[Link].

com

Administrator Training Guide

SAP SuccessFactors
Learning Administration -
Scheduling Management
 [Link]

SAP SE Copyrights and Trademarks

© 2017 SAP SE. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express
permission of SAP SE. The information contained herein may be changed without prior notice.
Some software products marketed by SAP SE and its distributors contain proprietary software components of other
software vendors.

• Microsoft, Windows, Excel, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation.
• IBM, DB2, DB2 Universal Database, System i, System i5, System p, System p5, System x, System z,
System z10, System z9, z10, z9, iSeries, pSeries, xSeries, zSeries, eServer, z/VM, z/OS, i5/OS,
S/390, OS/390, OS/400, AS/400, S/390 Parallel Enterprise Server, PowerVM, Power Architecture,
POWER6+, POWER6, POWER5+, POWER5, POWER, OpenPower, PowerPC, BatchPipes,
BladeCenter, System Storage, GPFS, HACMP, RETAIN, DB2 Connect, RACF, Redbooks, OS/2,
Parallel Sysplex, MVS/ESA, AIX, Intelligent Miner, WebSphere, Netfinity, Tivoli and Informix are
trademarks or registered trademarks of IBM Corporation.
• Linux is the registered trademark of Linus Torvalds in the U.S. and other countries.
• Adobe, the Adobe logo, Acrobat, PostScript, and Reader are either trademarks or registered trademarks of
Adobe Systems Incorporated in the United States and/or other countries.
• Oracle is a registered trademark of Oracle Corporation
• UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group.
• Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or
registered trademarks of Citrix Systems, Inc.
• HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C®, World Wide Web Consortium,
Massachusetts Institute of Technology.
• Java is a registered trademark of Sun Microsystems, Inc.
• LabNetscape.
• SAP, SAP Fiori, SAP SAPUI5, R/3, SAP Fiori, SAP NW Gateway, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP
BusinessObjects Explorer, StreamWork, and other SAP products and services mentioned herein as well as their
respective logos are trademarks or registered trademarks of SAP SE in Germany and other countries.
• Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web
Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their
respective logos are trademarks or registered trademarks of Business Objects Software Ltd. Business Objects is
an SAP company.
• Sybase and Adaptive Server, iAnywhere, Sybase 365, SQL Anywhere, and other Sybase products and services
mentioned herein as well as their respective logos are trademarks or registered trademarks of Sybase, Inc.
Sybase is an SAP company.

All other product and service names mentioned are the trademarks of their respective companies. Data contained in
this document serves informational purposes only. National product specifications may vary.

These materials are subject to change without notice. These materials are provided by SAP SE and its
affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any
kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only
warranties for SAP Group products and services are those that are set forth in the express warranty
statements accompanying such products and services, if any. Nothing herein should be construed as
constituting an additional warranty.
SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 3

SAP SuccessFactors Learning Administration -

Scheduling Management
ABOUT THIS HANDBOOK............................................................................................................................... 7
COURSE INTRODUCTION ............................................................................................................................... 8
Overview ........................................................................................................................................................... 8
Unit Objectives ................................................................................................................................................. 8
Target Audience ............................................................................................................................................... 8
Assumptions .................................................................................................................................................... 9
Browser Pop-up Window ................................................................................................................................... 9
Administrator Role and Workflows .................................................................................................................... 9
Required Fields .................................................................................................................................................. 9
Using this Guide ............................................................................................................................................ 10
SAP SuccessFactors Community ................................................................................................................ 10
Additional Resources .................................................................................................................................... 10
LESSON 1 - SCHEDULED OFFERINGS ....................................................................................................... 11
Lesson Overview ........................................................................................................................................... 11
Objectives ........................................................................................................................................................ 11
Scheduling Overview .................................................................................................................................... 11
Scheduling Terminology ............................................................................................................................... 11
Adding a Scheduled Offering ....................................................................................................................... 12
Start Dates, Start Times, and Time Zones................................................................................................... 14
Resources ...................................................................................................................................................... 16
Exercise - Add New Scheduled Offering ..................................................................................................... 18
Scheduled Offering Record - Main Areas.................................................................................................... 19
Core Area - Summary .................................................................................................................................... 20
Scheduled Offering Record - Fields and Descriptions .............................................................................. 20
Related Area ................................................................................................................................................... 23
Managing Registrations ................................................................................................................................... 23
The Registration tab from the Related area allows you to: ............................................................................. 23
Action Area ..................................................................................................................................................... 25
Related Reports ............................................................................................................................................. 26
Exercise - Scheduled Offerings ................................................................................................................... 26
Conclusion ..................................................................................................................................................... 27
Knowledge Check .......................................................................................................................................... 27
LESSON 2 - SEGMENTS................................................................................................................................ 28
Lesson Overview ........................................................................................................................................... 28
Objectives ........................................................................................................................................................ 28
Segment Main Concepts ............................................................................................................................... 28
Resources Assigned to Segments .................................................................................................................. 28
Exercise - Resources .................................................................................................................................... 30
Assigning Resources to Segments ............................................................................................................. 30
Assigning Instructors ....................................................................................................................................... 30
Assigning Locations ..................................................................................................................................... 33
Assigning Equipment .................................................................................................................................... 34
Resource Conflicts ........................................................................................................................................ 34
Prevent Resource Conflicts .......................................................................................................................... 35
Exercise - Assigning Resources to Segments ........................................................................................... 36
Apply to All Segments................................................................................................................................... 37
Exercise - Adding a Second Instructor to a Segment ................................................................................ 37

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 4

Additional Segments ..................................................................................................................................... 38

Exercise - Adding Segments to a Scheduled Offering .............................................................................. 40
Exercise - Copy Daily Segments .................................................................................................................. 40
Record Attendance ........................................................................................................................................ 41
Related Reports ............................................................................................................................................. 41
Conclusion ..................................................................................................................................................... 41
Knowledge Check .......................................................................................................................................... 42
LESSON 3 - REGISTRATION ........................................................................................................................ 43
Lesson Overview ........................................................................................................................................... 43
Objectives ........................................................................................................................................................ 43
Registration Main Concepts ......................................................................................................................... 43
Learning Defined Registration Statuses ..................................................................................................... 43
Registration Details ....................................................................................................................................... 44
Exercise - Setting Registration Parameters ................................................................................................ 45
Registering Users .......................................................................................................................................... 46
Changes to the Registration ......................................................................................................................... 47
Record Attendance ........................................................................................................................................ 48
Exercise - Registering Users for a Scheduled Offering ............................................................................. 49
Working with Slots ........................................................................................................................................ 49
Exercise - Reserving Slots for a Scheduled Offering ................................................................................ 51
Registration Assistant................................................................................................................................... 51
Canceling a Scheduled Offering .................................................................................................................. 52
Exercise - Canceling a Scheduled Offering ................................................................................................ 52
Related Reports ............................................................................................................................................. 53
Conclusion ..................................................................................................................................................... 53
Activity - Registration.................................................................................................................................... 54
Scenario ........................................................................................................................................................... 54
Knowledge Check .......................................................................................................................................... 54
LESSON 4 - COPYING SCHEDULED OFFERINGS ..................................................................................... 55
Lesson Overview ........................................................................................................................................... 55
Objectives ........................................................................................................................................................ 55
Copying a Scheduled Offering ..................................................................................................................... 55
Exercise - Copy a Scheduled Offering (Multiple–Weekly Based) ............................................................. 58
Conclusion ..................................................................................................................................................... 58
Knowledge Check .......................................................................................................................................... 59
LESSON 5 - RECORD LEARNING EVENTS ................................................................................................. 60
Lesson Overview ........................................................................................................................................... 60
Objectives ........................................................................................................................................................ 60
Learning Event Main Concepts .................................................................................................................... 60
Types of Learning Events ............................................................................................................................. 61
Item-based Events ........................................................................................................................................... 61
External Events ................................................................................................................................................ 61
Data Recorded in a Learning Event ............................................................................................................. 61
Access Record Learning Tools ........................................................................................................................ 61
Record Learning - Scheduled Offering ........................................................................................................ 63
Exercise - Recording a learning event from the Scheduled Offering ...................................................... 66
Learning History ............................................................................................................................................ 66
Items with Retraining ....................................................................................................................................... 67
Certificate of Completion ................................................................................................................................. 67
Learning Event Editor ................................................................................................................................... 67
Related Reports ............................................................................................................................................. 69
Conclusion ..................................................................................................................................................... 69

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 5

Knowledge Check .......................................................................................................................................... 70

LESSON 6 - SCHEDULING MANAGEMENT EXTRAS ................................................................................. 71
Lesson Overview ........................................................................................................................................... 71
Additional Tabs .............................................................................................................................................. 71
Materials Tab ................................................................................................................................................... 71
Notifications Tab .............................................................................................................................................. 72
Exercise - Modify an Offering Notification .................................................................................................. 73
Resources ...................................................................................................................................................... 73
Instructors ........................................................................................................................................................ 73
Authorizing Instructors to Teach ...................................................................................................................... 75
Exercise - Create an Instructor Record ....................................................................................................... 75
Exercise - Authorize an Instructor ............................................................................................................... 75
Instructors and Schedule Blocks ................................................................................................................. 75
Equipment ...................................................................................................................................................... 76
Equipment Status .......................................................................................................................................... 77
Equipment Types ............................................................................................................................................. 77
Exercise - Add Equipment ............................................................................................................................ 78
Materials ......................................................................................................................................................... 79
Exercise - Add Material ................................................................................................................................. 79
Facilities ......................................................................................................................................................... 79
Ad Hoc Facilities ............................................................................................................................................ 80
Exercise - Create a Facility ........................................................................................................................... 82
Regions ........................................................................................................................................................... 82
Preferred Region & Facility in Offering Requests ...................................................................................... 83
Holiday Profiles .............................................................................................................................................. 85
Work Week Profiles ......................................................................................................................................... 85
Locations ........................................................................................................................................................ 86
Exercise - Create a Location ........................................................................................................................ 87
Location Types .............................................................................................................................................. 88
Custom Resources ........................................................................................................................................ 88
Related Reports ............................................................................................................................................. 88
Closing a Scheduled Offering ...................................................................................................................... 88
Exercise - Closing a Scheduled Offering .................................................................................................... 89
Approving a Withdrawal Request ................................................................................................................ 89
Working with Classes .................................................................................................................................... 91
Adding a Class ................................................................................................................................................. 91
Main Class Fields ........................................................................................................................................... 91
Exercise - Adding a Class ............................................................................................................................. 91
Users Tab ....................................................................................................................................................... 92
Registration Rules Tab .................................................................................................................................... 92
Offerings Tab ................................................................................................................................................. 93
Exercise - Setting up a Class ....................................................................................................................... 94
Exercise - Set Registration Rules for the Class ......................................................................................... 94
Exercise - Add Scheduled Offerings to the Class ...................................................................................... 95
Related Reports ............................................................................................................................................. 95
Scheduling a Curriculum .............................................................................................................................. 95
Sequencing Items ............................................................................................................................................ 95
Associating a Scheduled Curriculum to a Class .............................................................................................. 96
Exercise - Scheduling a Curriculum and Adding to a Class ..................................................................... 96
Creating a Scheduled Offering Tile .............................................................................................................. 97
Creating a Curriculum Cover Page .............................................................................................................. 98
Upcoming Courses View ................................................................................................................................. 98
Instructor Tile ................................................................................................................................................. 99
Conclusion ................................................................................................................................................... 103

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 6

Unit Summary .............................................................................................................................................. 103

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 7

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.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 8

Course Introduction
Overview
Through discussion, demonstration, and hands-on computer lab work, this course teaches
you the concepts and terminology associated with scheduling instructor-led items in the
SAP SuccessFactors Learning Management System (LMS). You will gain basic, hands-on
experience using the LMS functions to schedule items and assign resources using the
step-by-step, hands-on lab exercises.

