Wi abm 1514 uw learning formal configuration by ABMLQ

CONTROLLED DOCUMENT: WI-ABM-1514

QMS STANDARDS

BUSINESS UNIT:

ABM 551 Fifth Avenue, Suite 300, New York, NY 10176

STANDARD TYPE:

Work Instruction

PROCEDURE TITLE: UW Formal Learning – Configuration

AREA: Education TYPE OF PROCEDURE:

Needs Assessment

DOCUMENT NUMBER: WI-ABM-1514 REVISION: 1.1

PROCEDURE STATUS IMPLEMENTED DATE REVISION DATE

Approved 03/05/15 03/05/15

UNLOCK DOCUMENT TO EDIT BEYOND THIS POINT 1.0 PURPOSE/SCOPE The organizational learning and growth of ABM employees are areas of utmost importance at ABM. Having a well prepared workforce with access to a robust curricula and transparent tracking of training gives employees an opportunity for growth and visibility to compliance by management. At ABM, a Learning Management System (LMS) is used to deliver formalized training in various formats. Branded as “The Learning Spot” (TLS), users can sign on through Unified Workforce (UW) and have access to learning content in curricula that fits their service, industry and level of proficiency. The effective onboarding of users into TLS is the first step in ensuring they are properly introduced to and well prepared for their initial and long-term use of the LMS. The effective use of TLS begins with the onboarding and configuration processes. The two are intertwined from the end user and initial organizational use perspectives. This Work Instruction (WI) provides the configuration process specific to TLS. For more information on Formal Learning and UW, see Section 5.0 where reference additional documents are listed. To learn more about the onboarding process for Formal Learning, see Section 5.0 to read the work instruction. 2.0 RESPONSIBILITIES 2.1 TASK RESPONSIBILITIES  

It is the responsibility of training or education personnel to read, understand, and share the contents of this WI within their spheres of influence. It is the responsibility of the Corporate Education Manager and the UW Support Team to ensure that the provisions of this WI are current and enables an efficient configuration process for potential Dynamic Learning users.

2.2 APPROVAL / ESCALATION RESPONSIBILITIES The Senior Vice President of ABM Learning and Quality is the point of escalation for all matters contested or inquired upon within this WI.

Procedure Title: Formal Learning Configuration

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CONTROLLED DOCUMENT: WI-ABM-1514

3.0

QMS STANDARDS

PROCEDURE (SOP OR WI STEPS) 3.1

Access to Unified Workforce All components of UW are accessible only through UW. Therefore, new members must first onboard to UW before specifically accessing components such as Formal Learning or The Learning Spot. See Sections 3.4 and 5.0 to read the Work Instructions on how to onboard in UW. To watch an overview of UW, please click here or type this URL: http://www.abmlq.com/videowhatisuw

3.2

Configuration Dependencies 3.2.1

User Profile The personalized experience in UW and TLS is dependent on an effective onboarding process which starts with the accuracy of a user’s profile. During the onboarding process, each UW member’s profile information determines their access to certain information within UW and TLS and how information is displayed whenever they are in UW. The items listed below prompt the user’s experience and access to activity and information:     

Base Proficiency * Business Type Industry Market Location (Physical Address)

   

Office Proficiency Level * Role Service

The user’s profile information listed above can be obtained either through a selfregistration process or a batch import process when an entire location is implementing the use of TLS. See Section 5.0 to read WI-ABM-1507 Onboarding Formal Learning work instruction for more information. * A UW user does not have to declare his Base Proficiency or Proficiency Level if the sole purpose for using UW is the enrollment in and completion of TLS Courses. 3.2.2

Proficiency and Assessment As with any training, a student’s proficiency in a specific area of interest dictates the type of learning content that is conducive to his/her aptitude. In UW, a user’s base proficiency and proficiency level combined with the industry, service, and role, personalize the educational experience to suit the user’s learning and growth. In addition, if the user is engaged in work activity, the proficiency level can also dictate his participation in the Work Activity Queue. During the on boarding process, a new user makes a "declaration" of industry, service, and skill level based on a default list of choices. It is likely, and expected, that users will have numerous industry - service - skill combinations. The learning engine sees these as assessment requests and automatically routes an alert (via the UW message buss) to the user to take the qualifying assessment. Also, if the UW member’s role is set as Field Worker, which means the potential to use work activity, his declaration will be also validated through the qualifying assessment that is conducted as part of the UW implementation process for a specific location.

