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Administrator Training Guide
SAP SuccessFactors
Learning Administration -
Learning Needs
Management - Learning
Extras
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SAP SUCCESSFACTORS LEARNING ADMINISTRATION - LEARNING NEEDS MANAGEMENT - LEARNING EXTRAS 3
SAP SuccessFactors Learning Administration -

Learning Needs Management - Learning Extras
ABOUT THIS HANDBOOK.............................................................................................................................. 6
COURSE INTRODUCTION.............................................................................................................................. 7
Overview.......................................................................................................................................................... 7
Target Audience.............................................................................................................................................. 7
Unit Objectives................................................................................................................................................ 7
SAP SuccessFactors Community................................................................................................................. 8
Additional Resources..................................................................................................................................... 8
LESSON 1- SUBSTITUTES AND PREREQUISITES......................................................................................9
Lesson Overview............................................................................................................................................ 9
Objectives......................................................................................................................................................... 9
Substitute Items.............................................................................................................................................. 9
Substitute Items - Set Up Rules.................................................................................................................... 9
For-Credit Status and Force Credit............................................................................................................. 10
Force Credit.................................................................................................................................................... 10
Not-for-Credit Status.................................................................................................................................... 10
Effective Date................................................................................................................................................ 11
Which Record Gets Edited?........................................................................................................................... 11
Prerequisites................................................................................................................................................. 11
Substitutes and Prerequisites: Additional Activity -1...............................................................................12
Topic Related Reports.................................................................................................................................. 12
Exercise - Establish a Substitute Relationship.......................................................................................... 12
Exercise - Establish a Prerequisite Relationship.......................................................................................13
Conclusion.................................................................................................................................................... 13
Knowledge Check......................................................................................................................................... 14
Substitutes and Prerequisites: Additional Activity - 2..............................................................................14
LESSON 2 - CREATING TASK CHECKLISTS............................................................................................. 16
Lesson Overview.......................................................................................................................................... 16
Task Checklist.............................................................................................................................................. 16
Task Checklist Overview.............................................................................................................................. 16
Exercise - Create Task Checklist................................................................................................................ 20
Conclusion.................................................................................................................................................... 21
Knowledge Check......................................................................................................................................... 21
LESSON 3 - ITEM REVISION ASSISTANT................................................................................................... 22
Lesson Overview.......................................................................................................................................... 22
Objectives....................................................................................................................................................... 22
Revising Items.............................................................................................................................................. 22
Substitutes.................................................................................................................................................... 23
Instructor Authorization................................................................................................................................... 23
Curriculum Assignment of the Original Item................................................................................................... 23
Free Floating Assignment of the Original Item................................................................................................ 23
Inactivate........................................................................................................................................................ 23
Prerequisites................................................................................................................................................... 23
Questionnaire Surveys................................................................................................................................... 23
Curriculum Clean Up.................................................................................................................................... 24
Exercise - Revise an Item............................................................................................................................. 24
Conclusion.................................................................................................................................................... 25
© Copyright. All rights

Knowledge Check......................................................................................................................................... 25
LESSON 4 - REQUIREMENTS-BASED CURRICULA..................................................................................27
Lesson Overview.......................................................................................................................................... 27
Objectives....................................................................................................................................................... 27
Requirements-Based Curricula................................................................................................................... 27
What is a Requirement?................................................................................................................................. 27
Requirement Types........................................................................................................................................ 27
# Hours of Specified Hour Type...................................................................................................................... 27
# Hours of Specified Hour Type from Pool of Items........................................................................................ 28
# Items from Pool of Items.............................................................................................................................. 28
Requirement Group...................................................................................................................................... 28
Exercise - Create a Requirement................................................................................................................. 29
Exercise - Assign Requirements to a Curriculum......................................................................................30
Conclusion.................................................................................................................................................... 30
Knowledge Check......................................................................................................................................... 31
LESSON 5 - REQUIRED DATES EDITOR.................................................................................................... 32
Lesson Overview.......................................................................................................................................... 32
Objectives....................................................................................................................................................... 32
Required Dates Editor.................................................................................................................................. 32
Learning Event Synchronization................................................................................................................. 33
Exercise - Use the Required Dates Editor.................................................................................................. 33
Conclusion.................................................................................................................................................... 34
Knowledge Check......................................................................................................................................... 34
LESSON 6 - ELECTRONIC SIGNATURES................................................................................................... 35
Lesson Overview.......................................................................................................................................... 35
Objectives....................................................................................................................................................... 35
Electronic Signatures - Extra Security........................................................................................................ 35
Meaning Code................................................................................................................................................ 35
Multiple E-Sigs................................................................................................................................................ 35
Skip Additional Approval Process................................................................................................................... 36
Exercise - Record Learning Event with E-Signature.................................................................................36
Knowledge Check......................................................................................................................................... 37
LESSON 7 - USER MANAGEMENT TOOLS................................................................................................ 38
Lesson Overview.......................................................................................................................................... 38
Objectives....................................................................................................................................................... 38
Notification Assistant................................................................................................................................... 38
Item Assignment............................................................................................................................................. 38
Curriculum Assignment................................................................................................................................... 38
Supervisor Assistant.................................................................................................................................... 39
Re-Route Approvals....................................................................................................................................... 39
Merge Users.................................................................................................................................................. 39
Rules for Merging User Records................................................................................................................. 39
Exercise - Merge Users................................................................................................................................ 41
Exercise - Replace a Supervisor................................................................................................................. 41
Exercise - Send Item/Curriculum Assignment Notification......................................................................41
Conclusion.................................................................................................................................................... 42
Knowledge Check......................................................................................................................................... 42
LESSON 8 - TRAINING PLANNER............................................................................................................... 44
Lesson Overview.......................................................................................................................................... 44
Objectives....................................................................................................................................................... 44

Training Planner Overview.......................................................................................................................... 44
Training Manager Tasks................................................................................................................................. 44
Training Planner Workflow.......................................................................................................................... 45
Training Planner Projected/Actuals Report..................................................................................................... 45
Conclusion.................................................................................................................................................... 46
Knowledge Check......................................................................................................................................... 46
LESSON 9 - CATALOGS............................................................................................................................... 48
Lesson Overview.......................................................................................................................................... 48
Objectives....................................................................................................................................................... 48
Purpose of Catalogs..................................................................................................................................... 48
Multiple Catalogs.......................................................................................................................................... 48
Catalogs - Limit............................................................................................................................................. 49
Creating and Assigning Catalogs............................................................................................................... 49
Adding a New Catalog.................................................................................................................................... 49
Exercise - Create a Catalog and Assign it to Users...................................................................................50
Conclusion.................................................................................................................................................... 50
Knowledge Check......................................................................................................................................... 50
LESSON 10 - CATALOG SEARCH RESULTS BOOSTER FEATURE.........................................................52
Lesson Overview.......................................................................................................................................... 52
Objectives....................................................................................................................................................... 52
Catalog Search Results Booster Overview................................................................................................ 52
Search Weighting........................................................................................................................................... 52
Search Tiers.................................................................................................................................................. 53
Keywords to Ignore...................................................................................................................................... 54
Conclusion.................................................................................................................................................... 55
Knowledge Check......................................................................................................................................... 55
UNIT SUMMARY............................................................................................................................................ 56

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.

