LMS Gap Analysis 6/15/2011 Department of Personnel

Process SAP Requirements Project Brief re- examination with Ron David Norman & The Training Managers Learning Technologies Gap Analysis Gap Analysis Presentation Final Report

01 Employee- search for class or course02 Employee – Register for class03 View registrations that are pending approval04 Cancel Class or Course05 Employee view profile07 Supervisor view training reg request08 Approve direct report training request09 Deny direct report training request10 Cancel other employee training request Use Cases

11 Register employee for training12 View training profile for an employee13 Delegate authority15 Create and update agency course and class16 View and modify agency class roster17 Update employee training record20 Final approval of DOP registration requests21 View & update wait list22 Maintain user level access Use Cases

23 Assign and approve course codes24 Reporting25 Receive update of DOP training course/class28 Data migration29 Other Use Cases

Overall Comparison SumTotal Maestro to Business Requirements 78%

01 Employee- search for class or course 100%

02 Employee – Register for class 93%

02 Employee – Register for class 2.20 If the employee cannot attend any of the available DOP or agency class dates provide capability for employee to add name to a waiting list Do not allow an individual to register for more than one class on the same day.

03 View registrations that are pending approval 100%

04 Cancel Class or Course 60%

04 Cancel Class or Course 4.1 Employees cannot cancel from a class if they were group enrolled. 4.2 All employee cancellation requests must be routed to supervisor for approval of cancellation. 4.6 Do not allow an employee to cancel a DOP-approved registration request after the cancellation deadline. 4.8 If an attempt is made to cancel a DOP registration request after the cancellation deadline, the employee must contact the Registrar or Training Administrator for processing the cancellation.

05 Employee view profile 100%

07 Supervisor view training registration request 80%

07 Supervisor view training registration request 7.6 If a request is still pending on the day before the cancellation deadline, a reminder should be sent to the supervisor or delegate, the employee and the registrar. 7.7If a request is still pending on the day before the registration deadline, a reminder should be sent to the supervisor or delegate, the employee and the registrar.

08 Approve direct report training request 84%

08 Approve direct report training request 8.5 When training registration is approved by the supervisor or the supervisor delegate, it is automatically added to the employee’s Outlook calendar. 8.9 When a supervisor or delegate approves the cancellation of a training class, remove the training from the employee’s calendar.

09 Deny direct report training request 89%

09 Deny direct report training request 9.7 The reason for denial must be retained in the training profile history.

10 Cancel other employee training request 66%

10 Cancel other employee training request 10.2 The supervisor or delegate should be able to cancel an employee registration (within the cancelation timeframe) of staff group-enrolled by the Registrar Supervisors or delegates cannot cancel training registration after the cancellation deadline date Supervisors or delegates can only cancel training registrations that have an approved status The reason for cancellation must be retained as part of the training profile history Provide a reminder to the Supervisor and employee that the outside vendor cancellations also require a cancellation of the registration on the vendor site.

11 Register employee for training 75%

11 Register employee for training 11.2 Provide the ability for the Course Administrator to group-enroll employees for their own division courses AND course or class cost is zero If the Supervisor, Training Administrator, Registrar, or Course Administrator registers an employee for DOP or agency training, upon completion of the process, update the employee’s calendar (schedule) with the class The name of the requestor (Supervisor, Registrar, Administrator, and Course Administrator) must be retained as part of the training registration record When a supervisor registers a direct report, the notification to the employee’s supervisor is not required Do not allow another individual to register an employee for more than one class on the same day.

12 View training profile for an employee 86%

12 View training profile for an employee 12.7 The default view, for the process of viewing an employee’s training, will be the Completed Training and Required Training profile.

13 Delegate authority 78%

13 Delegate authority 13.6 The delegation of authority is given for a specific day or date range 13.9 The Disbursement unit must have the ability to “view” delegation. Disbursements should continue to have a view-only capability of the delegation.

15 Create and update agency course and class 67%

15 Create and update agency course and class 15.5 The Training Administrator will have full rights to all update capabilities for ANY DOP or agency course or class All Course records must have a cost associated with the training activity Course cannot be inactivated unless the associated class rosters have been marked as completed If there is a class scheduled for the future, cannot inactivate course If the individual, creating or modifying the course, is a “divisional” Course Administrator, the Agency required Training must be “NO”.

15 Create and update agency course and class When a course is added the status of the course will be pending course code When a course is added it must be routed to Registrar for approval and course coding Don’t allow modification to the Activity Type or Activity Category Notify Registrar if a modification is made to any course information The notification to the Registrar regarding course modification must include what was changed or modified as well as who modified If the modification to a class includes the date or time, update the employee’s calendar/schedule that is registered for the class.

15 Create and update agency course and class Don’t allow cancel class if there are employees registered for class When an attempt is made to cancel a class with a roster, the message should instruct the user to process registration cancelation for employees before the class can be cancelled When a course code is assigned, the status is changed to Pending Active Once approved, course status remains Pending Active until "activated” When course code is assigned to an online class or course, the status is changed to Active and it is immediately available for viewing in the catalog.

16 View and modify agency class roster 77%

16 View and modify agency class roster Provide the capability for the Training Administrator, Registrar and Course Administrators, to add a Non- agency employee to a agency class roster. Course Administrators can only add names to rosters, if the class is within their same division A Course Administrator can only modify the roster if the roster is not closed Course Administrators (Trainers) can only close a roster in their same division for those classes under their authority A class roster status can be Open or Closed Attendees must be notified electronically when the attendance status has been updated.

16 View and modify agency class roster Provide the ability for the Training Administrator and Course Administrator to delete participants BEFORE cancellation deadline If an attendee is deleted from the roster, must electronically notify the attendee and their immediate Supervisor.

17 Update employee training record 59%

17 Update employee training record 17.1 The Training Administrator and the Registrar must be able to modify (fix) any data on an agency YES and DOP NO training record When the Registrar completes the cancellation of a DOP class, the class should be removed from the employee outlook calendar/ schedule 17.9 If the Training Administrator or Registrar changes the training registration status to “did not attend,” notification must be sent to the immediate Supervisor Updates to Outside Vendor For an outside Vendor registration, once the vendor class date is in the past, notify the Supervisor the pending request requires “update” of completion

17 Update employee training record When the Training Administrator, Registrar or Supervisor updates the status of the vendor registration, notify the employee If the master index is modified, notify Disbursements indicating the record where the master index was modified. Training Note - if HR modifies the master index, they will print the newly revised vendor registration, obtain signature of authorization for the use of the modified master index and send to Disbursements (signed printout will be used as the payment authority) Notify Supervisor when an employee completes an agency online class.

20 Final approval of DOP registration requests 71%

20 Final approval of DOP registration requests 20.5 Update the employee training registration as “final approval” by Registrar or Training Administrator When DOP training is approved, it is automatically added to individual’s Outlook calendar.

21 View & update wait list 75%

21 View & update wait list 21.4 Notify all “wait list” employees in the following conditions: When a new class is added to a course. If space in an existing class becomes available. If there is space available and the date of the class is changed.

22 Maintain user level access 100%

23 Assign and approve course codes 33%

23 Assign and approve course codes 23.1 Provide the ability to search for courses with a “pending course code” status of Provide the ability to search courses with a status of pending course code by key words, in the name and course description Provide the ability to “route back” a course, with a comment as to why it’s being returned The “route back” option must notify the individual who created the course. (Used if the course code cannot be assigned).

24 Reporting 75%

24 Reporting 24.6 Report displays, which include employee names, must include the ability to all employees. (Provide address in the display or a function that will allow notification to be sent to all names on the report.) 24.8 Reports will be available through “SQL Reporting Services.” Access to the reporting will be through AD groups and requests for access will be through Desktop Support to be added to the AD group for report services.

25 Receive update of DOP training course/class 100%

28 Data migration 100%

29 Other 76%

29 Other 29.7 Must provide the capability to search and select a course, as required training, from the course catalog Outside vendor courses, classes or conferences can be identified as a required training without a course code Agency required training reminder A refresher course is required when there is a frequency of more than once Must notify employee and the immediate supervisor 2 months before the required training “refresher” course needs to be fulfilled Determine when a reminder of a refresher course is needed by using the last date the course was completed compared to the frequency required.