Enterprise Learning Management System Benefits and Implementation Activities

Learning Management System (LMS) Final Agency Alignment Meeting December 17, 2019 1

Agenda Benefits of an Enterprise LMS System Key Activities Agency Administrators Agency Trainers SAP JAM Administrator Activities During Admin Only Period Statewide Training What s Left? 2

Benefits of an Enterprise LMS 1. One standardized platform administrators, trainers, and learners will not have to be retrained if they change agencies. 2. Employee training history stays with employee throughout the employee s career in state government. LMS is integrated into other SuccessFactors talent management modules (e.g., performance management and onboarding modules). System is configurable-only, which makes it much easier to maintain from a testing / updating perspective, reducing overall risk. System is highly ranked in the industry and the software version will stay current. Agencies no longer have to spend resources maintaining a contract with a vendor or making system changes. No cost to the agency. Agencies currently expending funds to license and maintain an LMS may be able to re-purpose those funds. 3. 5. 6. 7. 8. 3

Key Activities 11/14/13 - Agency focus group held to determine Learning Management System (LMS) requirements 11/18/15 - People First Next Generation Contract signed (included LMS requirements) 06/21/18 - Trainers Roundtable meeting held 06/25/18 - 07/31/18 Articulate Storyline 3 licenses distributed 09/10/18 - 01/11/19 DMS attended 10 agency LMS demos 01/11/19 - Agencies surveyed to answer final LMS design questions 04/02/19 - First alignment meeting with agency administrators 4

Key Activities (continued) 12/14/18 - 07/19/19 System configuration 07/09/19 - Second alignment meeting with agency administrators 07/22/19 - 10/04/19 DMS (People First team) testing 08/05/19 - 08/30/19 Agency User-Acceptance Testing 09/27/19 - Third alignment meeting with agency administrators 10/01/19 - 10/18/19 DMS-led classroom training for Agency Administrators 10/14/19 - Initial agency Go-live Readiness Checklist due to DMS 5

Key Activities (continued) 10/21/19 - Phase I deployment (Agency Administrators only) 10/28/19 11/18/19 - DMS-led Help Sessions for Agency Administrators 12/13/19 - Final agency Go-live Readiness Checklist due to DMS 12/17/19 - Final alignment meeting with agency administrators 10/21/19 01/10/20 - Agency-led communication and training 01/06/20 01/10/20 - Agency Trainer Access Granted 01/13/20 - Phase II deployment for ALL employees 01/13/20 01/26/20 - External Learners Added 01/13/20 01/31/20 - DMS/NGA hyper care support 6

Agency Administrator - FAQs What access level will agency administrators have? Access to upload content, create courses, curricula and programs, and administer the agency s Domain. Administrators will also have Trainer access. Who should have this role? This role should be limited to individuals in the agency who are responsible for administering training across the agency (not necessarily teaching, but creating the items and controlling content). Is there a limit to how many administrators an agency can have? No. However, agencies should limit the number of agency administrators or there will be confusion on who changed information, courses, assignment profiles, etc. Can the agency administrator access be limited to an individual business unit? No. Individuals with an agency administrator role will have full access to your agency s entire domain. How is agency administrator and agency trainer access provided and removed? Agency must complete and submit the People First Learning Management Authorization Form to the DMS People First Team (PeopleFirstTalentManagement@DMS.MyFlorida.com). 7

Agency Trainer Role Trainer role has the ability to create a scheduled offering (same process as covered above) and to administer the scheduled offering when assigned as the trainer for the scheduled offering. This includes all the tools that apply to a scheduled offering. Trainer role does NOT have the ability to create a course (Item). This access is restricted to the agency administrator role. Trainer role does NOT have the ability to create a catalog or assignment profile. This access is restricted to the agency admin role. Trainers will be given access in January. 8

Agency Admin & Trainer Access As your need for administrators and trainers change, access must be assigned and removed manually. All access as either an administrator or a trainer is 100% manually assigned and removed. When either a new administrator or trainer is identified, or an existing administrator or trainer should no longer have access (i.e., leaving that role or leaving the agency), you will be required to notify DMS so the access can be added or removed. Send a request to create or remove access as follows:. Complete the Admin/Training Role Authorization Form (available at https://www.dms.myflorida.com/workforce_operations/people_first/for_state_ hr_practitioners/learning_management) Submit the completed form to: PeopleFirstTalentManagement@DMS.MyFlorida.com. Email Title: Request to [Add or Remove] [Agency Administrator or Trainer] Access Email Body Include the completed authorization form. Once DMS completes your request we will notify you the request has been completed. 9

SAP JAM SAP JAM is a social collaboration tool available ONLY to agency administrators. SAP JAM allows agency administrators to communicate with other agency administrators across state agencies to discuss challenges, ask questions of each other, discuss ideas for new training, etc. In general, allows the agency administrators to collaborate with each other! SAP JAM also has the ability to allow agency administrators to share content with each other. 10

Administrator Activities During Admin Only Go-Live Period The Admin Only Go-Live Period began October 21, 2019 and runs through January 12, 2020. Learners and trainers do NOT have access during the Admin Only Go-Live Period. Only agency administrators have access during the Admin Only Go-Live Period. The Admin Only Go-Live Period is being provided to allow agency administrators time to prepare your agency s training site so learners have training to take once they have access on January 13, 2020. 11

Administrator Activities During Admin Only Go-Live Period (continued) The following are some of the activities that agency administrators should be completing during this administrator only period: Determine your ID Naming Conventions (make sure to include your agency acronym at the start of every ID). Determine the need for additional agency catalogs. Determine the need for additional assignment profiles. Create the additional assignment profiles and catalogs, and associate the assignment profiles to the appropriate catalog. Update the default learning certificate to have your agency logo (otherwise will display the default People First logo). 12

Administrator Activities During Admin Only Go-Live Period (concluded) Determine cases where unique certificates will be used (if applicable). Create unique certificates (if applicable). Determine curricula and program needs and document what courses (items) will be included. Load online content and related documents. Create courses (items). Create curricula and programs. Create scheduled offerings (make sure all scheduled offerings occur on or after January 13, 2020). 13

Statewide Training There are multiple types of statewide training that will be included in the People First LMS. These include: Contracts and Purchasing; Accounting and Financial Reporting; Contract and Grant Management; People First Training Videos; and Insurance Benefits Training Videos. Over time additional statewide trainings will likely be included (STMS, etc.). All employees will have access to view, register for and take these trainings. 14

Whats Left? Identify external learners, complete the mass loads and provide to DMS. Finalize and publish Trainer User-Guide. Finalize and publish Manager Video. Prepare your domain for your employees to start taking training. Communicate with your employees. Learner Go-Live January 13, 2020! Finalize and publish External Learner Video. Load external learners into the People First LMS (01/13/20 01/26/20). 15

Questions 16

Thank You! Talent Management Inbox PeopleFirstTalentManagement@DMS.MyFlorida.com Jimmy Cox People First Director Jimmy.Cox@DMS.MyFlorida.com Steve Eaton People First Project Administrator Stephen.Eaton@DMS.MyFlorida.com Nicole Cain People First HR, Payroll, Benefits & Talent Manager Nicole.Cain@DMS.MyFlorida.com Briana Mandakunis People First HR & Talent Management Lead Briana.Mandakunis@DMS.MyFlorida.com 17