Course Introduction
Overview
This administrator's guide provides an overview of additional concepts and terminology
associated with Learning Needs Management in SAP SuccessFactors Learning.
Through participating in discussions, viewing demonstrations, and completing exercises,
this course provides you with a basic understanding of these additional features of
Learning Needs Management.
Target Audience
This training is intended for all SAP SuccessFactors administrators (admins).
Unit Objectives
This unit contains ten lessons:
 Lesson 01: Substitutes and Prerequisites

 Lesson 02: Creating Task Checklists
 Lesson 03: Item Revision Assistant
 Lesson 04: Requirements-Based Curricula
 Lesson 05: Required Dates Editor
 Lesson 06: Electronic Signatures
 Lesson 07: User Management Tools
 Lesson 08: Training Planner
 Lesson 09: Catalogs
 Lesson 10: Catalog Search Results Booster Feature
Upon completing this unit, you will be able to:
 Establish substitute and prerequisite relationships

 Create a task checklist
 Review functions of Item Revision Assistant and Curriculum Clean Up;
describe effects of item revision on curriculum and free floating item
assignments
 Define requirements-based curricula, requirement types, and creating
requirement groups
 Explain and utilize Required Dates Editor and learning event synchronization
 Describe the functionality of electronic signatures
 Perform functions related to user management tools
 Describe and utilize the Training Planner feature
 Describe catalogs
 Set up and use the Catalog Search Results Booster feature

SAP SuccessFactors Community

Customer Community is your one-stop shop for support, quick answers, product training
and quarterly release updates. You may also post ideas for enhancements on product-
specific Q&A boards, and "Kudo" other ideas that you like. Enhancement ideas with the
most kudos often become part of the product roadmap for future releases.
https://community.successfactors.com/
Additional Resources
For more information about SAP SuccessFactors, refer to these resources:
Main Website http://www.SuccessFactors.com
https://community.successfactors.com/t5/S
SAP SuccessFactors Process Library AP-SuccessFactors-Process/ct-
p/ProcessLibrary
Training and Certification Shop https://training.sap.com/shop/learninghub
SAP SuccessFactors HCM Suite Help Portal http://help.sap.com/cloud4hr

Lesson 1- Substitutes and Prerequisites

Lesson Overview
In some training situations, it is necessary to grant a user substitute credit for item A after
completing item B (this is especially useful in curricula). Also, it may be necessary to
prevent a user from registering into an advanced item until after the successful completion
of the prerequisite basic item.
Objectives
Upon completion of this lesson, you will be able to:
 Establish substitute relationships

 Establish prerequisite relationships
Substitute Items
Upon successful completion of an item, SAP SuccessFactors Learning can grant
completion credit for another (substitute) item by recording two learning events. If the
substitute item is failed or recorded as incomplete, two unsuccessful learning events may
be recorded.
For example, the Microsoft Word Foundations item is listed on Sally’s Learning Plan.
Microsoft Word Advanced Concepts is a substitute for Microsoft Word Foundations.
Sally completes and passes Microsoft Word Advanced Concepts. After an admin
records the advanced course as a learning event for Sally, SAP SuccessFactors Learning
records an additional learning event for the basic course with Substitute Credit as the
completion status as seen in the below figure.
Substitute Items - Set Up Rules

This is particularly useful in a curriculum. For example, the Microsoft Office Curriculum
requires the completion of Microsoft Word Foundations. The user assigned this curriculum
must have Microsoft Word Foundations in his/her Learning History successfully to fulfill the
requirement. Substitutes record a learning event of the required item in the user’s Learning
History in order to satisfy the curriculum requirement. If the user has to retrain on the item
in the curriculum, either the original item or its substitute will meet the requirement.
However, if a user fails the substitute item, the system will also show an unsuccessful

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - LEARNING NEEDS MANAGEMENT - LEARNING EXTRAS
completion of the original item. This could affect the curriculum status and change it to
incomplete just as it would if the user failed the original item.
This may also be useful in Assignment Profiles which use a rule that includes the Item
Completion attribute. The AP will look in the user’s learning history for the exact item but
may also look for a substitute of the item if indicated.
For-Credit Status and Force Credit

When a successful completion is recorded for the substitute item, this is the completion
status that will be recorded for the current (original) item. The status the user will see in the
history for the substitute item will be something like Course Attended or Course Passed,
but for this item (receiving credit because of the substitute) it should always be something
like Substituted, Equivalent, or Collateral Credit. This way it will be clear when looking at
the learning history which item was actually completed and which item is in the history due
to completion of a substitute.
Force Credit
If Force Credit is not checked, then users must have the item receiving substitute credit
on their Learning Plan in order to record the substitute learning event. When Force Credit
is checked, users always receive substitute credit for the item regardless whether it is
assigned to their Learning Plan.
Not-for-Credit Status
When an unsuccessful learning event is recorded for the substitute item, this will be the
status recorded next to the original item in the history. Although the admin may choose
from among a list of all unsuccessful completion statuses for this item type, the
recommendation is one that makes it clear that this learning event is because of the
substitute item being failed. For example: Substitute Item Failed/Incomplete.

Effective Date
If an effective date is set when a substitute relationship is created, all users who
have the grant item, with a completion date on or after the effective date, are given
retroactive credit for the item receiving the credit.
Which Record Gets Edited?
When determining which of the items you should edit in order to setup the substitute
relationship, use the phrase
“This original item HAS the substitute item as its substitute.” Then go to the original item’s
substitute tab to add the other item(s).
For example, if an ILT item has a WBT as its substitute, you would edit the ILT item.
Prerequisites
Prerequisites are identified on the item record’s Prerequisite tab, which lists all items,
groups of items, or curricula the user must complete before he/she can self-register for a
scheduled offering or launch an online item. Depending on the SAP SuccessFactors
Learning global setting, users who do not meet the prerequisites are prevented from
registering into the scheduled offering if:
 The prerequisite(s) are not listed in the user’s Learning History (Completed Work)
or
 The user is not registered into scheduled offering(s) of the prerequisite(s) that has
an end date prior to the start date of the scheduled offering.
In the case of an online item, the prerequisite(s) must be in the user’s Learning History
(Completed Work) before he/she is able to launch the item.

Substitutes and Prerequisites: Additional Activity -1

Answer the questions using the information provided.
Topic Related Reports

The following are reports in SAP SuccessFactors Learning that relate to this topic:
 Item with Item Prerequisites

 Substitute Relationships
Exercise - Establish a Substitute Relationship

In this exercise, you will establish a substitute relationship.

1. Search for the item that will be recorded into a user’s learning history (completed
work) with a status of substitute credit.
2. Click the item ID link.
3. Select the Substitutes tab from the Related area and click Add New Substitutes (
).
4. Enter criteria to search for the item that will grant substitute credit and click Search.
5. Select the (completion) status substitute credit from the Status drop-down menu.
Note: This is the completion status for the item that will receive substitute credit.
6. Check the Force Credit checkbox.
Note: If you would like to apply retroactive substitute credit, enter an effective date.
7. Check the Add checkbox and click Add.

8. Verify the selected item is displayed with the correct settings.
9. Record a learning event for the item that grants substitute credit (the item selected
in step 7).
10. Check the user’s Completed Work (Learning History).
Exercise - Establish a Prerequisite Relationship

In this exercise, you will establish a prerequisite relationship.
1. Add two new items.

2. Select the Prerequisites tab from the Related area of one of the items.
3. Click Create New Group ( ).
4. Enter a title for the group.
5. Click OK.
6. Click the add item icon ( ) next to the name of the group you just created.
7. Enter criteria to search for the other item created in step 1. This will be
the prerequisite item.
8. Click Search.
9. Check the Add checkbox.
10. Click Add.
11. Verify the selected item is displayed.
Conclusion
In this lesson, you learned about substitutes and prerequisites. Using these features in
SAP SuccessFactors Learning allows users to take differing items to satisfy their
curriculum requirements, or prevents users from registering into items they are not
prepared to take. In any case, these features are not required, but provide additional
flexibility in your training solution.

You should now be able to:
 Establish substitute relationships

 Establish prerequisite relationships
Knowledge Check
Use what you learned in this lesson to answer the following questions.
1. How many learning events are recorded on completion of a substitute item when
Force Credit is used?
2. True or false: It is possible to set up an OR relationship of items on the Prerequisites tab

from the Related area of the item record.
3. Why would you check the Force Credit checkbox on the Substitutes tab from
the Related area of the item record?
4. Explain a situation where you need to create a substitute relationship.
Substitutes and Prerequisites: Additional Activity - 2

Consider the following situation:

 Item A grants credit for Item B.

 Item B grants credit for Item C.
 Force Credit is not checked.
 Effective date is not set.
Answer the following question:
1. If the user is assigned all three items to his/her Learning Plan and completes Item A, the
user:
 Only receives credit for items A and B

 Receives credit for items A, B, and C
 Only receives credit for Item A, since Force Credit is not checked

Lesson 2 - Creating Task Checklists

Lesson Overview
 Describe task checklists

 Create a task checklist item
 Identify task checklist settings
Task Checklist
Task Checklist items allow customers to build out lists of specific tasks that the user will be
observed performing. The assignee can then designate one or more observers (pre-
defined or not) to watch him/her complete the assigned list.
Task Checklist Overview

Task Checklists may be set to:
 Require authorized observers

 Set a minimum threshold for the number of tasks that must be completed
successfully in order for the observer to indicate successful completion of the
task checklist item
 Set a completion status for successful completion and for failure to complete
the tasks successfully
For example, if an employee is required to know how to create a presentation using

Microsoft PowerPoint, he/she can demonstrate knowledge by performing the necessary

tasks while being observed.
An observer completes the checklist on behalf of the assignee and adds commentary on
each task and the overall checklist.
The observer then marks the item itself complete, either successfully or unsuccessfully.
This feature supports:
 On-the-job training
 Procedural training
 Specific repeatable processes within structured environments
 Processes that need tracking and can be broken down into specific
steps To enable the use of a task checklist, the following rules apply:
 The item must be created new with a classification of “Other”.

 Users will not be able to nominate observers using a mobile device.
 Price of an item is ignored and users will be able to nominate users and submit
observation requests and nominated users will be able to open and complete
task checklists without invoking commerce functionality.
 If an admin modifies an item so that the item classification changed, the
task checklist will be disabled.
 Items with a classification of “Other” can have prerequisite relationships.
 No changes to the business rules for item assignment or curriculum completion
calculation.
 If an admin modifies a learning event’s primary key (complete status, date/time),
any checklists associated to the original learning event will be lost.

 E-signatures are not supported for learning events recorded through the checklist
process. If an e-signature is required, the system will bypass the e-sig process and
record the learning event.
An admin can require users to select from a pre-defined list of observers for an assigned
task list item. Enforce this option by selecting the checkbox for Observers must be
Authorized Instructors on the item record > Tasks tab > Task Checklist Settings.
The list of observers reads from the Instructorstab of the item record (Learning > Items >
Instructors tab).Observers must be instructors with SAP SuccessFactors Learning user
account.
Note: Current setup does not limit the user to select his/her supervisor as an observer.
If the user nominates multiple observers, the first observer to record item completion
will “win”. Alerts for the remaining observers will be cleared.
An observer cannot refuse a request, but can simply not respond.
The user interface does not allow users to search for an observer from the full list of users
in the system if the admin has enforced the select from authorized observers option.
Instead, the system displays a list of authorized observers and users must select from this
list.

The authorized observer list displays the observer’s region. This reads from the observer’s
user record, not the observer’s instructor record.
If the user assigned this item has an entry in the Region field of his/her record, the user
will see a checkbox for My Region. When selected, this limits the list to the subset of
observers whose region matches this user’s (''West'' as shown in the below figure).
Admins control whether users can add/change their region via System Admin >
Configuration > User Settings > Allow Users to change Regional Information.
To view/set the user region from the user side, go to Easy Links > Options and Settings >
Select a Locale … > Region ID.
Once the user has selected the observer, the task checklist item displays on the
observer’s learning plan. When the observer begins the observation of the user, the list of
tasks is displayed.

Exercise - Create Task Checklist

In this exercise, you will create task checklist.
1. Create a new item.

2. Select the Tasks tab in the Related area.
3. Select the Add New Tasks ( ) button.
4. A search pop-up appears. Enter a keyword and click Search to find available tasks.
5. Select one or more tasks listed and click Add to add these tasks to the item’s
task list.
6. Once added to the item, tasks can be re-ordered by dragging and dropping. If any
changes were made to the task list, click Save.
7. Click Task Checklist Settings.
8. Check the Enable Task List checkbox.
9. Check the Observers must be Authorized Instructors checkbox, if you wish
to enforce observer selection from pre-defined list.

10. Select a completion and failure status (Hint: Create a new completion statuses
for task lists – TASK_COMPLETE and TASK_INCOMPLETE).
11. Click Save.
Conclusion
In this lesson, you learned about Task Checklists and how they allow customers to build
out lists of specific tasks that the user will be observed performing.
 Describe task checklists

 Create a task checklist item
 Identify task checklist settings
Knowledge Check
 True or false: To enable using task checklists, the item must be created new with
a classification of “Online.”
 True or false: The list of observers reads from the Instructors tab of the item
record, and observers must be instructors with SAP SuccessFactors Learning user
accounts.

