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 HR application.

    To set up profiles for these individuals, you import data from your 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.