs

 Access Programs as an end user

Overview of Programs for End Users

Programs combine learning activities to create a schedule of learning. The schedule of
learning is controlled by the Program's agenda, which functions like an academic syllabus.
It outlines activities over the duration of the Program.
For example, you can create a month-long employee Onboarding Program. The agenda
can be weekly: a different learning activities for each week over a month.

The learning activities can be internal learning items or they can be external content (such
as a link to a welcome video hosted on the company intranet). Open Content Network
(OCN) courses may also be added to Programs. A Program may include text descriptions

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of activities the users must perform outside of SAP SuccessFactors Learning (such as get
a security badge or have a discussion with HR).
The syllabus style of Program agendas supports academic training, event-based training
(e.g., a new hire event), and self-paced training.

Accessing Programs
End users within SAP SuccessFactors Learning can view Programs that are assigned to
them by their supervisor or by an admin either directly or via an Assignment Profile.
They may also search for Programs in their catalog and recommend Programs to other
users.
If the Program has been assigned to the user, the user will see it in his/her learning plan
(My Learning Assignments). If searching for a Program within a catalog, the user can filter
by Program within the Category area of the catalog. From the results screen, the user may
view the Program details by clicking on the Program title, or choose to self-assign the
Program by clicking on Enroll.
Supervisors and others with supervisor responsibilities (such as alternate supervisors or
Human Resource Business Partners) may assign a Program from their catalog to the
users that report to them.
Note: If SAP SuccessFactors HCM suite includes the Career and Development Planning
module, (CDP) Programs may also be added to Career Development Plans by selecting
Learning Activity and searching for the Program in the catalog. Programs may also be
associated with one or more Competencies which may assist users in searching for the
best Program to help them achieve improvement in these related Competencies.
Program completions will appear in the Learning History portlet in Employee Central.
Once starting a Program, users can then manage their progress through the Program. As
they progress through the Program, a completion percentage bar reflects progress
accordingly.

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Conclusion
In this lesson, you were introduced to the Programs functionality from the end user
perspective.

You should now be able to:

 Describe main concepts of Programs

 Access Programs as an end user

Knowledge Check
Use what you learned in this lesson to answer the following questions.
1. Describe Programs

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2. The schedule of learning is controlled by the which acts like an

academic syllabus.
3. How does an end user access Programs?

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Lesson 2 - Creating a Program

Lesson Overview
In this lesson, you will create a Program in SAP SuccessFactors Learning.

Objectives

Upon completion of this lesson, you will be able to:

 Add a new program.

Note: Configuration Settings: As with other functionality of SAP SuccessFactors Learning,

there are configuration settings that need to be set before administrators may create
Programs for the first time. Please see the appendix at the end of this guide for these
settings.
Creating a Program
As an administrator, you have the ability to create a new Program by combining various
types of learning activities into a schedule of learning, whenever necessary.
Adding a New Program
You can add a new Program from Learning Administration by selecting the Programs tab
and clicking Add New.

Here, you can add the following information to create a new Program:

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SAP SUCCESSFACTORS LEARNING ADMINISTRATION - 1

 Locale: Which language we will use for the text of this Program. Additional
locales may be added later for text descriptions.

 Program ID: A unique identifier of a Program. We recommend that you create a

descriptive naming strategy so that administrators can identify the Program
more easily. This is a required field.

 Title: A name for the Program that displays in the user interface. We recommend
that you enter a title that helps users identify the Program.

 Description: A description displaying in the user interface that should help users
understand what the Program is about.

 Domain: A security attribute of core SAP SuccessFactors Learning records. An

admin role determines which domains you can access. If the role is restricted,
you cannot view or edit a record in a given domain.

 Assignment Type: Will this Program usually be assigned as Required, Optional,

or some other version of these.

 Type: Defines the time frame for a Program. This is a required field with
three options to choose from:

 Scheduled: Fixed start and end dates

 Duration-based: Fixed duration but users can start at different times
 Open-ended: Self-paced with no time limitations
 Status: The Active checkbox is checked by default to allow Programs to be added
to catalogs so that they are assignable to users.

 Completion Status: This is the completion status users will receive upon
successful Program completion.

 Progress Restriction: Controls how a user works through the sections of

an agenda. Selecting the By Completion checkbox will require the user to
complete each section before continuing to the next one.

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Exercise - Add a New Program

In this exercise, you will add a new Program. Suggestions for working in our training
instance are in italics.

1. Log in to SAP SuccessFactors Learning as an admin and navigate to Learning

> Programs.
2. Click Add New.
3. Enter the Program ID for the new Program. Use your initials at the beginning of
the ID.
4. In the Title field, enter a Program title. Include your initials in the title.
5. In the Description field, enter a Program description.
6. Enter the domain of the new Program. Use PUBLIC for now.

Note: Please see the appendix for instructions on adding the Programs domain type to
other domains.

7. Use the search icon to select the Assignment Type. Select Required.
8. Select the new Program type. Select Scheduled.
9. The Status Active checkbox is checked by default. If the Status Active checkbox
is not checked, the Program will not be accessible from the catalog or assignable to
user.
10. Select a Completion Status from the drop-down menu.

Note: See the appendix for more information if this is empty.

11. To enable Progress Restrictions, check the By completion checkbox.

12. For scheduled Programs, the By schedule checkbox may also be selected.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - 1

13. Click Create Program when finished entering new Program information.

Conclusion
In this lesson, you learned how to create a Program in SAP SuccessFactors Learning.

You should now be able to:

 Add a new Program.

Knowledge Check
Use what you learned in this module to answer the following questions.
1. List the steps to add a new Program.

2. What affect does Progress Restriction have on a Program?

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - 1

Lesson 3 - Modifying a Program

Lesson Overview
In this lesson, you will modify a Program and build an agenda for it in SAP SuccessFactors
Learning.

Objectives

Upon completion of this lesson, you will be able to:

 Review Program record display

 Edit Program settings
 Add a scheduled offering to a Program
 Associate a Program with SAP Jam groups
 Associate Competencies with a Program

Program Record Display

An administrator may make changes to a Program by editing one or more of the Program’s
"tiles" which work similarly to tabs on other entities such as items and offerings. To access
a Program, go to Learning > Programs within Learning Administration and search for the
Program using various search criteria. Click the Program ID to display the tiles associated
with that Program.

Some of these tiles are:

 Description
 Settings
 Agenda
 Assignment
 Publishing
 Jam Groups (if enabled)
 Competencies

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Cover Page
A cover page is a user-facing overview page you create for your Program. You can choose
from three layouts and add images, videos, HTML, or any other information to your cover
page. If the Cover Page is active, users can see it when they view the Program details.
The cover page shown in the below figure is currently inactive.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - 1

Description Tile
The Description tile allows you to provide information to describe what the Program is
about. HTML tags may be added to the description and the system will display the results
when the user views the Program details.

You can enter a Program description by clicking the Edit button. To access the

translation pop-ups for any localized field, click the Translation button.

Note: The Program title, description, and agenda sections are all localized fields permitting
the admins to enter translations for whichever languages they are using.
Settings Tile
The Settings tile allows you to configure various Program settings such as:

 Status
 Domain
 Assignment Type
 Completion Status
 Progress Restriction
 Hours

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 Enable User Ratings

 Certificate Template
 Source
 Thumbnail
 Contact’s Email
 Comments
 Grading Options

Programs deliver learning over time, and the Type field defines the time frame for the
Program. There are three types to choose from:

 Scheduled: This type of Program has fixed start and end dates. Scheduled
Programs require that if instructor-led or blended activities are selected, you must
add scheduled offerings to the Program.
 Duration-based: This type of Program has a fixed time limit. The start/end dates
and times are determined when the Program is assigned to the user.
 Open-ended: This type of Program is self-paced with no time limitations.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - 2

The Status Active checkbox is checked by default. This enables the Program to be
added to the catalog and made accessible to users. If the checkbox is not checked, the
Program will not be added to the Program catalog, nor will it be available to users.

A Domain is a security attribute of core SAP SuccessFactors Learning records. You can
search for a domain; your admin role determines which domains you can access.
Depending on how your admin role is domain-restricted, you may not be able to view or
edit Program records in certain domains.

Assignment Type is either optional, required, or a different type that means the same as
optional or required.
Completion Status is the status users will receive upon successful Program completion.

Progress Restriction
Progress Restriction is determined by the Program type, and controls how a user works
through the sections of an agenda.

Programs can have two kinds of progress restriction:

 Progress Restriction by completion: Users must complete previous sections

before starting the next section. Any type Program can have this type of
restriction.

 Progress Restriction by schedule: Users must wait until the scheduled time
before starting the next section. Only scheduled type Programs may have this
type of restriction.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - 2

Other fields include:

 Hour(s) is the amount of time a user will likely need for Program completion
 Enable User Ratings allows user to rate the Program with a number of stars in the
catalog
 Certificate Template determines the look and feel of the completion certificate
 Source is the origin of training (e.g., internal, or specific vendor name)
 Thumbnail URL/File is the thumbnail picture that will display next to the Program
 Contact’s Email is typically the owner of the Program to be contacted by the user
for more information about it
 Comments is where additional information about this Program may be stored
 Grading Options allows the admin to set a list of either numeric or alphabet grades
that are mapped to completion statuses. These could be entered when Program
completions are edited using the Learning Event Editor tool.

Agenda Tile
The Program agenda forms the overall structure of the Program. It is broken down into
sections, and each section can contain various activities.

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The Agenda tile allows the admin to manage sections and activities to create the
desired schedule of learning. Sections enable you to group activities inside the Program
agenda. Once added, section titles and durations can be adjusted. Activities are
learning actions. An agenda can have up to 100 sections, and each section can have
many activities.
These activities include:

 Scheduled Only Item

 Online Only Item
 Scheduled and Online Item
 Other Item
 External Course
 Link
 Text
 HTML

Adding Items
Items are units that can be assigned to a user and tracked for completion. To add an item
to a section in your agenda, click any of the Scheduled Only, Online Only, Scheduled and
Online, Other, or External item types from the Add activities area. Then search for and
select the item you would like to add.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - 2

If a user already has the item completed in the learning history, the Program can apply that
completion to the item so that the user will not have to complete the item again. A number
of days may be entered in the Learning History Credit field to determine how far back to
include learning events. For example, if the number of days is 365, only learning events for
the item within the past year will count toward item completion. If the user had completed
the item over 365 days ago, it will not count and the Program will require that the user
complete the item again.

Note: Individual item thumbnails may be displayed in the Program agenda if configured:
System Admin > Configuration > System Configuration > LMS_ADMIN >
showSystemDefaultThumbnail=true.

Add a Scheduled Offering

A scheduled offering is an item that has been scheduled and placed on the training
calendar with a specific start date and start time. These may be created for in-person
training as well as for Virtual Learning System (VLS) events (such as Adobe Connect,
Microsoft LiveMeeting, WebEx, or Centra).
In most cases, the scheduled offering already exists and you can make use of the existing
scheduled offerings for Programs. For example, your organization might already have
orientation scheduled offerings that you can add to a new hire Program. You can search
for and use the existing orientation scheduled offerings in new Programs. To add a
scheduled offering to a section in your agenda, click the Add button in Add sections, and
enter a title for the section. To add an item to the section, click either the Scheduled Only
or Scheduled and Online activity type from the Add activities area. Then search for and
select the item you would like to add.

Note: Scheduled offerings can only be associated to Programs of type: Scheduled.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - 2

Once the item is added, you have the option to search for an existing scheduled offering or
create a new one. To create a new scheduled offering, click the green + button. Enter all
necessary information about the scheduled offering in the window that appears. When all
information is entered, click Add to add the new scheduled offering to the agenda.

When users are enrolled into the Program, they will automatically be enrolled into any
scheduled offerings. When users withdraw or are removed from the Program, they will also
be withdrawn from the offerings. For VLS offerings, the Program VLS
Enrollment/Withdrawal APM must be run in order to unregister users from the offerings.

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Adding Links, Text, and HTML

Links are internet/intranet-based activities. After you have added a link to a section, you
can enter the following:

 Title of the link (optional)

 URL of the link (required)
 Description of the link (optional)

Note: An error prompt is displayed if the URL of the link is not entered.

Text can be used to describe custom activities. You have the option to enter a title and
description for your custom activity when adding it to a section.

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HTML can be used to create an activity which may be similar to the Text option but include
links, images, and other HTML functions.