Lesson 3 - Item Revision Assistant

Lesson Overview
When content of a Standard Operating Procedure (SOP) or a course changes
dramatically, an organization may require its employees to re-read the SOP or attend the
new and revised course. The Revision Assistant enables the admin to create a new
version of the item for all users who:
 Are required to complete the item as a part of a curriculum

 Have the item as a free-floating assignment
Objectives
 Revise an item using the Revision Assistant

 Explain the function of the Curriculum Clean Up automatic process
 Describe the effects of item revision on curriculum and free floating item assignments
Revising Items
The item key is comprised of item type, item ID, and revision date/time. During item
revision, SAP SuccessFactors Learning creates a new item record where the item type
and ID of the new item are identical to the original. The revision date/time is the updated
portion of the item key.
Admins have the option of updating the version number to meet their organization’s
standard revision number system. After the revision process is complete, you should
inactivate the old item manually or check this option during the provision process. It is not
deleted from SAP SuccessFactors Learning in case there is a need to access the old item
for audit and reporting purposes.
Making revisions to items have effects to the following:
 Substitutes
 Instructor authorization
 Curriculum assignment of the original item
 Free floating assignment of the original item
 Future scheduled offerings of the original item
 Inactivate
 Prerequisites

 Questionnaire Surveys
Substitutes
If you check the appropriate checkbox in Step 2 of the Revision Assistant, SAP
SuccessFactors Learning copies the substitute items listed under the Substitute tab from
the Related area of the original item to the Substitute tab from the Related area of the
revised item.
Instructor Authorization
If you check the appropriate checkbox in Step 2 of the Revision Assistant, authorized
instructors of the original item are authorized to teach the revised item.
Curriculum Assignment of the Original Item
If you check the appropriate checkboxes in Step 4 of the Revision Assistant, SAP
SuccessFactors Learning lists the revised item on the user’s Learning Plan (even if there
is a successful learning event recorded for the original item). If the original item is on the
Learning Plan, both items displays until SAP SuccessFactors Learning runs the
Curriculum Cleanup automatic process.
Free Floating Assignment of the Original Item
If you check the appropriate checkboxes in Step 4 of the Revision Assistant, SAP
SuccessFactors Learning lists the revised item on the user’s Learning Plan. Both items
displays until SAP SuccessFactors Learning runs the Curriculum Cleanup automatic
process.
Future Scheduled Offerings of the Original Item
SuccessFactors Learning updates existing scheduled offerings that have start dates in the
future with the revised item.
Inactivate
SuccessFactors Learning inactivates the old version of the item. Admins will need to
include Not Active records when searching for the item if they want previous revisions.
Prerequisites
Prerequisites of the original item are automatically transferred to the revised item.
Questionnaire Surveys
The surveys and exams listed on the evaluations tab of the original item are
automatically transferred to the revised item.

Curriculum Clean Up
Once an item is revised, there are two item records in the system with matching item types
and IDs. Both may be listed on the Learning Plan of the assigned users (depending upon
the choices made during the revision process).
The Curriculum Clean-Up APM (Automatic Process Module) checks every Learning Plan
and compares item records. If it finds two items with the same ID and type, it removes the
item with the earlier revision date/time. The APM also has a checkbox to include free-
floating item assignments, which is intended to remove the relationship between an earlier
revision of an item and the related curriculum if two (or more) revisions of an item are
related to the same curriculum or any free-floating items, and both are effective (have an
effective date before today's date).
Note: Curriculum Clean-Up typically runs nightly, but speak with your SAP SuccessFactors
Learning coordinator to find the frequency.
Exercise - Revise an Item

In this exercise, you will revise an item.

1. Navigate to Learning > Items.

2. Search for an item and click the item ID.
3. Click Revise in the Actions area.
4. Enter a new revision date, revision time, and revision number.
5. Change the item title, if necessary, and click Next.
6. Check the substitute relationship and authorized instructors checkboxes and click
Next.
7. Select the Make this item production ready option and click Next.
8. Check all four checkboxes in Step 4 of the item revision process and click Next.
9. If this item is part of a curriculum, review the item settings within each curriculum and
make any necessary changes to assignment types, initial periods, retraining periods,
etc.
Note: If the item has an assignment type of Required (or similar), you must enter an
effective date.
10. Click Next and review the displayed information.

11. Click Run Job Now.
Conclusion
In this lesson, we discussed revising items. Based upon admin specifications, the revision
process can affect curriculum and/or free-floating item assignments. The Revision
Assistant can also maintain substitute relationships, authorized instructors, and update
future scheduled offerings. Finally, the Curriculum Clean-Up automatic process removes
the double item assignment from the Learning Plan of the users.
 Revise an item using the Revision Assistant

 Explain the function of the Curriculum Clean Up automatic process
 Describe the effects of item revision on curriculum and free floating item assignments
Knowledge Check
1. True or false: The admin can choose to not transfer prerequisites from the original
item to the revised item.
2. Explain a situation when you do not want to preserve substitute relationships.
3. Why is it important to run Curriculum Clean-Up?
4. Explain a situation when you would set the effective date in the future.

5. What part of the item key is updated during the item revision?
6. True or false: An admin can update all future scheduled offerings of the original item
to the revised item.

Lesson 4 - Requirements-Based Curricula

Lesson Overview
Not all training situations are solved with a simple list of required items. There are other
requirements that a user must accomplish to complete his/her assigned curriculum (e.g.,
hours, external training, etc.). Requirements-based curricula provide this needed flexibility.
Objectives
 Define a requirement and item pooling

 Describe requirements-based curricula
 List the three requirement types
 Describe the functionality of a requirement group
 Create requirements and requirement groups
Requirements-Based Curricula
Requirements-based assignments provide flexibility in creating and assigning multiple
requirements that are used in evaluating curriculum status. External learning events can
also count towards curriculum status.
What is a Requirement?
Requirements define a set of conditions that the user must meet to receive a Complete
curriculum status. The conditions are related to the number of hours or items that the user
must successfully complete. Users are required to meet the defined conditions of the
Requirements and Items tabs to complete the curriculum. A requirement object functions
like an item. Both are assignable, use period-based assignments, and impact the
curriculum status.
Requirement Types
There are three requirement types:
 # hours of specified hour type
 # hours of specified hour type from pool of items
 # items from pool of items

# Hours of Specified Hour Type
This type requires hours of one of the following hour types:
 Total hours

 Credit hours
 Contact hours
 CPE hours
SAP SuccessFactors Learning grants requirement hour credit for any item, scheduled
offering, or external learning event.
# Hours of Specified Hour Type from Pool of Items
This type requires hours of one of the following hour types:
 Total hours
 Credit hours
 Contact hours
 CPE hours
SAP SuccessFactors Learning only grants requirement hour credit for items included in
the pool.
# Items from Pool of Items
This type requires the user to complete a specified number of items included in the pool.
Requirement Group
The Group Requirements button is located under the Contents tab from the Related area
of the curriculum record.

The button is only activated when more than one requirement has been associated to the
curriculum.
For example, the following requirement group contains the following requirements:
 10 Items from Item Pool
 75 Total hours
Because these requirements are grouped, the user is only required to earn 10 items from
item pool or 75 total hours to complete the requirement. If they were not grouped, both
requirements would have to be met.
Note: When setting up Group Requirements, you will be asked to name the group, choose
due date configurations, and an effective date. Be sure to populate the effective date.
Exercise - Create a Requirement

In this exercise, you will create a requirement.
1. Navigate to Learning > Requirements.

2. Click Add New.
3. Select # Items from Pool of Items from the Requirement Type drop-down menu.
4. Enter a requirement ID and a requirement description.
5. Select a domain ID and enter the creation date.
6. Leave the Active checkbox checked.
7. Enter any comments, as desired, and click Next.

