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Administrator Training Guide

Introduction to SAP
SuccessFactors Learning
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 INTRODUCTION TO SAP SUCCESSFACTORS 3

Introduction to SAP SuccessFactors Learning

ABOUT THIS HANDBOOK.............................................................................................................................. 6
COURSE INTRODUCTION.............................................................................................................................. 7
Overview.......................................................................................................................................................... 7
Target Audience.............................................................................................................................................. 7
Unit Objectives................................................................................................................................................ 7
Assumptions................................................................................................................................................... 7
Browser Pop-up Window.................................................................................................................................. 7
Administrator Role and Workflows.................................................................................................................... 8
Required Fields................................................................................................................................................ 8
Using this Guide............................................................................................................................................. 8
SAP SuccessFactors Community................................................................................................................. 9
Additional Resources..................................................................................................................................... 9
LESSON 1 - ADMINISTRATOR ACCESS, NAVIGATION, AND SEARCHING............................................10
Lesson Overview.......................................................................................................................................... 10
SAP SuccessFactors Learning.................................................................................................................... 10
Accessing SAP SuccessFactors Learning................................................................................................. 10
SAP SuccessFactors HCM/Learning Integrated Environment.................................................................11
Administrator (Admin) Screen Layout........................................................................................................ 13
Top Menu Frame........................................................................................................................................... 14
Left Menu Frame........................................................................................................................................... 16
Content Frame.............................................................................................................................................. 18
Bookmarks and Recently Accessed Records............................................................................................ 19
Bookmarks.................................................................................................................................................... 20
Organizing Bookmarks................................................................................................................................ 21
Recently Accessed Records........................................................................................................................ 22
Layout of Some Learning Records............................................................................................................. 23
Navigating in SAP SuccessFactors Learning............................................................................................24
Cross Entity Linking..................................................................................................................................... 26
Searching...................................................................................................................................................... 26
Localized Fields............................................................................................................................................ 28
Commonly Used Search Icons.................................................................................................................... 29
Adding/Removing Search Filters................................................................................................................ 29
Selecting From a List................................................................................................................................... 33
Searching by Custom Columns.................................................................................................................. 34
Saving Your Individual Search.................................................................................................................... 34
Adjusting the Display of Your Search Results........................................................................................... 36
Sorting Your Search Results....................................................................................................................... 37
Downloading Your Search Results............................................................................................................. 37
Record Layout Consolidation...................................................................................................................... 38
Record Layout Configuration (Personalize Fields)....................................................................................39
Conclusion.................................................................................................................................................... 39
Knowledge Check......................................................................................................................................... 40
LESSON 2 - LEARNING NEEDS MANAGEMENT OVERVIEW...................................................................41
Lesson Overview.......................................................................................................................................... 41
Objectives....................................................................................................................................................... 41
Learning Needs Management Model........................................................................................................... 41
Implementing the Learning Needs Management Model............................................................................43
Conclusion.................................................................................................................................................... 43
Knowledge Check......................................................................................................................................... 44

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 INTRODUCTION TO SAP SUCCESSFACTORS 4
LESSON 3 - WORKING WITH USER RECORDS.........................................................................................46
Lesson Overview.......................................................................................................................................... 46
Objectives....................................................................................................................................................... 46
User Main Concepts..................................................................................................................................... 46
Main Areas of the User Record................................................................................................................... 46
Core Area (Summary Tab)........................................................................................................................... 47
Related Area.................................................................................................................................................. 47
Assigned Items Tab...................................................................................................................................... 49
Items Completed Tab................................................................................................................................... 50
Curricula Tab................................................................................................................................................ 50
Programs Tab............................................................................................................................................... 51
Actions Area................................................................................................................................................. 51
Adding Users to SAP SuccessFactors Learning.......................................................................................52
Exercise - Locate and View an User Record.............................................................................................. 53
Exercise - Add an User Record................................................................................................................... 54
Activity........................................................................................................................................................... 54
Conclusion.................................................................................................................................................... 55
Knowledge Check......................................................................................................................................... 55
LESSON 4 - NAVIGATING THE USER INTERFACE – OVERVIEW.............................................................56
Lesson Overview.......................................................................................................................................... 56
Objectives....................................................................................................................................................... 56
Accessing SAP SuccessFactors Learning as a User................................................................................56
Learning Landing Page (SF Learning Home Page)...................................................................................56
Landing Page with Additional Custom Pages............................................................................................ 58
My Learning Assignments........................................................................................................................... 58
Viewing Details about an Instructor-Led Item............................................................................................59
Registering into a Class (Scheduled Offering)..........................................................................................60
Viewing Details about an Online Item......................................................................................................... 60
Find Learning (Catalog)............................................................................................................................... 61
Catalog Browse............................................................................................................................................. 62
Recommendations........................................................................................................................................ 63
Links.............................................................................................................................................................. 64
User-Created Content................................................................................................................................... 64
Accomplishments......................................................................................................................................... 64
Approvals...................................................................................................................................................... 65
Options and Settings.................................................................................................................................... 65
Record Learning........................................................................................................................................... 65
Reports.......................................................................................................................................................... 66
History/Completed Work.............................................................................................................................. 67
My Curricula.................................................................................................................................................. 67
Mobile............................................................................................................................................................ 68
Supervisors................................................................................................................................................... 68
Instructors..................................................................................................................................................... 69
Conclusion.................................................................................................................................................... 70
Knowledge Check......................................................................................................................................... 70
APPENDIX A - QUICKGUIDES..................................................................................................................... 72
QuickGuides Overview................................................................................................................................. 72
Becoming Familiar with QuickGuides........................................................................................................ 72
Conclusion.................................................................................................................................................... 74
APPENDIX B - COLLECTIONS..................................................................................................................... 75
Collections Overview................................................................................................................................... 75
Creating a Collection as a User................................................................................................................... 75

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 INTRODUCTION TO SAP SUCCESSFACTORS 5
Conclusion.................................................................................................................................................... 78
APPENDIX C - RECOMMENDATIONS NEWSLETTER................................................................................79
Recommendations Newsletter Overview.................................................................................................... 79
Recommendation Newsletter (User Notification Message)......................................................................80
APPENDIX D - SUPERVISOR APPROVAL WAIVER...................................................................................81
Overview........................................................................................................................................................ 81
APPENDIX E - USER-RECORDED LEARNING EVENTS............................................................................83
Overview........................................................................................................................................................ 83
APPENDIX F – COURSE HOME (PREVIEW)............................................................................................... 85
Overview........................................................................................................................................................ 85
APPENDIX G – PERSONALIZED RECOMMENDATIONS – BEST PRACTICES........................................87
Overview........................................................................................................................................................ 87
UNIT SUMMARY............................................................................................................................................ 88

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 INTRODUCTION TO SAP SUCCESSFACTORS 6

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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 INTRODUCTION TO SAP SUCCESSFACTORS 7

Course Introduction
Overview
In this course, you will gain basic skills in how to use the LMS to create and modify item
and curriculum records, assign learning to users, and record learning events. This course
uses the concepts and terminology associated with the SAP SuccessFactors Learning
Needs Management Model and helps you to develop a working knowledge of this model
for use in implementing your learning needs management strategy.
Target Audience
This training is intended for all SAP SuccessFactors Learning administrators (admins).
Unit Objectives
This unit contains four lessons:

 Lesson 1: Administrator Access, Navigation, and Searching

 Lesson 2: Learning Needs Management Overview
 Lesson 3: Working with User Records
 Lesson 4: Navigating the User Interface – Overview
 Additional information in appendices, including:
 QuickGuides
 Collections
 Recommendations Newsletter
 Supervisor Approval Waiver
 User-recorded Learning Events

Upon completing this unit, you will be able

to:

 Identify features of SAP SuccessFactors Learning

 Identify and use the search functions
 Define specific terms associated with the Learning Needs Management model
 Add, view, and modify user records
 Navigate the SAP SuccessFactors Learning user interface

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.

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 INTRODUCTION TO SAP SUCCESSFACTORS 8

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

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 INTRODUCTION TO SAP SUCCESSFACTORS 9

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.

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

SAP SuccessFactors Process https://community.successfactors.com/t5/SAP-
Library SuccessFactors-Process/ct-p/ProcessLibrary
Training and Certification Shop https://training.sap.com/shop/learninghub
SAP SuccessFactors HCM Suite
http://help.sap.com/cloud4hr
Help Portal
For Customers:
https://jam2.sapjam.com/groups/U6V46Jxzaq827LfK
012Ym7/overview_
page/eEFZX86SKu7cntBRd11dJ1
SAP SF Learning Management
Learning Room Live Sessions
For Consultants:
https://jam2.sapjam.com/groups/4C0hO7RVAUYc6U
8Rq1EuGh/overview_
page/H7RqFktnkz5MSadLIqw7wL

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 INTRODUCTION TO SAP SUCCESSFACTORS 1

Lesson 1 - Administrator Access,

Navigation, and Searching
Lesson Overview
Upon completion of this lesson, you will be able to:

 Identify admins and users in SAP SuccessFactors Learning

 Navigate within SAP SuccessFactors Learning as an admin
 Work with and organize bookmarks and recents
 Create search filters and search for records
 Download and view or save search results

SAP SuccessFactors Learning

SAP SuccessFactors Learning is a Learning Management System (LMS) designed to
facilitate tracking of the comprehensive range of information that organizations need to
manage their learning programs effectively. SAP SuccessFactors Learning enables its
administrators to make informed decisions about their user population, learning
assignments, learning completions, scheduling, and resources.

Accessing SAP SuccessFactors Learning

The SAP SuccessFactors HCM suite (formerly known as BizX) and the SAP
SuccessFactors Learning application are fully integrated into one common interface.
People using the SAP SuccessFactors Learning system will access various menu choices,
tiles, and tabs depending on who they are and what responsibilities they have.

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 INTRODUCTION TO SAP SUCCESSFACTORS 1

An admin is an administrator for SAP SuccessFactors Learning. An admin can have many
different types of responsibilities including adding or editing user records, creating learning
records, assigning training, scheduling training, enrolling users, granting users credit for
completing training, and running reports.
A user is considered the end user of SAP SuccessFactors Learning. Users include
supervisors, instructors, Human Resource Business Partners (HRBPs). Users may view
their own training needs, register for training sessions, launch online training, self-assign
learning, and run reports. Supervisors and HRBPs may view and manage the training
needs of other users for whom they are responsible.

SAP SuccessFactors HCM/Learning Integrated

Environment
1. Enter the URL into your browser and hit your Enter key or click Go.

The SAP SuccessFactors log in screen displays.

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INTRODUCTION TO SAP SUCCESSFACTORS 1

2. On the first page enter your Company ID. Then on the next screen enter
your username and password and click Log in.

The SAP SuccessFactors Home page displays.

3. Click your name (in this case, Admin User (admin)) and select Admin Center
from the drop-down menu.

The Admin Center page displays.

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 INTRODUCTION TO SAP SUCCESSFACTORS 1

4. Click Learning and select Learning Administration.

Note: If you receive a security warning, click Continue.

5. SAP SuccessFactors Learning Administration opens.

Administrator (Admin) Screen Layout

There are four main sections of the admin screen:
 Top menu frame
 Left menu frame
 Content frame
 Bookmarks and Recent Panel

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 INTRODUCTION TO SAP SUCCESSFACTORS 1

Top Menu Frame

The top menu frame (main menu) contains buttons to the main functional areas in SAP
SuccessFactors Learning.

Note: Your functional area buttons may differ depending on the workflows and roles you
are associated with.

When a button is selected from the top menu bar, its available options are displayed in the
left menu frame. For example, to access an item you must navigate to Learning > Items.

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 INTRODUCTION TO SAP SUCCESSFACTORS 1

Also, in this top frame, admins can access references, reports, and preferences:

 Click References to manage the referenced fields that are used throughout SAP
SuccessFactors Learning, including calendars and time, geography, and physical
resources. This overlay menu is accessed from any screen in the application
without having to navigate to a separate screen.

 Click Reports to manage reports, including:

 Searching for and running reports
 Changing the description of reports
 Importing and exporting reports and libraries for customization in
Report Designer
 Publishing and unpublishing reports

Note: The actions that you can take in the reports section are controlled by workflows. See
“Appendix A: Running, Saving, and Creating Recurring Reports” for more information on
reports.

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 INTRODUCTION TO SAP SUCCESSFACTORS 1

 Click Collapse ( ) /Expand ( ) Main Navigation buttons to collapse or

expand the button bar

 Click the Preferences ( ) icon to change your locale (language, date/time

format, etc.) and time zone settings, reset your e-signature personal identification
number (PIN), and reset your password and security question/answer

 Click Close to end the current session or navigate to another part of SAP
SuccessFactors HCM by using the dropdown menus at the top of the
screen

Left Menu Frame

A related set of menu options display in the left menu frame, based on the button clicked in
Top Menu Frame. If a menu item has subsections within it, a plus ( ) is displayed.

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 INTRODUCTION TO SAP SUCCESSFACTORS 1

Click the up and down arrows in the left menu to see additional left menu options.

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 INTRODUCTION TO SAP SUCCESSFACTORS 1

Click to expand that menu option. The changes to and the expanded menu options
are displayed. Only one menu item can be expanded at a time.

Content Frame
When a left menu option is selected, the corresponding screen displays in the content
frame. This is the working area where searches are conducted to retrieve, view, and edit
records.

There are two features on most pages in the content frame:

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 INTRODUCTION TO SAP SUCCESSFACTORS 1

Breadcrumbs display at the top-left corner of the content frame and identify the area,
section, subsection (if applicable), tab, and mode currently open. Breadcrumbs may
contain active links that facilitate navigation to previous screens.

The Help icon displays at the top-right corner of each content frame. Clicking this icon
displays context-sensitive help for the specific section currently open, and opens the online
help with access to contents, index, search, and the system glossary.

Bookmarks and Recently Accessed Records

Because the Bookmarks and Recents panel share the same space, you can switch
between the two by clicking the Bookmarks link or the Recents link. When you need more
screen space to view the record that you're working with, the system also allows you to
hide the Bookmarks and Recents panel by clicking the Bookmarks button ( ) or
clicking the Close icon ( ). Click the Bookmarks button again if you wish to restore the
panel.

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 INTRODUCTION TO SAP SUCCESSFACTORS 2

Bookmarks
The purpose of the Bookmarks area in SAP SuccessFactors Learning is to provide you
with a method for organizing the database records and system entities that you need to
access or modify most often. This allows you to skip the step of repeatedly searching for
frequently accessed records.

Bookmarks are accessible from any screen within the application. Entities can be
bookmarked based on personal preference. Administrators can bookmark the following
entities in SAP SuccessFactors Learning as well as Coupons, Purchase Orders, and
Subscriptions.

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 INTRODUCTION TO SAP SUCCESSFACTORS 2

Use the Search Bookmarks textbox to perform a “type ahead” filter on your current view.
That is, when you start typing in this box, and you have one or more bookmarks that
contain the text that you typed, then the system displays only those entities. The type-
ahead filter is not case sensitive and can be used to quickly locate the bookmarked
records that you need.

If you hover your cursor over a bookmarked record, you can perform the available actions
in the hover menu including View record which will take you directly to the bookmarked
record.

Organizing Bookmarks
Click Add Folder to add a new folder at the top of the existing list of folders. After you add
a folder, you can rename it by hovering over the folder and clicking Rename Folder or
even Delete Folder if needed. You can only delete an empty folder (i.e., if it contains no
bookmarked records).

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 INTRODUCTION TO SAP SUCCESSFACTORS 2

Bookmarked records are stored in folders of your choosing, so you can structure and
access the data in a way that makes sense to you. Upon first login, there is one default
folder named My Bookmarks. You can create new folders as needed and move
bookmarks between folders.

You can reorganize the folder list by dragging and dropping bookmarked records or entire
folders (including their contents) to a different position in the list. However, you cannot
move a folder so that it becomes a subfolder. Therefore, to create something like a
subfolder, we recommend you to develop a naming scheme (for example,
Curricula_Online Training or Curricula_Instructor-Led Training) to simulate a subfolder
structure.

All folders that you create are private and cannot be shared; therefore, all records that you
bookmark are your bookmarks and cannot be shared among other administrators. If
another administrator changes your workflow permissions (i.e., edit or view privileges) for
a certain record type, then some of your bookmarked records could disappear from your
folders. However, if the administrator restores your workflow permissions, then the system
returns your previously bookmarked records.

Recently Accessed Records

The Recents panel shows the records that you have accessed most recently at the top of
the list. Finding records that were recently accessed allows administrators to return to
previously viewed records quickly. The number of records that the Recents panel shows
for all administrators is configured globally and is usually defaulted to 50.

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 INTRODUCTION TO SAP SUCCESSFACTORS 2

The system places a record that you accessed at the top of the list when you:

 Add a new record

 View or edit a record from a search result
 Access a record from your bookmarks
 Access a record from the Recents panel

For example, if you directly assign an item to the user record (Users > Users > Assigned
Items), then the system adds the user record to the Recents panel (because you
are editing that record).

Note: The records that may be listed in the Recents panel include: Items, Curricula,
Programs, Scheduled Offerings, Users, Catalogs, Assignment Profiles, Exam and Quiz -
type Assessments, Coupons, Purchase Orders, and Subscriptions.
Layout of Some Learning Records
The screen layout of some learning records contains three main areas in the following
figure:

 Core (red outline at the top left) (also called the Summary tab)
 Related (yellow outline at the bottom half)
 Actions (green outline at the top right)

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 INTRODUCTION TO SAP SUCCESSFACTORS 2

The Core area (or Summary tab) contains summary information about the record.
Click to display the Additional Settings page of the entity record. To edit any
field in this area or Additional Settings page, click in a displayed field and enter text or
select a reference value (depending on the field type).

 The Related area contains additional information regarding the entity record.
 The Actions area includes links for you to take additional actions on the record.

Navigating in SAP SuccessFactors Learning

The following table provides a list of universal controls found throughout SAP
SuccessFactors Learning.

Icon Description

The Search link opens a search page (more on how to use the search
pages in the next section).

The Add New link can always be found in the top right corner of the
content frame. This link allows the admin to create new records.

Some records may have more sections than what can be displayed on
the details page. For these records, click the More link to access the
additional tabs.

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INTRODUCTION TO SAP SUCCESSFACTORS 2

Icon Description

Click Apply Changes to save new or edited information in an existing.

Click Save after editing information on an existing database record. This

button only displays when a record has information added, removed, or
modified. For some records this button will display instead of Apply
Changes.

Click the Cancel button to cancel your unsaved changes.

The Plus button allows you to associate another record with the entity.
For example, within the Catalogs section of an item, click the plus
button to add catalogs to the item.

The View All link is located at the bottom left of the core area for some
records. Click this link to view the Additional Settings page for the record
(displays additional details about the record).

Click Add to save a new record into the database once an admin has
completed all necessary fields.

Once an admin has accessed a record in edit mode, the admin can click
Copy to copy the existing record to a new unique ID.

Once an admin has accessed a record in edit mode, the admin can click
Delete to remove the record from SAP SuccessFactors Learning.

The add one or more from list link opens a search window; one or
more search criteria can be entered to locate and retrieve the desired
information.

The Records per Page drop-down menu allows admins to set the
number of search result records displayed on the screen at one time.
This setting holds until the admin logs out of the session and reverts to
the system default upon next login.

An admin can navigate through search results using the Page feature.
They can scroll through the search results page-by-page or jump to a
specific results page.
On a search results page, an admin can use the Select All/Deselect All
links to select all, or deselect all, results.

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 INTRODUCTION TO SAP SUCCESSFACTORS 2

Icon Description

The View icon accesses a record as read-only.

The Edit icon accesses a record and allows an admin to make updates.

The Star icon represents that the entity can be bookmarked.

Administrators can click the star to add the record to their own personal
bookmarks from the search results or can add it to their bookmarks from
within the record.

Accessing records that can be bookmarked is done with a single click.

For example, if the administrator has view and edit rights, selecting the
record will take you into a consolidated edit/view mode.

Cross Entity Linking

When accessing any record, users frequently see related associations that they would like
to investigate more fully. Cross entity linking makes each association a hyperlink and takes
the user to the record in question. This means less searching and more efficient use of
time. For example, within a curriculum’s Contents tab from the Related area, an admin can
select an item title and go directly to that item’s record.

Searching
The search feature is critical to most workflows in the system, including viewing records
and using wizards. Each menu option selected on the left page will open a search page.
Use the search feature to:

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 INTRODUCTION TO SAP SUCCESSFACTORS 2

 Create and delete a search filter

 Add and remove criteria from your search filter
 Adjust the display of your search results
 Save your search to use later
 Sort your search result
 Download search results to Microsoft Excel

Note: You can also use the User Viewable Domains filter found under your Preferences
section to further refine the results of your search. Your selected user-viewable domains
are listed in the domains drop-down menu.

Searches are filtered criterion-based queries to locate and access data within SAP
SuccessFactors Learning. By entering search criteria, administrators can search for
different types of results. On each search page, you will most likely see the following terms
in the drop-down menu associated with most entities in your search criteria.

Select:

 Exact if you know the precise ID of the record. Enter the exact record ID and
click Search. Only one value can be entered into the search field.
 Any to use multiple exact ID’s or descriptions of the record. Enter one or more
criterion separated by a comma and click Search. For example, if searching for
all user records containing the last name Smith or Smithfield, enter the exact first
names separated by a comma, select Any from the drop-down menu, and click
Search.

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 INTRODUCTION TO SAP SUCCESSFACTORS 2

 Starts With if you know the first part of an ID or description. Type the first few
letters or numbers of the record and click Search.
 Contains if you know any part of the record ID or description. Enter the part of the
ID/description you know and click Search.
 Does Not Contain if you know the ID or description does not contain a certain
letter or number. Enter that text in the textbox and click Search.
 Is Empty to return all records where the specified field is empty. For example, if
searching for all items without a title, select Is Empty for the item title criteria
and click Search. This operator is only available in non-required fields.

You can choose whether you want your search to be case sensitive by setting the Case
sensitive search option. To do a non-case-sensitive search, select No (if that is not the
default setting). Please note that a non-case-sensitive search may take longer.

You can also choose whether you want your search to include all available locales. When
enabled, the search includes all locales in the keyword search for all data that has been
localized.

Localized Fields
Fields that are localized (such as item title and description) will have a globe icon ( )
next to them. Clicking this icon permits the admin to enter a value for the field in each of
the languages the customer is using.

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Commonly Used Search Icons

The following table lists the icons and their descriptions of the most commonly used
search functions in SAP SuccessFactors Learning.

Icon Description

The Select Date icon is associated with the date field. Use it to select and
populate the corresponding date field.

Use the Filter by criteria icon to find and select a corresponding entity to
include in your search filter.

Use the Clear Filter icon to clear the content of your corresponding search
filter.

Use the Search Picker icon to select from a list or find and select the
corresponding entity using a filter.

Job Aid: Searching.

Adding/Removing Search Filters

Each entity in SAP SuccessFactors Learning has multiple attributes and you may find that
some of the attributes are more useful than others in conducting searches. The system
gives you many search criteria filters to determine the attributes of the entity that you
would like to use for your search.

The search filter determines the contents of your results by listing only entities that satisfy
all the criteria specified by your filter. For example, you may want to list only users who are
part of a specific organization. You must specify the organization in a filter and apply that

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filter to the search criteria to see only those users that relate to the selected organization.
This is beneficial for administrators to search by various attributes of specific criteria when
exact ID is not known.

To add or remove the organization search filter:

1. Navigate to Users > Users.

2. If necessary, click Add/Remove Criteria ( ) to add the Organizations search

criteria to the search screen.

Note: Search criteria displaying on your screen will be persistent to your login.

3. The Search Criteria pop-up window displays.

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4. Select the Organizations checkbox and click Select.

5. The Organizations search query displays on the Users search screen.

6. To create the filter on the criteria, click the Organizations Filter by criteria icon ( ).
7. The Create Filter screen displays.

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8. If you don’t know the ID for the organization you are looking for, type in the search
box for the attribute or Organizations on the screen.
9. Click Search to display your search results.
10. Click the checkbox(es) to select your choice(s) from the search results and
click Add to Filter to display your selected criteria to the filter in the following figure.

11. Confirm your selection(s) are correct and click Submit Filter.
12. You are returned to your original search screen. You see that the
organization search attribute has three (3) criteria selected for this filter.

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13. You can modify this filter by clicking the Filter by criteria icon ( ), or you can clear
the filter by clicking the Clear Filter icon ( ).

