Hi all -
I'm looking for suggestions as to how best to collect copies of employees CVs and JDs in the LMS via an item.
Currently we are using Veeva to manage this which is ridiculously painful
We want to allowed users to upload PDF copies of their CV and JD, which then went to their managers for approval, which then got recorded in their history to be pulled whenever needed.
What are the best ways to do this in SF?
How do you handle this in your company?
We are not using EC And core HR is WD.
@kishore_krish12, I think there are 2 parts to your question: (1) can the LMS allow users to record history in their record and attach a copy of their Job Description/Curriculum Vitae, which requires manager approval and (2) what is the business process of collecting and managing copies of user JDs and CVs. I would like to address the system functionality.
Yes, the LMS can be configured to allow users to record their own learning history events for select items and attach copies of documents to the learning event. And yes, the LMS can be configured to require a manager’s approval after the user records a learning history event. However, the functionality that triggers the manager approval process when a user records their own learning history requires that Electronic Signatures be enabled in your system and for the item that is being recorded. If you are not currently using electronic signatures to verify learning history completions in your Learning module, then I strongly recommend you consult with an implementation partner experienced with the feature before you enable it as a routine business process step. Most customers who use electronic signatures find it administratively burdensome with begrudging user adoption.
But the steps to enable users to record their own history events with attachments is fairly easy. Here are some of the configuration changes that are required:
Some other important notes to consider:
I hope this information helps somewhat with the design of your new process.
Mary Katherine Johnson
For such a detailed explanation and i cannot imagine myself ever providing such a detailed explanation even to a client 🙂 . jokes apart thank you very much.
While the above suggestion is something that I had evaluated, i do not think the solution is user friendly.
1) The attachment option comes after the history is recorded. as an additional step.
2) The navigation steps are clumsy. Its completely user unfriendly ( if that even is a word).
3) I am to believe that that the maximum space for attachments is 10 GB as these attachments are not stored in iContent but application server
4) Reporting as you mentioned is something that cannot be done.
Galactic 3 - I agree that this probably is not a LMS solution, but the requirement inherently is coming from the training team who think this is something that needs to be solved by LMS.
I have seen this requirement back in 2016 and this continues to be a requirement which SAP does not seem to provide solution not enhance the application to support this. Obviously we need to raise enhancement request and it goes for voting
We currently do not do this but based on what I've seen at my previous employers I wanted to ask if the LMS is the appropriate place for this. I would think CV's/Job Descriptions would go either into a user's profile in EC or into the Performance Module. There is an administrative overhead as @MaryKatherineJ describes, but I don't know if the Learning Administrator should be the one shouldering that overhead.
Just something to consider as you look to implement this.
During an audit/inspection, we usually have at least one request for an individual's CV or Job Description (JD). At each of the three companies I have worked for, getting these items from other groups usually was not timely or accurate.
In my current role, and in previous roles, whatever HR has on file is what they have on file. For GxP personnel, I have created 2 items that are in the core requirements: CV and JD items (using company nomenclature). The item is essentially a placeholder until we receive the requested document from the user/HR/people manager.
At my current company, we remove personal information from the CVs (addresses (physical, email, etc.), phone numbers, etc. and send it to the user via DocuSign for acknowledgement. Once signed, we enter history for the item and attach the DocuSigned CV to the history record.
The same process if followed for the JD. The manager approved the JD via Workday or ServiceNow so we do not get the manager's signature, only the individual's.
Our Training SOP states that the people manager & individual are responsible for providing us with updated JDs upon a role change. We can also push the JD item to the user's learning plan when we receive a promotions notification.
This has worked well for us as user's are assigned the requirement as required with x # of days for completion. Additionally, the signed version is available to the user, the manager, and any admins via the user's history. We have also used this methodology for individual signature cards/logs.
After reviewing our business process and LMS process, I collaborated with our training department and came up with a process that results in: