Understanding Management of Learning Activities This chapter provides an overview and discusses how to:
Define activity details.
Add learning components to activities.
Define learning component completion rules.
Clone activities.
Add attachments and files to activities.
Assign activity costs.
Send activity notifications.
Understanding Management of Learning Activities This section lists prerequisites and discusses:
Learning activities.
Basic learning component types.
Activity templates.
Prerequisites
Before you can set up learning activities, you must:
Define catalog items.
Define equipment, materials, facilities and rooms, instructors, and session pattern templates (if applicable).
(Optional) Define session pattern templates.
Set up learning component types.
Management of Learning Activities An activity is an instance of a catalog item. If you think of a catalog item as a course, then an activity would be a class. Activities are comprised of learning components, which are characterized by how they deliver instructional content to learners. For instance, learning components can be instructor led and scheduled, or they can be web-based and self-paced. Learning components are the building blocks that comprise an activity. Activities contain at least one learning component, but they could contain as many as needed to reach the learning objectives of the class. So, for example, a single activity could be comprised of a web-based test, an in class session, and an online student evaluation survey. This flexibility enables you to mix instructor led and self-paced components as appropriate to optimally achieve the objectives of your training. Furthermore, you can create multiple activities for the same catalog item using different combinations of components. This enables you to cater to the different learning styles, conditions, and needs of a diverse learner base.
To define a learning activity:
Define activity details, such as pricing, learning period, duration, enrollment limits, waitlist rules, and drop rules.
Define the learning components that make up the activity.
See Managing Web-Based, Test, and Survey Learning Components.
See Managing Session, Webcast, and Assignment Learning Components.
Define completion rules for the activity.
(Optional) Add materials, attachments, and notes to the activity.
(Optional) Calculate the estimated costs of the activity.
Activate the activity on the Activities - Activity Details page.
Run the Create Catalog Index process so that the new activity appears when searching the learning catalog.
Every learning activity has a delivery method, which you define at the catalog item level. Delivery methods set defaults for new activities and ease the searching and browsing of the catalog by indicating to the learner the available activities (differentiated by delivery method) for a catalog item. For example, you can offer the catalog item “Communication Etiquette” two ways, through a self paced offering and through a scheduled offering. So depending on the learner's preference, he or she could choose the activity that best suits his or her needs. You can define as many delivery method types as you like.
See Defining Delivery Method Types.
Learning activities cannot include curricula, items, or other activities. The system tracks the following information at the activity level: fees, costs, continuing credit units, minimum and maximum number of learners, and waitlists. In addition, learning activities can have a learning period, such as learners must complete the activity 30 days after they enroll. You cannot define a learning period for a learning component. However, you can define a duration for each learning component. Component duration is how long the component is expected to take a learner to complete, such as 1 hour for reading a chapter, or 4 hours for completing web-based content. Duration is informational only. You can also define duration for an activity in addition to the activity's learning period.
Tracking Progress
Learners can check progress towards the successful completion of a learning activity by viewing the Activity Progress pages. There they can view completion status, attendance status, passing status, scores, and grades.
Managers also use the Activity Progress pages to track their team members' progress.
Administrators and instructors can view learner progress on the Activity Roster and Component Roster pages.
See Also
Maintaining Learning Records and Objectives through Self-Service Pages
Managing Attendance and Grading
Basic Learning Component TypesYou can define as many learning component types as you want, but you must associate every learning component type with one of the six delivered basic learning component types: web-based, session, webcast, test, survey, or assignment. You associate the learning component types that you create with a basic learning component type so the system knows what information needs to be defined for the learning component and how to track learner progress in that component.
See Also
Defining Delivery Method Types
Activity Templates
Activity templates may be used to quickly create new catalog items and activities, or activities from existing catalog items, or multiple items and activities in a single job.
See Defining Activity Templates.
Defining Activity DetailsTo define activity details, use the Activities (LM_ACT) component.
This section provides an overview and discusses how to:
Define activity details.
Send ad hoc activity notifications.
Understanding Activity Details When you create an activity, you define details such as pricing, learning period, duration, enrollment limits, waitlist rules, drop rules, completion rules, attachments, and activity costs. Some of this information comes by default from the activity's corresponding catalog item and delivery method at the same time the activity is created.
You must associate learning activities with one or more learning environment and learner group. Learning environments and learner groups are security measures that limit access to activities (and catalog items) based on the learning environment and learner group with which the person is associated. If a learner is not associated with a learner group with which the activity is associated, he or she cannot view or enroll in the activity. You can only associate activities with learning environments and learner groups that are already associated with the activities' corresponding catalog item.
Page Used to Define Activity Details
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Page Name |
Object Name |
Navigation |
Usage |
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LM_ACT |
Enterprise Learning, Catalog, Maintain Activities, Activity Details |
Define the activity in terms of such things as minimum and maximum attendees, size of the waitlist, last enrollment date, drop dates and penalties for drops, and fees and reminders. |
Define Activity DetailsAccess the Activities - Activity Details page.
Note. When you modify the Activity Code, Status, Start Date, or End Date fields you must re-build the catalog index before the learning catalog reflects the changes. You must also re-build the catalog index if you add or delete learning environments or learner groups. You can run the Build Catalog Search Index (LM_VER_IDX) application engine process manually, or you can schedule it to run at predetermined intervals.
