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Administrator Guide

Reference: Learning Records and Report Data Sources

Reference: Learning Records and Report Data Sources

Record Types

Workday provides several types of learning records to enable you to track and report on learning:

Learning Record Type	Description
Enrollment	Workday creates this record type for learners when: They enroll themselves in learning content. Their manager enrolls them. You enroll them using administrator mass-enroll or constrained mass-enroll by role. See: Manage Enrollment Completion.
Equivalent	Workday creates this record type for learners for each equivalent course when they complete a course that's equivalent to 1 or more courses. See: Create Learning Equivalency Rules.
Historical Tracking	For historical tracking purposes, you can create a shell of a course for noncatalog content using the Put Learning Imported Content web service. You can't search for or edit this content, but Workday displays associated records on the learner's transcript. Workday creates this record type for learners when you use the Put Learning Imported Record web service to import large volumes of historical records for noncatalog content. You can only view historical records on the Learning tab of a worker's Career page or on the Learning Transcript tab of Extended Enterprise profiles.
Learning Assignment	Workday creates assignment records when learners are assigned content, both required and non-required learning. The record provides detailed information about the learning assignment, indicating whether it was created: Automatically for retraining purposes based on the expiration date on an enrollment. By manager or mass-enroll. By a learning campaign. See: Concept: Learning Assignments.
Learning Engagement	Workday creates learning engagement records for learners when you create learning campaigns to promote content or assign required learning. See: Steps: Set Up and Launch Learning Campaigns.
Learning	The learning record details for a learner. Workday records: Media tracking for learning course content items and stand-alone lessons. Enrollments for course content items in learning programs and tracking for stand-alone lessons.
Learning Enrollment Pricing Record	Workday creates this record type when learners enroll into a pricing enabled course.
Tracking for Lesson	Workday creates this record type when learners start or complete a stand-alone lesson.

Learning Report Data Sources

Learning includes these report data sources (RDS):

RDS	Description
Learning Assignments by Learning Organization Security: These domains in the Learning Core functional area: Person Data: Learning Reports: Learning Record Self Service: Learning	A combined and indexed RDS that enables you to manage your learning compliance from a single place. It provides constrained access to learning assignments for workers and extended enterprise learners in a specific: Affiliation Location hierarchy Supervisory organization You can use this RDS in custom reports to find out who has completed learning across the organization, and the learning assignment mechanism. You can only report on learners who you have permission to access. Because this data source combines assignments with worker data, you can also add worker information to the report. Workday doesn't create an assignment record in the case where a learner chooses to take content and self-enrolls. A learner must have a successfully completed enrollment to complete the assignment. Workday plans to retire this RDS in a future release. Use either Learner Assignment or Learner Assignment Cycle to create new custom reports.
Learning Assignment Records Security: These domains in the Learning Core functional area: Person Data: Learning Reports: Learning Record Self Service: Learning	Provides constrained access to learning assignments for workers and extended enterprise learners in a specific: Affiliation. Location hierarchy. Supervisory organization. Learning administrators have unconstrained access to the data, unlike learners and managers who have contextual access, based on their role in a supervisory organization. You can use this RDS in custom reports to find out who has been assigned learning content across the organization, including the assignment mechanism, assignment status, and assignment completion data. You can only report on learners whom you have permission to access. Workday plans to retire this RDS in a future release. Use either Learner Assignment or Learner Assignment Cycle to create new custom reports.
Learner Assignment Security: These domains in the Learning Core functional area: Person Data: Learning Reports: Learning Record Self Service: Learning	An indexed RDS for learner assignments. Use this RDS to report on assigned learning content for a learner, including current assignment status. The Learner Assignment business object includes the current and retraining learner assignment cycle.
Learner Assignment Cycle Security: These domains in the Learning Core functional area: Person Data: Learning Reports: Learning Record Self Service: Learning	An indexed RDS for assignment cycles on learner assignments. Each cycle represents a time the learner must take or retake assigned content, such as the current assignment or a future retraining cycle. Use this RDS to report on cycle-level assignment data, including assignment status, and due dates.
Learning Content Security: These domains in the Learning Core functional area: Learning Access Manage: Learning Content Manage: Learning Course Enrollments Set Up: Learning Catalog	Provides access to internal learning content data, including: Blended courses. Course offerings. Digital courses. Programs. Stand-alone lessons.
Learning Enrollments Security: These domains in the Learning Core functional area: Person Data: Learning Reports: Learning Record Self Service: Learning	A subset of learning records. Provides access to learning enrollment data for enrollments associated with an assignment or standalone enrollments. Example: A learner chooses to take learning content and enrolls, creating a self-enrollment record. Workday uses contextual security to determine if a user has permission to access the instances in an RDS. There are 3 groups of users within your organization who need contextual access to enrollment data: Learners need to view their own enrollments. Managers need to view their own enrollments and the enrollments of their direct reports. Learning administrators need to view all enrollments. Also provides constrained access to learning enrollments for workers and extended enterprise learners in a specific: Affiliation. Location hierarchy. Supervisory organization. Workday uses these domains in the Learning Core functional area to secure the RDS and ensure that users have contextual access to the data: Self Service: Learning for learners. Person Data: Learning for managers. Reports: Learning Record and Manage: Learning Course Enrollments for learning administrators. Learning administrators have unconstrained access to the data, unlike learners and managers who have contextual access, based on their role in a supervisory organization. Workday-delivered reports that use this RDS include: Learner Engagement Learning by Length of Service My Team's Learning You can use this RDS in custom reports to print a completion certificate using a business form layout. See Steps: Create a Business Form Layout.
Learning Equivalency Record Security: These domains in the Learning Core functional area: Learning Access Manage: Learning Content Set Up: Learning Catalog	Enables you to track who has achieved equivalencies and which courses they completed to achieve the equivalency.
Learning Interests Security: These domains in the Learning Core functional area: Person Data: Learning Reports: Learning Record Self Service: Learning	Enables you to track expressions of interest in blended courses for learners. Example: To help learners identify when you've scheduled courses they’re interested in, you can create a custom report that includes the Matching Offerings Scheduled report field.
Learning Record Security: These domains in the Learning Core functional area: Person Data: Learning Reports: Learning Record Self Service: Learning	Provides a detailed overview of the learner's activity as it enables you to track combined data on: Equivalencies. Historical tracking imported content. Learning enrollments, including self-enrollments. Media tracking. Workday displays this data on the learner's transcript.
Learning Trainer Security: These domains in the Learning Core functional area: Manage: Create and Edit Learning Roles Reports: Archives External Learning Users	Enables you to track all the assessors and instructors.
Indexed Learning Campaign Records Security: Reports: Learning Campaign Records in the Learning Core functional area.	Provides access to campaign items sent to workers, enabling you to track who has been assigned campaign items and their due dates.
Observational Checklist Responses Security: These domains in the Learning Core functional area: Reports: Learning Record Self-Service: Learning Self-Service: Learning Assessor Reports: Segmented Learning Records	Enables you to access observational checklist responses.