Learn Basic User Integratin Batch File Prcessing The Learn Basic User Integratin is designed t manage the rganizatinal changes cmpanies are challenged with n a daily basis. Withut a basic type f integratin, maintaining everyday emplyee transitins wuld require manual administrative prcesses and daily mnitring f multiple systems t keep the Learn system up t date. The Learn Basic User Integratin is defined belw. The first time the integratin runs, all f the users will be added t the system. The basic integratin manages users in 1 Learn system. This can be the rt r a single sub LearnCenter. A single file cntaining all f the users is prcessed nce a day during ff business hurs, Eastern Standard time. The applicatin cmpares the client data file t the Learn database, and perfrms the fllwing tasks: Add: Identify and add new users (users are added as apprved and are assigned a static passwrd f welcme which will expire the first time they lg in). Update: Users are updated when their infrmatin changes (examples: Jb Title r Department). Terminate: Expire Users when the emplyee has been terminated. Users that appear in Learn but d nt appear in the data file are cnsidered terminated by the applicatin. These users will be placed in a remved status and all f their histry will remain in the system. (See the integratin flag descriptin belw regarding users that will nt be included in the integratin file). Supervisr Management: Identify Supervisrs, assign them t emplyees, reassign new Supervisrs and assign Supervisr Permissins: (The applicatin cpies permissins that are assigned t a template user that is created nce by the Learn administratr). Grup Management: The applicatin creates and manages 3 grups. All Active Users Grup This grup includes all active users that are managed by the integratin. Supervisrs This grup includes all users that are identified by the integratin as Supervisrs. Custm Grups A Place Hlder grup called Custm Grups is created by the applicatin. (This name is hard cded in the integratin and cannt be mdified). Sub grups are created using the values that are sent in the Grup field in the data file.
GROUP DIAGRAM ALL ACTIVE USERS SUPERVISORS PLACE HOLDER GROUP CUSTOM GROUPS Custm Grups allw the client t define certain grups they want administered by the integratin. Fr example, if Department grups are identified, the client wuld include Department data in the Grup field. The applicatin is then able t dynamically create sub grups using the Department name sent in the Grup field. In this scenari Department wuld still be sent in the Department field t be added t the User s prfile. Sub Grup Created Using Values in the Grup Field Sub Grup Created Using Values in the Grup Field Sub Grup Created Using Values in the Grup Field Predefined Data Elements: The 10 fields supprted by the Learn Basic User Integratin are demnstrated in table 1. (Table 1) FIELD # FIELD NAME FIELD TYPE DEFINITION 1 User Name Standard Required by Learn when the User lgs in. This is used by the integratin as the unique ID t prcess the user. 2 First Name Standard 3 Last Name Standard 4 Email Standard The Users e-mail address 5 Jb Title Standard This is used t assign Jb Prfiles. The Jb Title must match the name f a Learn Jb Prfile. 6 Department Standard 7 Lcatin Custm. 8 Supervisr ID Custm This is the Supervisrs User Name that is used by the applicatin t identify & assign the Supervisr t the user and give the Supervisr permissins. 9 Grup Custm This is an ptinal field t supprt client specific custm grups. If this field will nt be used, a place hlder with the field name shuld be sent with blank values. 10 Hire Date Custm Date the User was hired.
Assigning Users t Jb Prfiles based n Jb Title: Users will be assigned t a pre-existing Jb Prfile that matches their Jb Title. The Administratr will create Jb Prfiles in Learn. If the Jb Prfile name in Learn des nt match a Jb Title in the data file, a Jb Prfile will nt be assigned. The initial Jb Prfile assignment and Jb Prfile updates will be triggered when the new user accunt is created r when the users Jb Title changes (Integratin add user, update user). If the Jb Prfile is nt available in the system at the time the user is added r when their Jb Title changes, the user will nt be assigned t the new Jb Prfile. The client is respnsible fr ensuring all Jb Prfiles are up t date in Learn. Integratin Flag: This field is used t prevent users frm being expired by the integratin if they are nt sent in the data file. A custm user demgraphic field called Manage User by Integratin will be created in Learn by the client. The client uses this field fr any user that will be manually managed and will nt be sent in the data file. If the user will be sent in the data file, the administratr will nt need t d anything with this field. The integratin wrks with this field as fllws: Yes This is the default value set by the integratin fr any users that are sent in the data file. Any value ther than Yes, such as N r blank, will prevent the user frm being terminated by the integratin. The administratr can leave this field blank r add a value f N s the user will nt be placed in a remved status while they are being manually managed (and nt sent in the data file). If a user that is being manually managed appears in the data file, the integratin will set the value t Yes and cntinue prcessing the user. Mdificatins t the predefined basic user integratin can nly be cnsidered after the user integratin has been implemented t the client s prductin Learn platfrm and will require a SOW (Statement f Wrk) based n the time and cst assciated with the requested changes.
Excludes: Additinal Data fields Multiple integratin runs t add users (1 integratin run will add all f the Learn users) Managing Multiple sub-learncenters Managing User data frm mre than 1 data file Managing creatin f Develpment Plans Assigning/Mapping Develpment Plans Assigning Assessments Assigning Enrllments Assigning User Rles Assigning Skills Assigning Certificatin Tracks Autmating functinality fr Self-Registered Users Autmating Assignments based upn Assessment, Skill, Curse r Certificatin Track cmpletin Custm ntificatins (Users r Administratrs) Cmplex gruping (using additinal fields and/r files) Cmplex Supervisr Relatinships (multiple Supervisrs r Supervisrs lk-ups) Additinal encrypting f client data file Any file ther than flat text file (Excel wrksheet, Access database, Wrd dcument, etc) Any data extractin frm LearnCenter Client data clean-up ----------------------------------------------------------------------------------------------------------------------------------------- Integratin Services will include the fllwing phases and deliverables: Apprval Phase Review f the basic integratin applicatin Apprval f the Learn Basic User Integratin Guide Service Delivery Phase Unit Testing (Prvider) Up t five (5) test runs f the integratin against a cpy f the Custmer database. Dcumentatin f changes made t the file befre each run. Spt checking recrds against the Testing parameters defined in the Basic User Integratin Guide.
Quality Assurance perfrmed by the Tale develper User Testing Phase Testing f the Integratin in a distinct User Acceptance Testing (UAT) envirnment. This envirnment is a cpy f the Custmers Learn prductin envirnment. The testing envirnment (distinct URL) will be available t the Custmer fr up t 30 days frm the day the integratin is first run in UAT. Develper testing will cnsist f a randm sampling f Custmer data fr verificatin. The Custmer User Testing script creatin and executin are the sle respnsibility f the Custmer. Validatin f the requirements that are captured in the Learn Basic User Integratin Guide. The Custmer shuld use the guide while cnducting UAT. A maximum f five iteratins f the integratin script are run in the test envirnment. This translates t the initial integratin test run and a maximum f tw (2) refreshes f the test envirnment with the Learn database frm the Prductin envirnment t supprt Custmer-side User Testing Custmer sign-ff n Testing Phase. After 30 days the prject will be clsed and any additinal use f the UT site will be at an additinal cst, unless there are nging Tale Develpment Deliverables. At such time, all fees shall be due and payable under this Statement f Wrk. Migratin Phase Migratin and scheduling f Integratin in Prductin LearnCenter envirnment. Custmer sign-ff n prject cmpletin.