TOGETHER JAZZ Architecture and Features

Transcription

1 ! TOGETHER JAZZ Architecture and Features!!! March 2015, v.1.5! Editor: Christian Pedergnana HR Business Unit Manager Skylab Italia S.r.l. Contacts: Cell Cell.! V /03/2015 TOGETHER JAZZ Architecture and Features JAZZ is a customizable platform which can be integrated with business management systems for all processes related to Learning and Development (L&D). The solution provides an integrated tool for managing "End to End" processes supporting the planning activities, operational management, delivery, accounting and control to support all the stakeholders involved. It s a tool designed for Corporate Universities and large enterprise organizations. JAZZ integrates into one single platform all the required features to manage processes and delivery of education in order to grant maximum benefits in terms of ROI and operating efficiency at both central and local levels. The macro processes managed through the platform are:! Demand Management Budget and Forecast Training plans and scheduling Training design Training catalogs and project management Account Management / designers / trainers / administrative Training delivery (classroom and on-line multi-devices) Final summary Accounting (customer and supplier management) Internal faculty Reporting and Control Integration with HR processes (eg. skill evaluation, recruiting)

2 INTEGRATION WITH ENTERPRISE SYSTEMS The JAZZ platform relies on INTEGRA, a dedicated layered middleware, to integrate bidirectionally with external systems and allows a perfect coupling with the HR processes which impact training needs and ensure alignment and quality of business data available. INTEGRA middleware includes a set of native interfaces: INBOUND INTERFACES - PERSONNEL RECORDS AND ORGANIZATION!!JOB SYSTEM (e.g. ROLE MAPS and RESPONSABILITIES)!!TRAINING NEEDS from HR systems or cross-functional areas (e.g. HSE or Legal)!!SUPPLIERS and CONTRACT LIABILITIES!!CUSTOMERS and ACTIVE CONTRACTS OUTBOUND INTERFACES!!CATALOGS and/or COURSE SCHEDULES (e.g. INTRANET publications)!!training CV (for the enrichment of personnel records and CV on HRMS systems)!!allocations!!streaming INCOMING RESULTS / ACCOUNTING (towards ACCOUNTING systems)!!cash PAYMENTS (e.g. TRANSFERS) INTEGRA offers pre-configured bidirectional connectors for HR and ERP platforms. They use SOA services to enable quick data interaction towards training specific processes (e.g. course registrations, education transcripts, attendace certifications, etc.). In addition to natively available interfaces, users can activate additional customized interfaces leveraging INTEGRA s extended API catalog and SOA services. The quickly added interface minimizes the service startup time and enhances the effectiveness of interactions with legacy systems to guarantee a positive impact on business processes.! 2

3 JAZZ PORTALS The JAZZ platform offers a personalized users interaction based on 4 different portals to fulfill all the stakeholders business expectations and to ensure efficient management of the entire education and learning processes: ADMIN Admin is the back-office portal dedicated to the headquarters Corporate Learning & Development staff who are responsible for the design, planning, control and governance for all education and learning processes related to people development (e.g. Corporate Universities or HR training departments). WORK Work is the portal aimed at the HR line and internal customers to enable operational control and active participation throughout the L&D processes (e.g. budgeting, local training calendars, on-the-job training activities, etc.). Work portal allows for the configuration of required business line or country peculiarities to fulfill local training needs ("Glocal model). It also grants cross-functional data views to manage initiatives and special projects (e.g. HSE education, legal compliance, company-wide projects, etc.). PLACE Place is the self-service portal dedicated to employees and managers to handle their personal training plan, training registrations, authorization workflow, course attendance and all other related features (e.g. e-learning, tests, learning questionaires, certificates, etc.). Place enables managers to design their workforce training plan and authorizes registration and participation requests. Learners can manage and track their planned activities, from the training catalog to external education, from e-learning to on-the-job training. Self-service features are available through desktop and mobile devices. Place can be easily aligned to Corporate HR portal guidelines to simplify rollout projects and broad adoption. FACULTY Faculty is the portal designed for teachers and training designers. It allows them to manage the internal faculty, to accomplish design tasks and to partecipate and interact in communities related to functional academies or projects. Teachers can access to their course sessions to manage pre-course tests, educational materials, exercises, questionnaires and, if needed, interact with learners and fill-in the electronic class registers via tablet devices.!3

4 Innovative features are offered to monitor and manage the teachers community. Specific business indicators (KPI) can be used to rank and reward the top contributors. The train-the-trainer sessions can be designed, delivered and logged to grant internal faculty certification. JAZZ platform users have the opportunity to create reports and analyze historical data using the datawarehouse module which consolidates all managed information and evaluates KPIs and business indicators. The most commonly used reports come standard but, if required, users can create and publish new sets of reports. Reports can be scheduled and launched periodically and distributed via or published on corporate portals. The following picture shows the portals architecure! 4

5 ON-LINE TRAINING Flipped Classroom (FC) is the newly released module within the JAZZ platform dedicated to design and delivery of on-line training going beyond the limits of traditional e-learning. FC enables designers to create modular learning paths which integrates multiformat on-line content (videos, webinars, internal podcasts and chats, internet resources, SCORMS, etc.) and offers enriched didactics with social collaboration and gamification tools. The platform enables the tracking of the users experience and a complete control of the learning path including all requirements for participation and compliance certification. Close interactions with the Faculty module, dedicated to teacher management, allows for a simple and effective design of learning paths which access a centralized content repository linked to corporate knowledge management systems. FC offers the opportunity to integrate content from sources both internal (e.g. video archives, unified communication systems, knowledge management systems, etc.) and external (e.g. MOOC platforms, TED Talks, YouTube, etc.) allowing for the creation and management of a single repository where all content is collected. The main benefits offered by Flipped Classroom are : the opportunity to adopt new design and didactic models enabled by a broader range of digital content now available via the internet thanks to new technology and new ways of sharing; availability of innovative tools to support collaboration and gamification processes which facilities an active engagement for the learners and an effective contribution from the teachers, tutors, experts and consultants. facilitation of easy and immediate tools for designers to individually create, expand and monitor new learning paths that fulfill business requirements; The ability to integrate content into learning paths available from the internal corporate knowledge repository or from external resources, is a unique and innovative feature enabled by Flipped Classroom. Valuable R&D investment has been spent to integrate MOOC (Massive Open Online Course) which represent a disruptive innovation in today s learning models.!5

6 The JAZZ platform is designed to enable centralized access to resources wherever available and to support smart tracking services and management features which extend the traditional training offer and the learner experience. Flipped Classroom offers back-office features to evaluate learner experience based on attendance and tracked social interaction data.! 6

7 MAP FEATURES The following tables show the platform features for each managed process. BUDGET AND DEMAND MANAGEMENT The process leading to the definition of the training budget allows multiple budget line management, TOP-DOWN and / or BOTTOM-UP distribution and approval workflow configuration. The process is integrated with those from the onset ensuring the correct comparison of the budget / forecast data with the training planning and financial statement. GENERAL FEATURES Budget structure configuration With organizational structure integration and allowing for the identification of eventual HR / business partners. Configuration of approval workflows Definition of budget line Possibility to define multiple budget lines, to enable different types of distribution (e.g. central and distributed) Defining new initiatives / projects Allowing a comprehensive view on the budget data related to each initiative / project Management of catalogs/ project permissions Allowing to define ad hoc highlights on training even during the budget phase DEMAND MANAGEMENT Configuration of quantitative / qualitative questionnaires Dedicated document management area Integration with needs coming from other HR processes (e.g. Skills evaluations) Publishing guidelines for budget definition BUDGET and FORECAST Definition of budget lines and ceilings for organizational structures and / or crosssectional areas Simulation tools to support budget distribution Budget distribution on organizational items on the basis of the pre-configured structure Management of cross-sectional budget lines (e.g. HSE compliance, projects) Budget Management for all type of educational activities Allowing to manage the budget for catalogs, projects, internal and external trainings Configurable approval workflow Analysis tools Allowing for comparisons from the previous year, the projection of costs and attendance Budget monitoring vs. planned trainings vs. summaries at each level of the!7

