Replacing Your LMS: Why, When, What & How? When considering the viability of your LMS, it’s critical to deeply consider your organization and its needs. We recently transformed learning and development from a single point-of-service learning library to an enterprise all-inclusive and interactive “success center” that engages teams through the lifecycle of professional and organizational development. We’ll share our process for determining organizational needs and engaging leadership in the transformation. Determining the need, identifying project scope and preparing the pitch to leadership How to identify a sustainable, long-term solution; preparing for process improvement and data integration How to manage the implementation and integration processes to ensure end user adoption 1

Introduction LMS Needs Assessment Current Solutions & Platforms: o LMS: Core system of record & tracking o Third Party Resources: i.Soft Skills Training ii.Vendor Training iii.Compliance Training o Internal Instructional and Learning Libraries: i.Intranet Video Library ii.Intranet Social Collaboration Exchange and Library iii.Legacy LMS Database The Issue: The contract for the LMS system is up for renewal. Historical evidence has indicated that the current LMS platform is not fully meeting basic functional needs. Given the projected growth of PDS operations, assessing the long-term viability against PDS business requirements is warranted. The Solution: Conduct a thorough Fit-Gap Assessment to validate current LMS functional capabilities to support PDS long-term operational needs, increase operational efficiency and performance, reduce cost, eliminate redundancies, and offer flexible solutions to administer a growing, diverse and disparate workforce. 2

Project Approach in Phases LMS Needs Assessment a.Define project team resources (Functional, Technical, Leadership, etc.) b.Establish project structure, roles, and cadence c.Develop high level project plan, schedule and key deliverables d.Prepare data gathering and requirements materials e.Confirm Fit Gap details f.Conduct kick off 3 a.Initiate data gathering (i.e. Process, Systems, Support Staff, Cost, etc.) b.Confirm business objectives & decision criteria c.Conduct Assessment Workshops (Functional /Technical Requirements) d.Develop detailed requirements Functional requirements Technical requirements e.Confirm requirements prioritization f.Develop demonstration Use Stories a.Prepare vendor Use Case workbook b.Prepare evaluation scoring template c.Coordinate session logistics d.Conduct Fit Gap –Written Response e.Conduct Fit Gap –Use Case f.Collect and consolidate Fit Gap evaluation/ scoring sheets from team g.Analyze Fit Gap results and prepare summary report a.Evaluate vendor Fit Gap scoring for Written vs. Use Case b.Identify near term and longer term options and alternatives (to address business objectives and immediate learning & development related delivery issues) c.Prepare solution recommendation (People, Process, Technology, Governance, etc.) d.Develop future state roadmap & business case impact e.Assess & prepare data & data point implementation considerations f.Define implementation project plan & mobilization Estimated Timeline (timeline is primarily dependent on availability and responsiveness) 1 Weeks Planning & Mobilization 1 Requirements Gathering 2 Fit Gap Assessment 3 Recommendation & Business Case 4 2 – 2.5 Weeks 3 – 4 Weeks 2 – 3 Weeks

Assessment Workshop Approach LMS Needs Assessment 4 Review end-to-end process information at high level: Process Tasks Roles – Who does the work Customer assessments – what works or doesn’t Review supporting technology: What systems are used today Data input and data output Key Integrations Identify: What are key assessments of Current State What Opportunities Do You Currently Have. History / other system dependencies Impacts of country, regional, or local country regulatory forms and reports Additional processes not currently represented by today’s solutions that may be required for PDS Key change impacts by location/ region and specific stakeholders Requirements: People, Process & Technology requirements identified and prioritized General process workflows identified (what are the inputs and outputs) Key data sources and historical information needs Change Impacts: Who will be impacted by changes made to this process? Where will there be resistance to change? How can we sell interest or value of change? People, Process and Technology: Who does this work (People) How does work get done (Process) What technology do you use (Technology) Subject Matter Experts (SMEs): Process and technology expertise Knowledge of unique installation and regional/local needs Day-to-day familiarity with what works & what creates headaches Understand PDS culture (overall and in specific regions) First-hand knowledge of key stakeholders and potential change impacts Workshop Inputs Workshop Outputs Workshop

Projected Timeline LMS Needs Assessment 5

Deployment Plan 6 Process Improvement and Data Integration

Project Approach in Phases LMS Needs Assessment a.Define project team resources (Functional, Technical, Leadership, etc.) b.Establish project structure, roles, and cadence c.Develop high level project plan, schedule and key deliverables d.Prepare data gathering and requirements materials e.Confirm Fit Gap details f.Conduct kick off 7 a.Initiate data gathering (i.e. Process, Systems, Support Staff, Cost, etc.) b.Confirm business objectives & decision criteria c.Conduct Assessment Workshops (Functional /Technical Requirements) d.Develop detailed requirements Functional requirements Technical requirements e.Confirm requirements prioritization f.Develop demonstration Use Stories a.Prepare vendor Use Case workbook b.Prepare evaluation scoring template c.Coordinate session logistics d.Conduct Fit Gap –Written Response e.Conduct Fit Gap –Use Case f.Collect and consolidate Fit Gap evaluation/ scoring sheets from team g.Analyze Fit Gap results and prepare summary report a.Evaluate vendor Fit Gap scoring for Written vs. Use Case b.Identify near term and longer term options and alternatives (to address business objectives and immediate learning & development related delivery issues) c.Prepare solution recommendation (People, Process, Technology, Governance, etc.) d.Develop future state roadmap & business case impact e.Assess & prepare data & data point implementation considerations f.Define implementation project plan & mobilization Estimated Timeline (timeline is primarily dependent on availability and responsiveness) 1 Weeks Planning & Mobilization 1 Requirements Gathering 2 Fit Gap Assessment 3 Recommendation & Business Case 4 2 – 2.5 Weeks 3 – 4 Weeks 2 – 3 Weeks

Questions How to document business processes and systems requirements Determining if the system or business process needs an overhaul – or both? How to conduct a point based assessment during the Fit Gap & RFP processes using the requirements document and use case demonstration How to align internal clients/departments with differing opinions on what functions an LMS should provide – documenting roles, responsibilities and interconnectivity 8