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Oracle Learning Management Implementation Guide
Release 12.1
Part Number E13519-09
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Oracle Learning Management Implementation Guide

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Preface

Implementation

Implementing Oracle Learning Management

Implementation takes place after a successful installation of the application, and describes the process you follow to configure Oracle Learning Management (OLM) to meet your own specific business needs.

Making Decisions

Before you set up OLM, you need to look at certain factors before you decide and plan how to implement the application in your enterprise.

You must make two key implementation decisions:

Other decisions you need to make include:

You can adopt a staged approach to implementation, by focusing only on the essential areas of the system. For example, you could begin by implementing class scheduling and enrollment management. Then later you could add resource management and competency management to the basic implementation. In a third stage, if you supply training externally, you could implement the integration with Oracle Order Management, to support inventory, telesales, invoicing, and payments.

Implementation Checklist

Use the following checklist to record which parts of Oracle Learning Management you want to use. Then refer to the implementation flowcharts to see the high-level steps you must complete for each business function you have chosen to implement.

check box   < Flexfields (Required)

Define key and descriptive flexfields.

check box   < Administration (Required)

Define currencies, lookups, and a primary user.

check box   < Organizations (Required)

Define Business Groups and create other organizations.

check box   < Courses and Resources (Required)

Define courses and resource structures.

check box   < Class and Enrollment Management (Required)

Define enrollment and class status types.

check box   < Content Management (Optional)

Set up and manage content and content servers.

check box   < Pricing and Financial Relationships (Required)

Define finance headers and lines for each financial transaction, and set pricing for courses.

check box   < Reports, Letters, and Folders (Required)

Create reports, letters, and configurable folders.

check box   < Security (Required)

Set menu, enrollment, and user security. Set user profiles.

check box   < Self-Service Enrollment and Training Administration (Optional)

Set up self-service class enrollments and automatic finance transfer and waitlisting processes.

check box   < Audit Requirements (Optional)

Set up the audit process.

check box   < Online Help Configuration (Optional)

Localize Oracle Applications Help.

check box   < Oracle Order Management for OLM (Optional)

Set up the integration between Oracle Order Management and OLM.

Implementation Flowchart

Some of the steps outlined in this section are Required, and some are Optional. Required with Defaults means that the setup functionality comes with predefined, default values in the database; however, you should review those defaults and decide whether to change them to suit your business needs. If you want or need to change them, you should perform those setup steps. You need to perform Optional steps only if you plan to use the related feature or complete certain business functions. The following flowchart depicts the implementation steps, what you can set up and the sequence that you should follow. Refer to the legend in the last graphic titled ORACLE LEARNING MANAGEMENT 3 to identify the required and the optional implementation steps in the flowchart.

Implementation Flowchart I

the picture is described in the document text

Implementation Flowchart II

the picture is described in the document text

Implementation Flowchart III

the picture is described in the document text

Implementation Steps

This section expands the implementation steps in the checklist and summarizes what you can set up and the sequence you should follow. Each step identifies the pages, windows, or processes you must use.

You can review the detailed task information for each step using the hypertext links.

Note: If you try to implement functionality in OLM before you are familiar with it you may make mistakes. Before you do each step you should read any topic information that is referenced.

This document breaks the steps into the following sections:

Key Flexfields

Descriptive Flexfields

Administration

Organizations

Courses

Class and Enrollment Management

Content Management

Pricing and Financial Relationships

Reports, Letters, and Folders

Security

Self-Service Enrollment and OLM

Audit Requirements

E-Signatures in OLM

Online Help Configuration

Oracle Order Management for OLM

Key Flexfields

The System Administrator usually performs the key flexfield steps. Sign on to the system using your System Administrator username and password. Contact your DBA if you do not know this information.

Before you use OLM, you must define the Training Resource Key Flexfield structure.

If you do not run Oracle Financials, you also need to define an accounting flexfield (See Appendix B, Alternate Financial Implementation Steps). If you run Oracle Financials, the flexfield already exists.

Before you begin your implementation of these key flexfields you must clearly specify your requirements.

Training Resources Key Flexfield

Training resources are any people, facilities, or equipment that you need to book to run a class.

Important: Do not use the seeded resource structures provided by the application. Build new structures as detailed below.

Step 1: Define Training Resource Flexfield Value Sets Required Step

If you want to validate (restrict) the values that a user can enter for any segment you must define a specific Value Set.

The attributes of the Value Set control the type of values you can enter, how many characters each segment can hold, and how the values are to be validated.

Different segments of a single flexfield or segments of any other flexfield can share Value Sets.

Use the Value Set window.

See Defining Value Sets, Oracle E-Business Suite Flexfields Guide

Step 2: Define Training Resource Flexfield Segments

Define a structure for each resource type. The structure for the Venue resource type must be called Venue, the structure for the Trainer resource type must be called Trainer, and so on.

Caution: You must set at least one segment to Required.

You must check the Allow Dynamic Inserts box. If you do not check the box, you cannot create new resource name combinations in the Resources window.

Use the Key Flexfield Segments window.

See Defining Key Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Step 3: Define Segment Values

If you have chosen Independent or Dependent validation for a Value Set used by a Resource Flexfield Segment, you must define your list of valid values for the Value Set.

Use the Segment Values window.

See Defining Segment Values, Oracle E-Business Suite Flexfields Guide

Step 4: Freeze and Compile Your Resource Flexfield Structure

Freeze your Resource Flexfield definition. Navigate to the Key Flexfield Segments window. Check the Freeze Flexfield Definition box and save your changes. Oracle Learning Management now freezes and compiles your Resource Flexfield definition. Compiling the flexfield definition enables the Resources Flexfield window with the defaults, values, and rules that you have defined.

Use the Key Flexfield Segments window.

See Defining Key Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Step 5: Define Resource Types

You define resource types as values for the Lookup Type RESOURCE_TYPE. The type of a resource determines the information you can enter about the resource. Two types--Venue and Trainer--are supplied.

Use the Application Utilities Lookups window

See Adding Lookup Types and Values, Oracle Learning Management User Guide

Descriptive Flexfields

Use descriptive flexfields to add your own fields to the standard windows. For example, if you want to record details about any internal learner enrollment, you can define a segment of the Additional Enrollment Details flexfield to record this information.

See Descriptive Flexfields, Oracle Learning Management User Guide

Note: The descriptive flexfield is defined at the level of the base-table, so any window that uses the base-table displays the same descriptive flexfield segments.

For each descriptive flexfield, specify:

You can define two types of descriptive flexfield Segments:

Note: Often you can choose between using a code, a 'base-table' field, and a field that contains a meaning or description. You should always use base-table fields as reference fields for Context-Sensitive segments. These fields usually have the same name as the column in the base table.

Some of the Standard Reports supplied with Oracle Learning Management include descriptive segment values. If you follow this suggestion, these reports will be able to use the prompts you define; otherwise they will apply a generic prompt to the data.

Step 6: Register a Reference Field

If you want to use a reference field from the same block on the window to provide the context automatically for context-sensitive segments, you must register this field. Use the Application Developer responsibility to update the definition of the descriptive flexfield.

Query the flexfield you want to update, choose the Reference Fields button, and enter the name of the Reference Field you want to use.

Use the Descriptive Flexfields window.

Step 7: Define Flexfield Value Sets

Create Value Sets as you created them in Step 1.

See Defining Value Sets, Oracle System Administrator User Guide

Use the Value Sets window.

Step 8: Define Descriptive Flexfield Segments

Define the segments of your descriptive flexfield for each Context.

Uncheck the Override Allowed box, then freeze and compile your descriptive flexfield definitions.

Note: If you define a segment as 'Required', it is required for every record on the system. You can encounter two common problems:

Use the Descriptive Flexfield Segments window.

See Defining Descriptive Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Step 9: Define Flexfield Segment Values

If you have chosen Independent validation for a Value Set used by a descriptive flexfield Segment, you must define a list of valid values for the Value Set.

Use the Segment Values window.

See Defining Segment Values, Oracle E-Business Suite Flexfields Guide.

Administration

The System Administrator usually performs the administration steps. Sign on to the system using your System Administrator username and password. Contact your DBA if you do not know this information.

Step 10: Define User for Implementation

Before you can access any of the OLM pages or windows you must create a new Application User with access to the default responsibility (Oracle Learning Management Administrator) supplied with the application. You must also attach this responsibility to a role (see the step Configure Role-Based Access Control under Security).

Note: After you have completed this step you can sign on and use the new user to define lookups, locations, and a new Business Group.

See: OLM Roles, Permission Sets, and Permissions

Use the Users window.

See Users Window, Oracle System Administrator User Guide

Step 11: Create Administrator Groups

Use the Administrator Access Control feature to determine who can view and work with a specific category and content. Using administrator groups, you can control administrators' access to OLM data. You can define administrator control at the catalog category level or content folder level. Only administrators belonging to a specific administrator group can access the catalog objects belonging to that category or the content objects belonging to that content folder.

