Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost Presented by Caltrans and Sacramento State California Network of Learning Professionals Training Conference, 2006

History: Project Management at Caltrans – 11 years ago Typical highway improvement project: 5 phases of development Each phase handled by a separate functional area No single person was responsible for overseeing the project from beginning to end Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost

History: Project Management at Caltrans – 11 years ago Implemented a “project office” approach Oversee projects through entire life cycle Main players were project managers Each project manager assigned project portfolio Project managers focus on scope, schedule, & cost Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost

History: Project Management at Caltrans – 11 years ago Office of Process Improvement was created Develop changes to business processes along the lines of project management best practices Identify the need for technical training for both project managers and the functional area staffs Gained approval for dedicated training funds Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost

Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost After negotiations with DOF and legislature Finance letter approved ($12M per year, 3 years) Permanent funding likely at lower level Students served approximately 11,000 Caltrans staff approximately 23,000 Finance Letter

Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost $12M added to $3.2M technical training budget Total of $15.2M for each of the first three years Funding established the Office of Capital Project Skill Development (CPSD) CPSD to develop and deliver the training Finance Letter

Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost In fourth year, state’s economy was poor No permanent funding proposed by Caltrans nor approved by the legislature CPSD continues its mission of providing technical training –$3.2M budget –Student population of 11,000 Finance Letter

Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost Started CPSD OE & PY provided mostly from the finance letter $15.2M in operating expense monies 66 PYs loaded at the senior (first line supervisor) level Each of 7 functional areas represented – project management, design, construction management, right-of-way, environmental, traffic operations, engineering services Project management got 11% of the OE and 3 PYs

Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost Project Management Goes Online Learners are distributed geographically across California Learners are computer literate Organization equipped technologically (servers, routers, cabling, etc.) Mostly evergreen content rather than updated frequently Consistent content presentation – does not vary with instructor Unlimited (sort of) enrollment possible Low ongoing costs compared to on-ground courses

Obstacles Overcome Adoption of computer systems as learning tools by organization (IT staff) and students Significant initial costs for online course development (v. on-ground) Dedicated development and support staff required – but this is small – and they need to be trained in course development Modified instructional design techniques Contracting for course development – simple interagency agreement Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost

Benefits of eLearning Portable course Modular content Consistent messages Reduced costs Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost

Considerations Audience needs and characteristics Technology considerations Subject matter of the course Development Process Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost

Instructor-led vs. Self-paced Linear Time-based agenda Human interaction Linear or non-linear Self-directed Independent study Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost

Synchronous Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost Scheduled meeting times Live lessons with activities on-demand All learners are present

Asynchronous Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost Pre-recorded lessons Pre-planned activities Learners set own pace

Instructional System Design Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost AssessDesignDevelopImplementEvaluate Needs Goals Objectives Outline Messages Methods Content Exercises Lectures Pilot Revise Deliver Reactions Learning Results

Web Development Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost DefineDesignDevelopBuildLaunch Audience Backend needs Technical details Content Navigation Site structure Visual concepts Prototypes Templates Integrate tools Populate site Debug Pilot test Publish site Maintain site

Web Development Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost DefineDesignDevelopBuildLaunch Audience Backend needs Technical details Content Navigation Site structure Visual concepts Prototypes Templates Integrate tools Populate site Debug Pilot test Publish site Maintain site

eLearning Design Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost DevelopDesignDefine AssessDesignDevelopImplement Evaluate BuildLaunch AssessDesignDevelopImplement Evaluate Maintain

eLearning Design Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost Launch DevelopDesignDefine AssessDesignDevelopImplement Build Evaluate Maintain Needs Goals Objectives Audience Backend needs Technical details Outline Messages Methods Content Exercises Lectures Pilot Revise Deliver ReactionsContent Navigation Site structure Visual concepts Prototypes Templates Integrate tools Populate site Debug Pilot test Publish site Maintain site Methods Navigation Deliver Results Learning Maintain site

Assess & Define User needs Course goal(s) Learning objectives Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost Platform Intranet, Internet Software limitations Future maintenance Administration needs

Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost Design Outline Messages Content Site structure

Navigation Learning activities Visual concepts Interactive elements Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost Develop

Populate Integrate Debug Pilot course Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost Build

Pilot test Publish course Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost Launch

Timing Time commitments Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost Timelines & Milestones

Challenges of a Distributed Workforce Action Plan for Using eLearning to Extend Reach and Reduce Cost