Oracle Global Learning Management SupportHow to Use Bulk Enrollments ? Author: Creation Date: Last Updated: Control Number: Version: Mrs Estelle Merzouk 23rd of January 2007 29th of january 2007 1.01 Approvals: Copy Number _____ - Document Control Change Record Date 23-jan-07 29-jan-07 Author Estelle Merzouk Estelle Merzouk Version 1 1.01 Change Reference Reviewers Name Estelle Merzouk Position Learning Management Global Process Lead Distribution Copy No. 1 2 Name Location How to Use Bulk Enrollments ? Document Control ii ..................................................................25 Open Issues ...........................................................................................................................................................................e .........................................Remarks ............8 Bulk Enrollment on Class: Scenario 1 .......................4 Purpose....................... ............................................................................................................................................................................................................- Contents Document Control..............................................................................................................................4 Scenarios ......................................................................................................................................................................................................................................14 Scenario 1...............................................................................................................................................................................................5 Scenario 1e:...............................d: Enroll 3 Learners from another organization off of the learner access definition..............................................a: Enroll 2 Learners from EDUCATION department .............................25 Closed Issues...........5 Scenario 1c:........5 Scenario 1b: ......5 Scenario 1f: .......5 Scenario 1d: .................................................................................................................................................................................6 HR Organizations Hierarchy ..................................................25 Remarks................6 Profile options..................................................................................................................................................................4 Objectives ......................................................................................................16 Scenario 1.............17 Scenario 1........................................ ii Introduction .......................................................................................................23 Mass Delete ....5 Scenario 1a : ...............................................................................4 Scope........................................................................9 Scenario 1...................................................................................................................................7 Created Classes ...............................................................................................................................24 Open and Closed Issues ...........c: Enroll 5 Learners from APPLICATION Department.......................9 Scenario 1.......................................................................................................................b : Enroll 3 Learners from EDUCATION Department.............f: Enroll the same people for this class than the people enrolled for the class 1..............................................................................................................................................................................................................................5 Setup.................................e: Enroll all Learners of Education departments and its child organizations......................20 Other Actions on Bulk Enrollments....................................................23 Mass Update ..................................................................... ...................................................26 How to Use Bulk Enrollments ? Document Control iii ............................................................................................12 Scenario 1........................................................................................................6 Enrollment Statuses ........................................................................................................... Objectives At the end of this document the reader should be able to use the bulk enrollment functionality. Purpose This functionality is delivered in OLM since OTA.D1. Scope The screen shots have been copied from an instance having the characteristics below: • RDBMS 9.J.7 • Oracle Application 11.CU1 • Oracle Learning Management User Guide.10 • OLM: OTA.5.2.- Introduction This document describes the steps necessary to successfully perform a bulk enrollment on Oracle Learning Management. How to Use Bulk Enrollments ? Introduction 4 . (Patch 4428068) and requested to be explained more indetails.Part No: B25798-01 • Several scenarios have been described in that document to show the different behaviours of the application.0. Scenario 1d: 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 1e: A Learner access is defined for the education department with child organizations. We will try to enroll 5 people of the organization Applications. Scenario 1b: A learner access is defined for the education department with child organizations. We’re 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 3 people of a child organization of Education: the organization Applications. We will try to enroll 3 people of another organization which is out of the learner access definition. Scenario 1c: A Learner access is defined for the education department with child organizations.- Scenarios All class are In-door class for 4 learners. How to Use Bulk Enrollments ? Scenarios 5 . 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. No overlapping dates.e. We will enroll 2 people of that organization Education. 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 How to Use Bulk Enrollments ? Setup 6 . Profile option:OTA: Maximum Enrollments Processed online set to 2.- Setup Profile options 1. use the research : HR:%u%i%ro%) 2. Checking the business group definition: ( a trick: to see Hr security profile and business group on same window. How to Use Bulk Enrollments ? Setup 7 . 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.- 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. - Created Classes Several classes are created for our scenarios. How to Use Bulk Enrollments ? Setup 8 . All have a maximum of 4 learners. click straight on Add Enrollments button without searching for the class at this step. You will be asked to query the class again on the following page. Add Enrollment button does’nt take into account the searches made in above section. To add enrollments.a: Enroll 2 Learners from EDUCATION department Learner Access for the class EM LM In Door . Step 1: click on Add Enrollments How to Use Bulk Enrollments ? Bulk Enrollment on Class: Scenario 1 9 . Search section allow you to perform any kind of research to list the existing enrollments.a : Responsibility : Oracle Learning Management Administrator Navigate: Enrollment and subscriptions Remark:Search Section and Add Enrollments Section are not linked.Scenario 1.4 seats . Add Enrollments is a link for a new page which will proceed to enrollment creation.- Bulk Enrollment on Class: Scenario 1 Navigation: Responsibility: Oracle Learning Management Administrator Scenario 1. Step 4: Click on Add Learners: How to Use Bulk Enrollments ? Bulk Enrollment on Class: Scenario 1 10 .- Step 2: click on bulk Enrollments: Step 3: A Summary of what we are doing is 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. The main informations related to the current class are listed. - We want to enroll people from education department. to include these employees in the enrolling list. We could perform the query on another way: by manager. Step 5: Selecting and enrolling learners: You can select All and unselect one. This scenario told us to select 2 employees : Then click on Add Button. You see the result of the enrollment: 2 enrollments requested. When the list isdone then click on Apply. so we fill the organization field in and click on Go button. and 2 learners successfully enrolled. …. How to Use Bulk Enrollments ? Bulk Enrollment on Class: Scenario 1 11 . or select one by one by clicking on the check box. You can Add other employees by searching from another class or with other criteria. 4 seats . and Add button. we query on EM BG1 APPLICATIONS which is a child organization of EM BG1 EDUCATION. Learner Access for the class EM LM In Door . and query on that class. We select 3 learners.b : Enroll 3 Learners from EDUCATION Department.b : Responsibility : Oracle Learning Management Administrator Navigate: Enrollment and subscriptions Step 1: We follow the same steps than on the scenario 1.- When we go back to the enrollments and subscriptions page. How to Use Bulk Enrollments ? Bulk Enrollment on Class: Scenario 1 12 .a. we see these enrollments : Scenario 1.Scenario 1. - The same summary page is displayed : Step 2: You will notice this time the selected learners is 3. The page isn’t 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. Then click on Apply. This is due to the number of learners selected greater than the value set for the profile option: Maximum Enrollments Processed online How to Use Bulk Enrollments ? Bulk Enrollment on Class: Scenario 1 13 . c: Enroll 5 Learners from APPLICATION Department.c : Remark: you will notice that the learner access is now inherited from the offering level.- 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. Learner Access for the class EM LM In Door . we will query the people from the child organization: EM BG1 APPLICATIONS as below : How to Use Bulk Enrollments ? Bulk Enrollment on Class: Scenario 1 14 .4 seats .Scenario 1. Step 1: As described in prior scenario. Step 3: View Request on the same responsibility and we see : How to Use Bulk Enrollments ? Bulk Enrollment on Class: Scenario 1 15 . The summary page shows : Step 2: Click on apply.- All of 5 learners are selected. d: Enroll 3 Learners from another organization off of the learner access definition.4 seats .d : You will notice that the learner access is also defaulted from the offering level. Remark: you will notice that the waitlist automatic is the defaulted enrollment status for the system status Waitlist. Scenario 1.