LEARNING TRANSFORMATION USING SAP SUCCESSFACTOR LEARNING MANAGEMENT SYSTEM IN PANDEMIC ERA

The COVID-19 pandemic situation has changed everything, including the way of learning for employees. Prior to the pandemic, learning for employees was carried out conventionally face-to-face in class. However, after a pandemic occurs, learning cannot be done in the same way so that other ways need to be done to maintain the continuity of learning. One way is to use the SAP Successfactor (SF) platform which has a Learning Management System (LMS) module. PT Semen Indonesia (Persero) Tbk. (SIG) uses the SF-LMS that provides a space for employees to do online learning. SIG captures the business needs first and then design the LMS module. Employees can enter the SF-LMS and access the learning materials that have been provided. Learning materials can be provided in various forms, including documents, video learning, and audio learning so that employees get many variations of quality learning models according to what they like. This supports pillar number four, namely quality education in the Sustainable Development Goals (SDGs). The successful implementation of the SF-LMS must be accompanied by evaluations from the system and employees perspective so that continuous improvements can be made. And finally, the learning objectives can be achieved.


Introduction
Learning is a way for companies to improve the competencies and capabilities of their employees so that they are able to complete tasks and achieve company's goals (Werdhiastutie et al., 2020). The learning process is carried out by presenting instructors and participants in one class so that knowledge transfer and discussion occurs between instructors and participants to achieve learning objectives. However, during the COVID-19 pandemic, one way to break the chain of transmission of the virus is learning by not interacting directly. This of course creates problems for all sectors, including in the world of training for employees at the company. One of the training methods that can still be applied in the midst of the Covid-19 pandemic, namely the electronic learning method with Elearning (Ayu, 2020). The system or method which is generally carried out face-to-face, is transformed into an online/virtual system method. This system or method is closely related to the platform or application of information technology, that the internet as the medium (Pencarelli, 2020). Utilization of information technology in supporting the training process which is very important for the advancement and improvement of the capabilities of its employees as desired by PT Semen Indonesia (Persero) Tbk. (SIG) One of the used online learning platforms is the SAP Success Factor Learning Management System (SF-LMS). SF-LMS can facilitate online learning, where instructors and participants do not interact directly.
The transformation in the way of learning at SIG which was originally conventional to online using SF-LMS was carried out to respond to the pandemic situation (van der Nat, 2022) and also because of the need for process development and improvement of the SF process that was already running. The developments and improvements that need to be made are as follows:

Method
The writing of this paper is based on a study at SIG and I was one of the transformation and implementation teams of learning using SF-LMS. This paper is structured based on what I have done with the team, by going through the following steps: 1. Discuss with the learning manager, 2. Collecting data related to employee learning (learning history), 3. Studying existing learning methods, 4. Design and implement learning using SF-LMS, 5. Raised some operational issues, 6. Provide recommendations on the operation system. The results of all the steps above are written in this paper.

Result and Discussion
Before designing the learning system in the SF-LMS, it is necessary to first know the business needs so that they become the basis for implementing the LMS module. Business needs at SIG on learning is based on:  Because of several SF modules already exist, it is necessary to design the linkages between the processes for employee development needs and the processes between modules in the SF system. The relationship between the SF modules is shown as follows: 1. Data from the Employee Central Module required include: work units for placement, jobs, job families to show job groupings that will be related to job requirements.

Employee Central Data -Employee
Information, Background info, Job Info must be complete. Complete data means that employees have master data according to Peopledevelopment needs. 3. The process of evaluating performance and behavioral competencies for employees' work will be assessed and recorded in the Performance Management & Goal Management (PMGM) module. 4. PMGM results will form an individual plan (IDP) which will be further processed in the LMS (Learning Management System) and SMCDP (Succession Management and Career development) modules. 5. Each position will be defined with a job builder process which will be related to the following processes: a. Grouping positions into jobs b. Grouping job profiles 6. The results of the competency assessment or external assessment will be saved from the process. These results will be used for the talent management process. 7. Gap analysis results will produce individual development plans in the form of IDP and based on gap analysis of competence. 8. The results of the Gap analysis planning will be input for Learning solutions for training planning. 9. The results of the IDP planning are input for SMCDP Succession Management and Career Development.