Selecting From a List

SAP SuccessFactors Learning has a number of reference lists that you can select from
without creating and submitting a filter. You must review the list and check the objects you
want to use in your search filter.

To narrow our search to show only users who are a particular employee type, such as
Civilian:

 Navigate to Users > Users.

 If necessary, add the Employee Types search criteria.
 Click the employee types Filter by criteria icon ( ).
 If you don’t know the exact employee type ID, enter search criteria in the
Search Employee Types section of the screen and click Search.

You see a list from which you can select one or more objects to populate the related field.

1. Check the box for the record(s) you wish to select.

2. Click Add to Filter. The selection is added to the search filter.

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3. Review the filter for accuracy.

4. Click Submit Filter.

You are returned to your original search screen and see the employee types search
attribute has one (1) criteria selected for this filter.

5. To clear the list of selected entities, click the Clear Filter icon ( ).

Searching by Custom Columns

If you are searching by a custom column that has a list of reference values, you can
use the same method with the Filter by criteria icon ( ).

If you are searching by a non-referenced field, you would need to use the Starts With or
Contains search selectors and free text.

Note: Custom Columns are localized fields and the values they contain will appear to the
admin (and be searchable) based on the admin’s language preference (locale).

Saving Your Individual Search

You can save a search filter and reuse the criteria specified in the search filter. The search
filter is individual-based and available only to you.

To save the search we just defined for employee types:

1. Click Save As at the bottom of the screen.

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2. The system prompts you for an ID for your saved search and a brief description
of the search.

3. Enter an ID with a description that is intuitive to make referencing it in the

future easier. A description is also strongly recommended.
4. Click Submit.

To access your saved searches:

1. Click Saved Searches at the upper right corner of the content frame.

2. Click to select the search you wish to conduct.

The selected search screen displays. The saved search ID and description are
displayed at the top.

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Adjusting the Display of Your Search Results

Your search result is the set of related entities that fit the search criteria you specified. You
may, however, choose to review the results by specific fields not based on all the
attributes of the search result.

To adjust the display of your search results:

1. In the search results section, click Field Chooser.

2. The Field Chooser pop-up window displays. Use this window to determine which
attributes of the listed entities to display in the search results and in which
column. The first column (1) always displays the record’s ID and is non-editable.
For some entities, the second column is non-editable as well. You can add and/or
remove other columns.

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3. Select the attributes you want to display. In this example, you want to show the Job
Location field in the third column and Active in the fourth column.
4. Enter the number of the column from the left in which you want to see the data.
The column number you enter is sequential (i.e., 1, 2, 3, 4, etc.).
5. Click Submit to see your search results.

Sorting Your Search Results

Once you have the results you are looking for, you can sort it based on key columns on
your list (except the Description and Employee Status column/field).

To sort the list by an entity, find the column and click the header: an up-arrow head
indicates ascending order, A>Z; and a down arrow head indicates descending order, Z>A.

Downloading Your Search Results

Once you have the results you are looking for, you can download the search results to an
Excel file:

1. Click Download Search Results.

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2. Select whether to open or save the file in the dialog box.

Record Layout Consolidation

Commonly used record types can be accessed in a consolidated format to view and edit.
This allows better access to the information with commonly used information more
obvious, and data accessed less frequently more recessed, to make the entire experience
more intuitive. Information about how to globally configure records can be found in the
online Help system under the System Administration > Configuration section.

In addition, the various associations themselves can be turned off to simplify the layout
and remove unneeded fields and data from the interface.

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Record Layout Configuration (Personalize Fields)

In the Personalize pop-up window ( ), select one or more available fields from the left
column. Click the Add or Add All button in the middle to add the selected fields to the
Display column on the right. All fields listed in the right column will be displayed in the core
area of the record. If you select the Required checkbox, then administrators are required to
supply a value for the field.

In addition, the various associations themselves can be turned off to simplify the layout
and remove unneeded fields and data from the interface.

Conclusion
In this lesson, you were introduced to the general guidelines for accessing, navigating, and
searching within SAP SuccessFactors Learning.

You should now be able to:

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 Identify admins and users in SAP SuccessFactors Learning

 Navigate within SAP SuccessFactors Learning as an admin
 Work with and organize bookmarks and recents
 Create search filters and search for records in SAP SuccessFactors Learning
 Download and view or save search results

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

1. What is the difference between an admin and a user of the SAP

SuccessFactors Learning system?

Admin:

User:

2. Scenario: You are conducting a search for a user record. Unfortunately, you only know
that this user’s last name starts with the letter R. On the users search screen, which is the
best search criteria to select from the drop-down menu to return all users whose last name
begins with the letter R?

a) Any
b) Starts With
c) Contains
d) Is Empty

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Lesson 2 - Learning Needs Management

Overview
Lesson Overview
The goal of this lesson is to introduce you to the Learning Needs Management Model
and how it is implemented in SAP SuccessFactors Learning. You will also learn the terms
and their definitions as they are used in the model.

Objectives

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

 Describe the Learning Needs Management Model

 Explain the process of implementing the model
 Identify and define the terms associated with the model

Learning Needs Management Model

By implementing the enterprise-wide SAP SuccessFactors Learning system, your
organization can easily track and report on the current training status of your user
population. The system can help determine who needs what training, allow admins to
assign training and schedule training offerings, track offering registrants, and track which
users have attempted/completed the training requirements.

To begin understanding the Learning Needs Management Model, it is important to learn

some key terms and definitions that are associated with the model.

Term Definition

User Any person for whom a database record has been created, including
employees, contractors, and others for whom you wish to maintain
learning records and to register in courses. Supervisors, approvers,
instructors, and Human Resource Business Partners (HRBPs) may all be
users.

Item An assignable unit whose assignment and completion can be tracked. It

may be learning or non-learning, optional or required, one-time or
recurring (if assigned as part of a curriculum).

Curriculum A group of one or more items (and/or requirements) that can be assigned
to users and have its completion status tracked as a group.

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Term Definition

Program A list of activities such as items, links, html, or text that are organized into
sections of an agenda. A program may be scheduled, duration-based, or
open-ended.

Requirement A choice of a pool of items or type of hours that a user may make.
(electives) Assigned and tracked within a curriculum. Appears on the Learning Plan.
Often referred to as a curriculum requirement.

Learning Plan List of items assigned to a user that must be completed. It also contains
the date by which each item should be completed.

Learning A user’s participation in the completion of an item or external event. For

Event items, this record contains completion status, as well as the date of
completion and other related information.

Learning A list of all recorded learning events for the user.

History

The Learning Needs Management Model outlines the basic workflows surrounding the
grouping of items, assigning items to a user’s Learning Plan, and recording a completed
learning event to be listed in the user’s Learning History.

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Implementing the Learning Needs Management Model

The following steps should be followed to successfully implement the Learning Needs
Management Model:

 Identify learning needs (outside SAP SuccessFactors Learning).

 Add items in SAP SuccessFactors Learning.
 Group items into curricula and programs if desired.
 Assign learning needs to users.
 Record learning events.

The figure depicts the process required to implement the Learning Needs Management
model.

Conclusion
In this lesson, you were introduced to the Learning Needs Management Model and how it
is implemented in SAP SuccessFactors Learning. You also learned the terms and their
definitions as they are used in the model.

You should now be able to:

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 INTRODUCTION TO SAP SUCCESSFACTORS 4

 Describe the Learning Needs Management Model

 Explain the process of implementing the model
 Identify and define the terms associated with the model

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

1. Match the term in column A with its definition in Column B.

Sl.No Column A Column B

1 User a. A group of one or more Items that can be assigned

to users and have its completion status tracked as a
group.

2 Item b. A list of all recorded learning events for the user.

3 Curriculum c. All items assigned to a user that must be

completed. It also contains the date by which
each item should be completed.

4 Learning Plan d. A user’s participation in the completion of an item or

external event. For items, this record contains
completion status, date, and other information.

e. An assignable unit whose assignment and

completion can be tracked. It may be learning or
5 Program non-learning, optional or required, one-time or
recurring (if assigned as part of a curriculum).

6 Learning Event f. A list of activities such as items, links, html, or text

that are organized into sections of an agenda.

7 Learning History g. Any person for whom a database record has been
created, including employees, contractors, and
others for whom you wish to maintain learning
records and to register in courses.

