PRCR LDRM E-learning Process Maps

Learning Development Risk Management Process Maps

7/24/2017

City of Raleigh Public Utilities Standardized Business Process Mapping Symbols

(OPEN)

Describes the activity preformed by a actor.

Describes when external data is introduced.

Process

External Data

Describes a point where the activity changes based upon the decision of the actor

Decision

(OPEN)

(OPEN)

Predefined Process

Describes a process that has already been defined.

(OPEN)

Database

Describes when a database is used.

Start/End

Document

Describes the beginning (faucet) of process and end (sink)

Describes when a document is utilized.

Data

Describes when data is utilized

Standardized Business Process Mapping Terminology

Actors -Make decisions within a business. Organizations, Roles, People, Systems are Actors.

Deliverables -Forms, Data and Reports.

Activities/Tasks -A process that can be assigned to a actor.

Decision Points -Evaluates a specified condition during the process and directs the flow of work based on the evaluation.

Stop/End -The actions that start and terminate a process.

Content Development and Modification

LDRM Staff Management PRCR LDRM

End

No

Approve

Yes

Expressed Need or Received Request for Development or Modification

Start

Determine Audience

ILT Content Creation Pg. 17

ILT

Hybrid

Establish completion requirements -Attendance -Review Demonstration

Identify Stakeholders

Establish retraining/ refresher cycle

Map learning objectives

Delivery Methods

Identify SME’s

ELearning

ELT Content Creation Pg. 13

Marketing

Asst. Training Development Manager Training Coordinator PRCR LDRM Determine Scope -Training Coord. Process -Upcoming Class Store

Yes

General Optional Training

Send E-Mail

Create weekly training newsletter and include class

Targeted Email or Communication to Supervisor or Employee

Report, Nomination, Specific Group or Location

Additional Method Due to Type of Class

Additional Marketing Method?

Prioirty, Low Sign Ups, Near Training Date

Announcements

End

New FTE Hire or FTE Promotion

Packet

Update monthly bulletin

Update Wiki

Evaluations

LDRM Staff PRCR LDRM

-Perform Personal Observations -Collect Smile Sheets -Send Survey Monkey -Face to Face

Results recorded through Tracking Process

Read and analyze results

Determine overall reaction

Propose and or change content

End

Reaction

Tracking

End

Yes

Give test

Score Test

Analyze Anomalies

Pass

Learning

Go through content and ensure employee understands

Notify Supervisor

No

Start

Type

Remediation

Retake

Class or Quiz

Survey to Supervisor and Employee 30/ 60/90 after training or Observation Checklist

Follow up on glaring decencies with employees/ supervisor

Propose modifications in

Transfer

Analyze and Record

End

training, equipment and or management

Organizational Impact

TBD

New Hires/Promotions

LDRM Staff PRCR LDRM

ILT New Hire Pg. 14

ILT

Review email announcements and emails from Business Management

Query position data from Training Tracker

Position in Training Tracker

Start

Yes

Delivery Format

No

ELT New Hire Pg. 5

ELT

Access latest report based on Peoplesoft Active Query

Reporting

Business Systems Analyst Computer Sys Analyst LDRM Staff PRCR LDRM Start

Online Recent History

Export to Excel

End

Search by parameter: -User Lisc. Individual Course

Audit Reporting

Export to Excel

End

Select city organization portion of CSV export

Cleanup and put in proper format

Send to city organization

Type of Report

Course Reporting

End

Invited vs Completed

Filter/massage data

Export to Excel

End

BLR

Send request to Developer

Inactive vs Active

Distribute report -Post on Wiki -Email -Network Share by Topic

Linkpad SQL Query

Massage, filter in Excel

End

Query

BLR or Training Tracker

Standard Report or Query

Training Tracker

Run and Print Report -Employee History -Print Roster -Course History

Standard Report

End

Data Management

3 rd Party Training Data

Camp Training Data

Go Sign Me Up Training Data

HCM Training Data

PeopleSoft Employee Data

Start

Start

Start

Start

Start

Massage data (Existing Procedure Document) -Manually update division -Reduce job title

