Discovering the New SuccessFactors LMS Admin Features
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The document outlines the new administrative features of SuccessFactors LMS introduced in June 2020, including interface changes, item creation updates, and the addition of timed assessments. It also provides recommendations for system preparedness, training, and deployment strategies aimed at facilitating a smooth transition to the updated platform. Specific migration plans for existing content from Flash to new formats are discussed, alongside case studies illustrating the conversion process.
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Terminology Changes
”Users”
“Learning”
“Scheduled Offerings”
“Classes”
“Catalogs”
“Questionnaire Surveys”
“Content Networks”
“Documents”
“Domains”
“Record configuration”
“Custom Columns”
”Subject Areas” / “Topics”
“Segments”
”People”
“Learning Activities”
“Classes”
“Cohorts”
“Libraries” [both Admin and Learners – in Preview]
“Surveys”
“Open Content Network”
“Document Links”
“Security Domains”
“Entity Configuration” [only available in the old UI]
“Custom Fields”
“Categories” [both Admin and Learners – in Preview]
“Agenda Template”, then create a ‘Class’ will be based on the Agenda Template
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Discovering the New SuccessFactors LMS Admin Features
- 1. June, 2020 SuccessFactors New LMS Administrative Features MBI – GP Strategies Company Confidential
- 2. 2 The New SuccessFactors Admin Interface
- 3. 3 Terminology Changes ”Users” “Learning” “Scheduled Offerings” “Classes” “Catalogs” “Questionnaire Surveys” “Content Networks” “Documents” “Domains” “Record configuration” “Custom Columns” ”Subject Areas” / “Topics” “Segments” ”People” “Learning Activities” “Classes” “Cohorts” “Libraries” [both Admin and Learners – in Preview] “Surveys” “Open Content Network” “Document Links” “Security Domains” “Entity Configuration” [only available in the old UI] “Custom Fields” “Categories” [both Admin and Learners – in Preview] “Agenda Template”, then create a ‘Class’ will be based on the Agenda Template TO THIS:FROM THIS:
- 4. 4 How to Access New Interface – Foundation Home Page
- 5. 5 How to Access Old Interface
- 6. 6 How to Access New Interface from the Current LMS Admin Home Page
- 8. CAPABILITIES, CRITERIA, and SAVED FILTERS have stayed the same 8 Searching and Filtering
- 9. 9 Item Creation Removal of Wizard Item Shell Creation Only Additional updates are done within the item record • ITEM CLASSIFICATION • SEGMENT LENGTH • DESCRIPTION • ETC. Updates to Item Creation Capabilities
- 10. 10 New Record Navigation Layout
- 11. Online Content – Restructured Everything can now be managed from one view! SAP SF learning now features a restructured association of online content to an item.
- 12. 12 Online Content – Revising
- 13. 13 Online Content – Revising
- 14. 14 Recommended Steps for Revising Notify users currently in progress to complete current version and that a new one is coming soon Determine if this is a major change that you want ALL users to retake the new content Upload the new content and create a new content object and add to the new revised item Take final step to finalize revision in the item to make the item production ready Begin revision process to create the new version – but to not make production ready Set up the old revision to be a substitute for the new revision (if you don’t want those who have completed to retake the training) 2 4 6 1 3 5
- 17. 17 Now called Entity Configuration Record Configuration This view is from OLD LMS Admin UI • In the new Admin UI, this is not available. • Inheriting what you currently have in your admin interface and transferring it to the new interface. No changes will be able to be made after that. • All fields (going forward) are pre-defined. *Possible plans to reactivate capabilities to make changes in future releases.
- 18. Timed Assessments SuccessFactors added support for time restrictions on assessments. The amount of time a user has to complete an exam can be defined. • Create an assessment > Exam • Go to Settings…
- 19. Timed Assessments You Can Now Enter Duration of the Assessment!
- 20. Assigned and Completed Items Improved Display You can experience a better loading of a user's assigned and completed items in the UI with the updated query.
- 21. New Filters of Assigned Items Additional Filtering Options
- 22. Assigned Items – Filter: Completed Items The Result is 3 Completed Out of the 5 Assigned Courses (In Total)
- 23. Learning Plan Report A new field called Failure Date Field has now been added to the standard learning plan report.
