Jay Allen: DHScovery Knowledge to Perform

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  • In the year following the Homeland Security Act of 2002, DHS was created. This was driven, in part, by the urgent need to provide a strengthening and unifying structure for the vast network of organizations and institutions responsible for securing our Nation. These previously segregated agencies included: Citizenship and Immigration Services Customs and Border Protection Coast Guard Federal Emergency Management Agency Federal Law Enforcement Training Center Immigration and Customs Enforcement And….(as you’ll hear about more later)… Transportation Security Administration Over 180,000 Federal employees; large contractor and detailee workforce With a HQ organization being formed to support the most junior Cabinet-level presence, in 2006, the Chief Learning Officer function was established under the Office of the Chief Human Capital Officer.
  • Diagram from 2004 Study showing populations served (size of bubble) and two vectors of experience.
  • Jay Allen: DHScovery Knowledge to Perform

    1. 1. One Team, One Enterprise Solution Joint ADL Co-Lab Implementation Fest 2007 Presented by: Jay Allen Advanced Distributed Learning Program Manager U.S. Department of Homeland Security
    2. 2. Session Objective <ul><li>Provide overview regarding the Department of Homeland Security’s (DHS) enterprise roll-out of Plateau v5.8 and vision for expanded ADL capability </li></ul>
    3. 3. Introduction <ul><li>Definition of Homeland Security </li></ul><ul><li>“ A concerted national effort to prepare for, protect against, prevent, respond to, and recover from all threats, hazards, and adverse incidents (natural or man-made) within the geographic United States and its territories.” </li></ul>
    4. 4. Enterprise LMS Implementation at DHS: Current State <ul><li>Historic and Present Drivers: </li></ul><ul><li>Preparedness is job #1 </li></ul><ul><li>Total workforce priorities are defined by single strategy and Secretary priorities </li></ul><ul><li>Multiple training systems across the Department (8+) </li></ul><ul><li>External reporting requirements (President’s Management Agenda, OPM, etc) </li></ul>
    5. 5. LMS Implementation at DHS: Desired State <ul><li>One Department-wide system: </li></ul><ul><li>DHScovery </li></ul><ul><li>Help strengthen and unify DHS operations and management </li></ul><ul><li>Serve as the system of record for internal DHS training </li></ul><ul><li>Reduce the number of training systems across the Department </li></ul><ul><li>Establish a common delivery environment for training </li></ul><ul><li>Meet OPM training reporting requirements (EHRI) </li></ul>
    6. 6. GoLearn: Government Shared Service Center for e-Training <ul><li>Provides contract management, project management, and strategic advice for DHS </li></ul><ul><li>Government’s most extensive knowledge base of LMS implementation best practices and lessons learned </li></ul><ul><ul><ul><li>Comprehensive HCM services - support next stage evolution of HCM </li></ul></ul></ul><ul><ul><ul><li>Complete contract and project management with PMI-certified project managers </li></ul></ul></ul><ul><ul><ul><li>14/15 cabinet, 23/26 scorecard, 11 large independent agencies </li></ul></ul></ul><ul><ul><ul><li>1.2+ million government users </li></ul></ul></ul><ul><ul><ul><li>Integrated support of Federal initiatives - EHRI, HR-LOB, PMA, Section 508, reducing IT system overlaps </li></ul></ul></ul>
    7. 7. Acquisition Highlights MOU signed with the OPM e-Training initiative (GoLearn) LMS business requirements developed and vetted through the DHS ADL Working Group <ul><li>Vendor demonstrations and proposal reviews by the first Technical Evaluation Board (TEB) </li></ul><ul><ul><li>Plateau and Learn.com down selected </li></ul></ul><ul><li>Dual competition conducted to select the final LMS: </li></ul><ul><ul><li>Fixed price contract awarded for discovery and design phases (prototype), initial system C&A, and full implementation planning </li></ul></ul><ul><li>Second DHS TEB evaluated both prototypes </li></ul><ul><ul><li>Scenarios created using the core business requirements </li></ul></ul><ul><ul><li>Independent reviews conducted in Section 508, EHRI compliance, e-Authentication, HR interfaces, etc. </li></ul></ul><ul><ul><li>Vendor implementation plans, past performance, and pricing </li></ul></ul><ul><ul><li>Plateau was rated technically superior </li></ul></ul>DHS CHCO signed the decision memo selecting Plateau
    8. 8. Implementation Strategy: Change Management <ul><li>Challenges: </li></ul><ul><ul><ul><li>Securing Component participation </li></ul></ul></ul><ul><ul><ul><li>Obtaining leadership buy-in </li></ul></ul></ul><ul><ul><ul><li>Building awareness of DHScovery among employees </li></ul></ul></ul><ul><li>Tactics: </li></ul><ul><ul><ul><li>Extensive leadership briefings (Under Secretaries, CIO, CLO, CHCO, and Chiefs of Staff) </li></ul></ul></ul><ul><ul><ul><li>Identified Component implementation teams (senior sponsor, project manager, training coordinator, IT lead, and communications and outreach) and met with them on weekly basis </li></ul></ul></ul><ul><ul><ul><li>Built and executed DHScovery communications campaign </li></ul></ul></ul><ul><ul><ul><li>Coordinated launch events </li></ul></ul></ul>
