successfactors learning guide for employees · successfactors learning offers a centralised booking...

SuccessFactors Learning guide for

employees

Issued by UCT Human Resources October 2019

SuccessFactors Learning guide for employees

October 2019

Contents: SuccessFactors Learning guide for employees

Logging in to SuccessFactors via a browser 3

Setting SuccessFactors options 6

Viewing and updating your employee profile 7

Viewing the org chart 12

Installing the SuccessFactors mobile application 14

Searching for a course in the course catalogue 16

Viewing detailed course information 18

Assigning courses to yourself 20

Removing a self-assigned course 21

Registering on a course assigned to you 22

Registering on a course from the course catalogue 25

Recommending a course assigned to you 28

Recommending a course from the course catalogue 29

Viewing course recommendations 31

Requesting a course schedule 32

Withdrawing from a scheduled offering 34

Recording external learning 37


October 2019

Logging in to SuccessFactors via a browser

Background and benefits SuccessFactors Learning offers a centralised booking and administration system for courses offered by UCT training providers. The online platform provides a one-stop shop to find, book and manage development activities. Staff members can access the platform on any internet-connected device (including smart phones and tablets) using their existing UCT login details. Time-consuming manual booking processes are replaced by automated processes with easy workflow for manager approval. Records of completed courses are consolidated and centrally stored, adding to a staff member’s training history.

Support If you are unable to access SuccessFactors or are experiencing other technical difficulties, please contact the ICTS Helpdesk via email at [email protected] or on extension 4500. Procedure

1. Open a web browser (e.g. Google Chrome, Mozilla Firefox, Microsoft Edge, Internet Explorer).

Note: If you experience any technical difficulties using SuccessFactors, switch to Microsoft Edge or Internet Explorer.

2. Log in to SuccessFactors via www.successfactors.uct.ac.za.

3. If not already logged on to single sign-on, the UCT sign in page appears. If already logged in to single sign-on, SuccessFactors will open.

- In the Staff / student number field, enter your UCT staff number. Note: UCT staff number only, third party "T" accounts will not work.

- In the Password field, enter your network password.

- Click .

mailto:[email protected]

mailto:[email protected]

http://www.successfactors.uct.ac.za/

http://www.successfactors.uct.ac.za/


October 2019

Logging in to SuccessFactors via a browser (continued) 4. The Home page appears.

If you want to.. then..

Set SuccessFactors options (e.g. start page, accessibility)

See: Setting SuccessFactors options

View and update your SuccessFactors employee profile

See: Viewing and updating your employee profile

View your part of the UCT organisational chart

See: Viewing the org chart

Install the SuccessFactors mobile application

See: Installing the SuccessFactors mobile application

- To work with courses (e.g. search the course catalogue, register on courses), click the Learning tile.

Note: If the How To Get The Most Out of Learning dialogue box appears, either click or select the Do not show this page every time I sign in checkbox to hide the dialogue box in future.


October 2019

Logging in to SuccessFactors via a browser (continued) 5. The My Learning page appears.

Tab Tasks

My Learning (available to all employees)

Searching for a course in the course catalogue Viewing detailed course information Assigning courses to yourself Registering on a course assigned to you Registering on a course from the course catalogue Recommending a course Viewing course recommendations Requesting a course schedule Withdrawing from a course

My Employees (only available to managers)

See: SuccessFactors Learning guide for managers for instructions on: Viewing employee learning plans and learning history Processing pending approval requests Assigning and removing learning to/from employees Registering and withdrawing employees on/from scheduled offerings Recording external learning

http://www.hr.uct.ac.za/sites/default/files/image_tool/images/236/sf/sf_learning_guide_managers.pdf

http://www.hr.uct.ac.za/sites/default/files/image_tool/images/236/sf/sf_learning_guide_managers.pdf


October 2019

Setting SuccessFactors options

1. Log in to SuccessFactors and access the Home page.

- In the top right of the screen, click the dropdown arrow to the right of your name and select .

2. The Options page appears, displaying the Start Page section.

If you want to.. Then..

set your default page when logging in

- In the Start Page field, select the appropriate entry from the dropdown list.

- Click .

set accessibility settings

- Click .

- The Personal Accessibility Settings section appears.

- Select one or more of the 4 available options and any additional options that

may appear after your initial selection.

- Click .


October 2019

Viewing and updating your employee profile


- Click and choose My Employee File.