Procedure Title: Formal Learning Configuration

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CONTROLLED DOCUMENT: WI-ABM-1514

QMS STANDARDS

See Section 3.4.2 below and Section 5.0 to view WI-ABM-1111 UW Configuration Field Work Activity for additional information on the proficiency level assessment process. 3.3

Learning Management System (LMS) Engine The use of a Learning Management System in UW requires the integration of a LMS engine provider. At ABM, the LMS engine provider for The Learning Spot (TLS) is VenU; it is integrated with Unified Workforce to provide single-sign on access and the many learning activity features that come with UW. The initial implementation of UW will require the decision to retain VenU as the LMS engine or any other similar providers. Click here to view the LMS Research Document that determined the use of VenU as the engine provider, or go to this link: http://www.abmlq.com/wiabm1514a In order to use TLS in UW, the connection or integration of the VenU LMS engine must be implemented. The steps in this process are executed in the UW Admin Portal, specifically in the following areas: UW Admin Portal | Internal Application | Learning Engine       

Dynamic Workflow Proficiency Rules Learning Matrix Assessments Pre-Post Course Activities Proficiency Level Range Retry Settings Running Internal Workflow View

To view the detailed steps in implementing the integration or connection of the LMS engine to UW, please click here or go to this link: http://www.abmlq.com/wiabm1514b This UW configuration reference guide also provides additional information: http://www.abmlq.com/uwreference01 3.4

Configuration Process for Formal Learning The configuration process is based on two perspectives: the initial use of Formal Learning (in this case, TLS) by an organization and the end users. The initial requisite steps listed below should be taken when an organization is using TLS for the first time, while the end user configuration steps are taken each time TLS is implemented at a new or existing ABM location. 3.4.1 Initial Use by an Organization The configuration of TLS and all other UW components is managed in the UW Admin Portal, the process of which is dictated by its features or functions. The list of features below must be reviewed and adjusted as required when configuring TLS for the first time. If satisfactory to the organization’s needs, the default configurations can be kept where applicable. The features shown in red text are those that must be configured or at least reviewed prior to initial use of UW. The configuration or review steps are listed below the features table. Assessment feedback loop

Dynamic BI, Metropolis cases – vignettes

Assessment selection automated workflow (UW Queue)

Dynamic BI, team learning performance

Competitive framework, local labor

Skill level calculations engine

Competitive framework, peer to peer

The Learning Spot, alerts and notifications

Competitive framework, supplier (materials)

The Learning Spot, content access matrix

Dynamic BI, individual learning performance

UW standing inputs, 30

Procedure Title: Formal Learning Configuration

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CONTROLLED DOCUMENT: WI-ABM-1514

QMS STANDARDS

See Section 5.0 to view the definitions of each feature in QMS-ABM-0005 UW Quality Manual.

* See all UW standing inputs here:

http://www.abmlq.com/uwpoints

Feature

Function

Configuration/Review Steps

Assessment selection automated workflow (UW Queue)

During the onboarding process a new user makes a "declaration" of industry/service/skill level. The learning engine sees these as assessment requests and automatically routes an alert to the user to take the qualifying assessment.

Establish categories of skill qualification; for example: fundamental, proficient, expert and number of proficiency levels (1-10). Qualifying assessment questionnaires for each combination of skill qualification must be produced for each location, service, and industry.

Competitive framework, local labor; peer to peer

Skill qualification falls into three major categories (fundamental, proficient, expert) and ten levels (e.g. proficient level five). These levels are associated to work types and determine if a company is a candidate or not for the work in the Queue. The current levels of companies (local labor) and individuals (peer to peer) are displayed for all to see.