    9. 9. DHScovery Communications Examples
    10. 10. Implementation Strategy: Business Process <ul><li>Challenges: </li></ul><ul><ul><ul><li>Changes in DHS Management </li></ul></ul></ul><ul><ul><ul><li>Understanding current Component business processes </li></ul></ul></ul><ul><ul><ul><li>Creating a standard “to be” process </li></ul></ul></ul><ul><ul><ul><li>Aligning required business process changes with enterprise policy </li></ul></ul></ul><ul><li>Tactics: </li></ul><ul><ul><ul><li>Partnership with Human Capital Business Systems (IT ownership) </li></ul></ul></ul><ul><ul><ul><li>Partnership with Policy Director (USCG) and Technical (TSA) </li></ul></ul></ul><ul><ul><ul><li>Socialized through DHS Working Groups </li></ul></ul></ul><ul><ul><ul><li>Senior sponsor exposure with Chiefs of Staff </li></ul></ul></ul><ul><ul><ul><li>Working to define policy and/or guidance for key process changes (SF-182 submission, etc.) </li></ul></ul></ul>
    11. 11. Implementation Strategy: IT Policy Compliance <ul><li>Challenges: </li></ul><ul><ul><ul><li>Security </li></ul></ul></ul><ul><ul><ul><li>Privacy </li></ul></ul></ul><ul><ul><ul><li>Section 508 compliance </li></ul></ul></ul><ul><ul><ul><li>Alignment with CIO enterprise architecture </li></ul></ul></ul><ul><li>Tactics: </li></ul><ul><ul><ul><li>Partner with GoLearn Security </li></ul></ul></ul><ul><ul><ul><ul><li>DHS Certification and Accreditation (C&A) review </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Verification of required security controls </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Remediation plan for security deficiencies </li></ul></ul></ul></ul><ul><ul><ul><li>Conduct DHS Section 508 compliance review </li></ul></ul></ul><ul><ul><ul><ul><li>LMS Application </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Proprietary learning content </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Establish guidelines for DHS custom content </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Involved OAST office early for 508 evaluation (starting with acquisition) </li></ul></ul></ul></ul><ul><ul><ul><li>Inserted DHScovery into the enterprise target architecture </li></ul></ul></ul>
    12. 12. Implementation Strategy: Technical Deployment <ul><li>Challenges: </li></ul><ul><ul><ul><li>Populating the LMS </li></ul></ul></ul><ul><ul><ul><ul><li>Employee HR data </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Organization-based LMS domains </li></ul></ul></ul></ul><ul><ul><ul><li>Transfer of prior learning history data </li></ul></ul></ul><ul><ul><ul><li>Verification of system performance under load </li></ul></ul></ul><ul><li>Tactics: </li></ul><ul><ul><ul><li>Leverage Plateau “ Connector ” functionality </li></ul></ul></ul><ul><ul><ul><ul><li>HR Connector </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Domain Connector </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Secure FTP facilities </li></ul></ul></ul></ul><ul><ul><ul><li>Identify requirement for learning history import capability </li></ul></ul></ul><ul><ul><ul><li>Conduct system performance load testing </li></ul></ul></ul><ul><ul><ul><ul><li>Typical user functions </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Capture performance metrics </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Assess system and DHS infrastructure performance capabilities </li></ul></ul></ul></ul>
    13. 13. Implementation Strategy: Measures <ul><li>Challenges: </li></ul><ul><ul><ul><li>Developing a useful measurement framework </li></ul></ul></ul><ul><ul><ul><li>Devising a mechanism to measure the effectiveness of the system </li></ul></ul></ul><ul><ul><ul><li>Defining SUCCESS in clear, measurable terms </li></ul></ul></ul><ul><li>Tactics: </li></ul><ul><ul><ul><li>Building upon existing measurement frameworks (e.g. Kirkpatrick model, Balanced Scorecard Approach, Bersin’s Training Impact Measurement model) </li></ul></ul></ul><ul><ul><ul><li>Reaching out to Components to identify best practices </li></ul></ul></ul><ul><ul><ul><li>Working with vendors to refine our measurement framework </li></ul></ul></ul>
    14. 14. Next Steps <ul><li>DHScovery was successfully deployed to Office of the Chief Human Capital Officer staff in February 2007 </li></ul><ul><li>Deployed to remainder of DHS HQ earlier this month </li></ul><ul><li>Deployment activities for all DHS Components being planned (OPM deadline of FY10) </li></ul><ul><li>Competency roll-out for Acquisition Workforce, IT Workforce, and Program Management roles </li></ul>
    15. 15. Final Thoughts <ul><li>An implementation of this size and scope requires: </li></ul><ul><li>A cultural change within DHS </li></ul><ul><li>This change requires extensive planning, strong management support, availability of resources, and monitoring of performance </li></ul><ul><li>All the ingredients for completing a project on time – </li></ul><ul><li>Within budget, according to specifications, meets customer expectations </li></ul><ul><li>Adherence to best practices of deployment life cycle </li></ul>
    16. 16. Questions?

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