OLM Bulk Enrollment

Oracle Global Learning Management Support

How to Use Bulk Enrollments ?

Author: Mrs Estelle Merzouk

Creation Date: 23rd of January 2007

Last Updated: 29th of january 2007

Control Number: -

Version: 1.01

Approvals:

Copy Number _____


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Document Control ii

Document Control

Change Record

Date Author Version Change Reference

23-jan-07

Estelle Merzouk 1

29-jan-07 Estelle Merzouk 1.01

Reviewers

Name Position

Estelle Merzouk Learning Management Global Process Lead

Distribution

Copy No. Name Location

1

2


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Document Control iii

Contents

Document Control........................................................................................................... ii

Introduction ......................................................................................................................4

Purpose.......................................................................................................................4

Scope...........................................................................................................................4

Objectives ...................................................................................................................4

Scenarios ...........................................................................................................................5

Scenario 1a : .....................................................................................................................5 Scenario 1b: ......................................................................................................................5 Scenario 1c:.......................................................................................................................5 Scenario 1d: ......................................................................................................................5 Scenario 1e:.......................................................................................................................5 Scenario 1f: .......................................................................................................................5

Setup..................................................................................................................................6

Profile options..................................................................................................................6 HR Organizations Hierarchy ..........................................................................................6 Enrollment Statuses .........................................................................................................7 Created Classes ................................................................................................................8

Bulk Enrollment on Class: Scenario 1 .............................................................................9

Scenario 1.a: Enroll 2 Learners from EDUCATION department .................................9 Scenario 1.b : Enroll 3 Learners from EDUCATION Department. ............................12 Scenario 1.c: Enroll 5 Learners from APPLICATION Department............................14 Scenario 1.d: Enroll 3 Learners from another organization off of the learner access definition. .......................................................................................................................16 Scenario 1.e: Enroll all Learners of Education departments and its child organizations..................................................................................................................17 Scenario 1.f: Enroll the same people for this class than the people enrolled for the class 1.e ...........................................................................................................................20

Other Actions on Bulk Enrollments..............................................................................23

Mass Update ..................................................................................................................23 Mass Delete ....................................................................................................................24

Open and Closed Issues - Remarks ..............................................................................25

Open Issues ..............................................................................................................25 Closed Issues............................................................................................................25

Remarks....................................................................................................................26


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Introduction 4

Introduction

This document describes the steps necessary to successfully perform a bulk enrollment on Oracle Learning Management.

Purpose

This functionality is delivered in OLM since OTA. (Patch 4428068) and requested to be explained more indetails.

Scope

The screen shots have been copied from an instance having the characteristics below:

RDBMS 9.2.0.7

Oracle Application 11.5.10

OLM: OTA.J.D1.CU1

Oracle Learning Management User Guide- Part No: B25798-01

Several scenarios have been described in that document to show the different behaviours of the application.

Objectives

At the end of this document the reader should be able to use the bulk enrollment functionality.


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Scenarios 5

Scenarios

All class are In-door class for 4 learners. No overlapping dates.

Were going to define several scenarios as described below:

Scenario 1a :

A learner access is defined for the education department with child organizations. We will enroll 2 people of that organization Education.

Scenario 1b:

A learner access is defined for the education department with child organizations. We will enroll 3 people of a child organization of Education: the organization Applications.

Scenario 1c:

A Learner access is defined for the education department with child organizations. We will try to enroll 5 people of the organization Applications.

Scenario 1d:

A Learner access is defined for the education department with child organizations. We will try to enroll 3 people of another organization which is out of the learner access definition.

Scenario 1e:

A Learner access is defined for the education department with child organizations. We will enroll all people from this department and its child organizations.

Scenario 1f:

A Learner access is defined for the education department with child organizations. we enroll to this class all people enrolled to the class used in 1.e.


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Setup 6

Setup

Profile options

1. Checking the business group definition: ( a trick: to see Hr security profile and business group on same window, use the research : HR:%u%i%ro%)

2. Profile option:OTA: Maximum Enrollments Processed online set to 2.

HR Organizations Hierarchy

One HR Hierarchy called : EM BG1 HIERARCHY HR. On the top: EM BG1 DIRECTION then 2 departments : EM BG1 EDUCATION & EM BG1 SALES


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Setup 7

Education is made of 2 sub departments: EM BG1 APPLICATIONS AND EM BG1 SYSTEM

The learner Access will be defined on EM BG1 EDUCATION including the child organizations: EM BG1 APPLICATIONS and EM BG1 SYSTEM.