Pull HCM completion one class at a time through query

Receive notification that camp training is finished

Pull completed training data through query

Run Active Employee Report

Receive completion data

Perform data clean up for EID -Run report from Peoplesoft -Import or manual into database

Massage Date and update EID

Massage Date and update EID

Build import file

Run Pay Report

Massage data

Place in network folder

Build import file

Build import file

Retrieve data from Camp Staff database

Split by FT and PT Import to Training Tracker

Compare to identify latest job title

Place in network folder

Place in network folder

Ensure filed uploaded correctly

Build import file

Run Change Report

Analyze with date in Training Tracker

End

Business Systems Analyst

Ensure filed uploaded correctly

Ensure filed uploaded correctly

Place in network folder

End

End

Update training requirements

Update last pay date

Ensure filed uploaded correctly

Active and Not Past 90 Days Not Paid

Temporarily Terminate

No

End

Yes

End

Camp Staff Database Setup

Business Systems Analyst Camp Supervisors Training Coordinator Computer Sys Analyst PRCR LDRM Start

End

Create Camp Database from Previous Year -Drop downs for camps -Supervisors, job titles -Courses

Imports E- Learning completion data into database

Enter employees

Assigns training by query

Oversees training registration

Enters Rosters

Assigns E-Learning to Camp Staff

E-Learning Training Assignment & Modification-New Hires/Promotions

PRCR LDRM-E-Learning

Data import from PeopleSoft to Training Tracker

Create list of new hires needing to be assigned e learning training

New Hire

New Hire/ Promotion Pg. 4

Type of Hire

Computer Sys Analyst Business Systems Analyst

Promotion

Create list of promotions to be assigned e learning training

Determines courses based on job title

Determine required courses

Did Supervisor E- Mail for More Courses

Create list of courses to be assigned

No

Yes

Compare Required Courses

Compare Courses by New Job Title

Add supervisor requested courses to list

Verify user account exists

Send invitation to newhire

Assign Courses

End

E-Learning Training Assignment & Modification-Role/Policy Change

Business Systems Analyst Computer Sys Analyst PRCR LDRM-E-Learning Start

Identify employees affected: -Job Title -Location

Notified of change from: -Regulatory Agency -Supervisor -City/Dept./Div.

Data import from PeopleSoft to Training Tracker

-Work Crew -Experience -Division

Did Supervisor E- Mail for More Courses

No

Yes

Add supervisor requested courses to list

Create list of courses to be assigned

Verify user account exists

Send invitation to newhire

Assign Courses

End

E-Learning Training Assignment and Modification-Training Renewal

Business Systems Analyst Computer Sys Analyst PRCR LDRM-E-Learning

Identify courses that have renewal and look at dates

Look at renewal date for the perquisite course

Does course have perquisites

Start

Yes

No

Pull list of previously trained or required including the specific monthly safety training

Course taken within the last 90 Days

Create list of emplooyes to be assigned

End

Yes

No

Send invitation to newhire

Assign Courses

End

E-Learning Training Assignment and Modification-Removal

Computer Sys. Analyst PRCR LDRM-E-Learning

Remove Training Courses

Make Employee Non-Active

Employee Seperation

Start

Type of Removal

End

Remove Training Courses

Supervisor Request

E-Learning Tracking-Audit

Business Systems Analyst Computer Sys Analyst PRCR LDRM-E-Learning Start

Search by: -Title -Location -Task -Course -Incident

Compare tracking system to course requirement

Create list of courses to be assigned

Document Gaps

Send invitation to newhire

Assign Courses

End

E-Learning Tracking-Elearn Website Import

PRCR LDRM-E-Learning

Pull completions for each topic from the Elearn Website

Clean up each topic CSV to match Training Tracker format

Start

Computer Sys Analyst Business Systems Analyst

Verify everything imported correctly.

