Case Study

Santa Clara County —
Social Services Agency
Santa Clara County’s Social Services
Agency Selects Saba Learning ...
Case Study

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Santa Clara County — Social Services Agency

The agency offers a variety of learning content to address a
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Santa Clara County SSA Streamlines Government Compliance & Reduces Costs

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Overview
Learn why Santa Clara County's Social Services Agency selects Saba to improve training management — more effectively tracking course completions for development and compliance purposes, reducing learning costs, and creating a culture where access to training is desired and valued by employees

Business Challenge
In the past, the Social Services Agency had manually administered its training program. Costs were escalating, as the agency worked to offer more training to its approximately 2,400 employees and up to 1,000 external users such as nonprofits and other community partners.

Business Benefits
-Streamline the management of both Web-based and classroom-based learning — decreasing administrative time and expenseƒ
-Automate the tracking of course completions and certifications to meet state and federal reporting requirements and better manage individuals’ learning programsƒ
-Efficiently support expanded eLearning within the agency, making training easier to schedule and greatly reducing travel costsƒ
-Foster a culture where employees take greater responsibility for identifying and obtaining needed trainingƒ
-Take advantage of Saba Cloud deployment to eliminate the infrastructure and personnel costs of an on-premises solution

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Santa Clara County SSA Streamlines Government Compliance & Reduces Costs

  1. 1. Case Study Santa Clara County — Social Services Agency Santa Clara County’s Social Services Agency Selects Saba Learning to Improve Training Management and Reduce Costs Industry Government Challenge Improve training management — more effectively tracking course completions for development and compliance purposes, reducing learning costs, and creating a culture where access to training is desired and valued by employees Business Benefits ƒƒ Streamline the management of both Webbased and classroom-based learning — decreasing administrative time and expense ƒƒ Automate the tracking of course completions and certifications to meet state and federal reporting requirements and better manage individuals’ learning programs ƒƒ Efficiently support expanded eLearning within the agency, making training easier to schedule and greatly reducing travel costs ƒƒ Foster a culture where employees take greater responsibility for identifying and obtaining needed training ƒƒ Take advantage of Saba Cloud deployment, to eliminate the infrastructure and personnel costs of an on-premises solution Solution ƒƒ Saba Learning ƒƒ Saba Collaboration ƒƒ Saba Publisher The Santa Clara County Social Services Agency is one of the largest public agencies in the county that is home to California’s famed Silicon Valley. Overseeing the Departments of Aging and Adult Services, Employment and Benefit Services, and Family and Children’s Services, the Social Services Agency provides critical benefits and services to tens of thousands of county residents annually. In the past, the Social Services Agency had manually administered its training program. Costs were escalating, as the agency worked to offer more training to its approximately 2,400 employees and up to 1,000 external users such as nonprofits and other community partners. “ We’ve already saved 5,300 hours in administrative time and more than 2,600 hours in reduced travel time for our employees taking training. That savings will only grow as the use of our Saba solutions continues to increase. ” Adesh Siddhu Director of Applications and Business Intelligence Santa Clara County — Social Services Agency “It got to the point where we were spending almost as much on administration as we were on the learning itself,” said Adesh Siddhu, director of applications and business intelligence for the agency. “In fact, in some cases, administrative costs had actually exceeded training expenses.” The agency’s recordkeeping was also inadequate, making reporting difficult and leading to some employees unnecessarily repeating courses. So when the federal and state entities that supply the majority of the funding for training and development to the county’s Social Services Agency both tightened their budgets and increased reporting requirements, the county knew it was time to find and implement an efficient, effective Learning Management System (LMS). After an extensive RFP process, the county chose Saba Learning. Comprehensive Management and Tracking With Saba Learning, the Social Services Agency has been able to publish an online course catalog, automate the entire registration process, and use the solution to track attendance, completions, and certifications — easily and accurately. Automated registration that lets people sign up for training with just a few mouse clicks has greatly lightened the administrative load for the agency. In addition, the Saba LMS efficiently tracks data that has simplified the increasingly burdensome federal and state reporting requirements for the agency to retain its funding.
  2. 2. Case Study n Santa Clara County — Social Services Agency The agency offers a variety of learning content to address a wide array of needs: ƒƒ Diversity training such as sexual harassment prevention, conflict resolution, and leveraging employee diversity to actually increase productivity ƒƒ Workplace safety training that includes programs, policies, and plans such as disaster preparedness ƒƒ Training for management reviews and appraisals ƒƒ Job-specific training — comprising 90% of the learning offered to agency personnel — such as better communication, writing, interviewing, and even training on specific tasks such as issuing drivers’ permits More eLearning Within Reach With the help of Saba Learning and the powerful Saba Publisher content-creation tool, the Social Services Agency has been able to offer Web-based eLearning for the first time. The eLearning has proven so popular that new Web-based courses are being developed and existing instructor-led training (ILT) courses converted to online learning in equal numbers with new classroom-based courses being created today. Employees can access eLearning at any time and from any location, although virtually all classes are still taken by employees at work. The Social Services Agency hopes to soon roll out Saba Collaboration to enhance informal learning. Thousands of Hours Saved The implementation of Saba Learning and the move toward more Web-based training are already paying enormous dividends to the county agency. “We recently completed a cost analysis on Saba Learning, and found that we’ve already saved 5,300 hours in administrative time and more than 2,600 hours in reduced travel time for our employees taking training,” Siddhu noted. “The reduction of the equivalent of 200 work weeks is a significant cost savings. That savings will only grow as the use of our Saba solutions continues to increase.” A New Learning Culture The Social Services Agency elected to implement Saba Learning and Saba Collaboration as Cloud deployments — speeding its rollout and eliminating the need to acquire any additional hardware or software, or dedicate a large number of support hours to the solutions. When help has been needed, the county has been able to call upon Saba for skilled, highly responsive support. But according to Siddhu, the Social Services Agency had another reason for selecting a Cloud deployment. The agency wanted a solution that would be used as is, without a lot of customization — thus encouraging the agency to change its processes and how employees approached training “The agency’s learning culture had evolved to where we had to chase people down, cajole them into taking the training they needed, and send multiple reminders to managers to get people to attend,” explained Siddhu. “Now with more attractive and convenient Web-based training and a more efficient way to schedule, register for, and track learning, the onus is on employees to find and take what they need.” Improving Learning Across the County The Social Services Agency’s success has encouraged Santa Clara County to plan to extend the use of Saba Learning and potentially other Saba People systems such as Saba Performance and Saba Centra Web conferencing to other agencies and departments across county government. The county plans to expand their deployment to 15,000 users over time. “Our goal is to make Saba Learning the repository for all things learning in the county,” Siddhu remarked. “When we went through the RFP process, Saba came out ahead on reportability, ease of use, and cost. We simply felt on all factors, Saba was the winner.” Saba enables organizations to build a transformative workplace where they can leverage their people networks to become more competitive through innovation, speed, agility, and trust. © 2012 Saba Software, Inc. All rights reserved. Saba, the Saba logo, and the marks relating to Saba products and services referenced herein are either trademarks or registered trademarks of Saba Software, Inc. or its affiliates. All other trademarks are the property of their respective owners. Saba | 2400 Bridge Parkway | Redwood Shores | CA 94065-1166 USA | (+1) 877.SABA.101 or (+1) 650.779.2791 | www.saba.com cs11/12

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