Unit Objectives
This unit contains six lessons:

• Lesson 1: Scheduled Offerings

• Lesson 2: Segments
• Lesson 3: Registration
• Lesson 4: Copying Scheduled Offerings
• Lesson 5: Record Learning Events
• Lesson 6: Scheduling Management Extras

Upon completing this unit, you will be able to:

• Describe the process for creating a scheduled offering

• Create a scheduled offering
• Assign resources to a segment within a scheduled offering
• Register users for a scheduled offering
• Reserve slots in a scheduled offering
• Record segment attendance
• Record learning events
• Copy scheduled offerings

Target Audience
This training is intended for SAP SuccessFactors Learning administrators (admins)
responsible for scheduling items and assigning resources in SAP SuccessFactors
Learning.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 9

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

Browser Pop-up Window

Do not block pop-up windows in your browser. Please unblock pop-up windows so that the
application may function as designed.

When you first login to SAP SuccessFactors Learning, the following message banner may
display at the top of the window:

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

If this banner displays, perform the following steps:

1. Click the pop-up blocked message.

2. A box displays with a few options. Click Always allow pop-ups from this site.
3. Click Yes.
4. Once the setting is selected, you will not see the pop-up blocked warning again.

Administrator Role and Workflows

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

Required Fields

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

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

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 10

Using this Guide

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

Throughout the guide, you may encounter icons that call out various types of information.
The following table illustrates how this guide uses icons to indicate different types of notes,
comments, activities, exercises, etc. that support the text.

Activity: Indicates an activity for you to complete that helps reinforce the
information you just learned.

Note: Indicates additional information that is related to the information presented.

Best Practice: Indicates helpful hints and tips or other guidance that further
explains the information it accompanies.
Exercise: Indicates a hands-on computer exercise. Follow the step-by-step
process outlined to perform specific tasks in the system.

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.

[Link]
Additional Resources
For more information about SAP SuccessFactors, refer to these resources:

Main Website [Link]

[Link]
SAP SuccessFactors Process Library P-SuccessFactors-Process/ct-
p/ProcessLibrary
Training and Certification Shop [Link]
SAP SuccessFactors HCM Suite Help
[Link]
Portal

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 11

Lesson 1 - Scheduled Offerings

Lesson Overview
After creating instructor-led/blended items, the next step is to schedule them for a specific
date, time, and location in order to track user registration. Scheduled offerings are
scheduled items used to manage resources, user registration, and course duration.

Objectives

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

• Define scheduled offering terminology

• Create a scheduled offering
• Describe the purpose of the main tabs within a scheduled offering

Scheduling Overview
Scheduling management is the process of creating scheduled offerings for instructor-
led/blended items or schedule blocks. This course focuses on scheduling items within SAP
SuccessFactors Learning. Creating a scheduled offering places an instance of the item on
the calendar, allows resources to be associated with it, and allows users to be registered
into it. Users are registered into scheduled offerings by the admin, their supervisor, or
themselves. The process also triggers email notifications that may be sent to participants,
supervisors, instructors, and contacts associated with the offering.

Scheduling Terminology
The following table presents some terms and definitions related to scheduling in SAP
SuccessFactors Learning.

Term Definition

Scheduled Offering An item that has been scheduled and placed on the training
calendar with a start date and start time.

Schedule Block A specific type of scheduled offering used to indicate when

resources or users are unavailable. A schedule block prevents
resources from being scheduled into another offering during a
given time, such as when equipment is undergoing
maintenance, an instructor is on vacation, or a user is out of the
office for an extended period of time.

Segment A unit of time within a scheduled offering. A scheduled offering

must have at least one segment, but can have multiple

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 12

Term Definition

segments. Segments are used primarily for resource

management.

Class A group of users who are tracked as a group and perhaps

complete a series of scheduled training requirements.

Resources Assets that are assigned and reserved to a segment within a

scheduled offering.

Instructor A person who will instruct or facilitate a specific portion of the

scheduled offering.

Facility A building where training takes place (e.g., Headquarters).

Location A space or room within facility (e.g., a classroom, computer lab).

Equipment Reusable training objects (e.g., VCR, TV, video cameras, or

LCD).

Materials Consumable training objects (e.g., notepads, markers, or

specific training guides).

Custom Resources Resources not categorized above intended to track training cost
(e.g., catering or parking fees).

Adding a Scheduled Offering

When you add a new scheduled offering, you must select the item (or schedule block) to
schedule and determine a start date and time. SAP SuccessFactors Learning creates the
segments of the scheduled offering using the information from the Segments tab from the
Related area of the selected item record.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 13

Each scheduled offering is comprised of one or more segments. A segment is a block of

time that can have resources assigned to it. Once the scheduled offering is created, an
admin can change the scheduled offering’s segments so that they are different from the
item’s defaults.
Like items, scheduled offerings are made available to users via catalogs. When a new
scheduled offering is created, the admin has the option to publish the new scheduled
offering to all associated catalogs. You may remove scheduled offerings from certain
catalogs, thereby making specific scheduled offerings available to some users but not
others; however, a scheduled offering cannot be added to a catalog that the item is not in.
You can add scheduled offerings from four locations:

• Item record (click the Schedule link in the Actions area) – This is recommended as a
best practice so that admins may confirm they are scheduling the correct item.

• From Welcome page, click the Add Scheduled Offering quick link.
Note: To access the Welcome page and quick links, navigate to Admin > Home, or click
the View Welcome Page icon in the Bookmarks section.

• Type Add Scheduled Offering into Search field below the button bar and click Go.
• Navigate to Learning > Scheduled Offerings and click the Add New link.

All four locations run a tool that provides a wizard interface, a schedule preview, and a
resource usage view for scheduling items (or schedule blocks).

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 14

From this tool, you may enter the schedule information and select the primary instructor,
primary location, and equipment resources for all segments of the scheduled offering. The
schedule preview and a resource usage view show possible resource conflicts. If the
resource information will be different for each segment or if you need to include multiple
instructors, you may do so from the Segments tab once the offering has been created.

Start Dates, Start Times, and Time Zones

When scheduling an item, you must specify a start date, start time, and time zone of
delivery. You may also decide to enable the Use Time Zone of this Offering option. If you
want the start and end times of each segment to be displayed in the selected time zone,
click View All from the core area to open the Additional Settings page. Scroll down to the
Physical Schedule section and select Yes from the Use Time Zone of this Offering drop-
down menu. This is useful if users are attending the offering from different time zones.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 15

If this option is set to No, then all times will be recalculated and displayed to the
admin/users in their preferred time zone (set in preferences).

Best Practice: The admin should set this option to No for Virtual Learning System (VLS)
scheduled offerings, as it will be beneficial for everyone to see the times in his/her own
time zones.

Note the Always display Scheduled Offerings in this Time Zone checkbox, located under
Preferences of both the user and admin records, will override the selection within the Use
Time Zone of this Offering drop-down menu within the scheduled offering record. This
means that an admin or user will see all scheduled offerings in his/her own time zone –
regardless of the setting for a particular scheduled offering.

After you have entered all required information, click Preview to view the basic scheduling
information for the offering.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 16

Resources
The primary purpose of the Resources area is to allow you to identify any of the listed
resources (Facility, Primary Location, Primary Instructor, Equipment) required for the
scheduled offering.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 17

If the facility, location, or equipment that you wish to attach to the scheduled offering does
not already exist in system, then you can add it directly from the wizard interface. This is
done by clicking the Add icon next to the respective resource field, if your Admin role
permits you to add resources. If the training will occur at a one-time facility that you do not
need to add to your resources, you may choose to enter an ad hoc facility instead.

Choosing an existing facility which is associated to a holiday profile and a workweek profile
will permit the system to schedule around holidays and non-working days automatically.

Note: When creating a scheduled offering, you can select any primary location (not limited
to those linked to the Facility selected); however, on the Segments tab, the search for
locations is filtered by facility. Be certain that your location search includes the criteria for
facility (add/remove criteria if necessary). Otherwise, you may not see this filter and you
won’t be able to search for a location outside the facility should you need to (as when
facilities represent buildings near each other and one segment is in one building, the other
is in a different one nearby).

After you enter all required information and associate the scheduled offering with at least
one resource, select that resource from the Resource Usage View drop-down menu. The
system shows all of the other scheduled offerings that also use the resource selected. If
nothing is displayed, then the resource you selected is not being used by any other
scheduled offering.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 18

Exercise - Add New Scheduled Offering

In this exercise, you will add new schedule offering.

1. Make certain you are accessing the LMS as an Admin (e.g. by selecting Learning
Administration from with SuccessFactors HCM).
2. Access the Add New Scheduled Offering wizard by first searching for an
Instructor-Led item and clicking the Schedule link from the Actions section of the
item.
3. Note that the correct item information is prefilled on the Add New Scheduled
Offering popup window.
4. Enter a description for this scheduled offering.
5. Specify a domain for the new record.
6. Check the Publish in all associated catalogs checkbox.

Note: If you select the Publish in all associated catalogs checkbox, then (when you save
the new scheduled offering) the system automatically adds this new scheduled offering to
every catalog that the item already belongs to. This makes it visible and possibly available
for users to self-register.

7. Select a start date, start time, and time zone.

Note: The scheduled start date and time and the scheduled end date and time will appear
below the schedule information.

8. Optional: Click Preview to view the basic information for the offering.
9. Select a facility from the Facility drop-down menu.
10. If applicable, select the other resources associated with the scheduled offering:
location, instructor, and equipment.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 19

Note: Alerts are displayed if there are any resource conflicts. Depending on the item
configuration, an alert may also display if the selected instructor is not authorized to teach
the item.

11. Click Save.

12. If there are any warnings, the Warning Details screen displays. Click Yes to
continue.
13. The scheduled offering record displays allowing you to make further
configurations.
14. For use in future labs, record the system generated scheduled offering ID
(numeric value located in the upper right corner of the core area)
and bookmark the offering you created so you may find it again easily.