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2. Put the following steps in order to successfully implement the Learning

Needs Management Model in SAP SuccessFactors Learning.

Group items into curricula and programs if desired.

Assign learning needs to users.
Add items to SAP SuccessFactors Learning.
Record learning events.
Identify learning needs (outside SAP SuccessFactors Learning).

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Lesson 3 - Working with User Records

Lesson Overview
SAP SuccessFactors Learning is centered on the user and gives an admin the ability to
identify the training that users have successfully accomplished, need to accomplish, or are
in the process of completing. The goal of this lesson is to familiarize you with the attributes
found in the user record.

Objectives

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

 Identify the characteristics of a user record

 Identify and describe the main tabs of the user record
 Access an existing user record
 Add and modify a user record

User Main Concepts

A user is any person in an organization for whom past, present, and future learning
records must be tracked. A user may be an employee or a contractor. He/she has access
to SAP SuccessFactors Learning from the SAP SuccessFactors Learning application to
view his/her training information and, if identified as a supervisor or Human Resource
Business Partner (HRBP), may view subordinate training information.
Main Areas of the User Record
The user record is divided into three main areas:

 Core (red outline at the top left) (also called the Summary Tab)
 Related (yellow outline at the bottom half)
 Actions (green outline at the top right)

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Core Area (Summary Tab)

The core area contains the basic information of the user record, including the user’s name,
position, email, organization, supervisor, and job code. To edit any field in this area, click
in a displayed field and enter text or select a reference value (depending on the field type).
You can also view and enter additional information by clicking View All located at the
bottom left of the core area. Once expanded, the screen displays sections where updates
can be made, including:

 Summary: name, position, domain, supervisor, job code, email, organization

 Extended Summary: active, role, coach, custom columns
 Employment: employment status, type, hire date, job location, job title, region,
prior service time, related instructor, resume
 Reset Password: enter and confirm new password (for native login only)

Related Area
The Related area of the user record contains additional tabs of information associated to
the user.

The related area displays major tabs that administrators use when interacting with the user
record. Select a Related tab on the left (i.e., Assigned Items) to display the details on the
right. Click More to see additional Related tabs. The More link displays a list of items that
administrators may be less likely to need regularly.

Note: There are global settings that determine which tabs and fields of the record
configuration will be visible for major entities such as Users, Items, Curricula, Scheduled
Offerings, Assignment Profiles, and Catalogs. Your specific instance of the LMS may not
display the same tabs as those in our examples.

The table provides a list and descriptions of the available Related tabs.

Option Description
The Assigned Items tab is used to assign items to a user's
Assigned Items learning plan and manage a user's assigned items.
The Items Completed tab is a transcript of all the items a
Items Completed user has ever taken (also called the Learning History).
The Curricula tab is used to assign curricula as well as
Curricula manage all the curricula that is assigned to the user,

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Option Description
regardless of how the curricula was assigned.
Requiring an add-on called SF-182 for U.S. Government
customers, the External Requests tab is used to add, edit,
External Requests approve, and withdraw the user's External Requests (a
form used when users want to attend a training event that
is not managed by SAP SuccessFactors Learning).
You can use the Assignment Profiles tab to review all the
assignment profiles that a user belongs to. This tab may
Assignment Profiles not be used to add the user to or remove the user from any
Assignment Profiles.
You can use the Programs tab to review all the Programs
Programs that a user belongs to. This tab may not be used to add the
user to or remove the user from any Programs.

Available under More 

The Phone Numbers tab is used to create or manage the
Phone Numbers different phone numbers that are associated with a user.
The Registration tab is used to view the user's scheduled
Registration offering registrations.
The Requests tab is used to view the requests that a
Requests user made from the user interface for instructor-led or
blended items.
The Online Status tab is used to review any of the items
that 1) are assigned to the user's learning plan and 2) have
online content, and 3) are currently in progress or
outstanding (not completed). This tab may be used to give
Online Status the user access to exams or content objects if they are
locked out of them. It may also be used to mark an
individual object complete (if the user has experienced a
technical issue and may not move past the object on his
own).
The Commerce tab is used to edit the user's shopping
Commerce account, billing, and shipping information.
The Account Code tab is used to select an authorized
account code to associate with a user so that the user can
Account Code purchase items that have a price using the chargeback
payment method.
The Catalog Preview tab lists all the catalogs that a user
Catalog Preview can access.
The Preferences tab is used to set or change a user's time
Preferences zone, currency, locale, and locale format options.

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Available under More 

The Approval Role tab is used to associate the user with
Approval Role an approval role so that an administrator can assign the
role to the user for an approval process.
This tab can be used if you need to complete Declaration
Government Reporting No. 2483 for reporting to the French government.
Some items require that users receive approval before
they gain access to the item. In these situations, users
must request approvals, which administrators can review
Approvals from the Approvals tab. The administrator may take action
on this tab for any of the pending approvals that this user
is responsible for approving.
The Alternate Job Code tab is used to add and edit
alternative job codes (also called secondary job codes)
Alternate Job Codes that are associated with a user; you can find a user’s
primary job code in the Job Code box on the Summary tab
(Core area).
The Surveys tab is used to view information about surveys
associated with the user and details for the items that are
associated with each survey. When a user completes an
Surveys item that is associated with a survey, SAP SuccessFactors
Administration adds the survey to this tab. When a user
completes the survey, SAP SuccessFactors Administration
removes the survey from this tab.
This tab will display any groups the user is currently part of
Groups – for the purpose of slots or custom tiles.

Assigned Items Tab

The Assigned Items (or Learning Plan) tab displays items assigned to the user individually
or as part of a curriculum. The tab shows items not yet completed, and items completed
but are part of a curriculum and need to be completed again (retraining). Admins can view
the assignment type and required completion date for each assigned item. Admins may
assign free-floating items directly to a user from this tab. Admins may see duplicate items
here that might have been assigned multiple ways to the user. Admins may see items that
have been hidden from the user’s own view (such as items with retraining or that are due
later than 90 days – or optional items in a curriculum that the user has chosen to hide).

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Items Completed Tab

The Items Completed (Learning History) tab displays the list of items completed by the
user. It also displays external events (such as a college courses or seminars outside of the
organization or for which there isn’t an item). Each learning event includes the completion
status (For Credit and Not for Credit completions of items), completion date/time, and any
other details (i.e., instructor, credit hours, and comments) entered when the learning event
was recorded, as well as file attachments associated with the learning event.

Curricula Tab
The Curricula tab lists each curriculum that has been assigned to the user. Admins can
view the status and details of each assigned curriculum, including individual item
completion statuses and curriculum requirements, if any. Admins can also assign a
curriculum to a user through this tab.

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Programs Tab
The Programs tab lists each program that has been assigned to the user. Admins can view
the status and details of each assigned program; however, they may not assign programs
to the user from this tab.
Actions Area
The Actions area of the user record contains links to additional actions that can be taken
on the user record, including:

 Bookmark (add the user to the admin bookmarks)

 Registration Assistant (initiates the Registration Assistant tool)
 Assign Learning Needs (initiates the User Needs Management tool to enable you
to batch assign items and curricula to one or more users)
 Send Notification (initiates the ad hoc notification wizard)
 Launch Proxy (initiates proxy feature where an admin may become the user and
perform most functions the user may do for him/herself or subordinates – except
launching online items)
 Manage Alternate Supervisor (allows you to identify alternate supervisor for user)
 Reset User Pin (resets the user’s pin)
 Copy User (opens the Copy User window that allows you to copy the user)
 Delete (deletes the user record)

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Note: Many of these actions are covered in either the Learning Needs Management
course or the Scheduling Management course.

Adding Users to SAP SuccessFactors Learning

Most users are added to SAP SuccessFactors Learning as a result of a process called a
connector. This will be configured globally to pull user records from SAP SuccessFactors
HCM (the SAP SuccessFactors connector) or a third-party HR system (the User
connector). Sometimes, however, you may need to create user records manually (for
example, if they are not found in another system) or in other cases, users may be allowed
to create their own user record by populating a form which requires an approval before the
system adds the record.

Note: Reference the Connectors Guide for additional information on the standard
connector framework.

If new user records are entered manually, follow your organization’s business rules or
establish a naming convention for user IDs to maintain consistency and usability. SAP
SuccessFactors Learning requires that each user record contain a unique user ID, which is
used as the login ID for SAP SuccessFactors Learning.

