Request Intake
All E-learning requests come through a request form on Checkbox: https://surveys.vch.ca/Survey.aspx?s=1c34833f95db45a1ab7cdf17e059c43a
There are some basic request parameters that can be analyzed within the team for priority. This could be an input for the Engagement discussions in Step 2.
Engagement
The second step is to engage with the requestor, ACTS Team Lead, SME and other stakeholders to
- Determine the scope
- Use Needs Analysis Rubric (attached at the end) to perform needs analysis and impact analysis
- Ask questions in Needs Analysis Rubric (attached at the end) to determine cost estimates
Calculate Estimates
An initial storyboard - Storyboard Template (attached at the end) will need to be developed that will highlight the number of modules and the elearning for each module. Develop an estimate report using the templates filled in Step 2 (Engagement) – Needs Analysis Rubric (attached at the end) and consider parameters like -
- Type of E-Learning (Video, storyline), development timeline, Business involvement, Major steps, Approvals, ACTS Priority, ACTS Timeline, SME Assignment
- Prioritize against other Training requests, assign
- Include in estimates fields like: Time, Cost, No. of resources working, Development time, Testing time, other fields as applicable
- Send to Business stakeholders after verifying and validating with ACTS Team Lead
It is also recommended to send a schedule for engagement and delivery checkpoints (use the elearning Schedule example- attached at the end) that all stakeholders can stay on the same schedule. It is also recommended to build in 25% buffer. Any shift or variance from the schedule will have an impact on elearning completion deadlines.
Present Estimates to the Business
Present the estimates explaining the calculations. Solicit feedback and buy-in. Make changes as applicable. Include assumptions and disclaimers.
One disclaimer that is recommended to be included every time is – The estimates will change if requirements get changed after the requirements/storyboard sign-off.
Business Approval
The next steps will depend on the Business Go/No Go. Get a documented response in an email.
Development & Status Updates
Start the development work following ADDIE methodology/ Make sure you get a sign-off at every step.
- Set up periodic checkpoint with the SMEs and the stakeholders to ensure that the development is progressing in the right direction. Follow an iterative development and testing cycle to avoid getting an approval deadlock after majority of development is completed.
- Decide the number of modules and Learning Objectives for each module and overall.
- Use Storyboard Template - No. of modules (attached at the end)
- Get a sign-off on completed templates by the SME/Stakeholders before starting the actual development work.
- Follow the E-Learning Development Checklist (attached at the end).
Completion Sign-Off
Get final sign-off from Business before publishing. Make sure the final e-learning has been laid out in learning Hub (don’t make the link searchable) and the entire user experience has been tested out by the Business stakeholders and the SMEs. Get a documented sign-off in an email.
Publish
- Publish the final E-Learning. Double check the E-Learning Development Checklist (attached at the end). Implement the Training Evaluation Survey Form (attached at the end).
- Another important aspect is to chalk out if there is any access management associated with the e-learning or of classroom sessions are being replaced and a new registration process has to be designed. Draft a flow for access management or new class registration considering all applicable use cases. Gather all stakeholders involved to distribute/update additional responsibilities.
- Make sure you work with the SME to announce the e-learning. Consider the following avenues -
1. Work with the SMEs to draft a formal communication announcing the e-learning.
2. Announce in the bulletin if applicable.
3. Announce/make changes on the Community Systems website if applicable - Make sure all signed-off artefacts and original recordings and story files are stored in the shared drive accessible to the ACTS Team.