8 organizational structure Forecast management and budget consolidation TRAINING PLAN MANAGEMENT and PLANNING The management of training plans is supported by the use of TRAINING MATRIX (TM) regarding both training roles as well as transversal training. The TM permits for the decentralization of the training needs to the competence units. The combination of all defined TMs allows for the mapping of each individual's needs. TRAINING MATRIX MANAGEMENT Role TM management (through integration with JOB SYSTEM) Cross-sectional TM management (e.g. Legal, HSE, etc) Project TM management Country TM management Custom TM management Management of external dynamic drivers as a supplement to personnel HR records Allowing for the enrichment of the current personnel records with useful information in order to manage TMs on the data not usually present in the HR systems Definition of mandatory trainings and expiration dates for each course associated with TMs Definition of training paths within the TMs DEFINITION OF TRAINING PLANS Defining individual training plans with wizard for managers based on TMs, Catalogs and any possible external training activities. Massive insertion in training plans A course is inserted at one time for a target group. Possibility of placing a course in this year s training plan, in the following years training plans, in a "nice to have" folder or to delete if found unnecessary Cost Control of the plan/plans in respect to the given budget Management of mandatory courses in the training plan Guided association of a course to the corresponding catalog / correct project Management of external training requests (e.g. Conferences / Seminars) Configurable approval workflow Publication of training plans in Self-Service On-going training plan management This feature allows you to check the impact of organizational and role changes on the budget and training plans. Planning new projects on the basis of training plans Planning new editions on the basis of training plans Training plan monitoring The platform provides for both HR and cross-sectional viewpoints (e.g. HSE, compliance, single projects)! 8

9 DESIGN AND CATALOGS/ INITIATIVES MANAGEMENT Dedicated features allowing for the management and design of projects / paths / courses and their positioning in catalogs and projects CATALOG / PROJECT MANAGEMENT Management of catalogs and project structures Defining indicators / KPIs for each catalog / project level Publishing Management for catalogs / projects / courses Management 0f catalogs permissions PLANNING Configurable course design schemes It is possible to configure the the course information sheets to equip them with the necessary information (e.g. targets, requirements, program, data quality, etc.) Management of course materials through the documentation system Logistical needs management Management of specific learning and / or satisfaction surveys for courses Practice management Management of course pre-enrolment workflows Course Pre-enrolment is useful as the filling of the classroom is done in the back office (e.g. language courses) Management of equivalent courses and prerequisite constraints Course certification It is possible to associate a certificate with a particular course Integration with optional FACULTY module for teacher contribution to course design DELIVERY The process of registration and managing course delivery is supported by the system which ensures maximum efficiency and automation of tasks needed to better support the typical volumes of a large organization. REGISTRATIONS Publishing editions in Self-Service associated with training plans. The information includes: Calendar and logistics information Course information Published teaching material Eventual notes / topics published by the teachers Information on course paths / Certifications related to course/training Self-Service enrolments, approval workflows are configurable also at individual business / local manager levels Enrolment from back office facilitated with wizard, imported from excel!9

10 Management of pre-enrolments Management of waiting lists Massive approval management Management of! 10 "access codes" for the registration for course access and the release of any eventual badges (if the OPTIONAL Smart Solution module is present) DELIVERY Management of classrooms calendar Operational reporting (logs,classroom signs, tent cards, etc.) Massive registrations Attendance report Operational workflow for the lifecycle management of each session (edizione) Summary approval by Business Unit Management of Suppliers and related costs Management of Customers and related revenues Management of certificate of attendance through workflow approvals Management of end-of-course questionnaires Access to online course resources (forums, news, interactive learning) Management of CV Training enrichment policies ON-LINE DELIVERY Design of modular course paths Multiformat management (SCORM, video, webinar, html, documents, etc..) Integration with external courses (corporate repositories, Mooc systems, YouTube, etc..) Managing blended paths Learner experience tracking for all kinds of provided content Groups / team management for each course / session Collaboration features (forums, news, likes, comments, etc..) Gamification features Features for test and survey generation and management Customizable course presentation page (text, video, questionnaires, materials) Test environment available to content providers FUNDED TRAININGS Management of funding plans Specific cross-functional view for each funded plan with financed sessions and registrations Summary management for each funded plan Indicators and KPIs (target management) Register management compliant with funding standards (incl. Digital graphometric signature) Reporting CUSTOMER ACCOUNTING CYCLE (Accounting integration with SAP) Internal and / or external Customer Management