Scheduled Offering Record - Main Areas

The scheduled offering record is divided into three main areas:

• Core (outlined in red at the top left): Also, called the Summary tab
• Related (outlined in yellow at the bottom half)
• Actions (outlined in green at the top right)

These areas contain fundamental information regarding the scheduled offering. Some
areas may be inaccessible (grayed out) depending on your role as an administrator within
the system.
This portion of the guide focuses on the most commonly used scheduled offering record
areas, specifically the core area, and the Registration, Catalogs, and Segments tabs from
the Related area, and describes some of the attributes found within these areas.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 20

Core Area - Summary

You can use the core area of the selected scheduled offering record to update the basic
attributes of the record (summary information). These attributes could include, for
example, the offering description, domain, facility, registration settings, and any other fields
deemed required by the global system administrators or added based on your
personalized field preferences.

Click to see additional settings for the scheduled offering, including title,
description, summary, extended summary, physical schedule, and registration.

Scheduled Offering Record - Fields and Descriptions

The following table provides the comprehensive list of fields that may be found within the
scheduled offering record, a description of each field, and whether the field is displayed to
users.

Field Description Displays to User

Description Additional information about the X
scheduled offering for users.
Group Instance A method to group scheduling
offerings for reports.
Domain Indicates admin ownership of the
scheduled offering (e.g., HR, IT, etc.).
Facility The building where the scheduled X
offering takes place.
Time Zone Indicates the time zone of the X
scheduled offering.
Show in this Time Zone Displays the offering in the time zone
specified above to users and admin if

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 21

Field Description Displays to User

Always Display Offerings in this Time
Zone is not checked.
Approval Process ID Indicates a default approval process (if
applicable) that a user must complete
before being able to complete the self-
registration process.
Approval Required This checkbox triggers the approval
process entered in the Approval
Process ID field.
Contact The name of contact person for the X
scheduled offering (can also be
included in the registration notification
email).
Email Email address of the contact person of X
the scheduled offering (can also be
included in the registration notification
email).
Phone Phone number of the contact person X
of the scheduled offering (can also be
included in the registration notification
email).
Fax Fax number of the contact person of X
scheduled offering (can also be
included in the Registration
Notification email).
Active This dropdown is used to indicate
whether a scheduled offering is active
and displays in the user catalogs.
Enable Cancellation Reason This dropdown is used to require that
the user or supervisor select a reason
from a list when the user withdraws or
is cancelled by their supervisor. The
list of Cancellation Reasons is created
in References.
Auto Fill Registration Sets the default for scheduled
offerings, so that users are
automatically moved from the waitlist
to registration slots that open up when
previously registered users withdraw.
Enable Users to Waitlist Selecting this checkbox indicates that X
the system will allow users to be
waitlisted for this item. If you select the
Auto Fill Registration checkbox,
waitlisted users automatically replace

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 22

Field Description Displays to User

users who are withdrawn from the
scheduled offering.
Comments This field is for admin informational
purposes only.
Closed If closed, the scheduled offering is
over, user registration cannot be
changed, and the admin recorded cost
(see appendix for more information).
Cancelled If cancelled, user registration cannot
be changed, and the admin recorded
cost (covered in more detail in the
Registration module).
Registration Cut-Off The last date and time when a user X
Date/Time Time Zone can register.
Withdrawal Cut-Off The last date and time a user may
Date/Time Time Zone withdraw from the registration (if they
had self-registered).
Published Price The internal price of the scheduled
offering (users see catalog price).
Self-Registration Displays the Registration button to X
users so they can register for the
scheduled offering.
Minimum Registration The minimum number of users needed
to hold the request schedule process.
This information carries over to the
scheduled offering record.
Maximum Registration The maximum number of users X
allowed in the scheduled offering.
Check Enable Users to Waitlist for the
system to place users who exceed the
maximum on the waitlist.
Registration Status The number of users registered and X
waitlisted.
Email confirmations to Select the corresponding check box to
indicate to whom email notifications
should be sent in reference to the
selected scheduled offering.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 23

Related Area
The Related area contains additional information regarding the scheduled offering,
including registration information, associated catalogs, and segment details.

Managing Registrations

The Registration tab from the Related area allows you to:

• Register users for the scheduled offering

• Change users’ registration status
• Send email notifications to the user, his/her supervisor, the instructor, and the
designated contacts
• Add slots (seats for an organization) to the scheduled offering

Associating Catalogs

The Catalogs tab from the Related area of the scheduled offering record allows you to
determine which users and supervisors can access the scheduled offering for self-
registration. When an item-based scheduled offering is created, it is added to the catalog
or catalogs in which the item is currently located.

You may decide not to permit users or supervisors access to the specific scheduled
offering by removing all the catalogs from this tab. It may be necessary to remove one or
more catalogs from this tab to restrict access to particular users. If removed, a catalog may

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 24

be returned to this tab; however, a scheduled offering may never be placed into a different
catalog than that of the item on which it is based.

Viewing and Modifying Segment Details

Scheduled offerings are divided into segments primarily for purposes of resource
allocation or for removing large breaks (such as lunch or dinner breaks) from the total
amount of time the students are shown as attending. A scheduled offering must have at
least one segment. You can add additional segments or modify the date and time
information in existing segments, and add resources to segments.

Note: Assigning resources is explained in more detail in the next module.

When you modify a segment, the system displays the Save and Cancel buttons. Click
Save to save your changes or the system will discard those changes when you access
another part of the application.
The calendar view is interactive and displays the day, week, and month views of the
schedule. You can easily edit segments by dragging and dropping the segment details box
to the new day and time.

You can edit any of the segments for the scheduled offering in list or calendar view, but
you must use the list view to copy segments or record attendance for a segment. Click the
List View icon ( ).

To copy segments, click the Copy Segments icon ( ).

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 25

To record attendance for a segment, click the Attendance link in the Actions column to
display the Record Attendance window. Click the checkbox in the Attendance column and
enter any comments as necessary. You can click Copy to Same Day Segments to copy
attendance information to all segments on the same day. Click Apply Changes to save
your modifications.

Action Area
The basic and more common actions an administrator can do to a scheduled offering are
listed in the Actions area of the record.

This record can be bookmarked by selecting the Bookmark link. The Copy link can help to
reduce the effort it takes to create new scheduled offerings by copying an existing one.

A scheduled offering can be cancelled by selecting the Cancel the Scheduled Offering link,
or it can be deleted by selecting the Delete link.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 26

The Send Notification link allows the administrator to send an email to the enrolled
participants based on criteria selected.

The feedback surveys can be sent out before the user is officially recorded as complete by
selecting the Initiate Evaluations link.

For any scheduled offering, you can click the View Roster link to quickly generate a report
that shows all of the users who are enrolled for that scheduled offering.

Instructors may watch for upcoming teaching assignments by viewing their My Classes
window. Additionally, Admins can send notifications to tell instructors about these
assignments by selecting the Notify Instructors link.

Related Reports
The following are reports in SAP SuccessFactors Learning that relate to this module:

• Scheduled Offering Data

The Scheduled Offering Data report returns detailed information about each
schedule offering including the item scheduled, dates scheduled, registration and
waitlist data, instructor data, segment data, and delivery costs.

• Learning Calendar
The Learning Calendar report returns all the daily learning events scheduled within
an entered date range.

Exercise - Scheduled Offerings

Scenario

Management has decided to offer Item X to the employees. Your boss has told you it will
be held two weeks from today from 9:00 AM – 5:00 PM. She wants this scheduled offering
to be viewable to all users. Use SAP SuccessFactors Learning to perform this task.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 27

Conclusion
In this lesson, you were introduced to the main scheduled offering concepts, areas within
the record, and the information contained on each. Using the step-by-step instructions, you
created a new scheduled offering and entered key information.

You should now be able to:

• Define scheduled offering terminology

• Create a scheduled offering
• Describe the purpose of the main tabs within a scheduled offering

In the next lesson, you will learn how to work with scheduled offering segments and
resources.

Knowledge Check
Use what you learned in this lesson to answer the following questions.
1. True or false: Users, supervisors, and admins are the three groups that may have the
ability to register users into scheduled offerings.

2. True or false: An admin can be listed on the Contacts tab of a scheduled offering record.

3. True or false: A scheduled offering may never be placed into a different catalog than
that of the item on which it is based.

4. True or false: If you want to display the start and end times of the segments of a
scheduled offering in a specific time zone (and not have the system recalculate it and
display it to all admins and users in their preferred time zones), you should set Use Time
Zone of this Offering to Yes.

5. A scheduled offering is:

a. An instance of an item placed on a learning calendar.
b. An assignable unit that a user must complete.
c. A grouping of curricula.
d. None of the above.

6. True or false: A scheduled offering must contain a segment.

7. Define the term schedule block.

______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 28

Lesson 2 - Segments
Lesson Overview
Once you create a scheduled offering, you may need to update the date/time and change
resource allocation. This information is managed under the Segments tab from the Related
area of the scheduled offering record.

Objectives

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

• Modify segments of a scheduled offering

• Assign resources to a segment
• Record attendance for a specific segment

Segment Main Concepts

A segment is a block of time within a scheduled offering primarily used for resource
allocation. If a user is registered in a scheduled offering, he/she is registered in all
segments. Segments contain any applicable resources (locations, equipment, instructors,
etc.) needed for the specified timeframe. Resource assignment to a segment is optional,
but each scheduled offering must have at least one segment.
When a scheduled offering is added to SAP SuccessFactors Learning, it is created using
the default segment structure from the Segments tab from the Related area of the item
record.
Resources Assigned to Segments

A segment can have multiple resources of the same type (e.g., two instructors).

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 29

Once a resource is assigned to a segment, it is “booked,” and if another admin attempts to

schedule the resource during the same timeframe, SAP SuccessFactors Learning alerts
him/her that there is a conflict. You can view the conflict and take the appropriate steps to
free up that resource or find an alternative.
In order for you to assign a resource to a segment, the resource record must already exist
in the SAP SuccessFactors Learning database.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 30

Exercise - Resources
Using an item that you would schedule, list the resources you will need. How do you
currently schedule and track these resources?

Assigning Resources to Segments

SAP SuccessFactors Learning provides the ability to schedule resources for the specific
segments (times) in which they are needed instead of scheduling them for an entire
scheduled offering. When multiple resources of a single type are associated with the
segment, you have the ability to identify the primary resource for each segment. The Add
Resources button enables you to assign equipment, materials, and custom resources to a
segment.
Assigning Instructors
Once the instructor is identified, he/she can be assigned to the segment(s) within a
scheduled offering. Click Add Resources ( ) and select Add Instructor from the drop-
down menu.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 31

SAP SuccessFactors Learning returns all instructors in the search results. The search
results include a column that displays the resource availability, which can help when
determining the segment resource allocation:

• Not Available
• Available for entire scheduled offering
• Available for current segment
• Blank (when segment information is not available)

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 32

Note: The search for authorized instructors is an option per Item -- so it’s not necessary to
clear out the item information from the filter if you want to search for an instructor who is
not specifically authorized to teach this item.

To perform a keyword search and select search filters, select the Search tab. Enter your
search criteria and click Search.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 33

Assigning Locations
When you identify the training location, you can assign it to the segment(s) within a
scheduled offering.

