2011 NASCIO Award Application State of West Virginia

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1 2011 NASCIO Award Application State of West Virginia West Virginia Office of Technology Information Communications Technology Innovations Technology Learning and Training Centers Marilyn Padon, Trainer West Virginia Office of Technology Capitol Building #5 10 th Floor Charleston, West Virginia

2 EXECUTIVE SUMMARY Training equates to triage. It s one of the first casualties of a slashed budget. That s a backhanded way of saying it s not important. Not important? What savings accrue to a state from having a poorly trained workforce? Let s consider I.T. One properly trained technologist can easily do the work of two outmoded ones. Training is an engine, not an afterthought. The West Virginia Office of Technology (WVOT) firmly decided that training would be a centerpiece. It structured its Technology Learning Center (TLC) as the centralized resource for delivering virtual classroom and on-line learning. Under the direction of the Cabinet Secretary for the Department of Administration, WVOT and the Divisions of Personnel and General Services partnered to renovate the Gaston Caperton State Training Center. The Training Center is now a communications hub for multimedia training and a centralized resource for instructor-led learning. The WVOT recognized that technology is vital in the delivery of learning. Whether receiving information through an online course with the benefits of anytime/anywhere delivery, a virtual classroom with a live instructor delivered to remote locations, or an instructor-led course addressing more complex issues, technology plays a role. The TLC has become a centralized hub and go-to resource for State agencies. Recognizing the many ways to deliver content, the TLC has established a core set of technology tools. Agencies and trainers match tools and trainees. Instead of having to research, procure, and develop a learning solution independently, State agencies can contact the TLC for assistance and guidance. The Gaston Caperton Training Center, located on the grounds of the State Capitol Complex, began as four rooms available for use as classrooms or meeting space. The Training Center had not been renovated since the early 1970s. Physical space was available but was of limited value. The need for agencies to hold classes in a location convenient to their employees, in a setting with communication facilities and the tools needed to conduct classes utilizing technology, was increasingly apparent. The Training Center has now been converted to two fully equipped multi-media rooms: a computer lab/multi-media room and a board room with video conferencing capabilities. The Center has been structured for all modes of learning. With these renovations, agencies are able to hold their classes/meetings without having to spend additional funds on facilities in privately owned locations. The emphasis on education tools, and the education center itself, reinforce the State s commitment that each employee perform at their best level to maximize State resources and carry out its missions. 2

3 DESCRIPTION OF THE PROBLEM AND SOLUTION The WVOT realized that there were several challenges in keeping the training and certifications current. They included: the workforce was spread around the state; it worked different shifts; class content had to be delivered in different ways; consistently was lacking; there was too much reliance on relatively expensive commercial meeting sites. Agencies had been using a patchwork approach to training their employees. There was much confusion and a sore lack of methodology. Delivery systems were virtually nonexistent. The agencies lacked tools and they lacked the means to wield those tools. The WVOT decided there were two prerequisites: deliver learning in both online and instructor/classroom formats; and identify and acquire proper tools for each format. The TLC worked to establish tools for: online, anytime/anywhere learning by using a Learning Management System. They selected CourseMill LMS from Trivantis; online, instructor led virtual classroom training through the MeetingPlace conferencing tool. This tool was acquired through an Emergency Services grant and made available for educational purposes during non-emergency use; Office Communicator Conferencing/Desktop display for small group demonstrations or 1-on-1 problem solving/just in time learning. This tool was acquired as a part of a Microsoft Enterprise Agreement. The TLC also: acquired production software for e-learning development. PowerPoint is employed so agencies can do basic development on their own; provided instructional designers/training staff to assist agencies in content development and course production; implemented Class Registration/Room Management software so employees can register for classes and/or reserve a room-resource for classes. These components enabled the entire workforce to benefit from training, no matter where they are located. They also make it easy for agencies to develop their content for online classes. 3

4 The second part of the project involved the updating of the Training Center. Four meeting rooms, equipped with just tables and chairs, were converted into high-tech multi-media and communications rooms able to deliver content in any format. The Training Facility now consists of: Executive Room Occupancy: 15 people 1 65 LCD Monitor 1 Polycom videoconferencing system/teleconferencing Regents Room Occupancy: 25 people 1 ceiling mounted projector 1 projection screen Speakers Teleconferencing capabilities Capitol Room Occupancy: 150 people classroom setup or 300 people auditorium setup 2 ceiling mounted projectors 2 projection screens controlled remotely 1 speaker monitor (52 ) 2 audience monitors (52 ) Speakers Teleconferencing capabilities Heritage Room Occupancy: 12 students with 1 instructor 3 wall mounted projectors Walltalker whiteboard for diagramming (full wall) Speakers 12 computer workstations 4

5 The state s Division of Personnel uses the facility to conduct classes in employee and workforce development. The WVOT provides classes in computer skills, productivity tools, and business applications. The Training Center is also available to agencies to train for their specific courses. Communications about the May, 2010 opening of the Training Center were delivered through press releases, statewide and agency newsletters, and statewide delivery. Since its opening, the Center has been used by 94 different organizations for a total of 377 events. Total investment in the establishment of the Training Center was $180,000. Estimated savings for additional events scheduled outside of the daily use has been $400,000 to date. The upgrade to the Center was completed by the combined efforts of WVOT, General Services Division for construction, and the Personnel Division. Project management was provided by the WVOT. SIGNIFICANCE OF THE PROJECT TO THE OPERATION OF GOVERNMENT Zig Zigler has a popular saying that The only thing worse than training employees and losing them is not training them and keeping them. If we want State government to operate efficiently and provide maximum return to the citizens, we need to educate our employees on their jobs and the tools that they use to perform their jobs. This project has been an education and communication powerhouse for the employees of the State of West Virginia. The education infrastructure established in this project: provides a cost effective education solution to State government with options in methods of delivering content; eliminates the duplication of technology oriented education solutions by agencies; reduces online course development cost for agencies; provides an effective time management solution to agencies, allowing them to focus on content and not be concerned about delivery or development solutions; provides an in-house facility for assembling meetings and training sessions, saving the expense of renting facilities and outside equipment BENEFITS OF THE PROJECT Every State employee has positively benefited from having access to modernized training and skill development. 5

6 The State of West Virginia has: established an education infrastructure solution for state government use; allowed agencies the maximum flexibility of delivery methods; allowed agencies to control their online content; reduced expenditures for development and delivery of online content; provided employees with consistency in their education experience; empowered employees to efficiently serve state citizens. Training is an endless proposition. But we have driven our stake and built a structure. We are providing 21 st Century training: new-age training for new-age challenges, and some age-old ones as well. 6