Enrollment Statuses

With Oracle Learning Management Administrator responsibility, use the Setup Tab and set the default and non default status on the HTML page as below:

Remark: please note the enrollment status : Self enrolled is the one set as default for the status type : Placed.


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Setup 8

Created Classes

Several classes are created for our scenarios. All have a maximum of 4 learners.


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Bulk Enrollment on Class: Scenario 1 9

Bulk Enrollment on Class: Scenario 1

Navigation: Responsibility: Oracle Learning Management Administrator

Scenario 1.a: Enroll 2 Learners from EDUCATION department

Learner Access for the class EM LM In Door - 4 seats - Scenario 1.a :

Responsibility : Oracle Learning Management Administrator Navigate: Enrollment and subscriptions

Remark:Search Section and Add Enrollments Section are not linked. Search section allow you to perform any kind of research to list the existing enrollments. Add Enrollments is a link for a new page which will proceed to enrollment creation. To add enrollments, click straight on Add Enrollments button without searching for the class at this step. Add Enrollment button doesnt take into account the searches made in above section. You will be asked to query the class again on the following page.

Step 1: click on Add Enrollments


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Step 2: click on bulk Enrollments:

Step 3: A Summary of what we are doing is listed.

The main informations related to the current class are listed.

Remark: Note the Maximum for immediate processing information which reminds you the value of the profile option set previously: OTA: Maximum Enrollments Processed online.

Step 4: Click on Add Learners:


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We want to enroll people from education department, so we fill the organization field in and click on Go button. We could perform the query on another way: by manager, .

Step 5: Selecting and enrolling learners:

You can select All and unselect one, or select one by one by clicking on the check box. This scenario told us to select 2 employees :

Then click on Add Button, to include these employees in the enrolling list. You can Add other employees by searching from another class or with other criteria.

When the list isdone then click on Apply.

You see the result of the enrollment: 2 enrollments requested, and 2 learners successfully enrolled.


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When we go back to the enrollments and subscriptions page, and query on that class, we see these enrollments :

Scenario 1.b : Enroll 3 Learners from EDUCATION Department.

Learner Access for the class EM LM In Door - 4 seats - Scenario 1.b :

Responsibility : Oracle Learning Management Administrator

Navigate: Enrollment and subscriptions

Step 1: We follow the same steps than on the scenario 1.a, we query on EM BG1 APPLICATIONS which is a child organization of EM BG1 EDUCATION. We select 3 learners, and Add button.


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The same summary page is displayed :

Step 2: You will notice this time the selected learners is 3. Then click on Apply. The page isnt listed as in first case, we see this message :

Step 3: Check View Requests from the same responsibility to see the process Bulk Enrollments has been launched. This is due to the number of learners selected greater than the value set for the profile option: Maximum Enrollments Processed online


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When we click on log button we can see details of what has been performed by the concurrent program:

Step 4: And you see the result on OLM page :

Scenario 1.c: Enroll 5 Learners from APPLICATION Department.

Learner Access for the class EM LM In Door - 4 seats - Scenario 1.c :

Remark: you will notice that the learner access is now inherited from the offering level.

Step 1: As described in prior scenario, we will query the people from the child organization: EM BG1 APPLICATIONS as below :


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All of 5 learners are selected. The summary page shows :

Step 2: Click on apply.

Step 3: View Request on the same responsibility and we see :


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Step 4: Query on the class in enrollments and subscriptions to see the enrollments list.

Remark: you will notice that the waitlist automatic is the defaulted enrollment status for the system status Waitlist.

Scenario 1.d: Enroll 3 Learners from another organization off of the learner access definition.

Learner Access for the class EM LM In Door - 4 seats - Scenario 1.d :

You will notice that the learner access is also defaulted from the offering level.

Step 1: query on the class and research employees from the department EM BG1 SALES which is not a child organization of EM BG1 EDUCATION.


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Step 2: click on Add:

then apply

On View Request, we can see the log file :

Scenario 1.e: Enroll all Learners of Education departments and its child organizations

Learner Access for the class EM LM In Door - 4 seats - Scenario 1.e :

Step 1: Query on the class and select the organization EM BG1 EDUCATION, select All the learners and click on ADD button. Then you see the summary page as usual:


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Step 2: Click on Add Learners button. We are back to the previous page and you select the second organization: EM BG1 APPLICATIONS in our example.

