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Administrator Training Guide

SAP SuccessFactors
Learning Administration -
Training Evaluations
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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 3

SAP SuccessFactors Learning Administration -

Training Evaluations
ABOUT THIS HANDBOOK.............................................................................................................................. 5
COURSE INTRODUCTION.............................................................................................................................. 6
Overview.......................................................................................................................................................... 6
Target Audience.............................................................................................................................................. 6
Unit Objectives................................................................................................................................................ 6
Assumptions................................................................................................................................................... 6
Browser Pop-up Window.................................................................................................................................. 6
Administrator Role and Workflows.................................................................................................................... 7
Required Fields................................................................................................................................................ 7
Using this Guide............................................................................................................................................. 7
SAP SuccessFactors Community................................................................................................................. 8
Additional Resources..................................................................................................................................... 8
LESSON 1 - TRAINING EVALUATION OVERVIEW.......................................................................................9
Lesson Overview............................................................................................................................................ 9
Objectives......................................................................................................................................................... 9
Training Evaluations Overview...................................................................................................................... 9
Training Evaluation Model............................................................................................................................. 9
Terms and Definitions.................................................................................................................................. 10
Implementing the Model: The Scenario...................................................................................................... 11
Pre-Configured Requirements..................................................................................................................... 12
Item Record.................................................................................................................................................... 13
Completion Status Configuration................................................................................................................ 13
Rating Scale.................................................................................................................................................. 13
SAP SuccessFactors Exams....................................................................................................................... 14
Conclusion.................................................................................................................................................... 14
Knowledge Check......................................................................................................................................... 15
LESSON 2 - ITEM EVALUATION.................................................................................................................. 16
Lesson Overview.......................................................................................................................................... 16
Objectives....................................................................................................................................................... 16
Item Evaluation: User Satisfaction.............................................................................................................. 16
Question Types............................................................................................................................................. 17
Survey Pages................................................................................................................................................ 18
Multi-Instructor Surveys.............................................................................................................................. 19
Localization................................................................................................................................................... 20
Creating a Survey......................................................................................................................................... 20
Exercise - Create Draft Survey and Add Questions: Item Evaluation......................................................21
Configuration Options.................................................................................................................................. 22
Notifications.................................................................................................................................................. 23
Direct Links................................................................................................................................................... 24
Preview and Publish..................................................................................................................................... 25
Exercise - Configure Options and Notifications for draft Survey: Item Evaluation................................26
Exercise - Preview and Publish Survey: Item Evaluation.........................................................................26
Associate Survey with Item......................................................................................................................... 26
Exercise - Associate Survey with Item: Item Evaluation...........................................................................28
Exercise - Associate Item with Survey: Item Evaluation...........................................................................28
Conclusion.................................................................................................................................................... 29
Knowledge Check......................................................................................................................................... 29

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 4
LESSON 3 - LEARNING EVALUATION........................................................................................................ 30
Lesson Overview.......................................................................................................................................... 30
Set Up Learning Evaluations....................................................................................................................... 30
Associate an Exam to an Item..................................................................................................................... 31
Exercise - Associate Pre- and Post-Exams: Learning Evaluation............................................................32
Conclusion.................................................................................................................................................... 32
Knowledge Check......................................................................................................................................... 32
LESSON 4 - FOLLOW-UP EVALUATION..................................................................................................... 34
Lesson Overview.......................................................................................................................................... 34
Objectives....................................................................................................................................................... 34
Follow-Up Evaluation: Application of Learning......................................................................................... 34
Configuration Options.................................................................................................................................. 35
Exercise - Configure Options for Draft Survey: Follow-up Evaluation....................................................36
Scenario......................................................................................................................................................... 36
Task................................................................................................................................................................ 36
Exercise - Configure APM: Follow-up Evaluation......................................................................................36
Conclusion.................................................................................................................................................... 37
Knowledge Check......................................................................................................................................... 37
LESSON 5 - SURVEY COMPLETION – USER............................................................................................. 38
Lesson Overview.......................................................................................................................................... 38
Survey Completion Overview...................................................................................................................... 38
Exercise - Launch and Complete Assigned Survey..................................................................................39
Scenario......................................................................................................................................................... 39
Task................................................................................................................................................................ 39
Conclusion.................................................................................................................................................... 40
Knowledge Check......................................................................................................................................... 40
LESSON 6 - SURVEY ANALYSIS REPORTS............................................................................................... 41
Lesson Overview.......................................................................................................................................... 41
Reports Overview......................................................................................................................................... 41
Item Evaluation Reports................................................................................................................................. 41
Exercise - Launch Item Evaluation Report................................................................................................. 42
Learning Evaluation Report......................................................................................................................... 42
Exercise - Launch Learning Evaluation Report.........................................................................................43
Follow-up Evaluation Reports..................................................................................................................... 43
Exercise - Launch Follow-Up Evaluation Report.......................................................................................45
Conclusion.................................................................................................................................................... 46
UNIT SUMMARY............................................................................................................................................ 47
APPENDIX A.................................................................................................................................................. 48
Customizing Survey Thumbnail.................................................................................................................. 48
Customizing Survey Notifications............................................................................................................... 48

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 5

About this Handbook

This handbook is intended to complement the instructor-led presentation of this course,
and serve as a source of reference. American English is the standard used in this
handbook. The following typographic conventions are also used:

Use Example/Visualization

Demonstration by Instructor
A hint or advanced detail is shown or
clarified by the instructor –
please indicate reaching any of these
points to the instructor

Warning or Caution
A word of caution – generally used to
point out limitations or actions
with potential negative impact that need
to be considered consciously

Hint
A hint, tip or additional detail that helps
increate performance of the solution or
help improve understanding of the
solution

Additional information
An indicator for pointing to additional
information or technique beyond the
scope of the exercise but of potential
interest to the participant

Discussion/Group Exercise
Used to indicate that collaboration is
required to conclude a given
exercise. Collaboration can be a
discussion or a virtual collaboration.

