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Document Version: 1H 2023 – 2023-08-17

Creating a Learning Credit System

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THE BEST RUN  

Content

1 Planning a Learning Completion Credit System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

1.1 Implementing your Planned Learning Credit System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Importing SAP SuccessFactors Learning References. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Course (Learning Item) Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Adding Course Completion Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
1.2 How Item Types and Completion Status Work Together. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
1.3 SAP SuccessFactors Learning Credit System Example: Pass, Fail, and Waive Credit. . . . . . . . . . . . . . . . . 12
1.4 SAP SuccessFactors Learning Credit System Example: Substitute Credit. . . . . . . . . . . . . . . . . . . . . . . . 14
Curriculum Force Substitute Incomplete Example. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Forcing Substitutes to Act as Primary Learning Items in Curricula. . . . . . . . . . . . . . . . . . . . . . . . . . . 17
1.5 Assigning E-Signatures Approval Processes to Completion Statuses. . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Creating a Learning Credit System

2 PUBLIC Content
Change History

Learn about changes to the documentation for Learning Credit System in recent releases.

Q4 2016 – Present

Type of Change Description More Info

None We did not update this document.

Creating a Learning Credit System

Change History PUBLIC 3
1 Planning a Learning Completion Credit
System

Plan a credit system in SAP SuccessFactors Learning to understand how you want to grant or withhold credit for
courses.

Context

Plan and create a learning credit system in SAP SuccessFactors Learning so that you can grade users and give
them credit or withhold credit. For example, when users finish a course and you run a wizard to post the results,
you want your administrators to properly grade their effort in that course. Or, when an Online Content Network
(OCN) provider posts a user's completion through a web service, you want the SAP SuccessFactors Learning to
automatically grant or withhold credit.

In a credit system, the two most important parts are the names of the completion statuses (and what they mean
to your business) and the Credit Given flag within each completion status. The names (and what they mean to your
business) are critical to your later reporting - you want to know how many users passed, failed, and were waived,
for example. Within those names, you want to know whether the user received credit or not and you want to trigger
events if the user did or did not receive credit.

 Tip

Although you can create a very complicated learning credit system, we recommend that you keep the system
as simple as possible.

Procedure

1. Create a list of all credit values you want to grant to users.

You might create a passing value, a failing value, and an incomplete value so that users pass a course, fail a
course, or do not complete a course.
2. For each credit value, think about the “course context” of the credit value and list those separately.

A user might pass in the context of a certification course or pass in the context of an elective course. You might
have higher standards or consider passing a certification course more important than passing an elective
course.
3. Create a matrix of credit values and course contexts with the credit values on the Y axis and the course
contexts on the X axis.
4. For each intersection of credit value and course context, write a name for the intersection and what should
occur when users receive the credit value in the context.

• Credit should be granted (or withheld) for the user's completion

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 • Users should receive a satisfaction survey (or should not receive one)
• Users should receive a follow-up evaluation to make sure that they know their tasks
• An e-signature should be required as an additional verification step when recording this outcome

Certification Elective

Pass Name: Pass for Certification Name: Pass for Elective

Grant credit Grant credit

Users should receive a satisfaction sur­ Users should receive a satisfaction survey
vey
No follow-up required
No follow-up required

e-signature required

Pass with Follow Up Re­ Name: Fail with Follow Up for Certifica­ N/A - this status should not exist in this context.
quired tion

Grant credit

Users should receive a satisfaction sur­

vey

Follow up required.

e-signature required

Fail Name: Fail for Certification Name: Fail for Elective

Do not grant credit Do not grant credit

Users should receive a satisfaction sur­ Users should not receive a satisfaction survey
vey
Follow up not required.
Follow up not required.

e-signature required

Incomplete Name: Incomplete for Certification Name: Incomplete for Elective

Do not grant credit Do not grant credit

Users should not receive a satisfaction Users should not receive a satisfaction survey
survey
Follow up not required.
Follow up not required.

e-signature required

Next Steps

For each course context at the top of your matrix, create a learning item type.

For each intersection name of credit value and course context, create a completion status.

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Planning a Learning Completion Credit System PUBLIC 5
 Implementing your Planned Learning Credit System [page 6]
Implement your planned credit system in SAP SuccessFactors Learning to grant or withhold credit for
courses.

