Training Analysis & Design Overview Report

Project: iExpense / Date: 10/09/2013
BO: Evelyne Anglade / PM: Roopa Kethineni / ID: Amy Harrell
SME(s): / CMO: Julie Meyer
GOALS
Organizational Goal(s):
· Driving Productivity for Growth – this involves taking steps to do things more efficiently so we can improve margins and reinvest in our people, technology and systems
· Developing a High-performing Organization – this strategy is focused on our people and creating a great place to work
Identified Need:
Need to automate and streamline the Expense Management System to improve the following issues:
· Delays in paying employees as expenses are normally paid bi-weekly
· Reliance on manual expense report validation and manual expense policy enforcement
· Risk of paying the wrong person
· Risk of overpayment due to keying errors.
Proposed Benefit/ROI:
The project objective is to reduce the manual effort that is required to process the expense reports in the fiscal year.
The defined project solution has four main benefits:
· To reduce the manual effort required by staff submitting and processing expense reports
· To deliver expense payments to employees on time
· To reduce the risk of paying the wrong person
· To eliminate manual keying errors that can result in overpayment
Skill Gap: Affected employees and managers need to learn the new online iExpense system and the processes for submitting and approving expense reports.
Compentencies Delivered: Employees will be able to use the Oracle iExpense program to successfully submit and manage expense reports. Additionally, managers will also be able to use the Oracle iExpense program to process and manage approvals of submitted expense reports.
Evaluation/Measure of Goal Achievement:
· Percent of employees using the iExpense system (over manual form) to submit expense reports. (adoption by target audience)
· Percent of managers using the iExpense system (over manual process) to approve expense reports. (adoption by target audience)
· Percent of expense reports submitted through iExpense that have no issues related to use of system. (successful delivery of training)
· Time from submittal of expense report to payment/credit fulfillment. (improvement in process)
TARGET POPULATION
Who will be trained: All AUS employees and managers in corporate offices and market centers who have previously submitted expense reports or who anticipate submitting expense reports in the future.
Class size: N/A, Individual/self-paced learning
Number of Offerings/Length of Training: LMS/Job aid delivery of content provides JIT self-paced training.
Prerequisite Skills/Knowledge:
· Existing employees/managers are already familiar with the manual process of preparing and submitting expense reports.
· Familiarity with current AUS Travel Policy.
· A limited number of employees are familiar with Oracle applications and user interface.
DESCRIPTION OF TRAINING
List training deliverables:
· Basic Navigation of iExpense (LMS & Reference Doc)
· Submitting an Expense Report/Attaching Receipts (LMS & Reference Doc)
· Approving Expense Reports (LMS & Reference Doc)
· Using a Expense Report Delegate (Reference Doc)
Delivery:
· LearnerWeb – LMS Modules
· BrainShark – LMS Modules PDFs (Sales audience)
· Travel Website (linked from Finance site) – Reference Docs
PROJECT PLANNING
Estimated timeline:
· Design – 2 week (11/1/13)
· Development – 3 weeks (11/22/13)
· LMS Testing and Launch – 2 weeks (12/6/13)
Resources/Budget needed:
· 1.5 Instructional designers
· Voice Over Budget (3-4 modules @ $400 ea) - $1200-1600
· Publishing/marketing – Promotion via AUCAWeb & Travel Site
Implementation/Rollout details:
· UAT – Mid November
· 1st Group Rollout - End of November 2013/Early Dec
(Burbank and select few from field)
· 2nd Group Rollout – Remainder of organization??
CONTINGENCY PLANNING
Outcomes if training not delivered: Lack of adoption of online process; continued use of manual process
Restrictions and Limitations:
· Hosting of initial versions of LMS training (PDFs) will be based on schedule (LMS or Travel Site).
· If PDFs not hosted in LMS, there will be no tracking on who has taken the courses.
· If use PDFs versus SWF videos, will not be able to track percent completion—only that file was downloaded.
Alternative methods to reach Goals:
· Using PDFs as preliminary training modules
· Hosting on Travel Site (linked from Finance Site)
· BrainShark hosting
·