IT Governance Business Case
Replacement of Learning Management System and Content Provider
Human Resources
Background
• The City of Durham has over 2,700 full-time and part-time employees working in 24 Departments in multiple locations throughout the City.
• City employees perform a wide range of tasks and duties to assist with the continuity of operations 24/7.
• Each department has varying needs for training their respective employees. These trainings range in scope from skill building, compliance to safety.
• Currently the City employs a training model that includes both instructor-led and electronic learning (eLearning) solutions.
• Instructor-led courses are taught by internal employees and external facilitators.
• eLearning is facilitated through our learning management system (LMS) provided through a contractual relationship with Cornerstone Learning.
• Content for the eLearning is provided through a contractual relationship with Biz Library.
Background (cont.)
• Training is evolving and the City must be poised to capitalize on the future of learning for all employees.
• Instructor-led and eLearning solutions are merging into hybrid models.
Current Business Problem
• The business value to the enterprise is not currently being met.
• Contracts for both providers (Cornerstone & Biz Library) are expiring:
• The contract with Cornerstone for the City's learning management system (LMS) expires on June 30, 2021.
• The contract with Biz Library for the City’s content suite of trainings expires on September 16, 2021.
Current Pain Points
• There are pain points with both providers and are listed below, independently.
• Cornerstone:
• Limited client customization.
• Poor customer service model (call center or open hours).
• Reporting limitations.
• Biz Library
• Content is limited in range/scope.
• Content is outdated.
• Clearinghouse approach limits client interaction on content.
Desired Business Value
• City of Durham’s Strategic Plan Goal: Innovative & High Performing Organization
Initiative: Cultivate a Diverse, Engaged, and Healthy Workforce Dedicated to Public Service
• Procure a LMS that creates consistency amongst the following:
• Employee learning experience,
• Ease of use for administrators with the ability to reach all employees, and
• statistical reporting that measures compliance and skill development.
• Procure a Content Provider that:
• Has current, up-to-date and relevant material.
• Ensure both have a customer service model that supports our needs.
• Ensure both have the ability to integrate with our existing systems.
• Ensure statistical reporting meets the needs of the organization.
Interim Solutions
• Extend the contract with Cornerstone Learning through August 31, 2022.
• Extend the contract with Biz Library through August 31, 2022.
• Initiate an RFP process, beginning in April 2021, to procure both providers with TS PMO leadership.
• Partner with HRIS, Risk, and TS to procure providers that meet the organizational needs short-term and long range.
• Finalize RFP process by September 2021 so that all internal processes can be completed by August 31, 2022.
Future State Benefits
• This project supports the City's strategic plan of an innovative and high performing organization by training employees in skill building, compliance, safety, as well as varying topics for professional growth.
• The LMS allows the City to maintain mandatory compliance training, records for OSHA and other compliance-based organizations.
• The LMS, paired with the content provider, allows the City to provide eLearning training topics that improve employee knowledge, awareness, abilities and skills.
Future State Benefits
• Enterprise-wide administration, documentation, tracking, reporting, authoring and delivery of training.
• A repository for e-based content covering the gamut from off the shelf to custom developed solutions addressing enterprise-wide skill building and compliance needs.
• Support for the integration of digital and online media with more traditional classroom content to create blended learning solutions is also highly desirable.
• Provide City of Durham employees with more qualitative development options as well as control over time, place, path and pace in the delivery of just-in-time learning.
Recommended Solution and Analysis
Recommended Solution: Issue an RFP to select a solution
Description Issue an RFP to select a replacement learning management system and content provider that delivers the desired benefits.
Pros
• Provides the future benefits as stated on slide eight.
Cons
• Very high opportunity cost for an organization to learn a new LMS platform.
Recommended Solution Issue an RFP: Project Financial Estimate
COST ESTIMATES FUNDING
*Total Project Funding Requested (External), includes External Year 1 Run Costs and Non-Labor
Description Year 1 Costs (Hours) Annual Run Costs (Hours)/ KTLO Departmental Funding Amount: (Human Resources & Finance) $104,992 Labor $ (Hours) Internal TS: 1360 hours 5 hours Funding Requested (Y/N): Y Business Analysis 640 hours 0 hours TS Services 320 hours 5 hours Project One Time Costs $52,000 TS PMO 400 hours 0 hours Project Run Cost (External) $0 Internal Department: Human Resources & Finance 1600 hours 1300 hours *Total Project Funding Requested for Year 1 $52,000 External: $52,000 $0 *Recurring Costs $0 Professional Services $52,000 $0 Non-Labor $ Hardware: $0 $0 Software: LMS $53,500 $53,500 Other: Content $51,492 $51,492
Risk Identification
Description of Risk Risk Impact Mitigated (Y/N) Contingency(Y/N) Poor execution Low Yes No Project team turnover Low Yes No Vendor performance Low Yes No Cyber Security Low Yes No
Mitigation Risk (Costs)
• No cost
Contingency Risk (Costs)
• No cost
Our Ask
We are asking to approve the business case for the Human Resources replacement of the Learning Management System and Content Provider for submission to the City Manager for approval and funding through the BMS department.