“Let the light of new knowledge be lit through online learning.”
HCC Bid Proposal
Table of Contents OVERVIEW Summary of Problem/Solution Proposed Solution Timeline Budget Company Structure
_____ 2 2 2 2 2 3
PROPOSED SOLUTION Technical Solution Personnel
6 6 8
INSTRUCTIONAL CONTENT/DESIGN 9 Proposed Training Timeline 9 BUSINESS PROPOSAL 10 Project Management Plan 11 BUDGET PROPOSAL Assigned Tasks Team Member Hourly Rates Timeline of Learning Solution Payment Schedule Quality Assurance Program Evaluation Plan Return on Investment
13 13 15 16 17 18 19 21
Page | 1 HCC Bid Proposal
Overview Summary: After a thorough analysis of the training problem issued by HCC, we at LIT, LLC believe that online training with scenario based lessons provides employees with an opportunity to experience real life situations alongside their training. Thus employees are able to transfer what they have learned when a similar situation is presented to them in their own workplace. This will allow HCC to achieve its goal of cost efficient training that will help employees, "Do the right thing," in every situation. Proposed Solution: Online training will be designed using Udutu and implemented with Joomla. Joomla is a content management system, (CMS) accessible via the Internet. Training is secure and easily updated by an IT/Content Manager. Timeline: From design to implementation, LIT proposes a thirty-five day timeline for the completion of the design process. Included in this timeline is the training of the HCCâ€™s IT/Content Manager. Employee training will be conducted during the end of the project. HCC`s employee will work Side-by-Side with Jesse Elam the IT Specialist and will be thoroughly trained in all aspects of the e-Learning solution.
Employee will be included in the review and development of Udutu content, the uploading of the Udutu content, learning theory and proper content design, configuration of the Joomla Administration System, the process of importing SCORM content and assigning critical paths, networking and troubleshooting skills and Jumpbox server configuration.
Budget: LIT, LLC projected three year online ethics training cost is $49,760. This includes any updates and maintenance issues that occur within the first year. Previously, HCC was spent $73,500 in 2008 for the off-site ethics training. The projected cost for off-site ethics training in 2009 is over $80,000, and these costs will continue to rise. By training middle to senior level managers online, HCC is saving over $30,000 immediately, while continuing to save each year since there is no overhead and no back end spending required.
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projects spanning the U.S. and Asia. She specializes in designing practical, cost effective learning solutions in a timely manner. Company Structure: Director of Operations: Shaina Johnston Ms. Johnston has been a part of many developments for companies in various IT projects prior to joining this independent group in the LIT, LLC. She excels at keeping with specifics to what companies request for improving systems through 2.0 and eLearning resources. She also specializes in determining previous problems that promote companies to choose the 2.0 route. Business Coordinator: Breana Johnson Having spent many years working in public education, Ms. Johnson brings a unique perspective to our company. With the ability to connect with any client and help communicate their needs to the rest of the company, Ms. Johnson's motto is "The client always comes first." Keeping this motto in mind allows Ms. Johnson to be well-organized and makes client relations go smoothly every time. In addition to her relational and organizational skills, she is well-versed in many of the web 2.0 and eLearning design tools available. Curriculum Specialist: Jennie Leisge Jennie Leisge has been designing curriculum over the last 10 years and has been involved in a number of high quality
IT Software Engineer: Jesse Elam Jesse Elam is a multitalented programmer who found his roots at Speedway Super America as a mainframe programmer. There he managed a variety of projects using cobol, jcl and natural for the Safety and Security Department dealing with credit fraud notification. After that he moved to Japan and began working for Nova, the largest English School chain in Japan, designing and structuring the teaching material and databases using java, css, php, perl and html. While working at Nova he gained the status of Project Manager and worked directly with the VP of Information Technology for over 3 years. Jesse then opened his own eLearning consulting firm in Tokyo, Japan which he currently manages. The business model has been widely accepted by Japanese companies as his solutions have be cost effective, organized and successful in their corporate training. Instructional Designer: Ben Nesbit Mr. Nesbit has been involved in Instructional Design for nearly two years and has completed a wide array of educational websites for clients worldwide. He specializes in utilizing Web 2.0 applications for use in education. Page | 3
HCC Bid Proposal