Note: If you're editing an existing segment, then you can click the View suggested
resource types hyperlink to review the resources that administrators identified on the item
record (Learning > Items > Segments tab) for the effective delivery of the scheduled
offering.
To assign locations to segments, click Add Resources ( ) and select Add Location
from the drop-down menu. SAP SuccessFactors Learning allows you to search the
database for locations that match the type of location the item creator designated. Enter a
location type if desired or leave it blank and SAP SuccessFactors Learning returns all
locations in the search results.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 34

Assigning Equipment
Equipment is any reusable resource that is used in the delivery of scheduled offerings.
These include overhead projectors, television monitors, classroom laptops, etc. Equipment
can be associated with locations and facilities. You may schedule equipment that does not
come with the location that has been scheduled. To schedule these additional resources,
click the Add Resources button for the segment for which you want to schedule them.

Resource Conflicts
If you select a resource that is already scheduled for the same time in which you are trying
to schedule it, a warning message displays. You can view the conflict and make a decision
to continue and schedule that resource or search for and select another.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 35

Regardless of the view you are in (calendar view or list view), any resource conflicts are
indicated by the View Resource Conflicts icon ( ). Click this icon to view the conflicts.

Prevent Resource Conflicts

A global setting is available in the system to prevent resource scheduling conflicts.
Navigate to System Admin > Configuration > Global Variables.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 36

This affects instructors, locations, and equipment when creating and adding scheduled
offerings and schedule blocks.
When a conflict is detected, the system will display an error message.
The admin will not be able to commit the record until the conflict is resolved.

Exercise - Assigning Resources to Segments

In this exercise, you will assign resources to segments.

1. Navigate to Learning > Scheduled Offerings.

2. Enter search criteria to search for and locate the scheduled offering created in
Exercise1.
3. Click Search.
4. Click the scheduled offering ID link to access the scheduled offering in edit mode.
5. Select the Segments tab from the Related area.
6. In calendar view, double-click the segment you want to assign resources to.

Note: In list view, click the segment link.

7. For the selected segment, select a primary instructor:

a) Click Add Resources.

b) Select Add Instructor.
c) Click the corresponding checkbox to select the instructor to add for the
segment.
d) Click Add.
e) Identify the primary instructor and click the corresponding radio button in the
Primary column.
f) Click Save.

Note: When searching for an instructor, the search screen defaults with the item
information entered as search criterion. If you do not remove this criterion, SAP
SuccessFactors Learning returns only instructors who are authorized to teach this item.

8. Select a primary location.

9. Click Save and Close.

Note: If there are multiple segments and one or more of the segments do not have a
primary instructor and/or location designated, the system displays a warning pop-up box.
Click OK to continue.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 37

Apply to All Segments

In the associated resources area, you can add all of the resources that will be needed to
deliver the segment. You can also click Apply to All Segments to copy the resources that
you have applied to the segment that you're modifying to all other segments of the
scheduled offering.

If you're editing an existing segment, then you can click View suggested resource types to
review the resources that are identified on the item record (Learning > Items > Segments
tab) for the effective delivery of the scheduled offering.

Exercise - Adding a Second Instructor to a Segment

In this exercise, you will add a second instructor to a segment.

1. Navigate to Learning > Scheduled Offerings.

2. Enter search criteria to search for and locate the scheduled offering created in
Exercise 1 and click Search.
3. Click the scheduled offering ID link to access the scheduled offering in edit mode.
4. Select the Segments tab from the Related area.
5. In calendar view, double-click the segment you want to add a second instructor.
6. Click Add Resources and select Add Instructor from the drop-down menu.
7. Click the corresponding checkbox to select the second instructor to add for the
segment and click Add.
8. Identify the primary instructor and click the corresponding radio button in the Primary
column and click Save.
9. View all the instructors scheduled to teach during the segment. Note the primary
instructor.
10. Click Cancel to return to the calendar or list view.

Note: If you did not click Save, in step 10, click Save and Close to save your changes and
return to the segment calendar or list view.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 38

Additional Segments
Once a scheduled offering is created, you have the ability to add or remove segments from
that scheduled offering. The default segment structure is established through the
Segments tab of the item record.
You can add a new segment to the scheduled offering by either clicking the Add New
Segments button or by clicking the Copy Segments icon. The Copy Segments icon is only
available in list view.

When adding a new segment to the scheduled offering the Administrator may want to use
the Resend Registration Notification button. It allows them to notify Users about changes
made to the scheduled offering.

You can remove a segment from the scheduled offering by either double-clicking the
segment and deleting it, or by removing it from the List View.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 39

Deleting a segment triggers a notification with a cancellation invite. It means that Users do
not have to manually track and delete the calendar invite from their calendars in case of
segment deletions.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 40

Exercise - Adding Segments to a Scheduled Offering

In this exercise, you will add segments to a scheduled offering.

Add a New Segment

1. Navigate to Learning > Scheduled Offerings.

2. Enter search criteria to search for and locate the scheduled offering created in
Exercise 1.
3. Click Search.
4. Click the scheduled offering ID link to access the scheduled offering in edit mode.
5. Select the Segments tab from the Related area.
6. Click the Add New Segments button.
7. Enter the segment information:
a) Start date and time
b) End date and time
c) Segment description (optional but recommended)
8. Click Add Resources to add instructors, locations, etc.
9. Click Save to save your changes and continue to modify the segment details, or
click Save and Close to return to the Segments tab.

Exercise - Copy Daily Segments

In this exercise, you will copy segments from a scheduled offering.

1. Navigate to the segment you just created.

2. Click the List View icon.
3. Next to the segment just created, click the Copy Segments icon.
4. Enter the number of times to copy the segment.

Note: The system is actually copying all segments scheduled on the same date of the
segment you selected, not just the segment you selected. This will create each duplicate
segment(s) on a different day. You can modify the new segment dates, times, and time
zones once they are created.

5. Click Copy.
6. View the new segment(s).

Note: The resources assigned to the original segment are carried over to the new
segment(s).

7. Modify the description for each new segment.

8. Click Save and Close.
9. Change the end time of one of the new segments.
10. Click Save and Close.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 41

Record Attendance
Click the Attendance link in the Actions column for any segment of the scheduled offering.
The Record Attendance window displays enabling you to record a user's attendance for
that segment. The Attendance link is only available in list view.

Record the user’s attendance by clicking the checkbox in the Attendance column. You can
enter any comments for each user as well. Click Apply Changes to save your record.
If the scheduled offering has multiple segments, click Copy to Same Day Segments to
copy the attendance record and any comments for all users from the current segment to all
segments that start on the same day.
Note: Recording segment attendance is for administrative use only. The system does not
store this attendance with the user’s learning history.

Related Reports
The following are reports in SAP SuccessFactors Learning that relate to this lesson:

• Scheduled Offering Data

The Scheduled Offering Data report returns detailed information about each
schedule offering including the item scheduled, dates scheduled, registration and
waitlist data, instructor data, segment data, and delivery costs.

Conclusion
In this lesson, you were introduced to key segment concepts, including assigning
resources and adding additional segments to a scheduled offering. Using step-by-step
instructions, you assigned instructors and locations to segments and added new segments
to a scheduled offering.

You should now be able to:

• Modify segments of a scheduled offering

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 42

• Assign resources to a segment

• Record attendance for a specific segment

In the next module, you will learn how to set registration parameters and register users for
scheduled offerings.

Knowledge Check
Use what you learned in this lesson to answer the following questions.
1. You have just become aware that the scheduled offering times and location have
changed. What steps should you take to make the changes and inform all concerned
parties?
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________

2. List three types of resources that can be assigned to a segment:

___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________

3. True or false: If you receive a conflict-warning (but not an error message), you
cannot schedule that resource for that specific time.
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 43

Lesson 3 - Registration
Lesson Overview
Now that the scheduled offering is configured, you can register users. In this module, you
will learn the registration process to register users for scheduled offerings.

Objectives

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

• Define the four registration statuses

• Set the registration parameters for a scheduled offering
• Register users for a scheduled offering
• Use the Registration Assistant Tool
• Define and reserve slots for a scheduled offering
• Cancel a scheduled offering

Registration Main Concepts

How a user registers for a scheduled offering is determined on an offering-by-offering
basis. If configured, users may self-register for scheduled offerings. Supervisors may also
be given the ability to register subordinates. Otherwise, admins must register users in
scheduled offerings. When users are officially registered and have a status of Enrolled, the
system is capable of generating email notifications and sending them to the user, his/her
immediate supervisor, the instructor, and any other contact associated with the offering.

Learning Defined Registration Statuses

A user may have one of following SAP SuccessFactors Learning defined registration
statuses:

• Enrolled: The user has a seat in the scheduled offering.

• Waitlisted: The user is waiting for a seat to open. (If Auto Fill Registration is
checked, SAP SuccessFactors Learning automatically registers a waitlisted user
when another user cancels/withdraws. SAP SuccessFactors Learning prioritizes the
waitlist as first one on the waitlist is the first registered into the offering.)

• Cancelled: The user does not have a seat.

• Pending: System assigned for users “pending” approval in a SAP SuccessFactors

Learning defined approval process.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 44

Registration Details
If a scheduled offering is made available for user self-registration, an approval process
may be specified. If so, the user is registered with a Pending status until the approver(s)
have allowed registration to continue. (See Multi-level Approvals guide). If approval is
required, indicate in the core area which approval process should be used (select from the
Approval Process drop-down menu) and if approval is required (select from Approval
Required drop-down menu).

Note: The Administrator will have an option to cancel the approval once the approval
process has been completed (User > Related > Approval).

In order to display the Additional Settings window click View all and scroll down to the
Registration section to see the registration details for the scheduled offering.

Set the Auto Fill Registration option to Yes to enable the system to automatically select
and register the next user on the waitlist should a registered user withdraw (or be removed
or cancelled by an admin). The user who is listed first on the waitlist is registered first.
If user self-registration is desired, set the Self Registration option to Yes.
Note: Users can self-register only if the scheduled offering resides in a catalog that they
have access to.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 45

If supervisor registration of their subordinates is desired, set the Supervisor Registration

option to Yes.
Note: Supervisors may register their subordinates if the scheduled offering resides in a
catalog that the supervisor has access to. The offering does not need to be in the user’s
catalog.
Also in this section, you configure the minimum and maximum registrants. If self-
registration and wait listing are enabled, users attempting to register after the offering is full
are prompted to register with a waitlist status. Admins are warned but not prevented from
exceeding the maximum registration threshold.
Note: Admins can prevent supervisors from registering users into an offering if the
registration is in conflict with the item Registration Threshold setting. The registration
threshold prevents a user from self-registering into two offerings for the same item within a
threshold window such as 90 days.
To enforce the setting, uncheck the checkbox for Supervisors can override registration
threshold in System Admin > Configuration > Registration Settings.
The registration cutoff date and time prevents users from self-registering after the date and
time has passed. Only an Admin may register users after this date, but they will receive a
warning message.
The Enable Cancellation Reason setting may be set so that when users withdraw or are
cancelled by their supervisors, a reason is required to be selected from a drop-down list.
These reasons are populated as references.

Exercise - Setting Registration Parameters

In this exercise, you will set registration parameters.

