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Administrator Guide
Last Updated: 2023-06-23
Create Learning Equivalency Rules

Create Learning Equivalency Rules

  • Configure the
    Manage Equivalency Rule
     business process definition.
  • Security: These domains in the Learning Core functional area:
    • Manage: Learning Content
    • Set Up: Learning Catalog
You can create equivalency rules so you can define learning content as equivalent to 1 or more other content, improving compliance management in your organization. Equivalencies support your curriculum planning and simplify how learners find equivalent content to satisfy learning requirements.
When a learner retakes learning content that satisfies equivalency rules, Workday creates a new equivalent learning record.
When a learner completes an equivalent course, Workday creates:
  • An equivalent record for the assigned course using the expiration from the assigned course.
  • A retraining record for the assigned course.
Example: You assign a Digital Course A to a learner and, instead, the learner completes a Blended Course B, which is an equivalent course. The learner gets an equivalent record for the Digital Course A, which closes the assignment, creating a retraining record based on the equivalent record rather than the enrollment. Digital Course A will appear in the Required For You slider based on the expiration date of the assigned course (Digital Course A). On viewing Digital Course A, the learner can also view the equivalent Blended Course B.
When learners complete 1 or more content that is equivalent to a particular content, Workday displays an
Equivalency
 status on the thumbnail image for that content. We display this status to indicate that learners don't need to complete the content because they've already earned an equivalency from another content. We only display this status when learners haven’t interacted with the content. If they enroll in, start, or complete the content, we override the equivalency and update the thumbnail to display 1 of these statuses:
  • Not Started
  • In Progress
  • Completed
If a learner has been mass enrolled into content by a learning administrator, they have a
Not Started
 enrollment. If they complete an equivalent content, they satisfy the assignment and Workday removes it from the
Required for You
 worklet. Their enrollment in the original content remains marked as
Not Started
 until they complete it or drop it.
When required learning content is due or overdue, or content is due to expire, we display the due date or expiration date and 1 of these statuses:
  • Due
  • Overdue
  • Expired
When an equivalent record is made inactive, it's ignored by Workday and isn't counted.
  1. Access the
    Create Learning Equivalency Rule
     task.
  2. As you complete the task, consider:
    Option Description
    Singular Equivalency Rule
    Enables you to add multiple contents into the
    Source
     and
    Target
     fields.
    Group Equivalency Rule
    Enables you to make multiple contents equivalent to each other quickly, so learners can gain equivalency in multiple contents.
    Source
    The learning content that learners must complete to achieve an equivalency in the
    Target
     content.
    Enter a single content item in the row to specify that learners must complete 1 source item in order to generate the equivalency record. Create separate rules of single content items if you want to provide learners with a choice of equivalency options.
    Enter multiple content items in the same row to specify that learners must complete all source items in order to generate the equivalency record.
    Target
    The learning content that the learners achieve the equivalency in by completing the
    Source
     content.
    Two-Way
    Indicates that learners can take learning content in the
    Source
     or
    Target
     fields and achieve an equivalency in either. This option applies only to singular equivalency rules.
    Display Equivalency Records on Learning History
    Select to display the achieved equivalency in the
    Learning History
     section of the
    Learning
     tab on the
    Career
     profile group. Workday displays a row for each equivalency with a
    Record Type
     of
    Equivalent Record
    .
    Display Equivalency Options on Course
    Select to display an
    Equivalent Options
     section on these reports:
    • View Course
    • View Digital Course
    • View External Digital Course
    This section indicates whether learners can complete equivalent content instead of the selected content. Learners must complete all content listed under a particular option to earn the equivalency. To make it easier for learners to earn equivalencies, we display the equivalency group option with the least amount of content left to complete first.
Workday routes the learning equivalency rule for review or approval, depending on your
Manage Equivalency Rule
 business process configuration.
  • Run the
    Manage Learning Equivalency Rules
     report to view and edit singular and group equivalency rules in your tenant.
  • Run the
    Manage Learning Content
     report to search for a particular course that has an associated equivalency rule. Select
    View Content Equivalency Rules
     on these reports:
    • View Course
    • View Digital Course
    • View External Digital Course
  • Create custom reports using the Learning Equivalency Record report data source to report on:
    • Equivalency records.
    • Related learner and learning content that granted the equivalency.
  • Create a report using the
    Learning Record
     report data source to report on equivalency records alongside Learning Enrollments.
  • Users can run the
    My Transcript
     report to view equivalency records in chronological order.