1. Alchemy Systems Help Center
2. Alchemy Manager
3. Activities

Logistics for Editing Learning Plans

Desired Outcome

Considerations

Quick, accurate reports

S.M.A.R.T.* goals and a well-managed User Listing make for clear Learning Plans and quick, accurate reporting.

*Specific, Measurable, Attainable, Relevant and Time-Bound

Retire a Learning Plan

Learning Plans are never deleted and cannot be brought out of retirement for additional editing.  They can, however, be copied and edited as a new Learning Plan.

Remove a Learning Plan and any associated reporting

First unsubscribe all Users, THEN retire the Learning Plan.

The Learning Plan will still show up in lists and reports with the Show Retired option enabled, but no results will be reported… unless someone has completed the Learning Plan (Rule #1).

Edit a Learning Plan name

The name change will be reflected throughout all reporting, past and present.

Add or remove Users from a Learning Plan with a Manual Subscription

This can be done in the Subscription tab, and will not cause any Learning Plans to retire. 

Add or remove Users from a Learning Plan with an Automatic Subscription

Automatic Subscriptions are managed by Group or Worksite association, so to change the Learning Plan subscription, you must change the individual’s association to the subscribed Group or Worksite.

Any User who has completed a Learning Plan will retain that completion, regardless of Group association (Rule #1).

Make minor edits to a Company Specific Course that is on a Learning Plan

Best Practice: Make editorial changes to the file and upload the corrected file to the Course.

No adjustments need to be made on the Learning Plan, but keep in mind that Users who took and passed the original Course will retain that credit on the Learning Plan (Rule #1).

Make major edits / regulation changes to a Company Specific activity that is on a Learning Plan

Best Practice: Archive the original Course and create a new Course with the updated content.  Edit or rebuild the Learning Plan based on whether or not any of your Users completed the original plan.

Where possible, avoid major activity changes midway through a Learning Plan.

Add an equivalent / translated version of a Company Specific Course that is on a Learning Plan

Best Practice: Create the additional Courses as necessary and use the Parent / Child feature to link the translations to the original Course. 

The Learning Plan will not need to be edited, and credit will be given on the Learning Plan for whichever child of the Course was taken.

Desired Outcome

Considerations

Make activity selection changes to a Fixed Date Learning Plan

These changes are generally straightforward.  If another activity is added prior to the due date of the Learning Plan, all users – including those who completed the original plan – will be required to complete the added activity.

Make date-time changes to a Fixed Date Learning Plan

Make sure that the date-time edits do not exclude training that occurred in the original time frame.

Add the Repeating function to a Fixed Date Learning Plan

This edit can be made within the Learning Plan but cannot be undone.

Stop the repeating cycle of a Repeating Fixed Date Learning Plan

You cannot stop the repeating cycle; however, you can retire (and copy, if necessary) the Learning Plan.

Make additional subscription changes on any Fixed Date Learning Plan

Subscription changes (example: switching from Manual to Automatic, or vice-versa) can be made within the subscription tabs. 

Subscription changes will not affect any user that has completed the Learning Plan.

Desired Outcome

Considerations

Update the required activities for a Relative Date Learning Plan

The initial Learning Plan is retired behind the scenes, and a new, edited Learning Plan is created with the remaining users who did not complete the original Learning Plan (Rule #3).

Users who completed the original Learning Plan will retain their completion and will NOT be associated to the new Learning Plan (Rule # 1).

Both the retired and the active Learning Plans will be available for reporting.

Make completion window changes to a Relative Date Learning Plan

All of the above; the start date remains the same as the original Learning Plan.

Edit an individual’s due date on any Relative Date Learning Plan

If you are not extending the completion window, then you will need to edit the start date for the individual in the Learning Plans tab of their user profile.

Make sure that the new start date does not exclude training that occurred in the original time frame!

If you need to make this change for a number of users, consider retiring this Learning Plan and starting over with a Fixed Date Learning Plan (Rule # 2).

Make activity or completion window changes to a Repeating Relative Date Learning Plan

You must retire and copy the Learning Plan to make this adjustment (Rule #2).  Don’t forget to re-subscribe your users!

Make a Relative Date Learning Plan into a Repeating Learning Plan

This option is not available. You will need to start with a new Repeating Relative Date Learning Plan.

Stop the repeating cycle of a Repeating Relative Date Learning Plan

You cannot stop the repeating cycle; however, you can retire the Repeating Learning Plan and start over with a new Relative Date Learning Plan.

Make subscription changes on any Relative Date Learning Plan

Unsubscribing and re-subscribing the same users on a Relative Date Learning Plan will restart the completion window.  Any courses taken prior to the new start date will not be credited on the plan.

Users who have completed the Learning Plan will not be affected by these changes and will retain their completion (Rule #1).