11 Contract management (Items, units, prices, orders) Capacity management Sales order submissions Invoice reporting Intercompany transaction management Allocation management SUPPLIER ACCOUNTING CYCLE (Accounting integration with SAP) Supplier Management Contract Management (Items, units, prices, orders) Capacity management Work order submissions Suppliers performance evaluation Payment Order management Allocation Management Management of external training payments (transfers, CDC, virtual CDCs) FINAL BALANCES CALCULATION The final accounting summary of the training activities can be associated with a single "HR manager" or to the business area for its own population. ACCOUNTING SUMMARY OF CATALOG/PROJECT TRAINING Accounting summary for hr manager/business In the case of multi-business/manager sessions, accounting is handled separately for each business. Automatic sending of sales orders associated with the final summary Management of attendance data details and costs (to the manager/business area for its own population) Dashboard with central and manager/business view for accounting results monitoring EXTERNAL TRAINING SUMMARY Workflow dedicated to the management of external training Involvement of certification entities for suppliers Management of external training payments (transfers, CDC, virtual CDCs) IN HOUSE TRAINING / TRAINING ON THE JOB SUMMARY Workflow dedicated to the final summary of internal training Tracking of On-The-Job Training (both for teacher and learner) Tracking final internal costs 11!

12 FACULTY It is the module dedicated to the management of INTERNAL and EXTERNAL teachers and to training communities. The module allows teachers to become active in courses, materials and register management COMMUNITY Management of teacher community Management of field or training area Communities Collaboration features for teachers from the same Community Management of shared course materials Teacher ranking REWARD POLICIES Reward policy management Score assigments (teach coins) on the basis of events (teaching hours, feedback, forum attendance, etc..) Teach coin wallet management DIDACTICS MANAGEMENT Management of course/session materials Management of questionnaires and practice Electronic register management Management of teacher feedback on classroom / participants TRAINING PATH DESIGN Access to the online features for training path design Access and manage content repository Access to moderation features (forums, news, assignments, etc..) REPORTING Datawarehouse for reporting and data Analysis Standard operational reporting (multi-language and multi-format): Registers Tent cards Classroom signs Satisfaction surveys Evaluation tests Certificates Control reports (20 standard reports) Executive managerial reports (5 standard reports) Creation and publishing of custom reports for end users Automatic sending and periodic reporting via Permissions management on access reports Permissions management on reports for editing and publishing! 12

13 SMART SOLUTION The module SMART SOLUTION provides for the introduction of new mobile devices (Tablets and smartphones) and digital signage (monitors, e-boards, totems). The features broaden the services offered, giving access to current services through mobile devices in order to have full automation in the management of the classroom, delivery and reception. Digital Classroom Management can be used via TABLET by teachers and learners an allows: Electronic management of registers Materials management Note taking by learners Virtual classroom Management Synchronous lesson management (overseen by the teacher) Practice delivery Integration with e-board Direct access to the suite portals via TABLET Directional dashboard usable via TABLET for access to the main KPIs: Participants Participation Hours Budget / Planning / Accounting Costs Revenues Feedback Smartphone APP for learners, allowing to: Manage facility access (tokens issued at registration) Certify attendance Access materials Access logistics course information Access features such as "take me to" (navigator) Access approval workflow Smart digital signage for classroom signs Publish the current state of the lesson and report pertinent information Allow access to classroom calendar and make reservations Allow access to the list of participants DIGITAL SIGNAGE: reception panels with publication of calendar and logistical information Totem reception featuring: Learner registration Badge/token issuance Course certificate printing QR code / NFC management 13!