How Item Types and Completion Status Work Together [page 11]
Your SAP SuccessFactors Learning item types and completion status values work together to grant or
withhold passing status to users for their courses.

SAP SuccessFactors Learning Credit System Example: Pass, Fail, and Waive Credit [page 12]
Use this example to help you understand how credit systems work in SAP SuccessFactors Learning.

SAP SuccessFactors Learning Credit System Example: Substitute Credit [page 14]
Use this example to help you understand how substitute credit systems work in SAP SuccessFactors
Learning.

Assigning E-Signatures Approval Processes to Completion Statuses [page 18]

Add e-signature approval processes if you your courses lead to compliance through a regulator who audits
your system and you need secondary identity verification.

1.1 Implementing your Planned Learning Credit System

Implement your planned credit system in SAP SuccessFactors Learning to grant or withhold credit for courses.

Prerequisites

Before you implement the learning credit system, make a plan.

Procedure

1. For each course context at the top of your plan, add a learning item type.

• To add learning item types in bulk, go to System Admin Tools Import Data .
• To add the learning item types individually go to References Learning Item Types .
2. For each intersection name of course context and completion value, add a completion status.

• To add completion status values in bulk, go to System Admin Tools Import Data .
• To add the completion status values individually, go to References Learning Completion Status .

Importing SAP SuccessFactors Learning References [page 7]

Import SAP SuccessFactors Learning references so that users and administrators see the correct set of
values in their drop-down lists.

Course (Learning Item) Types [page 9]

Item types are a critical category of SAP SuccessFactors Learning because they determine users'
completion status and the base cost of courses.

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 Adding Course Completion Status [page 9]
Add course completion status to control whether users receive credit for their courses or don’t receive
credit and can determine if users receive follow-up surveys.

Task overview: Planning a Learning Completion Credit System [page 4]

Related Information

How Item Types and Completion Status Work Together [page 11]
SAP SuccessFactors Learning Credit System Example: Pass, Fail, and Waive Credit [page 12]
SAP SuccessFactors Learning Credit System Example: Substitute Credit [page 14]
Assigning E-Signatures Approval Processes to Completion Statuses [page 18]

1.1.1  Importing SAP SuccessFactors Learning References

Import SAP SuccessFactors Learning references so that users and administrators see the correct set of values in
their drop-down lists.

Context

You usually import reference data so that users and administrators see the correct set of data in their drop-down
menus. For example, your company's employees could be in 10 different countries. When an administrator adds an
assignment profile to assign courses to all users in France and Spain (for example), you want France and Spain to
appear in the administrator's Country list.

When you import the references, you add all the references in bulk. You usually add in bulk at the beginning of an
implementation because you want to import all the data at once. The alternative is to add selections one-by-one
through the SAP SuccessFactors Learning administrator environment.

Procedure

1. Open the SAP SuccessFactors Learning Administration environment and go to System Administration
Tools Import Data .
2. In Action, select Download Template.
3. In Record Type, select References.
4. Click Submit and then save the template that the system creates for you.
5. For each worksheet in the file, add a row for each entry that you want in your lists.

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 For example, if you want administrators and users to pick from among three countries when they see a Country
list in their applications, then add three rows. If you want to add Canada, The United States, and Mexico, you
would add each on a new row in the Country worksheet.

 Tip

Check the comments in the header row for help with the data that goes into the column. For example, the
comments tell you the character limits for the cells in the column.

6. When you’ve completed the worksheets, go back to System Administration Tools Import Data .
7. In Action, select Import Data and in Record Type select References.
8. In Import Option, decide whether you want to add, add and update, or update.

This choice... ...Results in...

Add If references in your file don’t exist in the system, they’re added. If a reference in your file
already exists in the system, it isn’t updated.

Add and Update If references in your file don’t exist in the system, they’re added. If references do exist in
your system (identified by ID), they’re updated.

Update If references in your file don’t exist in the system, they aren’t added. If references do exist
in your system (identified by ID), they’re updated.

9. In Import File, click Browse to locate your file and upload it.
10. In Time Zone ID, select the time zone that needs to be used to date stamp the changes that result from your
import.
11. Click Submit.

