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A Journey of Learning Administrator Interface in LMS- Part (II)

Hi Everyone, I am back again with my second blog post on New Learning Admin Interface which is the most significant change that LMS has received in several years with the redesigned structure and changes in the navigation and terminology. This blog post gives more insight compared to my first blog post in which I have covered New Administrator Navigation along with the advantages and disadvantages of new UI. – URL-https://blogs.sap.com/2020/04/28/journey-of-change-in-learning-administration-interface-in-lmspart-i-h1-release-2020/

In this blog post, I will be focusing on the following topics.

  1. New Administrator Navigation Components
  2. Entity Manager Navigation Components
  3. Table and Table Toolbar
  4. The terminology changes of Major Learning Administrator Terms and the impact user side (if any)
  5. Current menu navigation and terminology mapped to the new menu navigation structure
  6. Removed features
  7. Drawbacks and Limitations

1.New Administrator Navigation Components:

New Administrator Navigation gives an overview on New Administrator Navigation components as it is mentioned in the screenshot below.

2.Entity Manager Navigation Components:

Entity Manager is the new layout presented when creating, editing or managing 9 major entities in the system, which are User, Assignment Profile, Item, Class (Scheduled Offering), Library (Catalog), Curriculum, Coupons, Free of Charge Subscriptions (Subscriptions) and Purchase Order (Prepaid Account).

The entity manager is made-up of three main components: the entity header, the entity tabs, and the Entity Detail Area. Below are the images of entity manager and its components.

3.Table and Table Toolbar:

Depending on the entity and the selected entity tab, the data associated is presented in a table format. If no data has been associated, the table will present a message communicating that there are no associations with the entity.  The functions that are shown from the table toolbar are specific to the related tab.

4.The below are terminology changes of Major Learning Administrator Terms and the impact user side (if any):

LMS Area Current Term New Term User Side Impact
Content Document Document Links Yes, currently it is called Attached Documents
Content Content Network Open Content Network No
Content Follow-Up Evaluation: Application of Learning Follow-Up Survey Yes, currently it is called Survey
Content Item Evaluation: User Satisfaction Course Feedback Yes, currently it is called Course Evaluation and will change to Course Feedback
Content Questionnaire Survey Survey No
Content Filename URL No
Class Segments Time Slots Yes, currently it is called Segment
Class Registration Form Special Requests Yes
Item Blended Course Instructor-Led with Online Content Yes, currently it is called Instructor-Led and Online Course
Item Length Duration Yes
Item Thumbnail File Image No
Item Learning Event History Record Yes
Finance Order Ticket Voucher Yes
Item Blended Course Instructor-Led with Online Content Yes, currently it is called Instructor-Led and Online Course
Finance Subscription Free-of-Charge Subscription No
Finance Purchase Order Prepaid Account Yes
Finance Coupon ID Coupon Code Aligning with User interface
General Notification Email Notification No
General Subordinate Direct Report Yes, on the Manager (Supervisor) interface.
General My Employees My Team Yes, on the Manager (Supervisor) interface
Learning Activities Requirements Curriculum Requirements Yes
Learning Activities Group Instances Class Groups No
Learning Activities Scheduled Offering Class Yes
Learning Activities Slots Reserved Reserved Seats No
Learning Activities Schedule Block Resource Block Yes
Library Catalog Library Yes
Library Subject Area Category Yes, currently it is called Topics
People Classes Cohorts No
People Group User Group No
Role Alternate Supervisor Alternate Manager Yes
System Administrator Custom Columns Custom Fields No
System Administrator Deployment locations Content Deployment Locations No
System Administrator Domains Security Domains No
System Administrator Global Variables Global Application Settings No
System Administrator Record Entity No
System Administrator Subdomains Security Subdomains No
System Administrator Time Slots Time frames No
System Administrator Workflows Permissions No
User External Requests External Learning Requests Yes

5.Current menu navigation and terminology mapped to the new menu navigation structure:

The major change in new UI is streamlined navigation and terminology change improved for clarity, consistency, and alignment across the SuccessFactors suite ensuring it is insightful, clear, approachable and optimistic.