1. Navigate to Learning > Scheduled Offerings.

2. Enter search criteria to search for and locate the scheduled offering created in
Exercise 1 and click Search.
3. Click the scheduled offering ID link to access the scheduled offering in edit mode.
4. Click View All in the core area.
5. Scroll to the bottom of the Additional Settings window to the Registration section.
6. Set the Enable Users to Waitlist option to Yes.
7. Enter a registration cut-off date and a registration cut-off time.
8. Enter the minimum registrations and the maximum registrations.
9. Set the Self Registration option to Yes.

Note: Setting this option to Yes allows users to register for this scheduled offering from the
user interface if the item and scheduled offering are in his/her catalog.

10. Click Save.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 46

Registering Users
Once it is determined that a user needs to attend a scheduled offering of an item, you
have the ability to register him/her for the offering.

Click the Add To Registration Menu button. You may search for users using any user
search criteria, or select users from the request list for the scheduled item. A request list is
available if the admin enabled user requests for the item. It is recommended that you
check the request list to see if users have requested to be registered for an offering of the
item.

When adding users to the registration of a scheduled offering, email confirmation

checkboxes may be checked in order to notify the user, instructor, supervisor, and any
contacts listed on the Contacts tab. Click the Settings button.

The default settings of these checkboxes may be configured globally in System Admin >
Configuration > Registration Settings. These checkboxes are also available when you
withdraw (remove), waitlist, or cancel a user from the registration.
Note: Depending on system configuration, scheduling conflicts for user registration may be
allowed or prohibited for admins registering users or for users self-registering. If allowed,

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 47

the admin or user will receive a warning message. If prohibited, they will see an error
message.
Note: When users get scheduled offering registration emails, standard Calendar invites
can be sent instead of iCal attachments. This feature can be enabled in System Admin >
Configuration > Global Variables > Mail.

Changes to the Registration

An admin may change a user’s registration by hovering the mouse over the user’s name
on the registration tab, clicking Modify and then selecting a different registration status. Or
an Admin could simply press and drag the user from the right side of the registration tab to
one of the Non-Enrolled options on the left side.

When the Admin cancels a user, a cancellation reason may be selected. If the Admin no
longer wants to require cancellation reasons, the setting for Enable Cancellation Reason
should first be set to “no” in the Core of the Scheduled Offering.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 48

Instead of canceling a user, an Admin may choose to Remove User from the registration
entirely. This is usually done only when the user had originally been registered by mistake.
Users who have been cancelled will still show on the Registration tab, however users who
have been removed will not.

An Admin may change a user’s position on the waitlist by modifying their registration and
entering a different number in the Waitlisted field.

Record Attendance
If attendance is recorded for a segment on the Segments tab (as introduced in Record
Attendance on page 41) it will display in the hover window for the registered user.
Segment Attendance displays the total segments attended for each enrolled user based
on the attendance recorded previously on the segments tab. For example, in the below
figure, the student, Diana, has attended two segments.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 49

Exercise - Registering Users for a Scheduled Offering

In this exercise, you will register users for a scheduled offering.

1. Navigate to Learning > Scheduled Offerings.

2. Enter search criteria to search for and locate the scheduled offering created in
Exercise 1 and click Search.
3. Click the scheduled offering ID link to access the record in edit mode.
4. Select the Registration tab from the Related area.
5. Click Add To Registration Menu and select Add Users from the drop-down menu.
6. Enter search criteria to search for users to register for the offering and click
Search.
7. Click the Add checkbox next to each user you want to register.
8. Check the appropriate Email confirmations to: checkboxes for those you want to
receive confirmation for this offering (these are at the bottom of the search results
page) and click Add.

Note: It is recommended that you check all boxes. Instructors and supervisors will get one
e-mail notification. Supervisors only receive subordinates’ names in the e-mail, while
instructors receive everyone registered in the offering.

9. View the users who are registered for the offering. Scroll your mouse over each
user card to view enrollment details.

Working with Slots

When there is a need to request seats in a scheduled offering but company or agency
cannot provide the names of the individuals who will attend, you can use the slots feature
of SAP SuccessFactors Learning. Slots allow you to reserve seats in a scheduled offering
without having to register specific users at the time.
Slots can be reserved for organizations, enabling only users who belong to the
organization to self-register in the slot (if self-registration is enabled). Additionally, Groups
may be created and assigned to users through Assignment Profiles. This allows admins to
reserve slots for Groups and hold seats for users who are from a Group (but may not all
belong to the same organization). In both cases if the offering is full, but slots are
available, users who are not a member of the organization or Group may only register as
waitlisted. Admins can register any user into any reserved slot or change the amount of
slots available for each Group or Organization.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 50

Click the Add To Registration Menu button and Add Slots select from the drop-down
menu. Once slots are reserved, the number of open seats shows the total of all seats
available (whether they are available in slots or part of open seating). For example, if there
are 15 seats maximum for the class and the admin reserves five seats for a slot for the
Sales organization, 15 seats remain available: five for Sales users and 10 for other users.

On the user side, users will see the number of available seats based on their organization.
For example, if the offering is full except for five seats in a slot for the Sales organization.
A user in Sales would see five seats available. Other users who are not in Sales would see
the offering as full.

If Groups are going to be used, the following process should be followed:

1. Create a Group (Users>Groups>Add New).

2. Enter the Group ID, Description, and Domain. Click Save.
3. Create an Assignment Profile and select the rules and domains to define the user
population that will belong to the Group.
4. Add the Group you created to the Assignment Profile’s Groups tab. It will be
necessary to propagate the AP only if it currently has any other status than “valid.”
For example, if you have created a new AP you will need to propagate, but if you are
adding the Group to an existing AP with a status of Valid, propagation will not be
necessary. The users will now be part of the Group.
5. In a scheduled offering, you may now add slots for your Group.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 51

Exercise - Reserving Slots for a Scheduled Offering

In this exercise, you will reserve slots for a scheduled offering.

1. Navigate to Learning > Scheduled Offerings.

2. Enter search criteria to search for and locate the scheduled offering created in
Exercise 1.
3. Click Search.
4. Click the scheduled offering ID link to access the record in edit mode.
5. Select the Registration tab from the Related area.
6. Click Add To Registration Menu.
7. Select Add Slots from the drop-down menu.
8. Select an organization for which to reserve the slots.
9. Enter the number of slots to be reserved for the organization.
10. Enter the reservation date (defaults to current date).
11. Enter the reservation time (defaults to current time).
12. Click Save.

Registration Assistant
The Registration Assistant is a tool that helps streamline the process of registering users
from the admin side of SAP SuccessFactors Learning. Using the assistant, you may
register users, cancel users, or reserve slots for an organization’s users. Navigate to
Learning > Tools > Registration Assistant to access the tool.
This tool can be useful for administrators who have the responsibility of registering users
for offerings but don’t have any setup or maintenance responsibilities of the offering itself.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 52

Canceling a Scheduled Offering

If a scheduled offering that has been created cannot be delivered, you may choose to
cancel it. This process allows you to move any users who are registered with an Enrolled,
Waitlisted, or Pending registration status to the request list for the item. Any incurred costs
associated with the scheduled offering being cancelled can also be calculated (see the
Commerce Management course). Cancelled scheduled offerings that were previously
available to users for self-registration are no longer available. Click Cancel the Scheduled
Offering in the Actions area of the scheduled offering record, or navigate to Learning >
Tools > Cancel Scheduled Offering.

Exercise - Canceling a Scheduled Offering

In this exercise, you will cancel a schedule offering.

1. Navigate to Learning > Scheduled Offerings.

2. Enter search criteria to search for and locate the scheduled offering created in
Exercise 1.
3. Click Search.
4. Click the scheduled offering ID link to access the record in edit mode.
5. In the Actions area, click Cancel the Scheduled Offering.
6. Leave the default cancellation date and click Next.
7. If the cost is anything other than $0, change the amount $0, click Update Total, and
then click Next.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 53

Note: If there were costs associated to the resources included in the scheduled offering,
you will see costs calculated. If necessary, you may modify the incurred costs and click the
Update Total button. You will be prompted to add a cost center and profit center code on
subsequent pages.

8. On the Post Cancellation Action Settings page, check the appropriate checkboxes to
add registered users to the item request list, send email notifications,
and/or inactivate the scheduled offering.
9. Click Next.
10. On the Confirmation screen, click Finish.

Related Reports
The following are reports in SAP SuccessFactors Learning that relate to this module:

• Scheduled Offering Data: Returns detailed information about each scheduled

offering including the item scheduled, dates scheduled, registration and waitlist data,
instructor data, segment data, and delivery costs.
• Registration Status: Returns, for offerings and users, a detailed list of registration
information including registration dates and times, enrollment numbers, instructors,
and scheduled offering details.
• Scheduled Offering Roster: Returns the roster of users in a scheduled offering.
• Slot Status: Returns, for organizations and scheduled offerings, the current status of
any slots that have been purchased. Where user names have been identified to fill
the slots, the user names are included in the report, along with registration status
and schedule information. You can group the report by organization or scheduled
offering.

Conclusion
In this lesson, you were introduced to registration concepts for scheduled offerings. Using
the step-by-step instructions, you learned how to set up the registration parameters,
register users for scheduled offerings, and use slots to reserve seats for a scheduled
offering. Finally, you learned how to cancel a scheduled offering.

You should now be able to:

• Define the four registration statuses

• Set the registration parameters for a scheduled offering
• Register users for a scheduled offering
• Use the Registration Assistant Tool
• Define and reserve slots for a scheduled offering
• Cancel a scheduled offering

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 54

Activity - Registration
Scenario
Oops! You forgot to create the offering and register users for the item X course that you
took last week! Create a scheduled offering for 7 days ago, and register yourself and four
other users. Record the scheduled offering ID.

Knowledge Check
Use what you learned in this lesson to answer the following questions.
1. True or false: All of the user registration options on a scheduled offering are
determined within the Registration tab.

2. What are the three registration options available to the admin?

_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________

3. True or false: You can reserve slots for users who work in a specific job location.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 55

Lesson 4 - Copying Scheduled Offerings

Lesson Overview
It can take a long time to set up scheduled offerings one by one. Copying allows you to
copy scheduled offerings and assign resource to one or more future dates.

Objectives

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

• Describe the scheduled offering copying options

• Copy a scheduled offering

Copying a Scheduled Offering

Sometimes items are scheduled to be delivered multiple times. After the original scheduled
offering is created, the copy feature allows you to create duplicates, complete with
associated resources and registration parameters. These copies of the original offering
can be scheduled to occur once or repeat according to specific scheduling rules. These
rules include copying multiple times every ‘x’ number of days, weeks, or months, and can
be configured to end after a certain number of scheduled offerings have been created.
Click Copy in the Actions area of the scheduled offering record.

The following figure shows available options for creating a single copy of the scheduled
offering.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 56

The following figure shows available options for creating multiple copies of the scheduled
offering to be held daily.

The following table shows available options for creating multiple copies of the scheduled
offering to be held weekly.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 57

The following table shows available options for creating multiple copies of the scheduled
offering to be held monthly.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 58

Exercise - Copy a Scheduled Offering (Multiple–Weekly

Based)
In this exercise, you will copy a scheduled offering (multiple–weekly based).

