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Time Saving Tips for Managing your SAP SuccessFactors LMS Admins

Fotolia_104668372_XS.jpgAdministering the SAP SuccessFactors Learning Management System (LMS) to ensure that your users are receiving the right training at the right time can already be a major commitment of your time as a system administrator. In addition, having to manage your other admins and their levels of access can be another full time job. The typical LMS contains three categories of administrators. Broadly speaking, they are:

  • High level system admins who have access to all functions, across all domains
  • Mid-level admins whose responsibilities involve creating learning programs (Items, Curricula, Programs and Content) within one or more domains
  • Lower-level admins who run reports or record attendance/learning events for Scheduled Offerings

A lot of the work of a system admin can involve verifying if the lower-level admins are still with the company (admin accounts do not deactivate when their related User ID is deactivated), or still require that level of access. In addition, system admins must determine if there are any domain restrictions that must be created or applied to the lower-level admins.

Typically, there are two groups that require admin access with limited functional capacity.

1. People who Need Reports

Before you provide limited admin access to everyone who needs reports, consider the types of reports they require. Are they a manager (HR manager or people manager) or a department head? Can they obtain the needed data from the reports that are already available to them as a system user, such as an Item Status report? Or do they have more complex reporting requirements, such as needing a Compliance Summary report, which is only found in the Admin User Interface (UI)?

You might want to consider creating a team of “reporting only” admins whose main task is to help identify, set up, and deliver the reports needed by the population of requestors. The reporting admin can run reports on-demand based on ad hoc criteria or create recurring reports to be delivered via email to the requestor.

2. Instructors/Facilitators of Offerings

In previous product releases, instructors needed limited admin access to record attendance and completions for their instructor-led offerings.

However, in the 1508 release, SAP SuccessFactors introduced functionality that removed the need for instructors to be admins. Now, they are able to record attendance and completions for their offerings from the user side of the LMS, through a new tab called "My Classes.”

Assuming that you have been adding Instructors to the LMS as a schedulable resource for your Scheduled Offerings, and you have been associating those Instructor Records to their User ID, it's just a simple matter of updating the Instructor role assigned to those Instructor Records with the new instructor workflows. Once that role has been updated, those users who have a linked Instructor ID will now be able to see and use the new “My Classes” tab.


By creating a group of Reporting Admins who can provide admin facing reports to directors and stakeholders on an “as needed” or scheduled basis, and leveraging the new “My Classes” function, you will be able to reduce the number of administrators that need to be managed in your SAP SuccessFactors LMS.

To learn more about another useful feature in the SAP SuccessFactors LMS, watch our: Understanding the SAP SuccessFactors Learning Program Feature and Using it to Your Best Advantage

For more information or to talk to one of our experts, Contact Us


Michael Loughran

Michael Loughran is a Senior Consultant, Learning Management Services at 3D Results. He has over 15 years of experience working with clients. Michael works directly with clients on the deployment of their Learning Management System (LMS).

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