BOP-Learn Reducing Organizational Risk through Mandatory Training Compliance. Federal Bureau of Prisons

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1 BOP-Learn Reducing Organizational Risk through Mandatory Training Compliance Federal Bureau of Prisons

2 Lamont Easter, Management and Program Analyst Human Resource Management Division, Workforce Systems and Evaluation Section Administrator Learning Management Platform Work directly with our Training and Staff Development community and subject matter experts to further their training programs and initiatives 2

3 What comprises the Bureau of Prisons? Agency of the US Justice Department 38,000 employees Headquarters - Wash DC 6 Regional Offices 123 Federal Prisons 15 Contract Prisons 28 Community Correction Centers 2 Training Centers National Corrections Academy (Specialty Job Training) Staff Training Academy (Basic/Advanced Law enforcement) 3

4 Federal Prison Staffing Teacher 4

5 BOP Mandatory Training Standards Federal Law and Government Training Mandates American Correctional Association (ACA) accreditation requirements Professional Continuing Education requirements Internal Agency Training Standards Annual Core Training (Ethics, Infectious Disease, Diversity, Terrorism, etc ) Job/Role Specific Training (Warden, Correctional Officer, Food Service Admin, Physician, etc ) Collateral Duty Training (Firearms Instructor, Self-defense instructor, SWAT team member, etc ) 5

6 When Bad things happen to good organizations Who Was Involved What Does Your Training Policy Say Let Me See Their Training Records 6

7 Major importance for the BOP Mandatory Training Compliance Reduced Risk and Exposure to the Bureau of Prisons 7

8 Where We Started In 2004, the BOP purchased a Learning Management platform to manage training compliance and to facilitate the delivery of elearning The branding of our learning platform is called BOP-Learn 8

9 BOP-Learn Integrated Learning and Talent Management Platform BOP-Learn Talent Management Platform Learning Management System (LMS) Performance Management (PM) Talent Management (TM) Centra Collaboration Suite (for live and recorded E-meetings and Webinars) Workforce Planning (WP) Consolidated TM on One Unified BOP Platform (People, Information, Connections) (LMS) Manage & Track Courses, Certifications, Competencies, Transcripts, E-Learning, Skill Gaps & Compliance Reporting (PM) Set Cascading Goals and/or Objectives, Management by Objective, Balanced Score cards (TM) Identify and mitigate succession risks and Manage Talent Pools for Succession and/or Career Development (WP) Proactively identify future workforce needs before they become critical. Yellow indicates components currently active in BOP

10 Elements for Compliance Management Automatically assign training requirements from moment of hire, through promotions, until agency separation Automatically Nominate and place staff on Training Center Waitlists, when Training Center attendance is required Automatically assign required Competencies 10

11 Additionally Deliver E-learning (Catalog of thousands) Allows employees to be proactive in their Learning Development and Training Compliance Reports Training Compliance in real-time 11

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14 Mandatories (Certifications) Porlet 14

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16 Mandatory Certification Training Assignments 360+ Mandated Training Certification requirements Mapped to individual job-types 160+ organizational roles Collateral Duty certifications are manually assigned by Training Administrators 16

17 Automated Mandatory Training Assignments HR Action Impacting Employee Job-type, Role or Location BOP-Learn automatically assigns or removes training certification(s) to/from employee based upon changing Job-type, Role and/or Location Mandatory Certification Training Requirements HR Action Employee Job Role (Doctor) Job Role (Officer) Job Role (Warden) Continues cycle Location Job Type 17

18 BOP-Learn Competency Management Competency Group 5. A proficiency level is assigned to a course, task, or goal Goal Course Proficiency Levels 4. The desired proficiency level is assigned to a competency Behavior Behavioral Descriptors 3. Competencies and Behavioral Descriptors are linked to Job Roles Job Role (Lt) Competency 8. Continues cycle 6. Courses, Tasks & Goals are linked to specific competencies 1. Employee is assigned to a Job Type Code CLOSE GAP 7. As courses, tasks, & goals are achieved and validated via various assessment methods,competency Gaps are closed Employee Job Role (Captain) Job Role (Warden) 2. A Job Type is associated to a job Role Job Type 18

19 Example of a Mandatory Has Been Assigned 19

20 On-line If the certification training requirements can be satisfied by an on-line course(s), the employee is automatically enrolled into the on-line offering. 20