User Interface Text

Find the Flavor Gallery button

Solution or SAP Specific term E.g. Flavors are transaction specific screen
personalization created and rendered using
SAP Screen Personas.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 6

Course Introduction
Overview
Through discussion, demonstration, and hands-on computer lab work, this course teaches
you the concepts and terminology associated with the training evaluation feature in the
SAP SuccessFactors Learning Management System (LMS). You will develop a working
knowledge of this model for use in implementation of your training evaluation program.
You will also gain basic skills in how to use SAP SuccessFactors Learning to create and
modify questionnaire surveys, associate surveys to items, and report on survey results
using the step-by-step, hands-on lab exercises.
Target Audience
This eLearning is intended for SAP SuccessFactors Learning administrators (admins)
responsible for adding and/or editing item (course) records with training evaluations.
Unit Objectives
This unit contains six lessons:

 Lesson 1: Training Evaluation Overview

 Lesson 2: Item Evaluation
 Lesson 3: Learning Evaluation
 Lesson 4: Follow-up Evaluation
 Lesson 5: Survey Completion - User
 Lesson 6: Survey Analysis Reports

Upon completing this unit, you will be able to:

 Describe the training evaluation model used to implement surveys

 Setup, configure and edit item evaluation surveys
 Setup, configure and edit follow-up evaluation surveys
 Setup learning evaluation
 Launch and complete assigned survey(s) as a user
 Access survey results through analysis reports
Assumptions
The SAP SuccessFactors Learning system is highly configurable. During this training, you
will be working in a representative environment. To properly progress through the training
and when navigating the system, you must understand some assumptions.

Browser Pop-up Window

Do not block pop-up windows in your browser. Please unblock pop-up windows so that the
application may function as designed.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 7

When you first login to SAP SuccessFactors Learning, the following message banner may
display at the top of the window:

Pop-up blocked. To see this pop-up or additional options, click here.

If this banner displays, perform the following steps:

1. Click the pop-up blocked message.

2. A box displays with a few options. Click Always allow pop-ups from this site.
3. Click Yes.
4. Once the setting is selected, you will not see the pop-up blocked warning again.

Administrator Role and Workflows

This training assumes that your SAP SuccessFactors Learning administrator role is
associated with all available workflows in the system. If your role does not include certain
workflows, those tabs and pages will be grayed out and/or inaccessible.

Required Fields

Your system administrator configured specific fields throughout the system as required
based on your organization’s business rules and processes. These required fields are
indicated with a red asterisk (*). You must input data in these fields before you are allowed
to progress.

If you are using SAP SuccessFactors Learning for training, the fields displayed and
marked as required may not reflect the settings you will encounter when accessing your
organization’s system. Your system administrator can provide you with a list of the
required fields for your organization.

Using this Guide

This guide is designed to be used in conjunction with an instructor and provides general
information that will be elaborated upon by the instructor.

Throughout the guide, you may encounter icons that call out various types of information.
The following table illustrates how this guide uses icons to indicate different types of notes,
comments, activities, exercises, etc. that support the text.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 8

Activity: Indicates an activity for you to complete that helps reinforce the
information you just learned.

Note: Indicates additional information that is related to the information presented.

Best Practice: Indicates helpful hints and tips or other guidance that further
explains the information it accompanies.
Exercise: Indicates a hands-on exercise. Follow the step-by-step process
outlined to perform specific tasks in the instance.

SAP SuccessFactors Community

Customer Community is your one-stop shop for support, quick answers, product training
and quarterly release updates. You may also post ideas for enhancements on product-
specific Q&A boards, and "Kudo" other ideas that you like. Enhancement ideas with the
most kudos often become part of the product roadmap for future releases.

https://community.successfactors.com/
Additional Resources
For more information about SAP SuccessFactors, refer to these resources:

Main Website http://www.SuccessFactors.com

https://community.successfactors.com/t5/SA
SAP SuccessFactors Process Library P-SuccessFactors-Process/ct-
p/ProcessLibrary
Training and Certification Shop https://training.sap.com/shop/learninghub
SAP SuccessFactors HCM Suite Help
http://help.sap.com/cloud4hr
Portal

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 9

Lesson 1 - Training Evaluation Overview

Lesson Overview
The goal of this lesson is to establish a general understanding of the concepts and
terminology associated with the training evaluation model.

Objectives

Upon completion of this lesson, you will be able to:

 Identify all levels of evaluation

 Explain the training evaluation model
Training Evaluations Overview
The final step for any training program is a summative evaluation in which you measure
how effectively the training program accomplished its stated goals. Time and money often
trump this step in the training process. Training departments with limited budgets often
assume new programs are effective and put dollars that should go into evaluation into the
next program. However, as senior executives demand more accountability from training
efforts, interest is certain to increase in measuring and reporting results. The training
evaluation feature in SAP SuccessFactors Learning can help streamline this process by
providing easy to use surveys with rapid reporting.
Training Evaluation Model
Assessing training effectiveness often entails using a four-level model, similar to one
developed by Donald Kirkpatrick. According to Kirkpatrick’s model, evaluation should
always begin with level one, and then, as time and budget allows, should move
sequentially through the remaining levels. Information from each prior level serves as a
base for the next level's evaluation. Thus, each successive level represents a more
precise measure of the effectiveness of the training program, but at the same time
requires a more rigorous and time-consuming analysis.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 1

The four levels of the evaluation model measure:

 Level 1: Reaction – What learners thought and felt about the training
 Level 2: Learning – The resulting increase in knowledge or capability
 Level 3: Behavior – Extent of behavior and capability improvement and
implementation/application
 Level 4: Results – The effects on the business or environment resulting from
the learner’s performance
Terms and Definitions
The following table lists the terms and definitions associated with the training evaluation
model in SAP SuccessFactors Learning.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 1

Implementing the Model: The Scenario

Throughout this guide, the instruction of the training evaluation model will be accompanied
by a sample scenario.