Analysis of Training Problem Timeline: As stated in the RFP, HCC has been training senior level staff members at an annual meeting every year. As answered in HCC’s response to our questions, that constitutes approximately 60-100 staff members, but that number could increase as HCC continues to grow. It was also stated that as new members are added, the training should be made available to each new senior staff member. Due to these problems, it is LIT’s goal to provide HCC with the means to train all the current senior level staff members in a timely fashion and provide a means by which to additionally train each new staff member as they are promoted. Therefore, we need to provide HCC with a repeatable process for training that is more effective than the annual training that is provided now. Learners: 60-100 mid to senior-level managers ranging in ages from 30 to 55 all English-speaking of moderately diverse racial and cultural backgrounds roughly equal (50% men / 50% women) will complete the training during the regular workday most are very adept at utilizing web browsers have experience with online learning
Cost: In HCC’s RFP, cost was one of the major issues regarding this training process. The annual meetings where the training was given had become too expensive for a company with offices in 8 various locations around the United States. It was not stated, but LIT’s assumption is that the cost was in a great part contributed to travel for each senior member to the location of the meeting. In addition to the 8 locations, the training itself was stretched across hundreds of small provider offices across the country as well. All of which costs a great deal of money to either provide each office with training from a specified leader that travels to them, or in relocating the members to a designated site to provide the training at that time. Due to the primary problem of cost, it is LIT’s goal to fashion a program that can be conducted in the already available workplace for each senior member. Through online-based training, whether it is synchronous or asynchronous training, it can be done from the computer already available in office locations. In the answers provided to us through our questions, it is also to be assumed that employees have a solid foundation in technology already provided by HCC, therefore, the cost of training employees in various web tools to access online training would be minimal or maybe even nonexistent. Therefore, it is our proposal to provide HCC with a digital training program that allows for interaction and discussion of problems as well as real life situations all Page | 4
HCC Bid Proposal
without ever having to leave the comfort of the office. This will reduce all travel costs previously mentioned and will provide HCC’s senior members with the comfort of a familiar setting in order to do the training.
avenue, as HCC continues to grow, the program will continue to work and continue to provide the high level of training that HCC is known for without be constrained by size of the company.
Various Locations: HCC stated that there are offices located in eight places throughout the United States. This poses a problem, as the company requires the annual training for each of the senior members. If all the employees were located in a single area, it would be very simple to present the required training at a meeting in the facilities already provided to the members, however, with HCC, that is not the case. HCC is obviously a large and growing company that has stretched beyond the limits of “single site training.” Due to this fact, it has become an increasing problem to continue to train in the same fashion as in previous years. LIT’s proposed solution to HCC’s training problem would provide the company with the ability to continue to grow and not have to worry about becoming too large to continue to train. Through the advantage of technology, we would be able to provide the company with interactive online training that could be accessed from any of the eight regional locations and can then be done either individually or as a team depending on the environment that HCC would prefer. It is our belief that due to the ethically basis of this training, the initial training should be done individually but then a discussion should be set up in order to air concerns for actual occurrences in the workplace. Through this Page | 5 HCC Bid Proposal
Proposed Solution Technical Solution: After reviewing HCC’s requirements and constraints, LIT has decided that a technological solution would best fit the training needs. We’ve researched a number of cost effective solutions and feel that the ethics training would be best delivered via a server entirely utilizing Joomla, an opensource server based CMS (Content Management System). All of the training content would be developed using SCORM compliant learning modules, which are the standard for companies who are currently employing computer-based training. In addition, we feel this is the best solution, since Joomla allows for changes, updates and configurations to be made with ease, given the simplicity of Joomla’s administrative environment. It would also be very easy to train employees how to utilize the authoring tools and maintain the system. What's a content management system (CMS)? A content management system is software that keeps track of every piece of content on your Web site, much like your local public library keeps track of books and stores them. Content can be simple text, photos, music, video, documents, or just about anything you can think of. A major advantage of using a CMS is that it requires almost no technical skill or knowledge to manage. Since the CMS manages all your content, you don't have to.