End

Place CSV in network folder for nightly import

E-Learning Tracking-Request for Individual Audit

Business Systems Analyst Computer Sys Analyst PRCR LDRM-E-Learning Start

End

Camp Database Tracking Process

Research in Training Tracker

No

Generate Report

End

Yes

Receive request for individual or course audit

Camp Related

No

Current Month

Filter by group: -Individual -Course

Export & compare to Training Tracker

Today & Past

Logon to Elearn

Format in Excel

End

Yes

Parameter

Current

Filter by group: -Individual -Course

Screen Shot or provide information over phone or email

Logon to Elearn

End

E-Learning Content Creation

Business Systems Analyst Computer Sys Analyst PRCR LDRM Content Management Pg. 1

Procurement Process

Yes

Budget

Yes

Cost

1. Vendor

No

Source of Content

No

Inventory tools/ resources/budget

Yes

Produce documentation of content and file

Store file and notate versioning

Standalone Module

Acquire SCORM file

Import to BLR

End

No

2. In House

Procure other SCORM or group with existing modules

3. Outside

Develop proof of concept

Design/build curriculum

Deliver and produce documentation

Testing

Pilot

Post evaluation

End

Source

No

Search and vet vendor, look at tracking

Produce documentation of content and file

Procurement Process

Cost

Budget

End

Yes

Yes

Vendor

Pursue different vendor or source

No

ILT New Hire

LDRM PRCR LDRM

Send staff and supervisor email with the training requirements

Search for staff, confirm database has new role

Update the “FT new employee packet” field on the Custom tab

Click on training history tab ,export to PDF

Attended Orientation Academy

Update hard copy of the organization chart

New Role Confirmed

Yes

Yes

Promotion

No

Update record with new information

Place updated training history in

External or Promoted from Part Time

New Hire/ Promotion Pg. 4

No

No

End

their existing employee file

Hire Type

(Training Tracker)

Yes

New Hire

Create Employee Training Folder

Send staff and supervisor email with the training requirements and the latest “New Employee Training Packet”

Add staff to list of potential participants for Orientation Academy

In Training Tracker

Print training requirement

Prepare hard copy file folder

Yes

End

Make note to update “FT new employee packet” field on the Custom tab

No

Under training requirements tab, export to PDF

Search by job title

ILT-Training Assignment & Modification

LDRM Employee Supervisor PRCR LDRM

Create GSMU Account

No

Account Exists

Enroll in Class

End

GSMU

Yes

LDS

Submit request to coordinator

Registration Type

Sign in at class

End

Roster

Outlook

End Yes

Accept meeting request

End

Accept Meeting Request

Supervisor Nominated Outlook

No

Yes

Request for Employee sent to Coordinator

GSMU Supervisor/Admin Enrolled

Register in GSMU

End

Contact Supervisor and place in another class if necessary

Registration Type

Supervisor Nominated LDS

End

LDS Admin Enroll

No

Outside Vendor

Send registration confirmation packet to participant and supervisor

Complete Registration on NCSU Site

Add the participant to the Registration List

Review Requests

End

Training assignment or modification requested or required

Start

Self Registration

ILT Outside Process Pg. 18

ILT Outside Training-Training Coordination

LDRM Staff Employee PRCR LDRM

Process Travel Request

Attend additional training

Attend Training

No

Partial

Not Sufficient

Complete Travel Request if Applicable

Complete Procurement if Applicable

Collect proof of attendance

Validate Certificate

Accepted

Identify employees affected: -Job Title -Location

Course in Training Tracker

Yes

Create Class

Tracking

End

Notified of gap or request for training

Training Completed

Search for vendor and vet

Procurement Process

Start

No

Cost

Yes

Budget

Yes

-Work Crew -Experience -Division

No

No

Yes

Collect content

Create Course

ILT Content Creation

LDRM PRCR LDRM

Create Meeting Requests

Outlook

Develop proof of concept

Design/build curriculum

Pilot Registration Method

Add course to Training Tracker

Deliver and produce documentation

Place content in Course Folder

Test and Validate

Pilot Needed

Yes

GSMU

Add course to GSMU

Post evaluation

End

No

1. In House

No

Content Management Pg. 1

Search and vet vendor

Procurement Process

Content or Instruction

Purchase and Modify Conect

Content Source

2. Vendor

Cost

Yes

Budget

Yes

Content

Vendor

Change Source or Vendor

Purchase and work to customize

Source

No

Instruction

End

3. Collaborative

4. Partnership

Work with agency to get approved for CEU credits

Submit or create content

Develop proof of concept

End

Receive content and provide feedback or provide input and content for project objective

