FUNCTIONAL DESIGN DOCUMENT

ORACLE LEARNING MANAGEMENT

TABLE OF CONTENTS
1 OVERVIEW....................................................................................................................................4
2 MASTER DATA..............................................................................................................................9
2.1 CATALOG......................................................................................................................................9
2.2 COMPETENCIES...........................................................................................................................14
2.3 RESOURCES.................................................................................................................................14
2.4 CONTENT.....................................................................................................................................15
3 HIGH LEVEL PROCESS OVERVIEW.....................................................................................18
3.1 TRAINING CALENDAR:................................................................................................................19
3.2 ENROLLMENTS:...........................................................................................................................21
3.3 CONDUCT LEARNING PROGRAMS...............................................................................................22
3.4 COURSE QUIZZES MANAGEMENT:..............................................................................................23
4 MANAGING FACILITATED PROGRAMS..............................................................................24
5 MANAGING LEARNING PATHS..............................................................................................25
6 MANAGING EXTERNAL LEARNING.....................................................................................26
7 GAP................................................................................................................................................27
8 AUTHORIZATION MATRIX.....................................................................................................28
9 REPORTS......................................................................................................................................29
9.1 STANDARD REPORTS:..................................................................................................................29
9.2 BUSINESS INTELLIGENCE REPORTS:............................................................................................29
9.3 CUSTOMIZED REPORTS:..............................................................................................................30
10 ALERTS / NOTIFICATION........................................................................................................32

1
1 Overview
Oracle Learning Management (OLM) is designed to support all education models by providing a single
unified learning delivery system to the extended enterprise of employees, contingent workers,
customers, and partners. Tightly integrated with the Talent and Performance management functions
within the Human Resources application, the application records worker competencies, making them
available for career planning as well as candidate placements, performance appraisals, and other
activities.

OLM offers a wide range of functions, from catalog and online class management to learner
enrollments and learning paths, enabling ABC & CO. L&DD to:

Manage All Learning With the Unified Catalog:

The catalog provides an interface for administrators to manage the setup and delivery of learning. The
catalog model relies on five catalog objects:

• Categories organize the catalog so that learners and administrators can find what they're
looking for. A category will hold courses, learning paths, or other categories.
• Courses define subject matter and instructional objectives.
• Offerings define the delivery mode and language of a course. An offering might be an online
course given in English, or an instructor-led course taught in Urdu.
• Classes are enroll able instances of offerings. For example, an instructor-led offering might
need delivery online, or in several different places at different times. A learner would enroll in
a class held at a specific time and place. ABC & CO. L&DD will also hold live online classes using
OLM's integration with Oracle Web Conferencing.
• Sessions are subdivisions of classes to help micro-managing a class by further breaking down it
in session, specifying the location and schedule of each session.

From the catalog, ABC & CO. L&DD will also create and maintain other objects that are not a part of
the nested hierarchy such as forums, chats, web conferences, learning paths, and learning
certifications. Administrators use the catalog to grant learners access, book resources, and assign
competencies to learning. Learners and managers will also view aversion of the catalog to enroll in
learning.

Group Courses into Learning Paths and Certifications:

Learning paths will help to monitor performance and develop the careers of ABC & CO. workforce.
Learning paths group courses into meaningful sequences and will include completion targets to
indicate to subscribers the dates by which they should complete the learning path. Learning path types
come from three sources:

 Catalog learning paths, created by a learning administrator, appear in the learner catalog and
enable multiple learners to follow a path.
• Manager learning paths enable managers to specify courses of study for their employees,
either directly or as a result of another Human Resources activity such as a performance
appraisal.
• Learner learning paths, created by learners to set their own goals, define a plan to achieve
them, and measure their progress along the way.

2
Learning Certifications will offer learners the opportunity to subscribe to and complete one-time and
renewable certifications, including regulatory certifications such as compliance training and
professional development certifications such as T-24 certification. Unlike learning paths, certifications
will include renewals and enforced due dates. Administrators will choose from a wide variety of
options to designate how long a certification lasts, whether and when a learner will renew, and when
the application sends notifications.

Learning Need Analysis:

Integration with Oracle Performance Management Module will enable ABC & CO. L&DD to acquire the
learning needs of the Bank directly identified from Performance Appraisal. Learning needs of the
employees along with the competency gaps will be identified at the time of performance appraisals of
employee. A detailed report of the identified learning programs and gaps will be derived to identify a
Learning Need Analysis. Calendar will further be defined by administrator on the bases of learning
need analysis.

Track and Manage Enrollments:

ABC & CO. Administrators will enroll and subscribe one or multiple learners in classes, learning paths,
and learning certifications. They control enrollment through a combination of learner access, self-
enrollment permission, and approval options. ABC & CO. L&DD will also track successful attendance,
maintain learning histories, and set up automatic updates to a learner's competency profile. Search
capabilities enable ABC & CO. to place the right learners into the right classes. Using class and
enrollment statuses, ABC & CO. L&DD will control enrollments in a class throughout its life cycle.