Consider this scenario: You are on a Human Resource’s team responsible for the design
and implementation of communication courses designed to improve the quality of all forms
of communication throughout your company. One of the courses created focuses on
dealing with customers, conflict, and confrontation. This is an online course and is
available to all employees.

Using the scenario, adhere to the following steps to successfully implement a training
evaluation model:

1. Identify training program(s) (item) to be evaluated – online communication course.

2. Create survey to capture users’ reaction to the training.
3. Create pre- and post-exams (using Question Editor) to assess users’
knowledge prior to the course and potential knowledge gain after completion of
course.
4. Create survey to follow-up on behavioral change or application of learning after
the training.
5. Configure item(s) Evaluations tab.
6. Assign learning needs to users.
7. User completes survey(s) upon completion of item.
8. Run report(s) to analyze results.

With the training evaluation tools in SAP SuccessFactors Learning, an admin can create
surveys to support an item-level evaluation, and a follow-up evaluation. Using Question
Editor to create pre- and post-exams rounds out the necessary tools in SAP
SuccessFactors Learning to fully support the implementation of the first three levels of a
training evaluation model.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 1

Note: Level 4 is not created or delivered

through SAP SuccessFactors Learning.

Once Questionnaire Surveys are created, they are associated with items on the
Evaluations tab of an item record or from the survey record.

Item evaluation (user satisfaction) surveys may be automatically assigned to users when a
learning event is recorded for the item and the completion status is configured to trigger
the survey type. Alternately, an instructor may trigger the user satisfaction survey prior to
recording the learning event.

Follow-up surveys are automatically assigned to users and/or their supervisors after a pre-
determined amount of time has passed since the learning event was recorded for the item.
The Follow-Up Evaluation automatic process manager (APM) must run in order to assign
the follow-up surveys. This process will also notify the users and/or supervisors when
either type of survey is assigned to them.

Pre-Configured Requirements
The ability to support a training evaluation model within SAP SuccessFactors Learning
relies on some pre-configured entities. For example, the pre- and post-exams used for a
learning evaluation are exams created using Question Editor.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 1

Note: Please refer to the SAP SuccessFactors Learning: Online Exams and
Quizzes guide for additional information on how to create objectives, questions,
and exams.

Item Record

Surveys are associated with item records. For the purpose of this course, create an online
item focused on dealing with customers, conflict, and confrontation.

Completion Status Configuration

Completion Status is the trigger for surveys to be assigned. For each completion status,
there is an option to include learning events for item evaluation surveys and/or follow-up
evaluation surveys. For example, a status that is for-credit, such as: passed course,
course attended, document read or viewed, may trigger a survey to go out to users.
However, statuses such as: course incomplete, course no-show, or course waived, are
statuses that might not trigger the assignment of a feedback survey. If the student was
present during the training it would be appropriate to ask questions about the training
experience. However, if they were granted credit because of substitute training, or they did
not actually attend, we may decide not to trigger the survey. The follow-up survey may
provide useful data on the application of knowledge gained during the course – therefore it
may not be useful to trigger this survey if the user failed or was incomplete.

Rating Scale
Rating scale questions can be used with surveys. It is recommended, when implementing
item evaluation and follow-up evaluation surveys, to use at least two applicable rating
scales. For example, the first rating scale could be a five-point scale used for an item
evaluation survey. The second rating scale could be a frequency scale used for a follow-up
evaluation survey.

Sample item evaluation five-point rating scale:

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 1

Sample follow-up evaluation five-point frequency rating scale:

SAP SuccessFactors Exams

The Question library tool allows you to build exam questions that you may link to
objectives. Objectives are defined and the course is structured during the process of
content creation. Using SAP Success Factors Learning to capture the objectives to be
assessed is a critical first step for analysis. Tying those objectives to questions allows for a
more thorough analysis of knowledge. You may create both pre- and post-exams. Pre-
exams provide an initial assessment of knowledge or capability, while post-exams assess
the increase in knowledge as a result of the training.

Note: Please refer to the SAP Success Factors Learning: Assessment

builder guide for additional information on how to create objective records,
questions, and exams.

Conclusion
In this lesson, you learned the concepts and terminology associated with the training
evaluation model.

You should now be able to identify all levels of evaluation.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 1

Knowledge Check
Use what you learned in this lesson to answer the following questions.

1. True or false: The final step for any training program is a summative evaluation
in which you measure how
effectively the training program accomplished its stated goals.

2. The fourth level of evaluation measures , and can be the most difficult
to implement for a training program.

a. Learning

b. Reaction

c. Behavior

d. Results

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 1

Lesson 2 - Item Evaluation

Lesson Overview
The goal of this lesson is to begin building the first survey to support evaluation of the
users’ reaction to the training.