Next Steps

If the job is large, you need to run it as a background job. Follow the on-screen instructions, and return to System
Administration Tools Import Data after it completes. You can see its status of the job. If the job failed, you can
download an error log to help you troubleshoot your worksheets.

Task overview: Implementing your Planned Learning Credit System [page 6]

Related Information

Course (Learning Item) Types [page 9]

Adding Course Completion Status [page 9]

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1.1.2  Course (Learning Item) Types

Item types are a critical category of SAP SuccessFactors Learning because they determine users' completion
status and the base cost of courses.

Each company creates its own set of item types, and the set describes the categories of learning items (courses)
for the company. For example, your company might have on the job training, a mentoring program, certification
courses, and professional development courses. You can create an item type for each category of learning item.

You typically import item types during implementation and then review them periodically. To see your item
types, go to SAP SuccessFactors Learning administration and then go to References Learning Activities Item
Types .

 Tip

Keep your item types to a minimum because item types add complexity to your system. A single item type
(COURSE) is enough for many companies. COURSE can have grading options and completion statuses of PASS
and FAIL because many customers are interested only in whether users passed or failed the course.

Item types serve an additional purpose: you can create a cost calculation for each item type so that knows how
to charge for this category of course (learning item). You set cost calculations in Cost Calculations. References
Learning Activities Item Types Grading Options .

Parent topic: Implementing your Planned Learning Credit System [page 6]

Related Information

Importing SAP SuccessFactors Learning References [page 7]

Adding Course Completion Status [page 9]

1.1.3  Adding Course Completion Status

Add course completion status to control whether users receive credit for their courses or don’t receive credit and
can determine if users receive follow-up surveys.

Prerequisites

Add item types before you add completion status values.

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Planning a Learning Completion Credit System PUBLIC 9
Context

Completion status is a central element of SAP SuccessFactors Learning. It determines whether your users receive
credit for their courses and if they receive follow up evaluations or an approval process. For example, when learning
administrators record learning for an employee, they can record a completion status of “pass” or “fail”. That
completion status can then trigger:

• Follow up evaluations - for example, a passed course might send a follow up evaluation to users and managers
to see how learners applied their new skills but a failed course might not.
• Approval processes - if you enabled e-signatures, which is common for validated customers, you can send
approval processes after users receive a completions status. The approval process is a secondary validation
that the user passed or failed the course.

 Tip

Keep your list of completion statuses small to avoid complexity in your system. Many companies can use
simply “pass” and “fail”.

Procedure

1. Go to Learning Administration, and then go to References Manage Users Learning Completion Status .
2. Click Add New.
3. Add an ID and then a Description that helps administrators understand the completion status.
4. In Item Type, select the item type that can use the completion status.

To create structure around completion status, SAP SuccessFactors Learning uses item types. Item types are
a category of course that makes sense for your company (for example, “on the job training” or “certification
course”). Each item type can have one or more completion status that you define. For example, a certification
item type might have strict completion status of pass and fail, but a professional development item type might
have completion status of pass, fail, and incomplete.
5. Select the Credit Given if you want to give users credit when they get this completion status.

For example, you require a user to complete a course for credit with a completion status of Pass. If a user
passes the course, then the item's completion status (Pass) appears with the item in the learners learning
history, the user receives credit for completing the item, and the system removes the course from the user's
learning assignments. If a user doesn’t pass the course, then the item remains in that user's assignments.
6. If you want to assign course satisfaction surveys to users after they earn this completion status, select Include
history records with this completion status for Course Feedback Surveys Assignments.

If a course has a satisfaction survey assigned, and if you select Include history records with this completion
status for Course Feedback Surveys Assignments, learners see the satisfaction survey on their learning
assignments.
7. If you want to assign follow-up surveys after users earn this completion status, select Include history records
with this completion status for Follow-up Survey: Surveys Assignments

If a course has follow-up surveys assign, the system automatically assigns the survey. The system
automatically assigns this survey to users based on the threshold that you configure for the course.

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8. If you need e-signatures as a secondary identity verification system, select Enable electronic signature and then
select the approval process for e-signatures in Approval Process.

