Project Charter

Memo

To: Robin Bittner and Tim Lebel

From:
Regarding: Litmos project

The purpose of the Project is to decommission SuccessFactors LMS to implement with xAPI capabilities. A benefit of the project is saving $500,000 a year. The cost of the implementation is estimated at $210,000.

Attached is the project charter for review and approval. I will set time up with you to address any questions or concerns you may have based on the project charter.

Kindly,

Table of Contents

PURPOSE 3
1 PROJECT OVERVIEW 4
1.1 DESCRIPTION 4
1.2 REQUESTOR(S) 4
1.3 SPONSOR(S) 4
1.4 BUSINESS OBJECTIVES 4
1.5 HIGH LEVEL DELIVERABLES 4
2 STATEMENT OF WORK 5
2.1 HIGH LEVEL DELIVERABLES AND SUCCESS CRITERIA: 5
2.2 APPROACH 5
3 SCHEDULE 7
3.1 SCHEDULE ESTIMATE 7
4 COST 7
5 RESOURCES 8
5.1 ROLES REQUIRED 8
5.2 STAKEHOLDER ANALYSIS 9
5.3 RISK MANAGEMENT ANALYSIS 12

PURPOSE
The project is to decommission SuccessFactors and replace them with Litmos. It includes the implementation of xAPI, a new data reporting standard that extracts data about the employees learning experience within the LMS and outside of the LMS. XAPI makes it possible to learn which employees use job aids and what knowledge they are researching independently.
By implementing Litmos and XAPI technology, we will save $500,000 a year in instructional design costs and capture end user data which will improve our training programs. Also, that meets their needs based on the data captured by xAPI.
It outlines the known project scope, schedule, cost, resources, and the key assumptions and constraints that are needed to formally to start.

1 PROJECT OVERVIEW
1.1 Description
The organization has been using SuccessFactors as its Learning Management System (LMS) for the last eight years. The LMS provides limited data about the learning experience. Data includes completion rate, quiz pass or fail percentage, and users' list in the system. The data limitation is due to SCORM, which is the technology that can extract the data in a report. SuccessFactors is not compliant with GDPR employee privacy standards because all reports provide the learner's name, which is no longer acceptable based on European law.
xAPI is the "new specification for learning technology that makes it possible to collect data about the wide range of experiences a person has (online and offline) (Rustic Software, N.D. xAPI Explained, para 1)" With xAPI you can better track the learning activities that already happen in our organization through accessing knowledge articles, online research and completing eLearning. By knowing what learning is happening in our organization and the impact of that learning on our business.
As the project is approved and moves forward, each of these components will be expanded to include greater detail in working toward the project plan.

1.2 Requestor(s)
• Katie Simons, Director of Learning Experiences

1.3 Sponsor(s)
• Robin Bittner and Tim Lebel

1.4 Business Objectives
• The business objectives for this project are the following:
• Reduce the amount of staff turnover by 3% in the first year of implementation due to better learning design
• Increase participating in online learning by 10%
• Reduce administrative and instructional designers by 2 FTE
1.5 High Level Deliverables
• Provide scheduled deliverables and meet target completion and progress dates per the proposal.
• Implement Litmos by February 1 2021
• Implement xAPI by April 1 2021
• Improved Learning experience by 12/31/2021

2 STATEMENT OF WORK

2.1 High Level Deliverables and Success Criteria:

Deliverable Description

1 Decommission SuccessFactors and Implement Litmos Conversion of existing training in SuccessFactors migrates correctly
2 End user data plan Identify initial data points to create and run xAPI statements
3 xAPI training Contract a consultant to teach the learning organization how to set up xAPI statements based on our environment
4 Migrate current training courses by Litmos and IT Identify the existing courses to move to Litmos
5 Compliance Send an HR signature form to employees to opt in to having their data gathered.

