SHARE Special Project Enterprise Learning Management Pilot Project Planning/Implementation Certification December 17, 2014 Requesting Agency: Cassandra Hayne Deputy SHARE Director Department of Information Technology SHARE: Michael Chmura SHARE Projects Leader Department of Information Technology

Justification A variety of disparate agency systems and manual processes exist to manage employee training. These systems: Do not provide sufficient functionality Are not integrated with SHARE Are limited to individual agencies There is a need for a comprehensive, enterprise level employee learning management system where training history follows an employee throughout their career with the State. PeopleSoft Enterprise Learning Management (ELM) product suite is licensed to the State, provides an enterprise level solution for employee learning, and integrates with SHARE HCM and FSCM suites. This DoIT SHARE project will implement the ELM foundation and create a repeatable process which can be used to deploy ELM for other state agencies. The Department of Transportation (DOT) volunteered to be the pilot Agency for ELM. DOT spends $70,000 annually for the GYRUS AIM Learning Management System. The planned deployment date of June 2015 aligns with the annual renewal/replacement of GYRUS AIM.

Project Objectives Phase I: Establish the links between HCM and ELM for synchronization of employee information Load active state employees into ELM Configure the ELM system foundation tables for courses, learners, classes and profiles Configure and test ELM delivered functionality Convert employee learning history from GYRUS AIM to ELM Conduct knowledge transfer and training for DOT Create and document a repeatable process for future deployment to additional agencies

Project Approach DoIT DOT Advisory Panel Build ELM environments Integrate ELM and HCM Leverage SHARE infrastructure DOT Define requirements with a statewide perspective Configure and test application functionality Create repeatable process for future Agency set-up Advisory Panel Provide multi-agency governance framework (DoIT, SPO, DOT, HSD, GSD) with planned monthly meetings Establish and enforce standards Review design and configuration

Schedule & Budget Project Phase Start Date Completion Date Budget Goals Initiation June 2014 August 2014 $9,000.00 Define requirements and develop Charter. Begin development of PMP. Conduct procurement for systems integrator. Planning September 2014 December 2014 $0.00 Completion of PMP and Project Schedule. Complete contracting scope of work for systems integrator. Implementation January 2015   May 2015 $167,560.80 Functional and technical design. configuration, build, test and deploy Closeout June 2015 $30,465.60 Support and project close-out TOTAL $207,026.40

Deliverables Summary Deliverable Category Deliverable ELM Design ELM Configuration Design GYRUS Data Conversion Design ELM Reports Design ELM Build ELM Search Engine Validation ELM Migration Request GYRUS Data Conversion Summary Report Testing ELM Test Plan Review and Recommendations Testing Issues Log Knowledge Transfer Knowledge Transfer Session Materials for “Repeatable Process” Implementation Planning, Support and Post Production Support Implementation Plan and Schedule Production Support Issues Log

Risks & Mitigation Strategy Risk 1: A delay in procuring or contracting could push delivery dates into contention with the timeline for retiring GYRUS AIM. Mitigation: Procure and contract in a timely manner in order to start the project in December 2014. Risk 2: HCM Data Integrity: Existing Data in HCM which is used in ELM may not be complete and accurate. Mitigation: Allow for manual update of employee profile information as necessary to facilitate data clean-up. Risk 3: Reliance on outsourced resources to accomplish project goals. Mitigation: Critical project tasks include State resources for knowledge transfer. Agency leadership will closely monitor and manage outside contractor teams. Risk 4: Maintaining project focus as a priority in light of the numerous SHARE projects and initiatives that are underway. Mitigation: Define resource commitments during the project planning process. Monitor resource availability and commitment levels across multiple projects which may compete for resources. Risk 5: Scope changes may impact the timely completion of project task or cause rework. Mitigation: Identify and monitor scope changes, and follow the change control process. Closely monitor and manage scope changes that may impact the schedule and/or budget.

Conclusion SHARE ELM will reside within the same architecture, support structure and hardware as SHARE Financials and HCM. ELM is an Oracle / PeopleSoft product with delivered integration points to HCM and Financials. ELM will be installed in the DoIT data center and will utilize the Oracle database platform. This project will follow the standard SHARE and DoIT migration standards (Development to Test to Quality Assurance to Production). The migration standards require regular reviews and sign-off.