See Updating the Catalog Indexes.
General Information
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Activity Code |
The activity code appears on the course catalog and during registration and is used by administrators, instructors, and learners to identify specific activities. The value that you enter must be unique if the Activity Code Option on the Install Defaults - General page is set to Restricted. If that option is set to Restricted by LE, the value you enter must be unique to your learning environment. |
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Start Date |
Enter the activity's start date. This is the fist day learners can launch content from activities that contain web-based, survey, and test learning components. The system uses this date to determine when to send activity reminders if you enter a value in the Send Reminder field. It also uses this value to determine when to send the minimum enrollment notification if you enter a value in the Min Enroll Days field, and it uses this value to determine the last date a learner can drop the activity without incurring drop charges if you entered a value in the Last Drop field. |
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End Date |
Enter the activity's end date. This is the last day learners can launch content from activities that contain web-based, survey, and test learning components. The end date is also the last date learners can enroll in the activity, unless the last enrollment date set for the activity comes first. In addition, the activity end date triggers the Auto Mark Activity Completion process if you selected the Auto Mark Completion check box. End date also triggers the Learning Period Expiration notification (LM_ACT_LRNPD) when the end date precedes the end of the learning period. Note. When you enter both an activity end date and a learning period, the system uses the date that comes first to determine the end of the activity. Important! (FRA) If you plan to generate the 2483 report with cost data that you export to the Administer Training business process in PeopleSoft Enterprise Human Resources, it is recommended that you set the end date of self-based activities to December 31 and clone the activity for each subsequent year the activity is offered. The end date ensures that the 2483 report includes only those costs that are attributable to the reporting year. |
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If enrollment in the activity requires approval, select the approval process definition here. The approval process definition defines the conditions under which enrollment must be approved and who must give their approval. The system populates this field by default from the Item Details page. |
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Special Approver |
This field is applicable when you select a value in the Approval Type field. You can designate any Enterprise Learning Management user as a special approver for activity enrollment. The approval process definition selected in the Approval Type field determines when the person named here is required to approve the enrollment. If the approval process does not require a special approver, the system ignores the name entered here. |
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Administrator |
Enter or select the name of the enrollment administrator from the internal and external learners in your system. |
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Primary Instructor |
This is for informational purposes only. Entering a primary instructor here can be useful for self-paced learning components (web-based, test, survey, assignment) that do not have instructors assigned at the learning component level. The system does not process any costs associated with instructors entered here. The system only uses instructors added to session templates, session patterns, or sessions to calculate costs for an activity. The system populates this field by default from the Delivery Method page. |
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Status |
Set the status of the activity. The status of the activity impacts enrollment in the activity as described. Values are: Active: Activity appears in the Learning Catalog and learners can self-enroll into the activity. Closed: Activities that are closed appear in the learning catalog for learners in self-service but learners cannot self-enroll. Whenever an activity is closed, only the learning administrators can enroll learners into that activity. Concluded: Concluded activities do not appear in the learning catalog for learners to view or enroll in through self-service. Concluded activities are available to administrators and they can enroll learners into this activity. An administrator must mark this status manually. Inactive: Activities that are inactive do not appear in the learning catalog for learners to view or enroll in through self-service. Whenever an activity becomes inactive, all enrollments (except for those that are completed or incomplete) are automatically dropped, and an email notification is sent to all the learners (whose enrollments are dropped). Pending: This is the default for activities when they are first created. Activities with an enrollment status of pending can be viewed and managed by administrators but cannot be viewed or enrolled in by learners through self-service. Note. You cannot save activities with Active, Closed, or Concluded statuses that do not have any learning components. |
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Language |
Indicate the language the activity will be offered in. |
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Enter the number of continuing education units that you want accredited to the learner on completion of this learning activity. The value is for informational purposes only. The system populates this field by default from the Items Detail page. |
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Owner |
The owner is the person who is notified when the minimum enrollment is not met for the activity. By default, the system displays the name of the administrator who creates the activity. The Owner field works in conjunction with the Min Enrollment field and the Min Enroll Days field. Workflow must be activated for the minimum enrollment notice to be sent. |
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Select the currency code that applies to the monetary amounts entered in this group box. The system populates this field by default from the Delivery Method page. |
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Enter the price you are charging internal learners to enroll in this activity. Internal learners are learners that you track in your human resource database, such as employees, contractors, and workers. The system populates this field by default from the Delivery Method page. |
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Enter the amount you want to charge internal learners for dropping this activity after the drop period, as defined in the Drop Period group box. |
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Enter the price you are charging external learners to enroll in this activity. External learners are those who you do not track in your human resource database, such as non employees. The system populates this field by default from the Delivery Method page. |
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Enter the amount you want to charge external learners for dropping this activity after the drop period, as defined in the Drop Period group box. The system populates this field by default from the Delivery Method page. |
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Price |
Enter the number of training units you want this activity to be worth. If you selected training units as a payment option on the Learning Environments - Defaults page, external learners will see the value you enter here when registering for the course. The system populates this field by default from the Delivery Method page. Note. Training units only apply to external learners. |
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Enter the number of training units you want learners to be charged after dropping the activity after the drop period. The system populates this field by default from the Delivery Method page. |
