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Administrator Training Guide

SAP SuccessFactors
Learning – Virtual Learning
System
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 SAP SUCCESSFACTORS LEARNING – VIRTUAL LEARNING 3

SAP SuccessFactors Learning – Virtual Learning

System
VIRTUAL LEARNING SYSTEM....................................................................................................................... 4
About this Handbook..................................................................................................................................... 4
Course Introduction....................................................................................................................................... 5
Overview........................................................................................................................................................... 5
Target Audience............................................................................................................................................... 5
Administrator Role and Workflows.................................................................................................................... 5
Unit Objectives................................................................................................................................................. 5
SAP SuccessFactors Community..................................................................................................................... 5
Additional Resources........................................................................................................................................ 6
Virtual Learning System................................................................................................................................. 6
Lesson 1 - Virtual Learning System Overview.................................................................................................. 6
Lesson Overview.............................................................................................................................................. 6
Objectives......................................................................................................................................................... 6
Virtual Learning System (VLS) Overview.......................................................................................................... 6
Supported Online Collaboration Tools.............................................................................................................. 7
VLS Requirements............................................................................................................................................ 7
VLS Dependencies........................................................................................................................................... 7
LMS_ADMIN Setting......................................................................................................................................... 7
VLS Configuration............................................................................................................................................. 8
Global Variables............................................................................................................................................... 8
Instructor......................................................................................................................................................... 10
Conclusion...................................................................................................................................................... 11
Lesson 2 - Setting Up a VLS Session............................................................................................................. 12
Lesson Overview............................................................................................................................................ 12
Objectives....................................................................................................................................................... 12
Configuring VLS Segments............................................................................................................................ 12
Configuring Scheduled Offering VLS Settings................................................................................................ 16
Conclusion...................................................................................................................................................... 17
Lesson 3 - Launching a VLS Session............................................................................................................. 17
Lesson Overview............................................................................................................................................ 17
Objectives....................................................................................................................................................... 17
Launching a VLS Session as a Host.............................................................................................................. 17
Joining a VLS Sessions as a User.................................................................................................................. 18
Conclusion...................................................................................................................................................... 19
Lesson 4 - Recording VLS Learning Events................................................................................................... 19
Lesson Overview............................................................................................................................................ 19
Objectives....................................................................................................................................................... 19
Recording VLS Learning Events..................................................................................................................... 19
Conclusion...................................................................................................................................................... 21
Unit Wrap-Up.................................................................................................................................................. 21

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 SAP SUCCESSFACTORS LEARNING – VIRTUAL LEARNING 4

Virtual Learning System

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.

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 SAP SUCCESSFACTORS LEARNING – VIRTUAL LEARNING 5

Course Introduction
Overview
Through discussion, demonstration, and hands-on computer lab work, this course teaches
you the concepts and terminology associated with the Virtual Learning System (VLS) in
SAP SuccessFactors Learning. You will develop a working knowledge of the system, and
gain basic skills in how to use set up a VLS session, configure its settings, launch the
session as a host and as a user, and record learning events for attendees using the step-
by-step, hands-on lab exercises.

Certain features covered in this guide may not be enabled in your company’s
environment. If you see screenshots in this guide that do not match your
company’s configuration, please skip the feature/lesson.
Target Audience
This training is intended for administrators (admins) responsible for setting up the Virtual
Learning System.

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.

Some screenshots and certain features covered in this guide may not be
enabled in your company’s environment. Please note that major
configuration changes will need to go through Professional Services, as
System Administrators do not have access to enable certain features.
Unit Objectives
Upon completion of this unit, you will be able to:

 Describe the Virtual Learning System (VLS)

 Identify VLS requirements
 Set up and configure a VLS session
 Launch a session as a host and join as a use
 Record a learning event for attendees

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.

https://community.successfactors.com/

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 SAP SUCCESSFACTORS LEARNING – VIRTUAL LEARNING 6

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

Main Website http://www.SuccessFactors.com

https://community.successfactors.com/t5/SA
SAP SuccessFactors Process Library P-SuccessFactors-Process/ct-
p/ProcessLibrary
Training and Certification Shop https://training.sap.com/shop/learninghub
SAP SuccessFactors HCM Suite Help
Portal http://help.portal.sap.com/cloudhr

Virtual Learning System

Lesson 1 - Virtual Learning System Overview
Lesson Overview
The goal of this lesson is to provide an overview of the Virtual Learning System (VLS),
including supported online collaboration tools and dependencies.

