2219839 - Automatic completion using the "Process VLS Attendance" automatic process for VLS classes

VLS classes are not getting the completion marked automatically for the users after running the "Proccess VLS Attendance" automatic process (APM).

SAP SuccessFactors Learning

The users will not be granted completion / non-completion immediately after "Proccess VLS Attendance" APM runs.

The cause for this is that the VLS settings may not have been entered correctly in the class record. There are four particular settings for the VLS classes, as outlined below:

• Automatically add to learning history as part of VLS Attendance Processing: If you set this to "Active", then the system records a learning event for this class when the Proccess VLS Attendance automatic process executes. If you set it to "Inactive", then the system does not automatically record a learning event for any users who attended the class, and the system does not use any other VLS Settings.
• Minimum Percentage Attendance for Credit: To receive credit completion in classes that use Virtual Learning Systems (VLS), users must attend the minimum percentage of the total session time (from the time the instructor starts the VLS session to the time that the instructor closes the VLS session). A VLS is a virtual meeting room like WebEx or Adobe Connect.
• Tip:
• Alert instructors that starting a session early or not closing a session promptly could affect the completion status for the users because your percentage assumes prompt starting and ending times.
• If you set Automatically add to learning history as part of VLS Attendance Processing to "Active", then the Proccess VLS Attendance automatic process uses the value that you type in Minimum Percentage Attendance for Credit (%) to calculate attendance and apply the status that you select from the For Credit Completion Status or Non-for-Credit Completion Status lists.
• We recommend that you do not enter 100% for the Minimum Percentage Attendance for Credit (%) box; users will never have an attendance percentage equal to or greater than 100%.
• For Credit Completion Status: The system applies the value that you select from the For Credit Completion Status list when the Proccess VLS Attendance APM executes.
• Non-for-Credit Completion Status: The system applies the value that you select from the Non-for-Credit Completion Status list when the Proccess VLS Attendance APM executes.

Below, you can find other possible reasons for the user not being granted automatic completion:

• The users were present in the session for less than the percentage of time mentioned in the Minimum Percentage Attendance for Credit.
• The attendance record has not yet been published by the VLS vendor by the time the APM runs.
• It can be confirmed by checking the PA_VLE_ENROLL_SEAT and PA_VLE_EVENT tables. The column ENROLL_STATUS in the PA_VLE_ENROLL_SEAT table is updated when enrollment is successful through the VLS vendor portal. Similarly, the ATTENDANCE_DURATION column is updated when user attendance is received from the vendor. In terms of the event, the ATTENDANCE_STATUS and EVENT_DURATION columns in the PA_VLE_EVENT table are updated to reflect the attendance and class duration respectively.
• In cases where ATTENDANCE_DURATION and EVENT_DURATION have not been updated in the database, it could either indicate that the attendance file is still pending from the vendor or the requirements to have the attendance processed by the system have not been met: User Attendance Not Processed in Learning.
• Check for any errors encountered while running the APM under System Administration > Automatic Processes > Proccess VLS Attendance. If you find any errors, please report them through a support case.
• Confirm if the threshold is set to check back for a sufficient period since the session occurred. 

Note: If there are multiple connections to the meeting before the attendance APM runs, Microsoft Teams may return multiple attendance records for the instructor and each attendee. In this case, the LMS will sum them up to calculate the total attendance time.

1. Enter the values in the four fields of the VLS settings in the class record according to instructions above > 
2. Schedule the "Proccess VLS Attendance" APM >
3. Ensure that the criteria for automatic processing of user attendance in Learning is being met: User Attendance Not Processed in Learning.

In case the attendance file was not sent by the VLS vendor, please engage your vendor.

SAP SuccessFactors Learning Virtual Learning Service (VLS) | SAP Help Portal

User Attendance Not Processed in Learning | SAP Help Portal

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