PeopleSoft 9.1 Enterprise Learning Management PeopleBook

Managing Learning Requests

This chapter provides overviews of learning requests and discusses how to:

Set up learning requests.
Submit learning requests.
Manage learning requests.
Generate notifications for learning requests.

Understanding Learning Requests

Learning requests enable users to request new catalog items and activities. A learning request could be made in any of the following situations:

Learning is not available at all.
Learning exists, but the user is unable to find an activity to enroll in.
Learning exists, and all activities are full or waitlisted, and the user would like to request additional sessions.

Administrators and managers can submit learning requests for groups of learners by requesting a specific number of seats or by naming learners individually. Learners can also submit requests on their own behalf. When submitting a learning request, the requester can enter preferences, such as preferred dates, times, and delivery method. You can configure the types of information to collect in the requests.

Learning Request Management

Administrators can use the Maintain Learning Requests component to review learning requests submitted for their learning environment and determine what action to take, such as create a new activity and enroll learners, recommend existing learning, or let the requestor know that no learning will be offered for their request. Administrators can also modify and delete requests. Notifications can be sent when a request is denied, can be fulfilled by an existing activity, or can be met through a new offering.

Learning Request Activation and Thresholds

When submitting learning requests, administrators, managers, and learners can request a new activity for an existing catalog item only if that item is configured to accept learning requests. To enable learning requests for a particular catalog item, use the Item - Details page.

Learning request thresholds enable the system to automatically notify administrators when a specified number of requests are submitted for a particular catalog item. You can set this threshold on the Install Defaults - Enrollment page and override this value for a particular learning environment on the Learning Environment - Defaults page. Administrators can also override the threshold for a given catalog item. To generate the notifications, you must run the Threshold Notifications process (LM_LRQ_TNOTF) process.

Learning Requests and Training Plans

If you use Enterprise Learning Management to create training plans, you can use learning requests to forecast the demand for training.

(FRA) Administrators can specify the number of employees that a request represents by various learning request criteria such as gender, age bracket, learning classification, and employee category. This information is included in the training plan reports.

See Managing Training Plans.

Setting Up Learning Requests

Use the Learning Request Setup (LM_LRQ_SETUP) and the Learning Request Criteria (LM_LRQ_CRIT_FRA) components to set up learning requests.

This section discusses how to:

Set up learning requests
Maintain learning request criteria.

Page Used to Set Up Learning Requests

Page Name	Definition Name	Navigation	Usage
Learning Request Setup	LM_LRQ_SETUP	Set Up ELM, Catalog, Learning Request Setup, Learning Request Setup	Select displayed fields for learning requests.
Learning Request Criteria	LM_LRQ_CRIT_FRA	Set Up ELM, Resources, Learning Request Criteria, Learning Request Criteria	Maintain learning request criteria.

Selecting Displayed Fields for Learning Requests

Access the Learning Request Setup page (Set Up ELM, Catalog, Learning Request Setup, Learning Request Setup).

Display Fields

Select fields that you want to display on the learning request pages for administrators and self-service users. Fields appear in the order listed here. The learning request pages include additional fields that are not selectable.

Learning Request Priority	When selected, requesters will be able to choose from the following priorities when submitting a request: Career goal, No preference, Required for Job, Required to Complete Objective, and Voluntary.
From Date and To Date	These fields enable requesters to enter a range of activity start dates. Important! You must select these fields if you want to include learning requests in training plan reports. The system uses the dates provided in the learning request to determine whether to include the request in a training plan.
Days	When selected, requesters can select the preferred days of the week for the activity.
Times	When selected, requesters can choose between the following times: Afternoon, Evening, Morning, No Preference.
Special Request	When selected, requesters can select from the following: Wheelchair Access, Hearing Impaired, Other, and Vision Impaired.
Facility	When selected, requesters can choose from any of the facilities defined through the Facilities component (LM_FCLTY_TBL).
Field One Label...Field five label	You can enter field labels for additional data that you want to capture for learning requests. The data that learners subsequently enter in these fields on the Learning Request page is for information purposes only.

