SuccessFactors Learning

Supervisor Guide

Introduction
An important function for supervisors is to improve and enhance the skills of staff and reduce knowledge gaps in
their teams. Studies show that engaged employees are better equipped to reach their own personal and
organizational goals when supervisors and leadership encourage and promote available learning opportunities.

The SuccessFactors Learning module can aid in these goals. This system offers supervisors many features for viewing
and managing the learning and development goals of their employees. Supervisors and Directors are able to view
and manage their reporting line. Supervisors may take action and run status reports of staff who report to them
(both direct and indirect). *

*Note: Licensing of the Learning Management system is restricted to UC faculty, staff, and student
employees. Currently no affiliates or corporate employees have access or are recognized in
SuccessFactors.

Please refer to the SuccessFactors Learning End User Guide to learn the basic navigation and functions of the
Learning Module. This guide will cover the specific tools and functions associated with the supervisor role.

Contents
Introduction .................................................................................................................................................. 1
Getting Started: Logging On.......................................................................................................................... 2
My Learning Tab............................................................................................................................................ 3
My Employees Tab ........................................................................................................................................ 5
Team Member Actions.................................................................................................................................. 8
Supervisor Links (Tile) ................................................................................................................................... 9
Assign/Remove Learning........................................................................................................................... 9
Register/Withdraw Employees ............................................................................................................... 11
Approvals .................................................................................................................................................... 15
Supervisor Reporting: ................................................................................................................................. 18
Key Learning Reports .............................................................................................................................. 19
Key Learning Reports (Continued) .......................................................................................................... 20
SuccessFactors Learning: Supervisor Guide
Getting Started: Logging On
Access to SuccessFactors Learning is controlled through Single Sign-On (SSO). Use your valid UC User Name and
password to log in. Mobile devices (iPad or Smartphones) may also be
used.

• Log into SuccessFactors by following the link on this webpage:

http://www.uc.edu/hr/tools/successfactors.html or by selecting
it from the “Tools” menu on the UCHR website.

• Enter your UC User name and password. (Figure 1)

• Click “Log On”.

Figure 1
• Successful login will present the SuccessFactors Home page.

• From the Home page, click on the Home drop-down menu in the upper left corner.
(Figure 2)

• Select Learning from the menu to navigate to the Learning Dashboard. (Figure 2)

• When the Learning page loads, the “How to Get the Most Out of Learning” dialog
box displays. Click the Continue button to dismiss the dialog box. (Figure 3) Figure 2
Note: To prevent the dialog box from re-appearing each time you sign in, click the box next to
“Do not show this page every time I sign in”. (Figure 3)

Figure 3

Last revised February 27, 2018 2

SuccessFactors Learning: Supervisor Guide
My Learning Tab
Once you log into Learning, the My Learning tab (Figure 4) displays. As a supervisor, the My Learning tab provides
you the ability to manage both your own and your team members learning items through a variety of easy to use
functions. An item is an assignable unit that can be tracked in the SuccessFactors Learning system. It may be a
learning or non-learning activity. Items are usually thought of as “courses”; however, they can be much more. For
example, reading a standard operating procedure or attending a mandatory all-hands meeting. (Figure 4).

Each area is explained in greater detail on the next page.

Figure 4

Last revised February 27, 2018 3

SuccessFactors Learning: Supervisor Guide
Let’s take a closer look at the areas on the My Learning Tab:

A. Find Learning
Find Learning (Figure 4A) allows you to add courses to your personal
Learning Plan To-Do List. Enter keywords and click Go to perform a quick
search, or click Browse all courses to look through the catalog. (The
process for adding learning items to your team’s learning plan is
discussed in a later section).

Figure 4A

B. My Employees
Displays a list of your direct reports and the status of their learning
items. My Employees tile (Figure 4B) displays a current view of your
teams learning status. Click on the chart to access the My Employees
tab.

Figure 4B

C. Supervisor Notifications
In addition to your own
learning, My Learning
Assignments (Figure 4C)
displays any Supervisor
Notifications relevant to the
Learning system - such as
pending approvals. Click “View
Pending Request” to view the
action required.

