The Workday Learning (WDL) data collection is the subset of the University Data Warehouse that stores data from Workday Learning, the University’s current administrative Learning Management System, or LMS (as opposed to the academic LMS). WDL connects University faculty, staff, postdocs, student workers, and others with required job training and other learning opportunities directly from Workday.
The University began using WDL on March 6, 2023. Before that, the University and the University of Pennsylvania Health System (UPHS) used Knowledge Link, which is still the current administrative LMS for UPHS.
The WDL and Knowledge Link LMS data collections include all of the learning history records that are stored in their respective source systems. Knowledge Link stores learning history records for internal training (delivered in Knowledge Link) and external training (delivered independently of Knowledge Link). WDL includes copies of the Knowledge Link learning history records for internal training that was completed by WDL users between October 1, 2012 and March 3, 2023. (The University did not use an administrative LMS on March 4 and 5, 2023.) Learning history records for training that was completed by WDL users before October 1, 2012 is available in Knowledge Link only. All learning history records for external training are available in Knowledge Link only.
Some learners are Dual LMS users—because they are UPHS employees that are also affiliated with the University, they use both Knowledge Link and WDL. WDL 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 WDL. However, the WDL 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 WDL 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 tables in the Workday Learning (WDL) data collection are in the DWLMS schema. They are listed below in alphabetical order. Select Table to obtain the explanation, 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).
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Related General Ledger data included in the Workday Learning BusinessObjects universe:
| ORG_CODES Table Elements |
Related Human Capital Management (HCM) data included in the Workday Learning BusinessObjects universe:
| HCM_JOB_FAMILY Table Elements |
HCM_SUPERVISORY_ORG Table Elements |
| HCM_PERSON_V Table Elements |
LKUP_HCM_ACAD_RANK_MAP |
For reference purposes, the Workday Learning.unx BusinessObjects universe includes a copy of the Knowledge Link LMS universe. (Dual LMS users have data in Workday Learning and in Knowledge Link.)
The Workday Learning (WDL) data collection is refreshed every night in the Data Warehouse. The jobs that load the data start at about 3:00 a.m. and finish at about 6:30 a.m., depending on the progress of the job that loads the LM_ITEM table (which is one of the sources of data for the WDL_KL_1_TO_1_INSTRUCTION_MAP table and the WDL_AND_KL_CURR_LEARN_STATUS_V view). The data in the WDL collection reflects what was in WDL as of the previous day at approximately 10:00 p.m.
Note: the WDL 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 WDL data collection comes from Workday Learning, the administrative LMS used by the University since March 6, 2023, running on the Workday platform. The Workday Learning.unx BusinessObjects universe facilitates access to the WDL data collection, as well as to related tables with data on University orgs. (from the BEN Financials General Ledger system, in the General Ledger data collection), and on University workers and academic affiliates (from Workday, in the Human Capital Management (HCM) data collection). For reference purposes, the Workday Learning.unx BusinessObjects universe also includes a copy of the Knowledge Link LMS universe. (Dual LMS users have data in Workday Learning and in Knowledge Link.)
Time Span Covered
Workday Learning has been in use since March 6, 2023. It includes copies of the Knowledge Link learning history records for internal training (delivered in Knowledge Link) completed by WDL users (Learners) between October 1, 2012 and March 3, 2023. (The University did not use an administrative LMS on March 4 and 5, 2023.) Learning history for training that was completed by Learners before October 1, 2012 is available in Knowledge Link only. Learning history for external training (delivered independently of Knowledge Link) completed by Learners before March 6, 2023 is also available in Knowledge Link only.
WDL creates a learning enrollment (learning history) record each time that Learner enrolls (or is enrolled) in a Course or Program. If, for example, if Jane Doe completed Respiratory Protection Training- EHRS twice and is enrolled for retraining in two weeks, she has three learning history records for it. A Course is the smallest unit whose assignment and completion can be tracked in WDL. A Package is a group of Courses whose assignment and completion can be tracked in WDL. When a Learner enrolls in a Program, a learning history record is created for the Program; learning history records for its component Courses are created as the Courses are completed.
WDL stores only the latest information about everything else. For example, if John Smith originally was assigned Shop Safety - EHRS as a required Course, but never started 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 source of a Course is changed from Wharton School to Information Systems and Computing, there is no way to tell that it was ever Wharton School.
[coming soon]
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 collections 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 (including tables sourced from both Workday Learning and Knowledge Link) 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 Research Integrity Office.
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 Research Integrity Office.
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 BusinessObjects Corporate Documents, to give you standardized perspectives on Warehouse data. Before creating your own BusinessObjects 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 on the Schedule tab of this page. 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 email listserv called LEARNINGMGT-WH@LISTS.UPENN.EDU. (Those with subscriptions to the listserv are called list members. If any list member sends an email 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 email to the listserv -- and if you have the answer to a list member's question, please email your reply to the listserv so all the list members can benefit from the discussion.
The listserv is also the place to send email 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.