The Administrator Group field that enables learning administrators to select the administrator group when creating categories or folders is hidden by default. If you want to use the Administrator Access Control feature, then you must display the Administrator Group field on the following pages using personalization:

Remove the Restriction on Access to a Category to make it Available to all Administrators

If access to a category is restricted using an administrator group, then this restriction can be removed by the learning administrator, who can access that particular category. After restrictions are placed on access to a category, there may be business requirements to make the category and content within the category available to all administrators. In such a scenario, the learning administrator can remove the restriction by selecting the Remove Administrator Group check box in the Update Category page. If the learning administrator selects the Remove Administrator Group check box and clicks Apply, a concurrent program runs in the background that removes the association between category and administrator group. The category and the content within the category then become accessible to all administrators. Note: The Remove Administrator Group check box is displayed only for the topmost category associated with the administrator group. This check box is not displayed for categories within the topmost category.

See: Administrator Groups, Oracle Learning Management User Guide

Step 12: Define Lookup Values

Lookups supply many of the lists of values in OLM.

Implementation steps that require lookups are:

Some Lookup Types have been predefined. You need to define only values for these types.

Lookup Values are the valid entries that appear in the list of values.

You can add new Lookup Values at any time. You can set the Enable Flag for a Value to No, so that it no longer appears in the list of values, or you can use the Start and End Dates to control when a value appears in a list.

Use the Application Utilities Lookups window.

See Adding Lookup Types and Values, Oracle Learning Management User Guide

Step 13: Enable Currencies

Oracle Applications predefine all major currencies using the ISO standard codes for currencies. However, you must enable the specific currencies you want to use for your base currency, or for any price or budget information.

The 'base currency' is the default currency used by your Business Group.

Use the Currencies window.

See Enabling Currencies, Oracle Learning Management User Guide

Organizations

Step 14: Create Locations

Create each work location used by your enterprise. Multiple organizations can share a single location and address.

Note: Because other Oracle applications share locations, some of the fields in the Location window are disabled for OLM users.

Use the Location window.

See Creating Locations, Oracle Learning Management User Guide

Step 15: Define a Business Group

The business group is the highest-level organizational unit in Oracle HRMS, and all other information you enter belongs to a business group.

As you create or choose your business group you should decide whether to implement your business group as global or local, Oracle Learning Management User Guide.

If you are implementing Oracle Human Resources, use your HR Business Group, which enables you to share data on people, organizations, locations, and skills across the applications. Before you can define a business group for Oracle HR, you must define five Key Flexfields.

See Administration

If you are implementing OLM without full Oracle HR, use the supplied setup business group, with all of its default definitions, as the starting point for your own business group. The default responsibility uses this business group.

Use the Organization window.

See Creating a Business Group, Oracle Learning Management User Guide

Step 16: Link Responsibility to Business Group

If you are using the setup business group and default responsibility, you can omit this step and the following step.

If you use more than one business group you must set up a separate responsibility and user profile for each group.

First create a new responsibility. Copy the supplied default responsibility if you want the new responsibility to use the predefined menus.

From the System Administrator responsibility, use the Responsibilities window.

Step 17: Select a New Responsibility

In the System Profile Values window, select this new responsibility, query the HR:Business Group option, and enter the name of your business group.

Use the System Profile Values window.

Step 18: Create Organizations

Organizations represent the functional, management, or reporting groups that exist within a business group.

The only organizations you need to define for OLM are your internal training departments.

Note: OLM includes a predefined list of Organization Classifications. These values are defined for the lookup type ORG_CLASS, and provide options for all users of the Organization window.

In the Application Utilities Lookups window, you can disable the Lookup values you do not want to use.

Use the Organization window.

See Creating a Training Organization, Oracle Learning Management User Guide

Step 19: Create Suppliers

Suppliers are the internal or external agencies who provide training classes or resources for training (such as rooms and equipment).

You must define supplier names before you can enter resources in OLM. If you want to create finance headers for payments to suppliers, you must also enter supplier addresses and contacts.

If you do not run Oracle Financials, before you create suppliers you must undertake the implementation steps detailed in Appendix B, Alternative Financial Implementation Steps. If you already run Oracle Financials, the data you require is already set up for you.

Use the Create Supplier page of Oracle Payables application. See: Entering Suppliers Manually, Oracle Payables User's Guide

Step 20: Create Customers

You need only set up customers for external organizations who enroll learners in your classes. If you want to hold price information for internal learner enrollments, you must also create at least one internal customer.

For each customer, you must create at least one address and contact.

If you do not run Oracle Financials, before you create customers you must undertake the implementation steps detailed in Appendix B, Alternative Financial Implementation Steps. If you already run Oracle Financials, the data you require is already set up for you.

Use the Create Customer page of Oracle Receivables application. See: Creating a Customer, Oracle Receivables User Guide

Step 21: Enter Trainers (Instructors)

To enable instructors (trainers) to use Instructor self-service, you must enter instructors as people before you can select them as resources.

See Resource Creation, Oracle Learning Management User Guide

Step 22: Enter Resources

Use the Resources page to enter specific instructors, rooms, and equipment.

See Resource Creation, Oracle Learning Management User Guide

Courses

You define courses to represent the training courses and other developmental opportunities you make available to learners. You can use versions to maintain a history of changes to a course type over time, or to maintain multiple concurrent versions that differ, for example, in delivery mode or language.

You can group courses into categories. You can record the resources required to run a course and the competencies it is expected to provide learners.

Step 23: Define Delivery Modes

To each course you assign one of four types of delivery mode (online synchronous, offline synchronous, online asynchronous, or offline asynchronous). You must create one mode of each type you plan to use.

Use the Setup tab.

Step 24: Create Categories

Create at least one catalog category, to hold all of your business group's courses, offerings, classes, and learning paths.

Best Practice: Because your root-level category (the top category in the catalog) is tied directly to your business group, we recommend that you name your root category with the name of your business group.

Use the Catalog tab.

Step 25: Create Courses

Define courses that you (or other suppliers) make available to learners. You may enter some or all of these courses later.

Use the Catalog tab.

Class and Enrollment Management

Class and Enrollment Statuses

Step 26: Create Enrollment Statuses

OLM provides the following predefined enrollment status types:

You can define more than one enrollment status for each enrollment statuses type, but you can have one, and only one, default status for each type. OLM uses the default enrollment status to indicate the enrollment status for learners. Use the Enrollment Statuses page under the Setup tab.

If you are using the Evaluation functionality, then you can create a default enrollment status, for example, Pending Evaluation using the Pending Signature/Evaluation enrollment status type. For more information, see: Evaluation for Courses and Classes, Oracle Learning Management User Guide

If you are using the electronic records and electronic signatures (ERES) functionality, then you can create a default enrollment status, for example, Pending Signature using the Pending Signature/Evaluation enrollment status type. For more information, see: Electronic Records and Electronic Signatures (ERES) in OLM, Oracle Learning Management User Guide

If you are using both the Evaluation and electronic records and electronic features, then you create a default enrollment status, for example Pending Signature and Evaluation using the Pending Signature/Evaluation enrollment status type.

Best Practice: Because considerable functionality underlies each enrollment status, be sure that your names for each status do not depart too much from the original meaning.

See Class and Enrollment Status Setup, Oracle Learning Management User Guide

Automatic Waitlisting

Step 27: Create Booking Priorities

If you have not created your booking priorities already, define booking priorities as values for the Lookup Type PRIORITY_LEVEL (under application Oracle Human Resources). OLM uses the actual codes to define the booking priority, so you need to enter numbers, rather than characters, as the lookup codes. The smaller the number, the higher the priority.

The following table offers suggested values:

Booking Priority Booking Priority Meaning
1 Very High
2 Moderate
3 Low
4 Very Low

Use the Application Utilities Lookups window.

See Adding Lookup Types and Values, Oracle Learning Management User Guide

Step 28: Set Up Enrollment Justifications

Set up justifications that learners, managers, and administrators can use to determine the order to use in filling vacancies from the waiting list. You must connect each justification to a priority level.

Use the Enrollment Justifications page under the Setup tab.

See Priority Levels and Justifications, Oracle Learning Management User Guide

Step 29: Define Automatic Waitlist Enrollments Profile Options and Concurrent Program

Define values for the profile options to activate automatic waitlisting. For example, identify the enrollment statuses assigned to classes for automatic waitlist enrollments, or which criterion takes priority on the waitlist.

Use the System Profile Options window.

See Setting Profile Options, Oracle E-Business Suite Setup Guide

To view definitions of the OLM profile options, see Profile Options, Oracle Learning Management User Guide

To trigger automatic enrollments off the waitlist, you must set the Cancel Enrollment concurrent program to run frequently, as often as every five to ten minutes all day, every day.

Use the Submit a New Request window (select Submit Report under Reports and Other Requests).

Step 30: Set Learning Path Reminder Concurrent Programs to Run Regularly Required Step

To send learning path completion target reminders to subscribers, you must set two concurrent programs--Send Learning Path Completion Target Notifications and Send Learning Path Component Completion Target Notifications--to run regularly, at least once a day.

Use the Submit a New Request window (select Submit Report under Reports and Other Requests).

Learners and Training Managers

Step 31: Enter Learners and Training Managers

To enter your learners and training managers:

Step 32: Set the Process Mandatory Enrollments Program Required Step

To process mandatory enrollments for a class, you must set the Process Mandatory Enrollments Program to run frequently as required. This program verifies mandatory enrollments and enrols new learners who meet the enrolment criteria.

