# Presentation: 346948

## eGovernment Program
eLearning Pre-Implementation Approach

May 2003

**eLearning Pre-Implementation Approach**
- May 2003

## Agenda

- I. Overview
- II. eLearning Overview
- III. eLearning Pre-Implementation Phase Process
- IV. Team
- V. Next Steps

**Notes:**
High energy Welcome.

Get jazzed.  

Good things are happening:

	EITIRB meeting tomorrow for 30 minutes exclusively on 	eGov

	EC and I will be meeting with DS ideally this week as well 	but may slip to next week

	Relatively positive feedback from OMB based on our 	efforts – only Yellow

Thanks for efforts to date.  Time to roll up sleeves again.

## Introduction

- From 29 agency-specific systems serving single-agency or single-office needs ...

- To single, enterprise systems serving multiple agency needs

**Integrated**
**Coordinated**
**Standardized**

**29 Separate Front Ends**
**29 Separate Back End**
**X****29**** Number of Systems**

***USDA’s “enablers” initiatives are designed to help USDA leverage its investments to meet common service delivery requirements.***

## eGovernment & Enterprise Architecture

***These enterprise initiatives are part of a larger vision for the USDA Enterprise Architecture adopted by the E-Board.***

- Portals

- Agency
- Business
- Applications

- Portals

- Web Content
- Management
- and
- Document
- Management

- FirstGov Portal

- Government –
- Wide
- Solutions
- (eLoans,eGrants,
- GoLearn etc)

- Partner
- Solutions

- Strategic
- Initiatives
- (eLoans,
- eGrants etc)

- Common
- Business
- Applications
- (HR, Finance,
- eLearning etc)

- Agency
- Web
- Content

- Agency
- Document
- Content

- Shared
- Web
- Content

- Shared
- Document
- Content

- Shared
- Data and
- Databases

- Agency
- Data and
- Databases

- External
- Web and
- Document
- Content

- Government -
- Wide
- Authentication
- Credentials

- eAuthentication

**Security**

**Technology Layer**

**Data Layer**

**Application Layer**

**Standards and Policies**

- Agency
- Networks

- Universal Telecommunications Network

**Agency**

**Common/Enterprise**

- Agency
- Data Marts

- eAuthentication

**External**

- Regional and
- Metropolitan Local Area Networks

- Shared
- Data
- Warehouses

- External
- Data and
- Databases

- Customers

- Citizens

- Employees

- Partners

- SecuredNetwork

## We’ve come a long way...

***The eGovernment Program has been following a road map over the past eighteen months to develop enterprise services for USDA.***

- Marketing and Communications

**Develop eGovernment Strategic Plan**
-  Strategic direction
-  24 Strategic initiatives
-  Enabling initiatives
-  Strategic initiatives

**Pre-Select Business Cases**
- Initial vision
- Cost/benefit analysis
- Initial impact analysis

**Implementation and Investment Planning**
- Functional & Technical requirements
- Program management approach
- Comprehensive technical architecture
- Implementation Plans
- Cost/benefit analysis
- Impact analysis

**Select-level Business Cases**

- Change Management Planning and Implementation, Agency Assistance

**Decision to plan and implement Enabling initiatives**

**Detailed Planning,  Design and Product Selection**
- Provide technical/evaluation of products information to the Agencies
- Define process for agencies to utilize enterprise eGovernment services
- Conduct formal product selection

**Determine Products and Services**

**Installation & Testing**
- Set up hardware
- Install software
- Perform necessary custom development (integration)
- System test
- Updated CPIC documentation (Security Plan, Concept of Operations, etc.)

**Rollout of solution and  services**

**Agency Development / Strategic****Initiative Development**

- Project Management

- (ongoing)

**Physical & Application Architectures**

**X**

**WE ARE HERE**

## New Approach

**Define approach**
- Value proposition
- Business drivers
- Common vision
- Timeline

**Conduct background meetings**
- Project approach
- Education on use of technology or new process

**Develop a business case**
- Functional and technical requirements
- Project Plan
- Cost/Benefit Analysis
- Risk Assessment

**Pre-implementation tasks**
- Technical architecture
- Products and services assessment
- Implementation budget determination
- Integration requirements

**Implementation tasks**
- Procure HW/SW/Services
- Configure solutions according to requirements
- Custom development
- Testing
- Rollout

**Maintenance**
**tasks**
- HW/SW maintenance
- Content maintenance
- Enhancements

- Commitment ofparticipation from agencies

- Commitmentpoint

- Commitmentpoint

**New IT Initiative Drivers**
- Legislative/Executive mandate
- Common process/technology enhancement
- Technology innovation
- eGovernment Strategic Plan

- Commitmentpoint

- Completed

- To-be completed

***This general eGovernment approach was endorsed by the E-Board in mid-March and is already underway for eAuthentication. A similar process will be followed for all common/enterprise Business and IT initiatives.***

## Overview

**Overview**

***The Enablers originate from seven of the enabling initiatives outlined in USDA’s eGovernment Strategic Plan.***

**Select Phase**
**Business Case Documents**

- eAuthentication
- Business Case
- Documents

- eDeployment
- Business Case
- Documents

- eLearning
- Business Case
- Documents

- _USDA eGov Strategic Plan – _
- _Enabling Smart Choices_
-  eAuthentication
-  Content Management
-  Document Management
-  Data Management
-  Web Presence
-  Portal Services
- eLearning

**Pre-select Phase**
**Business Cases**

**Conceptual**

- eAuthentication
- Business Case

- eLearning
- Business Case

- Web Content
- Management

- Document
- Management

- Data
- Management

- Portal
- Services

- Web
- Presence

## Agenda

- I. Overview
- II. eLearning Overview
- III. eLearning Pre-Implementation Phase Process
- IV. Team
- V. Next Steps

## eLearning Overview

***eLearning will support for the management and delivery of USDA’s training and career development functions through an enterprise Learning Management System.***

- Registration, scheduling, and tracking capability for all training (classroom and online)
- Assistance in creating, editing, managing and delivering learning content
- Performance and Career Management services
- Virtual Collaboration capabilities
- Online Courseware

- Provide access to a wide array of online training not previously available
- Coordinate management, and promote interagency collaboration, of Federal eLearning services
- Allow for economies of scale in the enterprise-wide purchase of eLearning products and services
- Reduce travel expenses, training delivery costs, and training administration costs
- Transform the learning experience to include more online courses, in lieu of costly traditional training methods
- Devote Agency trainer’s time to what they do best--training--rather than administration of IT systems

**What eLearning includes**

**Benefits of an Enterprise eLearning Approach**

## eLearning Overview- How does it work?

***eLearning provides the integration and delivery of USDA’s knowledge and training not previously available.***

**Learning Management System**

**USDA @ GoLearn.gov**

**Traditional Classroom**

**Virtual Classroom**

**Independent WBT/CBT**

**Knowledge Assets**

**Courseware**

## eLearning Overview- Why eLearning?

***The use of eLearning supports the eGovernment strategy, by providing...***
***In addition to cost savings you will be able to:***

- Registration, scheduling, and tracking capability for all training
- Assistance in creating, editing, managing and delivering learning content
- Enterprise-wide access to GoLearn.gov to support Cross-Government training needs

*- USDA savings in FY02 would have exceeded $700,000 for the 22,000 users of **  SkillSoft and NETg training*

- Provide access to a wide array of online training not previously available
- Coordinate management, and promote interagency collaboration, of Federal eLearning services
- Allow for economies of scale in the enterprise-wide purchase of eLearning products and services
- Reduce travel expenses, training delivery costs, and training administration costs
- Transform the learning experience to include more online courses, in lieu of costly and less effective traditional training methods
- Devote Agency trainer’s time to what they do best--training--rather than administration of IT systems

## Agenda

- I. Overview
- II. eLearning Overview
- III. eLearning Pre-Implementation Phase Process
- IV. Team
- V. Next Steps

