eGovernment Program

1

• eGovernment Program
• eLearning Pre-Implementation Approach
• May 2003

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Agenda
I. Overview II. eLearning Overview III. eLearning
Pre-Implementation Phase Process IV. Team V. Next
Steps
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Introduction
USDAs enablers initiatives are designed to
help USDA leverage its investments to meet common
service delivery requirements.
From 29 agency-specific systems serving
single-agency or single-office needs ...
To single, enterprise systems serving multiple
agency needs

• Integrated
• Coordinated
• Standardized

• 29 Separate Front Ends
• 29 Separate Back End
• X29 Number of Systems

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eGovernment Enterprise Architecture

• These enterprise initiatives are part of a larger
  vision for the USDA Enterprise Architecture
  adopted by the E-Board.

Customers
Citizens
Employees
Partners
Common/Enterprise
External
Agency
Application Layer
eAuthentication
eAuthentication
Portals
Portals
FirstGov Portal
Agency Business Applications
Web Content Management and Document Management
Strategic Initiatives (eLoans, eGrants etc)
Common Business Applications (HR, Finance,
eLearning etc)
Government Wide Solutions (eLoans,eGrants, GoL
earn etc)
Partner Solutions
Data Layer
Security
Agency Web Content
Agency Document Content
Shared Web Content
Shared Document Content
External Web and Document Content
Government - Wide Authentication Credentials
Shared Data and Databases
Agency Data and Databases
Agency Data Marts
Shared Data Warehouses
External Data and Databases
Technology Layer
Universal Telecommunications Network
Agency Networks
SecuredNetwork
Regional and Metropolitan Local Area Networks
Standards and Policies
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Weve come a long way

• The eGovernment Program has been following a road
  map over the past eighteen months to develop
  enterprise services for USDA.

Project Management

• Develop eGovernment Strategic Plan
• Strategic direction
• 24 Strategic initiatives
• Enabling initiatives
• Strategic initiatives

• Pre-Select Business Cases
• Initial vision
• Cost/benefit analysis
• Initial impact analysis

• Implementation and Investment Planning
• Functional Technical requirements
• Program management approach
• Comprehensive technical architecture
• Implementation Plans
• Cost/benefit analysis
• Impact analysis

• Detailed Planning, Design and Product Selection
• Provide technical/evaluation of products
  information to the Agencies
• Define process for agencies to utilize enterprise
  eGovernment services
• Conduct formal product selection

• Installation Testing
• Set up hardware
• Install software
• Perform necessary custom development
  (integration)
• System test
• Updated CPIC documentation (Security Plan,
  Concept of Operations, etc.)

Rollout of solution and services
X
WE ARE HERE
Agency Development / StrategicInitiative
Development
(ongoing)
Decision to plan and implement Enabling
initiatives
Determine Products and Services
Physical Application Architectures
Select-level Business Cases
Change Management Planning and Implementation,
Agency Assistance
Marketing and Communications
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New Approach

• This general eGovernment approach was endorsed by
  the E-Board in mid-March and is already underway
  for eAuthentication. A similar process will be
  followed for all common/enterprise Business and
  IT initiatives.

• New IT Initiative Drivers
• Legislative/Executive mandate
• Common process/technology enhancement
• Technology innovation
• eGovernment Strategic Plan

Completed
To-be completed

• Define approach
• Value proposition
• Business drivers
• Common vision
• Timeline

• Conduct background meetings
• Project approach
• Education on use of technology or new process

• Develop a business case
• Functional and technical requirements
• Project Plan
• Cost/Benefit Analysis
• Risk Assessment

• Pre-implementation tasks
• Technical architecture
• Products and services assessment
• Implementation budget determination
• Integration requirements

• Implementation tasks
• Procure HW/SW/Services
• Configure solutions according to requirements
• Custom development
• Testing
• Rollout

• Maintenance
• tasks
• HW/SW maintenance
• Content maintenance
• Enhancements

Commitmentpoint
Commitmentpoint
Commitmentpoint
Commitment ofparticipation from agencies
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Overview
The Enablers originate from seven of the enabling
initiatives outlined in USDAs eGovernment
Strategic Plan.
Select Phase Business Case Documents
Pre-select Phase Business Cases
Conceptual

• USDA eGov Strategic Plan
• Enabling Smart Choices
• eAuthentication
• Content Management
• Document Management
• Data Management
• Web Presence
• Portal Services
• eLearning

eAuthentication Business Case Documents
eAuthentication Business Case
Web Content Management
Document Management
eDeployment Business Case Documents
Data Management
Web Presence
Portal Services
eLearning Business Case Documents
eLearning Business Case
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Agenda
I. Overview II. eLearning Overview III. eLearning
Pre-Implementation Phase Process IV. Team V. Next
Steps
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eLearning Overview

• eLearning will support for the management and
  delivery of USDAs training and career
  development functions through an enterprise
  Learning Management System.