2. The employee file page appears, displaying the General Information section.

See:

Uploading or editing a profile picture

Adding an introductory paragraph

Adding or updating career information


October 2019

Viewing and updating your employee profile (continued) Uploading or editing a profile picture 1. To upload a new profile picture or change an existing profile picture, in the employee file page click

and choose .

2. The Edit Profile Picture dialogue box appears.

- If loading a profile picture for the first time, either drag and drop your profile picture file within the dialogue box or click to select a picture from your computer.


October 2019

Viewing and updating your employee profile (continued) Uploading or editing a profile picture (continued)

- To replace an existing profile picture, click to select a new picture from your computer.

- To delete a profile picture, click .

- To adjust a recently loaded picture or to change an existing profile picture, move the image within the

circle area and/or use the zoom tool.

- Click to upload the profile picture.

3. The employee file page reappears, displaying the General Information section.


October 2019

Viewing and updating your employee profile (continued) Adding an introductory paragraph 1. To add an introductory paragraph about yourself (visible to everyone), in the employee file page click

and choose .

2. The About Me dialogue box appears.

- Enter introductory information about yourself in the space provided.

- Click .

3. The employee file page reappears, displaying the General Information section.


October 2019

Viewing and updating your employee profile (continued) Adding or updating career information

1. To view, add or change your career information, click to display the Career section.

- Add information to the Career sections by clicking Add to open a dialogue box.

• Required fields are indicated with a red asterisk (*).

• Click to create a new entry.

• Click .

- Change existing information in a Career section by clicking Edit to open a dialogue box.

• Change the appropriate fields or click Delete to remove an entire entry.

• Click .

2. The employee file page reappears, displaying the Career section.


October 2019

Viewing the org chart


- Click the Org Chart tile.

2. The Options page appears.

- Click to view additional team members and/or the manager.


October 2019

Viewing the org chart (continued) 3. The Options page re-appears, displaying additional team information.

- To see further up the organisational structure, continue to click .

- Click Export to save a copy of the organisational chart, either as a PDF or an image file.

- Click Go to Home Page to return to your home page.


October 2019

Installing the SuccessFactors mobile application 1. Log in to SuccessFactors and access the Home page.

- Click the Mobile Application tile.

2. The Options page appears.

- On your Android or Apple device, download the SuccessFactors Mobile app from the Google Play or Apple app store.

- Once the app is downloaded, find the link to log in with a QR code (if applicable, allow the app access to your device’s camera).

- Click .


October 2019

Installing the SuccessFactors mobile application (continued) 3. The Scan QR Code section appears.

- Hold your device up to the computer screen so the SuccessFactors mobile app can scan the QR code to connect your UCT account to the mobile app.

- Your learning assignments and recommendations will now appear in the app. You can also search the catalogue and book on/remove yourself from scheduled offerings. Note: SuccessFactors Learning manager options are not currently available in the app, it can only be used for your own learning.

- Click Go to Home Page to return to your home page.


October 2019

Searching for a course in the course catalogue 1. Log in to SuccessFactors and access the My Learning page.

2. To search for a specific course/s, enter your search term in the Find Learning tile and click . To browse the entire course catalogue, click .


October 2019

Searching for a course in the course catalogue (continued) 3. The Catalogue page appears, displaying your search results.

Changing the course catalogue view options

- Use Switch to Card View or Switch to List View to change how the search results are displayed.

- Select an option from the dropdown list to change the order of the search results.

- Click to see the search results listed in date order. Only courses with scheduled

offerings (course dates) will appear in the calendar view. Click to return to the previous search results.

Filtering the course catalogue search results - In the Refine By section you can select options to further filter your search results e.g. selecting the

Category Instructor Led will only display courses that have an instructor. Use and to remove unwanted filtering.

See: Viewing detailed course information for the length of the course, contact information, prerequisites and delivery method.


October 2019

Viewing detailed course information 1. Search for a course in the course catalogue.

- Click the course title e.g. Academic Research Foundations.

2. A new page appears, showing detailed course information such as the course description, length and contact details.


October 2019

Viewing detailed course information (continued)

If you want to… Then…

View additional course information such as subject areas, prerequisites and delivery method

- Click .

- If the course has prerequisites, click .

- The Prerequisites For… dialogue box appears.

- Click to return to the detailed course information page.