## eLearning Pre-Implementation Phase

- Change Management Planning and Implementation, Provide Agency Assistance

**eLearning Pre-Implementation Phase**

***The following “gameboard” shows the major sequential tasks to complete the pre-implementation phase of eLearning.  ***

- Project Management

**LMS Providers Create Proposals for USDA**
- Vendors present orals/demo solution in response to requirements
- Vendors finalize and submit proposals for USDA

**Identify Agency Stakeholders**
- Identify agency representative
- Define roles and responsibilities
- Appoint Project Manager

**Finalize InterAgency Agreement for Content**
- Complete agreement for business and leadership training courses

**Review and Accept LMS Proposal**
- USDA reviews applications ability to meet requirements
- USDA reviews and accepts proposal
- Create LMS Interagency agreement

**Develop LMS Architecture & Business Processes**
- Work with selected vendor for planning of implementation process
- Detailed Design for LMS
- Detailed Design of Business Process Design and Agency Integration
- Detailed Design for Financial and HR Integration

**Determine USDA System Requirements**
- Identify and prioritize Functional, Technical, Service Level Agreement (SLA) requirements
- GoLearn.gov will present the Plateau and GeoLearning applications to USDA

**Architecture**

- Product and Service Selection

## eLearning Pre-Implementation Timeline

| 4/28 | 5/05 | 5/12 | 5/19 | 5/26 | 6/02 | 6/09 | 6/16 | 6/23 | 6/30 | 7/07 | 7/14 | 7/21 | 7/28 | 8/4 | 8/11 | 8/18 |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
|  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |

- Approach Meeting

- CIOs, Decision-Maker,
- Integrated eGovteam member

- Confirm Requirements

- Preparation and Vendor Assessment

- Early Adopter Assistance

- Next Steps Memo

## eLearning – Pre-Implementation Phase Identify Agency Decision-Makers

***Agencies have been asked by the CIO to select an agency representative and an Inter Agency team to participate in the eLearning project moving forward.  The team may include:***

**Agency Head / Designated Representative**
- Final investment decisions, issue resolution
**Agency CIO / Deputy CIO’s**
- Final technical decisions, issue resolution
**eGovernment Working Group Member**
- Resource management
- Communication to CIO and Agency Executives
**Technical (IT) Staff**
- Experts on agency existing architecture
- Direct participation in vendor assessments
**Business Staff**
- Representative for agency business requirements
- Direct participation in vendor assessments

- Agency Head /Designated Representative

- Technical (IT) Staff

- Business Staff

**Agency Decision-Makers**

- Agency CIO /
- Deputy CIO’s

- eGovernmentWorking Group Member

## eLearning – Pre-Implementation Phase Finalize InterAgency Agreement for Content

**The InterAgency Agreement is complete and has been signed**
**Once the InterAgency Agreement is in place, Agencies will be able to set up agreements to purchase libraries of courses for employees from all of the GoLearn content providers**
**All business, leadership, and IT courses should now be purchased through GoLearn**

***Business, Leadership, and Technical online courseware can be purchased from GoLearn.gov at deep discounts... ***

## eLearning – Pre-Implementation Phase Determine USDA System Requirements

- eLearning – Pre-Implementation Phase Determine USDA System Requirements

**System requirements will be defined according to the Functional, Technical, and Service level**
**These requirements will be prioritized based on their immediate value and their ability to support long-term eLearning goals**
**GoLearn.gov will facilitate the submission of these requirements to Plateau and GeoLearning**

***Using business case requirements as a starting point, all requirements will be prioritized and confirmed with input from Agency Representatives ...***

- Functional Requirements

- Technical Requirements

**Business Case**

- Service Level Requirements

**Analysis Phase**

- Confirm ALL Requirements

- Submit to GoLearn.gov

## eLearning – Pre-Implementation Phase LMS Providers Create Proposals for USDA

- eLearning – Pre-Implementation Phase LMS Providers Create Proposals for USDA

**LMS providers will give oral presentations to demonstrate the solution and address USDA requirements**
**The proposals will include the costs for the solution integration and the creation of the interfaces with USDA HR and Financial systems **
**Agency representatives will be able to review the functionality of the LMS solutions to ensure that all necessary functionality is provided**

