BOP-Learn Reducing Organizational Risk through Mandatory Training Compliance Federal Bureau of Prisons 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 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 Federal Prison Staffing Teacher 4 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 When Bad things happen to good organizations Who Was Involved… What Does Your Training Policy Say… Let Me See Their Training Records 6 Major importance for the BOP Mandatory Training Compliance • Reduced Risk and Exposure to the Bureau of Prisons 7 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 BOP-Learn Integrated Learning and Talent Management Platform (LMS) Manage & Track Courses, Certifications, Competencies, Transcripts, E-Learning, Skill Gaps & Compliance Reporting BOP-Learn Talent Management Platform Learning Management System (LMS) Performance Management (PM) Talent Management (TM) Workforce Planning (WP) Centra Collaboration Suite (for live and recorded E-meetings and Webinars) Consolidated TM on One Unified BOP Platform (People, Information, Connections) Yellow indicates components currently active in BOP (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. 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 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 12 13 Mandatories (Certifications) Porlet 14 15 Mandatory Certification Training Assignments • 360+ Mandated Training Certification requirements • Mapped to 1360+ individual job-types • 160+ organizational roles • Collateral Duty certifications are manually assigned by Training Administrators 16 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 Continues cycle Job Role (Doctor) Job Role (Officer) Job Role (Warden) 17 Location Job Type BOP-Learn Competency Management Competency Group 5. A proficiency level is assigned to a course, task , or goal Proficiency 6. Courses , Tasks & Goals are linked to specific competencies Levels 4. The desired proficiency level is assigned to a competency Behavior Behavior Behavioral Goal Course CLOSE GAP 7. As courses, tasks, & goals are achieved and validated via various assessment methods ,Competency Gaps are closed Competency Descriptors Employee 3. Competencies and Behavioral Descriptors are linked to Job Roles 8. Continues cycle 1. Employee is assigned to a Job Type Code Job Role (Lt) Job Role (Captain) Job Role (Warden) 18 2. A Job Type is associated to a job Role Job Type Example of a Mandatory Has Been Assigned Email 19 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 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 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 Class Enrollment Notifications • Notifications are sent to the Employee and Manager when enrolled in a Instructor Led offering. • • • • • 23 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 24 25 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 Compliance Notifications to Staff and Manager 27 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 On-demand Compliance Reporting • Scores of reports are available for on-demand real-time compliance reporting. These reports are available to: – – – – – 28 Human Resources Training Centers Compliance Community (Internal Auditors) Specialty Areas (Internal Affairs, Legal) All Levels of Management A few report examples… Any Course, Any Time, Any Location Pending Compliance Statistical 29 On-demand Compliance Reporting • Not Reports • Staff who HAVE NOT completed specific training by course, role, or location: 30 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 BOP e-Learning Course Development Use live and recorded emeeting and internal Webinar content to deliver Continuing Professional Education credit through BOP-Learn. Continuing Professional Ed BOP-Learn Reviewing Residential ILT courses for conversion from classroom to eLearning. Residential Courses Residential course conversions from classroom to blended learning, incorporating various technologies to enhance training. Blended Learning Residential Conversion Selection Criteria Feasibility Frequency Scaling Rating 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 Predominantly performance oriented/hands-on Less than 100 participants on 2011 Wait List Classroom hours from lowest to highest Courses rated from good to best Proprietary content Costs Costs related to •airfare •hotel •per diem Employee Benefits Classroom hours Civil Treatment for Managers Employee Development Case Manager Familiarization Wait List from highest to lowest Number of participants per class Recreation/Sports Development Position Classification Off-site or requires lab 130 Selection 72 36 21 Represents number of courses evaluated during each segment Management and Specialty Training Center, Instructional Technology 6 e-Learning Capabilities National Corrections Acadamy Need pending compliance 35 Continuing Professional Education • Using our e-meeting and Webinar tool (Saba Centra), Adobe Captivate, other… • Extremely cost effective eLearning Modules for continuing professional education • • • • • 36 Medical Doctors RN’s Psychiatry Pharmacy Dental 37 38 Self Service Business Skills Courseware Professional Effectiveness Interpersonal Communications Business Writing International Communications Negotiating & Influencing Time Management Management & Leadership Project Effectiveness HRCI Human Resource Six Sigma Green Managing Performance IT Project Mgmt. Certifications (SPHR & Belt Delegation Skills Project Integration Coaching & Mentoring Project Scope Managing Change Project Time & Cost Leadership Essentials Frontline Leadership Mgmt. Project HR Project Quality Leading Workforce & Conflict Generations Project Communication Career Development Succession Planning Project Risk Mgmt. Professional Life Problem Solving Dealing with Organizational Change Bus Strategy & Operations Project Mgmt. Essentials Management Essentials Dealing with Change Balancing Personal & Finance, HR & Administration Skillsoft PHR)) Finance for Non-Financial Mgrs. Six Sigma: Champion Training Interviewing Certified Manager Recruiting & Retention of Quality/ Diversity & Inclusiveness Administrative Support Skills Auditing Team Leading Knowledge Management Virtual Teams Belt Budgeting Project Procurement Team Participation Six Sigma Black Organizational Excellence Strategic Planning Supply Chain Management Final Thought… 40
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