Figure 2. Implications of the SF System for Corporate Learning
A learning starts from learning diagnoses that are distinguished in the SF system is described in 3 parts: 1. Assignment Type. Assignment type is a critical level of learning that must be met. Assignment type will be used to give priority to training that must be met if employees are enrolled in several courses simultaneously. Table 1 will describe the assignment type. Subject areas are grouping items to make it easier to manage existing items. Subject areas can be based on the type of training, the type of competence to look for the types of training that are available to meet the types of training.

Table 2. Subject Areas
CAKRAWALA -Repositori IMWI | Volume 6, Nomor 3, Mei-Juni 2023 p-ISSN: 2620-8490; e-ISSN: 2620-8814 Additional column that need to be added based on the needs of the learning are not included in the standard LMS SuccessFactors . The list of custom Columns that contains the SF-LMS SIG:

Table 3. Custom Column
After knowing the results of the learning diagnosis and understanding the basic features of the SF-LMS, it is necessary to make a learning process flow from registration to learning recording. Figure 4 will explain the flow of the registration process and participant learning in SF-LMS.

Figure 4. Registration and Learning Process
The explanation of that figure as follows: • Learning Administrator will register the training or learning that has been submitted to the SAP SuccessFactors LMS system and catalog.
• Lessons and catalogs that have been grouped will be assigned to make a survey form for training or learning that will be carried out as a learning process by the admin coordinator. • Training or learning that has been created in the system will be maintained by the admin coordinator for the scheduled offering consisting of location, building, room, instructor, hours, date, facilities, materials and training invitations. • Training or learning that already has a scheduled offering, then the learning coordinator will register participants for the training or learning. • Employees can access the LMS system by searching for learning or training followed by sending a request for learning or training to their respective superiors via email. • Learning request notification will appear on superior system to be approved or didenied by giving notification back to employee via email. • If the learning is denied, it will receive a denied reason for the learning if it is approved the employee will be registered in the absence of learning which will be followed according to the schedule. • Notification of learning that has been approved is also received by the instructor as a participant in training or learning • Training or learning that is attended by employees is required to fill out a survey on the training or learning carried out so that the training or learning process is complete to be delivered to the instructor so that the admin coordinator can record the training or learning as well as the attendance of participants in attendance. And before the SF-LMS can be used, the required supporting data (master data) needs to be created first. This mandatory data by the SAP system is grouped into the category of Learning Management.

Item
Items are LMS components that describe the type or title of the existing learning. Items can be in the form of training classes or training titles from E-learning or blended training. Items will be related to other components such as: 1. Instructor 2. Training Activities 3. Other items Items represent all learning activities such as: training, online courses, certification or non-training. When an item is assigned to an employee or user (selfregistration) the item already contains the proposed learning plan, when the item is completed / status complete it will automatically enter the learning history of each employee.

Item Classification
Items Classification will describe the items that are registered according to the training method that is run. There are 4 methods of Item Classification:

Item Type
The type of item associated with the completion status of the existing training. The item type will be related to the type of learning carried out by the participant so that it shows the item in the existing learning status. The item types in the SIG's SF-LMS look like the following table:

Item ID
Item ID is the process of assigning numeric codes to items for the migration process or manual processing of items.
Naming Item ID to be used: CompetencyGroup_JobFamily_SEQ#_Item Type 5. Catalog The catalog is a list of items that have been scheduled for a certain date. The catalog in LMS SuccessFactors is a schedule offering that contains a catalog of items that can be processed by each user according to a predetermined schedule for certain learning/items. Employees cannot change the schedule that has been registered in the item catalog. Catalogs can be created based on certain conditions, such as: Catalogs of certain work units or assignments consisting of many units, for example: Table 5. Catalog In the catalog, there is a function that gives participants the ability to search for preferred/recommended lessons.