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Learning Period |
Enter the number of days after the start date or enrollment date (whichever is greater) that learners have to complete the activity. The end of a learning period triggers the Auto Mark Activity Completion process, which sets the learner's learning component and activity completion statuses to Completed or Not Completed, depending on whether the learner achieved the requirements for completion. The system populates this field by default from the Delivery Method page. Learning periods are particularly useful for learning activities that contain web-based, test, or survey learning components. Note. When you enter both an activity end date and a learning period, the system uses the date that comes first to determine the end of the activity. |
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Enter the number of days before the end of the learning period that you want the system to send an email notification to the learner expressing that the learning period is about to expire. The warning will also be sent based on the end date if it comes before the end of the learning period. This field triggers the PeopleSoft Application Engine process to send the Learning Period Expiration notification (LM_ACT_LRNPD) |
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Days, Hours, and Minutes |
Enter an estimate of how long the activity should take. This should be the total of the durations of the learning components that make up this activity, plus any other time you think it might take the learner to complete. The activity duration you enter here appears on the Activity Details and Activity Progress pages. Learning component durations do not roll up to the activity durations, so you must enter it manually if you want to provide a duration estimate to learners. Duration is not related to learning period. Duration is the amount of time the learning activity should actually take to complete, whereas the learning period is the amount of time the learner has to complete the activity. Most often the learning period will be longer than the duration. The system populates this field by default from the Delivery Method page. |
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Display Start and End Date |
Select if you want to display the activity start and end date to learners. The default for this field is selected. Clear this field to display “- -” to learners in enrollment notifications and in the activity header on the Activity Details and Progress pages. Learners also see “Anytime” in the Start Date column on the <Activity Name> page. Clear this field if displaying the start date would be confusing to learners, such as for a self-paced activity in which the start date is often not applicable to learners. |
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Send Reminder |
Enter the number of days from the activity start date that you want an email sent to learners and instructors reminding them about the start of the activity. Alternatively, you can specify a particular date for the reminder to be issued in the Reminder Date field. A scheduled PeopleSoft Application Engine process performs the activity reminder notification. See Activity Reminder. |
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Reminder Date |
Enter the date on which you want an email sent to learners and instructors reminding them about the start of the activity. Alternatively, you can enter in the Send Reminder field the number of days before the start date that you want the reminder sent. A scheduled PeopleSoft Application Engine process performs the activity reminder notification. |
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Reminder Template |
Select an email template from the templates that you have set up. You set these up in PeopleTools, Workflow, Notifications, Generic Templates. PeopleSoft delivers the following default reminder template: LM_ACT_RMNDR. See PeopleSoft Workflow, Using Notification Templates, Using Generic Templates |
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Max Enrollment (maximum enrollment) |
Enter the maximum number of learners you want to enroll in this activity. When this number has been reached, the system closes the activity to further enrollment unless overbooking is permitted, in which case the system continues to enroll learners up to the user-specified overbook percentage. If waitlisting is also permitted, learners become waitlisted when the overbook percentage is reached. The system populates this field by default from the Delivery Method page. The system uses the number that you enter here when calculating the per seat cost of the activity if the maximum number of learners enroll. You must enter a maximum enrollment value in order to calculate per seat costs. Note. If an administrator enrolls a waitlisted learner after the maximum enrollment number has been met, the system increments the maximum enrollment number by one. For example, if the maximum enrollment number is 10, the enrollment total is 10, the overbook percentage is zero, and the enrollment limit is enforced, the system increments the maximum enrollment number from 10 to 11 when the administrator uses the Maintain Enrollments component to enroll a waitlisted learner. |
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Enrollment Total |
Displays the number of learners who have successfully enrolled in the activity. The total reduces if enrollments are cancelled or postponed. The enrollment process keeps this field updated. |
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Total Open Enrollment |
The system displays the total amount of seats that are currently available for open enrollment. The system derives this number by increasing the maximum enrollment number by the overbook percentage, then subtracting the number of reserved seats, and finally subtracting the number of learners already enrolled . So if maximum enrollment equals 25, overbook percentage equals 5%, reserved seats equals 10, and 5 learners have already enrolled, then 25 + 1 [25 x .05 = 1.25] – 5 – 10 = 11. The total open enrollment would equal 11. |
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Min Enrollment (minimum enrollment) |
Enter the minimum number of learners you want to be enrolled for this activity to proceed. The system populates this field by default from the Delivery Method page. The system uses the number that you enter here when calculating the per seat cost of the activity if only the minimum number of learners enroll. You must enter a minimum enrollment value in order to calculate per seat costs. The value you enter here also triggers the Minimum Enrollment Met Alert notification (LM_ACT_MINEN). |
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Min Enroll Days (minimum enrollment days) |
Enter the number of days before the activity start date that you want the minimum enrollment notification sent to the enrollment administrator and activity owner to alert them that the minimum enrollment has not been reached. A scheduled PeopleSoft Application Engine process performs the Minimum Enrollment Met Alert notification (LM_ACT_MINEN). This notification gives the activity administrator and owner the opportunity to cancel this activity due to low enrollment. The system populates this field by default from the Learning Environments - Defaults page. |
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Enter the percentage above the maximum enrollment value that you will allow enrollment. The overbook value, multiplied by the maximum enrollment number, is the total number of enrollments that the system accepts before the system assigns the waitlist status to a learner who tries to enroll in this activity. The system populates this field by default from the Learning Environments - Defaults page. |
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Enter the number of seats you want available in reserve. Only training administrator can enroll learners into reserved seats. Use reserved seats to reserve seats for groups of learners without naming specific learners. For example, you could reserve seats for new hire orientation, where you have a large number of learners who will enroll but who are not yet in your system. You can revise the number of reserved seats at anytime. |
