1. HCM Data Loading Business Objects
  2. Example of Loading eLearning Completion and Renewal Details for Legacy Learning Assignments in Oracle Learning

Example of Loading eLearning Completion and Renewal Details for Legacy Learning Assignments in Oracle Learning

Use these steps to load in legacy learning assignments and completion details for eLearning with a renewal configuration. You can load past renewals, continue the renewal cycle, and let learners review the eLearning content linked to the most recent completion.

  1. Create an initiative with a dummy learner audience object, such as an analysis or organization chart. You use this object to link the appropriate group of learners to the initiative. We recommend that you create a dummy object without any records in it, and link it to the initiative. That way you create an initiative without any associated learners and you can use the initiative number in the LearningRecord.dat file.
    When you create this initiative, make sure that Learner Reconciliation isn't selected. This way learners aren't withdrawn if you have reconciliation processes scheduled to run at regular intervals. Normally, the reconciliation processes look at the learner audience for the initiative and reconciles what assignments exist for identified learners. If identified learners don't have assignments, the process creates assignments. If the process doesn't identify any learners, but assignments exist and Learner Reconciliation is selected, the process withdraws the assignments. If Learner Reconciliation isn't selected, the process won't withdrawn learner assignments.
  2. Create the LearningRecord.dat file and include the initiative number in the Assignment Number field. Include the course number in the Learning Item Number field. The statuses of in-progress assignments should be Active. The statuses of future-dated assignments should be Not Started.
    Caution: Don't include the most recent completion in the .DAT file to avoid Oracle Learning setting the status to Bypass completed. For example, a learner has past completions for a course in 2018, 2019 and 2020. Prepare the LearningRecord.dat file with the completions for 2018 and 2019. Don't include the completion for 2020.
    METADATA|LearningRecord|LearningRecordId|LearningRecordEffectiveStartDate|LearningRecordEffectiveEndDate|LearningRecordNumber|AssignmentNumber|LearningItemType|LearningItemNumber|AssignmentType|AssignmentSubType|AssignedByPersonNumber|AssignmentAttributionType|AssignmentAttributionNumber|AssignmentAttributionCode|LearnerNumber|LearningRecordStatus|LearningRecordStartDate|LearningRecordDueDate|LearningRecordWithdrawnDate|LearningRecordDeletedDate|LearningRecordCompletionDate|LearningRecordValidFromDate|LearningRecordExpiryDate|LearningRecordTotalActualEffort|LearningRecordTotalActualEffortUOM|LearningRecordReasonCode|LearningRecordComments
MERGE|LearningRecord||2017/01/01||LRN_MF_07041957|OLC928002|ORA_COURSE|HDL_CRS_0704|ORA_REQUIRE_ASSIGNMENT|ORA_EVT_SUBT_ADMIN|8153756|ORA_SPECIALIST|8153756|ORA_WLF_CEO_OFFICE|8153756|ORA_ASSN_REC_COMPLETE|2018/03/01|2018/03/30|||2018/03/10|2018/03/10|2019/03/10|||ORA_SPEC_COMPLT_ELSEWHERE|comment
MERGE|LearningRecord||2017/01/01||LRN_MF_07042004|OLC928002|ORA_COURSE|HDL_CRS_0704|ORA_REQUIRE_ASSIGNMENT|ORA_EVT_SUBT_ADMIN|8153756|ORA_SPECIALIST|8153756|ORA_WLF_CEO_OFFICE|8153756|ORA_ASSN_REC_COMPLETE|2019/03/01|2019/03/30|||2019/03/10|2019/03/10|2020/03/10|||ORA_SPEC_COMPLT_ELSEWHERE|comment
  3. Confirm that the learner is in the audience for the learning initiative. Use the Learning Initiative task on the My Client Groups > Learning page.
  4. For the most recent completion (in our preceding example, for 2020), load the course learning assignment with an Active status. Oracle learning will create the assignment with a substatus of No Offering Selected. 
    METADATA|LearningRecord|LearningRecordId|LearningRecordEffectiveStartDate|LearningRecordEffectiveEndDate|LearningRecordNumber|AssignmentNumber|LearningItemType|LearningItemNumber|AssignmentType|AssignmentSubType|AssignedByPersonNumber|AssignmentAttributionType|AssignmentAttributionNumber|AssignmentAttributionCode|LearnerNumber|LearningRecordStatus|LearningRecordStartDate|LearningRecordDueDate|LearningRecordWithdrawnDate|LearningRecordDeletedDate|LearningRecordCompletionDate|LearningRecordValidFromDate|LearningRecordExpiryDate|LearningRecordTotalActualEffort|LearningRecordTotalActualEffortUOM|LearningRecordReasonCode|LearningRecordComments
MERGE|LearningRecord||2017/01/01||LRN_MF_07042018|OLC928002|ORA_COURSE|HDL_CRS_0704|ORA_REQUIRE_ASSIGNMENT|ORA_EVT_SUBT_ADMIN|8153756|ORA_SPECIALIST|8153756|ORA_WLF_CEO_OFFICE|8153756|ORA_ASSN_REC_ACTIVE|2020/03/01|2020/03/30|||||||||
  5. Load the learner's offering learning assignment with an Active status. Oracle Learning links this offering assignment to the Active course assignment that it created in step 3. It also updates the substatus of the course assignment to Not Started. 
    METADATA|LearningRecord|LearningRecordId|LearningRecordEffectiveStartDate|LearningRecordEffectiveEndDate|LearningRecordNumber|AssignmentNumber|LearningItemType|LearningItemNumber|AssignmentType|AssignmentSubType|AssignedByPersonNumber|AssignmentAttributionType|AssignmentAttributionNumber|AssignmentAttributionCode|LearnerNumber|LearningRecordStatus|LearningRecordStartDate|LearningRecordDueDate|LearningRecordWithdrawnDate|LearningRecordDeletedDate|LearningRecordCompletionDate|LearningRecordValidFromDate|LearningRecordExpiryDate|LearningRecordTotalActualEffort|LearningRecordTotalActualEffortUOM|LearningRecordReasonCode|LearningRecordComments
MERGE|LearningRecord||2017/01/01||LRN_MF_07042027|AN_MF_07042027|ORA_CLASS|HDL_CRS_0704_OF1|ORA_REQUIRE_ASSIGNMENT|ORA_EVT_SUBT_ADMIN|8153756|ORA_SPECIALIST|8153756|ORA_WLF_CEO_OFFICE|8153756|ORA_ASSN_REC_ACTIVE|2020/03/01|2020/03/30|||||||||
  6. Load the offering activities with a Completed status using the LearningRecordActivityAttempt.dat file. Be sure to provide the course completion date using the ActivityAttemptDate attribute. 
    METADATA|LearningRecordActivityAttempt|ActivityAttemptId|LearningRecordId|LearningRecordNumber|ActivityId|ActivityNumber|ActivityAttemptStatus|ActivityAttemptDate|ActivityAttemptReasonCode|ActivityAttemptActualScore|ActivityAttemptActualEffort|ActivityAttemptNoteMERGE|LearningRecordActivityAttempt|||LRN_MF_07042027||HDL_CRS_0704_OF1_A1|ORA_ASSN_TASK_COMPLETED|2020/03/09||||