End

ILT-Training Coordination

LDRM Staff PRCR LDRM Start

Reschedule Process

No

Setup -Outlook Meeting -Camp Staff Database -Go Sign Me Up Class -Learn Dev Series

Able to Conduct Training

Evaluation

Yes

Yes

Nomination/Assigned

Determine Requirement -Instructor -Guest Speaker -Equipment -Space -Attendees -Refreshments

Determine availability of required -Instructor -Guest Speaker -Equipment -Space -Attendees

Class Prep -Schedule Setup of Space -Materials -Food if Necessary

Determine Need -Event -Request -Est. Demand

Contact and gain commitment from

ILT Training Assignment & Modification

ILT Booking a Facility

Registration Type

Establish Class

Yes

Market Class

Training Delivery

Evaluation

instructor for specific date

-Create Eval -Instructors

Self

No

No

-Roster -Go Sign Me Up Class -Learn Dev Series

Tracking

End

ILT-Tracking

PRCR LDRM

Add student to Training Tracker

Create Course

LDRM Staff Business Systems Analyst

No

No

Send to recipient and supervisor

Create or Receive Cards/Certificates

Yes

Receive Documentation -Emailed Scanned Roster

Filing Process Pg. 20

-Paper Roster -Certifications -Name Badges -Email -Picutre

Certification Certificates/ Cards Needed

Course Exist in Training Tracker

Students in Training Tracker

Add students to class

Enter Evaluations if Applicable

Create Class

Student Missing

Yes

Yes

Yes

No

Yes

No

Start

Class concludes

Documentation

ILT Training Assignment and Modification

End

Advanced Notice Recieved

Contact Supervisor

No

No

Yes

Analysis of courses vs. rosters turned in

Part Time/Full Time

Part Time

Full Time

Scavenger Hunt

Employee to reschedule training

ILT Filing

LDRM Staff PRCR LDRM

File in Employee folder and or Seasonal Park Staff Folder

Certificates

FT

Safety Topic Class

Quizzes/Assessments/Confirmation Signatures

No

FT/PT

Yes

PT

Send to Supervisor to file in Supervisor File

ILT Tracking Process Pg. 19

Attach to roster

Storage retention based on City policy and or regulation

Item to File

End

Yes

Single Participant Roster

File in Course/Class Folder

Roster

No

New or Updated Course Content

ILT-Booking a Facility

LDRM Staff Facility/Site Manager PRCR LDRM Start

No

Regular Operating Hours

Puts the activity in Facility Booking

Send Rental/ Contract Permit

Review request

Approved

Yes

Yes

End

No

No

E-Mail request to Asst. Superintended to Reserve

Yes

Sign rental agreement

Look for space meets identified requirements

Look for availability in CLASS

Rec. Division Community Center Facility

Contact Facility Director to confirm

Provide Combo Code

ILT Training Coordination

ILT Rescheduling

LDRM Staff PRCR LDRM

Create announcement

Send advance notice

Able to Resolve and Hold Training

Yes

Send update

End

Weather

Low Enrollment

Reason for Reschedule

Other

Try to resolve issue

Greater than 36 Hrs

No

Event forces reschedule of Class

Start

Close to Training

Send notification (Phone, E-Mail Messaging) to all interested parties -Venue Vendor -Employees, Supervisors and Superitendent

Unenroll attendees from class and cancel class in Outlook and GSMU

Training Coordination

Less than 36 Hrs

Weather Related

No

Yes

Update inclement weather line