8. Enter the required of number of items the user must complete from the pool.
9. Click the add one or more from list link.
10. Enter criteria to search for items to add to the requirement pool and click Search.
11. Check Add next to each item to add to the pool.
12. Click Add.
13. Verify the selected items are listed in the Item Pool for Requirement section.
14. Click Add.
Exercise - Assign Requirements to a Curriculum

In this exercise, you will assign requirements to a curriculum.
1. Navigate to Learning > Curricula.

2. Enter criteria for the curriculum to which to add requirements.
3. Click Search.
4. Click Curriculum ID to which to add a requirement.
5. Select the Contents tab from the Related area.
6. Click Edit.
7. Click Add Content (+).
8. Select Requirements from the drop-down menu.
9. Enter criteria to search for the desired requirements.
10. Click Search.
11. Check Add next to each requirement to add.
12. Click Add. The new requirement is added to the bottom of the list on the
Curriculum Contents tab.
13. To make the requirement required, click the Edit link and enter initial, retraining,
and effective date information for each requirement. Setting an effective date
makes the requirement “required”.
14. Click Apply Changes.
Optional: To group requirements:
15. If more than one requirement is added to the curriculum, check Select next to
the requirements to group.
16. Click Group Requirements.
17. Enter group description, initial training, retraining assignment information,
and effective date.
18. Click Create Group.
19. The new requirement group is added to the bottom of the list on the
Curriculum Contents tab.
Conclusion
In this lesson, we discussed requirements-based curriculum. Using requirements, an
admin specifies the number of hours of a specific hour type, the number of hours of a
specific hour type from an item pool, or a number of items for an item pool. In addition, the

admin creates requirement groups to give the user a choice of requirements. Using
requirements provide greater flexibility than simple required items.
 Define a requirement and item pooling

 Describe requirements-based curricula
 List the three requirement types
 Describe the functionality of a requirement group
 Create requirements and requirement groups
Knowledge Check
Use what you learned in this Lesson to answer the following questions.
1. List the three requirement types.
2. Explain item pooling.
3. True or false: External learning events count towards # Hours of specified Hour Type.
4. How do you create an OR situation with one or more requirements?

Lesson 5 - Required Dates Editor

Lesson Overview
This lesson introduces you to the Required Dates Editor tool in SAP SuccessFactors
Learning.
Objectives
 Update the item required date using the Required Dates Editor
 Identify situations to use the Required Date Editor
 Describe the effect of the Learning Event Synchronization process on manual
required dates
Required Dates Editor

Admins can change required dates directly on the user’s Learning Plan. This is not
practical if you need to update a large number of learning records. The Required Dates
Editor is a tool used to change the required date of one or more items assigned to one or
more users. This is used when:
 A scheduled offering is not available until a later date.
 The scheduled offering has been cancelled due to lack of resources

(classrooms, instructors, etc.)
The Required Dates Editor updates required dates of free floating and curriculum item
assignments.

The Required Dates Editor requires the admin to update the required date using the same
method as assignment.
For example, if you assigned Item A via curriculum 1, then you must update the required
date by specifying the Item A in curriculum 1 in the Required Dates Editor.
Likewise, if you assigned an Advanced Project Management item directly to a user’s
Learning Plan, then you must specify the item in the Required Dates Editor.
Learning Event Synchronization

This process verifies the learning events of users. It also re-calculates required dates.
Therefore, this process overrides all manually updated required dates, including those
updated with the Required Dates Editor, and resets them to calculated dates based on the
item assignment. This is usually run once after data migration; however, some customers
maintain learning history in other systems for compliance reasons. They will import that
data into the LMS and then run the Learning Event Synchronization to get the learning
plans up to date.
Exercise - Use the Required Dates Editor

In this exercise, you will use the required dates editor.
1. Navigate to Learning > Tools > Required Dates Editor.

2. Click the add one or more from list link to add users.
3. Enter criteria to search for users.
4. Click Search.
5. Check the Add checkboxes next to each user who needs a required date change.
6. Click Add.
7. Click Next.
8. Click the add one or more from list link to search for curricula to add.
9. Enter search criteria.
10. Click Search.
11. Check the Add checkbox next to each curriculum to add.
12. Click Add.
13. Click Next.
14. Click the add one or more from list link to search for free-floating items to add.
15. Enter search criteria.
16. Click Search.
17. Check the Add checkbox next to each free-floating item to add.
18. Click Add.
19. Click Next.
20. Enter a new required date for each item listed.
21. Click Finish.
Note: The message lists the number of user records that were updated with the new

required date(s).
Conclusion
In this lesson, we discussed the Required Dates Editor. This tool is useful when scheduled
offerings are cancelled or unavailable and you need to provide additional time for users to
complete their item assignments. The Required Dates Editor requires the admin to update
the required date the same way the item was assigned (e.g., curriculum or free floating).
Finally, if the Learning Event Synchronization process runs, it overrides the manual
required dates and resets them based on the item assignment.
 Update the item required date using the Required Dates Editor
 Identify situations to use the Required Date Editor
 Describe the effect of the Learning Event Synchronization process on manual
required dates
Knowledge Check
1. Describe a situation when you would use the Required Dates Editor.
2. Where is the Required Dates Editor located in SAP SuccessFactors Learning?

a. Tools > Required Dates Editor
b. User > Tools > Required Dates Editor
c. Learning > Tools > Required Dates Editor
3. True or false: If an admin assigned an item via a curriculum, but selects the item in step
3 of the Required Date Editor in order to change the required date, SAP SuccessFactors
Learning updates the required date of the item.

Lesson 6 - Electronic Signatures

Lesson Overview
This lesson introduces you to the electronic signatures feature in SAP SuccessFactors
Learning. Although most customers will not need to use Electronic Signatures, customers
who must validate with a U.S. Government agency (such as Pharmaceutical companies
who validate with the U.S. Food and Drug Administration) may find them essential.
Electronic Signatures enhance compliance with FDA 21 CFR Part 11 requirements
ensuring the authenticity, integrity, and confidentiality of electronic records.
Objectives
 Define an electronic signature
 Describe the meaning code
 List the records that can use e-signatures
 Describe the functionality of multiple e-signatures
 Record a learning event that requires an e-signature
Electronic Signatures - Extra Security

Electronic Signatures (e-sigs) are essentially a second (or more) layer of security used for
recording a learning event that is associated with the selected item and/or curriculum. In
addition to user names and passwords, some Talent Management installations require a
personal identification number (PIN, or e-signature) for some regulated actions. PINs are
an additional level of security that leave an audit trail on the action. They prove that you,
as an individual, recorded a learning event. When enabled, entering a PIN is required of
both users and administrators during the recording of a learning event.
Meaning Code
The Meaning Code provides reason/meaning for changing data that require electronic
signatures. The Meaning Code shows that a learning event was either added, edited, or
deleted by an administrator, or self-recorded by a student.
Multiple E-Sigs
When you enable electronic signatures, users must enter their ID and PIN for items or
curricula that require electronic signatures to complete the process for recording a learning
event.

