Keys for Managing, Maintaining, and Repurposing Content

302 Keys for Managing, Maintaining, and Repurposing Content Paul Schneider, GeoLearning and Rick Judson, Sales Performance International June 26 & ...
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Keys for Managing, Maintaining, and Repurposing Content

Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

June 26 & 27, 2008 Produced by

Managing e-Learning Content

Managing e-Learning Content June 26 & 27, 2008

Keys for Managing, Maintaining and Repurposing Content

Paul Schneider, Ph.D., GeoLearning

Rick Judson, Sales Performance International

GeoLearning ƒ GeoLearning is the leading provider of on-demand software for learning and performance management. The Company’s products and services are used to manage human capital development, accelerate critical business processes, and drive organizational performance. Highlights ƒ Established in 1997

ƒ 200 employees and FTE

ƒ Market leader – SaaS LMS Suite

ƒ Corporate Offices: Des Moines, IA,

ƒ Serviced over 350 customers ƒ Fast growth - Inc. 500 since 2004 ƒ High client retention (over 90%) ƒ Signature corporate client base ƒ Established Public Sector business

Washington, DC, Ottawa, ON (Data Center), and Ashburn, VA (Data Center)

ƒ Sales Offices: Portland, Denver, Los Angeles, Omaha, Tulsa, Dallas, Houston, Des Moines, Cedar Rapids, Chicago, Columbus, Boston, New York, Atlanta, Baltimore, and Washington D.C.

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Session 302 – Keys for Managing, Maintaining, and Repurposing Content – Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

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Managing e-Learning Content June 26 & 27, 2008

Sales Performance International SPI helps clients drive sustainable revenue growth through sales performance improvements. ƒ Developer and exclusive owner of the Solution Selling® suite and Sales Performance Improvement Framework™ ƒ Support transitioning organizations from product-centric to high-value, solution-centric ƒ Helped more than 600,000 sales professionals to achieve higher levels of performance ƒ Assisted more than 350 companies in 50+ countries and in 14 languages

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What’s in Store ƒ Common Terms ƒ Content Management with an LCMS ƒ Working with multiple authors and collaboration ƒ Reusability, rebrand, repurpose, templates, design: how and why ƒ Taxonomy: Technology and people ƒ Workflow: Managing content and people 4

Session 302 – Keys for Managing, Maintaining, and Repurposing Content – Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

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Managing e-Learning Content June 26 & 27, 2008

Basic Definitions ƒ Learning Management System (LMS) •a term used to describe software tools designed to manage user learning interventions. Learning Management Systems go far beyond conventional training records management and reporting. (definition from Wikipedia)

ƒ Learning Content Management System (LCMS) •multi-user environment where learning developers may create, store, reuse, manage, and deliver digital learning content from a central object repository. (definition from Wikipedia)

ƒ Learning Object (LO) •Many definitions •A “chunk” of material that can be used for learning, training or education •A finite piece of learning focused on a specific objective and associated materials needed to teach, test or practice that specific objective.

ƒ Reuse or reusable learning object •The act of making a piece of content reusable so that if updated once, it will be updated in all locations where it is being used.

ƒ Asset •An element such as an image, multimedia or document that is used within a larger whole such as a page. Usually something that by itself, doesn’t constitute a piece of learning. 5

Poll 2: What is your current content management strategy?

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Session 302 – Keys for Managing, Maintaining, and Repurposing Content – Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

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Managing e-Learning Content June 26 & 27, 2008

Turning Point for SPI ƒ Was there a turning point for when you said “we really needed a system and process to manage our content”? ƒ Where there any particular key factors in this decision or the path you chose?

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SPI - Key Factors for eLearning Content Management 1. Need for centralized elearning content management – one source with many developers / reviewers 2. Decision to utilize outsourced, global development team 3. Need to easily provide updated content to multiple clients / portals

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Session 302 – Keys for Managing, Maintaining, and Repurposing Content – Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

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Managing e-Learning Content June 26 & 27, 2008

Managing Content Development

Feedback from users is passed to governing body. Governing body reviews usage and updates as needed.

Organization determines guidelines for LO, asset, and template development and usage.

Individuals apply guidelines during development and deployment. System may or may not control/restrict application of guidelines.

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Reuse/Content Management Considerations ƒ Effective strategies are essential for maximizing reuse •Establish consistent design policies •Make strong use of templates •Develop a consistent metadata strategy •Seek to develop small and complete learning objects •Focus on a singular objective or enabling objective

•Develop policy for reuse and publishing •Guidelines for making reuse a practice (in both use and publishing)

•Consider a review board •e.g., a library without a librarian tends to become disorganized 10

Session 302 – Keys for Managing, Maintaining, and Repurposing Content – Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

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Managing e-Learning Content June 26 & 27, 2008

Who is in Charge? ƒ Every individual makes decisions for course design on their own ƒ People freely share ideas within the group of developers ƒ A committee or group provides guidelines for all developers ƒ Guidelines are managed, enforced, and maintained for all course development

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SPI: eLearning Map SPI Project Management / Instructional Design LCMS Project Management CD Project Management / CD Instructional Design

Hosting Content Development ƒ Outline ƒ Storyboard ƒ Graphics/Flash

Import Import

LCMS ƒ Reusable learning objects ƒ Assessments

SPI Portal Online Review

Fixes

Go Live

Export Export

Client Portal

CLIENT Client LMS LMS

Organization determines guidelines for LO, asset, and template development and usage.

