page 1 - june 12, 2014 – proprietary and confidential e-learning project management brian popken

- April 11, 2023 – PROPRIETARY AND CONFIDENTIAL

e-Learning Project Management

Brian Popken

- April 11, 2023 – PROPRIETARY AND CONFIDENTIALPage 2 - April 11, 2023 – PROPRIETARY AND CONFIDENTIAL

Introduction and Overview

Introduction

PM Basics Step 1:

Initiating

PM Basics Step 2:

Planning

PM Basics Step 3:

Executing and Controlling

PM Basics Step 4:

Closing

Recommendations

Summary


The e-Learning Landscape: Technology and Business Needs Drive Demand

2011- $38 billion!

2006- $10 billion

• Reducing travel, instructor, facilities and job-related costs • Greater flexibility for creating audience-focused curriculums • Greater accessibility with 24x7 availability • Greater quantity of learning by aggregating a “blended” curriculum

• More effective learning for different learning styles

• Record keeping to more effectively manage workforce performance • Complying with laws and regulations, such as Sarbannes-Oxley, etc.

Business needs and cost of e-Learning investments make project success an expectation and increase the risks for failure for those involved


Confronting Project Management Challenges

What are the common IT and HR drivers?

Meeting Business Needs

What are the key design and technical considerations?

How to minimize risk?

What should be considered in planning for implementation

What impacts may there be on the organization?

What are the considerations for rollout and implementation?

How do you measure success?

Some view managing an e-Learning project as an exercise in “controlled chaos.” However, a multidisciplinary approach and use of sound design and project

management principles can significantly reduce the risks.


e-Learning is Multidisciplinary…Requirements and constraints for the project plan

Performance and talent management may be additional objectives

Information Technology

Human Resources

Performance Improvement

Executing

Closing

Controlling

Initiating

“Digitally Focused”

Software/hardware

Technical specifications

“People Focused”

Learning/Training

Job Performance

Planning


Initiating

Introduction

PM Basics Step 1:

Initiating

PM Basics Step 2:

Planning

PM Basics Step 3:


PM Basics Step 4:

Closing

Recommendations

Summary


PM Basics Step 1: Initiating• Describe the Project

– What is the business need?– What data will be produced to support the organization?

• Performance Management? • Talent Management? • Compliance?

– If courseware, what are the Knowledge, Skills and/or Abilities (KSA) required to meet business objectives? What is the learner expected to be able to do after completing?

• Identify Stakeholders and Team Members– Information Technology– Human Resources– Business Units– Customers

• Align Expectations– Cost– Schedule– Organizational Impacts


Aligning e-Learning and Business Strategies

Marketing Sales Production Management

Attract and

Retain Customers

Increase Sales Channel Performance

Reduce Customer Fulfillment and Support Costs Provide Skills

and Knowledge to Meet Strategic Objectives

Identify Gaps between:

•Business Objectives and Performance

•Knowledge Requirements and Existing Competencies

•Available and Potential Resources


Impacts on the Organization… Key stakeholders at each level

Issues that should be considered and documented include:

• Processes for identifying and budgeting e-Learning projects

• Responsibilities of departments and business units

• Technical and design specifications

• Software and/or course testing and installation

• Legacy system interface (s)

• Support Services

• Maintenance


Planning

Introduction

PM Basics Step 1:

Initiating

PM Basics Step 2:

Planning

PM Basics Step 3:


PM Basics Step 4:

Closing

Recommendations

Summary


PM Basics Step 2: PlanningThe devil is in the details

• Define the Product/Expected Outcome– E-Learning Technical Specifications– Other Technical Constraints– Design Considerations

• Schedule and Sequence the Tasks– If technology driven consider Rational Unified Process for software

development– If courseware driven consider ADDIE or other instructional design model– Spreadsheet, “matrix” or MSProject tools provide visibility and help

organize workflow

• Risk Assessment/Mitigation– Include intermediate deliverables and project “gates” to minimize change– Integrate scope control and cost data into change procedures


Defining the Product:e-Learning Technical Considerations

Emerging Standards:

Common Cartridge

Open Learning Services Architecture (OLSA)

The Aviation Industry CBT Committee (AICC)

Advanced Distributed Learning (ADL)

(SCORM)

1.2?--- 2004?

Institute of Electrical and Electronics

Engineers (IEEE)

e-Learning standards, continue to evolve

even while guiding the present day design and

programming


Other Common Technical Constraints: …Common sense, but often overlooked requirements

• Is the solution compatible with appropriate e-Learning industry standards?

• Is it compatible with supported security restrictions, e.g. firewall, security certificates, network and VPN settings, Flash and Active X, security, cookies?

• Is compatible supported software standards e.g. browser configuration and plug-ins, e.g., Internet Explorer, Netscape, Firefox?

• If courseware, is it compatible with any existing enterprise Learning Management System and client/network environment?

• Will file types and size be compatible with network and bandwidth capabilities?

• If a software acquisition, does it support multiple delivery modalities?

• Will the software support any required simulations, or multiple languages?

Bottom line: Will it support the training objectives for the organization?