Use the Submit Request window (select Submit Report under Reports and Other Requests) to schedule or run the program.

See: Learner Access, Oracle Learning Management User Guide

See:Running the Process Mandatory Enrollments Program, Oracle Learning Management User Guide

Step 33: Enable the Export of Class Schedules Optional Step

Learners and instructors can export class schedule details such as class time, class start and end dates to the calendar application that they use. Using the Personalization function, you can enable the Export feature on the following pages to help users download class schedules to their calendar application:

For information on how to configure the Export feature, refer to this note on My Oracle Support: Configuring the iCalendar Export Feature in Oracle HRMS Applications, Note ID: 761563.1

Content Management

Step 34: Set Up Content Servers Optional Step

Defining a content server is not mandatory. OLM can play content associated with any URL, which can refer to a third-party web server, or your own web server, inside or outside a firewall.

However, the additional step of defining one or more content servers within OLM enables learning administrators to transfer content files to the server through the OLM interface, with no requirement for an ftp server, using the Upload and Import utilities.

To define a content server, you must set up a servlet container, such as Apache and ApacheJserv, and then register the content server in OLM.

Important: Oracle recommends that you install content servers only on an Apache or Oracle Application Server installation outside your Oracle E-Business Suite installation.

To use a content server protocol other than ftp, http, or https, you must add the new protocol value to the Content Server Protocol Types lookup.

Note: OLM does not support secure servers.

See Content Servers, Oracle Learning Management User Guide

For more information, see: Oracle Learning Management Content Server setup on Oracle 10gAS - Release 12 an Oracle white paper on My Oracle Support note: 427311.1

Step 35: Install SCORM Adapters Optional Step

To enable SCORM 1.2 or SCORM 2004 Edition 4 compliant content to communicate correctly with OLM, you must install and register SCORM adapters, to handle the SCORM CMI calls in your content. Oracle provides two separate adapters one for SCORM 1.2 and one for SCORM 2004 Edition 4 specifications. You can download the SCORM adapter files from this note ID on My Oracle Support: Oracle SCORM Adapter for Oracle Learning Management ID 331572.1.

For installation steps and other information, see the README.txt file included in the relevant zip files.

For more information, see: Deploying e-Learning Content on Oracle Learning Management, an Oracle white paper on My Oracle Support, note id: 308703.1

See SCORM Adapters, Oracle Learning Management User Guide

Step 36: Use Oracle WebCenter Content (OWCC) as a Content Server for OLM Optional Step

Oracle WebCenter Content (OWCC) can now be used as a content server for Oracle Learning Management (OLM).

When OWCC, formerly Oracle Universal Content Management, is integrated with OLM, learning administrators can:

To use an Oracle WebCenter Content server as a content server for OLM, complete the following steps:

  1. Install Oracle WebCenter Content and ensure that installation is correct and complete.

  2. Set up steps required on the Oracle WebCenter Content server to integrate Oracle Learning Management (OLM) with Oracle WebCenter Content. Refer to the Note ID 1552750.1 on My Oracle Support

    This document provides details of the steps required for setting up the content server to integrate with OLM.

Note: In the Create Content Server and Update Content Server pages, the check box name 'UCM Content Server' is synonymous with Oracle WebCenter Content server. If required, using personalization feature, you can change the check box name.

Step 37: Set Up Online Player Optional Step

To keep the online player session alive for a certain period, without timing out, you should set the OTA_PLAYER_TIMEOUT_MINUTES and OTA_PLAYER_PING_INTERVAL profile values.

Use the System Profile Options window.

See Setting Profile Options, Oracle E-Business Suite Setup Guide

To view definitions of the OLM profile options, see Profile Options, Oracle Learning Management User Guide

You must grant permissions in your Java Policy file to enable learners to play SCORM courses and log the SCORM debugging information that appears in the Java console to their local files, using Netscape, Internet Explorer (IE), Mozilla, and Firefox browsers. See Online Player Setup, Oracle Learning Management User Guide

Step 38: Set Up Conference Servers Optional Step

You must set up a conference server to deliver online synchronous classes. A conference server integrates your application with Oracle Web Conferencing (OWC). Using this integration, you can deliver online synchronous classes as Web conferences.

Use the Setup page to create a conference server. To set up a conference server, you must specify the server URL, which OLM uses to make appropriate calls to OWC. and the Site ID and the Authentication Token, which are authentication parameters to connect to the OWC server. You can obtain these values from the OWC administrator.

Pricing and Financial Relationships

You enter each financial transaction with a customer or supplier as a finance line. Each finance line belongs to a finance header, which holds the payment currency and the name, address, and contact information for the customer or supplier.

If you want to use these finance headers to trigger the creation of invoices and payments in your financial system, you must design an interface to transfer the information you require between OLM and your financial system. See Define Interface to Financials Systems

Financial Information

Step 39: Create Alternative Financial Implementation

If you do not run Oracle Financials, you must undertake the implementation steps detailed in the Alternative Financial Implementation Steps. If you already run Oracle Financials, the data you require is already set up for you.

Step 40: Define New Finance Line Types

OLM predefines three finance line types: enrollment charge, prepurchase charge, and supplier payment. You can define additional types (such as accommodation charges) as values for the lookup type FINANCE_LINE_TYPE.

Use the Application Utilities Lookups window.

See Adding Lookup Types and Values, Oracle Learning Management User Guide

Step 41: Define Interface to Financials System

You can design an interface to transfer finance headers and lines to your payables and receivables systems. This interface can check the following information, held in OLM, to decide whether to transfer a finance header or line, according to your own business rules:

Your interface can return the following information to OLM:

When a header has the status Successful Transfer, it cannot be updated within OLM. However, you can cancel it (or individual finance lines) and issue a new header to supersede it.

Step 42: Set Up Cross-Charging

If you plan to debit cost centers for internal classes, you must enable cross-charging.

Setting up cross-charging of enrollments takes three steps:

  1. Map accounting fields between OLM and General Ledger.

    See Setting Up Cross-Charge Accounting, Oracle Learning Management User Guide

  2. Set up the Create Cross Charging GL Lines for Transfer concurrent process.

  3. Set up the Create Journal Entries process in GL.

Note: For OLM to transfer the costs, the Oracle GL application must contain the Journal Import source Transfer.

If you do not use Oracle GL, you can still set up a flexible Chart of Accounts and enter your transactions against it using the Finance Headers window. You transfer the finance headers and lines through the Open Interface tables, and import the data into the General Ledger of choice. You run the Journal Import Concurrent Program to import the data into Oracle General Ledger.

Use the Submit a New Request window (accessed from the Submit Report item in the navigator).

See Running Reports and Programs, Oracle E-Business Suite User's Guide

Step 43: Create Finance Headers

To record a monetary amount against an enrollment or a resource booking, you must select a finance header. You can create the finance header when you enter the enrollment or booking.

However, you may be recording internal monetary transfer amounts for budgeting or costing purposes only. In this case, you might decide to create, during implementation, one default receivable finance header and one payable header for all your finance lines.

Use the Finance Headers window.

See Creating a Finance Header, Oracle Learning Management User Guide

Pricing Information

Step 44: Define Price Lists

A price list is a catalog of courses and the prices at which they are available between certain dates. You can define any number of price lists--for example, for different seasons or for different course types (perhaps targeting different audiences). Administrators can select a standard price from a price list when they schedule classes.

Use the Price Lists window.

See Creating a Price List, Oracle Learning Management User Guide

Reports, Letters, and Folders

You can configure standard reports, write new reports, create letters, and create folders.

Step 45: Use Standard Reports or Write New Reports

OLM includes several standard reports, written using Oracle Reports and registered as concurrent programs with the Standard Requests Submission (SRS) feature of Oracle Applications.

You can use these reports or write your own reports and register these as additional reports that users can request from the Submit a New Request window.

If you run Oracle Discoverer, you can choose from a number of ready-to-use reports.

Step 46: Register Reports as Concurrent Programs

After you have written your new reports and saved them in the correct subdirectory, you must register the report as a concurrent program. You also register the parameters that users can submit with the report. For example, you may have written a report to display personal details and you want to limit the output to include one person at a time.

Use the Concurrent Programs window.

See Concurrent Programs Window, Oracle E-Business Suite Setup Guide

Step 47: Define Report Sets

You can define sets of reports:

Use the Request Set window.

See Defining Request Sets, Oracle E-Business Suite Setup Guide

Standard Letters

Step 48: Configure XML Reports, if required

OLM provides the following predefined XML reports to report on certifications, chats, forums, and course evaluation:

You can customize the XML reports using the supplied data definition source files and sample RTF templates. Use Oracle XML Publisher to customize reports.

See: Customizing Report Templates

Step 49: Generate Letters Using Web Application Desktop Integrator (Web ADI)

You can also use the HRMS Web Application Desktop Integrator (Web ADI) to generate form letters you can send to learners.

See Data Download and Upload Using Web ADI Overview, Oracle HRMS Configuring, Reporting, and System Administration Guide

Folders

OLM includes several folder windows:

You can define standard folders in each of these windows, and you can choose which users can create their own customized folders.