What eLearning includes
Benefits of an Enterprise eLearning Approach

• Registration, scheduling, and tracking capability
  for all training (classroom and online)
• Assistance in creating, editing, managing and
  delivering learning content
• Performance and Career Management services
• Virtual Collaboration capabilities
• Online Courseware

• Provide access to a wide array of online training
  not previously available
• Coordinate management, and promote interagency
  collaboration, of Federal eLearning services
• Allow for economies of scale in the
  enterprise-wide purchase of eLearning products
  and services
• Reduce travel expenses, training delivery costs,
  and training administration costs
• Transform the learning experience to include more
  online courses, in lieu of costly traditional
  training methods
• Devote Agency trainers time to what they do
  best--training--rather than administration of IT
  systems

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eLearning Overview- How does it work?

• eLearning provides the integration and delivery
  of USDAs knowledge and training not previously
  available.

USDA _at_ GoLearn.gov
Learning Management System
Independent WBT/CBT
Knowledge Assets
Courseware
Traditional Classroom
Virtual Classroom
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eLearning Overview- Why eLearning?

• The use of eLearning supports the eGovernment
  strategy, by providing
• In addition to cost savings you will be able to

• Registration, scheduling, and tracking capability
  for all training
• Assistance in creating, editing, managing and
  delivering learning content
• Enterprise-wide access to GoLearn.gov to support
  Cross-Government training needs

- USDA savings in FY02 would have exceeded
700,000 for the 22,000 users of SkillSoft and
NETg training

• Provide access to a wide array of online training
  not previously available
• Coordinate management, and promote interagency
  collaboration, of Federal eLearning services
• Allow for economies of scale in the
  enterprise-wide purchase of eLearning products
  and services
• Reduce travel expenses, training delivery costs,
  and training administration costs
• Transform the learning experience to include more
  online courses, in lieu of costly and less
  effective traditional training methods
• Devote Agency trainers time to what they do
  best--training--rather than administration of IT
  systems

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Agenda
I. Overview II. eLearning Overview III. eLearning
Pre-Implementation Phase Process IV. Team V. Next
Steps
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eLearning Pre-Implementation Phase

• The following gameboard shows the major
  sequential tasks to complete the
  pre-implementation phase of eLearning.

Project Management
Architecture
Product and Service Selection

• LMS Providers Create Proposals for USDA
• Vendors present orals/demo solution in response
  to requirements
• Vendors finalize and submit proposals for USDA

• Identify Agency Stakeholders
• Identify agency representative
• Define roles and responsibilities
• Appoint Project Manager

• Finalize InterAgency Agreement for Content
• Complete agreement for business and leadership
  training courses

• Review and Accept LMS Proposal
• USDA reviews applications ability to meet
  requirements
• USDA reviews and accepts proposal
• Create LMS Interagency agreement

• Develop LMS Architecture Business Processes
• Work with selected vendor for planning of
  implementation process
• Detailed Design for LMS
• Detailed Design of Business Process Design and
  Agency Integration
• Detailed Design for Financial and HR Integration

• Determine USDA System Requirements
• Identify and prioritize Functional, Technical,
  Service Level Agreement (SLA) requirements
• GoLearn.gov will present the Plateau and
  GeoLearning applications to USDA

Change Management Planning and Implementation,
Provide Agency Assistance
Marketing and Communications
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eLearning Pre-Implementation Timeline
Next Steps Memo
Approach Meeting
CIOs, Decision-Maker, Integrated eGovteam member

Confirm Requirements
Preparation and Vendor Assessment
Early Adopter Assistance
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eLearning Pre-Implementation Phase Identify
Agency Decision-Makers
Agencies have been asked by the CIO to select an
agency representative and an Inter Agency team to
participate in the eLearning project moving
forward. The team may include

• Agency Head / Designated Representative
• Final investment decisions, issue resolution
• Agency CIO / Deputy CIOs
• Final technical decisions, issue resolution
• eGovernment Working Group Member
• Resource management
• Communication to CIO and Agency Executives
• Technical (IT) Staff
• Experts on agency existing architecture
• Direct participation in vendor assessments
• Business Staff
• Representative for agency business requirements
• Direct participation in vendor assessments

Agency Decision-Makers
Agency Head /Designated Representative
Agency CIO / Deputy CIOs
eGovernmentWorking Group Member
Technical (IT) Staff
Business Staff
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eLearning Pre-Implementation Phase Finalize
InterAgency Agreement for Content
Business, Leadership, and Technical online
courseware can be purchased from GoLearn.gov at
deep discounts