21 Local Prison Instructor Led Training If the certification requirements can be satisfied at the local Prison, an on-site Registrar creates and enrolls staff in local Instructor Led offerings. 21

22 Training Center Sponsored Offerings If the certification training requirements require travel to one of our training centers, the employee is placed on the appropriate Training Center Waitlist. 22

23 Class Enrollment Notifications Notifications are sent to the Employee and Manager when enrolled in a Instructor Led offering. Student is Added to a Class Student is Removed from a Class A Class is Cancelled A Class is Rescheduled A Class Location has Changed 23

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26 Proactive Mandatory Training Compliance Ability to look at data in real-time for the purpose of identifying negative trends before they become issues. We can look at these trends from National perspective Regional perspective Specific Prison location Specific Individual 26

27 Compliance Notifications to Staff and Manager Mandatory has been Assigned Mandatory Nearing Expiration Mandatory Has Expired Target Date for Completion is Approaching or Overdue Mandatory has been Removed Mandatory has been Revoked Mandatory has been Completed 27

28 On-demand Compliance Reporting Scores of reports are available for on-demand real-time compliance reporting. These reports are available to: Human Resources Training Centers Compliance Community (Internal Auditors) Specialty Areas (Internal Affairs, Legal) All Levels of Management 28

29 A few report examples Any Course, Any Time, Any Location Pending Compliance Statistical 29

30 On-demand Compliance Reporting Not Reports Staff who HAVE NOT completed specific training by course, role, or location: 30

31 Future Enhancements BOP-Learn Mandatory Training data tied directly to the Institution Staff Roster Application An attempt to place a staff member on a post that requires Mandatory Training Compliance (Perimeter Patrol, Tower, SWAT, etc ) Will not allow the staff assignment to go through if the required Mandatory Training Certification is out of compliance 31

32 BOP e-learning Course Development Use live and recorded e- meeting and internal Webinar content to deliver Continuing Professional Education credit through BOP-Learn. Reviewing Residential ILT courses for conversion from classroom to elearning. Residential course conversions from classroom to blended learning, incorporating various technologies to enhance training. Continuing Professional Ed Residential Courses Blended Learning BOP-Learn

33 Residential Conversion Selection Criteria Feasibility Frequency Scaling Rating Costs Selection Requires certification or extensive evaluation Less than 100 participants during a 5-year period Content that lends to 100% conversion to distance learning Qualitative analysis conducted Costs related to airfare hotel per diem Employee Benefits Employee Development Predominantly performance oriented/hands-on Proprietary content Less than 100 participants on 2011 Wait List Classroom hours from lowest to highest Wait List from highest to lowest Courses rated from good to best Classroom hours Number of participants per class Civil Treatment for Managers Case Manager Familiarization Recreation/Sports Development Off-site or requires lab Position Classification Represents number of courses evaluated during each segment Management and Specialty Training Center, Instructional Technology

34 e-learning Capabilities National Corrections Acadamy

35 35 Need pending compliance

36 Continuing Professional Education Using our e-meeting and Webinar tool (Saba Centra), Adobe Captivate, other Extremely cost effective elearning Modules for continuing professional education Medical Doctors RN s Psychiatry Pharmacy Dental 36

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39 Self Service Business Skills Courseware Skillsoft Professional Effectiveness Management & Leadership Project Effectiveness Finance, HR & Administration Bus Strategy & Operations Interpersonal Communications Business Writing International Communications Negotiating & Influencing Time Management Dealing with Change & Conflict Career Development Balancing Personal & Professional Life Problem Solving Dealing with Organizational Management Essentials Managing Performance Delegation Skills Coaching & Mentoring Managing Change Leadership Essentials Frontline Leadership Leading Workforce Generations Succession Planning Project Mgmt. Essentials IT Project Mgmt. Project Integration Project Scope Project Time & Cost Mgmt. Project HR Project Quality Project Communication Project Risk Mgmt. Project Procurement Team Leading Team Participation Virtual Teams HRCI Human Resource Certifications (SPHR & PHR)) Finance for Non-Financial Mgrs. Budgeting Interviewing Recruiting & Retention Diversity & Inclusiveness Administrative Support Skills Auditing Knowledge Management Six Sigma Green Belt Six Sigma Black Belt Six Sigma: Champion Training Certified Manager of Quality/ Organizational Excellence Strategic Planning Supply Chain Management Change

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