Figure 4C

D. Links
As a supervisor you may use the Links tile (Figure 4D) to review Approvals for your
team, Record Learning events for team members, and run Reports on your team.
• Review pending Approvals submitted by direct reports.
• Record Learning events for team members.
• Run Reports on your team.
For more information, see “Supervisor Links (Tile)” section. Figure 4D

Last revised February 27, 2018 4

SuccessFactors Learning: Supervisor Guide
My Employees Tab
Supervisors are configured to view a tab from within Learning: My Employees. My Employees tab will change your
page view to a team view. Team View shows you the assignments and learning progress of your team(s). The My
Employees tab (Figure 5) is used to manage the learning activities of direct and indirect reports. Each employee on
the team can be assigned a Learning Plan. The Learning Plan displays the item that the employee is required to
complete, either on a one time, or recurring basis. All items shown are those that the employee has not yet
successfully completed. (Each area is explained in greater detail on the next page).

Figure 5

Last revised February 27, 2018 5

SuccessFactors Learning: Supervisor Guide
Let’s take a closer look at the areas on the My Employees Tab:

A. Employee Hierarchy
The Employee Hierarchy is located on the left side of the My Employee tab
screen (Figure 5A). Click an employee’s name in the Employee Hierarchy
menu to view their Learning Plan To-Do List. If they have direct reports, this
will reveal the direct report names allowing you to view and manage their
learning items as well.

Figure 5A

B. Learning Plan To-Do List

Once an employee is selected from the Employee
Hierarchy (Figure 5A), view the Learning Plan To-Do
List (Figure 5B) to see a consolidated view of learning
activities requiring action.
• All activities related to the employees are listed
in one place.
• Tasks are listed and grouped by Due Date.

Figure 5B
C. Find Learning
Find Learning (Figure 5C) allows you to add courses to both your
own personal Learning Plan To-Do List or those of your
employees. Enter keywords and click Go to perform a quick
search, or click Browse all courses to look through the catalog.
The process for adding learning items to your team’s learning plan
is discussed in the “Assign/Remove” section of this document.

Figure 5C

Last revised February 27, 2018 6

SuccessFactors Learning: Supervisor Guide

D. Supervisor Links
Use Supervisor Links (Figure 5D) to quickly go to different sections of the learning
module to manage your team’s learning items. Options include: Assign/Remove
Learning, Record Learning, Dashboard, Organization Chart, Register/Withdraw
Employees, Approvals and Reports. For more information, see “Supervisor Links
(Tile)” section.

Figure 5D

E. Track Status
View Status updates (Figure 5E) tracking the selected employee’s progress on learning
activities.
• Curricula displays the employee’s progress on assigned curriculum.
• Learning History lists learning activities completes in the last 30 days.
• Competencies displays links to assigned competencies and development
activities.

Figure 5E

Last revised February 27, 2018 7

SuccessFactors Learning: Supervisor Guide
Team Member Actions
Team Member Actions is a way to quickly take action on an individual employee’s learning environment. Similar to
Supervisor Links, team member actions can be viewed or modified. Click on the ellipses (three vertical dots) next to a
name in the Employee Hierarchy menu to
take the following actions: (Figure 6)

• Assign Learning: Search the course

catalog and assign learning items to
the employee. (See the “Assign
Learning” section for more details.)

• Register Employee: Locate a

scheduled offering and register the
employee for a particular course day
and time. (See the
“Register/Withdraw” section for more
information.)

• Manage Alternate Supervisor: This

function allows managers to assign
another User as an alternate
supervisor for each of their direct
reports. Each direct report can have
the same or different alternate Figure 6
supervisor(s).

Assigning an alternate supervisor

does not change the reporting
structure in UCFlex.

An Alternate Supervisor:

a. Is best used in cases where

the primary manager will be
on leave, taking vacation
time, or project assignments
where a User will temporarily
be reporting to an alternate
supervisor.

b. Performs all supervisor duties

for the User(s) they are
assigned to including approval requests, assigning learning events and registration/withdrawal from
instructor lead training.

c. Receives all supervisor email notifications related to the User(s) they are assigned to.

Last revised February 27, 2018 8

SuccessFactors Learning: Supervisor Guide
• Reports: Run reports on data such as learning history, learning needs (items currently on the learning plan),
and curriculum status for the employee. (See the Supervisor Reporting section for more information.)

