Managing Person and Organization Data

This chapter provides overviews of person and organization data, person and organization Enterprise Integration Points (EIPs) and setup steps, lists common elements, and discusses how to:

• Define contact methods, name types, and learner attributes.

• Process staged data.

• Define department information.

• Define customers.

• Set up vendor data.

• Define vendors.

• (FRA) Define financing organizations.

• Review and update internal learner data.

• Define external learner data.

• Update personal profiles.

• Define instructors.

• Update instructor preferences.

Understanding Person and Organization Data

Enterprise Learning Management tracks information for all individuals and organizations that interact with the system. Before it can do this, it must have a record of:

• Each person that uses the system—learners, instructors, managers, and administrators.

• Every user's department or customer organization.

• Every vendor organization that provides instructors, training facilities, or other resources.

• (FRA) If you are using the 2483 reporting features for France, each financing organization that provides funding for training.

Person Data

Every Enterprise Learning Management user, regardless of role, must have a learner profile. The profile identifies the person’s name, learner ID, job, organization, learning environment, and other basic information.

Learners are classified as either internal or external:

• Internal learners are persons for whom a record exists in your Human Resources (HR) application.

  To set up profiles for these individuals, you import data from your Human Resources (HR) system. If a person has multiple jobs, data for all active jobs is loaded into Enterprise Learning Management.

  Note. If you are integrating with PeopleSoft HR 8.9 or above, an internal learner can be an employee; a contingent worker (a nonemployee who is part of the workforce, such as a contractor or temporary worker), or a person of interest (a nonemployee who is not part of the workforce, such as an external instructor or a board member).

• External learners are persons with no record in your HR system.

  You manually set up profiles for these individuals in Enterprise Learning Management.

Enterprise Learning Management provides self-service features that enable learners, instructors, and administrators to view and update learning preferences, and selected personal information.

Organization Data

Each learner must be associated with an organization. For internal learners, the organization is always the learner’s department, which you import from the HR system. A learner’s department identifies his or her default learning environment. Consequently, you should associate the appropriate learning environment with each department before you import learner data.

External learners must be associated with a customer organization that you set up manually in Enterprise Learning Management. The customer organization identifies the valid payment options for the learner. Unlike internal learners, external learners inherit the default learning environment from the administrator who adds the external learner to the system.

Common Setup Data

Name types (primary or maiden, for example), learner attributes (such as catalog search preferences), and contact methods (business and home, for example) are used when defining person and organization data in Enterprise Learning Management. Before you import or add person and organization data, you must define the prompt values that are relevant to your organization.

Understanding Person and Organization EIPs

Enterprise Learning Management is designed to integrate with other applications to enable the sharing of person and organization data. You can use the EIPs that are delivered with Enterprise Learning Management to import data for internal learners and departments from PeopleSoft Enterprise Human Resources (HR). PeopleSoft HR remains the system of record for the imported data; this data can be viewed, but not changed, in Enterprise Learning Management.

Note. The delivered EIPs are designed to work with PeopleSoft HR. You can import data from any other XML-compliant HR application; however, modifications to the EIPs are necessary.

Full Sync and Incremental Sync EIPs

Enterprise Learning Management uses full sync and incremental sync EIP messages for importing person and organization data. It is recommended that you:

• Run full sync EIPs only during system implementation to import all data for a given message.

• Activate incremental EIPs after running full sync EIPs to ensure that additions, modifications, and deletions of data in your HR system are imported into Enterprise Learning Management.

  In some cases, data is transferred near-real time.

  When you integrate with PeopleSoft HR, Integration Broker technology is used to monitor transactions and synchronize the tables.

When you run an EIP message, the imported data is either loaded directly into the Enterprise Learning Management database or it goes to a staging table for validation before it is loaded. The process depends on the type of data that is being imported. Generally, data that is updated frequently or for which there is a high volume, such as learner and workforce data, goes to a staging table first.

Because of data dependencies, some EIPs must be run in a specific order.

