Example of How to Get Learners into a Renewal Cycle Using Reassignment Conflict Rules
You can use course and offering reassignment rules to get your people into a regular retraining cycle. You do this by applying a new renewal cycle to their completed Oracle Learning assignments to decide when they get their next assignment.
In this example, we follow Bob, who completed the Business Ethics course on 20-Mar-2022. This learning assignment isn't a managed renewal and doesn't expire. Bob is compliant with the course forever. But, your business requirements changed. Now your people, including Bob, need to complete the Business Ethics course every year. You create another learning assignment that includes Bob and Lisa in the target audience, and set these options for validity period, renewal, and assignment conflict rules:
| Field | Value |
|---|---|
| Validity Period Starts | After completion |
| Validity Period Expires | Expires in years |
| Valid for | One Year |
| Renewal Options | Start next renewal before validity of prior assignment ends |
| Days Before Validity Period Ends | 30 |
| Learners with Existing Completions and Bypassed Completions | Must retake the learning |
| Learners Who Need to Retake, Expire Their Completion On | Apply new assignment renewal rules to existing completion |
These renewal options mean that after they complete their initial assignment, the learners need to retake this course every year. And they've 30 days to complete it before their existing completion expires and they become noncompliant until they complete their assignment. The conflict rules tell the Process Learning Records process how to decide who in the target audience has an assignment that's successfully completed. The process then applies the renewal rules using the completion date of those completed assignments.
So what happens for Bob and Lisa, who are in this target audience? Bob already completed their initial assignment on 20-Mar-2022, and Lisa has no prior assignment.
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Bob gets a new assignment on 18-Feb-2023 that's due on 20-Mar-2023. The expiration date of the completed assignment is updated to 20-Mar-2023. Bob gets their next assignment on 18-Feb-2023 because the renewal options say that their renewal cycle is based on their 20-Mar completion date. 18-Feb-2023 is 30 days before their 20-Mar-2023 completion date.
- Lisa gets their initial assignment dated today, 21-Nov-2022 with a due date of 31-Dec-2022.
When Bob and Lisa complete their new assignment, the Process Learning Records process generates their next assignment automatically. You took Bob from a perpetually valid single assignment completion and put them in a managed retraining cycle where they need to complete Business Ethics every year.
Basic Principles to Note
These two basic principals can alter outcomes like Bob's:
- The Processing Learning Records process never back dates the expiration date of the most recent completed learning assignment. That's because doing so would remove past facts, making learners who were compliant yesterday noncompliant today. Where necessary, you can manually expire a completed assignment before moving the person into a new renewal cycle.
- The Processing Learning Records process never creates an initial or next learning assignment that starts in the past. Doing so would falsify when it really created the assignment. It also most likely leads the assignment being overdue, which isn't a desirable experience for the learner.
Considering these two principals, let's revisit Bob's Business Ethics assignment, changing the original completion date 20-Mar-2021 instead of 2022. You still create their next assignment today, 21-Nov-2022. If we go with the standard logic shown in the original scenario, their next assignment would be due 20-Mar-2022, which is 8 months ago. That assignment would have Bob in noncompliance for 8 months, which wasn't the case yesterday, when they didn't have their next assignment. Instead, the process treats Bob similarly to Lisa and generates a new assignment dated today and due 31-Dec-2022.
The result for Bob is the same in both examples. Bob is now in a managed renewal and needs to retake the Business Ethics course every year. But if Bob's existing completion was recent enough relative to their renewal cycle you want them in, they don't need to retake the training immediately. If their completion was older than the retraining cycle you're defining, they need to retake the training now, just like anyone else in the target audience.