Learner Group:

Administrators will group learners based on their common interests or job responsibilities. Grouping
users will simplify user management and makes it easier to assign learner access and to enroll users in
training. Learner groups can be defined based on following criteria;
-Job
-HR Org
-Position

Grant and Restrict Learner Access:

Learner access will enable administrators to define which learners have access to which learning
object administrators will specify this access on any catalog object. All catalog objects contained under
this catalog object inherit this access. For example, granting learners access to a learning category
grants them access to all the courses in that category. Learners will not view or enroll in learning to
which they don’t have the access.

Manage, Deliver, and Track Online Content:

The content interface will enable ABC & CO. L&DD to organize and prepare content to be delivered as
online self-paced courses. ABC & CO. L&DD assemble online content within the interface, or import
existing content, such as third-party courseware. To deliver the online content to learners, ABC & CO.
L&DD will create a catalog offering, in which learners enroll and which they access through the online
player.
Create and Manage Tests:

3
The Test Builder Functionality enables ABC & CO. L&DD to create test and to measure a learner's
performance, knowledge, and skills. ABC & CO. L&DD will also create and maintain question banks to
organize and reuse questions across multiple tests. ABC & CO. L&DD will deliver a test to a learner as
an offering in its own right. The application scores a test and a learner passes or fails based on the
results.

Course Evaluation:

At the course level, ABC & CO. L&DD will have the option to add an evaluation not only for a course,
but also a default evaluation for the class level in that course. This default class level evaluation will
appear automatically in the Class Evaluation field when ABC & CO. L&DD creates a class within the
course. ABC & CO. L&DD can also define separate evaluations for courses and classes. This evaluation
will be used to generate learning evaluation report.

Enable Learners to Manage Their Learning:

The learner interface makes it easy for learners to find, enroll, view, and play their learning. Learner
pages include:

1. The Learner Home page, which provides a snapshot view of learning paths and courses in
which a learner is currently enrolled. Learners will :

o View the detailed course, offering, and class descriptions as well as enrollment
information
o Manage their learning paths
o View online and offline classes, where learners will obtain their class progress, view
their class enrollment status, and take online classes
o View and access catalog forums and chats that they have subscribed to

2. The Catalog and Search pages, which present an online catalog of available learning. When
navigating through the catalog, learners will find and enroll only in learning to which they have
access. Learners will also:

o Search for learning paths, learning certifications, category forums and chats, and
Introduction to learning related to a subject matter; learners will search by course
name, description, location, competencies, and training dates
o Browse for learning by drilling down through categories to find the desired courses
and learning paths
o View catalog information such as course objectives and descriptions, to help them find
the desired learning
o Enroll directly in the learning they find

The Requested Learning page, which displays the classes for which the learner has requested
enrollment, but will not enroll because of pending approval or a full class. The learner will also view
classes in which they are waitlisted and courses that are pending approval.

Managing Learning of Subordinates:

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Managers/supervisors will have the option to manage the learning’s of their subordinates. Manager
will be able to enroll the subordinate in;

 Certificates
 Classes
 Learning Paths

The enrollments made by Manager will be mandatory program and will not allow learner to un-enroll
him/her from the program.

Managing Learning of the Group:

Learning Management Administrator will have the option to manage the learning of the Group/
Organization/ Businesses/ Learner groups/ Individual learners. Learning Management Administrator
will be able to enroll / un-enroll complete groups without any hierarchal challenge.

Mandatory Enrollment:

Oracle Learning Management Administrator offers the functionality to put the enrollments to
mandatory at the time of defining the Learner Access. Not only will learners who qualify today be
automatically enrolled, also learners who will qualify at a later time will be automatically enrolled.
Mandatory enrollment can be used for both self-paced and scheduled training. Learners cannot un-
enroll themselves from a mandatory enrollment. An enrollment process (concurrent program) will run
automatically at specified intervals checking all mandatory enrollments to verify if new learners should
be automatically enrolled.

Mobile Application for Learning:

The Oracle Mobile Learning for Oracle E-Business Suite app enables learners to view their current
learning, play learning content online, search, and enroll in new learning while on the go.

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Integration Diagram:

Oracle Learning Management Integration

Overview

Succession Planning

Competency Profile/
Learning History

Courses
Performance Management
Content LNA

Content Server
Access

Content
Oracle Learning
Management
Learning BI Reporting
Data (Oracle HR Analytics)

Employee/ Contingent Worker Data Competency Profile Update

Oracle Core HRMS

2 Master Data

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2.1 Catalog
The catalog is the primary administrative structure, a nested hierarchy that enables ABC & CO. and
Learners to browse all available learning, or to drill down to detailed class descriptions. Using Catalog,
ABC & CO. L&DD will create and maintain all catalog objects:

• Categories;
• Courses;
• Offerings;
• Classes and
• Sessions

From the catalog, ABC & CO. L&DD will also create and maintain other objects that are not a part of
the nested hierarchy such as forums, chats, web conferences, learning paths, and learning
certifications.

2.1.1 Categories

Categories, the top level of the catalog hierarchy, serve to organize and structure ABC & CO. L&DD
catalog.

At ABC & CO. following structure will be followed;

Category Sub-Category Course Offering Class

Learning Center Soft Skills Emotional In-House E-I Class 1
Intelligence

When creating a new category, the authorized user will enter the following fields;

Category will include;

1. Category Name
2. Description
3. Start Date
4. End Date

Category will further include the;

1. Attachment: Attachments will include browsing files, adding URLs and adding texts.
2. Additional Information: Any additional information about the course will be mentioned here,
if required.
3. Learner Access: These can be defined at following levels;
o Assignment: This will include name of an organization, job, position and enrollment
type.
o Learner: The name of the individual learner will be added here.
o Learner Group: Learner group will include learner, organization, hierarchy, job,
position, learner group, profile name.

