LMSRP: Workgroups - Oregon · 2020. 8. 27. · LMSRP: Workgroups To support the needs of the LMS...

LMSRP: Workgroups

To support the needs of the LMS Replacement Project (LMSRP), several

workgroups will be formed. In bringing representatives together from

small, medium, and large size agencies, boards, and commissions,

along with those who have public partners, these workgroups will

support and inform key areas of the LSMRP. Some of these objectives

include:

Create and/or recommend enterprise-wide business processes,

messages, and other important LMS configurations

Uncover workarounds so alternative solutions can be identified

and implemented

Connect with agencies to discover key considerations that may

impact the LMSRP

Assist in the dissemination of LMSRP information and

communication

Serve as Change Champions to support the enterprise’s transition

to Workday Learning

Table of Contents Reporting .................................................................................... 2

Extended Enterprise Learners ......................................................... 4

Testing ........................................................................................ 7

Develop Training .......................................................................... 9

Deliver Training .......................................................................... 11

Email & Notifications ................................................................... 13

Course & Program Setup ............................................................. 15

Campaigns ................................................................................ 17

Workday Learning Roles & Security Settings ................................... 19

Cross Functionality ..................................................................... 22

https://www.oregon.gov/das/HR/Documents/FAQ.pdf

2 | P a g e

Reporting

Purpose

This workgroup aims to address the reporting needs of the

enterprise. In considering the needs of the State’s 90+ agencies,

boards, and commissions, the Reporting workgroup will look at the

available data elements within Workday Learning, make necessary

recommendations, and address report configurations needs.

Objectives/Executable Actions

This workgroup will:

Support the reporting needs of the enterprise

Identify data elements and reporting configuration needs

Recommend a variety of reporting-based considerations, such

as:

o Report types and purpose

o Access to reports based on Workday Learning Security

Role(s)

o Number of Workday Learning reports needed

Review Workday and IBM provided reports for usability

Support the final end product within their respective

organization and within the learning community

Serve as the Change Champion within their respective

organization

Submit recommendations to the other workgroups as needed

Anticipated Workgroup Timeline

This workgroup plans to launch in September 2020; it is anticipated

it will be operational through June 2021.

3 | P a g e

Time Commitment

This workgroup will meet virtually at least once a month; meetings

may be more frequent during the Architect and Configuration Stages

(October – February). Between scheduled meetings a member of the

LMSRP Team may meet with individuals or a subgroup to work on

specific reporting items. Responding to emails or surveys from the

LMSRP Team will also be required.

Workgroup Interaction

Interaction is expected to occur in the following ways:

Virtual meetings

Email

Surveys

Information Needed

Workday and IBM delivered reports

Represented Agencies, Boards, and/or Commissions

The following agencies, boards, and/or commissions are represented

on this workgroup:

Department of

Administrative

Services

Department of

Human Services

Department of

Corrections

Department of

Revenue

Housing &

Community

Services

Oregon

Department of Fish

& Wildlife

Oregon Health

Authority

Oregon Business

Development

Oregon State

Police

4 | P a g e

Extended Enterprise Learners

Purpose

This workgroup aims to support the State’s Extended Enterprise

Learner population. By maintaining an enterprise perspective, this

workgroup will work to identify solutions that address system and

business process configurations. Additionally, they will work to

uncover who this population is and their corresponding needs. While

exploring the account creation process, they will also address how

‘multi-affiliations’ will impact the user and enterprise experiences.



Support the needs of the enterprise by maintaining an

enterprise-wide perspective

Identify and recommend a variety of business process needs as

they relate to:

o Account Creation

o Security Roles

o Communication needs and pathways

o Help Functionality

o Current and Historical Learning Transcript Access

o Certificate Access

Recommend a business process solution for when “multi-

affiliations” occur


organization


organization


5 | P a g e



it will be operational through April 2021.

Time Commitment





specific Extended Enterprise Learner items. Responding to emails or

surveys from the LMSRP Team will also be required.



Virtual meetings

Email

Surveys

Information Needed

Definition of “Contingent Worker”

Roadmap to define the relationship between a Contingent

Worker and Extended Enterprise Learner

6 | P a g e



on this workgroup:

Department of

Administrative

Services

Department of

Revenue

Department of

Public Safety

Standards &

Training

Military Department Oregon Board of

Physical Therapy

Oregon State

Police

7 | P a g e

Testing

Purpose

This workgroup will work to ensure that the enterprise has a robust

and comprehensive testing experience. By uncovering and

identifying various learning management situations that require a

test case, this workgroup will help create test scripts. They will also

address and assist in developing the State’s testing plan. All of this

work is designed to confirm that the State’s Workday Learning

configurations meet the needs of the enterprise.