Assign a prerequisite to yourself

- Follow the step above to display the prerequisites section.

- Select the appropriate prerequisite course using the checkbox.

- Click .

- The detailed course information page reappears.

- Click to return to the Catalogue page.


October 2019

Assigning courses to yourself 1. Search for a course in the course catalogue.

- Click .

2. The course tile is refreshed and shows the status Already Assigned. The course will now appear in the My Learning Assignments tile on the My Learning page.

- On the Catalogue page, click to return to the My Learning page.


October 2019

Removing a self-assigned course Before you begin All courses assigned to you appear in the My Learning Assignments tile. You will only be able to remove a course that you assigned to yourself.

Procedure

1. Log in to SuccessFactors and access the My Learning page.

2. Find a self-assigned course in the My Learning Assignments tile.

- Click the dropdown arrow and select .

3. The Confirmation dialogue box appears.

- Click . 4. The My Learning page refreshes, the selected self-assigned course is removed from the My Learning

Assignments tile.


October 2019

Registering on a course assigned to you Before you begin Courses assigned by yourself or your manager appear in the My Learning Assignments tile. You will only be able to register on courses that have scheduled offerings (i.e. course dates have been set).

Procedure


2. Find a course assigned to you in the My Learning Assignments tile.

- Click . 3. The Registration page appears.

- The Available Scheduled Offerings section shows course offerings including number of days, start and

end dates, start and end times, location and number of available seats.

- Click alongside the appropriate course offering to view additional details such as segments, instructor and attached documents. Click to return to the Registration page.

- Click alongside the appropriate course offering to register to attend the course.


October 2019

Registering on a course assigned to you (continued) 4. If registration requires management approval, a warning message appears.

If no management approval is required, go to step 5

- Click to proceed. 5. The Registration page reappears, displaying the selected scheduled offering details.

- If registration requires manager approval, click to display the name of the manager

receiving the approval request. - The Comments field is an optional field for completion. If any other fields appear (e.g. Fund Number,

Cost Centre, dietary requirements) these must be completed.

- Click .


October 2019

Registering on a course assigned to you (continued) 6. The Registration page reappears, indicating that the Registration Comments are finished. The Registration

Status appears in the Success section (e.g. pending, enrolled).

- Click to return to the My Learning page.


October 2019

Registering on a course from the course catalogue 1. Search for a course in the course catalogue.

- Click .

2. The scheduled offerings appear. Note: If the course Details appear, click Offerings.

- To view additional details such as segments, instructor and attached documents, click the line

containing the offering date and time. Click to return and click again.

- Click below the appropriate scheduled offering. Note: If the Register Now option doesn’t appear, it is not possible to register for the course. See: Requesting a course schedule.


October 2019

Registering on a course from the course catalogue (continued) 3. The Registration page appears.

- If registration requires manager approval, click to display the name of the manager

receiving the approval request. This option will not appear if the registration doesn’t require manager approval.

- The Comments field is an optional field for completion. If any other fields appear (e.g. Fund Number, Cost Centre, dietary requirements) these must be completed.

- Click .


October 2019

Registering on a course from the course catalogue (continued) 4. The Registration page reappears, indicating that the Registration Comments are finished. The Registration

Status appears in the Success section (e.g. pending, enrolled).



October 2019

Recommending a course assigned to you Procedure


2. Find a course assigned to you in the My Learning Assignments tile.

- Click the dropdown arrow and select Recommend.

3. The Recommend to Others dialogue box appears.

- In the first field, enter a name (or part thereof) to search for an employee. - Select the appropriate employee from the search results below the first field. - Repeat the previous two steps to add any additional employees. - If applicable, enter a comment in the last field.

- Click .

4. The My Learning page reappears.

- A Confirmation dialogue box briefly appears on the screen, indicating that the recommendation has been sent.


October 2019

Recommending a course from the course catalogue Procedure 1. Search for a course in the course catalogue.

- Click .

2. Additional course detail appears.

- Click .


October 2019

Recommending a course from the course catalogue (continued) 3. The Recommend to Others dialogue box appears.

- In the first field, enter a name (or part thereof) to search for an employee. - Select the appropriate employee from the search results below the first field. - Repeat the previous two steps to add any additional employee. - If applicable, enter a comment in the last field.

- Click .

4. The Catalogue page reappears.

- A message briefly appears near the bottom of the screen, indicating that the recommendation has been sent.