Note. A consultant or system administrator with EIP and Integration Broker experience should be involved in both the initial full sync process and the configuring of incremental sync processes.

Instructions for running scripts are available in the PeopleTools documentation.

See Enterprise PeopleTools PeopleBook: Integration Broker.

See PeopleSoft Enterprise Components PeopleBook for Enterprise Learning Management 9.0.

List of Full Sync EIPs for Person and Organization Data

The following table lists the delivered full sync EIP messages for person and organization data, the message subscription PeopleCode, the tables that are populated in Enterprise Learning Management, and an explanation of what happens when a message is initiated.

List of Incremental Sync EIPs for Person and Organization Data

The following table lists the delivered incremental sync EIP messages for person and organization data, the message subscription PeopleCode, the tables that are populated in Enterprise Learning Management, and an explanation of what happens when a message is initiated.

Note. The same staging tables are used for both full sync and incremental sync EIP messages.

Understanding Person and Organization Setup Steps

This section lists prerequisites and provides an overview of the setup steps for learners and organizations.

Prerequisites

Before you set up learners and organizations:

• Define system defaults.

• Create learning environments.

• Select a default learning environment on the Install Defaults page.

Setup Steps

Following is an overview of the setup steps.

1. Define contact method types.

   Ensure that the contact methods that are used your HR application are defined in Enterprise Learning Management. If a contact method does not exist in Enterprise Learning Management, then the related phone, address, and email information will not be imported from HR.

2. (Optional) Define name types and learner attributes.

   Name types and learner attributes are delivered as system data. You can add to these, as needed

3. Run the following full sync subscription EIPs to load data into Enterprise Learning Management:

   • SETID_INITIALIZE

   • COUNTRY_FULLSYNC

   • STATE_FULLSYNC

   • CURRENCY_FULLSYNC

4. Import, load, and configure department data:

   1. Run the LM_DEPT_FULLSYNC EIP to import department data into the staging table.

   2. Run the Process FullSync Data process to validate and load the data.

   3. Assign a learning environment to each department.

      By default, departments inherit the learning environment designated by the Install Defaults component. You can change a department's default assignment on the Department Profile page. Internal learners inherit their department's learning environment when you import internal learner data.

   4. Specify which department ID to assign to internal learners who are imported without a department.

      Select the default Department ID on the Install Defaults - General page.

      Note. The department is used for internal chargebacks when an employee enrolls in learning that has a cost associated with it.

5. Import and load company data.

   Note. Company information is used to generate training plans and the 2483 report for France. Import company data if you plan to use these features.

   1. Run the COMPANY_FULLSYNC EIP to import company data into the staging table.

   2. Run the Process FullSync Data (LM_LD_STGDAT) process to validate and load the data.

6. Import and load person of interest types.

   Note. Person of interest information can only be imported from PeopleSoft HRMS 8.9 and above.

   1. Run the POI_TYPE_TBL_FULLSYNC EIP to import person of interest types into the staging table.

   2. Run the Process FullSync Data process to validate and load the data.

7. Run the BUS_UNIT_HR_FULLSYNC EIP to import and load business units.

8. Run the JOBCODE_FULLSYNC EIP to import and load job codes.

9. Run the POSITION_FULLSYNC EIP to import and load position data.

10. Run the userexport.dms and userimport.dms Datamover scripts, delivered in the Scripts directory, to import User IDs for internal learners.

    A full sync EIP message is not available for USER_PROFILE. You can use the delivered Datamover scripts to move user IDs from your HR system into Enterprise Learning Management. The export script exports user data from the PeopleSoft HRMS system, and the import script imports the user data into Enterprise Learning Management.

11. Run the following EIPs in the order listed to import person data for internal learners. After you run each EIP, run the Process FullSync Data process to validate the data in the staging table and load it into Enterprise Learning Management.

    • PERSON_BASIC_FULLSYNC

    • WORKFORCE_FULLSYNC

    • PERS_POI_FULLSYNC

      Note. Person of interest information can only be imported from PeopleSoft HRMS 8.9 and above.

