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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