User (People):

Old UI menu navigation New UI menu navigation Terminology Change New Terminology
User>Tools>User Needs Management Relocated to Manage User Learning Yes Manage Assignments
User>Tools>Record Learning –Financials Relocated to Manage User Learning Yes Add Learning History with Finance
User>Tools>Record> Record Learning-Multiple Relocated to Manage User Learning Yes Add Learning History for Multiple Courses
User>Tools>Learning Event Editor Relocated to Manage User Learning Yes Edit Learning History
User>Tools>Send Notification Relocated to Manage User Learning Yes Send Email Notification
User>Tools>External Request Relocated to Manage User Learning Yes Create External Learning Request

Users> Tools> Supervisor assistant

 

Relocated within People

 

Yes

Change Assigned Manager

 

User>Groups No Change Yes

People> User Account Request

 

Learning Activities (Learning):

Old UI menu navigation New UI menu navigation Terminology Change New Terminology

Learning> Schedule offerings

 

No Change Yes

Learning Activities> Classes

 

Learning> Classes

 

Relocated within People

 

Yes

People> Cohorts

 

Learning> Group instances

 

Learning Activities>Competencies Yes

Learning Activities> Class Groups

 

Learning> Catalogs

 

Learning Activities>Classes Group Yes

Learning Activities> Libraries

 

Learning> Requirements

 

No Change Yes

Learning Activities> Curriculum Requirements

 

Learning> Questionnaire surveys

 

No Change

 

Yes

Learning Activities> Surveys

 

Learning> Content network

 

Relocated within Content

 

Yes

 

Content > Open Content Network

 

Learning> Tools> Close scheduled offering (Classes)

 

Access point removed

 

Yes

 

Within the Class Entity > Close

 

Learning> Tools> Cancel scheduled offering (Classes)

 

Access point removed

 

Yes Within the Class Entity> Cancel

Learning> Tools> Curriculum scheduling

 

Access point removed

 

Yes

Within the Curriculum> Create Curriculum Classes

 

Learning> Tools> Required dates editor

 

Relocated within Manage User Learning

 

Yes

Manage User Learning> Edit Required Dates

 

 Content:

Old UI menu navigation New UI menu navigation Terminology Change New Terminology

Content> Questions

 

No Change Yes

Content> Questions (Legacy)

 

Content> Exam Objects

 

No Change

 

Yes

Content> Exam Objects (Legacy)

 

Content> Tools> Printed Exam Templates

 

Relocated within Content

 

Yes

Content> Printed Exam Templates (Legacy)

 

Content> Documents

 

No Change

 

Yes

Content> Document Links

 

Content> Deployment locations

 

Relocated within System Administration>Configuration

 

Yes

System Administration> Configuration> Content Deployment Locations

 

Commerce (Finance):

Old UI menu navigation New UI menu navigation Terminology Change New Terminology

Commerce> Unused order tickets

 

No Change

 

Yes

Finance> Unused Vouchers

 

Commerce> Subscriptions

 

No Change

 

Yes

Finance> Free of Charge Subscriptions

 

Commerce> Purchase orders

 

No Change

 

Yes

Finance> Prepaid Accounts

 

Commerce> Tools> Catalog price change

 

Access point removed

 

Yes

 

Within the Course or Class Entity> Libraries

 

Commerce> Tools> Master inventory price change

 

Access point removed

 

Yes

Within the Course or Class Entity> Libraries

 

 System Administrators:

Old UI menu navigation New UI menu navigation Terminology Change New Terminology

System admin> Application admin

 

No Change

 

Yes

 

System Administration> Application Administration

 

System admin> Application admin> Admin management

 

Relocated within System Administration> Security

 

Yes

System Administration> Security> Administrators

 

System admin> Security> Domains

 

No Change

 

Yes

 

System Administration> Security> Security Domains

 

System admin> Security> Domain restrictions

 

System admin> Security> Domain restrictions

 

Yes

 

System Administration> Security> Authorized Security Domains

 

System admin> Automatic processes> Attachment quota watch notification

 

No Change

 

Yes

 

System admin> Automatic Processes> Exceeded Attachment Space Email Notification

 

System admin> Automatic processes> Catalog price update

 

No Change

 

yes

 

System admin> Automatic Processes> Change Library Price Email Notification

 

System admin> Automatic processes> Clean up approval process

 

No Change

 

Yes

 

System admin> Automatic Processes> Restart or Stop Approval Process

 

System admin> Automatic processes> Clean up background jobs

 

No Change

 

Yes

 

System admin> Automatic Processes> Purge Past Background Job Results

 

System admin> Automatic processes> Clean up background reports

 

No Change

 

Yes

 

System admin> Automatic Processes> Purge Past Background Reports

 

System admin> Automatic processes> Clean up overdue item evaluation

 

No Change

 

Yes

 

