Changing Assigned Learning Programs

Overview

Learning programs are the framework of every training initiative, and Crunchtime TalentLink offers feature-rich learning programs that support a wide variety of content types. And, in addition to the traditional manual assignment method, learning programs can be auto-assigned based on skill position.

Prior to the new Gen Z release, the power to make learning program changes that propagate a large number of assignments out to multiple locations was controlled by Client Services. Now, in the Gen Z release, you can make those changes yourself and, because of that, it is important that you understand how to manage this power.

Learning Program Assignment Process

Whether it is an auto-assignment or a manual assignment, there is a lot that happens behind the scenes when a learning program is assigned. You certainly don’t need to learn all the steps in this process, but we are including this information here to give you a view into the complexity of the process and a better understanding why mass changes to assignments should be approached thoughtfully.

When auto-assigned, the auto-assign process determines who should get the assignment based on the skill positions selected on the Settings tab of the learning program builder.
After the system determines that the learning program should be assigned to a learner, a user level learning program record is created in the database for that learner for that learning program. Then task records are created for all the content items in the learning program.
If there are conditions on a content item in the learning program, the system determines if that content item should be displayed for that user. If yes, the task’s active flag is set to true; if not, then it is set to false.
The system then counts the total number of active tasks and sets that as the number of tasks the learner needs to finish for that learning program to be completed.
The system then checks to see if any other content item with the same name and type has already completed in a different learning program. If it has been, it marks this task as completed, with that past completion date.
The active and completed tasks are then counted and if the total needed = total completed, the learning program is marked completed with the current date.

Adding Content to a Learning Program (Auto-Assigned or Manually Assigned)

Adding content to an existing learning program has the potential to impact all in-progress, not-started, and completed assignments as well as create new assignments.

Action	Impact
Add content with no conditions	The new content is added to the learning program for all learners who have the assignment Due dates do not change for existing in-progress or not-started learning program assignments The learning program is reopened for learners who have already completed it and they are given a new due date for the completion of the new content
Add content with a condition that does apply to your learner	The new content is added to the learning program for those who have the assignment and meet the condition Due dates do not change for existing in-progress or not-started learning program assignments The learning program is reopened for learners who have already completed it and they are given a new due date for the completion of the new content
Add content with a condition that does not apply to your learner	The content does not appear in the learning program for these learners The due date for those in-progress or not-started does not change The learning program is not reopened for those who have already completed it and their completion date does not change

Note: If you replace an existing content item with a new one (you swap out content items on the learning program builder Content tab), the system views it as a removal and an add and the Adding Content... and Removing Content... rules apply.

Removing Content from a Learning Program (Auto-Assigned or Manually Assigned)

Action	Impact
Remove content that had no conditions or content that had a condition that applied to your learner	For learners who have not completed the content item, all appearances of that content item are removed, both from learning programs that have not been started and those that are in-progress For learners with in-progress learning programs in which that content item has been completed, the content is removed from the My Training page, and the assignment menu on the dashboard but it remains in the dashboard history, My Training history, and the Individual Training Status Report For learners with in-progress learning programs in which that content item is the last open item, the learning program is completed, and the completion date is the day the content was removed For learners who have already completed the learning program, the dashboard history, My Training history, and Individual Training Status Report do not change, and the completion date does not change
Remove content with a condition that did not apply to your learner	There is no impact because the learner never had the content in their learning program

Adding a Skill Position to an Auto-Assignment

Action	Impact
Add a skill position to an existing auto-assigned learning program	All learners with the added skill position will receive an assignment for the learning program Any new learners with that skill position or existing learners who are changed to that skill position will receive that assignment There is no impact to learners with other skill positions

Removing a Skill Position from an Auto-Assignment

Action	Impact
Remove a skill position from an existing auto-assignment	Learners with the skill position that is removed retain their assignment (because the assignment was made based on the rule in place at that time, and we cannot assume that was not intentional) Any new learners with that skill position or existing learners who are changed to that skill position will not receive that assignment There is no impact to learners with other skill positions

Additional Changes to Learning Programs (Auto-Assigned or Manually Assigned)

Example Action	Impact
Change/edit the name of the learning program Change the Due x days from assignment setting Change the learning program icon Change a learning program group or other filter Make any other administrative change to the learning program	Learners with in-progress or not-started assignments will receive an updated assignment Learners with completed assignments will receive updates to their histories and Individual Training Status Reports if the update impacts information in the history Learners who were auto-assigned the learning program and then manually unassigned will receive the assignment again