(FRA) Maintaining Learning Request Criteria

Access the Learning Request Criteria page (Set Up ELM, Resources, Learning Request Criteria, Learning Request Criteria).

Use this page to update and maintain the learning request criteria that you use to enter counts on the Submit Learning Requests - Details: Training Plan Attributes and Maintain Learning Requests - Details: Training Plan Attributes pages. Each learning environment has its own effective-dated set of learning request criteria.

Criteria	Enter a type of criteria by which you want administrators to enter counts for learning requests. Each unique criteria name entered is available in the Count of learners by field on the Submit Learning Requests - Details: Training Plan Attributes and Maintain Learning Requests - Details: Training Plan Attributes pages.
Attribute Value	Enter an attribute value for the corresponding criterion.

Submitting Learning Requests

This section discusses how to:

Enter general preferences for a learning request.
Enter training plan attributes.
Request seats.

Pages Used to Submit Learning Requests

Page Name	Definition Name	Navigation	Usage
Submit Learning Requests - Search Requesters	LM_LRQ_REQSTR_SRCH	Enterprise Learning, Learner Tasks, Submit Learning Requests, Submit Learning Requests - Search Requesters	Search for and select the learner who is requesting learning.
Submit Learning Requests - Details: General Attributes	LM_LRQ_REQSTR_SRCH	Click the Select button for a requester on the Submit Learning Requests - Search Requesters page.	Identify the requested learning and enter preferences for the dates, times, location, and other attributes.
Submit Learning Requests - Details: Training Plan Attributes	LM_ADM_NEW_LRQ_DTL	Click the Training Plan Attributes link on the Submit Learning Requests - Details: General Attributes page.	Enter information that is specific to training plans.
Submit Learning Requests - Details (seats)	LM_ADM_LRQ_LRNRS	Click the Continue button on the Submit Learning Requests - Details: General Attributes page or the Submit Learning Requests - Details: Training Plan Attributes page.	Specify the number of seats for a learning request or select the learners by name.
Learning Request Confirmation	LM_AD_LRN_REQ_CONF	Click the Submit Request button on the Submit Learning Requests - Details page.	Confirms the submission of a learning request.

Enter General Preferences for a Learning Request

Access the Submit Learning Requests - Details: General Attributes page (click the Select button for a requester on the Submit Learning Requests - Search Requesters page).

Specify whether the request is for an existing catalog item or a new catalog item. For existing catalog items, you can click the Search button to access the catalog search component where you can search for catalog items for which learning requests are enabled. The administrator's learning environment determines the catalog items that are available for selection.

For new catalog item, you must select a category and enter a title. The administrator's learning environment determines the categories that are available for selection.

Learning Request Preferences

Most of the fields that appear in this section are controlled by the settings on the Learning Request Setup page.

Job Title	The requester's primary job title always appears. If the requester has multiple jobs, you can select the relevant job title.
Start Dates	Important! You must enter dates in the From and To fields if you want to include the learning request in training plan reports.
Request Enrollment	Select to indicate the requester's interest in enrolling when the activity becomes available. This field is informational only.

Entering Training Plan Attributes

Access the Submit Learning Requests - Details: Training Plan Attributes page (click the Training Plan Attributes link on the Submit Learning Requests - Details: General Attributes page).

The system refers to the information that you enter on this page when you generate training plans.

Note. Self-service users do not have access to these fields when submitting requests.

See Managing Training Plans.

Is eligible for training plan?	Select to include this learning request in training plans, when the request meets all other selection criteria for the training plan.
Estimated Cost	Enter the estimated (flat) activity cost per student if this request is met. In the budget section of the Training Plan report, the system compares a department's estimated cost of meeting the demand for learning to the department's training budget.
Estimated Hours	Enter the estimated number of hours for the requested learning.
Objective	Select a global objective to associate with the learning request. When you generate training plans, the report content is sorted by global objective.
Company	Select a company to associate with the learning request. When you generate training plans, you can include training requests for selected companies. The default value that appears in this field is based on the job title selected on the Submit Learning Requests - Details: General Attributes page.
Organization	Select the department to associate with the learning request. The default value that appears in this field is based on the job title selected on the Submit Learning Requests - Details: General Attributes page.
Learning Environment	Select a learning environment to associate with the learning request. When you generate training plans, you can include training requests for selected learning environments. The default value that appears in this field is based on the job title selected on the Submit Learning Requests - Details: General Attributes page.