4. Manage Forums: This include defining an online forum relating to a catalog. Following
information will be marked in such regard;
o Name

7
 o Description
o Forum Start Date
o Forum End Date
o Access Options

5. Manage Chats: This include defining an online chat relating to a catalog. Following information
will be marked in such regard;
o Name
o Description
o Learner Access: Learner access will include assignment, learner and learner group.
o Start Date
o End Date
o Start Time
o End Time
o Time Zone
o Additional Details:
 Category: Categories will include defining the primary and secondary category.
 Learner Access
 Resource Booking
 Trainer: Resource booking dates, resource name, other details, delivery details
and finance.
 Venue: Resource booking dates, resource name, other details, delivery details and
finance.
 Other: Resource booking dates, resource name, other details, delivery details and
finance.

2.1.2 Courses

Courses, the second level of the catalog hierarchy, hold generic information that tends to remain
unchanged even when the delivery mode, schedule, or location changes. Courses are defined against a
particular category. When creating a new Course, Learning Management Administrator will enter the
following fields;

 Picture
 Course Name
 Course Code: It is not a mandatory field but it can be produced in the system.
 Description
 Intended Audience
 Key Words
 Objectives
 Start Date
 End Date
 Attendance Option
 Professional Credits
 Administrator of course
 Competency Update Option: The options will be available for inherited competency update
setting and course competency update setting. Under this option, competency profile of the
employee will be automatically updated.

Additional Details:

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 o Learner Competencies: It will include competency, level, update and remove options.
o Category: It will include category, parent category, update, remove and attachments.
o Other Information
o Learner Access
Assignment
Learner
Learner Group
o Prerequisites
 Course Prerequisites: It will have course name, prerequisite type, applies to, update
and remove.
 Competency Prerequisites: It will include competency, level, prerequisite type, update
and remove.
o Evaluation

2.1.3 Offering

Offerings are specific instances of courses. When creating a new offering, authorized user will enter
the following fields;

 Delivery Mode
Offline Synchronous
Offline Asynchronous
Online Synchronous (using a Third Party Web Conference tool)
Online Asynchronous
 Offering Name
 Start Date
 End Date
 Language
 Duration
 Description
 Enrollments
o Maximum attendees
o Minimum attendees
o Maximum internal attendees
 Cost Information
 Pricing Information
 Administration
 Competency update setting
 Additional Details:
o Instructor Competencies
o Resource Checklist
 Resource type
 Resource name
 Quantity
 Start date
 End date
 Reason
o Learner Access

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2.1.4 Classes

Classes are specific instances of offerings. Classes are the learning objects that learners enroll in and
attend. When creating a new Class, Learning Administrator user will enter the following fields;

 Title
 Training Center
 Location
 Status
o Normal
o Planned
 Schedule (Start date, end date)
 Administration
 Enrollment (Maximum Number of participants, Minimum Number of participants)
 Cost information

Additional Details:
o Enrollments
 Enrollments
 Single Enrollments
o Resource Booking
 Resource Checklist
o Learner Access: Learner Access at class level will be defined.
o Evaluation: Course & Class Evaluations will be uploaded
o Class Chats
o Class Forum

2.1.5 Sessions

Sessions are discrete topics or time slots within a class. When creating a new Session, the Learning
Administrator will enter the following fields;

 Session
 Start Time
 End Time
 Additional Details:
o Resource Booking

2.1.6 Learning Paths

A learning path is a catalog object that contains one or more virtual groups of courses (sections),
helping learners achieve learning goals that a single course will not address. When creating a new
Learning Path, the authorized user will enter the following fields;

 Name
 Leaner Access
 Description
 Objectives
 Keywords

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  Purpose
 Completion Target: Suggested number of days required for completion (from date of
subscription)
 Notification: Sends notifications x number of days before target completion date
 Start Date
 End Date
 Competency update Setting
 Additional Details:
o Categories
o Learner Competencies
o Learner Access
 Assignment
 Learner
 Learner Group
o Subscriptions
Subscription will be done by searching for learner name, email address, job, position,
organization, employee number. Criteria will be defined by hire date, manager, system
person type, person type, learner group.
o Section
 Name
 Description
 Completion Requirement
o Components
 Keyword
 Course code
 Competencies

2.1.7 Learning Certificates

The learning certification catalog object offers learners the opportunity to subscribe to and complete
one-time and renewable certifications, including regulatory certifications such as compliance training
and professional development certifications. When creating a new Learning Certificate, the Learning
Administrator will enter the following fields;

 Certificate Name
 Description
 Start Date
 End Date
 Learner Access
 Completion and Renewal: This will include the number of days of completion of certificate and
renewal.
 Instructions
 Objectives
 Keywords
 Purpose
 Competency Update Setting
 Additional Details:
o Components
o Categories
o Learner Competencies

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 o Learner Access
o Subscription

2.2 Competencies

ABC & CO. L&DD will deliver course competencies at a specific proficiency level through classes that
ABC & CO. provides. ABC & CO. L&DD will then update a learner's personal competency profile after
they have successfully gained the competency. ABC & CO. L&DD will also set competency
prerequisites, competencies learners must or should achieve before they will enroll in a class under a
specified course.