Step 50: Define Standard Folders

Each of the folder windows includes a supplied default folder that displays all records and a subset of the available fields. You can adapt these folders to create one or more folders in each window, with your choice of:

Each folder is either private to one user or available to all users who have access to the window. You must select a default folder for each window.

See Customizing the Presentation of Data, Oracle E-Business Suite User's Guide

Step 51: Enable or Disable User Folder Customization

If you want users to be able to define their own customized folders, set the user profile option Flexview: Allow Customization to Yes.

Use the System Profile Values window.

See Setting Profile Options, Oracle E-Business Suite Setup Guide

Security

Setting up security is normally a task for your System Administrator.

Each user accesses OLM through a responsibility, such as Learning Administrator or Oracle Learning Management Administrator. The responsibility controls:

See: OLM Roles, Permission Sets, and Permissions

Step 52: Disable the Multiple Forms Feature

In most Oracle Applications, you can open multiple windows from the Navigator window without closing the window you already have open. HRMS, however, does not support Multiform functionality.

Note: You must disable this feature on menu structures that access Oracle HRMS windows.

See Disabling Multiple Forms, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 53: Define Menu Functions

Menus are composed of submenus and form functions. All Oracle Applications include default functions and menus to give you access to all of the available windows.

Note: You should not modify the default functions and menus supplied with the applications. Any upgrades overwrite these defaults.

Use the Form Functions window.

See Defining Menu Functions, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 54: Define Menus

The default menu gives you access to all of the supplied submenus and functions. If you want to rearrange the menus and add submenus for new functions you have defined, you should create your own menu.

Use the Menus window.

Note: The default menus do not include access to an HR Organization Hierarchy window. Depending on your choice of local or global business group, you should add either the Global or the Local Organization Hierarchy window.

See Defining Menus, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 55: Set Up Financial Security

Set up financial security if you want to restrict who can enter, update, and delete financial information.

Use the Menus window.

See Setting Up Financial Security, Oracle Learning Management User Guide

Enrollment Security

Step 56: Set Up Enrollment Status Security

You can prevent users of a responsibility from entering or updating enrollments with selected enrollment statuses. Use the Define Enrollment Status Exclusions window to select the responsibility and the enrollment statuses that users of this responsibility cannot select.

Use the Define Enrollment Status Exclusions window.

See Setting Up Enrollment Status Security, Oracle Learning Management User Guide

User Security

Step 57: Configure Role-Based Access Control (RBAC) Optional Step

OLM delivers a variety of roles, permissions, and permission sets that you can use to grant administrators and other users their ability to view and edit various functions.

For information regarding RBAC, see Role Based Access Control (RBAC), Oracle E-Business Suite Security Guide

Step 58: Configure HR Security Optional Step

To control administrators' ability to view and select learners outside of specified organizations, you can implement the HRMS Security Groups Enabled security model. If you (or your HR implementation) choose not to enable security groups, each administrator can view and select only learners from within their top-level organization, usually their business group.

See Security Models, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 59: Define Report Security Groups

You can define the groups of standard reports and processes that a user can run from the Submit Requests window. Each responsibility can access one report group.

Use the Request Groups window.

See Defining Request Security, Oracle E-Business Suite Security Guide

Step 60: Define Responsibilities

Define responsibilities to bring together all of your security definitions: a data group, a main menu, and a report security group. You can exclude particular submenus or functions of the main menu to hide them from users of this responsibility.

OLM already delivers several predefined responsibilities. To modify these responsibilities, you should copy them and use the copies.

Use the Responsibilities window.

See Responsibilities Window, Oracle E-Business Suite Security Guide

Step 61: Establish Organization Security

Set up organization security to enable only those users who belong to the sponsoring organization to update and delete classes, to enroll learners in those classes, and to update the enrollment.

See Organization Security, Oracle Learning Management User Guide

Step 62: Define Every User of the Application

You should define every user of the application with a unique username and password. You can give the same responsibility to many different users, but any data changes are then associated with the Application username.

Use the Users window.

See Users Window, Oracle E-Business Suite Security Guide

Step 63: Associate Employees to Usernames

If you use Oracle HR and want to restrict who can update or delete certain classes, you must create one FND_USER for every employee who uses OLM. The user can update or delete only those classes that his or her organization administers. This security applies both to the class itself and to all enrollments in the class.

To associate an employee with a user name, enter the employee's user name in the User Name field then select the employee from the list in the Employee field.

Use the Users window.

See Users Window, Oracle E-Business Suite Security Guide

Profile Options

Step 64: Define Profile Options

You must define the HR:Business Group profile option for every new responsibility. The default value is the setup Business Group.

In addition, you may want to set other profile options for responsibilities or even for an individual user.

Use the System Profile Values window.

See Setting Profile Options, Oracle E-Business Suite Setup Guide

To view definitions of the OLM profile options, see Profile Options, Oracle Learning Management User Guide

Step 65: Define Learner Groups Optional Step

Administrators can group learners based on their common interests or job responsibilities. Grouping users simplifies user management and makes it easier to assign learner access and to enroll users in training. To group internal learners, you can use any of the following grouping criteria: individual learners, assignments (organization, position, job), eligibility profiles, and other learner groups.

See: Learner Groups, Oracle Learning Management User Guide

To use the eligibility profile criteria to manage learner access, you must create relevant derived factors and eligibility profiles in OLM. Derived factors and eligibility profiles are business group specific. Instead of using different responsibilities associated with different business groups, OLM enables administrators to first select a business group to create derived factors and eligibility profiles. If enterprises use the concept of a global business group by defining the OTA: Global Business Group profile option, then administrators can select a business group to create derived factors and eligibility profiles in the appropriate business group.

See: Using Eligibility Profiles to Define Learner Access to Catalog Objects, Oracle Learning Management User Guide

For information on creating a global business group, see: Creating a Business Group, Oracle Learning Management User Guide

If enterprises do not define the OTA: Global Business Group profile option, then administrators do not get an option to select the business group to create derived factors and eligibility profiles. OLM creates these components in the business group that the administrator logs in.

Step 66: Define OLM Project Accounting Integration

If you are integrating OLM with Project Accounting, you need to enter Yes for the OTA PA Integration profile option.

Use the System Profile Options window.

See Setting Profile Options, Oracle E-Business Suite Setup Guide

To view definitions of the OLM profile options, see Profile Options, Oracle Learning Management User Guide

Self-Service Enrollment and OLM

To support self-service enrollments for managers and workers, you need to set several profile options.

The Self-Service HR implementation guide includes all generic self-service setup steps.

See Implementation Steps (SSHR), Oracle HRMS Implementation Guide

Step 67: Set Up Automatic Finance Transfer

To enable OLM to create finance headers and lines automatically, you must set the OTA: SS Automatic Creation of Finance Headers and Lines profile to Yes.

To enable the automatic transfer of finance headers to GL, you must set the OTA: SS Automatic Transfer to GL profile to Yes.

See Profile Options, Oracle Learning Management User Guide

Step 68: Set Up Automatic Waitlisting

If you have not already done so, you must enable automatic waitlisting by setting several profile options:

See Profile Options, Oracle Learning Management User Guide

Step 69: Set Up Other Self-Service Profiles

If you have not already done so, you must set several other profile options. Note that some profiles are optional.

See Profile Options, Oracle Learning Management User Guide

Step 70: Configure Enrollment Workflow Approval Optional Step

By default, OLM uses dynamic workflow to govern class enrollments. To use standard workflow or to disable workflow entirely, use the Form Functions window. Perform the following steps:

See Workflow Notifications, Oracle Learning Management User Guide

Step 71: Display the Oracle Approvals Management (AME) Review Region in the OLM Transaction Review Page Optional Step

Oracle Approvals Management (AME) is a web-based application that is integrated with Oracle Workflow and enables you to define business rules to control your approvals processes.

You can display the AME review region in the Review page of the following OLM transactions and use AME's Dynamic approvals feature.

Note

To support external approvers (people with Person Type of Contact) and Oracle Applications (FND) users as approvers for certain transactions, OLM uses the Notification Process for Approvers and Notifiers (HR_NOTIFICATION_PRC) workflow process for the following OLM processes:

These processes are delivered with the HRSSA workflow item.

Step 72: Display Details of Approved or Rejected Transactions in FYI Notifications Optional Step

Notification recipients can view transaction changes on the FYI Notification page after the following transactions are either rejected or approved:

To enable recipients to view details on the FYI Notification page, set the pFyiNtfDetails parameter to Y for the OTA_LEARNER_HOME_SS (Enroll in Learning) function.

If the pFyiNtfDetails parameter is set to Y, then learners receive the FYI notification from Oracle SSHR instead of OLM. This FYI notification contains all the details.

Step 73: Configure Automatic Competency Profile Update Optional Step

You can choose to enable and configure automatic updates to a learner's competency profile.