Examples of user IDs:

 KSMITH
 ksmith123
 00129800

All user records are assigned to a domain. The domain is a way to show administrative
ownership and determines which admin(s) will manage the user record. If the user’s record

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is assigned to the “Public” (or Default) domain, the record will be editable by all admins
who have the right to edit any user records in the system. When adding user records to
SAP SuccessFactors Learning, always specify the domain to which the user record should
belong. All fields indicated with a red asterisk (*) are required by the system and must be
completed when adding records to SAP SuccessFactors Learning. Additional fields may
be made required through global configuration.

Exercise - Locate and View an User Record

In this exercise, you will locate and view an user record.

1. Navigate to Users > Users.

2. Enter your search criteria in the appropriate textboxes.
3. Click Search.
4. Locate your user from the search results list.
5. Click a user ID to open the record.

Job Aid: Add and Edit User Records

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Exercise - Add an User Record

In this exercise, you will add an user record

1. Navigate to Users > Users.

2. Click Add New.
3. In the Security section:
a. Enter a user ID.
b. Ensure the Active checkbox is checked.
c. Select a domain for the user.
d. Select a role for the user from the drop-down menu.

4. Enter optional information in the Personal section:

a. Enter the user’s last name.
b. Enter the user’s first name.
c. Enter the user’s middle initial.

5. Enter optional information in the Organization section:

a. Search for and select an organization.
b. Search for and select the user’s supervisor.

6. Enter optional information in the Employment section:

a. Enter the user’s job title.
b. Search for and select a job code.
c. Select a job location.
d. Select an employee type.
e. Select the employee status.
f. Select the employee’s region.
g. Enter the location of the user’s resume.
h. Enter a hired date.
i. Select a related instructor, if applicable.

7. In the Address section, enter an e-mail address for the user.

8. Click Add.
9. Task note of the user ID.

Job Aid: Add and Edit User Records

Activity
Make the user you created in Exercise 2 a subordinate of the user indicated by your
instructor. As a group, determine where that information goes on the Summary tab (Core
area), select the user’s supervisor, and click Apply Changes.

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Conclusion
In this lesson, you were introduced to user records along with the key information
contained within each record. Step-by-Step instructions were provided for viewing and
adding a user record to SAP SuccessFactors Learning. Additionally, the instructor
demonstrated how to create the supervisor-subordinate relationship.

You should now be able to:

 Identify the characteristics of a user record

 Identify and describe the main sections of the user record
 Access an existing user record
 Add and modify a user record

Knowledge Check
Use what you learned in this lesson to answer the following questions.
1. Which of the following is not a system-required field in the user record?

a) User ID
b) Email address
c) Domain
d) Role
e) None of the above

2. What information is found on the Assigned Items tab?

3. True or false: The Items Completed tab displays those items a user has completed
including the date those items were completed.

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Lesson 4 - Navigating the User Interface –

Overview
Lesson Overview
A user is considered the end user of SAP SuccessFactors Learning. Users include
supervisors, instructors, and Human Resource Business Partners (HRBPs). This lesson
will provide an overview of navigating the user interface.

Objectives

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

 Describe the main tiles of the user interface

 Identify and describe the links of the user interface
 Explain supervisor functionality
 Explain instructor functionality
 Access user reports

Accessing SAP SuccessFactors Learning as a User

From within SAP SuccessFactors HCM, users may access the user interface of SAP
SuccessFactors Learning by selecting the Learning option from the drop-down Home
menu.

Learning Landing Page (SF Learning Home Page)

This page displays the My Learning Assignments (or Learning Plan) tile and other tiles
including My Employees (if the user is also a supervisor).

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Additional tiles include: My Curricula, History (Learning History), Links, Find Learning
(Catalog), Recommendations, Featured, Bookmarks, and others. If custom tiles have
been created, they may be available to users in certain organizations or a group of users
that are defined by an assignment profile and are not necessarily in the same
organization.

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Note: If the Self-Assigned tile is enabled, items that are self-assigned will only appear on
this tile and not in the My Learning Assignments list as well.

Landing Page with Additional Custom Pages

The user-side tiles may be logically organized among up to five pages including the
system landing page. There are links at the top of the screen that will direct the user to the
appropriate page. This may be used, for example, to display all the critically important tiles
on the main page and other optional tiles (such as Recommendations, Find Learning, and
others) on another page.

My Learning Assignments
My Learning Assignments displays a list of the things the user needs to take action on,
grouped by the due dates. This is also called the Learning Plan. My Learning Assignments
displays item titles, item numbers, priority, and when each item is due. It also shows
curriculum requirements, programs, surveys, start dates and information for enrollments,
and actions that the user may perform on each. Clicking a title will display more detailed
information about each record in the list, such as how it was assigned and by whom and
what actions the user may take.

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Under certain circumstances, there may be items that are assigned to the user that are
hidden from this view of the user’s learning plan. System settings may hide items with
retraining that are not due again for some time, or individually-assigned items with due
dates too far in the future. If an optional item has been assigned to the user as part of a
curriculum, the user may hide it from themselves.
Viewing Details about an Instructor-Led Item
When users click on the title of an item that’s in their catalog or on their Learning Plan,
they may get more details about the item. For all items, they can see the item ID, title,
description, hours, audience, and version. For instructor-led items, they can view
upcoming classes (scheduled offerings) and self-register (if permitted).

The user may click on each class to get more details about it or click the See All Classes
link to see all scheduled offerings that are in the user’s catalog for this item.

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Registering into a Class (Scheduled Offering)

Some scheduled offerings will be visible in the user’s catalog permitting them to get more
information about them – however, they may not permit self-registration. For those
offerings, there will usually be contact information, so the user knows whom to contact for
registration.

Other scheduled offerings do permit self-registration but may have an approval process
that the user would have to complete successfully before they are considered enrolled.

The user will find specific information about each scheduled offering on the Class
Information screen. This information may include the dates and times of each segment of
the offering, the instructor and room, the address of the facility (location), contact
information and a button to register or join the waitlist (if permitted).

If the user clicks the Register button and there is no approval required, they will see a
confirmation that they are successfully enrolled. If approval is required, they see that their
status is Pending and a list of the potential approvers (such as their Manager).

Viewing Details about an Online Item

Online Items that are in the catalog will offer users the ability to view the content structure
before deciding whether to launch the course or assign it to themselves.

Once the item is launched, the user may navigate through the various content objects
and/or assessment objects in the structure (if permitted) or they will proceed through them

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in sequence. When the content has been finished, the user will see a confirmation
message and if there is a survey attached, they will see a link to launch it.

Find Learning (Catalog)

The Find Learning tile allows users to enter keywords to perform a quick search for items,
curricula, programs, QuickGuides, collections, and scheduled offerings in the catalog.

Other options users can take include:

 The user may filter the search by category, topic (subject area), source, delivery
method, or average rating. If the Open Content Network is configured, the OCN
Provider sources such as Coursera, LinkedIn Learning (formerly Lynda), Open
Sesame, Harvard Manage Mentor, Open HPI, Udacity, edX, and SAP Learning
Hub may display as well.
 The user may filter their search so that only Mobile Enabled content is returned in the
results.
 The results may be sorted by relevance, rating, title, price, or tier.
 When searching for classes (scheduled offerings), the user may also filter by
date range and location (Facility).
 A user may self-assign items and curricula from the catalog by using the Assign to
Me button and may self-register or waitlist for scheduled offerings (as permitted).
 If the user does not see a scheduled offering that meets their needs, they may
request that additional ones be scheduled for an item by using the Request Schedule
button.
 If allowed, users may recommend items and other things in their catalog to other
users (who also have them in their own catalog) by using the Recommend
button.

Note: Actions a user may perform (as well as tiles and links the user may see) are
determined by workflows in the role assigned to the user.

Users who are supervisors may assign items and curricula to others (their subordinates). If
permitted, they may register their subordinates into scheduled offerings from their catalog.

Note: the latest version of Catalog Search (3.0) should now be enabled in System
Configuration. The catalog search and browse experience has been updated by displaying

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the featured reason in the detail view, including instructor led session information for OCN
courses, enhancing the prerequisite information layout, better thumbnail image
management, direct link support, and a new calendar view (Calendar 3).