Objectives

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

 Describe the VLS

 Identify the supported online collaboration tools
 Perform the necessary activities prior to setting up a VLS session

Virtual Learning System (VLS) Overview

Online collaboration tools are tools used by businesses in order to accommodate and
facilitate distance learning and collaboration. These tools enable the host to display the
same set of information to all attendees real-time over the Internet. Typically, the host is
involved in a live chat, teleconference, or video conference while displaying information
over the web.

SAP SuccessFactors Learning enables administrators (admins) to:

 Schedule an online session

 Register users for the session
 Email users regarding their enrollments
 Launch the session as a host
 Password protect sessions
 Automatically record a learning event for the session based on

attendance SAP SuccessFactors Learning allows users to:

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 SAP SUCCESSFACTORS LEARNING – VIRTUAL LEARNING 7

 Join the sessions from their To-Do Lists

 Join the sessions from the enrollment email notification
 Register for a VLS session (via the scheduled offering)
 Enter a session without enrolling, by entering a password
Supported Online Collaboration Tools
Supported online collaboration tools include:

 Cisco WebEx WBS31 (T31)

 Adobe Connect 9.5
 Microsoft On Premises versions of Lync 2013
 Skype for Business Server 2015
VLS Requirements
Before using the VLS, the following tasks must be completed:

 VLS must be enabled in the LMS_ADMIN file

 VLS tools must be installed in the VLS Configuration section
 Vendor accounts must be activated

VLS Dependencies
LMS_ADMIN Setting

Ensure that VLS is enabled by having the vleEnable setting set to true at System Admin >
Configuration > System Configuration > LMS_ADMIN.

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 SAP SUCCESSFACTORS LEARNING – VIRTUAL LEARNING 8

VLS Configuration
The VLS Configuration section contains the XML configuration for VLS connectors. You
request that file from Customer Success who will send you the latest version of the file.
Once you receive the file, you still need to configure it and depending on the meeting room
vendor (Webex, Adobe, etc.) the configuration may be different. More information about
this process step can be found on sap.help.com.

When the configuration file is ready, navigate to System Admin > Configuration > VLS
Configuration > click Add New and add the configuration file.

Global Variables
When you enter a number of minutes into the Synchronization Frequency box, the
synchronize VLS background job sleeps during that amount of time before running again.

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The system shows the Synchronization Frequency box if the enabled attribute on the Vle
element in LMS_ADMIN is set to true.

VLS synchronization is the process that transfers information from SAP SuccessFactors
Learning Administration to your VLS server. For example, if you add an instructor in SAP
SuccessFactors Learning Administration, the instructor record is synchronized from SAP
SuccessFactors Learning Administration to your VLS server so that the instructor is
recognized in both systems. VLS Synchronization is enabled only if the vleEnabled
property in LMS_ADMIN is set to true.

VLS synchronization can happen in one of two ways: immediately or at an interval.

 To synchronize immediately, set the sync element in your VLS configuration XML
file to true. By default, the sync element is set to true because we recommend that
you synchronize immediately. As soon as you add, update, or delete a record that
needs to be synchronized to the VLS, SAP SuccessFactors Learning Administration
sends the information to the VLS

 To synchronize at an interval, set the sync element to false, and then configure the
synchronization frequency in System Admin > Configuration > Global Variables.
When you synchronize at an interval, the synchronization process runs in the
background at an interval. Any changes you make in SAP SuccessFactors
Learning Administration do not appear immediately in VLS

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 SAP SUCCESSFACTORS LEARNING – VIRTUAL LEARNING 1

Instructor
Before setting up a VLS session, you must set up an instructor who will host the session.
To do this:

 Add an instructor record (Learning > Instructors, Add New)

 Populate at least the Instructor ID, First Name, Last Name, and Email Address,
populate other fields as desired
 Within the VLS Settings tab, select the VLS Server, and populate the Account ID
(type the instructor’s virtual meeting room ID) and Account Password. In Action,
select what should happen when you apply the changes: Create New Account
or Use Existing Account
 Click Add

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 SAP SUCCESSFACTORS LEARNING – VIRTUAL LEARNING 1

NOTE: Any user who registered for the VLS session must have a unique email address on
their user record. If a duplicate email is used (or none at all), a validation error displays
when the user attempts to register

Conclusion
In this lesson, you were introduced to the Virtual Learning System (VLS), including
supported online collaboration tools and dependencies.

You should now be able to:

 Describe the VLS

 Identify the supported online collaboration tools

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 SAP SUCCESSFACTORS LEARNING – VIRTUAL LEARNING 1

 Perform the necessary activities prior to setting up a VLS session

Lesson 2 - Setting Up a VLS Session

Lesson Overview
In this lesson, you will learn how to set up a VLS session, including configuring segments
and VLS settings.

Objectives

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

 Configure VLS segments

 Configure VLS settings

Configuring VLS Segments

VLS sessions are set up within the segments of a scheduled offering.

To create a new scheduled offering session:

1. Navigate to Learning > Scheduled Offerings and click Add New

2. Select the Item type radio button
3. Click the Item ID magnifying glass icon to search for the item to schedule
4. Enter a description for this scheduled offering and specify a domain for the new
record
5. 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.

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

7. Optional: Click Preview to view the basic information for the offering
8. If applicable, select the resources associated with the scheduled offering:
Facility, location, and equipment
9. Select an instructor for which has been mapped to an account on the VLS Server
10. Populate VLS information accordingly
11. Enter a password in the VLS Password textbox - this is the meeting (or participant)
password, not the instructor (or host/moderator) password

Note: The password is required for users who have not enrolled in the scheduled offering
and will be accessing the session by entering the URL in the address bar of their browser.
The password protects the session from unauthorized participants.

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12. Click Save

13. Once the Scheduled Offering has been added, select the Segments tab from
the Related area

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SAP SUCCESSFACTORS LEARNING – VIRTUAL LEARNING 1

14. For each segment that is a VLS session, double click the segment
15. On the Edit Segment screen, scroll down to check the Segment is virtual
checkbox and populate VLS information accordingly

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 SAP SUCCESSFACTORS LEARNING – VIRTUAL LEARNING 1

16. Enter a password in the VLS Password textbox (this is the meeting password)

Note: The password is required for users who have not enrolled in the scheduled offering
and will be accessing the session by entering the URL in the address bar of their browser.

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The password protects the session from unauthorized participants.

17. Click Save and Close

Configuring Scheduled Offering VLS Settings

The VLS sessions for the scheduled offering can be set up to record learning events for
the participants based on attendance information sent to SAP SuccessFactors Learning.
To configure VLS settings:

1. Search for an access in edit mode a scheduled offering record

2. Click View All from the Core area to get to Additional Settings
3. Scroll down to view the VLS Settings area

4. Set the Automatically record learning events after scheduled offering has
completed option to Yes

Note: Selecting this option triggers the VLS tool to send attendance information back to
SAP SuccessFactors Learning.

5. Enter a numeric value in the Minimum Attendance Percentage for Credit (%) textbox

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 SAP SUCCESSFACTORS LEARNING – VIRTUAL LEARNING 1

Note: This is the minimum percentage of time a user must spend in the session in order to
receive credit for the item.

6. Select a For Credit Completion Status from the drop-down menu

Note: This is the status the user receives upon successful item completion.

7. Select a Non-Credit Completion Status from the drop-down menu

Note: This is the status the user receives upon unsuccessful item completion.

8. Click Save

Conclusion
In this lesson, you learned how to set up a VLS session, including configuring segments
and VLS settings.