2.2 Approach

1. Establish project teams, participants and key stakeholders.
2. Meet with Executive Team for initial briefing, approach review and approval
3. Schedule and complete project kickoff meetings and review charter.
4. Identify and assemble teams: Executive team, Steering team, working group and sub-teams.
5. Establish, document and communicate team responsibilities.
6. Initial planning tasks including.
   a. Schedule recurring project meetings and governance reviews.
   b. Requirements gathering and approval.
   i. Assign requirements and information gathering tasks to sub groups.
   c. Develop a requested budget and budget narrative, with position descriptions, that describes with some detail requested staffing.
   d. Create initial work breakdown structure (WBS).
   e. Develop test management plan for services
   f. Develop training plan.  
   3 SCHEDULE
   3.1 Schedule Estimate
   December 2020 to December 2021

4 COST
Determining more exact costs will be an early objective of the project. Some types of costs with estimates are:
Description OIT Cost
Estimate Budget Funding Source
Hardware Estimate $20,000 onetime and $5,000/yr on-going TBD TBD
Software Estimate $5,000 onetime and $1,500 on-going. TBD TBD
Staffing Estimate $65,000/yr for Litmos and xAPI administrator Lead
Estimate $100,000/yr for a PM (for 1yrs $100,000 total)

Estimate $50,000/yr for a Q/A analyst to test applications TBD TBD
Consulting
/Professional Services Estimate $150,000 one time TBD TBD
Total Estimate $165,000 one time
Estimate on-going costs
210,000

5 RESOURCES

5.1 Roles Required

(Explanation Note: Roles required are the expected staffing resources required to fulfill project expertise and task fulfillment requirements. In most cases, these roles are filled with existing campus personnel already performing in that function.)
Roles Needed Description RACI
Analyst Performs data analysis, Litmos administration and Xapi administrations A
Change Manager Serve as an implementer of the processes and tools R
Project Manager Manages overall project, including resources, scope, cost, schedule, constraints, stakeholder expectations and communications activities A
Subject Matter Expert Provides application and service specific expertise, consulting, and vendor coordination. C
Tech Lead Leads one or more teams, performing tasks including implementation and management of application and services R
Stakeholder Provides oversight of the project and handles escalations I,C

 
5.2 Stakeholder Analysis
Stakeholder Name Impact
How much does the project impact them? (Low, Medium, High) Influence
How much influence do they have over the project? (Low, Medium, High) What is important to the stakeholder? How could the stakeholder contribute to the project? How could the stakeholder block the project? Strategy for engaging the stakeholder
Director of Learning Experience High High Smooth implementation and no loss of existing data. Consulted as a customer Placing a hold if significant implementation problems a rise Stakeholder discussions
Status reports
IT Lead High High Assessing infrastructure and architecture of Limos and xAPI Advise on risks and issues Stop project if there is an infrastructure or architecture issue Stakeholder discussions
Status reports
IT Analyst Medium High Executes IT tasks and partnering with the IT Lead Knowledge, identify risks and remediate risks Raise a risk that can cause a task to be blocked Project meetings
Status reports
Instructional Designer Low Low To keep current processes intact as possible Knowledge on processes No issue with this person blocking Project meetings
Status reports
Change Manager Medium High Clear processes designed when the tools are implemented Knowledge, identify risks and remediate risks Raise a risk that can cause a task to be blocked Project meetings
Status reports
Litmos High High Serving their customer Best practices. Tool maintenance and implementation Tool architecture plans were not correct Meetings
Communications Low Low Clear messaging is crafted by the business and a communication plan with dates is provided Communications Not an issue Meeting
Communication plan
Sponsor High Medium Value from the products are achieved Provide guidance A block could be placed if the organization takes a new direction during the project Stakeholder discussions
Status reports
xAPI Consultant Low Low Ensure customers receive what they contracted for Provide guidance and training Not an issue Meetings
Litmos Trainer Low Low Know customer process decisions prior to training Facilitate training Not an issue Meetings

 
5.3 Risk Management Analysis

Risk Likely hood Mitigation
Unexpected costs arise Medium Ask for additional funds to cover in the event for unexpected costs
Procurement and contracting Medium Before the final contract is negotiated, review it with stakeholders for acceptance.
xAPI is not implemented as scheduled Low Plan for a new date
Architecture issues are found High Evaluate the impact and apply recommendation of IT Lead
Migration issues Medium Test a small migration to identify complications
Company reorganization Medium If a reorganization occurs, project pauses until there is confirmation that project team members can stay on