Objectives

Upon completion of this lesson, you will be able to:

 Create an item evaluation survey

 Edit details of item evaluation survey
 Preview and publish item evaluation survey
 Associate survey with item
Item Evaluation: User Satisfaction
An item evaluation is a questionnaire survey that assesses a user’s reaction to a training
event. It is typically most effective if delivered immediately after the training event ends,
when a user’s reaction to the training is still fresh in his/her mind. This evaluation is
sometimes referred to as a ‘smile sheet’ or ‘happy sheet’ because, in their simplest form,
they measure how well users liked the training.

This type of evaluation can reveal valuable data if the questions asked are more complex.
For example, this questionnaire could move beyond how well the users liked the training to
questions about:

 Relevance of the objectives

 Ability of the course to maintain interest
 Amount and appropriateness of interactive exercises
 Ease of navigation throughout the training
 Perceived value and transferability to the workplace

Questions asked on a typical item evaluation survey cover the basics of a course and can
be grouped according to focus area. For example, one set of questions might be related to
the effectiveness of the instructor, and another set of questions might inquire about the
usefulness of the materials. Because this type of evaluation is so easy and inexpensive to
administer, it usually is conducted in most organizations.

Within SAP SuccessFactors Learning, an item evaluation questionnaire survey can be

structured with one or more pages, and one or more questions per page.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 1

Question Types
When building your item evaluation, you must create questions and answer choices. There
are four types of questions:

 Rating Scale: Use a question type of rating scale when you want to get
quantitative results.

 One Choice: Use this question type when you want the user to choose one correct
answer from a group. Additional possible answer choices can be added by selecting
the green plus (+) icon at the end of the question type.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 1

 Multiple Choice: Use this question type when you want the user to be able to
choose multiple correct answers from a group. Additional possible answer choices
can be added by selecting the green plus (+) icon at the end of the question type.

 Open Ended: Use this question type when you want the user to type an answer
(up to 3,990 characters).

Best Practice: It is encouraged to use the same rating scale per question throughout a
survey in order to provide a mean score per page, across the entire survey, per item, and
per instructor.

Survey Pages
Pages act as an organization system for your survey. You can add a title for the page and
you can add instructions for the page. For example, you might create a page called
"Classroom Conditions" and add instructions that tell users to please evaluate the physical
classroom space.

Ensure that the questions being asked are applicable and relevant. For example, a set of

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 1

questions on how well an instructor kept the class engaged might not apply to a purely
online course.

Note: It is important to keep in mind the type of training event the survey will be used for
and how you want the pages in your survey to behave.

Multi-Instructor Surveys
At times, more than one instructor may be facilitating a training session. In these
instances, the survey tool can be configured to prompt the user to evaluate the
effectiveness of all instructors involved.

Pages are particularly important if your survey covers more than one instructor. If your
survey evaluates more than one instructor, then create a single page for all questions
related to instructors. This allows the system to repeat that page for each instructor. Select
Instructor from the Resource Type drop-down menu.

Note: It is very important to select the appropriate Resource Type when creating the
Survey page and to indicate the resource when the learning event is recorded. If the
learning event is recorded without the resource, the Survey page will not be available to
the user.

When responding to a survey, instructor-specific pages are repeated for each instructor
and the user is alerted that responses are related to the instructor specified on the page.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 2

Please see the Reports module to view sample outputs of instructor results.
Localization
When creating questionnaire surveys for use with multiple languages, the values for each
language (locale) may be entered by using the globe icon in the following figure next to
localized fields. Localized fields include: survey name, survey description, survey
instructions, page titles, page instructions, question text, and question responses.

Creating a Survey
To create a survey, navigate to Admin Center > Learning > Learning Administration >
Learning > Questionnaire Survey and select Add New. Enter a Survey ID and Name and
select an Evaluation Level. Next you will enter the Survey Description and Comments,
then select Domain. Check the Active checkbox and click Add.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 2

To create the survey questions, go to the Questions tab and enter the Survey Instructions.
Enter Page 1 title and instructions and click the Add Question icon in the top right corner of
that section. In the text box enter the question stem, then select the Question Type and
Rating Scale. When you are done creating questions on page 1, click Save Draft. Repeat
this process for all pages of the survey.

To configure options and notifications for the survey, select the Options tab. If you would
like the survey to be anonymous, click Yes. Check the Required for Item Completion
checkbox and enter the number of Days to Complete survey from the date of assignment.
Determine whether you want to include a comments field for each question. When done,
click Apply Changes.

If necessary, you may change the standard notification that goes out when the survey is
assigned by clicking on the Notifications tab.

To preview and publish the survey, select the Questions tab and click Preview. Then
select Draft from the drop-down menu. Click Publish and the survey is now ready to use.
Exercise - Create Draft Survey and Add Questions: Item
Evaluation
Scenario
An online course on how to deal with customers, conflict, and confrontation has been
created. You are responsible for creating the item evaluation survey to be assigned to all
users immediately after the course is completed. This is the general course evaluation
survey to be used after every online HR course.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 2

Task
Write down questions for each page of this survey. Each question will be a rating scale
type using the five-point scale (created previously). There should be an open-ended
comments question at the end of each page.
In this exercise, you will create a draft survey and add questions to an Item Evaluation.

1. Navigate to Learning > Questionnaire Surveys

2. Click Add New
3. Enter a Survey ID
4. Enter a survey Name
5. Select an Evaluation Level (for this example, select Item Evaluation:
User Satisfaction)
6. Enter survey Description and Comments
7. Select Domain
8. Check Active checkbox
9. Click Add
10. Select the Questions tab for the questionnaire survey previously created
11. Enter Survey Instructions
12. Enter first page Title
13. Enter first page Instructions
14. Click Add Question icon ( )
15. Enter question stem
16. Select Question Type (for this example select rating scale)
17. Select a Rating Scale
18. Repeat steps 15-18 to add additional questions
19. Click Add Page icon ( )
20. Enter second page Title
21. Enter second page Instructions
22. Click Add Question icon ( )
23. Enter question stem
24. Select Question Type (rating scale)
25. Select a Rating Scale
26. Repeat steps 22-25 to add additional questions
27. Click Save Draft

Configuration Options
Each item evaluation survey has the ability to be configured uniquely. A survey can be
configured to be submitted anonymously by users. This prevents an administrator
accessing reports from identifying certain feedback from a specific user. A survey can be
required for item completion causing the item to sit in a pending state until the survey has
been completed and submitted by the user at which time the item will be moved to the
user’s Learning History.

In order to ensure there is a defined period in which users should submit feedback, a

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 2

configurable number of days can be entered to determine a date by which the user should
complete and submit the survey. If the user does not complete the survey in the timeframe
configured, the survey will move into an overdue status. Even though the survey is
considered overdue, the user will still have the ability to open, complete, and submit the
survey.

The admin has the ability to remove item and follow-up evaluations from user records,
which is especially useful for overdue surveys. This can be done by accessing the Surveys
tab of the user record or using the User Needs Management tool.

A comments section can be added after each question for additional feedback per
question in the following figure.

Notifications
There are two notification templates associated with the questionnaire survey functionality:

 Questionnaire Survey Assignment Notification Email Template

 Questionnaire Survey Assignment Notification RollUp Email Template

An item evaluation survey is assigned to a user upon completion of an item when a

learning event is recorded.

A follow-up survey is assigned to a user and/or the user’s supervisor in a configurable

number of days after item completion and is triggered by the Follow-Up Evaluation
automatic process manager (APM). This APM will generate notifications to users who
have been assigned either type of survey.

The notification template may be modified on each individual survey in the following
figure. It is recommended to embed a questionnaire survey direct link into the notification
template to generate an actual link within the email.

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Similar to other notification areas in SAP SuccessFactors Learning, an administrator is

able to attach documents to notifications. See the Appendix for additional information
about Notifications.

Direct Links
The Direct Links tool allow Admins to build and send a direct link to users. When users
click the links, they go to specific pages in SAP SuccessFactors Learning.

Questionnaire Survey direct links can be created to take users directly to the evaluation
instead of going through their learning assignment.

You can send the links to users so that they can access the pages by clicking the link.
Users are asked to provide login information if they are not already logged in.

You can embed the links in any environment that accepts URL links. For example, you can
add the link to an e-mail, notification message or a Web page.

The use of direct links does not compromise security. Users will have access to only those
sections of the application that their assigned workflow restrictions allow.

To generate Questionnaire Survey Direct Links, navigate to: System Admin>Tools>Direct

Links. Select Questionnaire Survey for the Direct Link Type and Display Link.

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Preview and Publish

Once a survey has been created, it is important to preview the draft survey before
publishing and making it available for use. From the Questions tab, click the Preview
button and select Draft for an option to preview the draft version of the survey.

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Once you have reviewed your questions and layout, close the preview and return to the
Questions tab. Click the Publish button to officially publish and make this survey available.
Once a survey is published, it can be associated with one or more items.

Exercise - Configure Options and Notifications for draft

Survey: Item Evaluation
In this exercise, you will configure options and notifications for draft Survey: Item
Evaluation.

1. Access survey record from the previous lab

2. Select the Options tab
3. To configure the post evaluation settings, enter a number of days from item
completion to assign the follow-up survey, and a number of days to complete
the survey
4. Select option to Include Comments Field for each Question
5. Click Apply Changes
6. Select the Notifications tab
7. If necessary, edit Body of notification message
8. If necessary, click Browse to add an attachment to notification
9. Click Apply Changes

Exercise - Preview and Publish Survey: Item Evaluation

In this exercise, you will preview and publish Survey: Item Evaluation.

1. Select the Questions tab

2. Click Preview
3. Select Draft from drop-down menu
4. Review preview of survey
5. Click Close to close preview of survey
6. Click Publish. The survey is now ready for use
7. The second page of the survey might be unavailable unless the appropriate
Resource Type is selected and the resource is indicated when the learning event
is recorded

Associate Survey with Item

Associating a survey with an item is the next step. There are two functional ways to
associate a survey with an item. First, the association can be made within the
questionnaire survey from the Item Usage tab.

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Or, an association between the item and a survey can be created within an item record
from the Evaluations tab.

From the questionnaire survey record, an admin can view the number of users assigned
who have completed the item and been assigned to the survey, the number of completed
surveys, the percentage of assigned surveys that have been completed, and a mean
score for the survey results. The mean score is the average of all the rating scale question
responses across all completed surveys for that item. For each item associated with the
survey, the system calculates the mean score only if, for all surveys completed for that
item, all the rating scale type questions use the same rating scale as specified in the
Rating Scale field.

It is also possible to run a report from this screen on item evaluation results.

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It is only possible to associate one survey per item. Therefore if a survey is already
associated with an item, you will receive a warning message while attempting to associate
another survey. You are given the option to remove the previous survey with the current
one, or cancel the association process.

Exercise - Associate Survey with Item: Item Evaluation

In this exercise, you will associate a survey with Item: Item Evaluation.

1. Select the Item Usage tab

2. Enter the Item ID or click the add one or more from list link
3. Search for and select one or more items or select item Type and enter Item
ID exactly
4. Click Add

Exercise - Associate Item with Survey: Item Evaluation

In this exercise, you will associate item with Survey: Item Evaluation.

1. Navigate to Learning > Items

2. Search for an item
3. From the search results, click the Item ID
4. Click More from the Related area
5. Select the Evaluations tab
6. In the Item Evaluation: User Satisfaction section, click the Search icon ( ) to search
for and select a questionnaire survey
7. Click Apply Changes

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Note: Depending on how the survey was configured, the Days to complete field and
the Required for Item Completion checkbox may or may not be already populated once
the survey is added. If necessary, change these fields and apply changes.
Conclusion
In this lesson, you built the first survey to support evaluation of the users’ reaction to the
training.

You should now be able to:

 Create an item evaluation survey

 Edit details of item evaluation survey
 Preview and publish item evaluation survey
 Associate survey with item
Knowledge Check
Use what you learned in this lesson to answer the following questions.

1. The most effective question type to use in order to obtain quantitative results is:

a. Open Ended

b. One Choice

c. Multiple Response

d. Rating Scale

2. True or false: An item may have more than one Item Evaluation: User
Satisfaction (level 1) questionnaire survey
associated to it.

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Lesson 3 - Learning Evaluation

Lesson Overview
The goal of this lesson is to create an association between previously created exams and
an item as pre- and post-exams.

Upon completion of this lesson, you will be able to associate exams with an item as pre-
and/or post-exams.
Set Up Learning Evaluations
Configuring an item to support learning evaluations is simple if the exams to be used as
pre- and post-exams have already been created. Otherwise, it is encouraged that you
refer to the SAP SuccessFactors Learning: Online Exams and Quizzes guide for additional
information on how to create objectives, how to create questions using Question Editor,
and how to create an exam from those questions. Although it is optional to associate
objectives with questions using Question Editor, it is highly encouraged to use this
methodology when creating questions to be used in pre- and post-exams that are part of
an evaluation model. Learning evaluation reports display results per objective; however,
this information is not available if the questions are not tied to objectives.

The purpose of a pre- and post-exam is to assess the user population’s knowledge of the
content prior to the training, and then just after the training. If the training program is
effective, there will be a demonstrative increase in knowledge when the two exam results
are compared.

Best Practice: It is highly encouraged to associate objectives with questions using

Question Editor. Learning evaluation reports display results per objective only if the
questions are tied to objectives. This way you will be able to determine in which specific
objectives the student’s learning has improved and how much improvement was
demonstrated.

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Note: An item’s original classification may change when configuring to support a learning
evaluation. If the item is online, associating one or more exam objects does not affect the
online classification. If the item is instructor-led, associating one or more exam objects will
change the classification from instructor-led to blended.

Associate an Exam to an Item

The exam object must first be added to the item as content twice before it can be selected
as pre-test or post-test. This is done on the Online Content tab of the item and described
in more detail in the Online Exams course and guide. Once the exam has been added
twice, it will be possible to identify which exam object is the pre-test and which is the post-
test from the Evaluations tab of the Item.

In the Learning Evaluation: Mastery of Content section, click the drop-down menu for pre-
exam and post-exam and select the desired exams. When done, click Apply Changes.

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Exercise - Associate Pre- and Post-Exams: Learning

Evaluation
In this exercise, you will associate pre- and post-exams: Learning Evaluation.

1. Navigate to Learning > Items

2. Search for and access an item record in edit mode
3. Click More from the Related area
4. Select the Evaluations tab
5. In the Learning Evaluation: Mastery of Content section, click the drop-down menu
for pre-exam and select the desired exam
6. Click the drop-down menu for post-exam and select the desired exam
7. Click Apply Changes

Note: The exam object must first be associated to the item twice before it can be selected
as pretest or posttest.

Conclusion
In this lesson, you created an association between previously created exams and an item
as pre- and post-exams.

You should now be able to associate exams with an item as pre- and/or post-exams.
Knowledge Check
Use what you learned in this lesson to answer the following questions.

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1. True or false: It is a best practice to associate objectives with questions for reporting
and analysis.

2. True or false: Level 2 evaluations are created the same way as Level 1 & Level
3 evaluations, within the Questionnaire Survey tool.

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 SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 3

Lesson 4 - Follow-up Evaluation

Lesson Overview
The goal of this lesson is to build the follow-up survey to support evaluation of the users’
behavior after the training, and assess their application of knowledge gained.

Objectives

Upon completion of this lesson, you will be able to:

 Create a follow-up evaluation survey

 Edit details of follow-up evaluation survey
 Publish follow-up evaluation survey
 Associate survey with item
 Configure automatic process (APM)
Follow-Up Evaluation: Application of Learning
Learners typically score well on post-tests, but the real question is whether or not any of
the new knowledge and skills are retained and transferred back on the job. Follow-up
evaluations attempt to answer whether or not learners’ behaviors actually change as a
result of new learning.

Ideally, this measurement is conducted three to six months after the training program. By
allowing some time to pass, learners have the opportunity to implement new skills and
retention rates can be checked. Observation surveys are used, sometimes called
behavioral scorecards. Surveys can be completed by the user and/or the user’s
supervisor.

Functionally, the follow-up evaluation questionnaire survey is created in the same way as
an item evaluation questionnaire survey. Navigate to Learning > Questionnaire Survey and
select Add New. Enter a Survey ID and Name and select an Evaluation Level, in this case,
Follow-up Evaluation. Next you will enter the Survey Description and Comments, and then
select Domain. Check the Active checkbox and click Add.

The follow-up survey has a very different purpose than the item evaluation survey;
therefore, the line of questioning is radically different. For example, follow-up survey
questions evaluating a sales training program might include:

 Did the representative open each customer dialogue with a product

benefit statement, followed by a request to proceed?
 Was the representative able to analyze and describe to you the category
of customers' objections as either valid, misinformation, or smokescreen?
 Did the representative use the appropriate model answer in response to
each objection?