Competitive framework, supplier (materials)

As with the competitive frameworks for local labor and peer to peer, suppliers are assessed in the same manner. However, the impact for a supplier is considerably different. As the procurement system provides possible suppliers for material requests, they pass over to UW where they are combined with the suppliersâ&#x20AC;&#x2122; community score (standing). The result produces a "good-fair-poor" ranking for the field user to choose. Good provides positive field user points, poor provides negative field user points.

Establish and configure the ranking and resulting community score for suppliers.

Dynamic BI, individual learning performance

The Learning Spot feeds active data constantly to the UW Learning screen where it is revealed on a set of tiles. Examples of data displayed in individual learning performance tiles are:

Review and configure display of information in TLS related tiles based on general consensus. For example, in the Compulsory tile, configure # of days data is shown

Skill level calculations engine

My Activity | # courses added ; # pieces of content viewed, # total views

My Learning | # new courses, # pieces of content, % viewed

My Plan | % complete, average score, # active plans

Compulsory | # scheduled, # past due, # in the next 30 days

Learning | # Completed, # pending, # required

Based on the pass level established in TLS for a given assessment, a calculation is performed which establishes the skill level between one and ten. IE: Commercial - Parking Fundamental assessment requires a 80% passing level. The user scores 90% which passes with an F5 level.

Procedure Title: Formal Learning Configuration

CONTROLLED DOCUMENT: WI-ABM-1514

UW standing inputs

3.4.2 STEP

Community standing points, which may be viewed in the information bar (upper right), are dynamically updated. Hundreds of inputs contribute events which have positive or negative total points impact. Users compete for position and the UW Queue based work activity favors those with the highest standing (as measured by their UW points). Community standing events are dependent upon input variables pulling from UW native and connected UW environments.

WHAT 1Submit Course Charter . Form

Review and approve Course Charter submission Conduct demo and training of TLS and assign proper access to TLS staging environment Follow SCORM file management process (as applicable)

Review standing inputs and modify assignation of points and calculations as necessary

Configuration of Courses by Course Creators

QMS STANDARDS

WHEN

COMPETENCY (WHO)

HOW (TOOLS)

Production of a new course is required Upon receipt of request

Course Creator or any employee

Course Charter Form

Corporate Education Manager

Manual process in ABM Portal

Before course is produced

Corporate Education Manager

http://www.abmlq.com/tlsmanag ement

Course Creator Corporate Education Manager

WI-ABM-1515 TLS SCORM Files Management

Course Creator

http://www.abmlq.com/coursecr eator

Create course shell in TLS staging

If leveraging third party content or content production platform Production of course

Add content to course shell in TLS staging

Production of course

Course Creator

http://www.abmlq.com/coursecr eator

Test course function

Production of course

Manual process in TLS

Review and approve course for production Publish course in production Follow TLS Onboarding process

Production of course Production of course Go Live

Course Creator Corporate Education Manager Course Creator Course Creator

http://www.abmlq.com/coursecr eator WI-ABM-1507 Formal Learning Onboarding

9. 10.

Procedure Title: Formal Learning Configuration

Course Creator Corporate Education Manager

Manual process in TLS

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CONTROLLED DOCUMENT: WI-ABM-1514

3.4.3 STEP

QMS STANDARDS

End Users â&#x20AC;&#x201C; Qualifying Assessment WHAT

WHEN

COMPETENCY (WHO) New UW members UW Support Team

HOW (TOOLS)

1. 1Follow UW . onboarding process

During implementation process with a specific location

2. 1Identify subject . matter experts in specific industry and service

After new users are onboarded

UW Support Team

Manual process

To determine competency model for a specific location

UW Support Team

Manual process

After qualifying assessment is approved

UW Support Team

UW Admin Portal | Internal Applications | Learning Engine | Learning Matrix Assessments

Conduct interview process to produce qualifying assessment questionnaires and responses Publish assessment into TLS

WI-ABM-1102 WI-ABM-1104 WI-ABM-1103 WI-ABM-1507

4.0 SPECIAL DEFINITIONS THE FOLLOWING TERMS ARE REFERRED TO IN THIS STANDARD; TO VIEW THE DEFINITION OF EACH TERM PLEASE CLICK ON THE LEXICON LIBRARY LINK: LEXICON LIBRARY TERM ABM LQ, Learning and Quality Field Work Activity Learning, Formal Onboarding QMS, Quality Management System TLS, The Learning Spot UW, Unified Workforce VenU WI, Work Instruction Work Activity Queue

