Ceara Napolitano— Aspen Heights Learning & Development Capstone

St. Edward’s University—MAOD 6390-91

CAPSTONE EDITION

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See what’s inside

TABLE OF CONTENTS

The Plan 4

Managing For Results Statement 4

The Product 4

Resources, Communication and Ground Rules 4

About Aspen Heights 4

The Team 5

Phase One Outline 6

Timeline Beginning 6

Phase Two Outline 7

Communication Plan Outline 7

Timeline Conclusion 7

Measurement and Tracking 8

The Work—Phase One 9

HR Compliance Curricula 10

HR Compliance Roll-Out Communication 11

Toolbox Introduction 12

HR Compliance Reminder Communication Sample 13

Measurement and Tracking 17

The Work—Phase Two 18

Think Aspen Before and After 18

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THE PLAN

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The Product —

The final product will be the implementation of Toolbox (Learning Management System) and Think Aspen (Internal Knowledge Management Re-source) in order to facilitate HR Compliance courses to all em-ployees, the coordination of a consolidation of an information platform to act as a connecting resource for departments, and an outlined communication plan for the adoption and awareness

Aspen Heights

Aspen Heights develops

and manages high quality

student communities,

condos and multi-family

housing communities

across the united states.

With a vision to cultivate

human potential and add

value to our world by cre-

ating and managing spac-

es where people live, con-

nect, and learn, I’ve

joined th

Ceara Napolitano— Aspen Heights Learning & Development

St. Edward’s University—MAOD 6390-91

CAPSTONE EDITION

Managing For Results Statement The purpose of reorganizing Toolbox and Think As-pen is to provide a streamlined HR Compliance train-ing administration and a knowledge management resource to Aspen Heights Employees so they can ensure that all employees are compli-ant with state law and investor’s expectations with the resources to expand beyond the knowledge requirements.

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St. Edward’s University—Aspen Heights

THE DREAM TEAM

Ceara Napolitano Learning & Development Specialist at Aspen Heights

Lynnette Mouton Director of Business Process at Aspen Heights

Natalie Rodriguez Administrative Specialist at Austin Water Utility

Joanne King Human Resources Business Partner at Aspen Heights

Consultant Project Sponsor

Shadow Consultant Shadow Consultant

Phase One: Toolbox HR Compliance HR Compliance Create Roll-Out Video and Reminder emails to send weekly

Create "Annual HR Compliance - All" Curriculum Assign to all employees - 30 days to complete Ensure that this is reassigned annually (automate) Setup New-Hire Assignment to trigger 30 days post hire

date (automate) Assignment group: Think Aspen Learning - 2016 New

Hires- All Create "Fair Housing" Curriculum

Assign to all Site/Maintenance employees - 14 days to com-plete

Assignment group: Think Aspen Learning - Mainte-nance Teams

Assignment group: Think Aspen Learning - Site Teams Ensure that this is reassigned annually (automate) Setup New-Hire Site/Maintenance Assignment to trigger 14

days post hire date (automate) Assignment group: Think Aspen Learning - 2016 New

Hires - Site Teams Assignment group: Think Aspen Learning - 2016 New

Hires- Maintenance Create "Diversity , Discrimination & Sexual Harassment" curricu-

lum Assign to Individual Contributors at the corporate level - 30

days to complete Assignment group: Think Aspen Learning—Individual

Contributors Ensure that this is reassigned annually (automate) Setup New-Hire Assignment to trigger 30 days post hire

date (automate) Create "Diversity and Discrimination - Supervisor's Edition" cur-

riculum Assign to all supervisors with direct reports - 30 days to

complete Assignment group: Think Aspen Learning - Superviso-

ry Roles Ensure that this is reassigned annually (automate) Setup New-Hire Assignment to trigger 30 days post hire

date (automate)

Week 1—May 9-13, 2016 Complete project outline

Week 2—May 16-20, 2016 -Meet with stakeholders to align vision and desired results

-Define clear tasks and timeline -Setup all assignment groups

Week 3—May 23-27, 2016 -Setup all course curricula and test assign to project sponsor and shad-ow consultant -Complete Roll-Out Communication for approval -Send introduction email to all of Aspen Heights -Assign all curricula in Toolbox

Week 4—May 30-June 3, 2016 -Create curricula tracking reports to understand completion -Send first reminder to complete trainings by 6/25 -Create and send reminder email for due dates

Week 5—June 6-10, 2016 -Send second reminder to complete all trainings by 6/25

Week 6—June 13-17, 2016 -Send third reminder to complete all trainings by 6/25

Week 7—June 20-24, 2016 -Evaluate Toolbox completion re-porting -Send final training due date re-minder

Proposed Timeline Phase One

Phase Two: Think Aspen Compilation Think Aspen Solidify Think Aspen Branding Solidify Department Branding

Home (Should match general TA brand) Accounting/Finance Construction Development Human Resources

Upload Benefits PDFs Add HR Directory

Learning Add “Playbooks” page Marketing Operations Technology - No Action Needed Recruiting (Removed as own tab, added to HR tab) SOP

Setup Redirect to Intranet Google Site Intranet

Remove Google Credentials prompt

Proposed Timeline Phase Two

Week 8—June 27-July 1, 2016 -Submit tickets for graphic design rat for all department rebranding banner images -Submit tickets for graphic design team to create new navigation buttons

Week 9—July 4-8, 2016 -Implement all new art and naviga-tion buttons for streamlined web-site

Week 10—July 11-15, 2016 -Meet with project sponsor to de-termine department point of con-tacts for Think Aspen content de-velopment

Week 11—July 18-22, 2016 -Begin meeting with department contacts to coordinate desired site content

Week 12—July 25-29, 2016 -Implement department updates

Week 13—August 1-5, 2016 -Implement department updates

Week 14—August 8-12, 2016 Week 15— August 15-19, 2014 Complete all project drafts and out-lines. Review with project sponsor and shadow consultants. Present project outcome with cohort.

