The Knowledge Link LMS data collection is the subset of the University Data Warehouse that stores data from the current Knowledge Link platform (SAP SuccessFactors). It is the current administrative Learning Management System (LMS) for the University of Pennsylvania Health System (UPHS), in use from October 9, 2012 onward. The University used Knowledge Link from October 9, 2012 through March 3, 2023. The current administrative LMS for the University is Workday Learning.
Knowledge Link tracks work-related training for UPHS employees. It enables authorized administrators to schedule training courses, assign learners to courses (or groups of courses), and to create on-line courses, surveys, and quizzes. It enables learners to find out what has been assigned to them, to register for instructor-led courses, and to do on-line coursework. Learners can also access their learning history, a transcript of the coursework and certificates they have completed.
The Knowledge Link LMS data collection includes learning history records for training completed by UPHS employees in March, 2005 or thereafter. It also has learning history records for training completed between March, 2005 and March 3, 2023 by University faculty, staff, postdocs, student workers, etc.
Some learners are Dual LMS users—because they are UPHS employees that are also affiliated with the University, they use both Knowledge Link and Workday Learning. Workday Learning sends learning history records to Knowledge Link, so Knowledge Link has the complete transcript for Dual LMS users. Knowledge Link does not send learning history records to Workday Learning. However, the Workday Learning data collection includes a view (DWLMS.WDL_AND_KL_CURR_LEARN_STATUS_V) that is a single place where Warehouse users can go to find out whether someone has completed training (a Workday Learning Course or Program, or one or more Knowledge Link Items that use a specified Item ID), regardless of which LMS is the source of that information.
The legacy Learning Management data collection stores data from the legacy Knowledge Link platform (the Gen21 Learning Management System, used from March, 2005 until the switch to SAP SuccessFactors on October 9, 2012). As part of the move to the current Knowledge Link platform, the legacy data collection is no longer being updated. Before comparing data from the legacy collection to data from the current Knowledge Link LMS collection, see the chart illustrating the differences in how the legacy and current collections organize the data, and refer to the spreadsheet mapping the legacy data collection's tables and data elements to those in the current data collection. You can use the tabs below to access further information on the current data collection; for documentation on the legacy data collection's tables and data elements, click on a table in the diagram of the legacy Learning Management BusinessObjects universe.
Tables are listed in alphabetical order. Select Table to obtain the explantion, common uses, primary keys, indexed data elements, and related tables for a table. Select Elements to obtain the definition, list of values, formats, and not null values for each data element in the table. A description of table and data element terminology is in the document What the Warehouse Contains.
Looking for a specific element or caution? Try the searching the collection documentation for particular keywords (search page will open in a new tab).
| LM_COMPLETION_STATUS Table Elements |
LM_ORG Table Elements |
| LM_CURRENT_TRAINING_STATUS Table Elements |
LM_PARENT_ORG Table Elements |
| LM_CURRICULUM Table Elements |
LM_REGISTRATION Table Elements |
| LM_CURRICULUM_ITEM Table Elements |
LM_SCHEDULED_OFFERING Table Elements |
| LM_DOMAIN Table Elements |
LM_USER Table Elements |
| LM_FACILITY Table Elements |
LM_USER_JOB Table Elements |
| LM_ITEM Table Elements |
LM_USER_ORG Table Elements |
| LM_JOB Table Elements |
LM_USER_SUPERVISOR Table Elements |
| LM_LEARNING_HISTORY Table Elements |
|
| Other data included in the Learning Management and Profiler Business Objects Universe: | |
| General Ledger data: | |
| ORG_CODES Table Elements |
|
| Salary Management data: | |
| EMPLOYEE_GENERAL Table Elements |
JOB_CLASS_GENERAL Table Elements |
The Learning Management data collection is refreshed every night in the Data Warehouse. The jobs for the LMS Full Staging Load and the LMS Collection Load (Full) run starting around 4:30 a.m. and finishing before 8:00 a.m. The LMS Collection is entirely refreshed each day based on KnowledgeLink data snapshot from approximately 9pm each evening.
Note: the Learning Management collection is not available for querying while the data is being refreshed. To see whether the jobs that refresh the Learning Management System (LMS) data in the Warehouse are in progress, check the Data Warehouse Update/Load Status.
Source of the Data
The data in the Learning Management data collection comes from Knowledge Link, the learning management system used by the University and by the University of Pennsylvania Health System, running on the SuccessFactors platform that has been in use since October 9, 2012. The Business Objects Knowledge Link LMS Universe facilitates access to the Learning Management data collection, as well as to reference tables with data on University orgs. (from the BEN Financials General Ledger system, in the General Ledger data collection), and on University employees and job classes (from the Payroll system, in the Salary Management data collection).
Time Span Covered
Knowledge Link has been in use since March, 2005. (It moved from the Gen21 platform to the SuccessFactors platform in October, 2012.) For some trainees and items, learning history data is available for training that was completed before March, 2005. (An item is an assignable unit whose assignment and completion can be tracked in Knowledge Link. In most cases, an item is a course, but it may be a non-learning activity.) There is a learning history record for each time that a trainee concluded an item or external event. If, for example, Jane Doe took Respiratory Protection Training- EHRS three times (completing it twice and leaving it incomplete once), she would have three learning history records for it. However, Knowledge Link stores only the latest information about everything else. For example, if John Smith originally was assigned Shop Safety - EHRS as a required item, but never took it, and it is no longer assigned to him, there is no way to tell that he was ever required to take it. Likewise, if the title of an item is changed from A to B, there is no way to tell that it was ever A.