• External Requests: Opens a form to complete when requesting to attend an external event. An external
event refers to learning events not directly available for registration or completion through SuccessFactors
Learning. Examples of External Requests might be conference attendance or external development sessions
not provided by UC.

• Options & Settings: Read only view of notification and time settings for the employee. These are set by the
administrator and cannot be altered by the supervisor or employee.

Supervisor Links (Tile)

Supervisor Links tile offers many of the same actions found in the Team Members Actions, however supervisors may
perform specific actions on all, or a selection of their employees from the Supervisor Links tile selections.

Assign/Remove Learning
Using the Assign/Remove Learning option, you can assign or remove one or more items to one or more employees.
Remember, an item is an assignable activity such as an instructor-led course, online training, meeting, or policy for
review. Only items in the catalog can be added. You can also remove items that the employee added to their own
personal learning plan.

Go to:
My Employees > Supervisor Links > Assign/Remove Learning
1. Select Assign/Remove Learning (Figure 7) to launch the action window.

2. Select Assign Learning or Remove Assigned Learning as the action you want to
take (Figure 8). For this example, we are selecting Assign Learning.

Figure 7

Figure 8

3. Select the + button next to Items, Programs and Curricula (Figure 9), to add items to Curricula.

Figure 9

Last revised February 27, 2018 9

SuccessFactors Learning: Supervisor Guide

4. The Selected Desired Courses from Catalog window will appear (Figure 10). Hover over the course you wish to
add and click the Select option.

Figure 10

5. To add employees, click the + button next to Employees (Figure 11).

Figure 11

6. Review the list of employees. Select the check boxes of those employees and their
subordinates, if applicable you wish to assign the learning item (Figure 12).

7. Click Add to add the employees to the list of employees.

8. Review the assignment information. Enter the Assignment Type, Assignment Date and
Required Date of completion, if desired.

a. Assignment Type – Dropdown that includes options such as “optional”,

“recommended”, or “required”.
b. Assigned – Can be assigned on the current day or in the past, not a future date. Figure 12
c. Required Date – Indicates to employee when you, as supervisor required
completion of the learning item.

4. Click Continue when finished. Verify the information, and then click Assign
Learning or Back to make edits before assigning. A confirmation window will
appear. (Figure 13)

Note: To remove an assigned learning, follow the steps above and select the
course and employee assigned to be removed. Figure 13

Last revised February 27, 2018 10

SuccessFactors Learning: Supervisor Guide

Register/Withdraw Employees
In addition to being able to assign items to a leaner, supervisors may register or withdraw employees from
scheduled offerings. A scheduled offering refers to a course/class that has a set date and time. It should be noted
that as a best practice, a supervisor should have clear communication with the employee before registering or
withdrawing that individual from an offering.

Go to: My Employees > Supervisor Links > Register/Withdraw

1. Select Register Employees (Figure 14).

Figure 14

2. The Register Employees for Scheduled Offering screen will appear. Click + Add (Figure 15).

Figure 15

3. The Select Desired Course from Catalog screen will appear. Enter keywords to search for the scheduled
offering. Click Go (Figure 16).

Figure 16
Last revised February 27, 2018 11
SuccessFactors Learning: Supervisor Guide

4. Click on “View Course Details”

to view currently schedule
offerings (Figure 17).

Figure 17

5. Click the “Select” field next to the schedule offering you would like to register your direct report to
(Figure 18).

Figure 18

6. The scheduled offering will be added to the “Register Employees for Scheduled Offering” screen. You must
now select the employees you wish to add to the scheduled offering. Click + Add located on the right side of
the screen (Figure 19).

Figure 19

Last revised February 27, 2018 12

SuccessFactors Learning: Supervisor Guide

7. The “Select Employees” box will appear. Click the check boxes along the left side of the screen to select
employees (Figure 20). Note that your direct and indirect employees will be listed.

Figure 20

8. Once you have selected the employee(s), a red “Add” button will appear at the
bottom of the screen. Click “Add” to continue or “Cancel” to back out of the
process (Figure 21). Figure 21

9. Use the Registration Status drop-down for each selected employee, if necessary.

10. Click the + sign under the “Comment” column to enter any relevant
Comments you would like to communicate for each selected employee’s
registration, if necessary. Once clicked, the Comments box will appear
(Figure 22). Type your comment and click OK.