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These questions can be reworded to best fit the need of the program and evaluation
methodology. For example, the same questions above may be reworded for use with a
rating scale defined by frequency:

 How often did the representative open each customer dialogue with a product benefit
statement, followed by a request to proceed?
 How often was the representative able to analyze and describe to you the
category of customers' objections as either valid, misinformation, or smokescreen?

To create the survey questions, go to the Questions tab and enter the Survey Instructions.
Enter Page 1 Title and Instructions and click the Add Question icon in the top right corner
of that section. In the text box enter the question stem, then select the Question Type and
Rating Scale. When you are done creating questions on page 1, click Save Draft. Repeat
this process for all pages of the survey.
Configuration Options
A follow-up survey is assigned to a user and/or the user’s supervisor a configurable
number of days after item completion and is triggered by an automatic process manager
(APM).

You can configure each follow-up evaluation survey to uniquely fit your business needs.
Select the Options tab and make modifications in the Edit the Survey Defaults section.

Unlike the feedback surveys, these may not be anonymous since they help us
determine how well a specific student is applying knowledge that they gained since they
completed the course content and have had a chance to use the knowledge at their job.

You also have the option to include a comments section for each question. When done
selecting your options, click Apply Changes.

A follow-up survey can be completed by the user (employee) only, the supervisor only, or
both. It may also be made required for participants to complete.

A comments section can be added after each question for additional feedback per
question.

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To preview and publish the survey, select the Questions tab and click Preview. Then
select Draft from the drop-down menu. Click Publish and the survey is now ready to use.
Exercise - Configure Options for Draft Survey: Follow-
up Evaluation
Scenario

When the online course on how to deal with customers, conflict, and confrontation is
finished by employees, they will need to complete a follow-up evaluation survey. You are
responsible for creating the questions for the follow-up evaluation survey to be assigned to
all users and supervisors. In the next Exercise, we will configure the survey.

Task

Using the previous exercises in this course as a guide, complete the following tasks on
your own:
 Create a follow-up evaluation survey using the sample questions on the next page
 Write additional questions for each page of this survey. Each question will use
a rating scale type using the five-point frequency scale (created previously).
The comments question at the end of each page is an open-ended question
type

In this exercise, you will configure options for Draft Survey: Follow-up Evaluation.

1. Navigate to Learning > Questionnaire Survey

2. Search for and select the follow-up survey just created in the Exercise
3. Select the Options tab
4. To configure the post evaluation settings, enter a number of days from item
completion to assign the follow-up survey, and a number of days to complete
the survey
5. Select the follow-up survey participants (employee, supervisor, or both)
6. Select option to include comments field for each question and click Apply Changes
7. Select the Notifications tab
8. If necessary, edit body of notification message and click Apply Changes
9. If necessary, click Browse to add an attachment to notification
10. Click Apply Changes
11. Select the Questions tab
12. Click Preview and then select Draft from drop-down menu
13. Click Close to close preview of survey
14. Click Publish. The survey is now ready for use

Exercise - Configure APM: Follow-up Evaluation

In this exercise, you will configure APM: Follow-up Evaluation.

1. Navigate to System Admin > Automatic Processes > Evaluation Synchronization

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2. Enable this process to be scheduled

3. Select frequency of synchronization, and enter configuration options
4. Select a time zone
5. Enter an email address for notification
6. Click Apply Changes

Conclusion
In this lesson, you built the second survey to support evaluation of the users’ behavior
after the training, and assessed their application of knowledge gained.

You should now be able to:

 Create a follow-up evaluation survey

 Edit details of follow-up evaluation survey
 Publish follow-up evaluation survey
 Associate survey with item
 Configure automatic process (APM)

Knowledge Check
Use what you learned in this lesson to answer the following questions.

1. True or false: Follow-up evaluations attempt to answer whether or not

learners' behaviors actually
change as a result of new learning.

2. A functional difference between an item evaluation survey (feedback) and a follow-

up evaluation survey is:

a. A follow-up evaluation survey can be configured to be assigned a

certain number of days after item completion

b. A follow-up evaluation survey is required

c. An item evaluation survey assignment is triggered by an APM

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Lesson 5 - Survey Completion – User

Lesson Overview
The goal of this lesson is to demonstrate how a user would access and complete training
evaluations.

Upon completion of this lesson, you will be able to launch and complete assigned surveys.

Survey Completion Overview

When a survey is assigned to a user, the survey displays in the My Learning Assignments
tile in the following figure. Once an APM has run, he/she will receive an email notification.

The user can launch the survey by clicking on the survey title from My Learning
Assignments tile. The survey can be launched from the mobile as well.

When launched, if the survey has been configured to be anonymous, it will be stated
above the survey.

If the survey is configured to be required for item completion, a warning message displays
to the user if he/she had missed or skipped any questions in the survey when submitting.

On the other hand, if the survey is optional (not required for item completion), then the
questions within the survey may also considered optional and the user has the ability to
omit and skip questions when submitting. This is configurable in the LMS_ADMIN system
configuration file by changing the property:
UsersCanSubmitIncompleteOptionalSurveys=false to true. Furthermore, with an optional

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survey, the user has the ability to completely remove the survey from his/her Learning
Plan similar to a self-assigned item. Once a survey has been submitted, it disappears
from the user’s view. There is no record of a survey completion in a user’s learning
history.

When the user gets to the last page of the survey, a Submit button will be available to
submit the completed survey in the below figure. As a user completes the survey, there is
an option to save the survey. This allows the user to complete the survey at a later time.