1. Navigate to Learning > Scheduled Offerings.

2. Enter search criteria to search for and locate the scheduled offering created in
Exercise 1 and click Search.
3. Click the scheduled offering ID link to access the record in edit mode and click Copy
from the Actions area.
4. Select the Copy Multiple–Weekly Based radio button and enter a new start date in
the New Start Date textbox.

Note: Your instructor may direct you to use a date in the past so that one of your copies
may be used in a future lab.

5. Enter 1 in the Schedule every ___ week(s) field. The system schedules a new
offering every week.
6. Select the End after ___ schedules radio button and enter 2 in this field. This allows
only two new offerings to be scheduled.
7. Check the Include Registration Cut-off Date checkbox and click Next.
8. On the Confirmation screen, check the Send Notification checkbox.

Note: The system sends emails to the contacts listed on the original scheduled offering
record.

9. Click Copy. Note the new scheduled offering IDs and start dates.

Conclusion
In this lesson, you created copies of a scheduled offering using different copy methods
(e.g., daily, weekly, and monthly).

You should now be able to:

• Describe the scheduled offering copying options

• Copy a scheduled offering

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 59

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

1. List the different ways you can copy scheduled offerings.

___________________________________________________________

___________________________________________________________

___________________________________________________________

___________________________________________________________

2. True or false: Copied scheduled offerings can automatically be added to the same
catalogs as the original scheduled offering.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 60

Lesson 5 - Record Learning Events

Lesson Overview
After the scheduled offering is complete, you must record learning events for all the
participants. In this module, you will learn how to record learning events. Recording a
learning event creates a Learning History (Completed Work) record for users and allows
those users who successfully complete an item to generate a certificate of completion.

Objectives

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

• Define a learning event

• Record a learning event for a scheduled offering

Learning Event Main Concepts

Using the Record Learning quick link on the Welcome screen quick links, you may record
the completed learning for users.
Note: To return to the Welcome screen and access the quick links as you work in SAP
SuccessFactors Learning, return to the Admin Home page and click Home in the button
bar.
When you are informed that training has been completed, you can use the Record
Learning tool to capture this information. Once the event is recorded, a Learning History
(Completed Work for users) record is created that captures the item completed, the
date/time it was completed, and the status the user was given. If an error is recorded, you
have the ability to edit it with the Learning Event Editor (if you have been given the
appropriate workflow).
A learning event is the record of:

• A completed item

• An unsuccessful attempt to complete an item

• A record of attendance or completion of any external event considered important

enough to document (but not related directly to learning needs)
Using the Learning Event Recorder, you may choose to record completions for all users
registered in a selected scheduled offering. The system does not prevent you from
recording completions for those users who were never registered. This is useful for those
last minute registrants who were not actually registered in the scheduled offering but did
attend. However, it is recommended for you to register users (reconcile the roster) in the
scheduled offering even after the delivery date has passed, for reporting purposes.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 61

Types of Learning Events

There are two types of learning events in SAP SuccessFactors Learning:

• Item-based events
• External events

Item-based Events

Scheduled offerings are instances of items placed on a calendar, and therefore recording
a learning event for a scheduled offering grants the user a completion status for the item.
The benefit for recording against scheduled offerings is immediate access to the list of all
users who were registered in the course, eliminating the need to search.

External Events

An external event is a learning activity, such as a college course or a seminar outside of

the organization, for which there is no item record in SAP SuccessFactors Learning and
may be recorded in a user’s Learning History. This external event has a description and
comment field to further identify the nature of the training.

Data Recorded in a Learning Event

Recording a learning event captures data such as:

• User information
• Item title
• Item status (grade or code)
• Completion date/time
• One or more electronic signatures (if applicable)
• Completion status code (indicates whether or not an item was successfully
completed)

Completion status codes may include, but are not limited to, the following list:

• Pass
• Fail
• Attend
• Complete
• Waived (used to grant completion based on experience or because the concept or
skill is covered in another course)

Access Record Learning Tools

There are two recording tools: Record Learning – Multiple and Record Learning –
Financial. Both tools record the same basic information; however, if your organization

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 62

tracks financials for items and scheduled offerings, select the Record Learning –Financial
to capture cost information. If your organization does not track costs and financials, select
the Record Learning - Multiple tool as it will skip the financial steps in the recording
process.

The Record Learning - Multiple tool can record learning events for multiple items for
multiple users as long as the events that you want to record are the same type (for
example, all items or all scheduled offerings). You can access the tool in one of two ways:

• Select Record Learning - Multiple from the Welcome page.

• Navigate to Users > Tools > Record Learning - Multiple

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 63

Record Learning - Scheduled Offering

Learning events can also be recorded directly from the Scheduled Offering record.
The Record Learning option under the Actions menu is activated when the Scheduled
Offering end date is in the past or if a global setting permits admins to record learning
before the end date.

If the learning event is recorded from the scheduled offering record, the Record Learning –
Financial wizard will open with Step 4. Enrolled users will appear automatically, and
additional users can be added, if needed.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 64

In step 5 of the wizard, a Default Status can be applied to all users, and then modified
individually.

In step 6 of the wizard, financial information can be entered, if applicable.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 65

In step 7 of the wizard, confirm recorded learning event details are correct and click
Finish.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 66

Exercise - Recording a learning event from the

Scheduled Offering
In this exercise, you will record a learning event from the schedule offering record.

1. From the Welcome page, click Record Learning – Multiple or navigate to Users >
Tools > Record Learning - Multiple.
2. Click the Scheduled Offering radio button.
3. Click the Scheduled Offering ID select icon to search for and select a scheduled
offering. Click Add to display the scheduled offering.
4. Search and add users by clicking the User ID select icon and click Add or click Auto
Fill From Registration to populate the user list from registered users. The list of users
displays. Click Next.
5. Click expand ( ) next to the scheduled offering to view all user records.
6. Enter Grade, Completion Status, and Hours next to the title and click Apply Changes
to apply to all user records.
7. Make changes as necessary to individual user records and then click Next.

Best Practice: Use the information displayed in the Attendance column to help determine
an appropriate completion status for each user.

8. Review the summary of the learning history to be recorded by the system and then
click Submit.

Note: The Start Over button allows you to repeat the process of recording another learning
event for the same set of users.

Learning History
The Learning History tab from the Related area of the user record (Completed Work list on
user side) is made up of all learning events that have been recorded, either for credit or
not for credit. You are able to view (but not change or edit) a user’s history from the
Learning History tab of the user record.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 67

Items with Retraining

Select items within a curriculum that must be repeated on a recurring interval will have a
retraining assignment. Once the item is complete and recorded (in the user’s Learning
History/Completed Work), it is flagged as complete and the next required by date it is due
according to the date calculated by the retraining assignment. In this situation, you will see
the item on the Learning Plan tab with the new date for completion and on the Learning
History tab with the date completed.

Certificate of Completion

A user and his/her training managers can print certificates upon the user’s successful
completion of an item. Certificates are generated in .pdf format and open in Acrobat
Reader. Certificates are not generated within SAP SuccessFactors Learning for external
events.

Learning Event Editor

Learning events can be edited and files may be attached to the record with the Learning
Event Editor tool found under the Users > Tools menu. Admins with the appropriate
workflows have the ability to edit or delete the learning event records for users.

Note: Costs are discussed in the Commerce Basics course.

An attachment framework is used to provide you with the ability to attach external
documents to records in SAP SuccessFactors Learning. For example, if a user completed
a course that required a paper-based test at the end, the paper-based test could be
digitized (scanned into a PDF or MS Word document using other means) and attached to
the learning history record using the Learning Event Editor tool for future reference.

The attachment interface shows all attachments related to the entity. In addition, it allows
for additions and removals of attachments. When you click the File Attachments link on the
Summary tab of the record, you can browse for a file to attach to the record. It is
recommended that you enter a description to more easily identify each file (you cannot
modify a description after you upload the file).

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 68

If you attempt to attach a file that is of an unsupported type, a validation error displays. If
you attempt to attach a file that is larger in size than allowable, another similar validation
error displays. These limitations are configured by your system administrator.
Users can access attached files in the user interface by reviewing the completed work
details of the recorded item.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 69

Administrators can access the attached files in SAP SuccessFactors Learning from the
Learning History Details page of the user record (navigate to the Learning History tab from
the Related area of the user record and click the View Details link).

Related Reports
The following are reports in SAP SuccessFactors Learning that relate to this module:

• Learning History
The Learning History report returns users' learning history (learning items and
curricula they have finished) with detail item events.
• Certificate of Completion for Scheduled Offerings
The Certificate of Completion report prints the certificates of completion for users
from their learning history (completed work).
• Item Status
The User Item Status report returns, for each user and item, the user's completion
status for the items they participated in during the given date range.

Conclusion
In this lesson, you recorded learning events for users using the Learning Events Recorder.
Using the step-by-step instructions, you recorded completed items and external events.

You should now be able to:

• Define a learning event

• Record a learning event for a scheduled offering

In the next lesson, you will learn about copying scheduled offerings.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 70

Knowledge Check
Use what you learned in this lesson to answer the following questions.
1. What data can be recorded in a learning event?
a) Electronic signature
b) Completion date and status
c) User information
d) Item information
e) All of the above
2. True or false: Admins cannot record learning events for users who were not
registered in the scheduled offering originally.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 71

Lesson 6 - Scheduling Management

Extras
Lesson Overview
This lesson provides some extra learning-related topics, including:

• Accessing additional tabs

• Creating resource records

• Closing scheduled offerings

• Approving withdrawal requests

• Working with classes

• Scheduling curriculum

• Creating a scheduled offering tile

• Creating a curriculum cover page

Additional Tabs
Additional tabs from the Related area of the scheduled offering record include:

• Contacts

• Materials

• Notifications

Materials Tab

The Materials tab allows you to assign materials and designate it as pre or post work for
users or instructors. Material records listed here are not seen by users and is not included
into scheduled offering cost. Use of this tab requires a user to enter a shipping address
when registering if that information is not contained in his/her user record.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 72

Notifications Tab

The Notifications tab displays the notifications that will be sent to users, supervisors,
instructors, and other contacts for each of the registration statuses or conditions. There are
different notifications for enrollment, cancellation, withdrawal, and waitlist adding or
removing.
The tab allows you to create a specific message or attach a file to registration status
emails for each scheduled offering. If the scheduled offering specific notification is not
modified, the default notification for the item is sent.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 73

You may enter registration text that may be unique to this scheduled offering and have the
text display in some or all of the enrollment notifications. This text may be entered in
different languages for each of the locales you are using.
More detailed information about editing notifications may be found in the Customizing
Notifications guide.

Exercise - Modify an Offering Notification

In this exercise, you will modify an offering notification.

1. Select the Notifications tab.

2. Scroll down to the Edit the Registration Notification for the Scheduled Offering
section.
3. In the body of the message, add the following text:
Please bring a Photo ID and notepad to class.
4. Click Apply Changes.