11. Click the Continue button (Figure 23). Figure 22

Figure 23

Last revised February 27, 2018 13

SuccessFactors Learning: Supervisor Guide
12. You will return to the “Register
Employees for Scheduled Offering”
screen (Figure 24). Confirm the
registration details including any
financial requirements (e.g. if the item
has an associated fee). You may also
select who will be notified of the
registration (e.g. User, Instructors,
Supervisors, Others) by checking or
unchecking the associated boxes.

Figure 24
13. Click Register Employees to register the
selected employees (Figure 24).

14. You will receive a “Successfully Registered” confirmation

window (Figure 25). From here, you may click “Close” to
return to your “My Employees” tab or click the hyperlinked
“Register or withdraw more employees” to return to the
associated screen.

Figure 25

Note: To withdraw employees from a scheduled event, follow the stapes above and select the course and
employee registration to be withdrawn.

Last revised February 27, 2018 14

SuccessFactors Learning: Supervisor Guide
Approvals
Some Learning items may be configured to require supervisor approval before the employee can complete the
registration process or receive registration confirmation. The Approval process is completely optional and up to the
discretion of the course instructor or department responsible for the listing.

As a supervisor you may approve (or deny) employee requests for learning events where the approval workflow is in
place. Approval notifications will be sent to your UC email account from the Learning
system.

Approvals are also listed in your To Do list when you log in to SuccessFactors and in My
Learning Assignments within the Learning module (Figure 26). You may quickly view all
approvals by click “Approvals” from the Supervisor Links tile (Figure 27).

Figure 26
Figure 27
Go to: My Learning Assignments > You have pending approval requests (Figure 26)
Go to: My Employees > Supervisor Links > Approvals (Figure 27)
1. Review the list of pending approvals. Click on the to expand either Internal Training or External Training
(note: we are not currently using Account Requests). Click on the course title to review the course details to
help you make your approval or denial decision. (Figure 28)

Figure 28

Last revised February 27, 2018 15

SuccessFactors Learning: Supervisor Guide

2. Select under Action (Figure 29):

• Approve: allows the requestor to attend/complete registration
• Deny: excludes the requestor from attending/completing the
registration
• Skip: neither approves nor denies the request, but submits the
approval to the next approval step (if secondary level approval is Figure 29
configured – only applicable to Public Safety). SuccessFactors
Learning is configured to send requests to the direct supervisor for the approval process for all areas
except Public Safety. This option should NOT be selected for any areas except Public Safety, when
applicable.
3. Click Next
4. Add Approval Reasons to the approved training request (optional). (Figure 30)

Figure 30

5. Click Next (Figure 30).

6. The Pending Approvals screen will appear. Click Confirm to complete the approval workflow (Figure 31).

Figure 31

Last revised February 27, 2018 16

SuccessFactors Learning: Supervisor Guide

7. A confirmation page will appear (Figure 32). Click Start Over to return to the main Approval page or navigate
back to My Learning to exit the process.

Figure 32

Completed Work
Managers can view an employees completed work list by opening an employee’s record. Completed work displays a
list of items that the employee has completed and the dates the employee completed them.

1. Select the employee for whom you which to view Completed Work from the team viewer.
2. Click the Completed Work status pod for the selected employee. The employee’s completed work displays as
a secondary page.
3. Select the Show Completions drop-down menu to refine the list of completions to specific time periods (All,
Before, After, and Between).
4. The employees completed work is listed in a table. Use the table to:
• Select a column header to sort the table.
• Enter a keyword in the Title to locate a specific course by name.
• Select Status to refine the list of courses completed.
5. Select a course title to view the CP, Credit and Contact Hour details of the course.
6. Click View Details to review the full information related to the course completion.
7. Click Print Certificate to print a certificate of completion for the item.
8. Click the close icon on the upper-right corner to close the window and return the My Employees view.

Last revised February 27, 2018 17

SuccessFactors Learning: Supervisor Guide
Supervisor Reporting:
SAP SuccessFactors Learning can generate reports about your learning. Reporting is accessible via Links on the Home
page. Reporting lists a variety of reports, by category, which can be used for compliance and audit history by the
employee.