You can require additional users, like managers and instructors, to verify a user's course completion. When a
user electronically signs an item, the system notifies the approvers that they must also electronically sign the
course.

If you enable electronic signatures and identify an additional approval process for a completion status, then the
system initiates the approval process and requires electronic signatures only if the associated learning event
(for example, curricula or courses) has also enabled electronic signatures.
9. Click Add.

Task overview: Implementing your Planned Learning Credit System [page 6]

Related Information

Importing SAP SuccessFactors Learning References [page 7]

Course (Learning Item) Types [page 9]

1.2 How Item Types and Completion Status Work Together

Your SAP SuccessFactors Learning item types and completion status values work together to grant or withhold
passing status to users for their courses.

Each learning item type is graded in a specific way and defines its completion status for each grade level. For
example, you can create a “Certification” learning item type for all certification courses. For those certification
courses, you can define a numeric grading system. For users who are graded 7 or higher on a 10 point scale, they
receive a passing completion status. Those who score 6 or lower receive a failing completion status.

When you consider your set of item types, think about how you want to “mark completion” for each category. For
example, you might have a very strict completion status for certification courses, but for your mentoring program,
you might only want to record whether an employee has finished a mentoring program or not. You might also
have a strict grading policy for certification courses, one based on a numeric ranking system, you might have
letter-grade system for professional development courses, and you might not grade at all for your mentoring
program. Each item type (category of learning item) has its own grading options and its own completion status
options. Do not use the‘|’(Pipe) character while giving a name to the Item Type.

• You set grading options for each item type in References Learning Item Types Grading Options .
• You associate item types with completion status rules in References Learning Completion Status

Parent topic: Planning a Learning Completion Credit System [page 4]

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Planning a Learning Completion Credit System PUBLIC 11
Related Information

Implementing your Planned Learning Credit System [page 6]

SAP SuccessFactors Learning Credit System Example: Pass, Fail, and Waive Credit [page 12]
SAP SuccessFactors Learning Credit System Example: Substitute Credit [page 14]
Assigning E-Signatures Approval Processes to Completion Statuses [page 18]

1.3 SAP SuccessFactors Learning Credit System Example:

Pass, Fail, and Waive Credit

Use this example to help you understand how credit systems work in SAP SuccessFactors Learning.

In this example, you want to create a credit system for classroom courses, one that allows you to waive the course
for users who have been on the job for a long time and cannot attend the course for some reason. For example,
these users might be critical to a current project in your business and cannot be sidelined for a course.

Other attributes of this example:

• It does not require the additional validation steps of e-signatures or approval processes. In other words, it
does not ask a person who is posting the credit to type a secondary method of identification and route that
identification through an approval process.
• It does not accept substitute credit. In other words, the users cannot take another course to substitute for the
courses of this type - they must take the courses and pass or fail or they must receive a waiver.
• It sends course evaluation surveys to those who attended the classroom course (passed or failed) but not
those who were waived and therefore did not attend the course.
• It does not send follow-up user evaluation questionnaires to check users' understanding of the material.
• To pass, users who attend the course must earn a “PASS” grade by the instructor.
• To fail, users who attended the course must earn a “FAIL” grade or “INCOMPLETE” grade by the instructor.

To make this credit system work, start by creating the learning item (course) type for this system. Credit systems
are unique to each type of course. Go to SAP SuccessFactors Learning administration, and then go to References
Learning Item Types . Create an item type called Waive Credit - Classroom.

This system relies on three completion status values for items of the type “Waive Credit - Classroom”. The statuses
are pass, fail, and waive. To create them, go to SAP SuccessFactors Learning administration, and then go to
References Learning Completion Status . Create the statuses with these values.

Pass, Fail, Waive Statuses

Fields for individual statuses Pass Status Fail Status Waive Status

Status ID PASS FAIL WAIVE - FOR CREDIT

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Fields for individual statuses Pass Status Fail Status Waive Status

Description User passed the course. User User failed the course. User User's participation was
passed all tests and partici­ failed a test or did not par­ waived at the discretion of
pated in classroom activities. ticipate appropriately in class­ stakeholders and credit was
room activities. given.