12. Define profiles for customer organizations.

    Use the Define Customers component to define customer profiles.

13. Create profiles for external learners.

    Use the External Learners component to define profiles for external learners.

14. Set up vendor profiles.

    Use the Vendors component to define vendors and enter information their products, pricing, and packages.

15. Set up instructors profiles.

    Use the Instructors component to enter the instructor costs, qualifications, teaching preferences, and other information.

16. (FRA) Set up financing organizations.

    Use the Define Financing Organization component to set up profiles for French funding organizations.

17. Activate the incremental sync EIP messages.

See table loading sequence documentation on the PeopleSoft Customer Connection website.

Common Elements in This Chapter

Defining Contact Methods, Name Types, and Learner Attributes

To set up contact methods, name types, and learner attributes use the Contact Method Types (LM_CM_PURP_TYPE) component, Name Types (LM_NAME_TYPE) component, and Learner Attributes (LM_ATTRIBS) component.

This section provides an overview and discusses how to:

• Set up contact method types.

• Set up name types.

• Define learner attributes.

Understanding Contact Methods, Name Types, and Learner Attributes

Before you add learner and organization data to the system, you define the set of name types, learner attributes, and contact methods that are valid for your organization. Users can select from these values when creating learner and organization profiles.

Contact Method Types

At a minimum, you must set up contact method types for every phone, address, and email type that exists in the external HR system. This ensures the accuracy of EIP updates to Enterprise Learning Management learner information. If you add or change phone, address, or email types in the HR system, you must manually make these additions and changes in Enterprise Learning Management. The system does not automatically import these updates into Enterprise Learning Management.

You associate contact method types with learner, instructor, vendor, and customer phone number and address information on the Address History page.

Name Types

Two name types are delivered as system data: Preferred and Primary. You can create additional name types. When you import person data from Human Resources, only names types that exist in Enterprise Learning Management are loaded.

Learner Attributes

You can use learner attributes to specify how learners prefer to learn, and to set catalog search and viewing preferences. For example, learners can choose their preferred delivery methods for learning, such as web-based or classroom. The system sorts search results according to a learner's set preference.

Administrators can use the Learner Attributes page to select a set of default attributes for all learners. Learners can use the self-service Preferences page to update their own preferences.

Enterprise Learning Management provides definitions for several learner attributes, which you should not delete. You can define additional learner attribute definitions; however, you must build the prompt table and insert values by using PeopleSoft Application Designer.

Pages Used to Set Up Contact Method Types, Name Types, and Learner Attributes

Setting Up Contact Method Types

Access the Contact Method Types page.

Set up different types of contact methods. For example: Home, Business, Mailing, Billing, or Other.

Important! At a minimum, you must set up contact method types for every phone, address, and email type that exists in the external HR system.

Setting Up Name Types

Access the Name Types page.

Enterprise Learning Management provides two name type values: Primary and Preferred. You can add values to this table. Name type values are used on the Learner Name page.

See Also

Reviewing and Updating Internal Learner Profile Information

Defining External Learner Profile Information

Setting Up Learner Attributes

Access the Learner Attribute Definition page.

See Defining Internal Learner Attributes.

See Defining External Learner Attributes.

Processing Staged Data

Certain types of data that you import into Enterprise Learning Management through EIPs goes into intermediary staging tables before it is loaded into the system. A control value assigned to each row of incoming data identifies whether the data is from a full sync or an incremental sync EIP.

After an EIP imports data into the staging tables, you run a validation process to ensure that there are no data errors. Valid data can then be quickly loaded without the risk of errors. You can delete data in the staging tables as often as needed. The system uses a truncate command on supported platforms, and uses a delete command otherwise.

Staging tables are used for data that undergoes frequent changes or for which there is a high volume in Enterprise Learning Management. Steps for running the validation and load processes depend on whether you are importing data from a full sync EIP message or an incremental sync EIP message:

Full Sync Processing

The typical sequence for processing data from a full sync EIP is as follows:

1. Run the delete process to delete any existing full sync data from the staging tables.

2. Run the full sync EIP data publish message from the external application, such as PeopleSoft Enterprise Human Resources.

