Be Strategic:Establish a Learning Council

Ruhe Hao and John Heun

TIAA-CREF

What is TIAA-CREF?

What is TIAA-CREF?

What is TIAA-CREF?

What is…

Learning Council

Pre-work

Kickoff

Surface

Prioritize

Do

Govern

Report

Assess

Interactive Point 1

What are the conditions that could lead to the need for a Learning Council?

Some of our ideas…

1. No picture of learning investment

2. No portfolio view of learning requests

3. No clear alignment to strategy

4. No prioritization of requests

5. First come-first serve

6. Requests come from all over

7. Learning overload

8. Training fixes all mentality

Interactive Point 2

When starting something like a Learning Council in your organization:

1. What actions do you think you need to take?

2. What stakeholders do you need to involve?

Our steps for pre-work

1. Socialize and gain acceptance of the concept with HR

2. Identify a logical executive sponsor from the business area

3. Share idea with the executive sponsor

4. Work with executive sponsor to designate a lead contact

5. Determine the makeup of the council and who will be members

6. Determine kickoff date

7. Plan the agenda

Pre-work

Kickoff

Surface

Prioritize

Do

Govern

Report

Assess

Interactive Point 3

What would be on the agenda for the Learning Council kick-off meeting?

Our agenda for KickoffPurpose: Level-set the reason and why the representatives are here

Agenda:

1. Who are the IT Learning Council representatives?

2. How does the Learning Council align to our mission, vision and values?

3. Why did we create a Learning Council?

4. What does a Learning Council do?

5. What are the guiding principles for decision-making?

6. What are our roles and responsibilities?

7. How will the process work?

8. What has been requested and being worked on?

9. Is learning an investment or a cost?

10.What are our next steps?

Pre-work

Kickoff

Surface

Prioritize

Do

Govern

Report

Assess

Surface the requests• Learning council members reach out to gather training

requests to be prioritized by the council• Request types:

• One page project charter• Request with description sent in advance of the next

meeting

Surface Prioritize Govern Report Assess

a

Pre-work

Kickoff

Surface

Prioritize

Do

Govern

Report

Assess

Interactive Point 4

Why should a project team come to the Learning Council with a project charter?

Project Charter – [Project Name] [Project Number] (DATE)

Problem Statement/ Opportunity

Business Case

Business Goals & Objectives

IT Strategy(‘x’ next to one)

Put the Customer First Deliver ExcellenceProject Type

(‘x’ next to one)

Regulatory/Mandatory Career/Leadership DevelopmentDoes this initiative have budget?

Y

Value Our People Take Personal Accountability Strategic Initiatives In-flight/Ongoing (BAU) N

ScopeIn Scope Out of Scope

Metrics

Key Metric Baseline Suggested Impact Key Milestones & Schedule Impacted Audience Unit Job Roles # of Employees

Phase/EventStart Date

End Date

Project Team

Project Sponsor: Learning Director: Ruhe Hao

Project Manager: Learning Consultant: John Heun

SMEs: Instructional Designer/Developer: TBD

Marketing: Learning Facilitator: Paul Molaro

Legal: Corie Pauling Learning Operations: Tom Farrell

Compliance: HRBPs: Frank Paparella, Roseann Paladino, Rick Stanula

Communications: Jaclyn Berryman TMBPs: Jon Dimalanta and Nancy Schreiber

Business Sponsor: Other:

Criterion Logic Grading Weighting

Type of Project• Compliance/Reg = 4• Strategic = 3• Leadership Devpt = 2• Ongoing Capability = 1

3

Revenue Impact• High = 4• Medium = 2• Low = 1• None = 0

2

Technology Systems Impact• High = 4• Medium = 2• Low = 1• None = 0

1

Audiences Impacted• Enterprise = 4• IT = 2• Limited IT = 1• None = 0

2

Direct Client/Customer Impact• External = 4• Internal = 2• Limited Internal = 1• None = 0

3

Cost of the training investment• High Cost = -2• Medium Cost = -1• Low Cost = 1• No Cost = 2

2

Cost of the initiative the training supports

• High Cost = 4• Medium Cost = 2• Low Cost = 1• No Cost = 0

1

Risk Impact• High = 4• Medium = 2• Low = 1• None = 0

2

Time Frame• Short (within 3 months)= 4• Medium (3-6 months) = 2• Long (6-12 months) = 1• Open-ended (no defined date) = 0

2

Determine prioritization method1. Decide:

1. Criteria

2. Scoring method

3. Weighting

2. Build the prioritization spreadsheet

Pre-work

Kickoff

Surface

Prioritize

Do

Govern

Report

Assess

Interactive Point 5

What are some other possible criteria for a business area you serve?

Prioritize the requests

1. Use the description and/or the Project Charter to score the requests

2. Sort the spreadsheet by weighted score

3. Gain agreement on the prioritized list

Pre-work

Kickoff

Surface

Prioritize

Do

Govern

Report

Assess

Prioritize the requests: disposition

4. Disposition the non-top scoring items and communicate the results and alternative recommendations

Pre-work

Kickoff

Surface

Prioritize

Do

Govern

Report

Assess

Interactive Point 6

Why is it important to communicate the request’s disposition to the project sponsor/requestor?