The Knowledge Link LMS Universe diagram illustrates how the current data in the Learning Management collection is organized for BusinessObjects users. The diagram shows the tables that are included in the Knowledge Link LMS Universe and the how the tables are joined to each other in the Universe.
A table or view is shown in the diagram as a black-bordered box. The table's name is shown in black; its BusinessObjects Class folder name is shown in color if it differs from the table's name. A grey-shaded box indicates a table from another data collection. (In addition to data from the Learning Management collection, the Learning Management Universe provides access to supplemental data from the Salary Management collection (on University employees and job classes) and from the General Ledger collection (on University orgs.). Those who have access to the Learning Management collection also have access to this supplemental data.) A box with a red or blue border indicates a BusinessObjects folder storing multiple tables or views. A join is shown as a line between the boxes for the joined tables. Labels in parentheses next to the box for a table indicate that the BusinessObjects folder (Class) for the table includes one or more Objects for data elements stored in reference tables:
| (LABEL) | Schema.ReferenceTableName.JoinColumn |
| JOB_CLASS | DWADMIN.JOB_CLASS_GENERAL_V.JOB_CLASS |
| LM_JOB | DWLMS.LM_JOB.LM_JOB_ID |
| LM_ORG | DWLMS.LM_ORG.LM_ORG_ID |
| LM_USER | DWLMS.LM_USER.PENN_ID |
| ORG_CODES | DWADMIN.ORG_CODES.ORGANIZATION_CODE |
Click on a black-bordered box for a table to see the documentation for that table. (Documentation will not be displayed if it is currently under construction.) Click on the green label next to the line denoting a join to see the join criteria.
The diagram can be printed in landscape orientation on letter-sized paper (8 1/2 by 11 inches).
Data training for this collection is offered on an ad hoc basis -- please contact Enterprise Information & Analytics for assistance with specific training questions. You can also refer to the table and element documentation for information and cautions about specific data.
Those who have a PennKey and wish to gain access to the Learning Management collection in the Data Warehouse may submit a Learning Management eForm (available in the Data Warehouse section of the Penn eForms Web page). The eForm is automatically routed to those whose approval is required, and the user is notified via e-mail when access is granted. Those with access can view all of the Learning Management data in the Warehouse.
Releasing Data Outside the University or UPHS
Those who have access to the Learning Management data in the Warehouse are not necessarily authorized to disclose that data outside the University or UPHS. If you receive an external request for Learning Management data, refer the requester to the Regulatory Compliance Officer.
Releasing Data Within the University or UPHS
Within the University or UPHS, Learning Management data may be disclosed only if it is needed to do the business of the University or UPHS, and only to those who need to know the information in order to do their jobs. If you are not sure whether to fulfill a request for Learning Management data, ask the Regulatory Compliance Officer.
Query Results
If you save your query results in Excel, pdf, or any other local file type, you must see to it that any sensitive data stored on your peronal computer is safeguarded through physical security, access control software, or encryption. When a computer is left signed to an account, it is easy for someone to gain unauthorized access. Either sign off from your account before you leave your computer or restrict access by some other means (physical security or access control software).
For more information on security and privacy, contact the Office of Information Security.
Overview. Learning Management data is complex. A listserv and user group meetings are available to help you query the Warehouse and retrieve Learning Management data efficiently and effectively.
Some canned queries and reports have been created as Business Objects Corporate Documents, to give you standardized perspectives on Warehouse data. Before creating your own Business Objects query to retrieve data from the Learning Management data collection, look under Public Folders / Learning Management to see if a Corporate Document already exists for the information you want.
Note: the Learning Management collection is not available for querying while the data is being refreshed. Information on the schedule for refreshing the data is available here. To see whether the job that refreshes the Learning Management System (LMS) data in the Warehouse is in progress, check the Data Warehouse Update/Load Status.
Subscription to the listserv. When you are granted access to the Learning Management data in the Warehouse, a subscription is automatically set up for you to participate in an E-mail listserv called LEARNINGMGT-WH@LISTS.UPENN.EDU. (Those with subscriptions to the listserv are called list members. If any list member sends an E-mail note to the listserv, every list member receives a copy.)
When you have a question. If you have a question about the Learning Management data, please send E-mail to the listserv -- and if you have the answer to a list member's question, please E-mail your reply to the listserv so all the list members can benefit from the discussion.
The listserv is also the place to send E-mail if you notice that some documentation needs updating. For documentation published on the Web, please specify the URL for the documentation that needs to be updated. For BusinessObjects documentation (help for Objects), please specify the Universe, Class, and Object.
Notification about general and special meetings. From time to time, notes are sent to the listserv to invite list members to general meetings to discuss the Learning Management data in the Warehouse, or to special interest group meetings to discuss specific issues.