U.S. Department of Agriculture eGovernment Program eLearning Pre-Implementation Approach May 2003.

U.S. Department of Agriculture

eGovernment Program

eGovernment ProgrameLearning Pre-Implementation Approach

May 2003

2

U.S. Department of Agriculture eGovernment Program

Agenda

I. Overview

II. eLearning Overview

III. eLearning Pre-Implementation Phase Process

IV. Team

V. Next Steps

3


Introduction

Non-Web Centric

Application

Web Presence / User Interface (Standards)

StrategicInitiative

(e.g. eLoans)

Agency Applications

DigiTop

eAuthentication

(Single sign

-on, Dig

ital Sign

atures)

EnterpriseWeb

Content

EnterpriseDocumentContent

Shared Database

Agency Database

Content Aggregation/Application Integration (enterprise search)

ExternalContentSource

Web Content Management

Document/Records

Management

Data Management Program(Standards,Policies,Services)

eLearning

Presentation

Business Logic/Application

Data

Content Distribution

Portal(s)

Inter-agencyApplications

Department Metadata and Taxonomy Standards

Non-Web Centric

Application


StrategicInitiative

(e.g. eLoans)

Agency Applications

DigiTop

eAuthentication

(Single sign

-on, Dig

ital Sign

atures)

EnterpriseWeb

Content


Shared Database

Agency Database




Document/Records

Management


eLearning

Presentation


Data


Portal(s)



Non-Web Centric

Application


StrategicInitiative

(e.g. eLoans)

Agency Applications

DigiTop

eAuthentication

(Single sign

-on, Dig

ital Sign

atures)

EnterpriseWeb

Content

EnterpriseDocument

Content

Shared Database

Agency Database




Document/Records

Management


eLearning

Presentation


Data


Portal(s)



Non-Web Centric

Application


StrategicInitiative

(e.g. eLoans)

Agency Applications

DigiTop

eAuthentication

(Single sign

-on, Dig

ital Sign

atures)

EnterpriseWeb

Content


Shared Database

Agency Database




Document/Records

Management


eLearning

Presentation


Data


Portal(s)



Non-Web Centric

Application


StrategicInitiative

(e.g. eLoans)

Agency Applications

DigiTop

eA

uth

en

ticatio

n

(Sin

gle

sign

-on

, Dig

ital S

ign

atu

res)

EnterpriseWeb

Content

EnterpriseDocument

Content

Shared Database

Agency Database




Document/Records

Management


eLearning

Presentation


Data


Portal(s)



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 X29 Number of Systems

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

4


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 ContentManagement

andDocument

Management

FirstGov Portal

Government – Wide

Solutions (eLoans,eGrants,

GoLearn etc)

Partner Solutions

Strategic Initiatives (eLoans,

eGrants etc)

Common Business

Applications(HR, Finance, eLearning etc)

AgencyWeb

Content

AgencyDocumentContent

SharedWeb

Content

SharedDocumentContent

Shared Data and

Databases

Agency Data and

Databases

ExternalWeb and DocumentContent

Government -Wide

AuthenticationCredentials

eAuthentication

Sec

uri

ty

Technology Layer

Data Layer

Application Layer

Standards and Policies

AgencyNetworks

Universal Telecommunications Network

Agency Common/Enterprise

AgencyData Marts

eAuthentication

External

Regional and Metropolitan Local Area Networks

SharedData

Warehouses

ExternalData and Databases

Customers Citizens Employees Partners

SecuredNetwork

5


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 / StrategicInitiative Development

Project Management

(ongoing)

Physical & Application Architectures

X WE ARE HERE

6


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

Maintenancetasks

•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.

7


Overview

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

Select PhaseBusiness Case Documents

eAuthenticationBusiness Case

Documents

eDeploymentBusiness Case

Documents

eLearningBusiness Case

Documents

USDA eGov Strategic Plan – Enabling Smart Choices

eAuthentication

Content Management

Document Management

Data Management

Web Presence

Portal Services

eLearning

Pre-select PhaseBusiness Cases

Conceptual

eAuthenticationBusiness Case

eLearningBusiness Case

Web Content Management Document

Management

DataManagement

PortalServices

WebPresence

8


Agenda

I. Overview



IV. Team

V. Next Steps

9


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

10


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 AssetsCourseware

11


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

12


Agenda

I. Overview



IV. Team

V. Next Steps

13


Marketing and Communications

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

ArchitectureProduct and Service Selection

14


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

Preparation and eLearningAgency Initiative Overview

Meetings

Early Adopter Assistance

Next Steps Memo

15


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

16


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…

17


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

18


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 ProposalsLMS

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

19


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

20


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

21


Agenda

I. Overview



IV. Team

V. Next Steps

22


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

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Agenda

I. Overview



IV. Team

V. Next Steps

24


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 15th

• 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

U.S. Department of Agriculture eGovernment Program eLearning Pre-Implementation Approach May 2003.

Documents

Transcript of U.S. Department of Agriculture eGovernment Program eLearning Pre-Implementation Approach May 2003.