Work to uncover and identify standard and unique learning

management situations that require a test case

Identify and recommend peers who could assist with the testing

effort

Assist the LSMRP Team in coordinating the enterprise-wide

testing effort

Serve as a conduit between the LMSRP Team and their

organization’s testers


organization


organization

Write ongoing test plans for updates



This workgroup plans to launch in November 2020; it is anticipated it

will be operational through May 2021.

8 | P a g e

Time Commitment


may be more frequent during the Configuration and Test Stages

(December – March). Between scheduled meetings a member of the


specific testing items. Responding to emails or surveys from the

LMSRP Team will also be required.



Virtual meetings

Email

Surveys

Information Needed

Not Applicable



on this workgroup:

Department of

Administrative

Services

Department of

Consumer &

Business Services

Department of

Human Services

Department of

Corrections

Forestry

Department

Housing &

Community

Services

Oregon Department

of Education

Oregon Health

Authority

Oregon Business

Development

Oregon State Police

9 | P a g e

Develop Training

Purpose

In reviewing the recommendations submitted by the other

workgroups, as well as other LMSRP-related work efforts, the

Develop Training workgroup will work to collaboratively create an

enterprise-wide training solution. In using a blended learning

approach, this workgroup will create a training program that includes

pre- and post- learning activities and artifacts. Training will also

support various Workday Learning users such as the Learner,

Learning Partner, Manager, etc. It will also address the post-

implementation training needs of new users.





Design a blended training program, utilizing a variety of training

mediums

Create training programs to meet the needs of various Workday

Learning users

Identify post-implementation training needs and create

solutions


organization


organization



This workgroup plans to launch in November 2020; it is anticipated it

will be operational through April 2021.

10 | P a g e

Time Commitment


may be more frequent during the Configuration and Test Stages

(November – April). Between scheduled meetings a member of the


specific training development items. Responding to emails or

surveys from the LMSRP Team will also be required.



Virtual meetings

Email

Surveys

Information Needed

The LMSRP Training Plan document



on this workgroup:

Department of

Human Services

Department of

Public Safety

Standards &

Training

Forestry

Department

Judicial Department Oregon

Department of

Education

Oregon

Department of Fish

& Wildlife

Oregon Health

Authority

11 | P a g e

Deliver Training

Purpose

In partnering with the Develop Training workgroup, the Deliver

Training workgroup will execute training plans. In using a blended

learning approach, this workgroup will train users on how to

effectively use Workday Learning.





Deliver a blended training program, utilizing a variety of training

mediums

Deliver training programs that meet the needs of various

Workday Learning users

Identify post-implementation training needs and create

solutions


organization


organization



This workgroup plans to launch in December 2020; it is anticipated it

will be operational through June 2021.

12 | P a g e

Time Commitment


may be more frequent during the Configuration, Test, and Deploy

Stages (January – June). Between scheduled meetings a member of

the LMSRP Team may meet with individuals or a subgroup to work on

specific training delivery items. Responding to emails or surveys

from the LMSRP Team will also be required.



Virtual meetings

Email

Surveys

Information Needed

The LMSRP Training Plan document



on this workgroup:

Department of

Administrative

Services

Department of

Human Services

Judicial

Department

Oregon Department

of Education

Oregon

Department of Fish

& Wildlife

Oregon Health

Authority

Oregon State Police

13 | P a g e

Email & Notifications

Purpose

This workgroup will address communication functions within Workday

Learning. In partnering with the LMSRP Team, this workgroup will

assist the Team in identifying what emails and notifications reside

within Workday Learning, as well as draft their recommended

language. They will also distinguish which users will receive which

messages and when they will receive them.





Review Workday delivered emails and communications for

usability

Draft and recommend language for Workday Learning emails

and notifications


organization


organization



This workgroup plans to launch in October 2020; it is anticipated it

will be operational through February 2021.

Time Commitment





14 | P a g e

specific communication items. Responding to emails or surveys from

the LMSRP Team will also be required.



Virtual meetings

Email

Surveys

Information Needed

Workday delivered emails and notifications



on this workgroup:

Department of

Public Safety

Standards &

Training

Oregon State Police Public Utility

Commission

15 | P a g e

Course & Program Setup

Purpose

In maintaining an enterprise perspective, this workgroup addresses

the “what” and the “how” of course and program setup. In

identifying what the system is capable of, the workgroup will help

build enterprise-wide business processes to describe how users

execute system functions. While actively working to uncover

workarounds, this workgroup will also identify and recommend

enterprise-wide alternative solutions.