    After the file successfully loads, Oracle Learning sets the status of the offering assignment to Completed. Then it sets the status of the corresponding course assignment to Completed. Next Oracle Learning evaluates the initiative renewal rules and creates the next appropriate course assignment with a substatus of No Offering Selected.

    This is a special type of mock initiative for loading the completion and renewal details and it doesn't behave like a regular initiative. Here's what happens with the loaded initiative:

    • The Select Learners page for the initiative won't list the learners whose learning assignments where loaded and linked to the initiative using HCM Data Loader.
    • If the initiative is edited, the changes won't apply to the learners whose assignments were loaded and linked to the initiative using HCM Data Loader.
    • The initiative won't be dynamic. Learners won't get added and removed because when the initiative was created, there was no dynamic criteria defined.

    If you intend that this initiative loaded using HCM Data Loader be dynamic, here's what you need to do:

    1. Use the Learning Initiatives task on the My Client Groups > Learning page to edit the existing initiative and add the appropriate dynamic person criteria. For example, specify that learners need to be in a particular department or have a certain job role. When they meet the criteria, they'll be added to the initiative. When they stop meeting the criteria, they'll be removed.
    2. In the advanced rules, select Withdraw assignments of incomplete learners no longer a part of the learning initiative target audience.
    3. Click Submit.
    4. Manually withdraw learners from the initiative whose assignments were loaded and linked to the initiative using HCM Data Loader. You do this because they aren't listed on the Select Learners page, so the new criteria won't apply to them.

    5. Reconcile the learning initiative using the Courses task on the My Client Groups > Learning.

      1. Search for and click the relevant course.
      2. On the course details page Learners > Learning Initiativetab, search for and select the initiative.
      3. Click Actions > Reconcile Learning Assignments

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