2.3 Resources

Resources are facilities, people, or equipment that ABC & CO. L&DD require to run any educational or
learning programs in an enterprise. Managing the learning needs of ABC & CO. employees includes
tasks such as scheduling and managing classroom and instructor resources. ABC & CO. L&DD need to
define the required resource types (the trainer and venue types are predefined) and assign resources
to various learning programs.

2.3.1 Trainer

Trainers are the facilitator/ instruction that are treated as resources, utilized to facilitate the learning
programs. When creating a new Trainer, Learning Administrator will enter the following fields;

 Resource Type
 Resource Name
 Person
 Training Center
 Location
 Reference: It is an optional field and will be added to mention any references.
 Address
 Booking Instruction
 Start Date
 End Date
 Cost
 Additional Details:
o Attachments

2.3.2 Venue

Venue is the location of training that ABC & CO. will be using as a resource that will be booked for
necessary engagements. When creating a new Venue, Learning Administrator will enter the following
fields;

 Resource Type
 Resource Name
 Training Center
 Location
 Reference

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  Address
 Booking Instruction
 Start Date
 End Date
 Cost Information

2.4 Content

Content is learning material made available to learners through online classes. Courseware developers
and subject matter experts design and build the content, which learners view in a player that runs
inside a Web browser. Content will be any Web-playable format, such as slides, text documents, html
pages, video clips, or other multimedia format. OLM enables ABC & CO. L&DD to administer and
deliver online content.

2.4.1 Folder

ABC & CO. L&DD set up folders to reflect the structure of ABC & CO. learning material. When creating
a new Folder, the Learning Administrator will enter the following fields;

 Name
 Additional Details:
o Attachment
o Question Bank
 Question Bank Name
 Description
 Published Status
I. Published
II. Not published
 Start Date
 End Date

o Manage Questions
 Question Types
 Question Text
 Start Date
 End Date
 Points: It will be a mandatory field for points of each question.
 Response Order
 [In]Correct Response Feedback
 Response Questions

2.4.2 Learning Object

Learning objects are database objects that represent the physical content residing on a content server.
When creating a new Learning Object, Learning Administrator will enter the following fields;
 Identifier
 Name
 Published Status
 Tracking type

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 o Automatic
o HACP
o SCORM 1.2
o SCORM 2004
 Duration
 Language
 Description
 Objectives
 Audience
 Hardware software requirements
 Mastery Score : The score that the learner should attain to master the content represented by
the learning object
 Mime Type: The format of the content; this information is used when exporting learning
object.
 Author
 Catalog: The entry specified in the catalog
 Catalog Number
 Version
 Content
o Type
o Starting URL
o Player Timeout
o Additional Details:
 Player Prerequisites
 Upload: Transfer content to the server through the OLM interface
 Import: Transfer content to the server through the OLM interface

 Creating Offering
o Associating with existing Course
o Creating a new Course
o Language
o Delivery Mode

2.4.3 Test
The Test Builder enables ABC & CO. L&DD to create and manage tests either as topics within a course,
or as courses in their own right. When creating a new test, the authorized user will enter the following
fields;

 Name
 Published Status
 Assessment Type
o Test
o Survey
o Evaluation
 Description
 Keywords
 Language
 Question source
o Pre-Selected
o Random

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 Questions per page
 Section order
o Fixed
o Random
 Scoring Option
o Sum of item scored
o Not Scored
o Percentage Scored
 Mastery Score
 Test Instructions
 Resume Status: Will enable learners to resume a test they have exit before completing.
 Feedback
 Attempts
 Duration
 Player Preferences
 Additional Information:
o Test Section
o Player Prerequisites
o Free Text Response: The free text question is not scored and does not have the correct
response validation. Learner will provide feedback, if required. Instructors must manually
check the responses of the free text questions to decide whether responses are
satisfactory.
 Creating Offering
o Associating with existing Course
o Creating a new Course
o Language
o Delivery Mode
 Test Statistics (Information/Report): This will include Score summary, Learner summary, total
learners, Attempt summary, question summary.

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3 High Level Process Overview
Legend:
Manual process Control
Module Oracle Learning Management System
Process High Level Training Process System process Decision

Documentation Level 3 Link Manual Control

Learning Management Administrator/ Facilitators/ Program
Process owner(s) Managers Manual Document System
Document

Process
Process Flow
Flow Process
Process Narrative
Narrative
Learning & Development process will be initiated as
the Manager conduct the Performance Appraisals
and identify the Learning or Competency gaps
during appraisal. A Learning Gap Analysis report will
be extracted based on Learning Courses identified.
Learning & Development Division

Manger Learning and

3.1 Manager Learning and Development will initiate
Development will define the the process by designing the Learning Calendar for
training calendars respective Center Based on Learning Need Analysis.
3.1
3.1
Annual and Quarterly Calendar will be designed.
Following will be component of a calendar;