System admin> Automatic Processes> Purge Overdue Optional Course Evaluations

 

System admin> Automatic processes> Coupon expiration notification

 

No Change

 

Yes

 

System admin> Automatic Processes> Coupon Expiration Email Notification

 

System admin> Automatic processes> Curriculum/Program clean-up

 

No Change

 

Yes

 

System admin> Automatic Processes> Curriculum/Program Maintenance

 

System admin> Automatic processes> Evaluation synchronization

 

No Change

 

Yes

 

System admin> Automatic Processes> Course Evaluation and Follow-Up Surveys Email Notification

 

System admin> Automatic processes> External verification reminder

 

No Change

 

Yes

 

System admin> Automatic Processes> External Learning Verification Approval Reminder

 

System admin> Automatic processes> Jam groups notification

 

No Change

 

Yes

 

System admin> Automatic Processes> Send Jam Groups Invitation

 

System admin> Automatic processes> Item request clean-up

 

No Change

 

Yes

 

System admin> Automatic Processes> Purge Class Requests

 

System admin> Automatic processes> Item scheduling demand

 

No Change

 

Yes

 

System admin> Automatic Processes> Class Request Demand Met Email Notification

 

System admin> Automatic processes> Learning expiration

 

No Change

 

Yes

 

System admin> Automatic Processes> Learning Expiration Email Notification

 

System admin> Automatic processes> Learning plan notification

 

No Change

 

Yes

 

System admin> Automatic Processes> Learning Plan Email Notification

 

System admin> Automatic processes> Purchase order low balance notification

 

No Change

 

Yes

 

System admin> Automatic Processes> Prepaid Account Low Balance Email Notification

 

System admin> Automatic processes> Purge expired catalog items

 

No Change

 

Yes

System admin> Automatic Processes> Purge Expired Library Items

 

System admin> Automatic processes> Reset online item

 

No Change

 

Yes

 

System admin> Automatic Processes> Reset Online Course Progress

 

System admin> Automatic processes> VLS attendance processing

 

No Change

 

Yes

 

System admin> Automatic Processes> Process VLS Attendance

 

System admin> Automatic processes> Waitlist to request list No Change Yes System admin> Automatic Processes> Move Users from Waitlist to Request List
System admin> Automatic processes> Scheduled offering delivery No Change Yes System admin> Automatic Processes> Upcoming Class Reminder Email Notification
System admin> Automatic processes> Subscription expiration notification No Change Yes System admin> Automatic Processes> Free of Charge Subscription Expiration Email Notification
System admin> Automatic processes> User requested scheduled offering notification No Change Yes System admin> Automatic Processes> Requested Class Availability Email Notification
System admin> Automatic processes> Employee enrolment digest No Change Yes System admin> Automatic processes> Manager Email Notifications for Enrolment Digest
System admin> Connectors> Admin connector No Change Yes System Admin> Connectors > Administrator Connector
System admin> Connectors> Domain connector No Change Yes System Admin> Connectors > Security Domain Connector
System admin> Connectors> Scheduled offering connector No Change Yes System Admin> Connectors > Class Connector
System admin> Configuration> Certificate templates No Change Yes System Admin> Configuration> Certificate of Completion Templates
System admin> Configuration> External request No Change Yes System Admin> Configuration> External Learning Request
System admin> Configuration> Global variables No Change Yes System Admin> Configuration> Global Application Settings
System admin> Configuration> Notification syntax Relocated within System Admin>Manage Email Notifications Yes System Admin> Manage Email Notifications >Email Notification Tags
System admin> Configuration> Notification templates Relocated within System Admin>Manage Email Notifications Yes System Admin> Manage Email Notifications >Email Notification Templates
System admin> Configuration> Record configuration No Change Yes System Admin> Configuration> Entity Configuration
System admin> Configuration> User password Relocated within System Admin> Security Yes System Admin> Security > User Password Settings
System admin> Custom columns No Change Yes System Admin> Custom Fields
System admin> Custom columns> Class No Change Yes System Admin> Custom Fields > Cohort
System admin> Custom columns> Scheduled offering No Change Yes System Admin> Custom Fields > Class
System admin> Tools No Change Yes System admin> System Management Tools
System admin> Tools> Admin password Relocated within System Admin> Security Yes System Admin> Security > Expire All Administrator Passwords
System admin> Tools> Direct link No Change Yes System Admin> System Management Tools> Generate Direct Link
System admin> Tools> AICC import No Change Yes System Admin> System Management Tools> AICC Import (Legacy)
System admin> Tools> Legacy SCORM import No Change Yes System Admin> System Management Tools> SCORM Import (Legacy)

