ELM 9.0 Webcast and Calendaring Integration White Paper

Enterprise Learning Management 9.0 Webcast Integration

© Copyright Oracle Corporation 2006. All rights reserved. Page 1 of 27

Enterprise Learning Management – Webcast and Calendaring

August 2006



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Table of Contents 1. Overview................................................................................................................................................. 6 2. Uploading a Vendor Configuration File ................................................................................................. 7 3. Webcast Integration Functionality........................................................................................................ 11 4. Calendaring Functionality..................................................................................................................... 13



1. Overview This paper is intended to give interested parties a basic understanding of how to setup Webcast for integration with external vendors including WebEx, and Oracle Collaboration Suite. Also any vendor that supports calendaring functionality.

This paper is primarily intended for learning administrators, and consultants with a technical background who understand messaging concepts.

The following documentation is broken down into a few sections. Some of them are required to setup the application others have already been done and delivered with the system. Those steps that are already completed and not required are noted as such and only included in this document for information purposes.



2. Uploading a Vendor Configuration File Note: The following steps are necessary to load a new Vendor and activate it. 1. Define the Service Configuration defaults by navigating to the Integration Broker Service

Configuration page using the path: PeopleTools > Integration Broker > Configuration > Service Configuration.

2. Enter a value into the Target Location field and save the page. 3. Load the Gateways by navigating to the Integration Broker Service Configuration page using the

path: PeopleTools > Integration Broker > Configuration > Gateways. 4. You should be brought into the page automatically for the Gateway ID = LOCAL. 5. Click on the ‘Load Gateway Connectors’ button and then save the page.



6. Navigate to the Service Registry following the path: Set Up ELM > System Administration >

Service Registry. 7. Click on the folder name ‘Open Integration Framework’

8. Click on the “Add to service repository” button. In the print screen it’s grayed out because we have already clicked it. It should be clickable in your system.



9. Load the Vendor Zip file:

a. Navigate to Set Up ELM > Integration > Vendor, and click add.

b. Click on the ‘Submit Configuration File’ button, locate your file and upload it. c. You will be brought to the next screen, Change the Status to Active and save the page. Note: If you wish to upload a new Configuration File for the same vendor, navigate to this page for this vendor and select the “Submit File” link shown in the print screen below. It’s in the Vendor Setup Group box in the lower right corner. Do not add a new vendor and upload another file, you will end up with two vendors with different ID’s but the same name. This will not cause any harm in the system but when you select a vendor from the vendor drop down on the session page you will see two vendors with the same name. Also any sessions that you have already linked to the first vendor will still use that configuration not the new configuration.





3. Webcast Integration Functionality Once all the setup is performed in the above steps the following new functionality will be available.

Messages can be sent either real-time or in batch. This is determined by selecting the option “Perform Real Time Transactions” in the Extended setup page for the specific Vendor. Navigate to Setup ELM > Integration > Vendor. Select your Vendor and then select the “Extended Setup” link to get to this option. If you have chosen not to enable Real-Time Transactions then an Administrator is required to process the transactions manually by completing the following steps.

1. Navigate to the Vendor Message Management Page by following the path: Enterprise Learning > Vendor Message Management. You are able to search for messages using the search criteria available.

2. Select each message that you wish to publish and then click on the Publish button. Once the message is complete you will see the Status updated. You will be able to click on the Status link to navigate to the Integration Log in order to drill into more detail about the message. Successful messages are deleted from the log. You will see them as success while you are on the page, however when you leave the page and return at a later time you will only see messages awaiting to be published (pending) or those in the error state.

When it is mentioned below that a message is sent, this is to be read as either in “Real-Time” or “Batch” mode depending on your setup.

For Integration with Oracle Collaboration Suite:

1. When an administrator creates a new Session for an active Activity with a component type of Webcast a message will be sent to the vendor to create the session on the vendor site and return two URL’s, one to be used for this Activity when the Learner launches this session and the other for when the Instructor launches the Activity.

2. When an administrator edits an existing Session for an active Activity with a component type of Webcast a message will be sent to the vendor to update the session on the vendor site and return two URL’s, one to be used for this Activity when the Learner launches this session and the other for when the Instructor launches the Activity.

3. When an administrator deletes an existing Session for an active Activity with a component type of Webcast a message will be sent to the vendor to delete the session on the vendor site.