3. Run the full sync EIP data subscribe message from Enterprise Learning Management to import the data into the staging tables.

4. Ensure the full sync message has completed processing in PeopleSoft HRMS and Enterprise Learning Management, and that no errors exist. If errors exist, resolve them before you continue.

5. Use the Process FullSync Data component to run the validation process.

6. View the log file for errors and ensure the data is corrected.

   If you are satisfied, continue to the next step. Otherwise, correct the errors and return to step one.

   Note. Make the corrections in the system of record. For example, if you are importing person data and information is missing, you may need to contact the Human Resources administrator.

7. Run the upload process to load the validated data into the application tables.

8. Run the delete process to remove the full sync data from the staging tables.

Note. Rerunning a full sync EIP that uses a staging table does not delete data that resides only in Enterprise Learning Management, such as learner IDs, job codes, and learner department assignments.

Incremental Sync Processing

When incremental sync EIP messages import data into the staging tables in Enterprise Learning Management, a sequence log table captures the messages in sequence. When you initiate the validation process, data is validated and loaded in the order in which it was received.

When you process asynchronous data, the system automatically validates all incremental sync data in the staging table and loads the valid data. After the process is complete, you can check the message log files for errors. The system provides an option to automatically delete incremental sync data in the staging tables after the upload.

To ensure consistency between the data imported into Enterprise Learning Management and data in the source database, schedule the validation and load process for asynchronous data to run at a regular interval, such as every hour or every day. A minimum frequency of daily is recommended.

Prerequisite

Run the full sync EIP for the data you want to import before running any processes for staged data.

Pages Used to Process Staged Data

Processing FullSync Data

Access the Process FullSync Data page.

You can validate data, load validated data into Enterprise Learning Management, and delete data in the staging tables in separate processes or at the same time. The process runs in this order, for all selected check boxes: validate, upload, and delete.

Processing Incremental Asynchronous Data

Access the Process Asynchronous Data page.

When you process asynchronous data, the system automatically validates all data in the staging table and loads the validated data. To have the system delete the incremental sync data in the staging table after it loads the data, select the check box labeled Automatically delete completed process.

Defining Department Information

Enterprise Learning Management integrates with the HR system to import department data. Because the HR system is the system of record for department data, you cannot edit imported data within Enterprise Learning Management; you must first make changes in the HR system. The incremental sync EIP ensures that changes made in HR are imported into Enterprise Learning Management.

In Enterprise Learning Management, you can select a department's learning environment and enter a discount value.

Prerequisites

Before you define department information:

• Define learning environments.

• Define a default learning environment on the Install Defaults - Basic Data page.

  Specify the default learning environment in the New User Learning Environment field.

Page Used to Define Department Information

Defining Department Information

Access the Department Profile page.

Learning Environment	Select the department's learning environment. This field initially displays the learning environment defined in the New User Learning Environments field on the Install Defaults - Basic Data page. Internal learners inherit their department's learning environment organization when you import internal learner data. Ensure that department learning environment values are correct before you load learner data. See Setting Up General Installation Defaults.
Manager	Displays the primary manager ID for this department.
Manager Position	Displays the position of the primary manager for this department.
SetID	Displays the SETID with which this department is associated.
Department	Displays the department code for this department.
Discount	To grant a discount on enrollment and drop fees to all learners in this department, enter the discount percentage here.

Defining Customers

To set up customer profiles, use the Define Customers (LM_CUSTOMER_MAIN) component . You can use the LM_CUSTOMER_MAIN component interface to load data into the tables for this component.

This section lists prerequisites and discusses how to:

• Define customer profile information.

• Define customer address information.

• Define customer payment information.

Customers represent organizations with learners who are external to your organization. All customer data is manually entered and maintained. There are no delivered EIPs for synchronizing customer data with other enterprise systems.

Prerequisites

Before you define customer organizations you must:

• Define learning environments.

• Define contact method types.

• Set up financial ChartField data if your customers can use the charge back payment method for enrollment fees.