Item Type Waive Credit - Classroom Waive Credit - Classroom Waive Credit - Classroom

Credit Given True False True

Include learning events with Yes Yes No

this completion status for
Course Evaluation Survey
Assignments

Include learning events with No No No

this completion status for
Follow-up Survey Assignments

Enable electronic signature No No No

Approval Process N/A N/A N/A

After you set up the completion statuses, return to the item type that you created. Go to References Learning
Item Types and edit Waive Credit - Classroom. Go to Grading Options, select Value Based, and then click Apply
Changes. You can then create the grading system.

• To pass, users who attend the course must earn a “PASS” or a “WAIVE” grade.
• If they earn “PASS”, then they should receive a credit status of “PASS”
• If they earn “WAIVER”, then they should receive a credit status of “WAIVE”
• To fail, users who attended the course must earn a “FAIL” grade or “INCOMPLETE” grade by the instructor. In
both cases, they should be given the completion status of “FAIL”

Grading System for Pass, Fail, Waive

Value Description Completion Status

PASS User receives a passing grade from in­ PASS

structor.

WAIVER User receives a waiver and does not need WAIVE - FOR CREDIT
to attend the course but still earns credit
based on experience.

FAIL User receives a failing grade from the in­ FAIL

structor.

INCOMPLETE User did not attend the course and did FAIL
not have a waiver or did not complete all
assignments.

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Planning a Learning Completion Credit System PUBLIC 13
Parent topic: Planning a Learning Completion Credit System [page 4]

Related Information

Implementing your Planned Learning Credit System [page 6]

How Item Types and Completion Status Work Together [page 11]
SAP SuccessFactors Learning Credit System Example: Substitute Credit [page 14]
Assigning E-Signatures Approval Processes to Completion Statuses [page 18]

1.4 SAP SuccessFactors Learning Credit System Example:

Substitute Credit

Use this example to help you understand how substitute credit systems work in SAP SuccessFactors Learning.

In this example, you want to create a credit system for classroom courses, one that allows you to easily see
credit granted or denied when users take a substitute course. For example, you might require a course called “Lab
Safety” but allow users to complete a course called “Lab Safety and Materials Handling” to substitute for it. But
you might want to grant a different credit status to users complete the substitute. Users who pass “Lab Safety
and Materials Handling” receive a status of “COMPLETE - SUBSTITUTION” but users who complete the original
course (“Lab Safety”) receive a status of “COMPLETE”. The same is also true in reverse: users recieve a status of
“INCOMPLETE” or “INCOMPLETE - SUBSTITTION”.

Other attributes of this example:

• It does not require the additional validation steps of e-signatures or approval processes. In other words, it
does not ask a person who is posting the credit to type a secondary method of identification and route that
identification through an approval process.
• It sends course evaluation surveys to people who attended both the original course and the substitute.
• It sends follow-up user evaluation questionnaires to check users' understanding of the material if the user
completed the substitute.
• To pass, users who attend the course must earn an 8, 9, or 10 grade by the instructor.
• To fail, users who attended the course must earn a 0 through 7 grade by the instructor.

To make this credit system work, start by creating the learning item (course) type for this system. Credit systems
are unique to each type of course. Go to SAP SuccessFactors Learning administration, and then go to References
Learning Item Types . Create an item type called Labs.

 Note

For this example, assume that both the original course and the substitute are both of type Labs. You could
design a system with two or more item types, each with a substitute credit status. Or you could design a
system with a single type for substitutes. Or you could design an even more complex system. But to simplify
the example, it will use only one item type.

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14 PUBLIC Planning a Learning Completion Credit System
This system relies on four completion status values for items of the type “Labs”. The statuses are complete,
incomplete, complete for substitute, and incomplete for substitute. To create them, go to SAP SuccessFactors
Learning administration, and then go to References Learning Completion Status . Create the statuses with
these values.

Complete, Incomplete, and Substitutes Status

Fields for individual Substitute Complete Substitute Incomplete

statuses Complete Status Incomplete Status Status Status

Status ID COMPLETE INCOMPLTE COMPLETE - SUBSTI­ INCOMPLETE - SUB­

TUTE STITUTE

Description User passed the course. User failed the course. User passed a substi­ User failed a substitute
User passed all tests User failed a test or did tute for the course. for the course. User
and participated in not participate appro­ User passed all tests failed a test or did
classroom activities. priately in classroom and participated in not participate appro­
activities. classroom activities. priately in classroom
activities.

Item Type Labs Labs Labs Labs

Credit Given True False True False

Include learning events Yes Yes Yes Yes

with this completion
status for Course
Evaluation Survey
Assignments

Include learning events No No Yes No

with this completion
status for Follow-up
Survey Assignments

Enable electronic No No No No
signature

Approval Process N/A N/A N/A N/A

After you set up the completion statuses, return to the item type that you created. Go to References Learning
Item Types and edit Waive Credit - Classroom. Go to Grading Options, select Numeric, and then click Apply
Changes. You can then create the grading system.

• To pass, users who attend the course must earn an 8, 9, or 10 grade by the instructor.
• To fail, users who attended the course must earn a 0 through 7 grade by the instructor.

Grading System for Complete and Incomplete of the Original Learning Items in Labs

Minimum Maximum Completion Status

0 7 COMPLETE

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Planning a Learning Completion Credit System PUBLIC 15
Minimum Maximum Completion Status

8 10 INCOMPLETE

After you create the completion status system for the originals, you create the completion status system for
the substitutes. In this example, you are creating a substitute for “Lab Safety”. Users can take “Lab Safety and
Materials” to earn credit (or to lose credit) for “Lab Safety”. Here's how you would do it in this example:

1. Go to Learning Items and open “Lab Safety” (the original course).

2. Go to Substitutes and click Add.
3. Search for “Lab Safety and Materials”.
4. When you find it, select:
• COMPLETE - SUBSTITUTE in For-Credit Status
• INCOMPLETE - SUBSTITUTE in Not-for-Credit Status

At this point, you have a credit system that does the following:

• If a user earns a grade of 8-10 in the original course, “Lab Safety”, the user is given credit and a completion
status of COMPLETE.
• If a user earns a grade of less than 8 in the original course, “Lab Safety”, the user is not given credit and is given
a completion status of INCOMPLETE.
• If a user earns a grade of 8-10 in “Lab Safety and Materials”, and if the user was taking the course as a
substitute for “Lab Safety”, then the user is granted credit and is given a completion status of COMPLETE -
SUBSTITUTE. Because both courses are of item type Labs, you can think of the credit as flowing this way:
1. The system routes completion through References Learning Item Types where the user is given a
COMPLETE status and (importantly) for-credit status.
2. The system recognizes that the user is completing it as a substitute.
3. The the system respects that the Item Types configuration gave the user credit, so it looks up the for-credit
status in Learning Items Substitutes .
4. It grants the status COMPLETE - SUBSTITUTE because that is what you selected in For-Credit Status.
• If a user earns a grade of less than 8 in “Lab Safety and Materials”, and if the user was taking the course as a
substitute for “Lab Safety”, then the user is granted credit and is given a completion status of INCOMPLETE -
SUBSTITUTE. Because both courses are of item type Labs, you can think of the credit as flowing this way:
1. The system routes completion through References Learning Item Types where the user is given a
INCOMPLETE status and (importantly) not-for-credit status.
2. The system recognizes that the user is completing it as a substitute.
3. The the system respects that the Item Types configuration withheldcredit, so it looks up the not-for-credit
status in Learning Items Substitutes .
4. It grants the status INCOMPLETE - SUBSTITUTE because that is what you selected in Not-for-Credit
Status.

Parent topic: Planning a Learning Completion Credit System [page 4]

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16 PUBLIC Planning a Learning Completion Credit System
Related Information

Implementing your Planned Learning Credit System [page 6]

How Item Types and Completion Status Work Together [page 11]
SAP SuccessFactors Learning Credit System Example: Pass, Fail, and Waive Credit [page 12]
Assigning E-Signatures Approval Processes to Completion Statuses [page 18]
Curriculum Force Substitute Incomplete Example [page 17]

1.4.1  Curriculum Force Substitute Incomplete Example

If you use Not-for-Credit Status on a substitute, SAP SuccessFactors Learning uses these rules in a curriculum.

To understand how force substitute incomplete works, imagine that you have two courses: CCB-100 and CCB-200.

• CCB-100 is the primary learning item.