- Step 4: Query on the class in enrollments and subscriptions to see the enrollments list.Scenario 1. Learner Access for the class EM LM In Door . 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. How to Use Bulk Enrollments ? Bulk Enrollment on Class: Scenario 1 16 . e : Step 1: Query on the class and select the organization EM BG1 EDUCATION.4 seats . select All the learners and click on ADD button. Then you see the summary page as usual: How to Use Bulk Enrollments ? Bulk Enrollment on Class: Scenario 1 17 .Scenario 1. 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 .- Step 2: click on Add: then apply On View Request. and click on Add: How to Use Bulk Enrollments ? Bulk Enrollment on Class: Scenario 1 18 . We are back to the previous page and you select the second organization: EM BG1 APPLICATIONS in our example.- Step 2: Click on Add Learners button. And select All Learners. Step 3: And click on go. And you see the summary page : How to Use Bulk Enrollments ? Bulk Enrollment on Class: Scenario 1 19 .- 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. - 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 .Scenario 1. then after having clicked on bulk enrollments icon: you see the selected learners page : How to Use Bulk Enrollments ? Bulk Enrollment on Class: Scenario 1 20 . step 1: select the class and navigate to selected learner page: query on the class then Add Enrollments.4 seats .f : Learner is inherited from the offering level. Step 3: you click on select all.- Step 2: click on Copy Learners button: Select the class name you want copy the enrollments from. And click on go. on EACH page : Step 4: then you click on Add button: the summary page shows the same list than for the previous class: How to Use Bulk Enrollments ? Bulk Enrollment on Class: Scenario 1 21 . - Step 5: click on apply and the message appears : and the concurrent program log shows this result: How to Use Bulk Enrollments ? Bulk Enrollment on Class: Scenario 1 22 . you can also click on authorised by and the current user account will be displayed. and change the enrollment status. You see then the message telling you the changes are successfully applied and you see the new statuses listed: How to Use Bulk Enrollments ? Other Actions on Bulk Enrollments 23 .- Other Actions on Bulk Enrollments Mass Update Let’s say the default enrollment status isn’t 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. you select a reason for change in the LOV. Then you apply. Once you have seen this message: The enrollments are then deleted.- Mass Delete If you have an enrollment mistake. Click on Delete button and confirm. How to Use Bulk Enrollments ? Other Actions on Bulk Enrollments 24 . 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. 2. thanks to signal it by metalink.1 : Bulk Enrollment To A Class Is Erroring Out ''Ora-20001: OTA_13667_WEB_STATUS_NOT_SEEDED 4. When performing a single enrollment the learning administrator receives a warning message saying this learner shouldn’t access this class or the prerequisites are not met. 2.J.5218857) How to Use Bulk Enrollments ? Open and Closed Issues .- Open and Closed Issues . This is fixed on OTA. This is raised in Enhancement Request : 5687662: ENHR: OLM: HAVE A WAY TO LIMIT THE WAITLIST SIZE 3. 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. please check the note on metalink : 412156. then the wailist size can be huge and not easy to handle. To include these columns in the list. When a bulk enrollment is made on large organizations.D1 and above. the globalization is not supported in the organisation LOV when searching for an employee. Closed Issues 1.J. Bug 5759401 : Bulk enrollment ignores Learner Access: Learner Access and prerequisites are overwritten as the enrollment is learning administrator’s decision.Remarks Open Issues 1. On OTA. the organizations List of Values show only the organizations belonging to the current business group. Even if both profile options : Hr:business group and OTA:Global business group are set to the current Business group.Remarks 25 . (A backport exisst for OTA. Query on that enhancement number on metalink and click on Feedback button. A way to limit the waitlist could help to stop the waitlisted enrollments. Remark: If you are interested in one of these enhancement requests. but the final decision is given to the administrator. This warning is not listed for bulk enrollments. 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. There is an opened bug for this issue and it will be fixed in a further release. To have a work around. instead of behaving as cross business groups.J level :patch . this Enhancement Request has been raised 5205098 : OLM: ENHR: BULK ENROLL: ADD HIRE DATE. EMPLOYEE NUMBER IN EMPLOYEE LIST Bulk enrollment to a class is erroring o ''ORA-20001: OTA_13667_WEB_STATUS_NOT_SEEDED”. 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. Please read the note 383175.1: OLM: Enroll a Learner Without Knowing His Organization.- Remarks 1. the bulk enrollment feature can be the answer. on metalink. If you want to enroll a learner and you don’t know the organization he belongs to. How to Use Bulk Enrollments ? Open and Closed Issues .Remarks 26 .