 References:

Old UI menu navigation New UI menu navigation Terminology Change New Terminology
References> Learning> Class Status Relocated within References > People Management Yes References > People Management > Cohort Statuses
References> Learning> Registration Status No Change Yes References> Learning Activities> Registration Statuses
References> Learning> Schedule Blocks No Change Yes References> Learning Activities> Resource Block Types
References> Learning> Subject Areas No Change Yes References> Learning Activities> Categories
References> Learning> Training Request Period Relocated within References> Training Planner Yes References> Training Planner> Training Request Periods
References> System Admin> Esig Meaning Code Relocated to References> Manage User Learning Yes References> Manage User Learning> E-signature Meaning Codes
References> User Management> Employee Class No Change Yes References> People Management> Employee Classes
References> User Management> Employee Status No Change Yes References> People Management> Employee Statuses
References> User Management> Regular Temp No Change Yes References> People Management> Regular or Temporary
References> User Management> Security Clearance Type No Change Yes References> People Management> Security Clearance Types

 Connectors:

Old UI menu Navigation New Location Change Terminology Change New Terminology
System admin> Configuration>Connectors settings> System admin> Connectors> Connector settings No No
System admin> Connectors> Domain connector System Admin> Connectors > Security Domain Connector Yes Security Domain Connector
System admin> Connectors> Scheduled offering connector System admin> Connectors> Scheduled offering connector No Change
System admin>Tools>Download Connector Templates System admin> Connectors> Download Connector Templates No Change

Below are some of the removed features and also mentioned the drawbacks and limitations on the New Admin UI.

6.Removed features:

  • Administrator Power Search bar with command and keyword search
  • Related configuration.
  • Guide Me Mode and Recommended.
  • Welcome to Success Factors on Home page.
  • Organization Group(Customers can create an Organization Custom Field to manage grouping)
  • External Reports
  • Purchasing Assistant(An administrator can purchase on behalf of a learner using proxy mode)
  • Registration Assistant
  • Chargeback Adjustment tool within Commerce (functionality is available via other means)
  • Admin Ability to rate item.
  • Organisation Dashboard.
  • Performance main menu Talent Profile Competency Assessment Performance references (Competency Categories, Competency Sources, Competency Types)

7.Drawbacks and Limitations:

  • ‘Recents’ is not on the new Learning Administration UI (Planned for future release)
  • ‘Bookmarks’ is not on the new Learning Administration UI.
  • There is no ability to type in a filter for tabular data such as Catalog > Items.
  • The “Help” button is not navigating to context sensitive sections.
  • The menu width cannot be changed.
  • The ability to sort off a date field in different entities is not supported.
  • Old terminology is still appearing in certain locations.

This covers most of the highlights on the New Administrator Navigation Components, Entity Navigation Components, Table and Table Toolbar along with the details of Current menu navigation and terminology mapped to the new menu navigation structure. I have also mentioned the removed features and some of the Drawbacks and Limitations on the New UI. I hope this blog will be helpful to everyone.

Please find the below some important links on UI:

Setup navigation to Learrning Administration in Bizx-
https://apps.support.sap.com/sap/support/knowledge/public/en/2705153

Learning Administration Interface Flash Replacement-
https://apps.support.sap.com/sap/support/knowledge/public/en/2773617

https://blogs.sap.com/2020/04/28/a-complete-guide-to-successfactors-lms-new-admin-ui-navigation-changes/

https://blogs.sap.com/2019/04/29/learning-admin-interface-in-successfactors-journey-of-change-and-our-readiness-part-3/

 

Thank you for reading and have a great day:-)

 

 

2 Comments
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  • Nice Article Sreelatha.

    One thing which i observed in New UI, is the way we change the instructor on a existing class. One has to navigate through many screens like going to a class- select agenda and click on those 3 dots and select edit time slot and select the remove instructor checkbox and confirm. Add a new instructor and save it. For a while, I thought I can’t change the instructor in New UI but finally got hold of it.

    Lot to venture in the new UI. Nomenclature and the navigation, getting habituated needs some time and patience.

    Thanks for this wonderful article.

    Regards,

    Vinay.

    • Hi Vinay,

      As you said there are lot of things to learn in new UI and It may take time to get used to new UI.

      Thanks for sharing your knowledge.

      Regards,

      Sreelatha