Recommend system configuration needs and enterprise

solutions

Contact agencies with independent iLearnOregon Administrators

to help uncover workarounds, ensure the LMSRP has not missed

anything, and to incorporate their voices and lenses to the

conversation


organization


organization




it will be operational through March 2021.

16 | P a g e

Time Commitment



(October – March). Between scheduled meetings a member of the


specific course & program items. Responding to emails or surveys




Virtual meetings

Email

Surveys

Information Needed

Not Applicable



on this workgroup:

Department of

Administrative

Services

Department of

Consumer &

Business Services

Department

Human Services

Department of

Corrections

Oregon

Department of

Transportation

Oregon

Employment

Department

Oregon Healthy

Authority

17 | P a g e

Campaigns

Purpose

In maintaining an enterprise perspective, this workgroup addresses

the “what” and the “how” of campaign functionality within Workday

Learning. In identifying what the system is capable of, the

workgroup will help build enterprise-wide business processes to

describe how users execute system functions. This workgroup may

also partner with Reporting to explore reporting needs and functions

of campaigns.






solutions

Identify the difference between campaigns and assigning

functions within Workday Learning

o Recommend when to use which function

o Produce scenarios that support and align to the

recommendations


to help uncover workarounds, ensure the LMSRP has not missed

anything, and to incorporate their voices and lenses to the

conversation


organization


organization


18 | P a g e



it will be operational through March 2021.

Time Commitment





specific campaign related items. Responding to emails or surveys




Virtual meetings

Email

Surveys

Information Needed

Not Applicable



on this workgroup:

Department of

Revenue

Oregon

Department of

Transportation

Oregon

Employment

Department

Oregon Healthy

Authority

Oregon Business

Development

19 | P a g e

Workday Learning Roles & Security Settings

Purpose

Workday Learning will include roles and security settings that will

authorize users to access data and perform actions. In supporting

the enterprise’s needs, this workgroup will help configure the

Workday Learning roles and security. They will work to uncover and

create learning-related actions and relate, correlate, and/or connect

them to Workday Learning roles. Many of the LMS roles do not

currently exist and/or need to be modified to align to the enterprise’s

configuration needs.






solutions

Identify each action that each role and security setting will

allow:

o Group like actions together

o Identify how multiple roles interact with each other

o Recommend how security settings inform a user’s

navigation experience when they have multiple roles


to help ensure the LMSRP has not missed anything, and to

incorporate their voices and lenses to the conversation


organization


organization


20 | P a g e



will be operational through March 2021.

Time Commitment





specific roles & security items. Responding to emails or surveys from

the LMSRP Team will also be required.



Virtual meetings

Email

Surveys

Information Needed

Current security set-up from within Workday

Current security set-up from within iLearnOregon

21 | P a g e



on this workgroup:

Department of

Administrative

Services

Department of

Consumer &

Business Services

Department of

Human Services

Forestry

Department

Judicial

Department

Oregon

Department of

Transportation

Oregon State Police

22 | P a g e

Cross Functionality

Purpose

Workday Learning will be an integrated system with Workday. This

workgroup will consider and explore all of the connection points

between these two operating systems – how they inform, influence,

and support one another. Their focus will be aligned to the

enterprise-wide perspective. Their recommendations regarding the

Workday Learning/Workday relationship will support a positive user

experience and avoid negative unintended consequences.






solutions

Identify how Workday Learning and Workday inform, influence,

and support each other

Analyze learning configurations where they interact with

existing Workday functionality

Recommend support systems to help user navigate in the

Workday Learning/Workday integrated environment


to help ensure the LMSRP has not missed anything, and to

incorporate their voices and lenses to the conversation


organization


organization


23 | P a g e



will be operational through March 2021.

Time Commitment


may be more frequent during the Architect, Configuration, and Test

Stages (November – March). Between scheduled meetings a

member of the LMSRP Team may meet with individuals or a

subgroup to work on specific reporting items. Responding to emails

or surveys from the LMSRP Team will also be required.



Virtual meetings

Email

Surveys

Information Needed

Current Workday functional areas that will directly interact with

the Learning module



on this workgroup:

Department of

Human Services

Housing &

Community

Services

Oregon

Employment

Department

Oregon Healthy

Authority

Public Utility

Commission

LMSRP: Workgroups - Oregon · 2020. 8. 27. · LMSRP: Workgroups To support the needs of the LMS...

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