• The InterAgency Agreement is complete and has
  been signed
• Once the InterAgency Agreement is in place,
  Agencies will be able to set up agreements to
  purchase libraries of courses for employees from
  all of the GoLearn content providers
• All business, leadership, and IT courses should
  now be purchased through GoLearn

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eLearning Pre-Implementation Phase Determine
USDA System Requirements
Using business case requirements as a starting
point, all requirements will be prioritized and
confirmed with input from Agency Representatives

• System requirements will be defined according to
  the Functional, Technical, and Service level
• These requirements will be prioritized based on
  their immediate value and their ability to
  support long-term eLearning goals
• GoLearn.gov will facilitate the submission of
  these requirements to Plateau and GeoLearning

Business Case
Analysis Phase
Functional Requirements
Service Level Requirements
Confirm ALL Requirements
Submit to GoLearn.gov
Technical Requirements
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eLearning Pre-Implementation Phase LMS
Providers Create Proposals for USDA
USDA requirements will be responded to by each
GoLearn.gov LMS provider through a proposal and
system demonstration.

• LMS providers will give oral presentations to
  demonstrate the solution and address USDA
  requirements
• The proposals will include the costs for the
  solution integration and the creation of the
  interfaces with USDA HR and Financial systems
• Agency representatives will be able to review the
  functionality of the LMS solutions to ensure that
  all necessary functionality is provided

Requirements Definition Submission
LMS Proposal Process
System Requirements
GoLearn.gov
Draft Proposals
LMS Orals/Demo

• Prioritized Functional, Technical, and
  Service level

• Ability to meet system requirements
• Cost of Solution and Implementation

• Demonstrate solution
• Answer questions

• Submits all specifications to vendor and
  establishes relationship

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eLearning Pre-Implementation Phase Review and
Accept LMS Proposal
An evaluation team consisting of SMEs, eGov,
Cyber Security, HR and Training representatives
will review and accept one of the LMS provider
proposals.

• Teams will work together to evaluate the
  proposals from GeoLearning and Plateau to ensure
  all specifications are addressed
• An assessment of the LMS proposals will be done
  to determine which solution best meets the needs
  of USDA
• Once the proposal is accepted, an InterAgency
  agreement will be created to allow development of
  the USDA LMS

Review Finalize Proposals
Proposal Acceptance
LMS Proposals
InterAgency Agreement
Select LMS
Final Proposals
Assess Proposals
Agency Funding Support
Statement of Work
Review

• GoLearn writes SOW with USDA

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eLearning Pre-Implementation Phase Develop
LMS Architecture Business Processes
The selected LMS provider will develop the LMS
architecture and the plans for agency
integration

• The selected LMS, Plateau or GeoLearning, will
  create the LMS and physical architecture for USDA
  in coordination with GoLearn.gov
• Once the LMS and physical architectures are
  created, the plans for agency integration can be
  finalized and initiated, including
• Business Process Design
• Conversion of Legacy LMS systems and data (if
  applicable)
• Integration of Agency HR and Finance systems

LMS Design
Agency Integration Plan
Build Test
LMS Architecture
Business Process Design
LMS Build
LMS Detailed Design

• GoLearn.gov and LMS

• User Interface
• Detailed functional system design and
  configuration
• Test Planning
• Pilot

Legacy System Conversion
Test Execution
HR and Finance Systems
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Agenda
I. Overview II. eLearning Overview III. eLearning
Pre-Implementation Phase Process IV. Team V. Next
Steps
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eLearning Team
The eLearning initiative project team will be
responsible for working with the GoLearn.gov team
to define the eLearning solution for USDA.
eGovernment PMO
Agency Decision-Makers
eLearning Project Manager

• Review final recommendations
• Sign-off on final recommendations
• Upward communication

Evaluation Team
GoLearn.gov

• Facilitate vendor relationships and selection
  process
• Manage vendor implementation, delivery, and
  support
• Define Technology Frameworks
• Develop Application Architecture
• Develop Physical Architecture

• Review LMS solutions
• Assist in the selection of the LMS vendor
• Facilitate implementation process and rollout
• Define Business Processes

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Agenda
I. Overview II. eLearning Overview III. eLearning
Pre-Implementation Phase Process IV. Team V. Next
Steps
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eLearning Next Steps

• The Next Steps to begin the eLearning
  Pre-Implementation Approach are
• Identify Agency decision-makers
• Identify roles and responsibilities of Agency
• Identify SMEs from each agency to participate on
  Core team
• Hold Agency eLearning Approach and Information
  Session May 15th
• GoLearn.gov Presentation
• GeoLearning and Plateau vendor demos
• Determine levels of commitment after Agency
  meetings
• Finalize requirements and submit through
  GoLearn.gov to start LMS selection process