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Enabling Enterprise-wide Mobile Deployment at the USDA

Enabling Enterprise-wide Mobile Deployment at the USDA. By John P. Rehberger on June 19, 2013 with Joe Gorup, CourseAvenue. Contents. Overview of USDA and AgLearn AgLearn Offerings and Services The Mobile Challenge & Content Integration Challenges Lean Six Sigma Project

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Enabling Enterprise-wide Mobile Deployment at the USDA

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  1. Enabling Enterprise-wide Mobile Deployment at the USDA By John P. Rehberger on June 19, 2013 with Joe Gorup, CourseAvenue

  2. Contents • Overview of USDA and AgLearn • AgLearn Offerings and Services • The Mobile Challenge & Content Integration Challenges • Lean Six Sigma Project • Changes and Outcome • Enabling Mobile Across the Enterprise • Questions to Ask/Answers from the USDA • Open Questions

  3. About AgLearn • About 125,000 users (e.g., USDA employees, contract staff, partners, etc.) across 29 agencies and offices • About 1 million learning events each year (courses taken, books read, classes attended, etc.). Over 99% free to USDA learners. • Full-service operation with significant economies of scale (<$5M annual budget = $27M in cost avoidance). Overall budget shrank about 10% from FY11 to FY12. • The official training record repository for USDA.

  4. AgLearn “Wedding Cake” Director: Jerome Davin Deputy: John Rehberger PMO and Hosting Support Staff (about 13 FTEs) AgLearn Agency/Office Leads (about 50 people) AgLearn Administrators (about 1400 people) AgLearn Users (over 125,000 people)

  5. Core AgLearn Services • Support Mandated Training • Classroom Management • External Training Management • Library of Common Work Resources • Creation of Mission-specific Online Courses • Talent/Competency Management

  6. IT Professional • 1,700+ titles • Business Skills • 900+ titles • Desktop • 400+ titles AgLearn Vended Learning Resources • On-demand Business & Technical books • 15,000+ titles Financial, Retirement and TSP Training for the Federal Workforce SkillSoft Government Leadership Advantage And SkillSoft Live Events

  7. The move to online & mobile… • Traditionally AgLearn supported ILT with some digital media support. • Since 2010 the growth in online distribution has grown significantly • Webinars • Given travel restrictions an improvement in infrastructure have helped • eLearning • Off-the-Shelf & Custom replacing ILT or portions of ILT. • USDA is the SME on many topics fueling need for custom development • Mobile • 2011: Intrigue and Discussion • 2012: Increased awareness, planning & infrastructure updates • 2013: Rollout!

  8. AgLearn is Hosting More Webinars … Cumulative Number of Webinars by Fiscal Year …and more people are attending Cumulative Webinar Attendees by Fiscal Year

  9. Custom Courses Were 84% of AgLearn Online Courses in 2012 Non-USDA-specific Courses About 1 million completed learning activities on AgLearn in 2012.

  10. Mobile Needs • Continue desktop support • Enable access to eLearning from mobile devices • Cross device bookmarking a must • Start on desktop, finish on mobile • Single course was required • Duplicating courses for differentdevices not practical • Phase 1: Tablet Support only

  11. The Content Integration Problem • The process for getting new material into AgLearn was: • Mandatory (and thus somewhat resented); • Slow and unpredictable; • Expensive in terms of support costs and the submitters’ time; • Not transparent (and thus made people suspicious); • And often ended in finger-pointing and nasty or sarcastic or passive/aggressive e-mail messages. • New tools were being introduced concurrently, but these tools were not going to be able to fix the underlying process problems. • The thought of introducing mobile learning into this process was a non-starter.