Step 3: And click on go. And select All Learners, and click on Add:


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Step 4: you see the summary page with the 8 pending enrollments:

Step 5: And click on Add Learners to add employees from the last organization:

Step 6: Click on Add. And you see the summary page :


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Step 7: you click on apply to see the message and the log of the concurrent program:

Scenario 1.f: Enroll the same people for this class than the people enrolled for the class 1.e

Learner Access for the class EM LM In Door - 4 seats - Scenario 1.f :

Learner is inherited from the offering level.

step 1: select the class and navigate to selected learner page: query on the class then Add Enrollments, then after having clicked on bulk enrollments icon: you see the selected learners page :


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Step 2: click on Copy Learners button:

Select the class name you want copy the enrollments from. And click on go.

Step 3: you click on select all, on EACH page :

Step 4: then you click on Add button: the summary page shows the same list than for the previous class:


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Step 5: click on apply and the message appears :

and the concurrent program log shows this result:


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Other Actions on Bulk Enrollments 23

Other Actions on Bulk Enrollments

Mass Update

Lets say the default enrollment status isnt the one you would like to use for the bulk enrollment you just performed.

You can query on the class to see the enrollments and select some of them as below

Then you click on Update Enrollments, and change the enrollment status, you select a reason for change in the LOV, you can also click on authorised by and the current user account will be displayed. Then you apply.

You see then the message telling you the changes are successfully applied and you see the new statuses listed:


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Other Actions on Bulk Enrollments 24

Mass Delete

If you have an enrollment mistake, you can delete all the enrollments you have just done in this way:

Step 1: Search on the class and select the enrollments you wish to delete. Click on Delete button and confirm.

Once you have seen this message:

The enrollments are then deleted.


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Open and Closed Issues - Remarks 25

Open and Closed Issues - Remarks

Open Issues

1. Cannot include the child organizations straight on when performing bulk enrollment: This is raised in Enhancement Request : 5031691 : ENHR: OLM: OPTION TO BULK ENROLL ON CHILD ORGANIZATIONS.

2. When a bulk enrollment is made on large organizations, then the wailist size can be huge and not easy to handle. A way to limit the waitlist could help to stop the waitlisted enrollments. This is raised in Enhancement Request : 5687662: ENHR: OLM: HAVE A WAY TO LIMIT THE WAITLIST SIZE

3. We can query on the hire date or employee number to perform bulk enrollment but these informations are not displayed in the list of the employees. To include these columns in the list, this Enhancement Request has been raised 5205098 : OLM: ENHR: BULK ENROLL: ADD HIRE DATE, EMPLOYEE NUMBER IN EMPLOYEE LIST

4. Bulk enrollment to a class is erroring o ''ORA-20001: OTA_13667_WEB_STATUS_NOT_SEEDED. There is an opened bug for this issue and it will be fixed in a further release. To have a work around, please check the note on metalink : 412156.1 : Bulk Enrollment To A Class Is Erroring Out ''Ora-20001: OTA_13667_WEB_STATUS_NOT_SEEDED

Remark: If you are interested in one of these enhancement requests, thanks to signal it by metalink. Query on that enhancement number on metalink and click on Feedback button.

Closed Issues

1. Bug 5759401 : Bulk enrollment ignores Learner Access: Learner Access and prerequisites are overwritten as the enrollment is learning administrators decision. When performing a single enrollment the learning administrator receives a warning message saying this learner shouldnt access this class or the prerequisites are not met, but the final decision is given to the administrator. This warning is not listed for bulk enrollments.

2. On OTA.J, the globalization is not supported in the organisation LOV when searching for an employee. Even if both profile options : Hr:business group and OTA:Global business group are set to the current Business group, the organizations List of Values show only the organizations belonging to the current business group, instead of behaving as cross business groups. This is fixed on OTA.J.D1 and above. (A backport exisst for OTA.J level :patch .5218857)


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Open and Closed Issues - Remarks 26

Remarks

1. If you get the error message : 'The selected learner does not have learner access for this Class' when you try to enroll an employee assigned to a child organization: Run the concurrent program on a HR responsibility : "PER Load All Organization Hierarchy Versions"

2. If you want to enroll a learner and you dont know the organization he belongs to, the bulk enrollment feature can be the answer. Please read the note 383175.1: OLM: Enroll a Learner Without Knowing His Organization, on metalink.

Documents

OLM Bulk Enrollment