Pages Used to Define Customers

Defining Customer Profile Information

Access the Customer Profile page.

Customer ID	Enter the customer ID that other enterprise systems (such as financials or customer relationship management systems) use to uniquely identify the customer.
Learning Environment	Enter a learning environment with which you associate the customer. Learning environment values are set up on the Learning Environment page. See Defining Learning Environments.
Parent Company	If this customer is associated with a parent company, specify that company here. Note. You must first define the parent company as a separate customer.
Country	Enter the country with which this customer is primarily associated. Country codes are synchronized from the HR country code table EIP.
Stock Symbol	Enter the customer's stock symbol, if any.
Industry	Enter the type of industry with which this customer is associated. Industry values are delivered with your system.
Business	Enter a business code.
Customer Type	Enter the customer type for this customer. Customer type values are delivered with your system.
Website URL (website uniform resource locator)	Enter the customer's website URL, if any.

Primary Communication

The system displays the customer's primary communication information, as defined on the Address History page.

Defining Customer Address Information

Access the Address History page.

Address Type	Select an address type. Address type values are defined on the Contact Method Type page.
Primary	Select to identify an address as primary. Every customer must have one primary address.
Country	Enter the country for the address. You must enter a country value if you want to edit the address.
Address and Edit Address	Enter a country value if one is not specified, and click the Edit Address link to add or update the address information on the Edit Address page.

Phone

Email

Defining Customer Payment Information

Access the Payment Information page.

Payment Methods

External learners can only use the payment methods that you define for the customer. The payment methods that are selected by default are inherited from the Learning Environments - Defaults page. You can modify the default selections here.

See Managing Payment Methods.

Charge Back Account

Specify chargeback account information for the customer organization. The ChartFields that the system displays depend on which ChartFields are selected for use on the ChartField Configuration page. All fields that are in this group box are uneditable until a general ledger business unit is selected in the Payment Methods group box. The system populates the fields with the default ChartField values as soon as you select a general ledger business unit. The ChartField values that you can select for each ChartField are any values with an active status on the ChartField Values page. Administrators can modify these values during enrollment or registration. Learners and managers can modify these values only if you select the Display chartfields to Self Service user option.

Revenue Account

Specify revenue account information for the customer organization. The ChartFields that the system displays depend on which ChartFields are selected for use on the ChartField Configuration page. All fields that are in this section are uneditable until a general ledger business unit is selected in the Payment Methods group box. The system populates the fields with the default ChartField values as soon as you select a general ledger business unit. You can modify the default ChartField values. The ChartField values that you can select for each ChartField are any values with an active status on the ChartField Values page. These values cannot be modified during enrollment or registration.

See Also

Understanding Payment Method Setup

Setting Up Financial ChartField Data

Setting Up Vendor Data

To set up product types, pricing types, and product packaging types for vendors, use the Product Types (LM_PROD_TYPE) component, Pricing Types (LM_PRICING_TYPE) component, and Product Packaging Types (LM_UNITS) component.

Vendors represent organizations and companies that are external to your organization from which you purchase goods and services, such as providers of web-based training, textbooks, instructor staffing, and facility rentals.

This section discusses how to:

• Set up vendor product types.

• Set up vendor pricing types.

• Set up vendor product packaging types.

See Also

Defining Vendors

Pages Used to Set Up Vendor Data

Setting Up Vendor Product Types

Access the Product Types page.

Type	Enter the type of product that a vendor may offer.
Description and Short Description	Enter a description and short description for the product. These values appear as prompt and related display values throughout the system.

Setting Up Vendor Pricing Types

Access the Pricing Types page.

Type	Enter a price model value of one to three characters in length for each price model that you define.
Description and Short Description	Enter a description and short description for the pricing model. The description appears on the Vendor Products page.

Setting Up Vendor Product Packaging Types

Access the Product Packaging page.

Type	Enter the various types of packaging units that a vendor might use to measure the services that it provides.
Description and Short Description	Enter a description and short description for the packaging unit. These values appear as prompt and related display values throughout the system.