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Last Enroll (last enrollment) |
Enter the number of days Before the Start Date or After the Start Date to indicate the last day enrollment is permitted. This is useful, for instance, when you want to close enrollment to accommodate the ordering of materials for the activity. You can set days in this field or a specific date in the Last Enroll Date (last enrollment date) field. The system populates this field by default from the Learning Environments - Defaults page. |
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Last Enroll Date |
Enter a date that represents the last day on which enrollment into this activity is permitted. Alternatively, you can specify how many days before or after the activity start date learners can enroll in the Last Enroll field or you can set the last enroll date at the activity start date by selecting the Last Enroll Date = Start Date check box. |
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Last Enroll Date = Start Date |
Select if you want the last day learners can enroll in this activity to equal the activity start date. Alternatively, you can enter a last enrollment date in the Last Enroll Date or you can specify how many days before or after the activity start date learners can enroll in the Last Enroll field. |
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Enforce Enrollment Limit |
Select to prevent learners from enrolling in this activity when the maximum enrollment number plus the overbook percentage is reached. You must select this check box to have the system generate a waitlist for this activity. Clear the check box if there is no maximum enrollment limit. The system populates this field by default from the Delivery Method page. |
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Restrict to Programs |
Select if you want this activity to only be available to a learner who is enrolled in programs that require this activity for completion. Administrators can enroll learners in activities that are restricted to programs by using the Enroll Learners component. See Selecting Learning Activities and Programs. See Managing Programs. |
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Enable Waitlist |
Select if you want the system to accept waitlisted learners for this activity when the maximum enrollment number has been reached. If overbooking is permitted, the system does not waitlist learners until the overbook percentage is reached. The system populates this field by default from the Delivery Method page. |
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Waitlist Capacity |
Enter the maximum number of learners that the system can put on the waitlist. The system populates this field by default from the Delivery Method page. |
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Waitlist Total |
Displays the number of learners on the waitlist. The enrollment process increases or decreases this number as learners are added to or removed from the waitlist. |
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Waitlist Threshold |
Enter the number of learners on the waitlist that will trigger a notification to the administrator. |
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Last Drop |
Enter the number of days Before the Start Date or After the Enrollment Date that a learner can drop the activity without paying the drop fee. Alternatively, you can enter a specific date in the Last Drop Date field. The system populates this field by default from the Learning Environments - Defaults page. |
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Last Drop Date |
Enter the date until which a learner can drop the activity without paying the drop fee. |
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Last Drop Date = Start Date |
Select if you want the last day learners can drop this activity without having to pay a drop fee to equal the activity start date. |
Grades and Attendance
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Select to have the system automatically update completion statuses at the completion of an activity. The rules for marking attendance depend upon the learning components within the activity. The system populates this field by default from the Delivery Method page. |
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Launchable from History |
Select if you want the links associated with web-based, test, or survey learning components to be launchable from the learner's All Learning page after the activity achieves a completion status of Completed or Not Completed. The system populates this field by default from the Delivery Method page. Note. You must select this check box if you select Allow Completion from History. |
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Select if you want the enrollment process to enforce required activity prerequisites. If this check box is cleared, the activities' required prerequisites will not be enforced during enrollment. Even if this check box is selected, the learning administrator can still override prerequisites for individual learners during group and mass enrollment. Managers cannot override prerequisites for a learner directly, but can use the Supplemental Learning page to give learners waivers on catalog items, objectives, and programs. The system populates this field by default from the learning environments defaults or installation defaults. Define prerequisites on the Item Details - Prerequisites page. |
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Mark Completion After |
If you selected the Auto Mark Completion check box, enter the number of days after completion of the activity that the system is to automatically update the attendance and passing statuses. If the value is 0, the system updates the attendance records on the completion date. The system populates this field by default from the Delivery Method page. |
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Allow Completion from History |
Select if you want learners to be able to complete learning activities that have web-based, test, or survey learning components after the activity achieves a completion status of Completed or Not Completed. For example, if a learner does not pass or complete an activity the first time through he or she can return later to try to complete it. If the Launchable from History check box is selected and this check box is cleared, then learners can launch the content but their progress will not be updated and no changes will be made to the learning activity's completion or passing status. Note. If you select this check box be sure to also select the Launchable from History check box. |
Learning Environments
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By default, the administrator's learning environment is listed here. You can associate other learning environments with this activity provided the learning enviroments are also associated with the corresponding catalog item. The learning environments selected here control which learner groups you can associate with the activity. |
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Primary |
Indicate the primary learning environment. |
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Default Learner Groups |
When you click this button, the system adds all learner groups that are associated with the activity's catalog item for this learning environment. For example, say that the catalog item is associated with the North America learning environment and with two learner groups for North America. When you click the Default Learner Groups button on this page, the system automatically associates both learner groups with this activity. |
A learner must be a member of a learner group that is listed here to access this activity when browsing or searching the catalog. When you click the Default Learner Groups button, the system lists the defaulted learner groups. You can make access to the activity more restrictive by removing learner groups or by combining learner groups, but you cannot add learner groups that are not already associated with the related catalog item.
