Implement a Three-Pronged Approach for Successfully Managing Training Compliance in SuccessFactors Learning

  • by Eric Wood, SAP ERP HCM/SuccessFactors Solution Architect, Presence of IT
  • July 26, 2016
Efficient management of compliance training is a critical need for many organizations looking at best-of-breed learning management systems. Discover how three SuccessFactors Learning tools can improve organizational training compliance through automated administration, at the same time reducing historically high HR administrative efforts and associated costs.
Learning Objectives

By reading this article, you will learn how to:

  • Configure assignment types in SuccessFactors Learning in order to properly classify, track, and report on training assignments made within the learning management system
  • Set up assignment profiles for the automatic administration of training assignments to defined groups in your organization
  • Leverage period-based curricula for the management of required retraining assignments to ensure employees remain in compliance with periodic re-training needs
Key Concept
In SuccessFactors Learning, assignment types are used to define the necessity of completing training by employees. They are fully configurable so that companies can classify types of assignments. These indicators dictate whether training is optional or required.

Assignment profiles automatically assign training entities, such as items, curricula, and programs, to users who match certain defined attributes. Using these, SuccessFactors Learning automatically manages training assignments, adding and removing assigned training as users move in and out of defined sets of selection rules that determine who should receive which training.

Curricula consist of a collection of items, requirements, or sub-curricula that can be assigned to users as a single assignable and trackable training unit. As a compliance tool, curricula provide administrators with the ability to track completion of a series of training as a whole. Curricula also allow for dynamic calculations of required-by training dates for learning assignments to users with respect to initial dates of assignment and periodic required retraining dates.

Benjamin Franklin is credited with coining the adage that only two things in life are certain: death and taxes. Within the world of corporate learning, there is one other certainty—regulatory compliance. I know few HR professionals who get excited by the topics of regulation, compliance, and the training they must manage to keep auditors, legal departments, and their CEOs happy and satisfied. However, just like death and taxes, corporations, regardless of size, have to deal with the complex and oftentimes expensive administration and management of compliance training.

While certain types of risk can be healthy and necessary for corporations to take on in order to grow and mature, high risks associated with non-compliance isn’t one of them. The cost of non-compliance can be great, especially depending on the industry. In extreme cases, it can take just one incident of non-compliance to completely change a company’s balance sheet, or, more importantly, completely change the lives of individuals affected by non-compliant and improperly trained employees.

So while the importance of training compliance is clear, it doesn’t change the fact that it can be extremely hard to manage. Small organizations can struggle with managing and administering compliance training simply due to having fewer resources dedicated to managing employee training. While larger organizations may have more resources, other challenges begin to creep in as organizational size increases, putting more strain on finding a cohesive way to manage the process effectively. Regardless of the size of an organization, three challenges are typically seen when it comes to managing compliance training: those involving time, money, and measurement of effectiveness.

In today’s HR world, there is an increasing emphasis being put on HR to be more strategic. Training departments should be no different. However, there is an increased demand on learning resources that is a direct result of the growth in regulatory compliance training management.

While learning management systems (LMSs) are not new, the tools they provide to manage compliance training can differ greatly. A key strength of SuccessFactors Learning, in my opinion, can be found in the features provided in this LMS for managing and administering compliance training.

In this article, I look at the three primary mechanisms within SuccessFactors Learning that can be leveraged in the administration and management of compliance training. These are:

  1. Assignment types (for classifying types of training assignments to employees)
  2. Assignment profiles (for automating the assignment of training items, programs, and curricula to groups of employees)
  3. Period-based curricula (for the automatic management of re-training assignments for training that, once completed, requires periodic re-training for maintaining the compliance status)

Assignment types provide administrators the flexibility to categorize training assignments to meet business requirements for administration, tracking, and reporting purposes. Assignment profiles alleviate the notoriously high-cost and high-risk administrative tasks of assigning required trainings to employees to ensure regulatory compliance training requirements are met. Finally, period-based curricula allow for periodic retraining calculations and assignments that are continually managed by the system for employees as they complete particular courses that require retraining, ensuring ongoing training compliance remains high.

This three-pronged approach to managing and administering compliance training within SuccessFactors Learning provides organizations with increased organizational compliance while decreasing the administrative costs for learning administrators.

Eric Wood

Eric Wood is an SAP ERP HCM/SuccessFactors Solution Architect at Presence of IT.  He has 11 years of experience in corporate and consulting roles, focused on the strategy and development of HRIS solutions, specifically SAP ERP HCM. Eric has worked across a range of HR modules, both on-premise and in the cloud, for clients across various industries while based in the United States and Australia.  Eric is also a frequent conference speaker at SAP conferences in the U.S., Europe, Australia, and Singapore.

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