A- Catalog
B- Resources
C- Content

Self-Service
3.2 Nominations/Enrollments will be made in
Enrollments will be made in the classes/learning paths/learning certificates via;
classes/learning paths/certificates

A- Self Enrollments
3.2
3.2
B- Manager Enrollments
C- Administrator Enrollments

3.3 Learning Programs will be conducted via;

Learning & Development Division A- Online Synchronous

B- Online Asynchronous
Learning Programs will be C- Offline Synchronous
conducted D- Offline Asynchronous
3.3
3.3

3.4 Evaluations/Quizzes/Surveys will be conducted

after the courses. Quizzes will be scored elements
where as Surveys and evaluations will be non scored
elements. Evaluations/quizzes/surveys will be
fetched from Question banks.
Learning & Development Division
A- Fill in the Blanks (Text, Numeric)
Learner Evaluations B- Multiple Choice (Single, Multiple correct)
C- True or False
3.4
3.4
D- Free Text

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3.1 Training Calendar:
Legend:
Manual process Control
Module Oracle Learning Management System
Process Calendar Development System process Decision
Documentation Level 3 Link Manual Control
Process owner(s) Unit Head/Learning Manager/Program Manager
Manual Document System
Document

Process
Process Flow
Flow Process
Process Narrative
Narrative
Training Calendar Development will be the first step
of Learning and Development of employees of Entity
.
Start
Unit Head Research & Development will identify
needed Learning Courses for ABC & co. for next
training calendar. Details will be shared with
Learning & Development Division Learning & Development Manager.
Unit Head Research
& Development will Learning & Development Manager 3.1.1 Learning Managers/ Unit Head Program
identify the Learning will define the Learning Categories Management/ Program Managers will define the
Courses for entity categories/classification of learning;
3.1.1
3.1.1
A- Internal Learning Programs.
B- Mobile Learning Programs.
Learning & Development Division C- E-Learning Programs.

Learning Managers will define 3.1.2 Learning Managers/ Unit Head Program
Courses for catagories Management/ Program Managers will define
Oracle PMS Courses for each categories.
3.1.2
3.1.2
Courses will be used in Performance Appraisal of
employees as the gaps in Knowledge, Skills and
Learning & Development Division
Abilities. Based on the learning need identified
during Appraisal, learning need analysis report will
Learning Managers will define be generated from the system.
offerings and classes under each
PMS course Offering & Classes 3.1.3 Learning Managers/ Unit Head Program
3.1.3
3.1.3 Management/ Program Managers will define
offerings under each course. Multiple Offerings will
be made under each course. Employee Access will
be defined in the system. Courses will be published
Learning & Development Division Learning & Development Division
on Learning Portal at the dates of enrollment
Unit Head Content Development
Learning Manager will define the
will design the content of the
resources for Learning Courses
3.1.4(a) Unit Head Content Development/
Learning Course Facilitators/ Trainers will design the content for the
3.1.4
3.1.4 (a)
(a) 3.1.4
3.1.4 (b)
(b) Learning Courses. Content will be uploaded on the
content server for later use.

3.1.4(b) Learning Manager will define the resources

for Learning Courses. Resources will be designed in
the system.

Content Server Resources

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 Legend:
Manual process Control
Module Oracle Learning Management System
Process Calendar Development System process Decision

Documentation Level 3 Link Manual Control

Process owner(s) Unit Head/Learning Manager/Program Manager
Manual Document System
Document

Process
Process Flow
Flow Process
Process Narrative
Narrative
3.1.5 Learning courses will be finalized and will be
published on the portal from start to end date
A defined for Enrollments/Nominations.

Learning Courses access will be defined at course

level. Only authorized learners will be allowed to
send self nominations if allowed otherwise.
Learning & Development Division
Notifications will be sent to employees/Manager/
LMS
Learning Course will be published Groups
Learner Access on the Learning Portal

3.1.5
3.1.5 Notifications

End

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3.2 Enrollments:
Legend:
Manual process Control
Module Oracle Learning Management System
Process Enrollments System process Decision
Documentation Level 3 Link Manual Control
Head L&DD/Program Manager/Learning Manager/Unit Head
Process owner(s) Program Management/ Self Service/ Supervisor Manual Document System
Document

Process
Process Flow
Flow Process
Process Narrative
Narrative
Unit Head Program Management/ Manager/
Program Managers will define the enrollment/
Start nominations details at classes Level. Enrollments will
be controlled through the combination of Employee
Access, Self enrollment permission, and Approval
option.

Learning & Development Division 3.2.1 Employee/ Manager/ Learning Administrator

Employee/ Manager /
will enroll/ nominate Employee for the learning
Administrator will nominate/enroll Employee class. Employee will nominate him/her self while
for the published class Access manager and Administrator will directly enroll
3.2.1
3.2.1
employees/subordinates.
Access
In case Employee access is allowed, course will be
visible to the employee for enrollment.
Learner Self Service Learner Manager Learner Administrator
3.2.2 (a): Employee will send the enrollments/
Employee will send Enrollments Manager will make Administrator will enroll the nominations requests for him/herself to the
request for him/herself enrollments for subordinates Employee/Groups supervisor/manager by selecting the class. Process is
subject to approval if not otherwise specified (Self-
3.2.2
3.2.2 (a)
(a) 3.2.2
3.2.2 (b)
(b) 3.2.2
3.2.2 (c)
(c) Enrollment)

Approval Designated Manager/supervisor will receive the

enrollment request and will accept/reject the
request.