Add Other Item

The Other option within Add activities provides a way to add items of the classification
"Other" (for example, additional resource material, documents, or task checklists).
Once your agenda is complete, you may change the order of the items by clicking the
up/down arrows next to each item description.

Exercise - Add the Agenda

In this exercise, you will add the agenda to your Program. Suggestions for working in our
training instance are in italics.

1. If necessary, navigate to Learning > Programs, search for and edit the Program
you created in exercise 1.
2. Click the pencil icon to edit the Agenda tile.
3. Create each of the following sections and add activities as requested:

 Section 1 Title: New Employee Program Overview.

 Add Activities: Text.

 Add Text Title: New Employee Onboarding Program Welcome Message.

4. This Program consists of a series of activities to prepare you for your new role at our
company. Welcome to our Company!!

 Section 2 Title: Tour the Company Website

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 Add Activities: Link

 This activity is required.
 Add Link Title: Check Out Our Company Website
 Add Link to your company website (for example: http://www.sap.com)
 Add Link text: Get familiar with the company website – click around and
check it out!

 Section 3 Title: How to Use the Learning Portal

 Add Activities: Scheduled Only

 Search for an item that is classified as Instructor-Led.
 This activity is required. Enter 365 days in the Learning History
Credit field to ignore completions older than a year.

 Section 4 Title: New Employee Sample Online Item and Exam

 Add Activities: Online Only

 Search for Sample Item that already exists in the system.
 This activity is required. Enter 730 days in the Learning History
Credit field to ignore completions older than two years.

5. Click the Save button to save your changes.

6. Click the Done button to close the Agenda tile.

Exercise - Use Agenda Tile to Add Scheduled Offering

In this exercise, you will use the Agenda tile to add a scheduled offering to a Program.

Note: This is only possible for Programs of type Scheduled (and not Duration-Based or
Open-Ended.

1. To add a scheduled offering to a Program via the Agenda tile, navigate to

the Programs Tiles page. Then select the Edit icon on the Agenda Tile.
2. Click Add within the Add sections area.
3. Enter the title of the section and select the duration.
4. To add an item to the section, click Scheduled Only or Scheduled and Online
from the Add activities area.
5. Search for and select the item you would like to add. Once added, search for
an existing scheduled offering or create a new scheduled offering.
6. To create a new scheduled offering, click the green + button.
7. Enter all necessary information in the pop-up window that appears.
8. When done, click Add.
9. Then click Save.

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Assignment Tile
The Assignment tile allows you to view the assignment profiles and the status associated
with a Program. You can make the Program part of an assignment profile by going to
Admin > Users > Assignment Profiles and adding the Programs to the assignment profiles
of your choice.

Recommending Programs
An Admin may choose to recommend a Program to a User instead of assigning it from an
Assignment Profile record. This can be done by navigating to the Related section of the
Assignment profile record and selecting Recommended Programs>Search for and Add
Program to the Assignment Profile.

Note: Recommended programs must be in the catalog of the user receiving the
recommendation.

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The assignment profile status designations are Add Pending, Valid, and Delete Pending.

Publishing Tile
The Publishing tile allows you to manage the association of Programs to catalogs and
subject areas.

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These associations can be added or removed.

Featuring a Program
On the Programs tab of the Catalog record (Learning>Catalogs), Programs can be flagged
as Revised, Featured or New with an Until date. Featuring a Program will make it appear
on the Featured tile for users and will make it easier to find in the catalog.

Search Weight Tiers can also be applied within the Catalog record to enhance search
results for Programs.

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Exercise - Publish a Program

In this exercise, you will publish your Program. Suggestions for working in our training
instance are in italics.

1. Edit the Publishing tile by clicking the pencil icon .

2. At the bottom of the Catalogs tile, click the Add button and search for catalog(s).
Use the General or Global catalog.
3. At the bottom of the Subject Areas tile, click the Add button and search for
Subject Area(s). Use any two subject areas.
4. Close the Publishing tile.

SAP Jam Groups

You can associate SAP Jam groups with Programs and/or provide links into SAP Jam
groups. Associating Programs with SAP Jam groups creates a space for users in the
Program to access content and discuss events. By providing links into SAP Jam groups in
the Program agenda, users can visit the SAP Jam groups and join them independently.