4. Special circumstances:

a. If the user creates a new session resulting in a message being inserted into the log table then deletes the session before the original create session message has been sent, the application will



simply delete the original create session message from the log table and not insert a delete message.

b. If the user creates a session resulting in a message being inserted into the log table then edits the session before the original create session message has been sent, the application will simply not insert the edit message into the log table. When the original create session message is sent it will send the most recent information and not need to send an edit message.

c. If the user edits a session resulting in a message being inserted into the log table then edits the session again before the original create session message has been sent, the application will simply not insert the second edit message into the log table. When the original create session message is sent it will send the most recent information and not need to send a second edit message.

5. When an Activity is first created it begins with a status of ‘Pending’. No messages are sent for Activities unless they have a status of Active. When you change the status of an Activity from Pending to Active the Create message will be sent. When you change the status of an Activity from Active to Pending or to Inactive the delete/remove messages will be sent.

6. There is a new Host field in the instructor grid for Sessions. You need to select one instructor to be the host for this session. This instructor will be the person sent to the external system to be assigned as the host. If you do not select a Host the list of instructors in the grid is sorted alphanumerically and the first instructor in the list will be defaulted.

7. Oracle Collaboration Suite does not support the Add User message. This means that any instructor you assign to a session must already exist in the Collaboration Suite application.

8. Oracle Collaboration Suite does not support the Enroll and UnEnroll messages. To enroll learners or instructors in the Activity you must do it manually in the Collaboration Suite application.



4. Calendaring Functionality Calendar Batch Process Upon successful enroll of learners to an activity with sessions, the enrollment process (self-enrollment, team-enrollment, mass-enrollment) evaluates whether or not the Auto Mark Calendar is activated, and for each learner with proper calendar vendor setup, the process creates an entry into a batch record (pending status) for the calendaring batch process to pick up and mark the learner’s calendar for that activity session. Similarly, when a learner drops an enrollment from an activity, the enrollment process creates an entry into the calendaring batch file for the batch process to unmark the learner’s calendar. The batch process application engine program LM_CALENDAR can be scheduled through process scheduler to invoke the execution as desired by the system administrator. The administrator may also manually invoke the calendaring batch process through Enterprise Learning ! Process Calendar

When you press the “Search” button, it will fill out the result grid and collapse the search box.



The search for Vendor is based on the PS_HRS_CAL_SRCH_VW that lists only active vendors of transaction group for calendar. Since we expect the list of calendar vendors to be small, it is available from a drop down list.

The Activity Code search option redirects to Lookup Activity Code search page and Learner ID search to Lookup Learner ID search page.



For search criterion that resulted in no matching rows, the standard No Search Results is displayed.

Otherwise the grid should display only the rows that meet the search criteria.



A Message Catalog entry produces the reminder note that the run-control will process all the data in the batch table.



For batch processing message logs:

Below is an example of message log on a successful completion of the calendar batch processing.



The process will send a notification to the Activity Administrator in an event the process failed to mark a learner’s calendar for that activity.



The following example is a notification that was sent to an administrator’s yahoo e-mail account.

Nicole Jarek has the business e-mail address.



The Activity Code IBS TERR MGMT WBT 01 administrator is Nicole Jarek.

If the administrator happens to have multiple activities, he will get one notification and the activities are listed in the list Activity code list as shown above.





Mark an Instructor’s Calendar. The system will mark the instructor’s calendar in real-time, if the instructor has setup his learner preference page with the proper calendar vendor and user-id and password and set to enable to mark his calendar.



However, the process will not mark the instructor’s calendar until the activity status is set to Active.



Since this activity is in Pending status the Update Instructor Calendar button is hidden as well.

Upon saving the new Active status, the system marks the instructor’s calendar.



The activity is active and Update Instructor Calendar button is visible. User can then modify the date or time of the session and by pressing the update button will update the instructor’s calendar entry.





Calendar Update. If the information on a session is modified, i.e. the time for the scheduled session is changed the system creates an entry in the calendar batch file to indicate that the activity session information need to be updated to the calendar of all enrolled learners to that activity.

The batch record entry has one row to represent an update to the activity’s session. The batch process will validate all enrolled learners in that activity and make the update to the learners’ calendars with the new session information.

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ELM 9.0 Webcast and Calendaring Integration White Paper

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