SAP Knowledge Base Article - Public

2784352 - Curriculum Management Best Practices - Learning Administration

Symptom

  • Learning Administration – Curriculum Management
  • This KB article will help outline the Best Practices for Curriculum Management.

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

Environment

SAP SuccessFactors Learning Management System

Resolution

Learning Needs Management

-Admin – Curriculum Management

Items and Curricula

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Curricula

  • A Curriculum can be used to group a set of Items, Requirements, and/or Sub-Curricula for a common purpose.
  • Curriculum can contain any number of Items/Requirements/Sub-Curricula, from one to as many as needed.
  • By grouping these objects in a Curriculum, they can be tracked and reported on as a group.
  • An assigned curriculum for a user can have a status of Incomplete or Complete with respect to the individual status of each Item/Requirement contained within the Curriculum.
  • Various factors can come into play with respect to each individual Item/Requirement as to whether it is considered complete or not.
  • If a user is assigned an item via a curriculum that has already been completed, the curriculum will see this and indicate the item as complete within the curriculum itself.
  • Each Item/Requirement within a Curriculum can have individual settings specified for period based assignments/retraining

Note: If an item needs to be tracked for retraining purposes for users, it must be part of a Curriculum in order to do so. You cannot enforce retraining of an item that is assigned directly to a user outside of a curriculum.

Using Curricula to Manage Training

When making use of fundamental questions that should be considered when establishing a new Curriculum to assign to your employees.

  • For the training which is to be assigned, how much initial time should be granted to a user to complete the training?
  • Does the training have a fixed required-by date for all users it is assigned regardless of when it was assigned, or should the required-by date for employees be unique to each assignment?
  • Does the training require retraining?
  • Each Item/Requirement within a Curriculum can have individual settings specified for period based assignments/retraining (thus the term Period-Based Curricula)
  • With Period-Based Curricula each item contained within the Curriculum can have its own periods specified with respect to Initial Assignment and Retraining due dates
  • SuccessFactors Learning provides two core methods within Period-Based Curricula for calculating training due dates on an Event or Calendar basis.

Period-Based Item Assignment

  1. Event Based Assignments
  • Dependant on an event, or a moment in time.
  • It can be either the assignment date of the training to a user, or their hire date.
  • With respect to calculating retraining periods, if applicable, the event is the completion date of the training itself.
  • Using the event date as the starting point, you can specify a period for calculating the requiredby date of the training.
  • A period for the event-based assignment/retraining can be days, weeks, months, quarters, or years.
  • The system will then calculate the required-by date by completing the current period, then adding the full period specified to the initial retraining assignment.
  • The event basis date for retraining when using the this method is set to the date that the user completed the item in question.

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  • e.g. Period = Day.
  • Number = 30 Desired due date = Assignment Date + 1 Day + 30 Days

Event Basis Initial Period Example

Based upon the assignment date (or completion date for a retraining period) the User has X number of periods in which to complete the item, before it becomes overdue (item expiration email sent to User and supervisor, alert on home page).

The User always has the remainder of the current period type (e.g., 1 day, 1 week, 1 quarter, etc.) + the number of periods defined.

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Event Based Assignment Example

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  • e.g. Period = Day.  Number = 30    Desired due date for Item 1= Assignment Assignment Date = 15/03/2017
  • Date + 1 Day (Grace) + 30 Days                                                                Actual Due Date =  14/04/2017

Event basis date for retraining is set to the date that the user completed the item in question + 182 Days

Period-Based Item Assignment

  1. Calendar Based Assignments
  • All users assigned the training should be required to complete the training by a fixed date
  • To determine required by dates, you must specify a Basis Date that is used in conjunction with a specified period in order to determine the due date
  • A period for the calendar-based assignment/retraining can be days, weeks, months, quarters, or years
  • For retraining purposes, the system will create intervals starting with the specified Basis Date utilizing the defined period
  • Depending on when the user completes the training with respect to the intervals, the system will determine a new required-by date as needed

Calendar Basis Initial Period Example

  • Calendar based intervals rely upon a Curriculum assignment to calculate properly (required items with calendar based intervals will always have a default required by date equal to the assignment date)
  • Starting on the basis date, the calendar is divided into segments, determined by the initial (or retraining) number and period (e.g., 30 Days, 2 Months, 1 Quarter, etc.)
  • An additional parameter called Initial Assignment Threshold controls the ‘Grace Period’ when using Calendar Basis
  • If the item is assigned via a curriculum during the initial threshold, the item is due at the end of the current period in which it was assigned
  • If assigned after the initial threshold, the item is due at the end of the next full period

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  • e.g. Period = Day.  Number = 30    Basis Date = 03/11/2017
  • Desired due date = Basis Date + 30 Days = 02/12/2017

Calendar Basis Initial Period Example 1

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Calendar Basis Initial Period Example 2

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Calendar Basis Initial Period Example 3

                                       Curriculum Assigned Outside of Initial Threshold

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Period-Based Item Assignment – Additional Features

Thresholds with Calendar-Based Assignment

  • The Initial Assignment Threshold controls the ‘Grace Period’ when using Calendar Basis.

Previous Completions

  • You can specify in the item details of a curriculum to ignore previous completions for the item that are older than a specified number of days.

Effective Dates

  • You can also set a grace period in a Curriculum for an item using of an Effective Date. Each item that is added to a curriculum must have an effective date specified. If the user does not complete a required item by its effective date, the overall status of the curriculum cannot be Complete.

Assignment Types

  • For each item, each assignment type relates to a core indicator of Required or not. For any item that is required, a user must complete the item in order for the Curriculum status to be Complete.

Using Curricula to Manage Training

  • You can mix and match the Event-Based and Calendar-Based methods for setting required-by dates for a single item in a curriculum with respect to the Initial assignment and Retraining assignment dates
  • The following are links to useful resources that describe the use of Event and Calendar basis methods for determining training due dates
  • Taken from http://scn.sap.com/community 
  1. Part I - Using Period-Based Curricula to Manage Training Due Dates in SuccessFactors Learning
  2. Part II – Understanding the Event-Based Method of Period-Based Curricula in SuccessFactors Learning
  3. Part III – Understanding the Calendar-Based Method of Period-Based Curricula in SuccessFactors Learning
  4. Part IV - Other Tricks of the Trade for Period-Based Curricula in SuccessFactors Learning

Programs

Programs combine learning activities to create a schedule of learning. The schedule of learning is controlled by the program's agenda, which functions like an academic syllabus. The content can be internal learning items or they can be external content

The syllabus style of program agendas supports:

  • Content includes external content, personal Academic, syllabus training
  • Event-based training (for example, a new hire event)
  • Self-paced training                                                                                                             

Programs are comprised of various types of learning activities, including:

  •  Online items
  •  Virtual sessions
  •  ILT items
  •  Links to images, documents, web pages on the intranet and internet
  •  SAP Jam collaboration groups

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SAP Example: “The Talent Journey” Program

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Curricula and Programs Comparison

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Keywords

SF, success factors, LMS, Curriculum Management, Manage Training, Period-Based Item Assignment, Event Basis Initial, Calendar , KBA , LOD-SF-LMS-CUR , LMS Curricula , How To

Product

SAP SuccessFactors Learning all versions