Do the project1. Conduct business analysis to identify root cause in

performance gap

2. Run the learning process to:

Intake Analyze Design Develop Implement Evaluate

Project Manage

Pre-work

Kickoff

Surface

Prioritize

Do

Govern

Report

Assess

Govern the process

1. Share accomplishments

2. Review the project pipeline

3. Report critical project status, risks and issues

Intake Analysis Design Development Implementation Evaluation

3 Projects 1 Project 3 Projects 2 Projects 1 Project

IT0056 - ITSM - Change Management Course Conversion

IT0039 - SDLC Overview

IT0051 - 6 Thinking Hats

IT0043 - IT Culture Change Cascade for CWs

IT0057 - ITSM - Incident Management Course Conversion

IT0034 - IT Change Alerts - Change Agent Express

IT0060 - Career Path Framework

IT0058 - Field Foundation Program User Training: Phase 2

IT0058 - Field Foundation Program User Training: Phase 1

IT0059 - Siebel Open UI

Prioritization

IT0063 - InfoSec Privileged User Training 2014

IT0062 - IT New Hire Orientation and Onboarding Program

IT0061 - ITSM - Problem Management Course Conversion

IT0052 - TA Program Training Enhancements

IT0046 - Atom Overview

Ad

hoc

Pre-work

Kickoff

Surface

Prioritize

Do

Govern

Report

Assess

Govern the process

High-Level Requestor Project Name Apr May Jun Jul Aug Sep Oct Nov Dec

IT IT0056 - ITSM - Change Management Course Conversion 1 1 1 1 3 3 3 3

IT IT0039 - SDLC Overview 1 1 3 3 3 3 3 3

z_Enterprise Three Lines of Defense 3

IT IT0034 - IT Change Alerts - Change Agent Express 3 3 3 3 3 3 3 3 3

z_Enterprise Behavioral Based Interview Guide Training 3 3 3 3 3 3 3 3 3

z_Enterprise TC Management Academy 3 3 3 3 3 3 3 3 3

z_Enterprise Workplace Harassment Training for New Managers 3 3 3 3 3 3 3 3 3

z_Enterprise Values Discussion Guides for Goal Setti ng 3 3 3 3 3 3 3 3 3

IT IT0051 - 6 Thinking Hats 3 3 3 3 3 3 3 3 3

IT IT0060 - Career Path Framework 1 1 1 1 3 3 3

IT IT0063 - InfoSec Privileged User Training 2014 1 1 3 3

z_Enterprise Fraud Awareness Training

z_Enterprise Annual Mandatory Compliance Training 3 3 3 3

z_Enterprise Next Level Leadership

z_Enterprise IT0055 - Employment Law Training

z_Enterprise Services and TFI Personal Trading Code of Ethics 3 3 3 3 3

z_Enterprise Culture/Values Manager Training 3 3 3 3 3

z_Enterprise Diversity Training for Managers 3 3 3 3 3

z_Enterprise Pay for Performance 3 3 3 3 3

z_Enterprise Performance Management Training

IT IT0057 - ITSM - Incident Management Course Conversion 1 1 1 3

IT IT0061 - ITSM - Problem Management Course Conversion 1 1

IT Enabling Peak Performance - TC Way

IT IT0062 - IT New Hire Orientation and Onboarding Program

IT IT0052 - TA Program Training Enhancements

IT IT0046 - Atom Overview

IT IT0043 - IT Culture Change Cascade for CWs

Legend:

Orange: Build/MaintenanceGreen Light: DeployGreen: Implement/Run

4. Review learner impact

Pre-work

Kickoff

Surface

Prioritize

Do

Govern

Report

Assess

Govern the process5. Take action items

Pre-work

Kickoff

Surface

Prioritize

Do

Govern

Report

Assess

Interactive Point 7

Why should you report accomplishments and action item status to the Learning Council?

Quarterly portfolio review (optional)

1. Prioritize any surfaced learning requests

2. Rebalance the portfolio

3. Go-no go on existing run items

Pre-work

Kickoff

Surface

Prioritize

Do

Govern

Report

Assess

Interactive Point 8

Why should you share the results of project outcomes with the Learning Council?

Assess the results

Report on:• Lessons learned from project wrap-ups• Change in metrics indicated in initial project charter• ROI as needed (dependent on size of project investment)

Pre-work

Kickoff

Surface

Prioritize

Do

Govern

Report

Assess

Communicate the Learning Council

1. Use learning council reps to review the process with LOB units

2. Collaborate with business area communication teams to develop a holistic communication plan

3. Present results periodically to executive leadership team

Handle exceptionsProjects are still tracked that:

1. Have budget can circumvent prioritization

2. Are run by the business

Pre-work

Kickoff

Surface

Prioritize

Do

Govern

Report

Assess

Interactive Point 9

What will be the benefits to your organization of implementing a learning council where appropriate?

Some of the benefits we are seeing…1. No picture of learning investment

2. No portfolio view of learning requests

3. No clear alignment to strategy

4. No prioritization of requests

5. First come-first serve

6. Requests come from all over

7. Learning overload

8. Training fixes all mentality

1. Learning investment captured

2. Full portfolio view of all training taken within and outside of org

3. Linkage to business strategy

4. Ongoing prioritization of requests

5. Funnel for requests in the business

6. All requests come through council

7. Learning scheduled and planned

8. Training when necessary

Be Strategic:Establish a Learning Council

Ruhe Hao and John Heun

TIAA-CREF