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To associate Programs with SAP Jam groups, you need to enable SAP Jam integration in
System Admin > Configuration > System Configuration > LMS_ADMIN. Set
jamlntegrationEnabled to true.

Note: If you need a license to SAP Jam, contact Customer Success for information.

Associating a Program with SAP Jam Groups

When you associate a Program with SAP Jam groups, you create a space for users in the
Program to share knowledge. For example, if you created a self-paced writing workshop to
improve business writing in your company, you can associate the Program with a business
writing SAP Jam group. In the Program, users see the agenda items in their learning
assignments and To Do list. In the Jam group, they can discuss business writing, post their
own samples, ask questions, and utilize the other features of SAP Jam. To associate new
SAP Jam groups, go to Learning > Programs and click the Edit button on the Jam Groups
tile.
When you click Edit, a workspace opens where you can add existing groups or create new
groups. You can also edit the administrators or remove the group from the Program.
When you associate a new SAP Jam group with the Program, you can define the group
settings that affect SAP SuccessFactors Learning. After creating the group or associating
it with the Program, you can edit additional settings.

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Alternative to Associating SAP Jam Groups

If you do not want to create new SAP Jam groups for every Program but still want to use
SAP Jam, you can build a Program agenda that has links to SAP Jam locations like
documents within a group. For example, if you create a new hire Program for engineers,
you can create a link to a welcome video in the engineering group, a document that
describes the core values of engineering at your company, and the discussion forum
where new engineers can introduce themselves to the group.

Associating Competencies with a Program

Competencies, which are measureable attributes such as skills, knowledge, abilities, or

behaviors may be used extensively in a performance management system. To support this
in the LMS, items and Programs may be associated to Competencies in order to indicate
specific skills or knowledge the user may improve by completing the item or Program. Edit
the Competencies tile in order to list the associated Competencies and indicate an
appropriate rating next to each. When the Program completion is recorded into the user’s
learning history, the achieved Competency level (also known as mastery or proficiency
level) is communicated to SuccessFactors HCM (BizX).

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Conclusion
In this lesson, you added a Program in SAP SuccessFactors Learning.

You should now be able to:

 Review Program tile functionality

 Edit Program settings
 Add a scheduled offering to a Program
 Associate a Program with SAP Jam groups
 Associate Competencies with a Program

Knowledge Check
Use what you learned in this lesson to answer the following questions.
1. List the seven (7) Program tiles.

2. Describe the two types of Progress Restriction.

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3. True or false: An agenda can have up to 100 sections and each section can
contain many activities.

4. The tile allows you to determine the Program type.

5. Which of these Program types allows scheduled offerings?

a) Duration Based

b) Scheduled

c) Open Ended

d) All of the above

6. If you do not want to create new SAP Jam groups for every Program but still want
to use SAP Jam, you can build a Program agenda that has links to SAP Jam locations
like documents within a group.

a) True

b) False

7. Competencies may only be associate to items and never to Programs

a) True

b) False

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Lesson 4 - Managing Programs

Lesson Overview
This lesson provides instruction on Programs management, including how to assign a
Program and report on Programs.

Objectives

Upon completion of this lesson, you will be able to:

 Assign a Program
 Send notifications to users
 Copy a Program
 View and launch the available report types

Assigning a Program
The following methods are used to assign Programs to users:

 User Needs Management Tool (Admin > Users > Tools > UserNeedsManagement)
 Assignment profiles (Users > Assignment Profiles).
 Self-assignment through the user's catalog (accessed from the Find Learning tile)
 Admin Recommendation

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Viewing Programs

After assigning a Program, the following occurs:

 If the Program is associated with an SAP Jam group, then the user receives an
email to join the group (depending on how you have configured the SAP Jam group).
 Users see the Program on their HCM (BizX) To Do list and their My
Learning Assignments tile in the LMS.
 Users receive standard learning notifications like the Learning Plan notification.
 Supervisors can see their users' assigned Programs and users' learning histories.
 Admins may view the Programs tab of the User record (but may not add or
remove Programs directly from the tab)

Exercise - Assign a Program

In this exercise, you will assign a Program.