To further define learner group access, click the Edit Learner Group Security link. This causes additional fields to appear:
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Relationship |
Specify how this learner group is related to others in the list when used to determine whether or not a person has access. Values are: And: A learner must be a member of both this learner group and the next in the list. Or: A learner must be in this learner group or the next in the list. End: A placeholder for the last learner group in the list. The system ignores any learner groups that are listed after End. To define security such that a learner must be a member of learner group A, and a member of learner group B or C, you must reuse learner group A. The resulting security would look like this: Learner group A and Learner group B or Learner group A and Learner group C end. Important! Associate an activity with at least one learner group. If you do not select a learner group, learners cannot access this activity. |
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Clone Activity |
This button is enabled after you save an activity. It enables you to clone and modify the activity. |
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Delete Activity |
Click to delete the activity. If the activity has any enrollments, the button is hidden. |
See Also
Adding Learning Components to ActivitiesThis section discusses how to add learning components that comprise the activity.
Page Used to Add or Edit Learning Components
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Page Name |
Object Name |
Navigation |
Usage |
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LM_LC |
Enterprise Learning, Catalog, Maintain Activities, Learning Components |
Create or edit the learning components that comprise this activity. |
Adding or Editing Learning ComponentsAccess the Activities - Learning Components page.
Click Add Component to add a learning component to this activity. Click Edit to edit a learning component. You must add at least one learning component to every activity.
See Also
Managing Web-Based, Test, and Survey Learning Components
Defining Learning Component Completion Rules This section discusses how to:
Define learning component completions rules.
Define component duration.
Pages Used to Define Learning Component Completion Rules
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Page Name |
Object Name |
Navigation |
Usage |
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LM_LC_CMPL |
Enterprise Learning, Catalog, Maintain Activities, Completion |
Define passing and completion requirements for each learning component within the learning activity. |
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LM_LC_DURATION |
Click the Set Duration link on the Activities - Completion page. If completion has already been set, the link displays the defined duration. |
Enter the amount of time that you estimate the learning component will take to complete. |
Setting Learning Component Completion RulesAccess the Activities - Completion page.
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Enforce Component Order |
Select to force learners to complete learning components in order, as defined in the Order field. If this check box is cleared, the system does not prevent learners from starting and completing learning components out of order. The learning components still appear to learners in the order you establish, but the order is not enforced. By default this field is cleared. |
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Select if you want a learner to be required to complete this learning component to complete the activity. If you do not select this check box this learning component is optional for the learner. The system selects this check box by default. There is an exception when a learner does not need to complete and pass a required learning component. If this activity contains a learning component type of test, and you select the Test Out option, then learners can complete the activity by completing and passing the test out, even if there are other required learning components. Note. Select Required for all webcast learning components. When a webcast learning component is not required, the completion engine updates the learner's completion status to completed for the learning component as soon as he or she launches the webcast. If the learner were to leave the webcast before completing it the link from which the learner launches the webcast disappears since the system considers it completed. To avoid this situation, always select this check box for webcast learning components. |
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Order |
Enter the numerical order in which you want the system to list the learning components to the learner on the Activity Progress page. If you selected the Enforce Component Order check box, the system would force the learner to complete the learning components in the order you establish here. If the components were web-based, only the learner's current learning component is available to launch at that time. When the learner completed one learning component, the next learning component in order becomes available. |
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Click the Set Duration link to access the Recommended Duration page, where you enter the amount of time that you estimate the learning component will take to complete. |
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Select to require that in order to successfully complete a learning component learners must receive a passing status of pass for this learning component. The passing status for a component can be set in one of two ways, either manually from the activity roster, or automatically by the system comparing the learner's score passed back from the web-based content to the minimum passing score set for the component. Learners' scores are automatically tracked for Aircraft Industry Computer Based Training Committee (AICC) or Sharable Content Object Reference Model (SCORM) content and for webcasts. If the Passing Required check box is cleared, then the learner does not need to pass the component in order to successfully complete that component. |
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Enter the minimum score a learner must achieve on this learning component to receive a passing status of pass. The system uses this score to determine if a learner passed the learning component by comparing the score that you enter here to the scores retrieved from AICC and SCORM compliant content, or from third-party webcast vendors. |
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Send Activity Notifications |
Click to send ad hoc activity notifications by email. |
See Also
Understanding Attendance and Grading
Defining Component Duration
Access the Recommended Duration page.
Enter the estimated amount of time it should take learners to complete this component. The values entered here appear for the component on the Activity Details and Activity Progress pages. When you generate training plans the system uses the value in the Hours field to estimate the training costs associated with the plan.