Completion Status
Completion status shows the status of the item after completing the lesson. The item status also indicates the item is not completed or does not meet the criteria so that learning is considered a failure in training.

Assignment Type
The Assignment type shows the relevance of the items that must be met, including in the priority or systematic order of the items that must be fulfilled. If the item is in the form of a Curriculum, the assignment type will describe one item that needs to be fulfilled to continue to the next item or can continue the next item without having to complete the previous item.

Custom Column (Custom Fields)
A special column that is used for learning administration to collect or search for specific information on an item. Look at: System Admin > Custom Columns > Items 9. Scheduling / Time Schedule Scheduling defines the schedule of an item/training. When scheduling is activated several conditions will be active such as item registration which can be done independently or registered by superiors by offering the desired training schedule, item notification will be carried out within a certain time or training/item cost calculation.
With this scheduling, admin learning can display information on employees who have registered/enrolled and can record participant attendance by setting the attendance segment.

Figure 6. Scheduling
And then please fill all attributes of Scheduling.

Instructor
Instructor is a unique entity in that it represents a person, but does not have a login account in the LMS but can be associated with an existing User account in the system. Relationships between instructors and users can be created in instructor or user notes. The User Connector will disable the associated Instructor if the User is inactive. This relationship also allows the Instructor User account to receive the requested Approval for Learning Events when eSignatures are enabled. When associated with a Scheduled Offer, instructors receive email notifications and may also receive notifications when a Scheduled Offer roster or segment changes. Instructors can be training vendors or supervisors for online exams that must be registered.

Instruc tor ID
If all the learning data has been set, then the learning participants are assigned, then the learning participants are able to do the learning by: 1. Login to SF  In its implementation, of course there are some operational issues but action must be taken as soon as possible to overcome them so that learning is not interrupted. The following are some of the issues that arose in the early stages of implementation. Learning content cannot be imported object Make sure the material to be imported is named without using spaces and characters (-) 6 There is no time limit feature on the pre/post test The time limit feature is available in desired date After carrying out this transformation project, there are several recommendations for several objects as follows: reopened at any time. This is an added value from the transformation of learning from conventional to online/virtual. Thus, learning is of higher quality and sustainable, in line with the pillar of Sustainable Development Goals number 4, Quality Education.

Suggestion
To ensure a successful implementation of SF-LMS, consider the following suggestions: Develop a comprehensive implementation plan: Create a detailed roadmap outlining each step of the implementation process, including timelines, responsible stakeholders, and key milestones.
Involve key stakeholders: Engage with relevant individuals and departments, such as HR, IT, and training providers, to gather their insights, requirements, and feedback. This collaboration will help ensure a smooth transition and address any potential challenges.
Customize SF-LMS to meet specific needs: Tailor the system to align with the organization's unique requirements. Configure settings, user roles, and permissions to reflect the organizational structure and enable seamless access to relevant training materials.
Ensure user-friendly interface and navigation: Design the SF-LMS interface to be intuitive and user-friendly, with easy navigation and clear instructions. This will enhance the overall user experience and encourage active participation.
Continuously monitor and evaluate the system: Regularly assess the effectiveness and efficiency of the SF-LMS system. Collect feedback from users, analyze data on user engagement and completion rates, and make necessary adjustments to improve the learning experience.
Foster a culture of continuous learning: Encourage a culture of lifelong learning within the organization. Promote the use of SF-LMS beyond mandatory training programs by offering a variety of optional courses and resources to support employees' professional development and personal growth.
By following these suggestions, organizations can effectively implement SF-LMS, fostering a culture of continuous learning, enhancing employee development, and contributing to the achievement of Sustainable Development Goal number 4: Quality Education.