In case Manager/supervisor will approve the

Manager will receive request, the employee will be enrolled in the class. If
the Notification/
request for approval the Manager/supervisor will reject the request, the
employee will not be enrolled in the class.

3.2.2 (b): Manager will also have option for

enrollments of the subordinates. No approval is
required in the case if manager enrolls the
Approved employee.
Rejected
3.2.2 (c): Learning Administrator will also have the
option to enroll the Employee/Learner Groups in the
Email Learning & Development Division
Notification Learning Class. No approval is required in the case if
LMS administrator enrolls the employee.
Employee will be enrolled in the
Learning Class
3.2.3 Employee will be successfully enrolled in the
3.2.3
3.2.3 Email class.
Notification
Class will appear in Learning Portal of employee.
Notification will be generated to employee for
End either case i.e. Approved/Rejected.

19
3.3 Conduct Learning Programs
Legend:
Manual process Control
Module Oracle Learning Management System
Process Training Programs Class Room / Self Paced System process Decision

Documentation Level 3 Link Manual Control

Process owner(s) Learning Manager/Program Manager/Facilitators/ Trainers
Manual Document System
Document

Process
Process Flow
Flow Process
Process Narrative
Narrative
3.3.6 Facilitators/ Trainers/ Unit Head Content
Management/ Learning Managers will conduct the
A online Quizzes/ Evaluations/ Surveys for the
learners.

A- Quizzes (Scored)
B- Evaluations (Not Scored)
C- Surveys (Not Scored)

End

20
3.4 Course Quizzes Management:
Legend:
Manual process Control
Module Oracle Learning Management System
Process Quizzes/ Test System process Decision

Documentation Level 3 Link Manual Control

Process owner(s) Unit Head Content Development/ Facilitators/ Instructors
Manual Document System
Document

Process
Process Flow
Flow Process
Process Narrative
Narrative
Quizzes/Tests are standard feature of Oracle
Learning Management Module to access the
Start Knowledge, skills and abilities of the employees.
Best Practices include a combination of Pre-training
and Post Training Tests so that ABC & Co. can
exactly evaluate the benefits acquired through the
learning program.
Learning & Development Division

Unit Head Content Development/

3.4.1 Unit Head Content Development/ Facilitators/
Facilitator/ Trainers will create a Trainers will create a test from a pre defined
test from question bank. question bank.
3.4.1
3.4.1
3.4.2 Tests will be tagged as a new offering or will be
associated with the existing offering. All the
Employees enrolled in the class will be enrolled in
Learning & Development Division the Quiz/Test offering under the same course
LMS through inherited access if associated with existing
Tests will be tagged as offering offering.
under the course

3.4.2
3.4.2 Inherited Tests/Quizzes will appear in Learning Catalog as a
Access offering under a course.

3.4.3 Employees will access the Quiz/Test under the

Learner Self service
course and will take the Quiz after it is published.
Employees answers the questions which are either
Employee will access the test rule based or random.
through Employee Learning Portal

3.4.3
3.4.4 Employees will take the tests which are;
3.4.3

A- True or False
B- Multiple Choice
Learner Self Service C- Fill in the blanks

Employee will take the test Correct and incorrect answers will also be defined in
LMS question bank. Correct and incorrect answers
3.4.4
responses will also be mentioned in the test details.
3.4.4
Questions weightage, passing scores and mastery
score will also be defined for each test.

Learning & Development Division Employee Test summary will move to the Tests
Statistics and auto evaluation will be conducted.
Employee Learning Portal will be
uploaded with the test status
LMS 3.4.5 Employee Learning Portal will be uploaded
3.4.5
3.4.5
with the test status after the completion of the test.
Status will be ;

A- Passed
End B- Failed
C- Attempted

4 Managing Facilitated Programs

21
 Legend:
Manual process Control
Module Oracle Learning Management System
Process Facilitated Programs/Meetings System process Decision
Documentation Level 4 Link Manual Control
Process owner(s) Requesting groups/ Unit Head Logistics and Finance
Manual Document System
Document

Process
Process Flow
Flow Process
Process Narrative
Narrative
Facilitated Programs at ABC & Co. will be facilitated
through Supplementary Booking function of
resources in Oracle LMS.
Start
4.1 Requesting Group/business will schedule their
facilitated programs/meetings outside the system as
per their own need. A detailed email request
Requesting Group/Business including the number of participants and required
Requesting Groups/ businesses
resources will be sent to L&DD by requesting group.
will schedule their facilitated Request
programs/meeting 4.2 Learning Manager/ Program managers will check
4.1 the availability of the resources that are necessary
4.1
for the Facilitated Programs through resource
booking status.
Email Learning & Development Division In case the resources are already booked on the
Learning Managers/Program dates, requested group will be informed and
Overlapping
Manager will check the availability Resource alternate openings will be communicated and
of necessary resources Booking further booked.
4.2
4.2

4.3 Learning Manager/ Program Manager will use

supplementary booking facility to book the
Already Booked Available resources for facilitated program.