- 25. 25 What You Can Do To Prepare REVIEW THE SYSTEM AND ASSESS IMPACTS ON CURRENT BUSINESS PROCESSES DEVISE COMMUNICATION PLAN TO STAKEHOLDERS DEVELOP / UPDATE CUSTOMIZED JOB AIDES AND PROCESS CHANGES TRAIN ADMINISTRATORS UPDATE FLASHED-BASED LEARNING MATERIALS (VIDEOS, ETC.)
- 27. 27 Deployment Considerations Start with admins with the most permissions (e.g. super user) then progress to admins with lesser permissions (e.g. local trainers). Refer to SAP Community for training materials before creating / updating existing materials. Encourage Admins to practice frequently performed tasks, e.g. creating an online item. For organizations with a large number of Admins, hold Q&A sessions with Super Users. Evaluate help desk forms where end users submit requests for information, e.g. new fields are required.
- 28. 28 Start the Move to Assessments • Identify exams still in use • Devise a plan to migrate questions into assessment format • Manual creation of assessments *Start all new creation in assessments. *Any non-proctored exams can start to be moved now.
- 29. 29 Our Services
- 30. 30 Training Offering System Admin Training • Train the Trainer Session • Role Based Admin Training • Report Developer (PRD) Training
- 31. 31 Change Management Customized Training • Live Q&A • Videos/Simulations • PDF Materials Communication Strategy Communication Plan Plan Execution
- 32. 32 PQE Move to Assessments • Assess Process / Data, and Plan for Migration • Export and Reformat Active Questions • Import into Question Library • Resolve Deviations • Manually Create Exams in Assessments • Data Verification
- 33. 33 Validation • Test Planning • Develop Master Validation Plan • Risk Assessment • User and Functional Requirements • Trace Matrix • Test Scripts (utilize Validation Tool Kit as an accelerator) • Validation Summary Report
- 34. 34 Custom Report Development Report Gap Analysis Workshop • Custom Report Development • Performance Tuning and/or Enhancement of Existing OOB and/or Customer-developed Reports • HANA Database Report Testing, Remediation and Development • Reporting Standards and Template Development
- 35. 35 Requirements Review and Process Flows (e.g. user creation, approval, etc.) Updates to Provisioning and data model Update data model Configuration Consulting and Implementation (e.g. Consent Statement, Assignment Profiles, Site Branding, Notifications, etc.) API Data Import UAT Support and Training Deployment and Roll Out External User
- 36. 37 Flash Conversion Simple Framework ConversionOriginal Flash
- 37. In this case, the client has fairly sufficient documentation regarding their course repositories and source content. We would break down the effort as follows: Considerations • The desired content to convert is known (~100 courses) • The course source files are available to leverage. • The conversion team can access the course files and client LMS. • We are using a consistent template to convert and deploy the content. • All of the content will be deployed consistently. Strategy A short analysis will be conducted to determine the overall effort to convert. The team will look at a sample group of the course files for items such as duration, how much flash is utilized, and complexity in order to determine overall time/cost of conversion. The team will then work with the client to convert, test, re-post, and archive files as required. CASE STUDY Client A – Project Overview 38
- 38. Strategy Initial Analysis Work • Work through security/access needs with the client, and determine the time to access or transfer files as appropriate. • Work with the client to access content servers, if needed, to determine which courses contain flash. • Work with the client to prioritize courses (if desired by client) and whittle down the list of courses to be re-built. Final Analysis • The team will look at a larger, representative sample group of the course files. • The team will determine overall time/cost to convert given duration, how much flash is utilized, complexity, and all other considerations determined during the Initial Analysis Work. • The team will then work with the client to rebuild/convert, test, re-post, and archive files as required. CASE STUDY Client B – Project Overview 39 In this case, little information about the course catalog to be converted is available and significant discovery and analysis are required to determine overall effort. We would break down the effort as follows: Considerations • The course repositories are large (1,000+ courses, and it is unknown which contain flash). • The client does not have the course source files. Courses may need to be fully rebuilt since source files aren't available. • The team will have to work with the client to get access to the courses and LMS. • There are multiple course templates that will need to be utilized. • The deployment strategies differ for some course.
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Editor's Notes
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- #30: Dani Horwath