***USDA requirements will be responded to by each GoLearn.gov LMS provider through a proposal and system demonstration. ***

- System Requirements

**Requirements Definition & Submission**

- GoLearn.gov

**LMS Proposal Process**

- Draft Proposals

- LMS Orals/Demo

-  Prioritized   Functional,   Technical, and   Service level

-  Ability to meet   system requirements
-  Cost of Solution and    Implementation

-  Demonstrate   solution
-  Answer questions

-  Submits all   specifications to   vendor and   establishes   relationship

## eLearning – Pre-Implementation Phase Review and Accept LMS Proposal

- eLearning – Pre-Implementation Phase Review and Accept LMS Proposal

**Teams will work together to evaluate the proposals from GeoLearning and Plateau to ensure all specifications are addressed**
**An assessment of the LMS proposals will be done to determine which solution best meets the needs of USDA**
**Once the proposal is accepted, an InterAgency agreement will be created to allow development of the USDA LMS **

***An evaluation team consisting of SME’s, eGov, Cyber Security, HR and Training representatives will review and accept one of the LMS provider proposals.***

- LMS Proposals

**Review & Finalize Proposals**

- Assess Proposals

**Proposal Acceptance**

- InterAgency Agreement

- Select LMS

- Agency Funding & Support

- Statement of Work

-  GoLearn writes SOW   with USDA

- Final Proposals

- Review

## eLearning – Pre-Implementation Phase  Develop LMS Architecture & Business Processes

**eLearning – ****Pre-Implementation Phase  **Develop LMS Architecture & Business Processes

**The selected LMS, Plateau or GeoLearning, will create the LMS and physical architecture for USDA in coordination with GoLearn.gov**
**Once the LMS and physical architectures are created, the plans for agency integration can be finalized and initiated, including:**
- Business Process Design
- Conversion of Legacy LMS systems and data (if applicable)
- Integration of Agency HR and Finance systems

***The selected LMS provider will develop the LMS architecture and the plans for agency integration... ***

**LMS Design**

**Agency Integration Plan**

- Legacy System Conversion

- LMS Detailed Design

- LMS Architecture

- Business Process Design

- HR and Finance Systems

-  GoLearn.gov and   LMS

-  User Interface
-  Detailed functional   system design and   configuration
-  Test Planning
-  Pilot

- LMS Build

**Build & Test**

- Test Execution

## Agenda

- I. Overview
- II. eLearning Overview
- III. eLearning Pre-Implementation Phase Process
- IV. Team
- V. Next Steps

## eLearning Team

***The eLearning initiative project team will be responsible for working with the GoLearn.gov team to define the eLearning solution for USDA.***

- Facilitate vendor relationships and selection process
- Manage vendor implementation, delivery, and support
- Define Technology Frameworks
- Develop Application Architecture
- Develop Physical Architecture

- eLearning Project Manager

- Evaluation Team

- GoLearn.gov

- Agency Decision-Makers

- Review final recommendations
- Sign-off on final recommendations
- Upward communication

- eGovernment PMO

- Review LMS solutions
- Assist in the selection of the LMS vendor
- Facilitate implementation process and rollout
- Define Business Processes

## Agenda

**Agenda**

- I. Overview
- II. eLearning Overview
- III. eLearning Pre-Implementation Phase Process
- IV. Team
- V. Next Steps

## eLearning Next Steps

***The Next Steps to begin the eLearning Pre-Implementation Approach are: ***
**Identify Agency decision-makers**
- Identify roles and responsibilities of Agency
- Identify SME’s from each agency to participate on “Core” team
**Hold Agency eLearning Approach and Information Session – *****May 15******th***
- GoLearn.gov Presentation
- GeoLearning and Plateau vendor demos
**Determine levels of commitment after Agency meetings**
**Finalize requirements and submit through GoLearn.gov to start LMS selection process**