Resources will be show the status of “Booked” while

Learning & Development Division not being attached to any course. Resource will
Resource Booked
show the overlapping booking status if other wise
Learning Manager/Program
attempted to book.
Managers will use Supplementary
Booking functionality to book the
resources 4.4 Facilitated programs/meetings will take place
Notification
4.3
4.3 to Instructor
and resources will be utilized for the event. For
Facilitated Programs/meetings, mainly venue will be
booked.
Requesting Group/Business
4.5 Resources will be available for booking after the
supplementary booking is over.
Facilitated Program will take place

4.4
4.4

Learning & Development Division

Resources will be available for

booking after the Supplementary
Booking is over
4.5
4.5

End

5 Managing Learning Paths

22
 Legend:
Manual process Control
Module Oracle Learning Management System
Process Learning Paths System process Decision

Documentation Level 5 Link Manual Control

Employee/ Manager/ Learning Manager/Program Manager/
Process owner(s) Unit Head Program Management Manual Document System
Document

Process
Process Flow
Flow Process
Process Narrative
Narrative
Learning Paths will be created to facilitate the MTO
Learning Programs as well as the promotion
Start
prerequisites. Employee will also have the option to
create his own Learning Path. S/he will create own
learning path and will attach courses in the learning
paths himself. The purpose will be individual and
Learning & Development Division such paths will not appear in the catalog.

Unit Head/ Program Manager/ 5.1 Unit Head Program Management/ Program
Manager will identify the learning
path needs of employee/batches Manager/ Learning Manager will define the Learning
Learning paths Path needs of employee/batches.
5.1
5.1
Learning Paths will be used for MTO Batch hiring
and to track their different Learning Modes.
Learning & Development Division 5.2 Unit Head Program Management/ Program
Unit head/Program Manager/ Manager/ Learning Manager will identify the
Manager will identify the courses courses for Learning Path. Different courses will
for learning path. Courses compound to make one unique learning path
5.2
5.2 according to the need.

Unit Head Program Management/ Program

Manager/ Learning Manager will attach courses in
Learning & Development Division Notification Learning Paths to create a complete Learning Path.
Unit Head/ Program Manager/ Learning Path will use the set of existing courses
Learning Manager will subscribe with completion deadlines.
employees/ learner Group in
Learning Paths 5.3 Unit Head Program Management/ Program
5.3 Mandatory
5.3 Manager/ Learning Managers/ Manager will
Enrollment
subscribe the learning paths to the employee or
Learner Group. Mandatory and non mandatory
courses will also be defined in each Learning Path.
Learning & Development Division

Employee/Learner Groups will

Notifications will be generated from the system to
complete the learning path
the subscribed employees/Learner Groups.
5.4
5.4
5.4 Employee/Learner group will complete the
Learning Path having competed all the mandatory
and non mandatory courses which will be blend of
Learning & Development Division different courses, delivery modes and tests.

Learning Path associated 5.5 Learning Path associated competency will be

Competency will be updated updated in the employee portal. Learning History of
Learning Path
the employee will be updated.
5.5
5.5

End

23
6 Managing External Learning
Legend:
Manual process Control
Module Oracle Learning Management System
Process External Learning System process Decision
Documentation Level 6 Link Manual Control
Process owner(s) Learning Manager/ Unit Head Program Management
Manual Document System
Document

Process
Process Flow
Flow Process
Process Narrative
Narrative
External Learning courses will be employed to
facilitate the Human Resource event such as
Start Performance Appraisal, that current capacity of ABC
& Co. can not satisfy internally.

External Learning courses details will be received

from the external learning organization/vendor.
Learning & Development Division

External External Learning Calendar will be 6.1 External Learning Course/calendar will be
Calendar notified to the employees
notified to the employees.
6.1
6.1

6.2 Nominations will be sent to the Learning

Manager.
Learning & Development Division
Nominations will be subject to the approval.
Nominations will be sent to
Learning Manager
6.3 In case the nominations will be approved,
6.2
6.2 enrollments will be made with the external vendors.

In case nominations will be rejected, the process will

not move forward.
Approved

6.4 Employees will attend the external training

programs at the location of external vendor/
organization (Domestic/international).
Learning & Development Division

After the successful completion of the course,

Enrollments will be made with
external vendor
employee learning portal will be updated with the
details of external course.
6.3
6.3
Payments will be made to the External vendors for
the training programs.
Learning & Development Division
6.5 Details of employee who attended the external
Rejected Employees will attend the external Payments learning program will be updated in system.
training program to vendor
Learning History of the employees will be updated.
6.4
6.4

Learning & Development Division

Update details of employees.