What is Joomla? Joomla is an award-winning content management system (CMS), which enables you to build Web sites and powerful online applications. Many aspects, including its ease-of-use and extensibility have made Joomla the most popular Web site software available. Best of all, Joomla is an open source solution that is freely available to everyone. What is SCORM? Sharable Content Object Reference Model how will it be integrated? SCORM introduces a complex idea called sequencing, which is a set of rules that specifies the order in which a learner may experience content objects. In simple terms, they constrain a learner to a fixed set of paths through the training material, permit the learner to "bookmark" their progress when taking breaks, and assure the acceptability of test scores achieved by the learner. Joomla supports any SCORM complaint material. And you can make your own material later on to support multiple different types of training or alter any of the training material we have constructed for you. There are multiple free Authoring Tools on the web to create SCORM compliant material. Access and Utilities Since this product would utilize a web server, the constraints of the company’s individual computers would be minimal. The only limitations in speed would be related to the current web browser installed on your systems. Page | 6
HCC Bid Proposal
Each of the selected employees would be allocated their own Joomla portal accessible by a screen name and password. All of the course material and training modules would be delivered through this portal via the web browser. Help forums, discussion boards and e-mailing would also be included in this system. A monitoring system to notify trainers when modules have been completed, the scores after they are completed and the mistakes made by the learners could all be collected and saved to a central database. Below is a diagram of the Joomla framework for further explanation.
system would allow not only HCC to implement this HIPPA training material, but any training in the future. Furthermore, the website and training would be reusable for the years to come. Hosting on your companyâ€™s server with JumpBox JumpBox takes the pain out of server software deployments. A JumpBox packages an application's software, dependencies, and application data into a single virtual appliance that deploys locally, or hosted to major virtualization, and cloud computing platforms. Deployment on Windows, Mac, or Linux are all possible. Among other enhanced features, a JumpBox provides: An intuitive user interface to quickly guide users through deployment. A web-based control panel for simplified management of system functions. A backup system that enables data security and portability. As you can see, Joomla makes creating and maintaining Web sites easy for everyone, from total beginners setting up their first site to IT professionals managing enterprise installations.
Web Server To ensure that the companyâ€™s private information would be secure and accessible from the convenience of any office, we have decided to that an installation of Jumpbox on your Microsoft sever would be most suitible Integrating this Page | 7 HCC Bid Proposal
Personnel: LIT believes that the most cost effective solution would be to hire an IT/Content manager that can be trained by LIT in utilizing and updating the company training site and dealing with technical problems should they occur. This training will be conducted during the design process. We believe this training could be conducted easily over the course of a week. This person could be one of the two people appointed by HCC as stated below: "HCC will appoint two people, one for employee personal conduct and one for appropriate use of company assets, to be the final approving authority for the work. It is expected that these people will also serve as subject matter experts, although it is possible that it could be a different person, based on their internal commitments at the time the work is required." Responsibilities Include: (for an IT/Content Manager)
Create, develop and manage content for organization’s web presence (requires working with content management software) Coordinate web projects across departments Maintain a consistent look and feel throughout all web properties Working with a cross-departmental team, maintain and develop the master content calendar for all web properties Copyedit and proofread all web content Oversee freelancers, including writers, copyeditors and community outreach organizers Keep current with emerging web technologies through relevant blogs, listservs, and events Assure web-based information is archived for future needs and reference
Page | 8 HCC Bid Proposal