See Configuring Competency Update Automation, Oracle Learning Management User Guide

Step 74: Calculate the End Dates of Learner Competencies Automatically

When defining a competency in Oracle HRMS, users can specify the Renewal Period and Unit fields to indicate when the competency must be reassessed. In OLM, administrators can configure the application to update, automatically or with approval, learners' personal competency profiles after they have completed classes successfully. When a learner completes a course that has competencies defined with renewal period and renewal period unit, OLM uses the renewal information (renewal period and renewal period unit) to calculate the end date of the learner's competencies. Set the OTA: Allow Competency Update with Renewal Period profile option to use the renewal period and units information to automatically calculate end date of learners competencies.

Note: OLM calculates end dates only if you use the predefined values that Oracle delivers for the Frequency lookup. The Renewal Period field uses the Frequency lookup values. If you use custom values to populate the Renewal Period, then the end date will be blank or not populated.

Step 75: Define the Name Format in Notifications Optional Step

Define the way a person's name appears in your workflow notifications.

See User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide

Audit Requirements

Step 76: Estimate File Sizing and Management Needs

Auditing the actions of users records all transaction details, including 'before' and 'after' details as well as who made the change and when.

With one significant exception, enabling Audit does not noticeably decrease the performance of the system. Users will not be aware of any extra delay in committing their transactions.

However, in normal use the auditing of data can soon generate large volumes of audit data that, even when stored in a compressed format, will continue to grow in size until you reach the limits imposed by your environment. If you reach the limits during active use then users will be unable to use the system until you remedy the problem.

You are strongly advised to consider the scope of your audit activities and how you will use the data you accumulate. You should also consider how often you will report on the audit data, and when you will archive and purge your audit data.

If you need more advice you should contact your Oracle Support representative.

Step 77: Define Audit Installations

If you have installed more than one Oracle Application you can audit across multiple installations. For OLM you should enable auditing for the OLM user and the APPLSYS user.

Use the Audit Installations window.

See Audit Installations Window, Oracle E-Business Suite Security Guide

Step 78: Define Audit Tables and Columns

You can define the level of audit detail, including the individual fields of each record that you want to audit.

Use the Audit Tables window.

See Audit Tables Window, Oracle E-Business Suite Security Guide

Step 79: Define Audit Groups

You can define one or more Audit Groups. You might find this useful if you have more than one Oracle Application installed.

Use the Audit Groups window.

See Audit Groups Window, Oracle E-Business Suite Security Guide

Step 80: Activate AuditTrail Update Tables Process

To start the AuditTrail activity you must submit the Activate AuditTrail Update Tables Process.

Use the Submit Requests window.

See Running Reports and Programs, Oracle E-Business Suite User's Guide

Electronic Signatures and Electronic Signature Records in OLM

Step 81: Enable the Electronic Signatures and Electronic Records (ERES) Functionality in OLM Optional Step

Oracle E-Records is a configurable framework for secure capture, storage, inquiry, and printing of electronic records and electronic signatures (ERES) in compliance with government regulations.

OLM uses the electronic records and electronic signatures (ERES) functionality of Oracle E-Records to enable organizations meet legislative compliance, such as the United States Food and Drug Administration (US FDA) Code of Federal Regulations (CFR) Title 21 Part 11, otherwise known as 21 CFR Part 11.

Using the electronic records and electronic signatures functionality, you can obtain electronic signatures for the following business transactions:

You can use the Oracle E-Records Evidence Store to query electronic records and esignatures.

See: Setting up the Electronic Signatures and Electronic Records (ERES) Functionality in OLM

Online Help Configuration

Step 82: Configure Oracle Applications Help

Oracle Applications Help for OLM defaults to Global help, but you can associate a responsibility with a set of help files for a localization, such as US or UK, or for a verticalization such as Oracle Federal HRMS. You do this by setting the user profile Help_Localization_Code.

See User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide

In addition to associating a responsibility with a localization or a verticalization you can also specify that a particular responsibility should have access to a customized subset of the localized or verticalized help files.

See Customizing Oracle E-Business Suite Help, Oracle E-Business Suite Setup Guide

Oracle Order Management for OLM

OLM linkage with Oracle Order Management (OM) enables training service providers to manage the ordering and pricing of classes through a standard interface. Providers use the OM interface to manage the class inventory, enrollment, and invoicing processes for external customers. OM generates invoices and bills the customers through its interface with Oracle Accounts Receivable.

OLM-specific setup steps appear here and are detailed in Using OLM with OM, Oracle Learning Management User Guide. For generic OM, Advanced Pricing, and Inventory setup steps, consult the user guides or online help for those products.

Step 83: Set Up OM for OLM

For OM to recognize OLM courses, you must set up an OLM-specific Unit-of-Measure Class and two Units of Measure (UOMs). To transfer financial information to Accounts Receivable, you must set up OLM-specific transaction types. If you want to enable direct access from the OLM Enrollment Details window to the OM Sales Order window, you must add two form functions to the OLM menu of the responsibility to which you wish to grant access.

Use the UOM Classes and Define Transaction Types windows.

See Setting up Order Management for OLM, Oracle Learning Management User Guide

Step 84: Place Courses in Inventory

Once you have created the OLM Units of Measure, you enter courses as items in Oracle Inventory, which you can access directly through OM.

See Placing Items in Inventory, Oracle Learning Management User Guide

Step 85: Set Up Price Lists and Formulas

Oracle Advanced Pricing requires you to set up price lists and pricing formulas. As a prerequisite, you must set up (or verify) an Oracle Pricing descriptive flexfield.

See Creating Price Lists for OLM Classes, Oracle Learning Management User Guide

For additional instructions, see Overview of Price Lists, Oracle Pricing User Guide and Overview of Formulas, Oracle Pricing User Guide

Step 86: Link inventoried courses to OLM

Once you have inventoried and priced training items in OM, you link them to OLM.

Use the OLM Legacy Courses window.

See Linking Courses to Order Management, Oracle Learning Management User Guide

OLM Roles, Permission Sets, and Permissions

This topic describes the supplied Oracle Learning Management roles, permissions, permission sets, menus, and grants.

Step 1: Configuring Role-Based Access Control for OLM Required Step

To configure Role-Based Access Control for OLM effectively, you must be aware of the following issues:

Roles

The following roles are supplied under application "Learning Management" and role category of "Training":

Role Code Display Name
UMX|OTA_LRNG_ADMIN Learning Administrator
UMX|OTA_LRNG_AST_ADMIN Learning Assessment Administrator
UMX|OTA_LRNG_CTG_ADMIN Learning Catalog Administrator
UMX|OTA_LRNG_CNT_ADMIN Learning Content Administrator
UMX|OTA_LRNG_ENR_ADMIN Learning Enrollment Administrator
UMX|OTA_LRNG_FIN_ADMIN Learning Finance Administrator
UMX|OTA_LRNG_INS_UPD_ENR Learning Instructor – Update Enrollment Status
UMX|OTA_LRNG_RES_ADMIN Learning Resource Administrator
UMX|OTA_LRNG_STP_ADMIN Learning Setup Administrator

Permissions

The following permissions are form functions of the type "Subfunction":