Learning History

6.5
6.5

End

24
7 Gap

Gaps Work Around

1 SMS Notification of all system Oracle can provide data for interface with Telco system
generated notification for sending SMS
2 Training Calendar view Catalog report can be generated to view the training
calendar.
3 Approval of costs of trainings Cost will be captured only for information purposes.
Approval will have to be manual. This needs to be
managed in oracle financials.
4 Excel sheet for uploading Excel sheet for uploading the enrollments will not be
enrollments possible. Group enrollment function is available for
administrators.
5 Direct & Indirect Training Cost Reporting on resource standard cost will be available.
Analysis Analysis needs to be managed in Project Accounting.
6 Voting in trainings A voting device may be incorporated for voting. System
do not facilitate such option as of yet.
7 Web Conference ABC & CO. may procure a web conference tool

25
8 Authorization Matrix

26
9

Reports
9.1 Standard Reports:

Report Name Purpose

1 Attendance signature sheet report To see the successful and unsuccessful Attendance of
a class
2 Budget Cost Breakdown To see the budget cost break down

3 Budget and cost reconciliation report To reconcile the estimated budget and actual cost

4 OLM Certification Reports To see how many employees have completed a

certification
5 OLM Chat Report To see the number of participants in the char room

6 OLM Course Evaluation Report To see the number of employees who attended the
evaluation
7 OLM Forum Report To see the number of participant in a forum

8 OLM Learning Path Report To see how many employees have completed the
learning path

9.2 Business Intelligence Reports:

Report Name Purpose

1 Total Enrollments To see the total enrollments in the class

27
2 Total Enrollments – Employee Organization To see total enrollments employee
organization wise
3 Total Enrollments – Job Family To see total enrollments job family wise

4 Total Enrollments – Learning Category To see total enrollments learning category

wise
5 Successful Completion Rate To see successful completion rate of class

6 Successful Completion Rate by Job Family To see successful completion rate of class job
family wise
7 Successful Completion Rate by Employee To see successful completion rate of class
Organization employee wise
8 Successful Completion Rate by Learning To see successful completion rate learning
Category category wise
9 Successful Enrollment Rate To see successful enrollment rate in the class

10 Successful Enrollment Rate by Job Family To see successful enrollment rate job family
wise
11 Successful Enrollment Rate by Organization To see successful enrollment rate organization
wise
12 Successful Enrollment Rate by Learning To see successful enrollment rate learning
Category category wise
13 Average Enrollment Wait time To see average class enrollment wait time

14 Average Enrollment Wait Time by Employee To see average enrollment wait time employee
Organization organization wise
15 Average Enrollment Wait Time by Job To see average enrollment wait time job
Family family wise
16 Average Enrollment Wait Time by Learning To see average enrollment wait time learning
Category category wise
17 Top 10 Enrollments by Delivery Method To see top 10 enrollments delivery mode wise

18 Top 10 Enrollments by Employee To see top 10 enrollment employee

Organization organization wise
19 Top 10 Enrollments by Learning Category To see top enrollment learning category wise

20 Top 10 Enrollments by Course To 10 enrollment course wise

21 Top 10 Enrollments – Learning Category To see top 10 enrollments learning category

wise
22 Top 10 Enrollments – Job Family To see top 10 enrollments job family wise

23 Top 10 Enrollments – Job Description To see top 10 enrollments job description wise

24 Longest Average Enrollment Wait time To see the longest average enrollment wait
time
25 Training Results To see the training result of the class

26 Training Scores by Learning Course To see training score learning course wise

27 Delivered Training Hours To see total delivered training hours

28 Unique Employee Count To see unique employee details

28
9.3 Customized Reports:

Report Name

1 Learning Need Analysis (Individual / group) To be developed

2 Trainer Engagement and Room Management To be developed
report
3 A report is needed as which question is [not] To be developed
attended
4 Training Evaluation Form To be developed

5 Learning cost of each employee To be developed

6 Attendance Report To be developed
7 Classification wise Report To be developed
8 Category wise Report To be developed
9 Subject wise Report To be developed
10 Learning Centre wise Report To be developed
11 Learning Activities comparison with previous To be developed
years
12 Learning Activities comparison (center wise) To be developed
with previous years
13 Learning Activities comparison with previous To be developed
months
14 Map Report of LNA & Actual Courses To be developed
15 Region & Area wise staff - Trained / Un- To be developed
trained
16 Range wise staff - Trained / Un-trained To be developed
17 Functional Title wise staff - Trained / Un- To be developed
trained
18 Honorarium Calculation Report To be developed
19 Trainer wise occupancy Report To be developed
20 Knowledge Champions - Attendance Report To be developed
(Branch wise)
21 Knowledge Champions - Honorarium To be developed
Calculations
22 Knowledge Champions - Courses not attended. To be developed
23 Knowledge Champions - Branch wise position To be developed
24 Budget vs Actual Training Expense To be developed
25 Details of In-house Learning Programs To be developed

29
26 Details of ex-house courses (Local) To be developed
27 Details of Batches Learning Programs To be developed
28 Details of ex-house courses (International) To be developed
29 Details of Facilitated Programs To be developed

10 Alerts / Notification
Alerts Recipients
1 Competency Update Notifications Employee Standard

2 Class Enrollment Notifications Employee Standard

3 Mandatory Enrollment Employee Standard

Notifications
4 Evaluation Notifications Employee Standard

5 Class Cancellation Notifications Employee Standard

6 Learning Path Notifications Employee Standard

7 Instructor Notifications Instructor Standard

8 Learning Certification Employee Standard

Notifications
9 Notifies Learner of Test Results Employee Standard

10 Notifies Manager of Learner Test Manager Standard

Results
11 Notifies Learner of Forum Employee Standard
Message
12 Weekly alerts of upcoming Administrator/ Instructor To be developed
trainings
13 Auto trigger for 3 rejected Administrator To be developed
approvals
14 “Employee Absent from training Manager To be developed
program” alert to manager

30