• CCB-200 is a substitute for CCB-100: if users can’t enroll into CCB-100, they can fulfill their credit
requirements by enrolling into and completing CCB-200.

You would set this up by going to Learning Activities Items , finding CCB-100 and adding CCB-200 in
Substitutes.

Now imagine that you also want this rule: If a user passes CCB-100 and later fails CCB-200, you want the user to
lose their for credit status. After all, if CCB-200 is truly a substitute of CCB-100, then failing either shows that the
user hasn’t mastered the material. Users lose their for credit status in this scenario when:

• Not-for-Credit Status is populated for CCB-200 in Learning Activities Items Substitutes of CCB-100.
• The completion date of the user is on or after the Effective Date for CCB-200, as set in Learning Activities
Items Substitutes of CCB-100.
• CCB-100 is assigned to the user.

If all of the above are true, then the user receives the status defined in the CCB-100 entity in Learning Activities
Items Substitutes Not-for-Credit Status for CCB-200.

1.4.2  Forcing Substitutes to Act as Primary Learning Items in

Curricula

When a learning item has substitutes and when it’s part of a curriculum, you want the substitute to assign credit in
the same way as the primary learning item.

Context

Substitutes can add a not-for-credit history record for the learning item when users fail the substitute. The result
is that the substitute carries the same weight of failure as does the primary learning item. The curriculum finds

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Planning a Learning Completion Credit System PUBLIC 17
the most recent history record for the learning item, regardless of whether it’s the primary learning item or the
substitute. If that history record is failed, then the users are incomplete for that part of their curricula.

Procedure

1. Go to SAP SuccessFactors Learning administration and then go to Learning Activities Items .

2. Find and open the learning items that you want to change.
3. Go to Substitutes.
4. Add a substitute to the learning item if they aren’t added already.
5. For each substitute that you want to behave like the primary learning item set Not-for-Credit Status to a failure
state.

The failure state should be, but doesn’t have to be, the same as the primary learning item. Your goal is to
define what happens when a user passes the primary learning item and later fails the substitute. In most cases,
you want the user to become incomplete in their curricula because they haven’t demonstrated mastery of the
material.
6. Set an effective date for the change in Effective Date.

This is the date that the substitute is effective (when it can be considered a substitute for the primary learning
item). When users' completion date for the substitute is on or after the effective date, and the user meets the
other rules to apply not for credit status, then the rules for Not-for-Credit Status apply.

1.5 Assigning E-Signatures Approval Processes to Completion

Statuses

Add e-signature approval processes if you your courses lead to compliance through a regulator who audits your
system and you need secondary identity verification.

Prerequisites

Enable electronic signatures (e-signatures) in System Admin Configuration Global Variables .

Context

When learners earn a completion status, you can use an e-signature approval process to verify that they earned the
completion status. The e-signature approval process is like other approval processes, but approvers are asked for a
PIN to verify their identity.

Creating a Learning Credit System

18 PUBLIC Planning a Learning Completion Credit System
  Note

When the actions are triggered by the system, such as through an APM or connector, the PIN will not be
requested.

Procedure

1. Go to Learning Administration and then go to References Manage Users Learning Completion Status .
2. Open each completion status that requires additional identity verification.

Although your completion system is unique to your company, most compliance customers, have completion
status values that triggers an e-signature approval process. For example, you can have a completion status
called "Pass Not for Certification" and "Pass For Certification." Pass for Certification might trigger the e-
signature because you use it for regulated learning. But if a learner wanted to take a course not required for
regulation, you might use Pass Not for Certification. Pass Not for Certification would not use e-signatures.
3. Select Enable electronic signature.
4. To change the approval process, select it in Approval Process.

You set the default approval process for e-signatures in System Admin Configuration Global Variables .
5. Click Apply Changes.

Task overview: Planning a Learning Completion Credit System [page 4]

Related Information

Implementing your Planned Learning Credit System [page 6]

How Item Types and Completion Status Work Together [page 11]
SAP SuccessFactors Learning Credit System Example: Pass, Fail, and Waive Credit [page 12]
SAP SuccessFactors Learning Credit System Example: Substitute Credit [page 14]

Creating a Learning Credit System

Planning a Learning Completion Credit System PUBLIC 19
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