Learning Management Business Processes

The deck gives a general idea on the business processes involved & the flow within a Learning Management system of a corporate. Example LMS used here is SAP SuccessFactors.

Transcript

1. Process Modeling Signs & Actors Legend Process Decision Activity Start/End Process Trigger Actors 1. Learner 2. Manager 3. Super Admin (~30 high volume administrators) 4. Owner (Item, Curricula owners who may or may not be a Super Admin) 5. Scheduler 6. Instructor 7. Content Admin? 8. Support Team 9. System (SuccessFactors LMS) 10. External to LMS Modeling Signs
2. 0 – Overall Process External to LMS Learner Manager Learning Administrator Start 1 Content Development 4.1 Learner Registers for Item End 6.1 Completion Data Captured 3.1 Items Made Available to Learners 5.1 Learner Consumes Item 2.1 Creation of New Items – WBT/ Blended 2.2 Creation of New Items – ILT 2.3 Creation of New Items – SOP/Tasks 2.4 Creation of New Curricula & Adding Items 3.2 Curricula Made Available to Learners 7 Item Evaluation & Surveys 8.1 Catalog Audit 9.1 Reporting 5.2 Registration Cancellation *If out of the box surveys are used for some courses, this will be partially counted within SuccessFactors *Partially falls under SuccessFactors, rest under External
3. 2.1 Creation of New Items – WBT/Blended Super Admin (~30) Support Team Item Owner Scheduler Add Prerequisites, Substitutes, Subject Area, attachments, Other details (if applicable) Start Is the Item Owner a Super Admin? Upload content to the iContent server, Create content object in the LMS & test for defects Request Item Creation & Content upload through the Support Team Enter Item ID, Description & other details to create item Defects identified, requestor notified Defects fixed, content resubmitted Add Content Object to the Item Add Prerequisites, Substitutes, Subject Area, attachments, Other details (if applicable) Enter Item ID, Description & other details to create item Request Content upload through the Support Team Defects Identified? Yes Defects identified, requestor notified Defects fixed, content resubmitted No 3.1 Items Made Available to Learners 2.2.A Add Scheduled Offerings (Sessions) If Item is Blended Yes No 2 1 Is Content an external URL? Add Content Object to the Item Item Admin notified No Yes 2.4 Creation of New Curricula & Adding Items *Addition of Content Admin role to the Super Admin will eliminate the need for this request
4. 2.2 Creation of New Items – ILT Super Admin (~30) Support Team Item Owner Scheduler Add Prerequisites, Substitutes, Subject Area, attachments, Other details (if applicable) Start Is the Item Owner a Super Admin? Request Item Creation through the Support Team Enter Item ID, Description & other details to create item Identify & add ILT segments Add Prerequisites, Substitutes, Subject Area, attachments, Other details (if applicable) Enter Item ID, Description & other details to create item A 3.1 Items Made Available to Learners Yes No Identify & add ILT segments Add Scheduled Offerings, resources (instructors, rooms) 2.4 Creation of New Curricula & Adding Items
5. 2.3 Creation of New Items – SOP/Tasks Super Admin (~30) Support Team Item Owner Add Prerequisites, Substitutes, Subject Area, attachments, Other details (if applicable) Start Is the Item Owner a Super Admin? Upload SOP to the iContent server, Create content object in the LMS & test for defects Request Item Creation & SOP upload through the Support Team Enter Item ID, Description & other details to create item Add Content Object to the Item Add Prerequisites, Substitutes, Subject Area, attachments, Other details (if applicable) Enter Item ID, Description & other details to create item Request SOP upload through the Support Team Requestor notified about the completion of request 3.1 Items Made Available to Learners Yes No 2 1 2.4 Creation of New Curricula & Adding Items *Addition of Content Admin role to the Super Admin will eliminate the need for this request