The published duration defined for an activity on the Activity - Details page is not derived from the component durations that you define here. Therefore, you can define a published duration for the activity that differs from the sum of the component durations. For example, a learning component duration could be set to 30 minutes, but the activity duration could be set to two weeks.
(FRA) If French features are enabled for the administrator's learning environment, the system converts the values that you enter here to the default value that is displayed for the component duration on the Hours tab of the Learner Roster page. The system converts days and minutes into hours, treating one day as equal to 8 hours.
See Also
(FRA) Managing French Regulatory Requirements
Adding Attachments and Files to Activities This section provides an overview and discusses how to set up activity materials and attachments.
Understanding Attachments
Attachments are any files that you provide learners and instructors through the activity, such as textbook materials, handouts, or a syllabus. You find file attachment functionality throughout Enterprise Learning Management. File attachments can either be stored in a database table or on a specific file transfer protocol (FTP) server directory. You can change the default storage location by modifying various uniform resource locator (URL) definitions.
See Also
Attachment Location Uniform Resource Locators (URLs)
Pages Used to Add Attachments and Files to Activities
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Page Name |
Object Name |
Navigation |
Usage |
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LM_ACT_MTRL |
Enterprise Learning, Catalog, Maintain Activities, Materials/Attachments |
Specify previously defined materials to be used during the activities. You can also attach relevant non defined material. |
Setting Up Activity Materials and Attachments Access the Activities - Materials/Attachments page.
Material Tab
Select materials from those that you have set up, specify the quantity, and set the status to Progress or Shipped. You can also specify who the owner of the material is.
Select Progress when you are in the process of assembling the materials, or when you have placed an order with a supplier for the materials and are still waiting to receive them. Update to Shipped when the supplier or carrier advises you that the order has been dispatched and provides you with shipping details, some of which—such as tracking number—you can add to the Shipping page.
For materials that you must have shipped to you, you can enter the shipping date, the carrier—enter text in this field because it contains no stored values—and the shipper's, or carrier's, tracking number.
Activity Notes
Select the Display to Learner check box if you want the notes that you enter here to appear to the learner on the learner's Item Detail page and Activity Detail page. If the note is too long to appear on the page, the learner can click a link to see the whole note.
Assigning Activity Costs
This section provides an overview and discusses how to manage activity costs.
Understanding Activity CostingUse activity costing to estimate the cost of an activity. The system automatically calculates the costs of some resources, but you can also manually add and edit activity costs.
The system calculates and reports the costs of:
All instructors who are attached to all sessions of the activity.
All equipment that is attached to all sessions of the activity.
All rooms that are attached to all sessions of the activity.
All materials that are attached to the activity.
The content for the activity, which comes from the cost field of the associated delivery method.
The vendor product cost defined for the activity's catalog item.
If you attach a piece of equipment to a room, the cost of that item is not automatically calculated. If you want to cost the item to the activity, then depending on your specific requirements, you can:
Add the equipment cost to the room cost.
Add a cost line manually to the Activity Costs page.
After total costs are calculated, the system calculates the minimum and maximum enrollment costs and the cost per seat for the minimum and the maximum number of learners enrolled.
If you enter a cost when defining equipment, instructors, or rooms, you must specify the cost type. The cost type represents the unit of measure the cost represents and affects how the system calculates activity costs. The following table describes how the system handles each cost type:
|
Cost Type |
How Costs are Calculated |
|
Hour |
The system calculates the number of hours that the item has been used by adding together the difference in hours between the start and end times for each session. This becomes the cost quantity, and the total cost is item (or unit) cost multiplied by quantity. The system rounds hours up to the nearest whole hour. |
|
Day |
Each session counts as a day. If your usage—that is, your session duration—within a whole day is short, you should consider changing to an hour cost type. Sometimes you may have multiple sessions in a day, such as a morning session in one room and an afternoon session in another room. If the sessions have the same instructor and the instructor is costed by the day, the day cost applies only once. |
|
Week |
The total number of days of the activity (irrespective of the total number of sessions in those days) is divided by a standard working week number of days—5. The system rounds up partial weeks. Again, you have the option of using a smaller unit cost type if it suits your costing procedures better. |
|
Fixed |
The only calculation is to multiply by quantity, which is always one for equipment, instructors, and rooms. Materials are always a fixed cost, but when you attach them to an activity, you enter the quantity. If the delivery method or vendor product has a cost, it is always a fixed cost, and the quantity is automatically one. |
|
Student |
The system multiplies the cost by the number of students that you enter on the Details tab on the Activity Costs page. |
Note. You can override the quantity for a cost type of Hour, Day, Week, or Student on the Activity Costs page; you cannot override the quantity for a fixed cost on this page.
Pages Used to Assign Activity Costs
|
Page Name |
Object Name |
Navigation |
Usage |
|
LM_ACT_COST |
Enterprise Learning, Catalog, Maintain Activities, Activity Costs |
Specify activity costs by cost ID. |
|
|
LM_ACT_FINCOST_SEC |
Click Details on a Cross Charge tab on the Activity Costs page. |
Select the financing organization that is funding an activity cost and specify the amount funded. |
Managing Activity Costs Access the Activities - Activity Costs page.
Note. The Cross Charge tabs appear only when the current administrator's learning environment is enabled for French features.