Exercise - Launch and Complete Assigned Survey

Scenario

The online course on how to deal with customers, conflict, and confrontation needs to be
assigned to users. You are responsible for assigning this course to the appropriate
employees.

Task

Using previous knowledge of SAP SuccessFactors Learning as a guide, complete the

following tasks on your own.
 Assign the item to one or more users
 Record a learning event for the assigned item for one or more users to activate
the surveys

In this exercise, you will launch and complete an assigned survey.

1. Log in to SAP SuccessFactors Learning as a user

2. Locate the survey on your Learning Plan (My Learning Assignments)
3. Click the survey title to launch
4. Complete all questions/pages of the survey
5. Click Submit

Note: To test a new survey, it is recommended that the admin publish it, associate it to
an item, and then record a learning event for the item. This will assign the survey to the
user for testing.

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Conclusion
This lesson demonstrated how a user would access and complete training evaluations.

You should now be able to launch and complete assigned surveys.

Knowledge Check
Use what you learned in this lesson to answer the following questions.

1. True or false: A completed survey remains in a user’s learning history.

2. True or false: If a survey is optional, the user has the ability to remove the
survey from his/her Learning Plan.

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Lesson 6 - Survey Analysis Reports

Lesson Overview
The goal of this lesson is to demonstrate how to access and run evaluation related reports.

Upon completion of this lesson, you will be able to access and launch analysis reports.

Reports Overview
There are specific reports to support analysis of each step of the training evaluation
process.

Item Evaluation Reports

The Item Evaluation Report shows the mean score (the average results of the rating scale
questions) for each survey; survey page; and survey question, and the percentage of
users who selected each response.

The Item Evaluation by Individual Response Report shows each user’s responses to the
survey questions.

The Item Evaluation by Instructor Report shows the mean score (the average results of the
rating scale questions) for each survey and survey page; grouped according to the
instructor.

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Exercise - Launch Item Evaluation Report

In this exercise, you will launch an Item Evaluation Report.

1. Navigate to Reports
2. Type evaluation in the Search box
3. Check the Learning checkbox in the Category section (you may have to un-check all
the other options)
4. Check the Published checkbox in the Publication Status section
5. Check the Admin checkbox in the Application section
6. Click Submit
7. Click the report title to open the report search window. You might need to click
the (+) to get to the available reports
8. Enter the report criteria
9. Click Run Report

Learning Evaluation Report

The Learning Evaluation Report shows the training effectiveness of items based on the
average pre-test and post-test mean scores.

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Exercise - Launch Learning Evaluation Report

In this exercise, you will launch a Learning Evaluation Report.

1. Navigate to Reports
2. Type evaluation in the Search box
3. Check the Learning checkbox in the Category section
4. Check the Published checkbox in the Publication Status section
5. Check the Admin checkbox in the Application section Click Submit
6. Click the report title to open the report search window. You might need to click
the (+) to get to the available reports
7. Enter the report criteria
8. Click Run Report

Follow-up Evaluation Reports

The Follow-up Evaluation Report shows the mean score (the average results of the rating
scale questions) for each follow-up survey; survey page; and survey question.

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The Follow-up Evaluation by Individual Response Report shows the mean score (the
average results of the rating scale questions) for each follow-up survey and survey page.

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Exercise - Launch Follow-Up Evaluation Report

In this exercise, you will launch a Follow-Up Evaluation Report.

1. Navigate to Reports
2. Type evaluation in the Search box
3. Check the Learning checkbox in the Category section
4. Check the Published checkbox in the Publication Status section
5. Check the Admin checkbox in the Application section
6. Click Submit

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7. Click the report title to open the report search window. You might need to click
the (+) to get to the available reports
8. Enter the report criteria
9. Click Run Report

Conclusion
This lesson demonstrated how to access and run evaluation related reports.

You should now be able to launch evaluation reports.

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Unit Summary
In this unit, you covered:

 Lesson 1: Training Evaluation Overview

 Lesson 2: Item Evaluation
 Lesson 3: Learning Evaluation
 Lesson 4: Follow-up Evaluation
 Lesson 5: Survey Completion - User
 Lesson 6: Survey Analysis Reports

You should now be able to:

 Describe the training evaluation model used to implement surveys

 Setup, configure and edit item evaluation surveys
 Setup, configure and edit follow-up evaluation surveys
 Setup learning evaluation
 Launch and complete assigned survey(s) as a user
 Access survey results through analysis reports

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Appendix A
Customizing Survey Thumbnail
The thumbnail associated with questionnaire surveys may be customized by an Admin.
Navigate to: System Admin > Configuration > Images. Browse for, and upload the desired
custom survey image that will represent a survey record on the User’s Learning Plan.

Customizing Survey Notifications

All SAP SuccessFactors Learning Notifications are generated from global notification
templates. These global templates can be found by navigating to System Admin >
Configuration > Notification Templates (Please see the Customizing Notifications and
Certificates Admin Guide for additional information on customizing notifications).

Questionnaire Survey notifications can be customized either at the global level or at the
survey level. Notification customizations can be done by editing the body of the
notification. HTML may be added to improve the notification’s appearance to the end user.
Syntax tags which represent data about the user and the item being surveyed may be
included in the notifications. For example, the follow-up survey may be configured to
display the full name of the employee with the use of syntax tags.

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The Notification Template Editor may also be used to customize your survey notifications.
Navigate to the Notification tab in the left menu of the survey record and select the
LAUNCH EDITOR link.

The notification can be customized by adding standard text, inserting/removing available

syntax tags, and using rich text formatting tools.

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SAP SUCCESSFACTORS LEARNING ADMINISTRATION - TRAINING 5

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