Defining Vendors

To set up vendor profiles use the Define Vendors (LM_VENDOR_MAIN) component.

This section lists prerequisites and discusses how to:

• Define vendor profile information.

• Define vendor address information.

• Define vendor product information.

Create a vendor profile for each organization from which you purchase goods and services for learning activities and programs. All vendor data is manually entered and maintained. You can associate vendors with the instructors, delivery methods, materials, and facilities that you define later.

See Also

Setting Up Vendor Data

Prerequisites

Before you can set up vendors, you must:

• Set up vendor product types.

• Set up vendor pricing types.

• Set up vendor product packaging types.

See Also

Setting Up Webcast Vendors

Pages Used to Define Vendors

Defining Vendor Profile Information

Access the Vendor Profile page.

Learning Environment	Enter a learning environment to associate with the vendor. Learning environment values are set up on the Learning Environment page. See Defining Learning Environments.
Vendor Status	Select the status of this vendor: Active or Inactive.
Industry	Enter the type of industry with which this vendor is associated. Industry values are delivered with the system.
Country	Enter the country with which this vendor is associated. Country codes are synchronized from the HR country code table EIP.
Business	Enter a business code.
Stock Symbol	Enter the vendor's stock symbol, if any.
Website URL (website uniform resource locator)	Enter the vendor's website URL, if any.

Primary Communication

The system displays the vendor's primary communication information, as defined on the Address History page.

Defining Vendor Address Information

Access the Address History page.

Address Type	Select an address type. Address type values are defined on the Contact Method Type page.
Primary	Select to identify an address as primary. Every vendor must have a primary address.
Effective Date and Status	Enter the effective date and status for the address.
Country	Enter the country for the address. You must enter a country value before you can edit the address.
Address and Edit Address	Enter a country value if one is not specified, and click the Edit Address link to add or update the address information on the Edit Address page.

Phone

Email

Defining Vendor Product Information

Access the Vendor Products page.

Product Description and Short Description	Enter a description and short description for the vendor's product offering.
Product Type	Enter a product type. Product type values are defined on the Product Types page.
Pricing Type	Enter a pricing type model for this product. Pricing model values are defined on the Pricing Types page.
Quantity	Enter the number of offerings for this product.
Cost	Enter the cost of this product, for one product packaging unit. If you associate this product with a catalog item, the activities for that catalog item inherit the cost that you define here. The amount displays on the Activity Costs page and is included in the total estimated costs that also appear on that page.
Payment Terms	Enter the terms in which payment for this product is required. Payment terms are delivered with the system as translate values and you can modify them.
Product Packaging	Enter the product packaging unit of measure for this product. Product packaging values are defined on the Product Packaging page.
Currency	Enter the type of currency for this product. Currency codes are delivered with the system.
Contract Description	Enter a brief description of the contract that you have for the product.
Vendor Contract ID	Enter the vendor contract ID code, if any.

(FRA) Defining Financing Organizations

To set up financing organizations for France, use the Financing Organizations (LM_FIN_ORG_MAIN) component. When defining activity costs, administrators can specify which costs are financed and can select the financing organization.

This section lists the pages used to define financing organizations. The pages contain a subset of the same fields that you use to define customers.

Pages Used to Define Financing Organizations

See Also

Defining Customers

Reviewing and Updating Internal Learner Data

This section provides an overview of internal learner data, lists prerequisites, and discusses how to:

• Review internal learner profiles.

• Review internal learner job data.

• Review internal learner address information.

• Specify learning preferences.

Understanding Internal Learner Data

Internal learners are individuals who have a record in your HR system. Enterprise Learning Management creates profiles for internal learners when you use EIPs to import person data from an HR system. (If you import data from PeopleSoft HR 8.9 and above, internal learners include employees, contingent workers, and persons of interest.)

Learner profiles store learners' contact information and preferred communication method; job and employment information; and address history. Administrators can view, but not update imported information in Enterprise Learning Management. However, after profiles are created, you can update the assigned learning environment, select the preferred communication method, and specify learning preferences (learner attributes) for each learner.