(FRA) Learning Requests

The fields in this group box are French-specific. When the learning request is included in a training plan, and you select a number of seats rather than individual learners, the head counts that you enter here are used in the Training Budget Model and transferred to PeopleSoft HR for use in the 2483 report. When you name individual learners in the request, the system ignores information entered in these fields and refers to the selected learner records to determine the head counts.

Count of learners by	Select the learning request criteria to which the learning request applies. Add a separate row for each criterion. The values that appear in this field reflect the criteria defined for the selected learning environment on the Learning Request Criteria page.
Attribute Value	Select the appropriate criteria attribute value. The values that appear in this field reflect the values defined for the selected learning environment on the Learning Request Criteria page.
Count	Enter the number of learners that are associated with the selected criteria and attribute values.

Requesting Seats

Access the Submit Learning Requests - Details (seats) page (click the Continue button on the Submit Learning Requests - Details: General Attributes page or the Submit Learning Requests - Details: Training Plan Attributes page).

You can request a number of seats or select specific learners to associate with the request, but not both.

Managing Learning Requests

This section discusses how to:

Managing current learning requests.
Reviewing learning request history.
Maintain learning requests.
Updating training plan attributes for a learning request.
View learners associated with a learning request.

Pages Used to Manage Learning Requests

Page Name	Definition Name	Navigation	Usage
Maintain Learning Requests - Current Learning Requests	LM_ADM_LRQ_SRCH	Enterprise Learning, Learner Tasks, Maintain Learning Requests, Maintain Learning Requests	Manage current learning requests.
Maintain Learning Requests - Learning Request History	LM_ADM_LRQ_SRCH	Click the Learning Request History link on the Maintain Learning Requests - Current Learning Requests page.	Reviewing learning request history.
Maintain Learning Requests: General	LM_ADM_METHOD_DTLS	Click the View Details link for a request on the Maintain Learning Requests - Current Learning Requests page. Click the Catalog Item/Category link on the Maintain Learning Requests - Current Learning Requests page. Click the Catalog Item/Category link on the Maintain Learning Requests - Learning Request History page.	View the title, requester name, requested delivery method, and total learners for a request. Also, assign an activity to a request and view the assigned activity, begin the enrollment process, delete requests, and send notifications.
Maintain Learning Requests: Scheduled	LM_ADM_METHOD_DTLS	Click the Scheduled link on the Maintain Learning Requests: General page.	View the requested start dates, instructor name, special requests for a request. Also, assign an activity to a request, begin the enrollment process, delete requests, and send notifications.
Maintain Learning Requests (assign activity)	LM_ADM_ASGN_ACT_PG	Select a request, select Assign Activity in the Group Action field, and click Go.	Associate a learning activity with a learning request.
Maintain Learning Requests: General Attributes	LM_ADM_LRQ_DTLS	Click the View Request link on the Maintain Learning Requests: General page or the Maintain Learning Requests: Scheduled page. Click the Learning Request ID link on the Maintain Learning Requests - Learning Request History page.	The fields on this page are similar to the fields on the Submit Learning Requests - Details: General Attributes page. See Enter General Preferences for a Learning Request.
Maintain Learning Requests: Training Plan Attributes	LM_ADM_LRQ_DTLS	Click the Training Plan Attributes link on the Maintain Learning Requests: General Attributes	The fields on this page are similar to the fields on the Submit Learning Requests - Details: Training Plan Attributes page. See Entering Training Plan Attributes.
Maintain Learning Requests: Learners	LM_ADM_LRQ_DTLS	Click the Learners link on the Maintain Learning Requests: General Attributes page.	The fields on this page are similar to the fields on the Submit Learning Requests - Details (seats) page. (FRA) When French features are enabled for the user's learning environment, a learning classification can be associated with the request. See Requesting Seats.

Managing Current Learning Requests

Access the Maintain Learning Requests - Current Learning Requests page (Enterprise Learning, Learner Tasks, Maintain Learning Requests, Maintain Learning Requests).

Administrators can use this page to manage current learning requests that have not yet been fulfilled or removed. Requests can only be viewed by the administrators of the primary learning environment that is associated with the catalog item or category named in the request.

Search Criteria

Request Status	Enter the status of the requests you want to search for. Values are: Offered and Requested.
Request Type	Enter the type of requests you want to search for. Values are: Catalog Item and Category.
Catalog Item	Enter a value here to search for learning requests associated with a specific catalog item.
Category	Enter a value here to search for learning requests associated with a specific category.
Created From and Created To	Enter values in these fields to search for learning requests that were created within a specific date range.

Learning Requests

When you click Search, this group box displays all of the current learning requests that meet the criteria you specified.

Catalog Item/Category and View Details

Click a link in these columns to access the Maintain Learning Requests: General page for a learning request.

Reviewing Learning Request History

Access the Maintain Learning Requests - Learning Request History page (Click the Learning Request History link on the Maintain Learning Requests - Current Learning Requests page).

Administrators can use this page to review learning request history, such as when a request was submitted and by whom. Requests can only be viewed by the administrators of the primary learning environment that is associated with the catalog item or category named in the request.

Search Criteria

Action From and Action To

Enter values in these fields to search for learning requests that were submitted or assigned within a specific date range.

Note. The remaining fields in the Search Criteria group box are identical to those on the Maintain Learning Requests - Current Learning Requests page.

Learning Request History

When you click Search, this group box displays all of the historical learning requests that meet the criteria you specified.

Learning Request ID	Click a link in this column to access the Maintain Learning Requests: General Attributes page for a learning request.
Catalog Item/Category	Click a link in this column to access the Maintain Learning Requests: General page for a learning request.
Name	Click a link in this column to access the user profile associated with the learning request.

Administering Learning Requests

Access the Maintain Learning Requests: General page (click the View Details link for a request on the Maintain Learning Requests - Current Learning Requests page).

Requester Name

Click to access the User Profile for the requester.

View Request

Click to view or edit the learning request preferences.

Group Actions

Select the action to perform on the selected learning requests from the following and click Go.

Group Action

Assign Activity. Associate an activity with the learning request.

The system displays the Maintain Learning Request (assign activity) page where you can select from a list of activities if the request identified a particular catalog item; or you can search the catalog for an appropriate activity if the request specified a category. The administrator's current learning environment determines which activities are available for selection.

After you assign an activity to the request, you can use a group action of Enroll Learners. If learners are named on the request, the status shown for the request on the self-service My Learning page is updated to Offered. The Maintain Learning Request: General page displays the name of the assigned activity.

Note. It is the responsibility of the administrator to ensure that there are no conflicts or inconsistencies between learner groups assigned to the selected activity and the learner groups associated with the learners.
Delete Requests. Remove the learning requests from the system.
Enroll Learners. Click to enroll learners in the activity associated with the learning request. An activity must be assigned to the request to select this action. When you click Go, the enrollment component (LM_CALL_CENTER) appears so that you can enroll all or selected learners. When enrollment is confirmed, the system reduces the number of seats requested.
Send Notifications - Declined. Send a notification indicating the learning request has been declined.
Send Notifications - Exists. Send a notification indicating the requested learning already exists. Before selecting this action, be sure that an activity is assigned to the request.
Send Notifications - New Offered. Send a notification indicating a new offering is available to fulfill the learning request. Before selecting this action, be sure that an activity is assigned to the request.

See Generating Notifications for Learning Requests.

See Workflow Notifications and Attachments.