Individuals apply guidelines during development and deployment. System may or may not control/restrict application of guidelines.

Feedback from users is passed to governing body. Governing body reviews usage and updates as needed.

Session 302 – Keys for Managing, Maintaining, and Repurposing Content – Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

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Managing e-Learning Content June 26 & 27, 2008

People/Authors = Solution/problem? ƒ Who is an author? •Collaborative features enable many people to participate in the “authoring of content” •Content Approvers •Content Developers •Media Developers •Instructional Designers •Content Reviewers

ƒ Different “authors” have different needs •All need to work from the same “playbook” 13

Managing the content via the people ƒ The more people, the greater the need for established roles and workflow •LCMSes often offer different workflow options with various levels of control •Don’t try to solely control a people problem with a technical solution

•Review your courseware development process •Seek ways to take advantage of the new capabilities

•Establish guidelines to help the people manage the content •Make sure guidelines/process are tied to education about a system •Makes it more real 14

Session 302 – Keys for Managing, Maintaining, and Repurposing Content – Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

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Managing e-Learning Content June 26 & 27, 2008

Authoring and Collaboration Challenges ƒ How did you handle the collaboration challenges you faced with your global development team? ƒ How did the LCMS authoring functionality help to address content development and usage issues?

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Collaborative Design Reviews

Design note entered by reviewer … … managed by development.

Session 302 – Keys for Managing, Maintaining, and Repurposing Content – Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

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Managing e-Learning Content June 26 & 27, 2008

Collaboration Strategies/Issues ƒ Metadata •Important that people use an agreed upon approach

ƒ Permissions •Sharing is important, but establish a healthy mix of people and technical controls

ƒ Coaching your collaboration •Feedback and approval processes are essential, but don’t forget to coach people on providing effective and appropriate feedback or approvals

ƒ Managing reuse and sharing •Determine what and when to reuse or share elements

ƒ Publishing •Determine who and when objects or courses should be published or made available to their target audiences

ƒ Templates and designs •Establish set of guidelines and templates that are used by all •Saves time, establishes consistency and reduces errors 17

Metadata ƒ Metadata: Data about data •Labels that provide descriptive information about pieces of data • e.g., Courses, Learning Objects, Assets, etc.

ƒ Many different ways to label ƒ Systems are generally flexible •Good: Can do what you think is best •Bad: What one person thinks is best doesn’t match everyone else ƒ Governing body in your organization to determine guidelines for labels/Metadata people will use •e.g., Libraries work well due to Dewey Decimal system and consistent use of meta data make it easy to find library information •e.g., Google and other generic searches work, but harder to find exactly what you want – limited standards people follow

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Session 302 – Keys for Managing, Maintaining, and Repurposing Content – Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

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Managing e-Learning Content June 26 & 27, 2008

Metadata Application

Feedback from users is passed to governing body. Governing body reviews usage

Organization determines guidelines for metadata usage

Individuals apply guidelines. System may or may not control/restrict application of guidelines 19

Labeling: Taxonomy & Metadata

Asset Labels

Course Labels

Learning Object Labels

Session 302 – Keys for Managing, Maintaining, and Repurposing Content – Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

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Managing e-Learning Content June 26 & 27, 2008

Reports/Reviews ƒ System may have various reports that can aid in the review process ƒ Can be used for metadata review or general application within a course 21

How do you locate items? ƒ In the Chat Pod please type in how you search for courseware items when developing a course in your organization.

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Session 302 – Keys for Managing, Maintaining, and Repurposing Content – Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

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Managing e-Learning Content June 26 & 27, 2008

Searching ƒ Searching is dependent on Metadata •Without a good Metadata strategy searching is haphazard

ƒ Look for filters that meet your typical need •By course, section, etc.

ƒ Searches by type of data •Courses, Learning Objects, Assets

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Searching Courses

Assets

Learning Objects

Different Search criteria and filters

Session 302 – Keys for Managing, Maintaining, and Repurposing Content – Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

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Managing e-Learning Content June 26 & 27, 2008

RLO: Reusable Learning Objects ƒ Learning objects can be many things ƒ Provide developers with guidelines for best practices and maximizing reuse ƒ Proper metadata ƒ Size: •Not too BIG, too small, but just right

ƒ Watch your content language •Slightly generic can be just as effective, but better for reuse

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RLO Practice/ Reinforcement

Metadata

RLO

Instructional Pages

Testing/ Assessment

Session 302 – Keys for Managing, Maintaining, and Repurposing Content – Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

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Managing e-Learning Content June 26 & 27, 2008

RLO Example ƒ Key is breaking learning into smaller, less audience specific chunks ƒ Procedural training •Learning object covers specific features for administering a competency rating •Procedures are similar but different for learners and managers. •Screens will vary •However, 70% overlap 27

RLO Example Cont. ƒ Break into 3 LOs •Overview LO of concepts and goals – completely identical •Primary procedures – instructional yet identical for both •Given employees KNOW manager are rating them, having a line that indicates, if you are a manger select the employee you are rating, would be appropriate

•Secondary procedures (Not reusable) •Specific procedures that are only available to one audience.