When a learner is terminated in the HR system, the learner's status is set to Inactive in Enterprise Learning Management.

Prerequisites

Before you can view or update internal learner data, you must import the data from an HR system.

See Understanding Person and Organization EIPs.

Pages Used to Review and Update Internal Learner Data

Reviewing and Updating Internal Learner Profile Information

Access the Person Info page.

Primary Learner Information: Profile Information

Primary Learner Information: Personal Data

Primary Learner Information: Primary Communication

The system displays the internal learner's primary communication information, as defined on the Address History page.

Learner Name

Access the Person Info page. Click the Learner Name link.

Type of Name	Displays the name type. See Setting Up Name Types.
Effective Date	Displays the effective date for each name that is within a name type.
Format for Country	Displays the country format. No code is connected with this field.

Learner Name: Person Name

The fields in the Person Name group box display the learner's name information.

Reviewing Internal Learner Job Data

Access the HR/Job Data page.

Learner ID

The system assigns a sequential learner ID to the user when person data is uploaded to Enterprise Learning Management.

Learning Environment

When you import learner data, the system assigns the learning environment that is associated with the learner's department. (If the learner has multiple jobs, the learning environment is based on the primary job.) If you import an internal learner for whom no department learning environment has been defined, the system assigns to the learner the learning environment selected on the Install Defaults - General page. See Setting Up General Installation Defaults. Learning environments are defined on the Learning Environment - Basic Data page. Important! For users who are defined in your system as both internal learners and administrators, the learning environment on the HR/Job Data page controls the user's access as a learner, to the self-service pages. Learning environments that are assigned to the user through the Learning Environments (LM_LE_CMP) component control access to administrator tasks. The administrator can use the Set Learning Environment (LM_ADMIN) component to select the learning environment for the current Enterprise Learning Management session. See Setting the Current Learning Environment.

HR/Job Information

Reviewing Internal Learner Address Information

Access the Address History page.

Address Type	Displays the address type. Address type values are defined on the Contact Method Type page.
Primary	Identifies an address as primary.
Effective Date and Status	Displays the effective date and status for the address type.
Country	Displays the country for the address.
Address	Displays the internal learner's address information.

Phone

Email

Defining Internal Learner Attributes

Access the Learner Attributes page.

Learners can use the self-service pages to update their learning preferences.

Reviewing and Defining External Learner Data

To define profiles for external learners, use the External Learners (LM_PERSON_EXT) component.

This section lists prerequisites and discusses how to:

• Define external learner profile information.

• Define external learner address information.

• Define external learner attributes.

Prerequisites

Before you define profiles for external learners:

• Define user IDs for external learners.

• Define learning environments.

• Define customer organizations.

• (Optional) Define purchase orders and training units.

• (Optional) Define learner attributes.

Pages Used to Define External Learners

Defining External Learner Profile Information

Access the Profile Info page.

Primary Learner Information: Profile Information

Primary Learner Information: Personal Data

Primary Learner Information: Job Information

Primary Learner Information: Payment Method

Primary Learner Information: Primary Communication

The system displays the external learner's primary communication information, as defined on the Address History page.

Learner Name

Access the Profile Info page. Click the Learner Name link.

Type of Name	Select the name type. The delivered name type values are: Preferred and Primary.You can define additional name types on the Name Types page. See Setting Up Name Types.
Effective Date	Enter the effective date for each name that is within a name type.
Format for Country	Enter the country format. This field has no code connected with it.

Learner Name: Person Name

The fields in the Person Name group box display the learner's name information. Click the Refresh the Name Field button to update the display of the external learner's name.

Defining External Learner Address Information

Access the Address History page.

Address Type	Select an address type. Address type values are defined on the Contact Method Type page.
Primary	Select to identify an address as primary. Every external learner must a primary address.
Effective Date and Status	Enter the effective date and status for the address type.
Country	Enter the country for the address. You must enter a country value before you can edit the address.
Address and Edit Address	Enter a country value if one is not specified, and click the Edit Address link to add or update the address information on the Edit Address page.