Defining the Product:Design Considerations

Leveraging the technology in a way that provides the information in the form of learning, in a way that is most useful to its audience, and at the right time

and place, can be critical to business success

Aging workforce with traditional learning

styles

Generation X- the “video game” generation

Generation Y- technology savvy, spatial thinking

and learning styles

Access to information when and where it is

needed

Learning Management Systems have enabled the

aggregation and management of

information

Learning “objects” in the form of e-learning courseware can be a

strategic tool in business

“The paradigm of traditional training and

learning is rapidly changing as “baby

boomers” are retiring and being replaced by a younger workforce.”


Schedule and Sequence the TasksExample: Courseware Design and Delivery

• Follows the ADDIE Model- Analyze, Design, Develop, Delivery, Implementation, Evaluation

• Schedule multiple tasks with intermediate deliverables and check-offs

• “Cascade” deliverables to minimize bottlenecks and milestone creep

• Ensure early testing for compatibility with target environment

• Pilot/Validation is for evaluation of effectiveness


Executing and

Controlling

Introduction

PM Basics Step 1:

Initiating

PM Basics Step 2:

Planning

PM Basics Step 3:


PM Basics Step 4:

Closing

Recommendations

Summary


PM Basics Step 3: Executing and ControllingKeys to success are change control and communication

• Change Requests– Include process for initiating, approving, and checking changes– Project Manager approves all requests impacting scope /schedule

• Scope Control– Project Manager and Development Manager monitor change

requests through Change Log – A critical PM document

• Performance and Progress Reports– May be formal or informal depending on size of the project,

individuals involved– For large projects minimum of monthly and circulated to team

members and all stakeholders– Include current status, deliverables produced and in progress,

scope changes and schedule updates, issues


Change Requests- Change Control LogExample: Courseware Development

• Single resource for all Project Deliverables- a “Living Document”

• Separate indexes or tabs for major intermediate deliverables

• Includes description, cost/schedule impact, approvals and verification


Closing

Introduction

PM Basics Step 1:

Initiating

PM Basics Step 2:

Planning

PM Basics Step 3:


PM Basics Step 4:

Closing

Recommendations

Summary


PM Basics Step 4: Closing

• Implementation– Final Deliverables in specified format and per Naming/Versioning

Instructions– Test logs can verify technical specifications: ADL SCORM RTE,

ADL Content Package Conformance, Resource Validator, Manifest Validator, Matadata File Report

– Delivery in stages through Development Environment to Production

• Customer Sign-off– Following delivery to Production– Project documents and source files archived

• Evaluation– A continuing process– Source data include support desk reports, student reports,– Business performance /ROI


Measuring Success …Course completions = Return on Investment

Traditional Measures:

•Instructor, Travel Costs, etc.

•Learner/Manager Feedback

•Completions

Business Performance:

•Customer Retention

•Sales Performance

•Productivity

•Defect Reduction

•Support Costs

•Compliance Costs

The true but hardest to measure affect is on business

performance.

Low $$$ High

Learner Performance:

•Time to Competence

•Turnover Reduction

ROI Return On Investment


Planning for Implementation and Beyond …Creating, & Managing e-Learning for “Knowledge on Demand”

Selecting and repurposing existing courses

Changes in training development processes

Preparing for “Web 2.0” techniques and for “3rd

Wave” Learning Technologies

Technologies that fundamentally change the way learning is delivered raise new

questions for management, resulting in a whole new “learning curve”

Changing roles to refocus trainers from the learner to the organization-

Performance and Talent Management

“Marketing” e-Learning as a commodity

Level/Type of Effort Role Shift New Technologies


Recommendations

Introduction

PM Basics Step 1:

Initiating

PM Basics Step 2:

Planning

PM Basics Step 3:


PM Basics Step 4:

Closing

Recommendations

Summary


Recommendations for e-Learning ….a strategy to overcome key challenges

• Develop, implement and publicize a global “Operating Discipline” or governance document that provides:

• Individuals and responsibilities for e-Learning management and budgeting• Information Technology• Human Resources• Comptroller• Business Units

•Processes for identifying and initiating e-Learning projects

• Detailed technical specifications including LMS, server, network and client

• Project Management requirements including procedures and recordkeeping

• Develop a multi-year strategy that includes a “vision” for Talent and Performance Management as well as future technologies– Define how eLearning will support business objectives!


Summary

Introduction

PM Basics Step 1:

Initiating

PM Basics Step 2:

Planning

PM Basics Step 3:


PM Basics Step 4:

Closing

Recommendations

Summary


Summary

This presentation raised and discussed the following for Project Managers when planning a projected related to e-Learning:

• E-Learning is multidisciplinary involving both IT and HR processes

• It is a growing discipline and is expected to reach to $38 billion by 2011

• There are a number of considerations when planning an e-Learning project:•Business drivers•Design and technical considerations•Strategy to identify tasks and constraints•Implementation planning•Impacts on the organization•Measuring Return on Investment

Questions?


Thank You

Brian Popken

http://www.pinneast.com

[email protected]

page 1 - june 12, 2014 – proprietary and confidential e-learning project management brian popken

Documents

confidential pm basics

initiating pm basics

planning pm basics step

performance management

confidential introduction

elearning landscape

effective learning

learning investments