  12. Old Integration Took an Average of Two Months per Course Source: ATS data for 2009-2010

  13. About Half of Submitted Courses Didn’t Get Onto AgLearn Source: ATS data in Jan. 2011

  14. Old Content Integration Process Files Sent to Staging Site Content Files Uploaded to FTP site; ATS ticket is Created Feedback sent to POC via ATS 508 review; AICC and SCORM testing; TIA assessment Final Review by Agency POC Files Sent to Production Site

  15. Lean 6 Sigma Project • LSS project ran from Jan. – May 2011 • New process started in June 2011 • Outcome: • Process is capable of a sustained 5-day cycle time • Thru 105 submitted courses: • Average cycle time cut to 29 days with 100% success rate (and far fewer complaints) • Support costs dropped from more than $500/course for integration to less than $200/course • Course development risk pushed out to parties best able to manage it • Supports greater scalability

  16. Current “Fast-Track” Process Agency official signs conformance form Forms are completed; files are uploaded or identified Files sent to Staging Site Final Acceptance testing Files sent to Production Site Sample testing by AgLearn staff

  17. Content Integration Guide and Tools • AgLearn+ Courseware Technical Reference Guide – Provides technical details for people when developing content for AgLearn • See http://usda.custhelp.com/app/answers/detail/a_id/119 for details • AgLearn Central SharePoint site – Enhances transparency

  18. AgLearn Online Course Creation “Swim Lanes” Briefings Create new courses Modify current CA and non-CA courses Content Integration Process Create new or modify current courses Other tools/vendors Procure online COTS courses

  19. The Future of Content on AgLearn • 2013 is the year of “AgLearn Mobile” • We routinely get demand-pull requests for mobile learning support • Where we have been: • Based on the 2012 ASTD conference no one seems to have mastered mobile learning and learning management • The SuccessFactors purchase of Plateau has modified Plateau’s mobile plans • Technical constraints • Mobile single sign-on (SSO) authentication • Current mix of USDA platforms • Now Implementing a Solution: • Working with CourseAvenue’s OneCourse solution for cross-device launching

  20. Goals & Expected Measures • Goals • Make mobiledisappear • Make learning on a mobile device just another way of learning. • Make it simple and seamless to the user • Example: A course started on a desktop can be seamlessly continued on a mobile device. • Make it easy to manage and support • The same infrastructure that supports desktop computers should support mobile devices • Expected Measures & Metrics • Increase in discretionary training • Non-traditional work hours • Reduction in access-related support costs • Training taken during emergencies or down-time

  21. Enabling Enterprise Deployment • Where are your source materials? • Do you have all your content in 1 place? • Source code for your Flash files? • AgLearn: ~ 35,000 pages of content and ~1GB of media in CourseAvenue Studio • LMS support for launching mobile content? • Step 1: Can you login to your LMS with your mobile device? • Step 2: Can your LMS launch mobile content? How is SCORM/AICC supported? • AgLearn: Upgraded LMS, has way to login, identify and launch mobile content • What problem are you trying to solve? • Handcraft mobile-only content nuggets? Enable seamless access across devices/platforms for potentially all content? • Huge difference between a 5 minute “chunk” and enabling a learner to spend 5 minutes in the content of their choice. • AgLearn: OneCourse for cross-device bookmarking, enabling learner driven access.

  22. Enabling Enterprise Deployment • Your Skills Inventory • Cross-platform deployment inherently very technical and “new” • Example: Want audio in a course? .MP3 not supported natively in Firefox. • AgLearn: “90/10” infrastructure in place • Design globally, target, implement and support specifically • Target #1: Web-based Delivery to Tablets • Ease of transition from desktop, Acceptable form factor • Proliferation of iPads, Lowest risk of user rejection • Ease of technical support (i.e., delivery is device independent) • Target #2: Web-based Delivery to Handhelds • Target #3: App-based Delivery to Tablets

  23. Enabling Enterprise Deployment • Technology Notes • Start with cross-device HTML5 “structures” provided by CourseAvenue • Personalize with simple file upload or advanced CSS & JavaScript • Enable non-developers to add content • Support with media-specialists as needed

  24. Enabling Enterprise Deployment • Technology Notes • Non-developers use either simple or advanced editor modes • Media-specialists use other best-of-breed tools for media production • All working together in collaborative environment

  25. Initial Mobile Lessons Learned • Process trumps technology • A common development platform enables process change to be implemented. • Lack of a platform means fight the battle on multiple fronts • Mobile is unique, but it isn’t special • Know the risks • Know what you can (and cannot) deliver to the end-users • Just try it…but understand the process implications!

  26. Questions? Visit us at www.aglearn.usda.gov and see how AgLearn+ is “Adding to Your Knowledge”! John P. Rehberger, Deputy Dir. 703-828-5519 Joe Gorup, CEO, CourseAvenue 630-225-4257

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