1. Click Reports from the Links panel of your My Learning

(Figure 33)
2. View the list of available reports on the Reports screen.
(Figure 34)
3. Click the expand icon > to see additional reports in each
report group. (Figure 34)
4. Click the report name to select a report and display the
run Reports screen. (Figure 34)

Figure 33

Figure 34

Each report page allows you to customize

the following:

1. Customize the report layout by entering

the Report Title, Header, and Footer,
etc. (Figure 35)

2. Use the drop-down menus and criteria

fields to determine options. Supervisors
may choose to run the report for
themselves only, their direct
subordinates, all subordinates, or all
including themselves. (Figure 35)

3. Once the layout and criteria are defined,

click Run Report. A new window opens
with the resulting information about the
employee. (Figure 35)

Figure 35

Last revised February 27, 2018 18

SuccessFactors Learning: Supervisor Guide
Key Learning Reports
Report Name Definition / Filter / Usage
• The Certificate of Completion Report enables you to create
a report of printable Certificates of Completions for
Learners by Report learning item.
• Use the query screen to search for a Learner or Item
Certificate of Completion Report requiring certificates. Use the Run Report for Completed
learning events to filter the results for completed items.
• The Certificate of Completion report prints the certificates
of completion for Learners by Item.

• Use the Curricula Data report to view information about

Curricula and Sub-curricula.
• Use the filters to locate a specific Curricula. You may choose
to include sub-curricula.
Curriculum Data Report
• The Curricula Data report returns Curricula attributes;
including the Sub-curricula.

• The Curricula Item Status report provides information on

the Item Status Curriculum assigned to each Learner,
including their curriculum status.
• Use the filters to select the Learner and Curriculum.
Curriculum Item Status Report
• The Report included items assignees to each Curriculum,
the completion date, completion status, and required date
for each item.

• Curriculum Status reports display information related to the

status of the Learners assigned Curriculum.
• Use the filters to select the Learner and Curriculum.
• This report returns the Curriculum assigned to each Learner
Curriculum Status Report
and their Curriculum status, as well as the number of days
remaining before the required training needs to be
completed to keep the Curriculum current.

• User Item Status displays information about a Learner’s

Status completion status for items during a specified time
period.
• Use the filters to select the Learner, Item completion status,
User Item Report and date range to run report against.
• User Item Status report returns Learners’ completion status
for the items they completed in a given date range.

• The Learning History Report displays information

about Items that Learners have completed.
• Use the filters to select the Learner, and date range
Learning History Report
for which you would like the report return results.
• The Learning History report returns the Learning
History (completed items) for the Learner.
Last revised February 27, 2018 19
SuccessFactors Learning: Supervisor Guide
Key Learning Reports (Continued)
Report Name Definition / Filter / Usage
• The Learning Needs Report displays information about the
Items that have been assigned to the Learner that need to
be completed.
• Use the filers to select the Learner, Item, and Required Date
Learning Needs Report range for which you would like the report to return results.
• The Learning Needs report returns the Items assigned to a
Learner.

• The User Online Item Status Report displays each Learner’s

progress for Online Items.
• Use the filters to select the Learner, Item, and initial, last
User Online Item Status Report accessed, and completed date ranges to run the report
against.
• Through online courses reported at the content object level.

• The Registration Status Report displays registration

information for both Learners and Scheduled Offerings.
• Use the filters to select the Scheduled Offering, Learner,
and registration status to run the report against.
Registration Status Report • The Registration Status Report returns a detailed list of
registration information including registration dates and
times, enrollment numbers, Instructors, and Scheduled
Offering details.

• The Scheduled Offerings report displays information about

each Scheduled Offering.
• Use the filters to select the Scheduled Offering and status to
run the report against.
Scheduled Offerings Report • The Scheduled Offerings report returns detailed information
about each Scheduled Offering including the Item
Scheduled, dates scheduled, registration and waitlist data,
Instructor data, and segment data.

• The Scheduled Offering Roster report displays information

about the Learners registration in a Scheduled Offering.
Scheduled Offering Roster • Use the query screen to select the Scheduled Offering to
Report run the report against.
• The Scheduled Offering Roster report returns the roster of
Learners in a scheduled offering.

Last revised February 27, 2018 20