Instructional Content and Design LIT LLC believes the best approach to training for HCC is an online program that incorporates several different activities to teach and reinforce the principles valued by HCC. Defining the principles, giving examples of each principle in action, and engaging employees in scenarios will allow the learners to interact with the content, providing for understanding of and critical thinking about the values and ethics they are expected to uphold. Absorb Activities: We propose using text slideshows introducing the content of each training course (appropriate use of company funds and employee personal conduct) first followed by written anecdotes about people effectively or poorly demonstrating application of the topic. We will follow these anecdotes with various activities to engage the learner and reinforce the proper actions. Do Activities: The next phase will start with each principle being shown in action. Through case studies, role-playing scenarios and interactive games, employees will begin to identify with the characters and put their knowledge of the desired behaviors to work. Learners will need to assess the handling of the situations by the characters in the scenarios, list positive and negative actions, and propose alternative outcomes. Connect Activities: To help support managerial staff, we will ask that these employees think critically about the scenarios and propose ways in which they might correct a subordinate if a similar
situation came about at HCC. Lower-level employees will identify each guiding principle after seeing a short 3-4 sentence anecdote of each principle. These activities put learners in the driver’s seat, allowing them to make the same critical decisions they will need to on a daily basis at the workplace. Testing and Assessment Activities: LIT LLC will provide managers with a checklist of behaviors they could expect to witness in the employees who have completed the training. This tool would aid managers in evaluations of their subordinates. LIT also suggests holding team/department discussions, run by superiors. This type of evaluation is held face-to-face, and it is extremely beneficial to learners as it allows them to learn from one another and reinforces knowledge through interactivity. Proposed Training Timeline: Each of the two courses would consist of 4 modules of training. Each module would consist of “absorb,” “connect,” and “do” activities, taking approximately 30 minutes for the learner to complete. Learners would also be expected to attend a discussion run by an HCC employee to increase understanding and assess learning. Total training time each learner would be expected to contribute: 4 hours of seat time plus 1-2 hours of discussion at HCC site. Page | 9
HCC Bid Proposal
Business Proposal Project Management: LIT usually uses an online project management tool called Celoxis to collaborate with our clients. Celoxis uses native Microsoft Projects and breaks them into more manageable tabs. This site contains the same business plan in full detail and can be viewed in real-time as the project is being designed. Further analysis of our proposal may be conducted from this location. We have taken the liberty of creating a user account for the client representative, Mr. Switzer, so he may have a look at this system. www.celoxis.com scott.switzer litllc99 From the Celoxis site, Microsoft Project files can be exported at anytime, so HCC has the choice of using Celoxis or Microsoft Project during the development of our solution. HCC will be able to watch the percentages of tasks completed, milestones being reached and the adjustments in cost. Also, Celoxis offers communicative forums and request features. We find that this is the most effective and efficient way to manage our products and it offers a lot of benefits to our customers.
Below (Fig. 1) is our broad analysis of the project management plan broken up into days. Our company would be ready to begin the development of the learning product as soon as August, 24th 2009 and finish October, 5th 2009. The entire project will be completed within 35 days and the estimated cost is $49, 760. We will continue to support HCCâ€™s product free of charge until October 15th, 2010. We have grouped tasks together in logical order and a closer analysis of the deployment is illustrated below (Fig. 2). The start and finish dates can be altered to fit HCC's schedule in the future.
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Project Management Plan PreProduction Process: Includes setting up the CMS/Joomla and Site Sign Off.
Start to Finish Dates
Needs Assessment and Project Prototype
Milestone: eLearning Prototype
21 days (Jesse Elam, the IT Specialist) will be staying on site for 39 days to conduct the entire learning installation and roll out. Living expenses can be seen in Fig. 4) 3 days
Joomla/CMS Set Up
Milestone : First Joomla Site Review and Sign off
Milestone: Final Joomla Site Review and Sign off
9/7/2009 - 9/9/2009
During Production Process: Content will be created and Content Manager/IT trained. Content Designed using Udutu
Udutu Voice Actors
Milestone: First Udutu Review
9/8/2009 - 9/10/2009
Milestone: Final Udutu Review and Sign-off
9/21/2009 - 9/23/2009
Content Uploaded/Added to Joomla
Milestone: Final Udutu Content Approval
Course Evaluation, Changes, and Final Course Approval
Milestone: Complete eLearning Approval
Training: Content Manager/IT will be trained in running Joomla, creating and adding content using Udutu. Milestone: Training of Content Manager/IT Complete
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Post Production Process: After course approval and training of the Content Manager/IT, the course will be ready to use. Course Roll Out
eLearning Course goes live
Milestone: Course Complete
Total of 35 days
Milestone: Summative Evaluation 1
Milestone: Summative Evaluation 2
Course Review and Changes Made (if needed): LIT will provide support for 1 year after project completion.