Procedure Title: Formal Learning Configuration

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CONTROLLED DOCUMENT: WI-ABM-1514

QMS STANDARDS

5.0 ASSOCIATED REFERENCE DOCUMENTS THE FOLLOWING DOCUMENTS PROVIDE ADDITIONAL INFORMATION: DOCUMENT NAME WI-ABM-1102 Onboarding UW WI-ABM-1104 Onboarding UW Users WI-ABM-1103 Onboarding UW Operating Location WI-ABM-1507 Onboarding Formal Learning WI-ABM-1506 Usage and Adoption Formal Learning LMS Research Document LMS Engine Integration with UW UW Configuration Reference Guide

LOCATION http://www.abmlq.com/wiabm1102 http://www.abmlq.com/wiabm1104 http://www.abmlq.com/wiabm1103 http://www.abmlq.com/wiabm1507 http://www.abmlq.com/wiabm1506 http://www.abmlq.com/wiabm1514a http://www.abmlq.com/wiabm1514b http://www.abmlq.com/uwreference01

6.0 ASSOCIATED KNOWLEDGE DATABASE THE FOLLOWING KNOWLEDGE DATABASES PROVIDE ADDITIONAL INFORMATION: KNOWLEDGE DATABASE Video: What is Unified Workforce QuickTip: How to Log-in to UW for the first time QuickTip: How to Log-in to UW in Outline Mode UW Standing Inputs/Points

LOCATION http://www.abmlq.com/videowhatisuw http://www.abmlq.com/firstuwlogin http://www.abmlq.com/wiabm1102d http://www.abmlq.com/uwpoints

7.0 ASSOCIATED TOOLS THE FOLLOWING TOOLS MAY BE REQUIRED FOR COMPLIANCE TO THIS STANDARD: ASSOCIATED TOOLS Unified Workforce

LOCATION https://unifiedworkforce.abm.com

8.0 REVISION HISTORY REVISION (X.X) DATE OF LAST REVISION (MM/DD/YY) LAST APPROVAL DATE (MM/DD/YY)

1.1 03/05/15 02/20/15

Procedure Title: Formal Learning Configuration

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CONTROLLED DOCUMENT: WI-ABM-1514

QMS STANDARDS

DOCUMENT AUTHOR: Melissa Cipriani; Greg Lush

DOCUMENT MANAGER: Melissa Cipriani

REASON FOR CHANGE:

Revision 1.0 1.1

SECTION / PARAGRAPH CHANGED All All

CHANGE MADE

Initial Entry Prepare for release

DATE OF REVISION MM/DD/YY 10/14/14 03/05/15

9.0 ELECTRONIC NOTIFICATION LIST: ELECTRONIC NOTIFICATIONS The following roles must be notified whenever this WI is revised and rereleased.

ABMLQ, Senior Vice President ABMLQ Team UW Support Team

10.0

APPROVALS

PLEASE GO TO THE LINK BELOW FOR THE ELECTRONIC RECORD OF THE REVIEW AND APPROVAL OF THIS POLICY. DOCUMENT REVIEW FIRST APPROVER NAME: GREG LUSH BUSINESS UNIT: ABM

TITLE: SENIOR VP, LEARNING AND QUALITY SIGNATURE: ELECTRONIC APPROVAL

SECOND APPROVER NAME: MATT SEXTON BUSINESS UNIT: ABM

TITLE: VP OF OPERATIONS SIGNATURE: ELECTRONIC APPROVAL

THIRD APPROVER NAME: MIKE WALKER BUSINESS UNIT: ABM TITLE: PROGRAM DIRECTOR SIGNATURE:

DOCUMENT HISTORY SECTION: Document Created on 10/14/14 by Melissa Cipriani Document Modified on 03/05/15 by Melissa Cipriani

Procedure Title: Formal Learning Configuration

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