Updating Training Plan Attributes for a Learning Request

Access the Maintain Learning Requests: Training Plan Attributes page (click the Training Plan Attributes link on the Maintain Learning Requests: General Attributes).

Use this page to update training plan attributes for learning requests. This page is especially useful for entering training plan attributes for requests that were submitted by self-service users. The group boxes and fields that appear on this page are identical to those that appear on the Submit Learning Requests: Training Plan Attributes page with the following exceptions.

Hour Tracking

Select the Hour Tracking Status. Values are: Pending Review from ELM Admin, Approved by ELM Administrator, and Cancelled.

Hour Distribution Details

Use this group box to enter the types and number of hours for the learning request.

Hour Types	Select an hour type for the learning request. The available values are defined on the Hour Types page.
Total Duration	Enter the number of hours for the corresponding hour type.

DIF (Droit Individuel à la Formation)

Select the Apply Activity toward DIF check box to indicate that the requested learning applies to the learner's DIF. The DIF group box appears on this page only if the learning request is associated with an existing catalog item that is eligible for DIF.

DIF Balance (Droit Individuel à la Formation balance)

This grid displays the learner's calculated DIF balance and DIF in advance.

(FRA) Learners in the List

This grid appears only when French features are enabled for the administrator's learning environment. The fields that appear here depend on whether a number of seats or learner names are included in the request:

If a number of seats is requested, you can enter head counts by age, gender, training classification, and employee category.
If learners are named in the request, you can select the learning classification only.

Viewing Learners Associated with a Learning Request

Access the Maintain Learning Requests: Learners page (click the Learners link on the Maintain Learning Requests: General Attributes page).

Note. This page is only accessible when learners are associated with the request. You can add or remove learners from the request.

Generating Notifications for Learning Requests

This section provides an overview of learning request notifications and lists the pages used to generate notifications.

Understanding Learning Request Notifications

You can produce two types of email notifications for learning requests:

Notifications to administrators when learning request thresholds are met.

The Threshold Met notification is triggered when the learning request threshold defined for a catalog item is reached. When you run the LM_LRQ_TNOTF process, launched through the Learning Request Threshold page, the system sends an email notification to the administrators of the catalog item's primary learning environment.
Notifications to learners and managers.

The Activity Already Exists, New Activity Offered, and No Activity Will Be Offered notifications are triggered when you use a group action (through the Maintain Learning Requests component) to notify learners and managers that the requested learning can be met by an existing activity, through a newly offered activity, or that the request is declined. When you run the LM_NOTIFY process, launched through the Enrollment Notifications page, the system sends the notifications to the learners associated with the request. (The LM_NOTIFY process also generates other enrollment notifications.)

Pages Used to Generate Notifications for Learning Requests

Page Name	Definition Name	Navigation	Usage
Learning Request Threshold	LM_LRQ_TRHLD_NOTIF	Enterprise Learning, Learning Request Threshold	Run the LM_LRQ_TNOTF process to notify administrators of learning request thresholds that have been met.
Enrollment Notifications	LM_NOTIFY_RUNCTL	Enterprise Learning, Notifications, Enrollment Notifications	Run the LM_NOTIFY process to notify learners and managers when learning requests are declined, or when the requested learning exists or is newly offered. This process also generates enrollment notifications. See Sending Enrollment, Registration, and Waitlist Notifications.

Page Name

Definition Name

Navigation

Usage

Learning Request Threshold

LM_LRQ_TRHLD_NOTIF

Enterprise Learning, Learning Request Threshold

Run the LM_LRQ_TNOTF process to notify administrators of learning request thresholds that have been met.

Enrollment Notifications

LM_NOTIFY_RUNCTL

Enterprise Learning, Notifications, Enrollment Notifications

Run the LM_NOTIFY process to notify learners and managers when learning requests are declined, or when the requested learning exists or is newly offered. This process also generates enrollment notifications.

See Sending Enrollment, Registration, and Waitlist Notifications.

Requester Name	Click to access the User Profile for the requester.
View Request	Click to view or edit the learning request preferences.