1. Navigate to Users > Tools > User Needs Mgmt.

2. Click the Add Programs radio button and click Next.
3. To add a user, enter the exact user ID in the User ID textbox or click the add one or
more from list link to search for and select users.
4. Click Add and then click Next.
5. Select the item type from the drop-down menu or click the add one or more from list
link to search for and select types.
6. Enter the exact Program ID.
7. Click Add and then click Next.
8. The Assign Date defaults to today's date. You can manually enter another date
(not in the future).

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9. Click Next.
10. Review the list of affected users and verify the item to be assigned.
11. Click Run Job Now or Schedule Job to complete the User Needs Mgmt. wizard.

Note: If you click Run Job Now, a Status page displays. The assignment was completed
successfully. If you click Schedule Job, you are taken to a new window where you can
enter the necessary information to run the job in the background or at a later time.

Making Changes to a Program

If an admin makes changes to a Program after users have already been assigned or
started it, the changes may need to be propagated. Read the warnings carefully to
determine if the changes should affect all current as well as future assignments.

For scheduled Programs, the changes will always affect both current and future Program
participants.

Note: Once an Item has been added to a Program, it is considered “in use” by the
Program and it may not be inactivated.

Ad-Hoc Notifications
Once users have been assigned the Program or have had a chance to complete it, an
admin may send notifications to the users from within the Program record or from the Send
Notifications tool.

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Copying a Program
An existing Program may be copied if an admin wants to reuse much of an old Program
but perhaps change the dates or content so that it may become a new one.
The admin may select whether to copy the agenda, cover page, catalogs, or subject areas
of the existing Program to the new one.

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Learning Event Editor

When users complete all of the required items and other activities of the Program, a
learning event will be added to their learning histories.
If a correction is necessary, attachments need to be added, or if grading options are
used, an Admin may use Learning Event Editor to make these changes. This tool is found
under Users>Tools>Learning Event Editor.

Reporting on Programs
To launch reports, administrators go to the Reports section, and users go to Home > Links
> Reports. Following is a list of standard reports:

 Certificate of Completion Report: Users can run this report to print a certificate
of completion when they complete a Program.
 Learning Plan Report: Administrators, supervisors, and users can run this report
to see their learning plans, including Programs.
 Learning History Report: This report includes completed Programs and
Program items for the administrator, supervisor, and user.
 Program Status Report: This report includes Programs that are in progress per user
and Programs that have been completed by user. It includes completion status and
completion date. This report also may be run by users and supervisors.

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Exercise - Run the Program Status Report

In this exercise, you will run a report on the status of a Program.

1. Navigate to Learning Administration > Reports and locate the Program Status report
(not the CSV version of the report). Click the report name to launch the report
criteria screen.
2. Select Browser from the Report Destination drop-down menu.
3. Select PDF from the Report Format drop-down menu.
4. Click the filter icon to search for and select one or more users to include in the report.
5. Uncheck the box to mask user IDs on the report.
6. Search for the Program using the Program ID field
7. Check the checkbox for Include Activites
8. Click:
 Run Report to run the report immediately.
 Schedule Job to schedule the report to run as a background job, either on a
recurring basis, or once at a future date

Conclusion
This lesson provided instructions on Programs management and you learned how to
assign a Program and report on Programs.

You should now be able to:

 Assign a Program
 Send notifications to users
 Copy a Program
 Run the Program Status report

Knowledge Check
Use what you learned in this lesson to answer the following questions.
1. True or false: There is only one method for assigning Programs to users.

2. Once a Program is assigned, where can a user see the Program assignment?

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3. Ad hoc notifications may be sent to users:

a) Who have completed a Program

b) Who have the Program but it is not complete

c) Both

4. True or false: When copying a Program, the admin may choose to copy just
the agenda (and not the catalogs or subject areas).

5. When running the Program Status report, you should check the Include Activities
checkbox in order to get the most detailed report.

a) True

b) False

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Appendix A - Configuration
Configuration Overview
Before admins can create Programs in SAP SuccessFactors Learning, the following need
to do the following:

 Configure Admin Roles

 Edit the Domains

Admin Roles
Programs may be created by admins with the appropriate permissions in their admin
role(s). To update your admin security role(s) to include the Program workflows, navigate
to System Admin > Security > Role Management > Select Role > Workflows > Edit and
add one or more from list. There are Program workflows in the Learning Management,
Jam, User Management, Reports, and Search sections including:
Add Program, Add/Edit Program HTML, Add/Edit Program Links, Add/Edit Program Text,
Copy Program, Delete Program, Edit Program Catalog, Edit Program Custom Columns,
Edit Program Subject Area, Edit Program Assignment, Search Program, Search Program
Custom Columns View Program, View Program Custom Columns, Add/Edit Program Jam
Groups, Run Program Status Report, View User Program Status Report, Assign Program
to User, Edit Assignment Profile Program, Unassign Program from User, View Assignment
Profile Program, and View Programs Assigned To User on user record.
Note: There are also workflows in the System Admin category, however these might only
be useful to a high-level System Admin who is responsible for global configurations.

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Configure the User Record

To configure the user record to show the Programs tab, navigate to System Admin >
Configuration > Record Configuration > (User is selected by default) > Related Info tab.
Select the Programs tab from the Available list on the left and click Add so it will appear in
the Display list on the right which lists all tabs displayed to the user.

Edit the Domains

If Programs will be created in domains other than Public, you can edit each domain to
include the Program domain type. Navigate to System Admin > Security > Domains >
(Select Domain) > Domain Types tab > click add one or more from list. Click the checkbox
next to the Program Domain Type and click the Add button.
The Public domain already has the Program domain type.

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Completion Status
To set up Completion Status value(s) for Programs, go to References > Learning >
Completion Status. Search for the desired completion status and if one does not already
exist for Program Complete, create one. Item Type must be set to Programs
(SYSTEM_PROGRAM_ENTITY) and the Credit Given option must be checked.
When done, click Add.

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Curriculum/Program Cleanup APM

This APM must be scheduled in order to remove earlier revisions of items from Curricula
and Programs.

Programs VLS Enrollment APM

This APM must be scheduled in order to enroll users into VLS (Virtual Learning System)
events contained within Scheduled Programs.

Custom Columns
If necessary, custom columns may be configured for the Program record. System Admin >
Custom Columns > Programs.

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Appendix B - Comparisons
Curricula
Admins will want to decide when to use Programs instead of using other records such
as curricula, assignment profiles, or classes. It may be useful to use a combination of
these records in a complete training strategy.
A curriculum may contain one or more items, requirements, or subcurricula. The
curriculum will check the history to see if the user has completed any of the items or
requirements. The curriculum status will be calculated based on the latest successful
completion of all effective required items and requirements.
Similarity to Programs: Both may be set to ignore item completions that are too far in the
past. Both may be assigned by the User Needs Management tool, through Assignment
Profiles, or added to Catalogs.
Advantages: A curriculum is the only record that may be used to track retraining. Users
may be given a choice in how they may meet curriculum requirements.
Disadvantages: Curricula may not contain links, text, or html activities like Programs can.
Only individual items or choices of items (requirements) may be added to curricula.
Curricula may not be used to register users into specific scheduled offerings.

Assignment Profiles
Dynamic groups of users who meet the criteria defined by groups of rules and domains.
May be used to assign items, curricula, Programs, and catalogs. May also be used to
recommend items. May not be used to register users into specific scheduled offerings.
While users may be manually added to an Assignment Profile, it is best practice to run the
Synchronization APM to keep the population up-to-date.

Classes
A class may be used when a static list of users needs to be associated with multiple
scheduled offerings.
Similarity to Programs: When the scheduled offerings are associated to the class record,
there is a setting for Auto Enroll. When users are added, they will automatically be enrolled
in the offerings that have this setting. This works the same as offerings added to a
Scheduled type of Program.
Advantages: A single curriculum may be associated to the class record. Curricula may not
currently be added to Programs.
Disadvantages: Classes may not be associated to Assignment Profiles. Users must be
manually added to (or removed from) the class. Classes may not be assigned through the
User Needs Management tool and may not be added to catalogs.

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Unit Summary
In this unit, you covered:

 Lesson 1: Programs - End User

 Lesson 2: Creating a Program
 Lesson 3: Modifying a Program
 Lesson 4: Managing Programs
 Additional information in appendices, including:
 Configuration
 Comparisons

You should now be able to:

 Access Programs
 Describe the various types of Programs
 Add a new Program
 Use Program tiles to manage a Program
 Associate a Program with SAP Jam groups
 Assign Programs to users
 Report on Programs

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