You can require additional users, like supervisors and instructors, to verify a user's item.
When a user electronically signs an item, the system notifies the approvers that they must
also electronically sign the item.
If you enable electronic signatures and identify an additional approval process for a
completion status, then the system initiates the approval process and requires electronic
signatures only if the associated learning event (for example, curricula or item) has also
enabled electronic signatures.
Skip Additional Approval Process

If you select this check box, then the system skips any steps that require an additional
approval process if those steps do not have approvers. For example, when you record a
learning event, the system checks the learning record to see if the instructor has an
associated user ID. If the instructor does not have an associated user ID, then the system
automatically approves the step and skips to the next one.
If you clear this check box, then the system prevents any user from completing the e-
signature if there are approvers missing from the approval process. Most likely, an end
user can resolve this independently; for example, if the process requires a supervisor's e-
signature and the user does not have a supervisor, then the only way to resolve the issue
is to add a supervisor to the user's record or have an administrator change the associated
process.
Exercise - Record Learning Event with E-Signature

In this exercise, you will record learning event with e-signature.
1. Create an item and set the e-signature field to Yes in the Process Control section
of the item (i.e., click View All and scroll down to the Process Control section).
2. Navigate to Users > Tools > Record Learning – Multiple.
3. Select the Item radio button.
Note: This is usually selected when an item has not been scheduled or is classified as
Other.
4. In the Search & Add Items section, enter the item type and ID and click Add.
Note: You can also use the Select icon to search for and select the item.
5. Repeat Step 4 to add additional items.

6. In the Search and Add Users section, enter the user ID and click Add.
Note: Again, you can also use the Select icon to search for and select users.
7. Repeat Step 6 to add additional users.

8. Click Next.
9. In the Edit Details section, enter details for the item:

a) Completion date and time

b) Time zone
c) Grade and completion status
d) Total hours, credit hours, contact hours, and CPE
10. Click the More Options icon ( ) to enter instructor information and comments.
11. Click Apply Changes to make the changes apply to all users.
12. Click the expand icon ( ).
13. If the details are different for each user, change the item details accordingly. Enter
the completion date, time, and time zone for each user for the item.
14. Click Apply Changes.
15. Click Next and then click Submit.
Note: Depending on your system configuration, you may be asked to schedule this
process as a background job.
16. Enter e-signature information:
a) Admin ID
b) PIN
c) Select meaning code
d) Enter comments
17. Click Finish.

18. If more than one signature is required, notifications will be sent to the
other approvers.
Knowledge Check
1. What are some security advantages to using e-sigs?
2. True or false: The Meaning Code provides reason/meaning for changing data
that require electronic signatures.

Lesson 7 - User Management Tools

Lesson Overview
In many situations, we need to contact users to inform them of a change, correction, or
update; supervisors leave the organization; or multiple user records exist for the same
user. The tools in User Management address all three situations.
Objectives
 Send a notification to a user population based on item or curriculum criteria
 List the additional filtering options of the email notification
 Consolidate user records
 Identify the primary and secondary user records
 Assign a new supervisor to multiple users
Notification Assistant
The Send Notifications wizard identifies a group of users and then sends a message to
them as an ad-hoc notification. An ad-hoc notification broadcasts email through SAP
SuccessFactors Learning like a standard notification, but you control the time that it is sent
and the group of users to which it is sent instead of the system automatically grouping and
sending the notification.
Item Assignment
Using the Email Notification Assistant, an admin sends email to users based on:
 Free floating item assignments
 Item assignment type
 Completion status
Curriculum Assignment
Using the Email Notification Assistant an admin sends email to users based on:
 Curriculum assignments

Supervisor Assistant
Supervisors leave the organization, are promoted, or are reassigned. In any case, the
Supervisor Assistant provides a quick and easy way to reassign multiple Subordinates to a
new Supervisor.
Re-Route Approvals
If you manually change the supervisor in an individual user record it will kick off the Re-
Route Approvals process. This allows you to route any approvals for that User that require
a Supervisor Level 1 approval to the new supervisor.
Note: This does not work with the Supervisor Assistant or with an HR Connector.
Merge Users
There are cases when two records represent the same user. Consolidation requires
transferring learning assignments, learning events, etc. SAP SuccessFactors Learning
obeys the merge rules on the next page when merging. The primary and secondary user
records are known as “Merge Into” and “Merge From,” respectively.
Rules for Merging User Records

The following table lists the rules that govern the merge of user records.
Tabs Merge Rules
Summary If the fields in the Merge Into User ID records do not contain
Custom Fields values, then those fields, if existing, are updated from the
Commerce Merge From User ID records.
Account Code
Phone Numbers If there are no matching records in the Merge Into User ID
records, then the records from the Merge From User ID are
added.
Competency Profiles If there are no matching records in the Merge Into User ID
added.
Requests If there are no matching records in the Merge Into User ID

added.
Catalog Preview No data is added or updated from the Merge From User ID
record. The user's catalog access is re-evaluated based on

Tabs Merge Rules
the merged.
Approval Role If there are no matching roles in the Merge Into User ID
added.
If there are matching roles in the Merge Into User ID records,
then non-matching control domains are added from the
Merge From User ID records.
Preferences If the fields in the Merge Into User ID records do not contain
values, then those records, if existing, are updated from the
Merge From User ID records.
Registration If there are no matching scheduled offering records in the

Merge Into User ID records, then the records from the Merge
From User ID are added.
Online Status If there are no matching items in the Merge Into User ID
added.
Learning Plan (To Do List) If there are no matching items in the Merge Into User ID
added.
Curricula If there are no matching records in the Merge Into User ID

added.
Competencies If there are no matching competencies in the Merge Into

User ID records, then the records from the Merge From User
ID are added.
If there are matching competencies, then the competencies
with the most recent assessment date are kept; either the
Merge Into User ID data is retained or the data from Merge
From User ID is updated in the Merge Into User ID record.
Learning History All learning history records are added from Merge From User
(Completed Work) ID to the Merge Into User ID (includes completed online
items).
Approvals All approvals records are added from Merge From User ID to

Tabs Merge Rules
the Merge Into User ID.
Assessments All assessment records are added from Merge From User ID
to the Merge Into User ID.
Exercise - Merge Users

In this lab, you will merge users.
1. Navigate to Users > Tools > Merge Users.

2. Enter search criteria for duplicate users in SAP SuccessFactors Learning.
3. Select the primary, or “Merge Into,” record, and the secondary, or “Merge
From,” record.
4. Click Merge.
5. Review the merge message pop-up window and click OK.
6. Click ( Details) in each row for additional information about the merge.
Exercise - Replace a Supervisor

In this exercise, you will replace a supervisor.
1. Navigate to Users > Tools > Supervisor Assistant.

2. Search or enter the current supervisor ID.
3. Click Next.
4. Search or enter the new supervisor ID.
5. Click Next.
6. If necessary, add or remove affected users.
7. Click Next.
8. Verify the changes made.
9. Click Finish.
Exercise - Send Item/Curriculum Assignment

Notification
In this exercise, you will send item/curriculum assignment notification.
1. Navigate to Users > Tools > Send Notifications.

2. Click the Item (or Curriculum) radio button and click Next.
3. Click the add one or more from list link to add items/curricula.
4. Enter search criteria and click Search.
5. Check the Add checkbox next to each item/curriculum.
6. Click Add and then click Next.

7. Refine your search by selecting an assignment type and/or completion status (or
curriculum status for curriculum) and click Next.
8. Verify the list of selected users. If necessary, add more users and click Next.
9. Search for:
a) Email Template (optional)

b) Reply To address (optional)
c) From address (required)
d) CC addresses (optional)
e) Add an attachment (optional).
f) Enter a subject for the notification (required).
g) Enter the body for the notification (required).
10. Click Send Notification.
Conclusion
In this lesson, we discussed the additional tools available. If you need to send an email
based on an assignment, reassign a supervisor, or consolidate user records, the User
Management tools step you through the process.
 Send a notification to a user population based on item or curriculum criteria

 List the additional filtering options of the email notification
 Consolidate user records
 Identify the primary and secondary user records
 Assign a new supervisor to multiple users
Knowledge Check
1. What is the advantage of the Supervisor Assistant tool?
2. True or false: Email notifications arrive to the users the instant the admin presses the
Send button.

3. Besides the specific items and curriculum, name the additional filtering options in
the Send Notifications tool.
4. Explain the difference between merge from user record and merge into user record.

Lesson 8 - Training Planner

Lesson Overview
This lesson introduces you to the Training Planner feature in SAP SuccessFactors
Learning.
Objectives
 Describe the purpose of Training Planner
 List the training manager tasks for Training Planner
 Explain the Training Planner workflow
 Describe the Training Planner Projected/Actuals Report
Training Planner Overview

Training Planner enables you to get a better idea of the amount of training that each
organization needs.
Users and supervisors can submit training requests, which are reviewed by a training
manager. The training manager can restrict an organization’s training budget or the
number of employees a supervisor may send to a particular course.
Note: To learn more about how to configure Training Planner, please reference the
Training Planner Reference Guide.
Training Manager Tasks

With regard to Training Planner, the designated training manager can:
 View and edit the overall budget across the organization - including per person hours
requested and per person amount requested
 View and edit the breakdown by sub-organizations
 Navigate to and research specific requests that are in line/not in line with the
planned budget
 Review and approve or reject training requests
Training Planner Workflow

The Training Planner workflow begins with a user’s request for training. Prior to the first
request, the admin must first configure the Training Planner and designate a training
manager.
 The user navigates to Training Planner (Easy Link) and submits an internal or
external training request to the supervisor.
 The supervisor reviews and approves/rejects the training request. If approved,

the request is submitted to the training manager.
 The training manager reviews and approves or rejects the training request, and sets
the budget for the organization.
 If approved by the training manager, the supervisor assigns the requested training
to the user.
 The user completes the assigned training.
 The training manager runs the Training Planner Projected/Actuals report.
Training Planner Projected/Actuals Report

You may run a report that shows projected vs. actual costs/hours for the training that was
requested and completed. This report clearly indicates (in red) any deviations from the
projected training costs.
Conclusion
In this lesson, we discussed the Training Planner feature. This feature enables you to get
a better idea of the amount of training that each organization needs.
 Describe the purpose of Training Planner

 List the training manager tasks for Training Planner
 Explain the Training Planner workflow
 Describe the Training Planner Projected/Actuals Report
Knowledge Check
1. What is the purpose of the Training Planner?

a) To provide detailed reports on how long courses took to complete
b) To get a better idea of training needs
c) To schedule external training
2. What are some of the training manager’s tasks with regard to Training Planner?

3. What happens next after a supervisor reviews and approves a training request?
4. True or false: The Training Planner Projected/Actuals Report shows deviations from the
amount of money projected for the training vs. the amount spent on the training.

Lesson 9 - Catalogs
Lesson Overview
This lesson introduces you to catalogs and how they are created, assigned, and used in
SAP SuccessFactors Learning.
Objectives
 Describe the purpose of catalogs

 List the steps in assigning a catalog to users
Purpose of Catalogs
The purpose of having catalogs in the system is to permit users to self-assign items,
curricula, and programs. If permitted, users may also self-register for scheduled offerings
that are in catalogs they can access. Supervisors may assign items (or curricula or
programs) from their catalog to their subordinates. If supervisor registration is permitted for
a scheduled offering, and the offering is in the supervisor’s catalog, the supervisor may
register subordinates into the offering.
If the learning record (such as an item) is not placed in a catalog, the administrator may
still assign it to users using any of the available assignment methods. Placing records into
catalogs simply allows users to select them for themselves. Whenever the user is offered
a choice (such as among multiple prerequisites for an item or different ways to complete a
curriculum requirement), then it is necessary to make those choices available by placing
them into catalogs.
Multiple Catalogs
Some companies may want multiple catalogs in order to limit access to certain items,
programs, curricula, or scheduled offerings. Certain courses may be appropriate only to
certain user populations based on job location, region, organization, job code, or hire date.
Some examples of catalogs include:
 Regional – scheduled offerings are available for users by regions such as The
Americas, Europe, Asia, Oceania, or Africa. Users only see the offerings in their
own regions and may be able to self-register. If necessary, an admin can register
users from other regions into an offering (even if the offering is not in the regional
catalog).
 Managers Only – some programs, curricula, and items are only available to
supervisors who may assign these to their subordinates or self-register them into
offerings.
 New Hires – basic training items are available only to users based on recent
hire dates.

 Advanced Users – A catalog with advanced topics may be made available only
to users who have completed a specific item successfully.
Catalogs - Limit
There is no limit to the number of catalogs a company may have and items and other
learning records may exist in multiple catalogs. Companies use catalogs to balance
transparency (everything visible and available to all users) with relevance (users see
what’s most useful to them).
When a company is using multiple catalogs (such as with the Regional example above),
the item could be added to all catalogs and then each scheduled offering can be placed in
only the catalog appropriate to its region. All users would see the item but just the offerings
relevant to their own region.
Note: A scheduled offering may only be placed into some, none, or all of the catalogs that
its item is in and never into a different catalog than its item.
Creating and Assigning Catalogs
To create and assign catalogs:
1. Identify the purpose of the catalog and which population of users should have
access to it.
2. Create the catalog.
3. Create an assignment profile to define the population of users by attributes (such
as region, is supervisor, hire date, employee type, etc.), item completion, and
domains.
4. Add the catalog to the assignment profile and propagate the profile.
5. Items, scheduled offerings, curricula, and programs may now be added to the
catalog that you created and users will immediately be able to find them in their
catalog searches.
Adding a New Catalog
To add a new catalog:
1. Navigate to Learning > Catalogs and click the add new link.
2. Enter an ID, description, domain, and contact email address.
3. Click the Add button.
4. Use the Items and Curricula tabs to add these records from here, or go to
specific item, curricula, program, or scheduled offering records to add catalogs
there.
5. The assignment profile tab may be used to associate this catalog to an
existing assignment profile.
Note: You will still need to Propagate the assignment profile from the assignment profile

record. If the assignment profile does not already exist, it may be created by following the
steps in the “Learning Needs Management” guide.
Exercise - Create a Catalog and Assign it to Users
In this exercise, you will create a catalog and then an assignment profile to make it
available to a group of users.
1. Your company has decided that they would like to make all of the items and
curricula that you have previously created to an additional group of users. You must
follow the following business rules:
a) Catalog ID and Descriptions should start with your initials.