Catalog Search 3.0 needs to be enabled in System Admin-System: Configurations:

Catalog: catalogSearch3Enabled=true.

Once Catalog Search 3.0 is enabled, the calendar view still needs to be configured to align
with Catalog Search 3.0. Therefore, the first step would be to turn on the Calendar 3
feature in System Admin: Configurations: Catalog: calendar2Enabled=true. Then the
respective Workflow (“Access Calendar of Scheduled Offerings”) should be added to the
user role.

Catalog Browse
If this feature is enabled in System Configuration, the user will be taken directly to a
catalog landing page which will display featured and recommended courses. Items and
other learning entities such as programs, curricula, QuickGuides, collections, and external
items OCN courses can be displayed in a card or list view. Users may still browse by topic
(subject area), key terms, and view the course calendar in this view.

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Recommendations
The Recommendations tile provides users with a graphic display of recommendations from
either their peers or administrators:

 Peer recommendations may include items, curricula, QuickGuides, collections, or

programs that their peers found in the catalog or were assigned to them.
 When recommending training content, users can search for their peers and
determine the appropriate peer by matching either their External ID,
Organization description, or email address (globally configured) in the type-
ahead.
 Admins may add Recommended Items to an assignment profile, so they will
display here for all users who meet certain criteria.
 Admins may create external links and recommend them to a group of users.
 Personalized Learning recommendations powered by machine learning
capabilities (via SAP Leonardo) will be available to all customers in the near future
and to early adopters currently. See the appendix for important best-practices.

Users may see information about each recommendation such as who recommended it, the
title and description, duration, and rating if available. The user may decide to dismiss the
recommendation, bookmark it, or self-assign it.

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Links
The Links tile provides access to additional screens and functionality such as My
QuickGuides, Collections, Accomplishments, Approvals, External Requests, (for
Government customers) My Orders, News, Options and Settings, Record Learning,
Reports, and Training Planner. If configured, custom links to internal/external web pages
(called Easy Links) may be available. The specific list that users see depends on their user
role (list of permissions).

User-Created Content
As part of facilitating collaborative learning, users may be permitted to create their own
content and make it available in the catalogs. Collections are groups of links that users
may create, publish to the catalog, and recommend to other users. QuickGuides are
multipage job aids with text and images that may also be published and recommended.
See the appendix for more information.

Accomplishments
The access to Accomplishments allows users to define learning goals against the topics
that interest them (user can choose up to 6 topics). Once the learning goals are set, users
can track the status of Learning Accomplishments with access to the following
dashboards: number of courses completed per month, total learning time per month, or
time spent by topic.

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The access to Accomplishments is controlled by a workflow in User role (System Admin >
Security > Role Management).

Approvals
If the User is requesting an approval to attend a Scheduled Offering or launch an Online
Item, the Approvals work area will allow him to monitor his request. If the User is involved
in the approval process (has been assigned an approver role), the User is able to approve
or deny the request from the Approvals area.
Options and Settings
The Options and Settings link gives access to manage and set their preferences (Locale
and Time Zone, and Locale Format Options). It also permits the User to modify their
learning notification and security options (password). If the User has subordinates, an
additional section may be available which allows Delegate Supervisors to be selected.
Record Learning
This wizard allows a User to self-record a learning event for external events and any
catalog items that have been configured for self-recording.

Note: To record a learning event for subordinates, a supervisor needs to access the
Record Learning tool from the Supervisor interface.

An approval process can be configured to require approval for self-recorded learning.

Admins can make a choice whether to require approval only for internal (item-based)
events, or also for external events.

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Reports
User reports are run from the Reports link on the Links tile. Users, who are not also
supervisors or a Human Resources Business Partners (HRBPs), may only run reports on
their own history or assignments.

Supervisors may choose to run the report for: Self, Direct Subordinates, All Subordinates,
or All (everyone including themselves).

HRBPs may choose to run reports for: Self or their HR Business Partner Employees.

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History/Completed Work
This tile opens the Completed Work (also called Learning History) which allows users to
view learning events in their history and sort or search particular events by title or date.
Clicking a title displays more information about each event.

My Curricula
The My Curricula tile opens the Curriculum Status page with a list of all the curricula that
are currently assigned to the user and the status of each. For detailed information, the
user may click the title of any curriculum.

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Mobile
For information about the latest features of the SAP SuccessFactors Mobile App, please
view the applicable help file at: https://help.sap.com.
Supervisors
Users who are also supervisors will have access the My Employees tile. On the My
Employees screen, a supervisor may:
 Click the name of one of the subordinate users and view the Learning Plan
 Click the arrow next to a subordinate who is also a supervisor and see the users
who report him or her and view their Learning Plans
 Browse the catalog and assign or recommend learning to subordinates
 View the curricula of each user and their statuses
 Use the Supervisor Links to:

 Assign/Remove Learning
 Record Learning
 Register/Withdraw Employees
 Approvals
 Dashboard
 Organization Chart
 Reports

The specific links and tiles that supervisors see depend on their user role.

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When a supervisor assigns an item to a user, they may receive warnings (if configured) if
the item is already assigned, has been completed recently, or has prerequisites. Note: the
supervisor will get this warning when assigning items within the LMS as well as within
PM/GM and CDP.

A supervisor may usually remove things that the user has self-assigned (or self-registered
into) but may not remove curricula or things assigned by an administrator.

When supervisors run reports, they may choose to run each report for just their own data,
all of their direct subordinates, all subordinates (indirect included), or all subordinates
including their own data.

Instructors
Users, who are also identified as instructors in SAP SuccessFactors Learning, will have
access to the My Classes tab, where they may:

 View their scheduled courses

 View details on a selected course including associated documents
 View students who have registered for the course and print a roster (which can
be either a standard or globally-customized roster)
 Communicate with students via email
 Record completion for the course manually (electronic signature information may
be captured if enabled)
 Record completion using QR codes
 Record completion for Ad Hoc events (that have not been created as
scheduled offerings)

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 Add walk-in students who are not currently on the list of registered users (so long as
the offering is currently in progress and has no charge)
 Initiate training evaluations (prior to recording completion for offerings)
 Select registered students for evaluation on an individual basis
 Update and View VLS Accounts
 Launch virtual sessions (VLS)
 View segment details
 Track segment attendance

Conclusion
In this lesson, you were introduced to the user interface.

You should now be able to:

 Describe the main tiles of the user interface

 Identify and describe the links of the user interface
 Explain supervisor functionality
 Explain instructor functionality
 Access user reports

Knowledge Check
Use what you learned in this lesson to answer the following questions.
1. True or false: Approvals and Reports are two tiles that are found on the Learning
Home Page

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2. A supervisor may view the Learning Plans of:

a) Their direct subordinates

b) Their direct and indirect subordinates
c) Their peers

3. When a user finds an item in a catalog he or she may do all of the

following EXCEPT:

a) Remove the item from the catalog

b) Assign the item to subordinates (if he or she is a supervisor)
c) Self-Assign the item
d) Recommend the item

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Appendix A - QuickGuides
QuickGuides Overview
QuickGuide functionality allows the end user to produce job aids easily and quickly. These
job aids are created as a list of steps made up of images and text instructions. The overall
goal of this QuickGuides appendix is to provide you with a high-level overview of the
QuickGuide feature in SAP SuccessFactors Learning.
Becoming Familiar with QuickGuides
Users with the Author QuickGuides workflow (as part of their user role) can create a
QuickGuide. The description of the guide will be searchable in the catalog once the guide
is published.

Users can bookmark QuickGuides from search results or from a launched QuickGuide.
These bookmarks are easily accessed from the home page of a PC or from within the
iPhone app.

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Admins can monitor certain statistics related to QuickGuides. They can view the amount of
storage used by QuickGuides as well as how many QuickGuides have been created. The
storage capacity is currently limited to 10GB. Future space may be allocated through
additional licensing.

Users have the ability to rate QuickGuides with the same 1 star to 5 stars rating scale as
they do for items. The stars will be available at the top of the QuickGuide when it is
launched by the user.

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The cumulative rating is visible to users in catalog search results and to administrators in
the QuickGuide tab of the snapshot.

Note: When the user record of an author of the QuickGuide is deleted from the SAP
Success Factors Learning, their QuickGuide remains in the system but the author name is
removed from the QuickGuide information.