S.No. Function User Function Name Description
1 OTA_CTG_CREATE Create Category Permission for creating categories.
2 OTA_CTG_DELETE Delete Category Permission for deleting categories.
3 OTA_CTG_UPDATE Update Category Permission for updating categories.
4 OTA_CTG_VIEW View All Categories Permission for viewing categories.
5 OTA_ACT_CREATE Create Course Permission for creating courses.
6 OTA_ACT_DELETE Delete Course Permission for deleting courses.
7 OTA_ACT_UPDATE Update Course Permission for updating courses.
8 OTA_ACT_VIEW View Course Permission for viewing courses.
9 OTA_ACT_GENERATE_URL Course Generate Hyperlink Permission for generating a url for courses.
10 OTA_OFF_CREATE Create Offering Permission for creating offerings.
11 OTA_OFF_DELETE Delete Offering Permission for deleting offerings.
12 OTA_OFF_UPDATE Update Offering Permission for updating offerings.
13 OTA_OFF_VIEW View Offering Permission for viewing offerings.
14 OTA_OFF_GENERATE_URL Offering Generate Hyperlink Permission for generating a url for offerings.
15 OTA_EVT_CREATE Create Class Permission for creating classes.
16 OTA_EVT_DELETE Delete Class Permission for deleting classes.
17 OTA_EVT_UPDATE Update Class Permission for updating classes.
18 OTA_EVT_VIEW View Class Permission for viewing classes.
19 OTA_EVT_GENERATE_URL Class Generate Hyperlink Permission for generating a url for classes.
20 OTA_SSN_CREATE Create Session Permission for creating sessions.
21 OTA_SSN_DELETE Delete Session Permission for deleting sessions.
22 OTA_SSN_UPDATE Update Session Permission for updating sessions.
23 OTA_SSN_VIEW View Session Permission for viewing sessions.
24 OTA_LPS_CREATE Create Learning Path Permission for creating learning paths.
25 OTA_LPS_DELETE Delete Learning Path Permission for deleting learning paths.
26 OTA_LPS_UPDATE Update Learning Path Permission for updating learning paths.
27 OTA_LPS_VIEW View Learning Path Permission for viewing learning paths.
28 OTA_LOF_CREATE Create Folder Permission for creating folders.
29 OTA_LOF_DELETE Delete Folder Permission for deleting folders.
30 OTA_LOF_UPDATE Update Folder Permission for updating folders.
31 OTA_LOF_VIEW View All Folders Permission for viewing folders.
32 OTA_LOF_IMPORT Import Folder Permission for importing folders.
33 OTA_LOF_EXPORT Export Folder Permission for exporting folders.
34 OTA_LOF_UPLOAD_FILE Upload File for Folder Permission to upload files for folders.
35 OTA_LOS_CREATE Create Learning Object Permission for creating learning objects.
36 OTA_LOS_DELETE Delete Learning Object Permission for deleting learning objects.
37 OTA_LOS_UPDATE Update Learning Object Permission for updating learning objects.
38 OTA_LOS_VIEW View Learning Object Permission for viewing learning objects.
39 OTA_LOS_IMPORT Import Learning Object Permission for importing learning objects.
40 OTA_LOS_EXPORT Export Learning Object Permission for exporting learning objects.
41 OTA_LOS_UPLOAD_FILE Upload File for Learning Object Permission to upload files for learning objects.
42 OTA_QBK_CREATE Create Question Bank Permission to create question banks.
43 OTA_QBK_DELETE Delete Question Bank Permission to delete question banks.
44 OTA_QBK_UPDATE Update Question Bank Permission to update question banks.
45 OTA_QTI_LOAD Load QTI Permission to load QTI
46 OTA_SCORM_LOAD Load SCORM Permission to load SCORM
47 OTA_TST_CREATE Create Test Permission for creating tests.
48 OTA_TST_DELETE Delete Test Permission for deleting tests.
49 OTA_TST_UPDATE Update Test Permission for updating tests.
50 OTA_TST_VIEW View Test Permission for viewing tests.
51 OTA_TST_IMPORT Import Test Permission for importing tests.
52 OTA_TST_EXPORT Export Test Permission for exporting tests.
53 OTA_TSR_CREATE Create Resource Permission for creating resources
54 OTA_TSR_UPDATE Update Resource Permission for updating resources
55 OTA_TSR_DELETE Delete Resource Permission for deleting resources
56 OTA_TRB_CREATE Create Resource Booking Permission for creating resource booking
57 OTA_TRB_UPDATE Update Resource Booking Permission for updating resource booking
58 OTA_TRB_DELETE Delete Resource Booking Permission for deleting resource booking
59 OTA_TFH_CREATE Create Finance Permission for creating finance
60 OTA_TFH_UPDATE Update Finance Permission for updating finance
61 OTA_TFH_DELETE Delete Finance Permission for deleting finance
62 OTA_NHS_CREATE Create External Learning Permission for creating external learning
63 OTA_NHS_UPDATE Update External Learning Permission for updating external learning
64 OTA_NHS_DELETE Delete External Learning Permission for deleting external learning
65 OTA_CRT_VIEW View Certification Permission for viewing certifications
66 OTA_CRT_CREATE Create Certification Permission for creating certifications
67 OTA_CRT_UPDATE Update Certification Permission for updating certifications
68 OTA_CRT_DELETE Delete Certification Permission for deleting certifications
69 OTA_CFR_VIEW View Category Forum Permission for viewing category forums
70 OTA_CFR_CREATE Create Category Forum Permission for creating category forums
71 OTA_CFR_UPDATE Update Category Forum Permission for updating category forums
72 OTA_CFR_DELETE Delete Category Forum Permission for deleting category forums
73 OTA_CCH_VIEW View Category Chat Permission for viewing category chats
74 OTA_CCH_CREATE Create Category Chat Permission for creating category chats
75 OTA_CCH_UPDATE Update Category Chat Permission for updating category chats
76 OTA_CCH_DELETE Delete Category Chat Permission for deleting category chats
77 OTA_EFR_VIEW View Category Forum Permission for viewing category forums
78 OTA_EFR_CREATE Create Category Forum Permission for creating category forums
79 OTA_EFR_UPDATE Update Category Forum Permission for updating category forums
80 OTA_EFR_DELETE Delete Category Forum Permission for deleting category forums
81 OTA_ECH_VIEW View Class Chat Permission for viewing class chats
82 OTA_ECH_CREATE Create Class Chat Permission for creating class chats
83 OTA_ECH_UPDATE Update Class Chat Permission for updating class chats
84 OTA_ECH_DELETE Delete Class Chat Permission for deleting class chats
85 OTA_ENR_BULK Bulk Enrollment Permission to do bulk enrollments
86 OTA_ENR_CREATE Create Enrollment Permission to create enrollments
87 OTA_ENR_DELETE Delete Enrollment Permission to delete enrollments
88 OTA_ENR_UPDATE Update Enrollment Permission to update enrollments
89 OTA_INSTR_ENR_UPDATE Instructor Update Enrollment Permission for allowing instructors to update class enrollments
90 OTA_SRB_VIEW View Supplemental Resource Booking Permission to view supplemental resource bookings

Menus

Menus are available for consolidating permissions on objects as well as for providing access to functions. Permission Sets and Function Sets are created as menus of type Data Security.

The two types of menus for security are:

Thus separate grants have been (and must be) created for the UI menus and Permission set menus.

OTA_ADMIN_TOP_MENU

Prompt Function
Catalog Administration Catalog Administration
Resources List of Resource Definitions
Resource Bookings List of All Resource Bookings
Learner Enrollments and Subscriptions List of Learner Enrollments
Learning History List of External Learnings
Content Administration Content Administration
Cost Transfer Finance Headers List of Finance Headers
Setup Administration Setup Administration List

OTA_ILEARNING_ADMIN_TOP_MENU

Prompt Function
Catalog Administration Catalog Administration
Resources List of Resource Definitions
Resource Bookings List of All Resource Bookings
Learner Enrollments and Subscriptions List of Learner Enrollments
Learning History List of External Learnings
Content Administration Content Administration
Cost Transfer Finance Headers List of Finance Headers
Setup Administration Setup Administration List
Prompt Menu
Enrollments Manage Learning Management Enrollment Forms UIs
Resources Manage Learning Management Resource Forms UIs

OTA_ADMIN_FINANCE_TAB Menu

User Menu Name: OTA Finance Tab for Self-Service Administrator

Menu Type: HTML Tab

Prompt Submenu
Headers OTA Finance Header Sub Tab for Self Service Administrator

A similar structure has been created for Finance Headers, Resources, and Learner Tabs.

OTA_ADMIN_APPLICATION_MENU

Prompt Submenu
Resources OTA Resources Tab for Self-Service Administrator
Learner OTA Learner Tab for Self-Service Administrator
Content OTA Content Tab for Self-Service Administrator
Finance OTA Finance Tab for Self-Service Administrator
Setup OTA Setup Tab for Self-Service Administrator

Permission Sets

The following permission sets are available:

S.No Menu User Menu Name
1 OTA_CTG_VIEW_DS View Category
2 OTA_CTG_EDIT_DS Edit Category
3 OTA_ACT_VIEW_DS View Course
4 OTA_ACT_EDIT_DS Edit Course
5 OTA_ACT_GENERATE_URL_DS Generate Course Hyperlink
6 OTA_OFF_VIEW_DS View Offering
7 OTA_OFF_EDIT_DS Edit Offering
8 OTA_OFF_GENERATE_URL_DS Generate Offering Hyperlink
9 OTA_EVT_VIEW_DS View Class
10 OTA_EVT_EDIT_DS Edit Class
11 OTA_EVT_GENERATE_URL_DS Generate Class Hyperlink
12 OTA_SSN_EDIT_DS Edit Session
13 OTA_SSN_VIEW_DS View Session
14 OTA_LPS_VIEW_DS View Learning Path
15 OTA_LPS_EDIT_DS Edit Learning Path
16 OTA_CRT_VIEW_DS View Certification
17 OTA_CRT_EDIT_DS Edit Certification
18 OTA_CCH_VIEW_DS View Category Chat
19 OTA_CCH_EDIT_DS Edit Category Chat
20 OTA_CFR_VIEW_DS View Category Forum
21 OTA_CFR_EDIT_DS Edit Category Forum
22 OTA_ECH_VIEW_DS View Class Chat
23 OTA_ECH_EDIT_DS Edit Class Chat
24 OTA_EFR_VIEW_DS View Class Forum
25 OTA_EFR_EDIT_DS Edit Class Forum
26 OTA_LOF_VIEW_DS View Folder
27 OTA_LOF_EDIT_DS Edit Folder
28 OTA_LOF_LOAD_DS Load Folder
29 OTA_LOS_VIEW_DS View Learning Object
30 OTA_LOS_EDIT_DS Edit Learning Object
31 OTA_LOS_LOAD_DS Load Learning Object
32 OTA_TST_VIEW_DS View Test
33 OTA_TST_EDIT_DS Edit Test
34 OTA_TST_LOAD_DS Load Test
35 OTA_QBK_EDIT_DS Edit Question Bank
36 OTA_TFH_EDIT_DS Edit Finance Header and Line
37 OTA_TRB_EDIT_DS Edit Resource Booking
38 OTA_TSR_EDIT_DS Edit Resource Definition
39 OTA_SRB_VIEW_DS View Supplemental Resource Booking
40 OTA_ENR_EDIT_DS Edit Enrollment
41 OTA_NHS_EDIT_DS Edit External Learning
42 OTA_INSTRUCTOR_UPD_ENR_DS Instructor Update Enrollment

The following permission sets are available to provide access to the UIs.

