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Learning Management System (LMS) Third Alignment Meeting
September 27, 2019
Agenda
• Benefits of an Enterprise LMS System
• Summary of Key Functionality
• Key Activities
• Demo
• Go-Live Readiness Checklist
• Agency Administrators
• Agency Trainers
• SAP JAM
• LinkedIn Learning
• Historical Learning Data
• Administrator Activities During Admin Only Period
• Phase II – Career Development Plan
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.
3. LMS is integrated into other SuccessFactors talent management modules (e.g., performance management and onboarding modules).
5. System is configurable-only, which makes it much easier to maintain from a testing / updating perspective, reducing overall risk.
6. System is highly ranked in the industry and the software version will stay current.
7. Agencies no longer have to spend resources maintaining a contract with a vendor or making system changes.
8. No cost to the agency. Agencies currently expending funds to license and maintain an LMS may be able to re-purpose those funds.
Summary of Key Functionality
• Roles – System Administrator (DMS), Statewide Trainer (DMS and DFS), Agency (Domain) Administrators, Agency Trainer, HR View, Manager, Learner.
• Single Sign-on via People First – no separate login for employees.
• Email Capability – Automated and pushed; e.g., enrollment, reminders, cancellations, course updates.
• Option to require approvals for an employee to take a course.
• All online courses should be SCORM or AICC compliant for best results.
• TBD - Offline Player Capabilities for completing training while not on internet connection.
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
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
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
• 01/13/20 - Phase II deployment for ALL employees
• 01/13/20 - 01/31/20 – DMS/NGA hyper care support
Agency Go-Live Readiness Checklist –Phase I – Due October 14, 2019
Agency Go-Live Readiness Checklist –Phase II – Due December 13, 2019
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 the Admin/Training Role Authorization Form and submit to the
DMS People First Team (details will be provided during training).
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Agency Administrators – What’s Coming!• Agency Administrator Training
• Registration is Open!!!
• Who should attend – ONLY the individuals who will be responsible for completing agency administrator activities for your agency.
• Agency Administrator Go-Live• Go-Live for Agency Administrators is October 21, 2019.
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.
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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 not 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: [email protected], [email protected] and [email protected].
• 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.
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LinkedIn Learning - Discussion
• LinkedIn Learning (Lynda.com)• 16 agencies currently have a license (most are for small
groups of users).
• If you want your agency LinkedIn license(s) integrated into the LMS (single sign-on integration), provide your agency contact as part of the People First survey (due today).
SAP JAM
• SAP JAM is a social collaboration tool available ONLY to agency administrators.
• SAP JAM allows agency administrators to communicate with other administrators in their agency and 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.
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Historical Learning Data• Training history that is included in the People First
Training Transcript will be automatically loaded into the new LMS.
• Agencies will receive a template for historical training data, to captured training history that is not currently in People First.
• Information needed from passed training items:• People First Login ID• Course Code• Course Name• Completion Date
• Template will be sent to the agencies in the near future.
Administrator Activities During Admin Only Go-Live Period• The Admin Only Go-Live Period is October 21, 2019
through January 12, 2020.
• Agency administrators and trainers will have access during the Admin Only Go-Live Period.
• Learners will NOT have access during the Admin Only Go-Live Period.
• The Admin Only Go-Live Period is intended to provide agency administrators time to prepare your agency’s training site so learners have training to take once they have access on January 13, 2020.
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Administrator Activities During Admin Only Go-Live Period (continued)
• The following are some of the activities that agency administrators should complete 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 catalog.• Update the default learning certificate to have your
agency logo (otherwise will display the default People First logo).
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).
Phase II – Career Development Planning• Career Development Planning (CDP) will be implemented in
June 2020, along with the 2020 – 2021 Performance Evaluation cycle.
• Bridges performance management and learning, allowing employees and managers to focus on both current performance and the long-term outlook for the employee.
• Can be used to develop a plan for the employee’s current role, as well as for the roles the employee wants to obtain.
• Permits employees, managers and agency administrators to set goals for employees.
• Tracking of goals• Review and update status• Link classes and resources to the goal
Questions
Thank You!
Jimmy Cox
People First Director
Steve Eaton
People First Project Administrator
Nicole Cain
People First Talent Management and HR Supervisor
Briana Mandakunis
People First Talent Management & HR Lead
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