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Session 302 – Keys for Managing, Maintaining, and Repurposing Content – Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

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Managing e-Learning Content June 26 & 27, 2008

SPI: LCMS / LMS Use ƒ Ability to edit and repurpose content for multiple clients ƒ Ability to deliver content to through different platforms

CLIENT “A” LCMS Course Catalog

Learning Object 1

CLIENT “B” Web Site Review

Learning Object 2

Learning Object 3

CLIENT “C” Client LMS SCORM

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LO Editing and Usage

LOs can be checked out or assigned to developers

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Session 302 – Keys for Managing, Maintaining, and Repurposing Content – Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

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Managing e-Learning Content June 26 & 27, 2008

Reusable Learning Assets ƒ LCMSes and reuse •Reuse is one of the key differentiators between an “authoring tool” and an “LCMS” •Can occur at many levels •Course •Learning Object •Asset •Page •Attached resource, etc.

•Repurposing is the copying of an existing element, but severing the linkage with the original •Facilitated by an LCMS, but not as powerful

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Reuse, Rebrand, Repurpose ƒ LCMSes often provide for abilities to serve content up in different formats and branding •Use of skins and templates can enable you to provide a “customized” look and feel for a specific customer •Can often export courses in various formats to meet specific client needs •SCORM, AICC, Offline, Online, Print, Job aids, etc

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Session 302 – Keys for Managing, Maintaining, and Repurposing Content – Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

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Managing e-Learning Content June 26 & 27, 2008

SPI Examples ƒ How is SPI using the LCMS to rebrand or repurpose content?

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SPI - Reuse Strategies

Complete Course

Blended Learning Use

Customized Client Use 34

Session 302 – Keys for Managing, Maintaining, and Repurposing Content – Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

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Managing e-Learning Content June 26 & 27, 2008

Templates ƒ Templates can provide jumpstarts on development and consistency •Unmanaged or shared templates reduces these advantages ƒ Same management principles apply ƒ Best practice •Have a group be responsible for the creation and management of templates •Encourage contributions of templates but have group manage and adjust them if necessary before releasing to the larger group •Keep in mind reuse and design so templates provide flexibility where appropriate

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Templates, Designs, Consistency ƒ LCMSes and skins •An LCMS will often provide OTB “skins” which provide navigation controls and general look and feel for various course elements ƒ Style sheets and Templates •Page level design can be promoted through consistent style sheets and templates ƒ Maximizing your LCMS •Develop standard skins, templates, css, javascript etc. •Consider tying standard instructional design/interactions into your template usage •Provide developers/designers with specific guidelines and parameters to work within •Consider rebranding issues in your design and the advantages they might bring 36

Session 302 – Keys for Managing, Maintaining, and Repurposing Content – Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

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Managing e-Learning Content June 26 & 27, 2008

Template Manager

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SPI - Examples ƒ How does SPI manage/reuse the use of skins or templates in the development process?

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Session 302 – Keys for Managing, Maintaining, and Repurposing Content – Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

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Managing e-Learning Content June 26 & 27, 2008

Solution Selling® eLearning

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Learning Methods Interactive exercises

Simulated conversations Downloadable job aids

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Session 302 – Keys for Managing, Maintaining, and Repurposing Content – Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

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Managing e-Learning Content June 26 & 27, 2008

Advantages to Effective Management ƒ ƒ ƒ ƒ ƒ ƒ ƒ ƒ ƒ ƒ

Potential for overlapping (reuse) content Multiple authors and need to collaborate Easier to rebrand content Easier to deliver the content in various formats Create a consistent look and feel Reduction in development time •Course costs 10-50K+ Higher quality of courses Tracking, auditing, and historical records Faster and easier updating Creates more learning opportunities

Contact Information Paul Schneider: [email protected] Rick Judson: [email protected]

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Session 302 – Keys for Managing, Maintaining, and Repurposing Content – Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

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Managing e-Learning Content June 26 & 27, 2008

References ƒ GeoLearning http://geolearning.com/

ƒ Dynamic Content: Connecting Performance and Learning: http://www.learningcircuits.org/2007/0807shaw.html

ƒ Using Learning Content Management for Productivity and Control http://www.enewsbuilder.net/salesmarketing/e_article000393944.cfm?x= b616Jr0,0%5B%5BIMN.ACTION%5D%5D,w

ƒ Strategic Management of Learning Assets http://adlcommunity.net/file.php/11/Documents/Bersin_Associates_LCM S_case_study.pdf

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Session 302 – Keys for Managing, Maintaining, and Repurposing Content – Paul Schneider, GeoLearning and Rick Judson, Sales Performance International

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