Communication Plan Aspen Heights Learning & Development Team

Develop Communication plan for Phase One roll-out and reminder

Develop Communication plan with L&D Team Timeline periodic “Think break” email blasts to:

Reintroduce Toolbox Reintroduce Think Aspen Remind employees to complete assigned tasks

Budget & Materials

Measurement and Tracking Completion will be measured by:

Phase One

All main tasks completed (not all sub tasks may be completed, however must be started)

Tracking employee completion rate in CSOD

Phase Two

Project Sponsor and Stakeholder’s approval

Resources include:

Above shadow consultants and project sponsor.

Aspen Heights Business Process Team, Learning and Develop-ment Team, and department heads.

Think Toolbox and Think Aspen Software Specialists

Limitations include:

No experience using Think Toolbox and Think Aspen

Communication plan:

Face to face communication, email, phone.

Budget: NA at this time

Materials: Cornerstone On Demand Office 365 SharePoint Google Sites Graphic Design Team

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THE WORK

Phase One

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Phase One

CURRICULA OUTLINE

HR Compliance Time Assignment Frequency

Drug-Free Workplace 0.25 2016 New Hires Upon Hire

Responsible Social Media Use 0.75 2017 New Hires Upon Hire

Business Etiquette 0.75 2018 New Hires Upon Hire

Code of Conduct 0.75 2019 New Hires Upon Hire

Fair Housing Time Assignment Frequency

Fair Housing 3 Maintenance Annual

3 Site Teams Annual

Div, Discrim, and Sexual Harassment - Employees Time Assignment Frequency

Preventing Sexual Harassment for Employees (JJ Keller) 0.75 Individual Contrib-utors Annual

Diversity and Discrimination for Employees (JJ Keller) 1 Individual Contrib-utors Annual

Div, Discrim, and Sexual Harassment - Supervisors Time Assignment Frequency

Preventing Sexual Harassment for Managers and Supervi-sors (JJ Keller) 0.5 Supervisors Annual

Diversity and Discrimination for Supervisors (JJ Keller) 1 Supervisors Annual

Curricula Outline

The HR Compliance Curricula was purchased prior to my employment at Aspen Heights through

both Cornerstone On Demand and JJ Keller. Aspen Height’s Director of Human Resources

combined with Aspen Heights Investors decided the training criteria based on state laws and the

standard in which they want Aspen Heights Employees to uphold. While some of the trainings

are only to be taken upon hire, others are set to be reactivated and retaken annually per state

law and HR request.

My role as the Learning and Development consultant was to facilitate the course assignments in

Toolbox and roll out the communication of the curricula in a fun and engaging way.

HR Compliance Curricula Design

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It’s HR Compliance Month!

Kick it off with us by viewing the quick clip below-

Access Toolbox by clicking here!

Remember that all training courses will be assigned on May 25, 2016. You will have ONE MONTH to complete them. Depending on your role you may have anywhere between FOUR and SEVEN hours of trainings to complete, so

start early!

Do you have part-timers? Click Here for their Toolbox instructions!

Brought to you by:

Best,

Ceara Napolitano | Learning & Development Specialist Aspen Heights | Austin

Phase One

COMMUNICATION

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All learning assignments were

distributed to respective groups.

Clarification Communication was sent com-

pany wide and embedded on Toolbox.

Phase One — Assigned May 25

IMPLEMENTATION

Once Toolbox was introduced through an email including a brief outline of HR Compliance deadlines with a

video introduction, all employees could now see a new Toolbox home page dashboard. Before my

involvement, there was a basic ‘how to’ video that explained Toolbox’s dashboard and no header. To make

Toolbox more inviting, I added the HR Compliance video on the home dashboard, updated a new banner

image to establish branding, and assigned all courses in an location that is easy to locate.

Toolbox Introduction & Implementation

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Phase One — Sent June 2

COMMUNICATION REMINDER

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Phase One —Sent June 8

COMMUNICATION REMINDER

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Phase One — Sent June 15

COMMUNICATION REMINDER

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Phase One — Sent June 22

COMMUNICATION REMINDER

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Phase One — Obtained June 25

MEASUREMENT TRACKING

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Phase One

SUCCESS AND COMPLETION

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THE WORK

Phase Two

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Current State

Think Aspen is currently a skeleton

of what it could be. Each

department has a page built out but

only two departments have taken

the initiative to furnish their pages

with content. It is difficult to

navigate.

Desired State

Brand “Think Aspen” as the internal

company Knowledge Management

resource. Each department will

have a dedicated page branded to

reflect their team with a purpose of

housing KM materials and

collaborate ideas.

Home Created and added a new branded banner image, reformatted entire page, added Yammer and Updates feed, added

navigation buttons

Accounting Added branded banner image

Construction Added branded banner image

Development Added branded banner image

Human Resources Added branded banner image, added HR directory, added benefits resources, added job descriptions

Learning NA– Team Completed

Marketing Added branded banner image

Operations Added branded banner image

Technology NA– Team Completed

THINK ASPEN Phase Two — GAP Analysis

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THINK ASPEN Phase Two—Home

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THINK ASPEN Phase Two—Accounting & Finance

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THINK ASPEN Phase Two—Construction

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THINK ASPEN Phase Two—Development

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THINK ASPEN Phase Two—Human Resources

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THINK ASPEN Phase Two—Marketing

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THINK ASPEN Phase Two—Operations

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THINK ASPEN Phase Two—Learning

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