Learning Management System (LMS) Alignment Meeting April 02, 2019

1. Learning Management System (LMS) Alignment Meeting April 02, 2019

2. Meeting Objectives To cover the People First Roadmap. To provide an overview of the Current LMS Landscape in the State of Florida. To cover the benefits of having a statewide LMS. To provide an overview of the key functionality in the new system. To review the proposed implementation schedule. To cover the Agency Go-Live Readiness Checklist.

3. People First Roadmap

4. LMS Landscape See Handout

5. Benefits New solution for 14 agencies; significant LMS functionality improvement to the majority of the remaining 21 agencies. One standardized platform – administrators, trainers, and learners will not have to be retrained if they change agencies. 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).

6. Benefits (continued) 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.

7. Key Functionality (general) • Roles – System Administrator (DMS), Statewide Trainer (DMS and DFS), Agency Administrator, 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 must be SCORM or AICC compliant.

8. Key Functionality (continued) • Statewide Courses – System will not be able to offer statewide courses in the form of a statewide catalog, since these type of courses would show for all employees even if an agency did not want it to be an option. However: • Agencies can share online courses and then post the courses to their agency catalog. • For true statewide needs (e.g., PMP, FCCM courses and materials), a statewide trainer can assign courses to an identified group of employees. • External Portal • For contractors only; i.e., non-employees that are required to take the same courses as an employee. • Separate login. • TBD on how this will be deployed and managed.

9. Key Functionality (continued) • Data Migration • All training data in People First or from other sources can be migrated into the new system via a mass load completed by the agency. • Webex and Open Content Network Partners (e.g., LinkedIn Learning) integration – TBD. • Mobile Devices – TBD.

10. Key Functionality (Administrators) Agency Administrators • Create and manage agency’s classroom and online courses via the course catalog or by directly assigning to learners. • Ability to manage course registration, including wait lists. • Ability to manage learners agency-wide. • Ability to run reports. • TBD – Ability to share ideas, courses, discussions through the SAP JAM social collaboration tool – only for administrators.

11. Key Functionality (Trainers) Agency Trainers • Ability to schedule courses and assign courses to learners. • Ability to manage and print the roster. • Ability to record course completion manually and use QR codes. • Ability to send emails to registered learners. • TBD – Ability to launch VLS segments.

12. Key Functionality (Learners) Learners • Ability to search for courses from agency catalog created by agency administrator. • Ability to complete courses (e.g., classroom, online, curricula). • Ability to access course materials after completing the course. • Ability to print course completion certificates that have been created by agency administrator. • Ability to view or print training transcript.

13. LMS Schedule (completed) • 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

14. LMS Schedule (planned) * Note: Highlighted items represent agency involvement / impact. • 12/14/18 - 06/27/19 – System configuration • 04/02/19 - First alignment meeting with agency administrators • 06/28/19 - 09/27/19 – DMS testing • 07/09/19 - Second alignment meeting with agency administrators • 08/05/19 - 08/30/19 – Agency User Acceptance Testing • 09/27/19 - Third alignment meeting with agency administrators • 09/30/19 - 10/18/19 – DMS-led classroom training for Agency Administrators only

15. LMS Schedule (planned) • 10/16/19 - Initial agency Go-live Readiness Checklist due to DMS • 10/20/19 - 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

16. Training Materials * Note: These materials may change based on feedback from UAT. • Frequently Asked Questions Documents • User Guides • Online Employee Video – General Navigation • Training Materials for Agency Administrator Classroom Training

17. Agency Checklist See Checklist

18. Questions

19. Thank You Jimmy Cox People First Director Jimmy.Cox@DMS.MyFlorida.com Steve Eaton People First HR & Talent Management Supervisor Stephen.Eaton@DMS.MyFlorida.com Trae Leonard People First Learning Management Lead Trae.Leonard@DMS.MyFlorida.com