2341420 - Learning VLS (Virtual Learning Session) - Knowledge Support and Tips

1. What is VLS?

VLS is a term in the Learning Management System (LMS) referring to a Virtual Learning Session, or a Virtual Meeting. In Learning, you can create items that are Instructor-Led. You can schedule these items to either be training session at a physical location, or a Virtual Session where users can attend training via the web.

These classes have segments, or block of time for the training, and the segments can be made to be virtual so that users can attend the training via their VLS server. VLS is a widely used piece of the Learning functionality and customers often schedule offering segments as virtual so that a physical location is not needed, or in the case that users are unable to physically attend.

You can find the latest configuration guides for VLS on the SAP Help Portal - SAP SuccessFactors Learning Virtual Learning Service (VLS).

2. How is it used in the LMS?

In the Learning, segments (blocks of time) of classes are made to be virtual where the segment takes place via VLS server. The segment must have a Learning Instructor associated with it that serves as the meeting host.

Users in Learning are then registered in the class and are able to launch the meeting directly from their Learning home page OR via their mail client calendar through an .ics attachment (calendar invite in outlook) attached in a notification sent by Learning once they have been registered.

Once the VLS session is launched, Learning will open the associated meeting that was created on the VLS vendor's server when the virtual segment was created. From there, users participate in the meeting as attendees, and the instructor in Learning leads the meeting as the host.

3. Configure VLS

3.1. Initial Setup

3.1.1. Customer licenses must include "Virtual Learning" Module.

You can check the available licenses in your environment following this path:

1. Learning Administration >
2. System Administration >
3. Environment >
4. In the ‘Install License’ section, click ‘Licensed Modules’ >
5. Check if the ‘Virtual Learning’ License ID is available.

If the license is not available, contact SAP Support via a case under the ‘LOD-SF-LMS-VLS’ component, requesting to enable Virtual Learning as per the KBA 2285209 - VLS - Config Settings/License missing.

3.1.2. VLS must be enabled in System Configuration

You can check if VLS is enabled following this path:

1. Learning Administration >
2. System Administration >
3. Configuration >
4. System Configuration >
5. In the ‘LMS_ADMIN’ Configuration ID, search for the ‘vleEnabled’ flag and check if it is ‘true’.
   • If not, modify the flag from ‘false’ to ‘true’ and apply the changes.

• For additional details, check SAP Help Portal – Enabling the Virtual Learning Service.

3.1.3. Add the VLS Configuration

You can add the VLS Configuration following this path:

1. Learning Administration >
2. System Administration >
3. Configuration >
4. VLS Configuration >
5. Click ‘Add New’ >
6. Populate the VLS configuration fields according to the values provided by VLS server.

• If further assistance is needed check SAP Help Portal – Enabling the Virtual Learning Service and search for the desired VLS server.

3.2. Configuring instructors for VLS sessions.

Initially, it is necessary to add your instructor to SAP SuccessFactors Learning. Check SAP Help Portal - Adding Instructors to SAP SuccessFactors Learning for further assistance. Note that your instructors must be tracked in the system for VLS to work properly.

After creating the instructor in Learning, it is necessary to configure the instructor for VLS server. Check SAP Help Portal – Configuring Instructor for VLS for further assistance.

4. VLS Attendance Processing APM

Learning includes the ability to automatically record classes attendance for VLS sessions. If a VLS class is configured to automatically record attendance, the Process VLS Attendance APM (System Administration > Automatic Processes > Process VLS Attendance) will record a learning event for users enrolled in the class.

4.1. Configuring a VLS class to automatically record attendance:

It is necessary to configure a Learning class with a VLS server. Check SAP Help Portal – Adding a Virtual Time Slot for further assistance.

Ensure that the ‘Automatically add to learning history as part of VLS Attendance Processing’ flag is enabled at the class level and the ‘Minimum Attendance Percentage for Credit’ is set. Check SAP Help Portal – Configuring VLS Time Slots to Add Learning History Records for further assistance.

4.2. VLS Attendance Processing APM

Schedule the VLS (Virtual Learning Service) attendance process to retrieve attendance data from the virtual meeting room vendor and apply it to users' learning history. Check SAP Help Portal - Scheduling the VLS Attendance Processing Process for further assistance.

4.3. VLS Attendance Processing APM - Troubleshooting

Note: If the class has several segments, the minimum percentage for completion will be calculated combining all segments. That means the system will add up the total time of the segments (amount of time the sessions were left open by the instructor) and then check if the user attended the minimum percentage.

Note on 'Minimum Attendance Percentage for Credit' setting: The percentage (%) of time that a user attends the VLS session is based on how long the session is left open by the instructor, not by the class start and end times.

Example:

• A VLS class is scheduled to run from 9:00 AM to 10:00 AM.
• The instructor launches the VLS session at 8:45 AM and then keeps it open after 10:00 AM for follow-up questions until 10:45 AM.
• A registered user attends the session from 9:00 AM to 10:00 AM.

In this example, the total session time was 2 hours (8:45 AM to 10:45 AM) and the registered user attended the session for 50% of the total session time (attended for 1 hour).

If the class was configured to require > 50% attendance, the registered user would not receive credit for attending this session even though they attended the full session based on the start and end times of the class.

Note: We recommend that customers keep this info above in mind when configuring classes for the Process VLS Attendance APM, and most of our customer use a low 'Minimum Attendance Percentage for Credit' setting to account for the extra time an instructor may leave a VLS session open.

For additional details regarding VLS Attendance Processing APM, check the KBA 2219839 - Automatic completion using the "Process VLS Attendance" automatic process for VLS classes.

Note: Please be aware that performing the following steps may result in a disruption of API calls with the vendor and the generation of a new meeting link for a class:

1. Navigate to "Learning Administration" >
2. Click on "Learning Activities" >
3. Select "Classes" >
4. Enter the desired class record >
5. Go to the "Agenda" tab >
6. Locate the three-dot menu and click on it >
7. Choose "Edit Time Slot" >
8. In there you will find the "Virtual" toggle.

It is important to note that disabling and then re-enabling the "Virtual" class setting can cause a breakage in API calls with the vendor. Consequently, a new meeting link will be generated for the class users may already have been registered for. Therefore, users should ensure that they access the class using the newly generated meeting link in order to record attendance accurately.

5. VLS Implementation assistance:

Any assistance with setup and integration of any VLS vendor and SuccessFactors Learning should be worked on with Vendor Support Team. Customers can engage with their account executives or CSPs to get implementation assistance from SAP Professional Services or Certified Partner. SAP Support cannot provide assistance in VLS Vendor settings/configurations.

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

SAP Successfactors Learning

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