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Budget proposal After consulting with our IT department and Instructional design team, we have come up with an estimated figure that clearly represents the cost of resources and expenses associated with the development of HCC's learning solution. We have broken our proposal into tasks. The number of hours is estimated by days of development listed above (Fig 1). The tasks and amount of assigned hours can be seen below (Fig. 2 and Fig. 3) and each staff member's hourly rate is listed below (Fig. 4). Please refer to Figure 5 for a combination of all these values in a Gantt Chart. Assigned Tasks:
(Fig. 2) Page | 13 HCC Bid Proposal
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LIT, LLC Team Member Hourly Rates:
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Timeline of the Learning Solution (Gantt Chart):
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Web Design Updating Services
LIT stands by its product; therefore, we will be conducting summative evaluations of the course to ensure the quality of training. We will make updates to HCCâ€™s product on the dates listed (Fig. 4) based on the feedback from employees and instruction developers. This passes on an incredible savings to the company over the next year. We are so confident in our product that we are willing to support any issues that might occur after the roll-out. We want the online training at the company to work as efficiently as possible, and we want HCC to have exactly what they have invested in. Our normal consulting, designing, updating and training charges can be seen below (Fig. 5). One year after the project roll-out, these charges will be applied if HCC requires future development. In HCC's case the use of these services will be quite infrequent, since our staff will train an instruction designer at HCC with all of the proper administrative, design, trouble shooting, update and technical skill required to effectively manage and create Udutu and Joomla content. Consultancy, Project Management, Design and Site Development
Initial 1-2 hour consultancy via telephone, email or Skype
Ongoing consultancy via telephone or Skype after 2 hours
$50.00 per hour
Ongoing consultancy at HCC's premises
$100.00 per hour minimum of 2 hours plus travel expenses.
Website design - XHTML and CSS
$70.00 per hour
Website updates (content and image input)
$70.00 per hour
$25.00 per screenshot
$50.00 per hour
Joomla and Udutu Updating and Training Services
Joomla and Udutu Data update
$50.00-$70.00 per hour
Joomla and Udutu on-site Employee User Training
$100.00 per hour (Max 35 people) minimum of 2 hours plus traveling expenses.
Misc. Additional Updating and Training Services
Photoshop/ graphics work and scanning updating
$50.00-$70.00 per hour
Config or Move Joomla server
from $340.00 plus traveling expenses
Joomla Udutu Authoring Training and Administration
$100.00 per hour (max 4 people). If training is to be undertaken at the client's premises, then add traveling time and expenses.
Additional Joomla site design or Udutu course development
$100.00 per hour minimum of 2 hours plus traveling expenses.
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Program Evaluation Plan: Level 1: Reaction Immediately following each course, a survey will appear on the screen which will ask the learner to respond to both the content and design of the training. Questions will invite the learner to evaluate the material’s relevance and value to the workplace as well as ease of navigation, appropriateness of interactive scenarios, and the course’s ability to maintain interest. It is important to us to gather this information to verify that we have accurately achieved the goals HCC has set before us. We also know that time is valuable to HCC’s employees and don’t want to hinder them with extensive responses, therefore they will only be asked 5 question that they can rate quickly and move on. If there is something pressing in their experience, we will provide space for them to do a more detailed evaluation at their discretion.
Evaluations of Course: Level 1 Questions
I found this course to cover materials relevant to my position within the company.
I think having taken this course that my actions within the company will reflect my learning here.
The Program was easy to navigate and easy to use.
This course was a good way to learn this material while never having to leave the office.
I found the information to be interesting and helpful in ethical situations.
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Level 2: Learning Pre-tests will be used prior to each module within the course to gauge background knowledge. At the end of each module, the learners will complete the tests again as posttests to evaluate understanding of the course objectives. Level 3: Transfer After the completion of all the training, individuals who received the training will go through a 360ยบ evaluation. This evaluation will take place approximately 3-6 months following the training completion. The individuals will be asked to do a self-evaluation to reflect how the training has changed their working habits. They will also be evaluated by superiors as well as subordinates. This will provide us with the 360ยบ evaluation. This is the most important evaluation because it reflects the long term goals of the company. After one year, LIT will meet with HCC to review outcomes and evaluations. From these meetings, LIT will make changes to the courses required by HCC to continue to meet expectations.
360ห Evaluation Questions I (or individual I am critiquing) have modified my habits around the training received and have sense handled ethical situations accordingly with company policies.
I (or individual I am critiquing) is more aware of 5 main principles of the company and it shows in my personal behavior and work. I (or individual I am critiquing) have made improvements around the work place to provide a safe and functional environment for all employees and customers according to the 5 principles. I (or individual I am critiquing) believe that having completed the training, am better equipped to be in a position of authority.
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Return on Investment (ROI): We are confident that by utilizing our e-Learning tools, and allowing us to wrap our training expertise around your company's needs, we can effectively save you nearly 40% of your current ethics training costs in 2009. By providing you with a front-end one-time purchase price, we save you the continuing annual costs you are currently facing now for ethics training. So, while the cost of your administrative overhead, lodging, meals, transportation, rented facility use, and contracted instructor costs continue to grow each year when using a traditional training method such as the one your currently implement each year, these costs are simply eliminated as soon as you choose to work with us. Savings at the front and the back end The cost for using our training system is all up front. By offering a one-time fee that is paid for at the front end, we can offer you considerable savings on the cost of your ethics training program, both up front and in the long term. In 2009 alone, you will save over $30,000 by choosing us to design and implement your new ethics training program. Thatâ€™s a savings of nearly 40% of your current cost. Moreover, since we provide you with an ethics training solution that is permanent, it saves you money on the back end as well by eliminating your overhead costs. Ultimately you enjoy the benefit of a fixed cost while you get a training
solution that is flexible enough that you can consistently update it as your company grows.
Savings by training from within In 2008, HCC spent $4,500 to pay for instructors that work outside of the company. In working with LIT, this cost is simply not there. While it is not our intention to slight the breadth of knowledge and effectiveness of these contracted instructors, it should be noted that they cannot provide the same kind of tailored training that someone who is already working inside of your company can. By working with your existing IT and instructional team and training them to manage the training program, you'll save thousands of dollars each year by excluding the cost of outside instructors. Instead of hiring out, your team will be trained Page | 21
HCC Bid Proposal
to leverage free resources available online while at the same time maximizing the knowledge and leadership of the people who know your company the best: your employees. Savings from using eLearning vs. traditional training While the typical start-up costs of a traditional learning management system (LMS) is between $100,000 to $200,000 for a large company and usually between $30,000 and $50,000 for a smaller company, using open source eLearning is much cheaper. Whereas a traditional LMS requires a recurring investment year after year for site licenses, a solid eLearning LMS does not and in fact tends to decrease in cost after the first year. Our use of Joomla is no different in this regard and involves an initial cost of between $45,000 and $60,000 and an ongoing cost of $0. Return on Investment: Behavioral Outcomes In talking to representatives from HCC, LIT has come to understand that while a decrease in cost of the company's training is essential, part of the return on the expenditure of training must include measurable, qualitative improvements both behavioral and attitudinal in nature as is the case in ethics training. Our training strategy implements this in its course layout and design and in its 360 degree evaluation of trained employees. Ultimately what can be expected, and of course will be measured, is an increase in customer retention and enrollment, and a decrease in lost customers.
Conclusion We feel strongly that as an instructional training team, we must keep our training services pliable so as to fit the needs of HCC now and in the future. To this end, we offer ongoing support during the first year of use with a one-time reevaluation period at the end of the first year to ensure that the training objectives and needs of the company are met. Thank you once again for your time and consideration.
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