Set Up a Transition Plan

The Transitions module must be active in your Academy before you can use it.

Navigation: UKG Learning > Academy Workspace > Settings > Training

1. Expand the Transitions section and turn the toggle On.
2. Enter the number of days an individual should be considered a new academy member. This is limited to a maximum of 180 days.
3. Select Save when finished. 

Transition profiles define each transition process and allow you to start and stop the process as needed. You can build a new profile or edit an existing one on the Transitions Profiles page. 

Navigation: UKG Learning > Team Workspace > Self-Paced Training > Transitions

1. To create a new Transitions Profile, select Create.
2. Enter a Name at the Profile Name field.

3. Use the drop-down menu to select an event to associate with this Transition. Any date-related custom fields added to your user profiles appear in this list.
   Note:
    

   •  
     • If a profile is set up based on a Hiring Date or other custom date-related field, learners who fit this criteria will get the profile assigned on their academy join date. 
        
     • If a Custom Field date (for example, "Hiring Date") associated with a user is set to a future date relative to when the user was added to the Academy and the user meets the Transition criteria, the transition process will begin based on the user's creation date in the Academy—not the future date set in the Custom Field.
     • If the profile is based on a custom field, it will assign users retroactively as long as they're considered new hires in the Academy (earlier settings mentioned).
     • If the profile is based on a Job Change, the profile will be assigned on the date the job change happens, but not retroactively; the transition profile needs to be live when the change happens.

   
   

4. Select the appropriate Jobs, Units, and Above Units, based on your organizational structure.
5. Select whether this profile will contain an activity-based flow, time-based flow, or a combination of both. For time-based flows, determine the total length of the entire process.
6. Select Save when finished.

Once the new profile is created it will appear in the Profile list. New profiles are inactive by default.

• On/Off toggle — Activate or deactivate the profile
• Open arrow icon — Begin creating the training plan
• Edit icon — Edit the profile’s parameters
• Delete icon — Delete the profile

Select the Open icon to expand the profile and set up the transition process.

There are two different flows in which you can arrange the training: the time-based flow and the activity-based flow. You can set up your process to use either flow or both flows simultaneously. 

Create Transition Templates

A time-based transition process has consecutive tasks following each other based on a timetable within the overall determined profile duration. 

1. After creating the profile, select the Open arrow to start planning the training. The timetable you see will depend on the time units set and the duration you entered while creating the profile.
2. Select the + symbol under each day's number to select the training that will be set for this day.
3. Selecting Add Course. Two options are displayed: to Assign the course or Invite to Enroll.
   1. Selecting Assign allows you to set when in the timeline the learner has to complete the course. 
      
   2. Select the course below.
   3. Save after selecting the course. A new line will be created under the Days/Weeks plan with the new course and its duration.
   4. Selecting Invite to Enroll allows you to select when on the timeline the learner will be invited to enroll in the course. Select the course below.
   5. Save after selecting the course. A new line will be created under the Days/Weeks plan with the new course, appearing under the day/week that the invitation will be sent.
4. In both cases, modify the course by selecting the edit icon.
5. The process is the same when adding Learning Paths.
   
   Note:
   Invite Learners activities will not be included in the total stats calculation in the Transitions Dashboard or in My Dashboard (Transitions tab). For Invite Learners activities, stats are not displayed per activity.
    
6. (optional) Select the Add Message to set a message that will be delivered via email to the employee at that point in the timeline. You can set the day (or week) that the message will be sent, the body of the message, and who will be the sender of the email. You can also define a different message that will be sent to the users that have a specific preferred language. Once a language is selected from the drop-down, only users having the selected language as preferred will receive the specific announcement. If All Languages is selected the announcement will be sent to all users, including the users that have no preferred language.
   The Sender drop-down list is populated with the role of the Admin as well as the roles of the Managers that:
   • are directly associated with the users included in the transition profile and
   • have the Send Announcement permission

Once the Training plan for the transition profile has been designed, the admin can activate the profile. All current employees that need to be assigned to the training will be included in the profile.

You can also combine the time-based flow with the activity-based flow. 

An activity-based transition process has consecutive tasks following each other based on the completion of subsequent tasks within the overall determined profile duration.  The training is set up in levels: once the user completes the training in the previous level, they are automatically assigned the training of the next level.

1. Navigate t the profile that you want to set up and select the Open icon.
2. Select the Add icon to add a first-level activity.
3. Add a second-level activity by clicking the Add icon next to the first-level activity. Follow this pattern to add multiple levels of activities to your plan. You can have multiple sequences, starting from different activities.
   All first-level activities will be assigned to the user once they join the Transitions plan. From then on, each subsequent activity will be assigned based on its respective completion. 
   
   You can add three types of activities: Course, Learning Path, and Message.
4. Select Add Course. Two options are displayed: to Assign the course or Invite to Enroll.
   1. Select Assign to set when in the timeline the learner has to complete the course. 
   2. Select Invite to Enroll to select when on the timeline the learner will be invited to enroll in the course.
   3. Select the course.
   4. Save after selecting the course.
   5. The process is the same for Learning Paths.
      Note:
      Invite to Enroll activities will not be included in the total statistics calculation in the Transitions Dashboard or in My Dashboard (Transitions tab). For Invite to Enroll activities, stats will not be displayed per activity.
       
   6. (optional) Select Add Message to set a message that will be delivered via email to the employee at that point in the timeline. You can set the day (or week) that the message will be sent, the body of the message, and who will be the sender of the email. You can also define a different message that will be sent to the users that have a specific preferred language. Once a language is selected from the drop-down, only users having the selected language as preferred will receive the specific announcement. If All Languages is selected the announcement will be sent to all users, including the users that have no preferred language.
      The Sender drop-down list is populated with the role of the Administrator as well as the roles of the Managers that:
      • are directly associated with the users included in the transition profile and 
      • have the Send Announcement permission enabled

Messages count as an automatic completion; as soon as it is sent the activity is complete and will trigger the next one.

Transitions Rules

Navigation: UKG Learning > Team Workspace > Training Rules > Transitions

Within Transitions you can filter profiles by status, last activated date, and profile owner.

For each rule, you are able to edit, delete, assume transitions profile, and view its history.

Note:
Managers who have been granted the Create Transitions Profiles permission have access to this dashboard, where they can view the profiles they have created.