HERCULES CIO Council Update March 21, 2016 Monday 2:40-3:10 Smith 561

Purpose and Intended Outcome Introduce HERCULES Harvard Employees’ Research, Compliance and University Learning System Approved ITCRB project (FY16 & FY17) Seek your input Benefits for your school? Questions or concerns Change management and communication recommendations Intended Outcome Build a robust change management and communication plan

What’s the project? Implement a new enterprise learning management system to assign and track professional learning, regulatory, compliance and safety training for Students, Faculty, Researchers, Staff and affiliates in a single system. The scope is broader & bigger than a central administration application

Your Vision We aspire to empower the Harvard community through technology that enables: Effortless access Rapid and profound innovation Seamless collaboration

Effortless access Rapid and profound innovation Seamless collaboration

State of Learning at Harvard TMS IT Academy Eureka Lynda.com PeopleSoft Training Admin CITI AALAS LawRoom

Why is a new learning management system needed? Three disconnected systems Cumbersome manual local processes for tracking Research Compliance Training. Inability to push required training such as Title IX and monitor completion rates. No system is able to fully support new training initiatives such as the IT Academy or the Universal Manager Training. Lack of a single people-centric learning management system Existing systems are aging and increasingly experiencing outages during peak activities, posing a serious risk to the University

3rd Party Content Integration Launch and/or track 3rd party content

When is it happening?

Timeline - Implementation Sept 2015 Project kick off Oct-Dec Planning, Business Process Analysis, Design Nov-Feb Configuration, Integration, Reports, and Migration Validation Feb-May Testing Spring 2016 Phase 1 – Replace Eureka, PeopleSoft Training Admin and the EH&S training system Mar-Nov 2016 Phase 2 - Research Compliance training Nov-May 2017 Phase 3 - Local Training Administration Phase 3 - Training based on Job Profile and Competencies June 2017 Project ends

What is the project governance? Group Who Project Sponsors Marilyn Hausammann, VP HR Ara Tahmassian, University Chief Research Compliance Officer Pam Caudill, Chief Research Operations Officer, HMS Melissa Brown, Director CWD (Business Owner) Project Steering Committee Melissa Brown (Business Owner) Isabelle Modiano (Project Manager) Bill Ganzenmuller (Product Owner) Will Tonery, EHS Peter Baskette, HUIT Michael Monaghan, FAD Project Core Team Isabelle Modiano Bill Ganzenmuller Rich Griffiths Will Tonery Shekhar Kasarle Working Group Professional Development – Bill G, Susan S, Talya H, Seth M, Gabi G Safety and compliance training – Rich G, Will T, Karen S, Patricia Z Talent Management integration – Shekhar K Research compliance training – Rich G, Bill G Local training administration – Mark Seibring / Audrey Harmon, FAS IT Academy – Deidre O’Shea, Jonathan S Technical / Integration – Prabhakar Ramakrishnan, HUIT developers Change management – Julie Wilson

Guiding principles Keep system as simple and as open as possible No barrier to access, but need a HarvardKey   Limit duplication of data entry, integrate with other systems whenever possible

DEMO

Appendix: Manager Role Using e-Performance Data to determine Manager and Lab Data to determine Alternative Manager