You should now be able to:

 Configure VLS segments

 Configuring Scheduled Offering VLS Settings

Lesson 3 - Launching a VLS Session

Lesson Overview
In this lesson, you will learn how to launch a VLS session as a host and as a user.

Objectives

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

 Launch a VLS session as a host

 Join a VLS session as a user

Launching a VLS Session as a Host

A VLS session can be launched either by an Admin or an Instructor that has been
assigned to teach the Scheduled Offering.

If you want to launch the session as an Admin:

1. Search for the scheduled offering record

2. Select the Segments tab from the Related area
3. Click List View in the upper right corner of the Segments tab

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 SAP SUCCESSFACTORS LEARNING – VIRTUAL LEARNING 1

4. Click the Start Session link in the Virtual column

5. Click OK on the launch verification pop-up dialog box
6. The online collaboration tool displays in a separate browser window

If you want to launch the session as an Instructor:

1. Navigate to My Classes tab

2. Select Scheduled Classes and click Start VLS button

Joining a VLS Sessions as a User

There are three ways you can join the session as a user.

1. From your Learning Plan hover over the title of the item. From the pop-up window,
select the Join Virtual Session option

Note: Your status must be Enrolled in order for you to launch and join the virtual session.

2. Click the URL link in the email notification you received upon registration

Note: The email from SAP SuccessFactors Learning does not contain this link. You should
receive a second email from the vendor.

3. Copy and paste the URL in the address bar of your browser window and click Go

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 SAP SUCCESSFACTORS LEARNING – VIRTUAL LEARNING 1

Conclusion
In this lesson, you learned how to launch a VLS session as a host and as a user.
You should now be able to:

 Launch a VLS session as a host

 Join a VLS session as a user

Lesson 4 - Recording VLS Learning Events

Lesson Overview
In this lesson, you will learn how to record VLS learning events in SAP SuccessFactors
Learning.

Objectives

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

 Record learning events for VLS attendees

Recording VLS Learning Events

In order to retrieve the attendance information sent back to SAP SuccessFactors Learning,
the automatic process, VLS Attendance Processing, must run. When this process runs, it
compares user attendance to the required attendance percentage set up on the VLS
Settings of the Scheduled Offering record, and automatically records the event.

To set up the VLS Attendance Processing process to run:

1. Navigate to System Admin > Automatic Processes > VLS Attendance Processing

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SAP SUCCESSFACTORS LEARNING – VIRTUAL LEARNING 2

2. Click to check the Schedule This Process checkbox

3. Select the radio button corresponding to the frequency:

 Hourly: If selected, enter the number of hours in the textbox to indicate when
to run the process
 Daily
 Weekly: If selected, select the day of the week to run the process
 Monthly: If selected, select the date of the month on which to run the process

4. Select an end date from the Schedule End Date Threshold drop-down menu
5. Click Apply Changes

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 SAP SUCCESSFACTORS LEARNING – VIRTUAL LEARNING 2

Once the automatic process is scheduled, you can now select a Scheduled Offering for
which you want to automatically record completion:

1. Go to Learning > find the Scheduled Offering > click View All
2. In the VLS Settings set “Automatically record learning events after scheduled
offering has completed”
3. Set the Minimum Attendance Percentage for Credit
4. Set For Credit Completion Status and Non-Credit Completion Status
5. Click Save
Conclusion
In this lesson, you learned how to record VLS learning events in the SAP SuccessFactors
Learning Management System.

You should now be able to record learning events for VLS attendees.

Unit Wrap-Up
Through discussion, demonstration, and hands-on computer lab work, you learned the
concepts and terminology associated with SAP SuccessFactors Learning’s Virtual
Learning System (VLS). You now should have a working knowledge of the system, and
should be able to set up a VLS session, configure its settings; launch the session as a
host and as a user, and record learning events.

You should now be able to:

 Describe the Virtual Learning System

 Identify VLS requirements
 Set up and configure a VLS session
 Launch a session as a host and join as a user
 Record a learning event for attendees

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