Activity Costs
The Activity Costs group box displays system-calculated costs.
|
Cost Category and Description |
Indicates what the cost is for. Categories include content, equipment, facility, instructor, material, and vendor—anything that has a cost associated with it. A cost category of content always has a description of Content Cost, which is the cost of the delivery method that is used for the activity. The room cost category is Facility. The cost category for equipment items that come from sessions is Equipment. Equipment that is attached to a room does not appear as a system-calculated cost. The description of the vendor cost is the name of the vendor product that is associated with the catalog item. |
|
Cost |
This is the overall cost. When the category is Equipment, Facility, or Instructor, it can be a fixed cost where the number of sessions has no effect, or a unit cost multiplied by the quantity. The quantity represents the number of times used (or booked for a session), based on the cost type of hour, day, week, or number of students. You can update the quantity on the Details tab. When the cost category is Material, the cost is the unit cost, which is automatically the fixed cost type, multiplied by the quantity, where quantity is the number of items that you specified when you assigned the material to the activity on the Materials and Attachments page. You can override the quantity on the Details tab. When the category is Vendor, the cost is the value entered in the Cost field on the Vendor Products page, which is automatically the fixed cost type, multiplied by a quantity of one. When the category is Content, the cost is the value defined in the Cost field of the Delivery Method page, which is automatically the fixed cost type, multiplied by a quantity of one. |
Activity Costs: Details
Select the Activity Costs: Details tab.
Click the Details tab in the Activity Costs grid.
|
Cost Type |
Indicates the cost frequency: Day, Fixed, Hour, Student, or Week. |
|
Quantity |
The quantity is multiplied by the unit cost to yield the total cost. You can enter a value in this field for all cost types except Content and Vendor, which have a fixed quantity of 1. When the cost type is student, no default value appears. You must enter a quantity so that the system can calculate the total cost. |
(FRA) Activity Costs: Cross Charge
Click the Cross Charge tab in the Activity Costs grid.
The Cross Charge tabs are only accessible when French features are enabled for the administrator's learning environment.
|
Chargeable |
Select if any portion of this cost is chargeable for 2483 reporting purposes. Note. For equipment and vendors, you can designate only one cost as chargeable. When you publish learning costs to Peoplesoft Enterprise Human Resources: Administer Training, the system transmits only the chargeable cost. To transmit a facility or vendor cost, other than the system-calculated amount, it is recommended that you clear the Chargeable field for the system-generated cost and enter an ad hoc chargeable cost for the desired amount. |
|
Details |
Click to access the Financing Organization page where you can specify how much of the cost is being financed and select the financing organization. |
Use the Ad Hoc Costs and Credits grid to enter costs for items that are not included in the system-calculated costs.
You could, for example, add the cost of an item of equipment in the rooms that you are using, if you haven't built the cost of the item into the room cost. (The Cost Category for room cost appears as Facility.)
You can also enter credits to offset costs that are associated with an activity.
|
Type |
Select Cost or Credit. |
|
Cost Category |
Select the cost category: Content, Equipment, Facility, Instr. Fee (instructor fee), Instructor, Material, Other, or Vendor. Select Instr. Fee to enter expenses for an instructor's meals, lodging, and other items. Select Instructor to record salary-related costs. When you select Vendor, you must also select a vendor product. You can only select from products offered by the vendor that is associated with the activity's catalog item. For credits, the only valid cost type is Other. Note. (FRA) Costs that have a cost category of Other or Content are never published to Administer Training, therefore, they are not included in the 2483 report. To have the 2483 report include expenses for student travel and other costs that Enterprise Learning Management does not publish, enter them through the Administer Training business process. |
|
Description |
When you select Other or Content as the cost category, you can enter a description of the cost here. |
|
Cost |
The system displays the total cost based on the quantity and units on the Details tab. |
Ad Hoc Costs and Credits: Details
Click the Details tab on the Ad Hoc Costs and Credits grid.
|
Cost Type |
Select the cost frequency: Day, Fixed, Hour, Student, or Week. |
|
Quantity |
For a cost type of Fixed the quantity is always 1. For all other cost types, enter the quantity. |
|
Unit Cost |
Enter the unit cost that corresponds to the unit type. |
|
Cost |
The system calculates the cost by multiplying the quantity by the unit cost. |
Ad Hoc Costs and Credits: Cross Charge
Click the Cross Charge tab on the Ad Hoc Costs and Credits grid.
This tab is similar to the Cross Charge tab on the Activity Costs grid.
Estimated Activity Costs
When you click the Calculate Costs button, the system asks if you want to reload activity costs. If you select Yes, the system resets the quantity fields for the system-calculated costs to the default values, ignoring any changes that you have made to these fields. If you select No, the system calculates the activity costs based on any updates you have made to the Quantity fields for the system-calculated costs.
When you click the Calculate Costs button, this group box shows the sum of the costs from the other two grids. The Min Enrollment Cost (minimum enrollment cost) and Max Enrollment Cost (maximum enrollment cost) fields are overall costs divided by the minimum enrollment and the maximum enrollment numbers that you entered on the Activities - Activity Details page. If minimum and maximum fields are blank, the system cannot calculate per seat costs.