Resources
You can set up scheduled offering resources in SAP SuccessFactors Learning. Resources
include:

• Instructors

• Equipment

• Equipment Status

• Equipment Types

• Materials

• Facilities

• Locations

• Location Types

• Custom Resources
Instructors

Instructors can be internal or external to the organization and are not required to be SAP
SuccessFactors Learning users or admins. An instructor record can be associated to a
user record, and vice-versa. When creating a new instructor, you may select a related user

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 74

record to be tied to the instructor record, and from a user record, you may select a related
instructor to be tied to the user.
Relating a user to the instructor record may allow the user to access tiles on the user-side
displaying the scheduled offerings for which the instructor is associated on one or more
segments. An instructor role may be assigned to the instructor record and control specific
permissions such as:

• Access Scheduled Offerings

• Initiate Evaluation

• Record Learning

• Record Attendance
The instructor’s email address field is necessary for system-generated notifications when
instructors are added as resources to scheduled offering segments. In addition, when
users are registered to take the scheduled offering for which the instructor is a resource,
the instructor can receive email notification of the roster update.

Note: If a Customer has privacy concerns about displaying the instructor’s email address
in the email notification, the system can use the e-mail address of an Admin. The “Use
Admin notification email address for VLE notifications” option needs to be enabled first
from Global Variables > Mail.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 75

Authorizing Instructors to Teach

The instructor record includes an Authorized to Teach tab, which lists items the instructor
is authorized to teach. When searching for an instructor to add to a scheduled offering, the
search initially filters for instructors who are authorized to teach the scheduled item. You
can also add authorized instructors on the Item > Instructors tab.

Exercise - Create an Instructor Record

In this exercise, you will create an instructor record.

1. Navigate to Learning > Instructors.

2. Click Add New.
3. Enter an instructor ID.
4. Enter the instructor’s last name, first name, and middle initial.
5. Enter the instructor’s company.
6. Select a domain for the instructor.
7. Select an organization for the instructor.
8. Select a time zone for the instructor from the Time Zone drop-down menu.
9. Enter an e-mail address for the instructor.

Note: Even though this field is optional, it is recommended that you enter an e-mail
address so that the instructor receives all scheduled offering notifications.

10. Verify that the Active checkbox is checked.

11. Select Related User, if applicable.
12. Click Add.

Exercise - Authorize an Instructor

In this exercise, you will authorize an instructor to teach.

1. From within the instructor record, select the Authorized to Teach tab.
2. Click the add one or more from list link.
3. Enter keyword to search for the item(s) you want to add to the instructor’s authorized
list.
4. Click Search.
5. Click the Add checkbox next to all items to be added to the instructor’s authorized
list.
6. Click Add.
7. Verify that all selected items are added to the instructor’s record.

Instructors and Schedule Blocks

In order to show that an instructor is unavailable to be used as a resource for other
scheduled offerings, an admin may create a schedule block manually. This might be for
vacation or other type of leave, or it may be because the instructor will be preparing to

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 76

deliver training or working on course development. These options should be created as

reference values for schedule blocks by a system admin.
Once the schedule block has been created, the instructor is applied as a resource to the
segments. If an admin is looking for an instructor to teach another scheduled offering that
occurs at the same time as the scheduled block, a conflict message will display.

Equipment
SAP SuccessFactors allows you to manage the use of equipment for learning activities in
your organization. Equipment is any reusable resource that is used in the delivery of
scheduled offerings. Navigate to References > Physical Resources > Equipment.

Examples of equipment include audio components, overhead projectors, DVD players,

computer monitors, etc. Equipment can be associated with locations and facilities.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 77

Equipment Status
When an admin schedules an event that requires the use of certain equipment, he/she can
also check the status of equipment that is on-site and available for use.
You can edit or create a new equipment status so that administrators can associate
equipment with the equipment status to identify the status of the equipment (for example,
Operational, On Loan, and Inoperative).
If you select the Can Be Scheduled checkbox for an equipment status, then equipment
associated with the equipment status is available for use in a scheduled offering.

Equipment Types

You can edit and create equipment types so that administrators can associate equipment
to the equipment type and then use the equipment type as a filter when searching for
specific equipment. Equipment types are defined in the Equipment window. Equipment ID

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 78

and description are the minimum data required to create a new equipment record in the
system.

Equipment types are referenced in a few different locations within the system:

• Item level
Segments tab: Default equipment type requirements can be specified for segments
of an item.
• Scheduled offering
Segments tab of the Scheduled Offering record: Specific items of equipment can be
scheduled.

Exercise - Add Equipment

In this exercise, you will add equipment.

1. Navigate to References > Physical Resources > Equipment.

2. Click the Add New link.
3. Enter equipment ID.
4. Enter a description for the equipment.
5. Select a domain for the equipment.
6. If available, enter a serial number.
7. Select the equipment type from the Equipment Type drop-down menu.
8. Select the equipment status from the Equipment Status drop-down menu.
9. Select an assigned location from the Assigned Location drop-down menu.
10. If needed, select a facility for the equipment from the Facility drop-down menu.
11. If needed, enter the contact name.
12. If needed, enter comments.
13. Click Add.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 79

Materials
Materials are the actual consumable supplies needed for the scheduled offering that are
replenished periodically, such as manuals, handouts, and other non-reusable items that
are delivered along with the other aspects of training. Anything the user needs and uses
during training or retains after training can be managed as a material by SAP
SuccessFactors Learning.

Materials are referenced in a few different locations:

• Resources level
Materials section: Edit default information for materials, including descriptions.
• Item level
Materials tab: Quantity, target, and offset can be specified for each material.
• Scheduled Offering level
Materials tab: The quantities, offset, and target, can be edited and, if necessary,
overridden for each scheduled offering of the item. Materials on this tab can be
identified as pre-work/post-work.

Exercise - Add Material

In this exercise, you will add material.

1. Navigate to References > Physical Resources > Materials.

2. Click Add New.
3. Enter a material ID.
4. Enter a description for the material.
5. Select a domain for the material.
6. If needed, enter a revision number.
7. If needed, enter comments.
8. Click Add.

Facilities
You can use the Facility section to monitor and manage facilities in your organization.
Facilities are groups of locations. Locations are places where you can assign things to
occur, like scheduled offerings, equipment, or materials. Use facilities as a way to group
locations together in a method that makes sense to your organization. For example, a
building with many classrooms is a facility. Its classrooms can be locations. Or, for
example, an industrial complex could be a facility with a training room location, an
engineering on-the-job-training location, and a mock-emergency drill site.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 80

Ad Hoc Facilities
Scheduled Offerings support the assignment of an Ad hoc Facility for those offerings that
take place at an external facility (e.g. hotel conference room). This is ideal for scenarios
where training is scheduled at places that should not be available as system records for
re-use.
The admin workflow “Add Ad Hoc Facility” supports this functionality. When entering
facility information into the scheduled offering record, select the green plus sign and select
Enter Ad hoc Facility. The Enter Ad hoc Facility screen will appear where the facility
information can be added.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 81

New Ad hoc facilities are not added to the database like a regular facility, and will not be
returned in searches. They are simply associated with the current scheduled offering and
are not reusable in other offerings. Ad hoc facilities will appear no differently than a regular
facility to users.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 82

Exercise - Create a Facility

In this exercise, you will create a facility.

1. Navigate to References > Physical Resources > Facilities.

2. Click Add New.
3. Enter a facility ID.
4. Enter a description of the facility.
5. Select a domain for the facility.
6. Select a region from the drop-down menu.
7. Select the Holiday Profile from the drop-down menu.
8. Select the time zone of the facility from the drop-down menu.
9. Select the Work Week Profile from the drop-down menu.
10. Click the External Facility checkbox if the facility is external to your organization.
11. Enter any relevant comments.

Note: This field is for admin informational purposes only.

12. Click Add.

Regions
Facilities may be associated with regions (geographical areas). Users may also have
regional attributes (Fig: Select a Locale and Time Zone), and thereby may search for
scheduled offerings local to them (i.e., within their region).

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 83

Preferred Region & Facility in Offering Requests

Users can enter a preferred region and facility during the request process when requesting
that new scheduled offerings be created. The region selection will default to the user’s
assigned region. When a region is selected, the facility list will default to the facilities in the
selected region.

Once new scheduled offerings have been created in the user’s region, they may receive a
notification from the User Requested Scheduled Offering Notification APM.

Administrators can download the list of requests to a spreadsheet from the item record or
filter the request list from the offering to facilitate registering the right people into the right
offerings.

This is an Opt-in feature as offering requests must be enabled on the Item Record.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 84

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 85

Holiday Profiles
A facility can have designated non-training days (holidays). When you create a scheduled
offering at a certain facility, the system checks that facility’s Holiday Profile and issues an
alert if the intended scheduled dates include a non-working day.

Work Week Profiles

A Work Week Profile indicates the days of the week training can be scheduled at a facility.
If a facility is selected when scheduling an item, SAP SuccessFactors Learning skips the
days the facility is not available for training according to the Work Week Profile.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 86

If no Work Week Profile is assigned to a facility, SAP SuccessFactors Learning assumes

the training facility is open for business every day of the week.

Locations
The location refers to the room where the training takes place. This record can be
identified as internal or external to the organization and can be associated with a facility
(building).
When you create a location resource, you can determine the maximum capacity for the
location.

Note: The capacity field does not prevent over-enrolling in a room beyond its capacity.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 87

Exercise - Create a Location

In this exercise, you will create a location

1. Navigate to References > Physical Resources > Locations.

2. Click Add New.
3. Enter a location ID.
4. Enter a description for the location.
5. Select a domain for the location.
6. Select a location type from the drop-down menu.
7. Select the facility associated with the location from the drop-down menu.
8. Enter the maximum capacity for the location.
9. Enter a contact name and email for the location
10. Enter any relevant comments.

Note: This field is for admin informational purposes only.

11. Click Add.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 88

Location Types
You can edit and create a location type so that administrators can associate facilities with
the location type (for example, auditorium, classroom, and science lab) to identify the kind
of location that item training requires.

Custom Resources
Use the Custom Resources section to create and manage resources that are specific to
your organization and not already defined in the LMS. A custom resource is any resource
that you want to track in your system but does not fit the other kinds of resources such as
materials or instructors. You can add and edit base costs and additional costs to custom
resources.

Related Reports
The following are reports in SAP SuccessFactors Learning that relate to resources:

• Facility Data

• Location Data

• Location Utilization

• Instructor Data

• Equipment Data

• Equipment Status

• Equipment Utilization

• Material Data

• Resource Conflicts

• Holiday Profile

• Region Data

Closing a Scheduled Offering

After the scheduled offering has been delivered, closing the offering finalizes financial
transactions associated with the scheduled offering and prepares them for the Financial
Transactions Approval Process (covered in the Commerce Basics guide). Closing an
offering also prevents users from being added to the registration list.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 89

Exercise - Closing a Scheduled Offering

In this exercise, you will close a schedule offering.

*Scheduled offerings set in the future cannot be closed. For training purposes, the
segments must be entered/changed to past dates to simulate the previous delivery of the
offering.