b) Add yourself as the Contact
c) Add all of the Items and Curricula you have created in earlier modules to
your newly created Catalog. If you have not created items, use existing
items.
2. Create an Assignment Profile (using the steps in the Learning Needs

Management training guide) to grant any user who meets all of the following criteria
access to your catalog:
a) Job Code of: Sales Manager, Sales Associate, Sales Director NE

b) Employee Status: Full Time
c) Employee Type: Exempt
d) Hire Date: On or After January 1, 1995
e) Domain: ACME-CORP and subdomains
3. Conduct a User Search to return the users who match the Assignment Profile
above. Download the search results to Excel and email the Excel file to your instructor(s).
Conclusion
In this lesson, we discussed catalogs and how they are created and used in SAP
SuccessFactors Learning.
 Describe the purpose of catalogs

 List the steps in assigning a catalog to users
Knowledge Check
1. True or false: An item needs to be in a catalog in order for an admin to assign it

to users.
2. Catalogs may be assigned using the following methods:

a) User Needs Management tool

b) Directly to a User (on the User record)
c) Assignment Profiles
d) All of the above
3. True or false: Users may self-assign an item only if the item is in a catalog that the user
has access to.

Lesson 10 - Catalog Search Results

Booster Feature
Lesson Overview
This lesson introduces you to the catalog search results booster feature in SAP
SuccessFactors Learning.
Objectives
 Describe the catalog search results booster feature

 Explain search weighting
 Identify search tiers
Catalog Search Results Booster Overview

The catalog search results booster allows an administrator to elevate an item or curriculum
to a higher position in the catalog search results using Relevance or Tier sort options.
Boosting an item or curriculum may be useful when several courses are similarly titled or
contain the same key words and the training organization wishes to boost preferred
courses.
Catalog search results booster settings apply to items or curricula within a specific catalog.
It requires the Edit Catalog Search Relevance Booster workflow which will be added to
system defined admin roles.
The two mechanisms employed for this feature are: Search Weight and Search Tier. They
can be used separately or together. Search Weight is not visible to the user, while Search
Tier is.
Additionally, an administrator can configure the default sort order and which Sort By
options are made available to the user.
Search Weighting
When users select Sort By: Relevance for a catalog search, the system uses a relevancy
score to determine the display order of results.

This feature adds a Search Weight multiplier to that relevancy score. To boost results of
an item or curriculum for a particular catalog, you would set the Search Weight to a factor
greater than one. The system uses the relevancy score multiplied by this factor to
determine the Relevance display order. This is a required field which defaults to 1.
The system does not display an indicator to the user when this boosting option is used.
Search Tiers
The Search Tiers feature offers a Sort By option labeled Tier. You can set a Search Tier
value of an item or curriculum within a catalog.
When the user performs a keyword search, the system displays results in order of Tier and
then in order of Relevancy score multiplied by Search Weight within each Tier. The Tier
value is also displayed for other Sort By options.

To boost results of an item or curriculum for a particular catalog, you would set the Search
Tier to a value from 1 – 5. The system displays Tier 1 at the top.
The system also displays a label to the user when this boosting option is used and the Tier
label has a value populated for the user’s language preference. Like all labels, this can be
changed to align with a customer business context.
Keywords to Ignore
For some customers, there are words or phrases that are so prevalent in their catalog
entities (such as item descriptions or titles) that they will impede the search and return a

larger amount of resulting entities than desired. These words or phrases can be ignored by
the system and therefore the results of the search will be more relevant entities.
To enter a list of up to five keywords to ignore, navigate to System Admin >
Configuration > System Configuration > Catalog and list them after the property:
keywordsToIgnore= separated by commas.
Conclusion
In this lesson, we discussed the catalog search results booster feature.
 Describe the catalog search results booster feature

 Explain search weighting
 Identify search tiers
Knowledge Check
Use what you learned in this lesson to answer the following question.
1. True or false: The search results booster feature should be used when several
courses are similarly titled or contain the same key words and the training organization
wishes to display preferred courses toward the top of the list.
2. When search weighting is used and the user performs a search sorted by relevance:
a. An item with a larger number for Search Weight may appear higher in the
search results
b. The user will see the Search Weight
c. The Search Weight is added to the relevancy score
3. True or false: An item with a smaller tier number will appear higher on the list of
search results than an item with a larger tier number.

Unit Summary
In this unit, you covered:
 Lesson 01: Substitutes and Prerequisites

 Lesson 02: Creating Task Checklists
 Lesson 03: Item Revision Assistant
 Lesson 04: Requirements-Based Curricula
 Lesson 05: Required Dates Editor
 Lesson 06: Electronic Signatures
 Lesson 07: User Management Tools
 Lesson 08: Training Planner
 Lesson 09: Catalogs
 Lesson 10: Catalog Search Results Booster Feature
 Establish substitute and prerequisite relationships

 Create a task checklist
 Review functions of Item Revision Assistant and Curriculum Clean Up;
describe effects of item revision on curriculum and free floating item
assignments
 Define requirements-based curricula, requirement types, and creating
requirement groups
 Explain and utilize Required Dates Editor and learning event synchronization
 Describe the functionality of electronic signatures
 Perform functions related to user management tools
 Describe and utilize the Training Planner feature
 Describe catalogs
 Set up and use the Catalog Search Results Booster feature

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Administrator Training Guide

SAP SuccessFactors Learning Administration -

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About this Handbook

User Interface Text

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 Lesson 01: Substitutes and Prerequisites

Upon completing this unit, you will be able to:

 Establish substitute and prerequisite relationships

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SAP SuccessFactors Community

Main Website http://www.SuccessFactors.com

Training and Certification Shop https://training.sap.com/shop/learninghub

SAP SuccessFactors HCM Suite Help Portal http://help.sap.com/cloud4hr

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Lesson 1- Substitutes and Prerequisites

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

 Establish substitute relationships

Substitute Items - Set Up Rules

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For-Credit Status and Force Credit

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Which Record Gets Edited?

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Substitutes and Prerequisites: Additional Activity -1

Topic Related Reports

 Item with Item Prerequisites

Exercise - Establish a Substitute Relationship

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6. Check the Force Credit checkbox.

7. Check the Add checkbox and click Add.

Exercise - Establish a Prerequisite Relationship

1. Add two new items.

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You should now be able to:

 Establish substitute relationships

2. True or false: It is possible to set up an OR relationship of items on the Prerequisites tab

4. Explain a situation where you need to create a substitute relationship.

Substitutes and Prerequisites: Additional Activity - 2

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 Item A grants credit for Item B.

Answer the following question:

 Only receives credit for items A and B

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Lesson 2 - Creating Task Checklists

 Describe task checklists

Task Checklist Overview

 Require authorized observers

For example, if an employee is required to know how to create a presentation using

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Microsoft PowerPoint, he/she can demonstrate knowledge by performing the necessary

This feature supports:

 The item must be created new with a classification of “Other”.

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