  Menu User Menu Name
1 OTA_CATALOG_COMMON_UI Catalog Common UIs
2 OTA_CATALOG_FORMS_UI Manage Catalog Forms UIs
3 OTA_CATALOG_MANAGE_UI Manage Catalog UIs
4 OTA_CATALOG_VIEW_UI View Catalog UIs
5 OTA_CTG_COMMON_UI Category Common UIs
6 OTA_CTG_VIEW_UI View Category UIs
7 OTA_CTG_MANAGE_UI Manage Category UIs
8 OTA_CTG_LA_VIEW_UI View Category Learner Access UIs
9 OTA_CTG_LA_MANAGE_UI Manage Category Learner Access UIs
10 OTA_ACT_COMMOM_UI Course Common UIs
11 OTA_ACT_VIEW_UI View Course UIs
12 OTA_ACT_MANAGE_UI Manage Course UIs
13 OTA_ACT_LA_VIEW_UI View Course Learner Access UIs
14 OTA_ACT_LA_MANAGE_UI Manage Course Learner Access UIs
15 OTA_ACT_COMP_MANAGE_UI Manage Course Competency UIs
16 OTA_OFF_COMMON_UI Offering Common UIs
17 OTA_OFF_VIEW_UI View Offering UIs
18 OTA_OFF_MANAGE_UI Manage Offering UIs
19 OTA_OFF_LA_VIEW_UI View Offering Learner Access UIs
20 OTA_OFF_LA_MANAGE_UI Manage Offering Learner Access UIs
21 OTA_EVT_COMMON_UI Class Common UIs
22 OTA_EVT_VIEW_UI View Class UIs
23 OTA_EVT_MANAGE_UI Manage Class UIs
4 OTA_EVT_LA_VIEW_UI View Class Learner Access UIs
25 OTA_EVT_LA_MANAGE_UI Manage Class Learner Access UIs
26 OTA_EVT_SSN_MANAGE_UI Manage Session UIs
27 OTA_LPS_COMMON_UI Learning Path Common UIs
28 OTA_LPS_VIEW_UI View Learning Path UIs
29 OTA_LPS_MANAGE_UI Manage Learning Path UIs
30 OTA_LPS_LA_VIEW_UI View LP Learner Access UIs
31 OTA_LPS_LA_MANAGE_UI Manage LP Learner Access UIs
32 OTA_LPS_COMP_MANAGE_UI Manage LP Competency UIs
33 OTA_CCH_COMMON_UI Category Chat Common UIs
34 OTA_CCH_LA_MANAGE_UI Manage Category Chat Learner Access UIs
35 OTA_CCH_LA_VIEW_UI View Category Chat Learner Access UIs
36 OTA_CCH_MANAGE_UI Manage Category Chat UIs
37 OTA_CCH_VIEW_UI View Category Chat UIs
38 OTA_ECH_COMMON_UI Class Chat Common UIs
39 OTA_ECH_MANAGE_UI Manage Class Chat UIs
40 OTA_ECH_VIEW_UI View Class Chat UIs
  OTA_CFR_COMMON_UI Category Forum Common UIs
42 OTA_CFR_LA_MANAGE_UI Manage Category Forum Learner Access UIs
43 OTA_CFR_LA_VIEW_UI View Category Forum Learner Access UIs
44 OTA_CFR_MANAGE_UI Manage Category Forum UIs
45 OTA_CFR_VIEW_UI View Category Forum UIs
46 OTA_EFR_COMMON_UI Class Forum Common UIs
47 OTA_EFR_MANAGE_UI Manage Class Forum UIs
48 OTA_EFR_VIEW_UI View Class Forum UIs
49 OTA_CRT_COMMON_UI Learning Certification Common UIs
50 OTA_CRT_COMP_MANAGE_UI Manage Learning Certification Competency UIs
51 OTA_CRT_LA_MANAGE_UI Manage Learning Certification Learner Access UIs
52 OTA_CRT_LA_VIEW_UI View Learning Certification Learner Access UIs
53 OTA_CRT_MANAGE_UI Manage Learning Certification UIs
54 OTA_CRT_VIEW_UI View Learning Certification UIs
55 OTA_NHS_MANAGE_UI Manage External Learning UIs
56 OTA_NHS_VIEW_UI View External Learning UIs
57 OTA_LA_MANAGE_UI Manage Learner Access UIs
58 OTA_LA_VIEW_UI View Learner Access UIs
59 OTA_COMP_MANAGE_UI Manage Competency UIs
60 OTA_CONTENT_COMMON_UI Content Common UIs
61 OTA_CONTENT_VIEW_UI View Content UIs
62 OTA_CONTENT_LOAD_UI Load Content UIs
63 OTA_CONTENT_MANAGE_UI Manage Content Uis
64 OTA_LOF_VIEW_UI View Folder UIs
65 OTA_LOF_MANAGE_UI Manage Folder UIs
66 OTA_LOF_LOAD_UI Load Folder UIs
67 OTA_LOS_VIEW_UI View Learning Object UIs
68 OTA_LOS_MANAGE_UI Manage Learning Object UIs
69 OTA_LOS_LOAD_UI Load Learning Object UIs
70 OTA_LOS_PREREQ_MANAGE_UI Manage Learning Object Prerequisites UIs
71 OTA_QBK_MANAGE_UI Manage Question Bank UIs
72 OTA_TST_VIEW_UI View Test UIs
73 OTA_TST_MANAGE_UI Manage Test UIs
74 OTA_TST_LOAD_UI Load Test UIs
75 OTA_TST_PREREQ_MANAGE_UI Manage Test Prerequisites UIs
76 OTA_RESOURCE_FORMS_UI Manage Resource Forms UIs
77 OTA_RESOURCE_VIEW_UI View Resource UIs
78 OTA_RESOURCE_MANAGE_UI Manage Resource UIs
79 OTA_TSR_VIEW_UI View Resource UIs
80 OTA_TSR_MANAGE_UI Manage Resource UIs
81 OTA_TRB_VIEW_UI View Resource Booking UIs
82 OTA_TRB_MANAGE_UI Manage Resource Booking UIs
83 OTA_CTG_TRB_VIEW_UI View Catalog Resource Bookings UIs
84 OTA_ENROLLMENT_FORMS_UI Manage Enrollment Forms UIs
85 OTA_ENROLLMENT_VIEW_UI View Enrollment UIs
86 OTA_ENROLLMENT_MANAGE_UI Manage Enrollment UIs
87 OTA_CTG_ENR_MANAGE_UI Manage Catalog Enrollments UIs
88 OTA_CTG_ENR_VIEW_UI View Catalog Enrollments UIs
89 OTA_ENR_MANAGE_UI Manage Learner Enrollment UIs
90 OTA_ENR_VIEW_UI View Learner Enrollment UIs
91 OTA_FINANCE_FORMS_UI Manage Finance Forms UIs
92 OTA_FINANCE_VIEW_UI View Finance UIs
93 OTA_FINANCE_MANAGE_UI Manage Finance UIs
94 OTA_TFH_VIEW_UI View Finance UIs
95 OTA_TFH_MANAGE_UI Manage Finance UIs
96 OTA_SETUP_FORMS_UI Manage Learning Setup Forms UIs
97 OTA_SETUP_COMMON_UI Learning Setup Common UIs
98 OTA_SETUP_VIEW_UI View Learning Setup UIs
99 OTA_SETUP_MANAGE_UI Manage Learning Setup UIs
100 OTA_LM_ENROLLMENT_FORMS_UI Manage Learning Management Enrollment Forms UIs
101 OTA_LM_ORGANIZATION_FORMS_UI Manage Learning Management Organizations Forms UIs
102 OTA_LM_RESOURCE_FORMS_UI Manage Learning Management Resource Forms UIs
103 OTA_ASMT_ADMIN_UI Manage Assessment Administration UIs
104 OTA_ASMT_COMMON_UI Assessment Administration Common UIs

Grants

Grants are supplied to enable all users who have the Learning Administrator or Learning Management Administrator responsibility to access OLM pages:

Grantee Grant Name Permission Set
Learning Catalog Administrator OTA Manage Catalog UIs for Catalog Administration Manage Catalog UIs
Learning Catalog Administrator OTA Edit Learning Path for Catalog Administration Edit Learning Path
Learning Catalog Administrator OTA Edit Category for Catalog Administration Edit Category
Learning Catalog Administrator OTA Edit Course for Catalog Administration Edit Course
Learning Catalog Administrator OTA Edit Offering for Catalog Administration Edit Offering
Learning Catalog Administrator OTA Edit Class for Catalog Administration Edit Class
Learning Catalog Administrator OTA Session Class for Catalog Administration Edit Session
Learning Catalog Administrator OTA Edit Learning Certification for Catalog Administration Edit Learning Certification
Learning Catalog Administrator OTA Edit Category Chat for Catalog Administration Edit Category Chat
Learning Catalog Administrator OTA Edit Category Forum for Catalog Administration Edit Category Forum
Learning Catalog Administrator OTA Edit Class Chat for Catalog Administration Edit Class Chat
Learning Catalog Administrator OTA Edit Class Forum for Catalog Administration Edit Class Foru

Customizing Report Templates

OLM provides the following predefined XML reports to report on certifications, chats, forums, and course evaluation:

OLM provides the following predefined data definition source files and sample RTF templates for customizing these XML reports:

To customize the report details, you can create your own templates using Oracle XML Publisher.

Important: You must create your own templates using the predefined templates as samples. Do not modify the predefined templates because your changes may be lost during an upgrade.

Step 1: Customizing Report Templates Optional Step

  1. Create a new rich text or PDF format template.

    Using a predefined report template as a sample, create a new report template and save it as a rich text or PDF format files.

    For guidelines on creating template files, see: Creating an RTF Template and Creating a PDF Template, Oracle XML Publisher Report Designer's Guide

  2. Create template definitions.

    Using a predefined template definition as a sample, create a new template definition in the Template Manager for your template design files. When you create a template definition in the Template Manager, you register and upload your template design files.

    See: Creating the Template in the Oracle XML Publisher Administration and Developer's Guide

Setting up the Electronic Records and Electronic Signatures (ERES) Functionality in OLM

This topic explains how to enable the electronic records and electronic signatures functionality of Oracle E-Records in OLM.

For more information about Oracle E-Records, see: Oracle E-Records Implementation Guide

To enable the electronic records and electronic signatures functionality in OLM, you work with the following responsibilities:

Step 1: Enable the Profile Option for Electronic Records and Signatures

Using the System Administrator responsibility, set the EDR: E-records and E-signatures (EDR_ERES_ENABLED) profile option value to Yes in the System Profile Values window. You can set this profile option at: Site level, Organization level, or User level.

Step 2: Enable the Electronic Signature Workflow Events and Subscriptions

Complete the following steps using the Workflow Administrator Event Manager responsibility.

  1. Select the Business Events function.

  2. Search for OLM events using the oracle.apps.ota% search criteria.

    OLM provides the following events to support electronic signatures:

    oracle.apps.ota.catalog.course.update (OLM ERES Course Update)

    oracle.apps.ota.enr.statupd (OLM ERES Enrollment Update)

    oracle.apps.ota.learner.content (OLM ERES Learner Course Completion)

    oracle.apps.ota.enr.massupd (OLM ERES Enrollment Mass Update)

    oracle.apps.ota.enr.interevent (OLM ERES Inter Enrollment Mass Update)

    Each event has a subscription.

  3. Enable events and subscriptions.

Step 3: Enable E-record Required and E-signature Required Variables for OLM

Complete the following steps using the ERES Administrator responsibility:

  1. Click the Setup function. The Configuration Variables page appears. OLM provides approval transaction types for each of the workflow events:

    OLM ERES Course Updates (oracle.apps.ota.catalog.course.update)

    OLM ERES Enrollment Updates (oracle.apps.ota.enr.statupd)

    OLM ERES Learner Course Completion (oracle.apps.ota.learner.content)

    OLM ERES Enrollments Mass Update (oracle.apps.ota.enr.massupd)

    OLM ERES Inter Enrollment Mass Update Transaction (oracle.apps.ota.enr.interevent)

  2. Search for each transaction using the Transaction Name, for example, OLM ERES Course Updates.

    OLM provides default values for the following variables:

  3. Update the E-record Required and E-signature Required variables to Y for each of the transaction types to enable ERES in OLM.

    Note: For the OLM ERES Inter Enrollment Mass Update Transaction, update the E-record Required variable. The E-signature Required variable does not apply to this transaction.

  4. Provide the electronic signature, if the EDR: E-records and E-signatures profile option is set to Yes.

For electronic signature transactions, OLM uses the following predefined style sheets to display record in the E-Record tabbed region of the E-signatures page:

If you want to use different e-record formats, then you must create style sheets according to your business requirements. Specify the new style sheet in the Update Transaction Variable page for a transaction.

For information on how to create and use style sheets, refer to the Oracle XML Publisher Report Designer's Guide and Oracle E-Records Implementation Guide

Step 4: Set up the Enrollment Status for Electronic Signatures in OLM

OLM provides the predefined Pending Signature/Evaluation enrollment status type. If you want to use the electronic signatures and electronic records functionality, then you must create an enrollment status, for example, Pending Signature using the predefined Enrollment Status Type.

Alternate Financial Implementation Steps

If you do not run Oracle General Ledger, you must define an accounting flexfield structure, create a ledger, and set several options. This process activates your Suppliers and Customers pages and assists you in transferring costs between OLM and your accounting system.

Define an Accounting Flexfield Structure

If you intend to use OLM to transfer cross charges for internal learners or resources, you should define a Chart of Accounts that reflects your real Chart of Accounts (plus cost centers and departments). This includes segment names, length, validation and selectable values.

Note: If you already run Oracle General Ledger, the flexfield structure you require already exists, and you do not need to complete the following steps.

Step 1: Define Accounting Flexfield Value Sets

If you want to validate the values which a user can enter for any segment you must define a specific Value Set.

The attributes of the Value Set control the type of values that can be entered, and how many characters each segment can hold. The attributes of the Value Set also control how the values are to be validated.

Value Sets can be shared by different segments of the same flexfield, or by segments of any other flexfield.

For example, consider the following typical three value sets for your accounting flexfield structure:

Note: You must create the value sets with the validation type Independent.

Table B-1 Value Sets

Value Set Format Type Maximum Size
COTA_COMPANY Char 11
COTA_ACCOUNT Char 11
COTA_COST_CENTER Char 11

Use the Value Sets window.

See Defining Value Sets, Oracle E-Business Suite Flexfields Guide

Step 2: Define Accounting Flexfield Segments

Define a structure for your Accounting Flexfield which contains the segments you want to use. Name your structure something like OLM Accounting Flexfield, for example. You can then distinguish this structure from the Accounting Flexfield structure used by Oracle Financials. This may be useful if your enterprise later buys Oracle Financials and you want to set up full accounting functionality.

Note: You must not check the Allow Dynamic Inserts box. Oracle Learning Management requires the valid combinations to exist, and therefore cannot enter new values upon data entry in the OLM Finance windows.

Table B-2 Accounting Flexfield

Segment Number Segment Name Column Value Set
1 Company SEGMENT1 COTA_COMPANY
2 Account SEGMENT2 COTA_ACCOUNT
3 Cost Center SEGMENT3 COTA_COST_CENTER

You must enter flexfield qualifiers for each segment, to identify which segment appears on each window.

Table B-3 Company Segment

Flexfield Qualifier Check the Enable Box:
Cost Center Transfer Segment NO
Natural Account Segment NO
Balancing Segment YES
Intercompany Segment NO

Table B-4 Account Segment

Flexfield Qualifier Check the Enable Box:
Cost Center Transfer Segment NO
Natural Account Segment YES
Balancing Segment NO
Intercompany Segment NO

Table B-5 Cost Center Segment

Flexfield Qualifier Check the Enable Box:
Cost Center Transfer Segment YES
Natural Account Segment NO
Balancing Segment NO
Intercompany Segment NO

Use the Key Flexfield Segments window.

See Defining Key Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Step 3: Define Accounting Flexfield Segment Values

As you have chosen Independent validation for the Value Sets used by a Accounting Flexfield Segment, you must define your list of valid values for the Value Sets.

Table B-6 Accounting Flexfield Segment Values

Value Set Code Description BudgetingQualifier Posting Qualifier Account Type Qualifier
COTA_COMPANY 000 Company 000 Yes Yes N/A
COTA_ACCOUNT 000 Account 000 Yes Yes Liability
COTA_COST_CENTER 000 Account 000 Yes Yes N/A

Use the Segment Values window.

See Defining Segment Values, Oracle E-Business Suite Flexfields Guide

Step 4: Uncheck Dynamic Inserts on OTA Accounting Key Flexfield

You must set the dynamic inserts to NO for the OLM Accounting flexfield.

Navigate to the Define Key Flexfield Segments window, and query the OLM Accounting key flexfield structure.

Uncheck the Dynamic Inserts box.

Use the Key Flexfield Segments window.

See Defining Key Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Step 5: Freeze and Compile Your Accounting Flexfield Structure

You are now ready to freeze your Accounting Flexfield definition. Check the Freeze Flexfield Definition box and save your changes. OLM freezes and compiles your Accounting Flexfield definition. Compiling the flexfield definition enables the Accounting Flexfield window with the defaults, values, and rules that you have defined.

Use the Key Flexfield Segments window.

See Defining Key Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Step 6: Create a Calendar

See Creating a Calendar, Oracle Learning Management User Guide

Step 7: Create a Ledger

See Creating a Ledger, Oracle Learning Management User Guide

Step 8: Define a Ledger Set

See Defining a Ledger Set, Oracle Learning Management User Guide

Step 9: Define Financials Options

See Defining Financials Options, Oracle Learning Management User Guide

Step 10: Define System Options

See Defining System Options, Oracle Learning Management User Guide

Oracle Learning Management Glossary

Index