1. Add a new scheduled offering with a start date in the past. The system will warn you
that you are scheduling in the past.
2. Register users into the scheduled offering.
3. Click Close the Scheduled Offering from the Actions area.
4. Leave the default closing date and click Next.
5. If there were costs associated with the resources included in the scheduled offering,
you will see those costs calculated. If necessary, you may modify the incurred costs
and click the Update Total button. For this lab, click Next to bypass the Edit Realized
Costs step without making changes.
6. Click Finish on the Confirmation screen.

Note: The Close Scheduled Offering tool can also be accessed by navigating to Learning
> Tools > Close Scheduled Offering.

Approving a Withdrawal Request

The scheduled offering withdrawal approval feature mirrors the capability of an approval
process for scheduled offering registration. An admin will be able to indicate if an approval
process is required for scheduled offering withdrawal.
The approval process may be selected at the item level using the Withdraw Approval
Process Required and Withdraw Approval Process fields. These field values will be
inherited by new scheduled offerings created from the item but may be edited at the
scheduled offering level.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 90

The withdraw approval process can be initiated by a user with an enrolled or waitlisted
status, as well as the User’s Supervisor or HR Business Partner.
If an Admin has set the offering to require a cancellation reason, the user will need to
select one when attempting to withdraw. The Admin may also select a reason when he
cancels a User from a Scheduled Offering.
If a user is pending approval for registration and withdraws, the withdraw approval
process will not be initiated.
When an enrolled or waitlisted user attempts to withdraw from a scheduled offering that
requires an approval, the user is informed that approval is required and any refund
amount, if applicable. The user can cancel the withdraw attempt before submitting.
When the Supervisor or HR Business Partner withdraws a user from a scheduled offering
for which the approval process has been set as required, the system may skip the
Supervisor or HR Business Partner approval role in the approval process. This mechanism
is applicable to the registration process as well and can be disabled in order to enforce the
Supervisor or HR Business Partner approval (see Appendix to Introduction to SAP
SuccessFactors Learning guide).
Approvers will be notified of the withdraw attempt and may view it in the Internal Training
section of Learning Approvals.
Once the withdraw attempt is submitted, the withdrawal is not performed until the attempt
is approved. Until the final approval takes place:

• The seat remains reserved for that user.

• The status will appear as “Pending Withdraw Approval” to the user in the My
Learning Assignments or Self Assigned, the Item Details and Registration page and
catalog course dates list.

• If registration cut-off date is enabled and the approval is not completed before that
deadline, the approval will not be visible to the approver and user will remain
enrolled.

• If the approval is not timely, the refund amount may vary from amount displayed to
the user.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 91

If approved, the user is withdrawn and any refunds are processed per the cancellation
policy on the date of approval. If denied, the user remains enrolled in the scheduled
offering.

Scheduled Offering withdraw is added to Approvals Status report to allow an Admin to

search for withdraw attempts.

Working with Classes

A class is a grouping of users who attend scheduled offerings as a group. A class is
created for a specific period of time with a start date and an end date. Users who cannot or
do not stay current with their class can be moved to another class or removed all together.

For example, a group of employees are identified as a class and go through a series of
management training courses together, or a group of new hire electricians all take the
same basic series of courses as a class before being split off into their respective specialty
areas.

Adding a Class

When the need for a class is identified, an admin creates a class record in SAP
SuccessFactors Learning and assigns a curriculum to the class. Once a user is added to
this class, the items in the assigned curriculum display on his/her individual Learning
Plan/To-Do List. If a user is removed from the class, the curriculum is no longer assigned
to him/her; however, any item in the user’s Completed Work is not affected.

Main Class Fields

When creating a class, you should populate some key fields if the information is available:

• Curriculum: The curricula entered in this field are assigned to all users in the class.
This provides another method to have curricula automatically assigned to users. If a
user is removed from the class, the curricula are no longer assigned to him/her.
• Start/End Dates: Indicates to admins when a class is scheduled to begin and end. If
the admin attempts to register the class for a scheduled offering outside this date
range, he/she receives a warning message. Entering dates is optional.

Exercise - Adding a Class

In this exercise, you will add a class.

1. Navigate to Learning > Classes.

2. Click Add New.
3. Enter a class ID.
4. Enter a description for the class.
5. Select a domain for the class.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 92

6. Select a curriculum, if applicable.

7. Enter the maximum size (number of users) for the class.
8. Enter a start date.
9. Enter an end date.
10. Click Add.

Users Tab
The Users tab of the class record allows you to add users to the class. You can also
assign a status code, move a user to another class, or enter comments for individual
users.

Registration Rules Tab

The Register Rules tab allows you to set the default registration status for users
automatically registered in scheduled offerings associated with the class. You may also set
whether the user is to fill an organization’s slot in a scheduled offering, if there are slots
reserved. If an organization is using the Commerce functionality, you can set up the
chargeback defaults. This tab is also where the notification rules are checked for email
delivery upon registration for a scheduled offering.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 93

Offerings Tab
The Offerings tab allows you to add an existing scheduled offering to the class and auto
register users. Any users added to the class later are also registered in the scheduled
offerings listed. If the notification rules have been checked to deliver emails, the user and
his/her supervisor will receive email notifying them of the registration.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 94

Exercise - Setting up a Class

In this exercise, you will set up a class.

Add Users to the Class

1. Access in edit mode the class created in Exercise 20.

2. Select the Users tab.
3. Click add one or more from list.
4. Enter search criteria to search for users to be added to the class.
5. Click Search.
6. Click the Select checkbox next to all users to add to the class.
7. Click Add.

Note: You may add a new user record by clicking the Create and Add New User button.

8. Verify that all selected users are part of the class.

Exercise - Set Registration Rules for the Class

In this exercise, you will set registration rules for a class.

1. Select the Register Rules tab.

2. Select the Registration Status from the drop-down menu.
3. Check the Slots checkbox.
4. Click the No charge radio button.
5. Uncheck the Learning Plan checkbox in the Withdraw Rules section.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 95

6. Check all notification checkboxes in the Notification Rules section.

7. Click Apply Changes.

Exercise - Add Scheduled Offerings to the Class

In this exercise, you will add scheduled offerings to the class.

1. Select the Offerings tab.

2. Click the add one or more from list link.
3. Enter search criteria to search for the scheduled offering you want to add to the
class.
4. Click Search.
5. Select the Auto Register and Add checkboxes next to each offering you want to add
to the class.
6. Click Add.

Related Reports
The following are reports in SAP SuccessFactors Learning that relate to classes:

• Class Data
• The Class Data report describes a class, including the learning items, curricula,
and offerings associated with the class, the users in the class, and other class
attributes.
• Class Location
• The Class Location report returns the locations associated with a class, such
as the location of scheduled offerings associated with a class.
• Class Progress
• The Class Progress report returns the progress of users in a class toward
completion of the class's learning.

Scheduling a Curriculum
The items in a curriculum can be scheduled all at once using the Curriculum Scheduling
feature. In order to schedule a curriculum, the items within the curriculum must be
sequenced. SAP SuccessFactors Learning places each item on its own day according to
the sequence. Once the scheduled offerings are created, they can be modified prior to
registering users by accessing each scheduled offering and editing the segment
information. The new scheduled offerings can be added to a class, and users in the class
can be registered by checking the Auto Register checkbox inside the class record.
Sequencing Items
Prior to scheduling a curriculum, the items must be sequenced from within the Edit
window of the Contents tab of the curriculum record. You can adjust the
sequencing of the content by clicking the Move Up ( ) or Move Down ( ) buttons.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 96

Associating a Scheduled Curriculum to a Class

During the curriculum scheduling process, you may associate all the scheduled offerings
created for a class. At the end of the process, you will be able to go to the class record and
register users into the offerings.

Exercise - Scheduling a Curriculum and Adding to a

Class
In this exercise, you will schedule a curriculum and add it to a class.

1. Navigate to Learning > Tools > Curriculum Scheduling.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 97

2. Search for and select the curriculum to schedule.

Note: The curriculum’s instructor-led items must be sequenced.

3. Click Next.
4. Enter a start date.
5. Enter a start time.
6. Select a domain.
7. Check the Send Notification checkbox.
8. Check the Add the Schedule Offerings to a Class checkbox.
9. Click Next.
10. Search for and select a class ID.
11. Click Next.
12. Verify all information is correct and click Finish.
13. Click Go to Class….
14. Select the Offerings tab.
15. Check the Auto Register checkbox for each offering.
16. Click Apply Changes.

Creating a Scheduled Offering Tile

The scheduled offering tile is available to the user on the user’s home page.

The tile dynamically displays the first few scheduled offerings of assigned items that meet
the following criteria:

• Scheduled to start in the future.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 98

• In the user’s catalog.

• User is not currently enrolled.

The results will sort, first, by offerings in the user’s region. The user can page through up
to 20 offerings. Clicking on an offering will open the offering details.

Follow these steps to enable this feature globally:

• Navigate to System Admin.
• Select the Configuration menu tab.
• Select Landing Page Settings option.
• Select the Not Used tab.
• Click the Edit icon ( ) next to Available Offerings and select Move to Default.
• Click Save.

Creating a Curriculum Cover Page

Custom landing pages for curriculum can be created in the form of curriculum cover
pages. These cover pages have a flexible design space so that tailored and relevant
information for the curriculum can be delivered to end users.
Upcoming Courses View
On the curriculum cover page, choose a layout (Right Sidebar or Left Sidebar) and select
the Upcoming Courses checkbox. The page will display a list of the scheduled offerings
available for items in the curriculum.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 99

Instructor Tile
This tile is available to add to the curriculum cover page. The tile displays a list of the
primary instructors who are currently scheduled to teach a future offering of any of the
items within the curriculum.
When the instructor record is associated to a user record, the tile will display the
instructor’s photo and job title (from the user record).

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 100

Clicking on an instructor’s name will display additional information such as the instructor
biography and a list of other items the instructor is scheduled to teach.

On the Curriculum Cover Page, choose a layout (Right Sidebar or Left Sidebar) and select
the Current Instructors checkbox.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 101

The page will display a list of the instructors authorized to teach the items in the
curriculum. The names of the instructors are clickable links that will display additional
information about the instructor.

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 102

© Copyright. All rights reserved.

SAP SUCCESSFACTORS LEARNING ADMINISTRATION - SCHEDULING MANAGEMENT 103

Conclusion
In this lesson, you were introduced to additional scheduling features.

You should now be able to:

• Access additional tabs
• Create resource records
• Close scheduled offerings
• Approve withdrawal requests
• Work with classes
• Schedule curriculum
• Create a scheduled offering tile
• Create a curriculum cover page

Unit Summary
In this unit, you covered:

• Lesson 1: Scheduled Offerings

• Lesson 2: Segments
• Lesson 3: Registration
• Lesson 4: Copying Scheduled Offerings
• Lesson 5: Record Learning Events
• Lesson 6: Scheduling Management Extras

You should now be able to:

• Describe the process for creating a scheduled offering

• Create a scheduled offering
• Assign resources to a segment within a scheduled offering
• Register users for a scheduled offering
• Reserve slots in a scheduled offering
• Record segment attendance
• Record learning events
• Copy scheduled offerings

© Copyright. All rights reserved.