When the system calculates the estimated costs for the activity, it uses the currency defined for the activity. It there are resources with other currencies, it first converts the resource costs to the activity's currency (as specified in the Pricing group box on the Activities - Activity Details page).
See Also
Setting Up Financial Integration
(FRA) Selecting Financing Organizations for Learning CostsAccess the Activities - Financing Organization page.
Select the financing organization that is funding all or part of the cost item and enter the amount financed. Use the Define Financing Organization (LM_FIN_ORG_MAIN) component to define financing organizations.
The Cost Summary group box displays the cost of the item as it appears on the Activity Costs page and the financed amount that you entered on this page. If the Chargeable check box is selected on the Activity Costs page, the system displays the Chargeable Cost, which represents the difference between the cost and the financed cost.
See Also
(FRA) Defining Financing Organizations
(FRA) Managing French Regulatory Requirements
Cloning ActivitiesThis section provides an overview of activity cloning and discusses how to clone an activity.
Understanding Activity Cloning
Enterprise Learning Management enables administrators to clone and modify existing learning activities. The cloned activity has the same attributes as the originating activity with the exception of some attributes that must be different. For example, two activities can have the same activity code and start and end dates, but you must define different session information—dates, rooms, instructors, or equipment—for each activity.
For cloned activities, the system sets the Enrollment Total, Total Open Enrollment, and Waitlist Total field values to 0.
To clone an activity:
Click the Clone link on any of the Activities pages for the activity that you want to clone.
Modify originating activity information and enter new activity information on the Activity Cloning page.
You can enter a new activity code, start date, and end date, and you can select an activity status. For a scheduled activity, you can also choose whether to copy session information.
Important! When you select the option to Copy the Activity Session Information, the system copies the exact session information—dates, rooms, instructors, and equipment—as the originating activity. Access the Sessions page for the new activity after you clone it to ensure that there are no scheduling conflicts. Fix scheduling conflicts on the Session Conflicts page.
If the originating activity has webcast sessions, you must publish the webcast session content by using the Maintain Vendor Messages (LM_LELW_MSG_LOG) component. Publish the webcast session content after you update the session information.
Click Continue on the Activity Cloning page.
The system clones the originating activity and saves the new activity. The Activities - Activity Details page for the new activity appears.
Modify activity information as appropriate.
If you selected for the system to copy session information, access the Sessions page to verify there are no scheduling conflicts and make changes on the Session Conflicts page as appropriate.
Save the new activity.
See Also
Creating Session Learning Components
Publishing Webcast Enrollment and Session Information to Vendors
Page Used to Clone an Activity
|
Page Name |
Object Name |
Navigation |
Usage |
|
LM_ACT_CLONE |
Enterprise Learning, Catalog, Maintain Activities, Activity Details Click the Clone link on any Activities page. |
Clone an activity. |
Cloning an ActivityAccess the Activities - Activity Cloning page.
|
Activity Code |
Enter an activity code. The system populates this field by default from the originating activity code. |
|
Start Date and End Date |
Enter start and end dates. The system populates the Start Date field with the current date. |
|
Activity Status |
Set the status of the activity. The status of the activity effects enrollment in the activity. Values are:
|
|
Copy the Activity Session Information |
Select to have the system copy the original activity session information. This field appears only when sessions exist for the originating activity. |
Sending Activity Notifications This section provides an overview and discusses how to send activity notifications.
Send activity workflow notifications.
Send ad hoc activity notifications.
Understanding Activity Notifications
When the Learning Period Expiration, Min Enrol Met Alert, and Activity Reminder notifications are triggered the system stores the email notifications in a temporary table. Use the Activity Notifications page to run processes that send these notifications to recipients all at once.
Use the Learning Period Expiration Application Engine process (LM_ACT_LRNPD) to send email notifications that alert learners that the learning period of an activity in which the learners are enrolled is going to expire in a given number of days.
Use the Min Enrollment Notification Application Engine process (LM_ACT_MINEN) to send email notifications that alert the activity administrator that the minimum enrollment has not been met for an activity.
Use the Activity Reminder Notification Application Engine process (LM_ACT_RMNDR) to send email notifications that remind activity instructors and enrolled learners that the activity is scheduled to start soon.
You can also send email notifications on the fly with the ad hoc Notifications page.
Note. You should schedule these process to run at least once daily.
See Also
Learning Activity Workflow Notifications
Page Used to Send Activity Notifications
|
Page Name |
Object Name |
Navigation |
Usage |
|
LM_RUNCTL_ACT |
Enterprise Learning, Notifications, Activity Enter the run control ID. |
Send activity notifications. |
|
|
LM_ACT_NOTIF |
Click the Send Notifications link on any page in the Activities component. |
Send email messages about the activity to instructors, learners, or other interested parties. |
Sending Activity Workflow Notifications
Access the Activities - Activity Notifications page.
See Also
Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler
Sending Ad Hoc Activity Notifications Access the Ad hoc Notification page.
|
Instructors and Learners |
Click to populate the To field with the email addresses of the instructors and learners who are associated with this activity. |
|
HTML |
Select to display the message in rich text HTML. This enables you to use standard HTML tags to format the text of your message. |
|
Send Notification |
Click to send the email message. A dialog box appears that enables you to confirm or cancel your email message. |
Click the Send Notification button when you are ready to send.