October 2019

Viewing course recommendations Procedure


2. New recommendations are indicated by a number in red on the Recommendations tile.

- Click the Recommendations tile.

3. The Recommendations tile expands to display the recommendation details.

- Click More Information to either display a message from the recommending employee or the

course description. Click View Summary to return. - Click the course title to view detailed course information. Click to return.

- Click Action to assign to yourself, recommend to another employee or remove from your recommendations.

- Click in the top right of the Recommendations tile to shrink the tile back to its original size.


October 2019

Requesting a course schedule Before you begin A course should first be assigned to you, either by yourself or your manager. This allows you to keep track of courses you may want to register for.

Procedure


2. Find a course assigned to you in the My Learning Assignments tile. If the course is not yet assigned to you, see Assigning courses to yourself.

- Click the dropdown arrow and select .

3. The Registration page appears.

- To view your current registration/s on the course, click Expand alongside CURRENT REGISTRATION. - To view scheduled course dates, click Expand alongside AVAILABLE SCHEDULED OFFERINGS.


October 2019

Requesting a course schedule (continued)

In the REQUEST SCHEDULE section: - Enter or select the date by which you need to complete the course in the Need By Date field.

- Select (Western Cape) as the Preferred Region. - Select the Preferred Location from the dropdown list. - Enter any Comments.

- Click .

4. The Registration page refreshes and your request is displayed in the REQUEST SCHEDULE section.

- To remove a request, select the appropriate check box in the Remove column on the far right and click

.



October 2019

Withdrawing from a scheduled offering Procedure


2. Find the course you’re enrolled on in the My Learning Assignments tile.

- Click the dropdown arrow alongside the enrolled status and choose Withdraw.

3. The Confirmation dialogue box appears.

- Click .

4. The Current Registrations page appears.

- Click .


October 2019

Withdrawing from a scheduled offering (continued) 5. The Cancellation Reason page appears.

- Click the dropdown arrow to select the appropriate cancellation reason e.g. Unavailable, Illness.

- Click .

6. If the scheduled offering requires approval to withdraw or there is a refund amount, the Warning page appears. If there are no additional approvals or refunds when withdrawing from the scheduled offering, the My Learning page reappears. Go to step 8.

- Click to proceed with the withdrawal.


October 2019

Withdrawing from a scheduled offering (continued) 7. If withdrawal requires management approval, the Approval Submission page appears.

If withdrawal approval is not required, the My Learning page reappears. Go to step 8.

- Click to display the name of the manager receiving the approval request.

- Click .

8. The My Learning page reappears.

- If withdrawal approval is not required and the course was assigned by your manager, the course status changes from Enrolled to Register Now. The course remains an assigned course in the My Learning Assignments tile.

- If withdrawal approval is not required and the course was self-assigned, the course is removed from the My Learning Assignments tile.

- If the scheduled offering requires withdrawal approval, the course status will show as PENDING WITHDRAW APPROVAL. After the withdrawal is approved, the course will remain an assigned course in the My Learning Assignments tile if it was assigned by your manager, otherwise it will be removed from the tile.


October 2019

Recording external learning Before you begin Recorded external events will appear in your Learning History tile.

Procedure

1. Log in to SuccessFactors and access the My Learning page

- In the Links tile, click Record Learning.

2. The Record Learning dialogue box appears.

- Click Record External Learning to create a record of the external event that was completed.

3. The Record Learning dialogue box reappears, providing space to enter the event details.

- Enter the event Description, Completion Date, Completion Time and any other useful fields such as Total Hours, Instructor Name.

- The Employee section displays your name. Enter a Grade if applicable.

- Click .


October 2019

Recording external learning (continued) 4. The Record Learning dialogue box reappears, to confirm the learning details.

- Click .

5. The Record Learning dialogue box reappears, indicating the learning was recorded successfully.

- If there are related documents to attach, click . If there are no documents to attach, skip to step 6.


October 2019

Recording external learning (continued) • The File Attachments dialogue box appears.

• Click to select the file on your computer.

• Enter a File Description.

• Click .

• The File Attachments dialogue box refreshes and displays the attachment details.

• Click to close the File Attachments dialogue box.

6. The Record Learning dialogue box reappears, displaying the number of file attachments.

- Click to return to the My Learning page. The recorded external learning will appear in your History or Learning History tile.

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