Conclusion
SAP SuccessFactors Learning provides the ability for end users to create QuickGuides.
QuickGuides can be searched in the catalog, bookmarked, recommended, and rated.
Admins can view statistics on QuickGuide count and storage usage.

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Appendix B - Collections
Collections Overview
A collection is a list of links created by either an admin or a user. When admins create
collections, they may recommend them to a group of users by using an assignment profile.
When users create a collection, they may publish it to a catalog and then recommend it to
their peers.

Creating a Collection as a User

Users who have the permission to create collections will be able to click the Collections
link from their Link tile. The My Collections tile will display all the collections that the user
has previously created or bookmarked and any collections that were recommended to the
user.

When the user clicks the Add new collection + icon, the user is prompted to enter a unique
Collection ID, and the title and description for the new collection.

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By default, the collection will be visible to other users once it is created and either
recommended or published. The user may now add any number of new links, and online
items or quick guides from the catalog.

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When all the links have been added, the user may publish the collection into a catalog,
recommend it to other users (peers), bookmark it, edit the collection summary, change the
banner or thumbnail image, or delete the collection.

Once users view the collection, they may rate it and the average rating and number of
ratings is visible to other users. Admins may run the Collection Views and the Collection
Entry Views reports.

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Conclusion
SAP SuccessFactors Learning provides the ability for end users to create Collections.
Collections can be searched in the catalog, bookmarked, and recommended.

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Appendix C - Recommendations
Newsletter
Recommendations Newsletter Overview
The Recommendations Newsletter is a compiled list of recommended learning sent to a
user through email messages.

In SAP SuccessFactors Learning, users can make recommendations to their peers. For
example, if they finished a course and it was very helpful to them, they can recommend it
to peers. Admins and Supervisors may also recommend learning to others. If enabled,
Personalized Recommendations may be generated for users by the recommendations
engine on SAP Leonardo.

These recommendations are compiled and sent to the user via scheduled setting
configured in the APM Recommendation Newsletter.

To configure the APM, go to:

System Admin Automatic Processes Recommendations Newsletter.

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Recommendation Newsletter (User Notification

Message)
The email newsletter contains a list of recommendations complete with the type of learning
and who recommended it. Upon receipt of the Recommendations Newsletter, Users can
launch learning by selecting the “Learn Now” button (this will redirect your browser to the
LMS and prompt you to sign in).

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Appendix D - Supervisor Approval Waiver

Overview
SAP SF Learning can be configured to understand that when a Supervisor assigns
learning, it also means the Supervisor approves the assignment. This reduces the number
of approvals required of a Supervisor.

 When a User requests approval for an Online Item, Blended Item or External Course
assigned by a Supervisor, the Supervisor approval step is flagged as “Waived”
 Approval does not show up in the Supervisor’s Approvals Dashboard
 Supervisor must be the employee’s Supervisor at the time the User
requests approval
 Supervisor will not receive any notifications related to the approval
 Localized comment “Approval for step waived” is automatically associated with
the approval action

To enable this feature, go to: System Admin > Configuration > User Settings and check
the box Enable Approval Waiver when Supervisor or HR Business Partner assigns Online
Item, Blended Item or External Course.

However, if the Supervisor or HRBP approval should be enforced – which will result in
including the Supervisor or HRBP in the approval process after they registered or withdrew
the user from a schedule offering, the “Enforce Approval when Supervisor or HR Business
Partner registers/withdraws Employee” option needs to be checked:
System Admin > Configuration > Registration Settings:

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Appendix E - User-recorded Learning

Events
Overview
In SAP SuccessFactors Learning, users can self-record learning events if allowed by the
administrator.

This configuration is controlled by:

 System Admin > Configuration > User Settings where the Administrator gives Users
and/or Supervisors the control to record learning events. If these options are
enabled, they will affect all new Items added to the Learning system. Existing items
will not have their individual settings changed if the defaults are changed.

Additionally, if the User-recorded Learning Event is enabled, Administrators can decide

whether this process should require an approval. Users are granted access to the Record
Learning tool where they can record learning events for themselves. However, an event
will be successfully recorded into the history only if it has been approved by all Approvers.
Administrators will have an option whether an approval process should be required for
recording internal items and/or external events.

 At the Item record level where Administrators may choose to enable or disable
the ability for Users and/or supervisors to record learning events for that specific
Item.

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Note: When self-recording a learning event, the user is able to add an attachment even
if the self-recording requires an approval. If necessary, this functionality can be disabled
in System Configuration (LMS_ADMIN file).

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Appendix F – Course Home (Preview)

Overview
If enabled, users can get more information about an Item from the Course Home screen.
Additionally, fewer clicks will be required to launch online content or to register for an
offering of an instructor-led item.

Some features of Course Home include:

 From an Instructor-Led Item’s Course Landing Page, the Find a Class button
will display all available Scheduled Offerings for the user.
 Upcoming classes (offerings) are displayed with a preference for those in the
user’s region with available seats
 Curriculums, Programs, and Collections which include the Item are displayed
 The content structure is displayed for online items (which may hidden if preferred)
 Assessments:
 May be visible inline with the rest of the content structure
 Display a pre-launch warning when content is not resumable
 Show the results after completion and/or the previous results before retaking
 If enabled, may be reviewed at any time
 Display of Prerequisites and Substitutes (and whether or not they are available in
the user’s catalog)
 Back links (to return to previous screens)
 In the list of available classes (offerings), dates, times, instructor, facility information
(including virtual), seats available, and whether there’s a conflict for the user will be
displayed.
 Detailed information is displayed on each offering’s Class details screen including
the registration cutoff date. Class information includes an agenda with segment
details.
 If there are no available offerings in the user’s catalog, a message will appear
suggesting the user Request a Class –however Request Schedule is not currently
available in Course Home
 Commerce flows are supported
 Registration:
 After clicking the Registration button on an offering, user receives a
clear confirmation that they are now registered
 If additional information is required for Registration, user is guided through
the screens
 Price (if applicable) is visible on the scheduled offering/class details screen
 Cancellation policy, and account code are visible during registration
 Review Registration button will be available unless information is incorrect
or missing. User is aware that the registration process has yet to be
completed.
 Review summary contains relevant information and offers the user a choice
of clicking Complete Registration or Edit (to change anything)

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 Warnings or errors may be displayed or if everything was successful,

a confirmation page will display
 Electronic signature without approval is currently supported but e-signatures with
approval, Registration Threshold, Slots, Request Schedule, and other features are
currently unsupported in Course Home.
 Review of Online Content will launch the old UI
 Legacy Question Editor (PQE) will not be supported and will launch the old UI.
 Surveys: If there is a feedback survey attached to an online item, the user will see a
link once the content is completed:
 Give your Feedback – is the link for an optional survey
 Start Survey – is the link for a required survey

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Appendix G – Personalized
Recommendations – Best Practices
Overview
If enabled, personalized learning recommendations powered by machine learning
capabilities with SAP Leonardo will enable users to find relevant courses from their
learning catalogs without needing to search through the catalog. Currently, this feature is
only available through the Early Adopter program but is expected to be available to all
customers in the near future.

In the meantime, all customers are encouraged to follow these recommendations as best
practices:

 Specify meaningful Item Titles and Descriptions: - to help users to decide if the
course is relevant to them or not and so that the Recommendations engine will
generate better quality topics.
 Specify Course Duration (Learning > Items > Length).
 Enable Item Rating feature.
 Use contextual thumbnails, rather than a default one for a better user experience.
 Activate saving catalog search phrases to enable the recommendations engine
to increase the relevancy of the recommendations (System Admin >
Configuration > System Configuration > PERSONALIZED
RECOMMENDATIONS > catalogSearchDataCaptureEnabled=true).

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Unit Summary
In this unit, you covered:

 Lesson 1: Administrator Access, Navigation, and Searching

 Lesson 2: Learning Needs Management Overview
 Lesson 3: Working with User Records
 Lesson 4: Navigating the User Interface – Overview
 Additional information in appendices, including:
 QuickGuides
 Collections
 Recommendations Newsletter
 Supervisor Approval Waiver
 User-recorded Learning Events

You should now be able to:

 Identify features of SAP SuccessFactors Learning

 Identify and use the search functions
 Define specific terms associated with the Learning Needs Management model
 Add, view, and modify user records
 Navigate the SAP SuccessFactors Learning user interface

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