Challenges of a Distributed Workforce

1. Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost Presented by Caltrans and Sacramento State California Network of Learning Professionals Training Conference, 2006

2. Typical highway improvement project: 5 phases of development Each phase handled by a separate functional area No single person was responsible for overseeing the project from beginning to end Challenges of a Distributed Workforce History:Project Management at Caltrans – 11 years ago Action Plan for Using eLearning to Extend Reach and Reduce Cost

3. Implemented a “project office” approach Oversee projects through entire life cycle Main players were project managers Each project manager assigned project portfolio Project managers focus on scope, schedule, & cost Challenges of a Distributed Workforce History:Project Management at Caltrans – 11 years ago Action Plan for Using eLearning to Extend Reach and Reduce Cost

4. Office of Process Improvement was created Develop changes to business processes along the lines of project management best practices Identify the need for technical training for both project managers and the functional area staffs Gained approval for dedicated training funds Challenges of a Distributed Workforce History:Project Management at Caltrans – 11 years ago Action Plan for Using eLearning to Extend Reach and Reduce Cost

5. After negotiations with DOF and legislature Finance letter approved ($12M per year, 3 years) Permanent funding likely at lower level Students served approximately 11,000 Caltrans staff approximately 23,000 Challenges of a Distributed Workforce Finance Letter Action Plan for Using eLearning to Extend Reach and Reduce Cost

6. $12M added to $3.2M technical training budget Total of $15.2M for each of the first three years Funding established the Office of Capital Project Skill Development (CPSD) CPSD to develop and deliver the training Challenges of a Distributed Workforce Finance Letter Action Plan for Using eLearning to Extend Reach and Reduce Cost

7. In fourth year, state’s economy was poor No permanent funding proposed by Caltrans nor approved by the legislature CPSD continues its mission of providing technical training $3.2M budget Student population of 11,000 Challenges of a Distributed Workforce Finance Letter Action Plan for Using eLearning to Extend Reach and Reduce Cost

8. OE & PY provided mostly from the finance letter $15.2M in operating expense monies 66 PYs loaded at the senior (first line supervisor) level Each of 7 functional areas represented – project management, design, construction management, right-of-way, environmental, traffic operations, engineering services Project management got 11% of the OE and 3 PYs Challenges of a Distributed Workforce Started CPSD Action Plan for Using eLearning to Extend Reach and Reduce Cost

9. Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost Project Management Goes Online • Learners are distributed geographically across California • Learners are computer literate • Organization equipped technologically (servers, routers, cabling, etc.) • Mostly evergreen content rather than updated frequently • Consistent content presentation – does not vary with instructor • Unlimited (sort of) enrollment possible • Low ongoing costs compared to on-ground courses

10. Adoption of computer systems as learning tools by organization (IT staff) and students Significant initial costs for online course development (v. on-ground) Dedicated development and support staff required – but this is small – and they need to be trained in course development Modified instructional design techniques Contracting for course development – simple interagency agreement Challenges of a Distributed Workforce Obstacles Overcome Action Plan for Using eLearning to Extend Reach and Reduce Cost

11. Challenges of a Distributed Workforce Benefits of eLearning Action Plan for Using eLearning to Extend Reach and Reduce Cost • Portable course • Modular content • Consistent messages • Reduced costs

12. Challenges of a Distributed Workforce Considerations Action Plan for Using eLearning to Extend Reach and Reduce Cost • Audience needs and characteristics • Technology considerations • Subject matter of the course • Development Process

13. Challenges of a Distributed Workforce Instructor-led vs. Self-paced Action Plan for Using eLearning to Extend Reach and Reduce Cost • Linear • Time-based agenda • Human interaction • Linear or non-linear • Self-directed • Independent study

14. Challenges of a Distributed Workforce Synchronous Action Plan for Using eLearning to Extend Reach and Reduce Cost • Scheduled meeting times • Live lessons with activities on-demand • All learners are present

15. Challenges of a Distributed Workforce Asynchronous Action Plan for Using eLearning to Extend Reach and Reduce Cost • Pre-recorded lessons • Pre-planned activities • Learners set own pace

16. Challenges of a Distributed Workforce Instructional System Design Action Plan for Using eLearning to Extend Reach and Reduce Cost Assess Design Develop Implement Evaluate Needs Goals Objectives Outline Messages Methods Content Exercises Lectures Pilot Revise Deliver Reactions Learning Results

17. Challenges of a Distributed Workforce Web Development Action Plan for Using eLearning to Extend Reach and Reduce Cost Define Design Develop Build Launch Audience Backend needs Technical details Content Navigation Site structure Visual concepts Prototypes Templates Integrate tools Populate site Debug Pilot test Publish site Maintain site

18. Define Design Develop Build Launch Audience Backend needs Technical details Content Navigation Site structure Visual concepts Prototypes Templates Integrate tools Populate site Debug Pilot test Publish site Maintain site Challenges of a Distributed Workforce Web Development Action Plan for Using eLearning to Extend Reach and Reduce Cost

19. Assess Design Develop Implement Evaluate Challenges of a Distributed Workforce eLearning Design Action Plan for Using eLearning to Extend Reach and Reduce Cost Assess Design Develop Implement Evaluate Define Design Develop Build Launch Evaluate Maintain

20. Challenges of a Distributed Workforce eLearning Design Action Plan for Using eLearning to Extend Reach and Reduce Cost Assess Design Develop Implement Define Design Develop Build Launch Needs Goals Objectives Outline Messages Methods Content Exercises Lectures Integrate tools Populate site Debug Pilot test Publish site Maintain site Methods Methods Maintain site Audience Backend needs Technical details Content Navigation Site structure Visual concepts Prototypes Templates Pilot Revise Deliver Reactions Learning Navigation Results Deliver Navigation Evaluate Maintain

21. Challenges of a Distributed Workforce Assess & Define Action Plan for Using eLearning to Extend Reach and Reduce Cost • User needs • Course goal(s) • Learning objectives • Platform • Intranet, Internet • Software limitations • Future maintenance • Administration needs

22. Challenges of a Distributed Workforce Design Action Plan for Using eLearning to Extend Reach and Reduce Cost • Outline • Messages • Content • Site structure

23. Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost Develop • Navigation • Learning activities • Visual concepts • Interactive elements

24. Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost Build • Populate • Integrate • Debug • Pilot course

25. Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost Launch • Pilot test • Publish course

26. Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost Timelines & Milestones • Timing • Time commitments

27. Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost