How to collect and manage CVs and JDs in LMS

[kishore_krish12]

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.

[aidrissi]

Hi @kishore_krish12 ,

Thanks for the question, I'm interested in this topic and would like to know how community members deal with resumes and job descriptions.

[MaryKatherineJ]

@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:

1. First, identify the User Security Role that is assigned to the target user population who you want to be able to add their JDs/CVs to their learning history.  This information is stored in the Role field on the User Details tab of a user's record.  While your LMS may have more than one User Security Roles configured in your system, a user may only have one User Security Role assigned to them.
2. In your test environment, under the System Admin > Security > Role Management menu, edit the desired User security role, and add the security permission for "Access Add to Learning History" (in the Learning group).  This permission will allow users to add learning history events for designated items to their own history record.  If you want managers to be able to add an item learning history event for their direct reports, add the security permission for "Access Direct Report to Add History Records".
3. In your test environment, under System Admin > Configuration > Entity Configuration > Item, in the Completion section, enable the Display box for "User can Add to Learning History".  If you want managers to be able to add item events to the learning history of their direct reports, enable the Display box for "Managers can Add to Learning History".
4. Create the item(s) for which you want users to add learning history events to hold their JD/CV copies. On the item record, in the Completion section, enable the option for "User can Add to Learning History", and if desired, enable the option for "Managers can Add to Learning History".  It is important to note that only items that have these settings enabled will be available for users and managers to add learning history events.
5. Add the item(s) to a library that is accessible by the users and managers who you want to add learning history events.
6. Login as a test user with the User Security Role that has permission to "Access Add to Learning History". In the Links tile, click the option to Add to Learning History.  Select "Item based event".  Search for and select the item to be recorded.  The user's name will populate automatically.  Populate the learning history settings and proceed to add the learning history event.  On the final page that confirms the history event was successfully added, click the paper clip icon labeled "File Attachments".  Browse to the desired document, add a description of the document, and click the button to complete the upload.  The attachment window will show the document title at the bottom of the window with a red circle beside it (under the Remove header). Close the attachment window, and note that the link beside the paper clip icon will now show File Attachments(1). To confirm the upload was successful, view the completion details in the Learning History tile.  The last line of the completion details page will show the paper clip icon and File Attachments(1).  Click the attachments link to open the list of attachments.  Click a file name to view the attached document.
7. If allowing managers to record learning history, login as a test manager with the appropriate User Security Role and click the My Team landing page menu. In the Manager Links tile, click the link for Add to Learning History.  The process for a manager to record history is similar to the process for an end-user, except the manager must select the user(s) for whom to add the learning history event.  The file attachment paper clip icon shows on the last screen after the history event has been added.  If multiple users had a learning history event recorded for the item, each user will be listed on the last screen with a link to attach files. Note that files can only be added for one user at a time.  

Some other important notes to consider:

• Once the user or the manager navigates away from the last page of the Add to History wizard where the File Attachments paper clip icon is seen, they will not be able to attach documents to the completed history events.  Only a Learning Administrator can edit a completed history event to attach a document.
• Documents can only be attached to one learning event for one user at a time.  There is no functionality to attach documents to multiple users at one time, not even for administrators.
• Attached documents can be viewed in the user's Learning History menu by the end-user or the user's manager and viewed in the user's Completed Work menu by a Learning Administrator.
• There is no standard report available to show which learning history events have attached documents.
• You can control the file types that can be attached to learning history events under the menu System Administration > Configuration > System Configuration > ATTACHMENT configuration file.

I hope this information helps somewhat with the design of your new process.
Mary Katherine Johnson

[kishore_krish12]

Thanks Mary. 

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

[SEPTA_ELT]

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.

[Michelle_D]

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.

Michelle

[PKetnouvong]

After reviewing our business process and LMS process, I collaborated with our training department and came up with a process that results in:

• Assignment - Annual and automatic
• Due Date - Required by
• Notification - notifies the learner
• Confirmation & Accuracy - The Training Team confirms the ensure the Resume / JD is accurate.  
• Direct Manager does not need to be involved in the submission process.  But is involved in the updating of the annual JD.

1. LMS - create a global item (2) for each Resume and JD as a shell.  Include instructions in the item description to (a) send explain the item requirement and (2) instructions to send an eService ticket to the training department where they can "Submit Annual Resume" or "Submit AnnualJob Description"
2. eService - The training team receives the ticket and reviews the resume/JD for its accuracy.  It is assigned to the appropriate training coordinator (LMS Administrator).
3. LMS - Once approved by the training dept, the training coordinator completes the learning record in the LMS and uploads the Resume/JD. eSignature is turned on and the training coordinator signs off the record.
4. Optional - If your company requires that the Learner "sign off", you can create a survey and require the survey to be completed in order for the item to be completed.  You'll get an esignature from the training coordinator and the survey capture the learner's signature.  We use this for ILTs and vILTs.