6. 2.4 Creation of New Curricula & Adding Items Support Team Super Admin (~30) Enter Curriculum ID, description, etc to create a new Curriculum Align Target audience Associate Item(s), Requirements, Sub- curricula (as applicable) Define initial & re- training assignments schedule Curriculum exists? 3.2 Curricula Made Available to Learners Yes No 2.1 Creation of New Items – WBT/ Blended 2.2 Creation of New Items - ILT 2.3 Creation of New Items – SOP/Tasks
7. 3.1 Items Made Available to Learners Learner Super Admin (~30) Item Owner Manager Support Team System Learner or Owner driven? Assign the Item to the Catalog Search for the Item in the LMS Assign the Item to the Learning Plan Learner Assign Item to the Learner’s Learning Assignments Page 1 2 One time or ongoing audience? Owner Item Owner sends emails directly to learners Mass Assign through Support Team or Super Admin Select population & Assign Item through User Needs Mgt. Tool 1 2 Request Mass Assignment through Support Team One time Ongoing Identify population & Create Assignment Profile Add Item to the Assignment Profile Assignment Profile APM runs, assigns Item Assigned Training reflected on Learners Learning Plan Send notification to Learners 2.1 Creation of New Items – WBT/ Blended 2.2 Creation of New Items - ILT 2.3 Creation of New Items – SOP/Tasks 4.1 Learner Registers for Item
8. 3.2 Curricula Made Available to Learners Learner Super Admin (~30) Curricula Owner Manager Support Team System Learner or Owner driven? Assign the Curriculum to the Catalog Search for the Curriculum in the LMS Assign Curriculum to the Learning Plan Learner Assign Curriculum to the Learner’s Learning Assignments Page 1 2 One time or ongoing audience? Owner Mass Assign through Support Team or Curricula Admnistrator Select population & Assign Curriculum through User Needs Mgt. Tool Request Mass Assignment through Support Team One time Ongoing Identify population & Create Assignment Profile Add Curriculum to the Assignment Profile Assignment Profile APM runs, assigns Item Assigned Curriculum reflected on Learners Learning Plan Send notification to Learners 2.4 Creation of New Curricula & Adding Items 4.1 Learner Registers for Items Note - Like Items, not all Curricula need to be in the catalog, they can be pushed to learners
9. 4.1 Learner Registers for Item System Learner Scheduler Manager Learner has a deeplink? Learner uses deeplink to access Item details Loads Item details page Clicks “Register” or “Start Course” Records registration Sends confirmation email, attachment, calendar invite or waitlist communication, etc. Learner access the LMS Learner identifies Item from the Learning Assignment page Perform search for the Item in the LMS Select the desired Item from the results Send WebEx/Room details (if applicable) Online or ILT? Yes No ILT 5.1 Learner Consumes Item Online 3.1 Item Made Available to Learners 3.2 Curricula Made Available to Learners Approved? Manager Approval Needed No Yes Sends rejection email to learner Yes No 5.2 Registration Cancellation
10. 5.1 Learner Consumes Item System Learner ILT, WBT, SOP? Item in progress? Access the Learning Assignments page Click “Continue Course” System Launches the online Item WBT, SOP Open ILT invite Virtual or Face- to-Face? Complete the Item ILT Yes Learner Clicked “Start Course” No Learner Clicks the link to the Virtual Classroom Learner attends the training at the location in the invite Face- to-Face Virtual 4.1 Learner Registers for Item 6.1 Completion Data Captured
11. 5.2 Learner Registration Cancellation Learner Manager Super Admin (~30) Scheduler/ Instructor System Cancel Learner’s individual Item registration Records registration cancellation Sends cancellation notifications/emails Administer Cancellation Fee, follow up with responsible department (based on Cancellation policy) 4.1 Learner Registers for Item *Registration Threshold
12. 6.1 Completion Data Captured Learner System Scheduler Instructor Support Team/ Super Admin ILT, WBT, SOP? LMS records completion data Learner history is updated Verify the attendance roster or sign-in sheet Add Item(s) in Learner(s) History using “Record Learning” Tool Mark attendance, Completion data WBT, SOP ILT 8.1 Catalog Audit Process 5.1 Learner Consumes Item For Plant Employee(s) 1 2