Phone

Email

Defining External Learner Attributes

Access the Learner Attributes page.

This page is the same page that you use to define learning preferences for internal learners.

See Also

Defining Internal Learner Attributes

Updating Personal Profile Information

This section lists pages that learners can use to view or update personal profile information.

External learners can update their personal profile information through self-service pages. Internal learners can view personal information that is imported from an HR system and can update their learner preferences.

Pages Used to Update Personal Profile Information

Defining Instructors

To define instructor profiles use the Instructors (LM_INSTR) component.

This section lists prerequisites and discusses how to define instructor data.

Instructors are internal or external learners in the system that you can assign to activities, activity sessions, session patterns, and session templates. You also assign an instructor as a coordinator for the program. In addition to an instructor's profile information, which you define through the Internal Learner or External Learner component, you must define the learner as an instructor on the Instructor page. Some of the information that you define for an instructor includes teaching location preferences, areas of expertise, primary language, cost, and learning environment. In addition to entering instructor information on the Instructor page, instructors can access and update a limited amount of their information through the Instructor Preferences self-service component.

See Also

Updating Instructor Preferences

Prerequisite

Before you can set up instructor data, you must first define the instructor as a learner in your system. You can do this through the Internal Learner or the External Learner components.

See Also

Reviewing and Updating Internal Learner Data

Reviewing and Defining External Learner Data

Page Used to Define Instructors

Defining Instructor Data

Access the Instructor page.

Status	Enter the status of this instructor record.
Cost	Enter the cost of the instructor, for financial and budget calculations. This is a base cost.
Currency	Enter the currency code with which the cost is associated. Currency code values are delivered with the system as translate values, and you can modify them.
Cost Type	Once you attach items to a session, click the Calculate Costs button on the Activity Costs page for the system to calculate the cost of the session. The process finds all of the instructors that are attached to all of the sessions of an activity. For each session, it creates a line in the Activity Cost table. Enter a cost type value. Options are: Day: The process counts each session as a day (no partial days) and multiplies the number of days by the cost. Fixed: The process uses a fixed cost that you specify. Hour: The process uses the session start and end times to determine how many hours the instructor teaches over the course of the activity and multiplies the amount by the per hour cost. Student: The process multiplies the cost per student with the quantity that you enter on the Activity Costs page. Week: The process assumes a five-day week, and it counts all of the days that the instructor is teaching with each session being a day, divides the result by five, and rounds up. The resulting number of weeks is multiplied by the cost.
Full-Time Instructor	Select if this is a full-time instructor. Note. (FRA) When this check box is selected and you export cost data for activities that are taught by this instructor to the Administer Training business process in PeopleSoft Enterprise Human Resources, the system also transmits the instructor's full time status. The Administer Training business process determines how to address the instructor salaries in the 2483 report when the indicator is present.
Expertise	Enter the primary field of knowledge for the instructor. This is a free-form field and is informational only.
Vendor	Enter the vendor with which this instructor is associated.
Instructor Notes	Enter any notes or comments that you have about the instructor. These are not visible to the instructor on the self-service Instructor Preferences page.

Instructor Qualifications

Teaching Preferences

Teaching Location Preferences

Select all of the instructor's teaching location preferences. This is for informational purposes only.

Attachments

Use the Attachments section to attach any type of file that is associated with this instructor—for example, the instructor's curriculum vitae, evaluation ratings, or any other information that you want to store for this instructor. The instructor can view the attachments through the self-service Instructor Preferences page.

Learning Environments

Updating Instructor Preferences

This section discusses how instructors can update their teaching preferences.

Page Used to Update Instructor Preferences

Defining Instructor Preferences

Instructors access the Instructor Preferences page.

Instructors use this page to update their teaching preferences. Updates to this page simultaneously update the corresponding values on the Instructor page. Not all values are available for the instructor to update. For example, Learning Environment is a value on the Instructor page, but it is not a value on the Instructor Preferences page.