Learning Project Scope

# Learning Project Scope ## Stakeholders - **`Program Manager`**: Facilitates all parties, reviews nominations, and manages cancelations or course changes. - **`Course Manager`**: Manages the number of course seats available per course per `Business Manager` - **`Business Manager`**: Works with `FTE Managers` to determine who should receive allocated course seats. The nominees are then scrubbed by the `HR Line` based on HR data. Then reviews with `Business LT` to prioritize. Then they submit the list for processing. (May have multiple per Org) - **`FTE Manager`**: Suggests nominees from their Org to the `Business Manager`. - **`HR Line`**: Scrubs nominees list provided by `Business Manager` before sending to `Business LT` for prioritization. - **`Business LT`**: Prioritizes the list of nominees per course provided by the `Business Manager`. - **`MCB HR`**: Does final review of submitted nominees (at the individual level) - **`Course Nominee`**: Accepts or declines approved nominations. Also has the ability to cancel their seat prior to the Course's "Cancel Deadline". ### Doesn't Accesses Tool (For Now) - **`Education Partner`**: Works with `Course Manager` - **`Executive`**: Reviews the status of course seats within their Org. ## Operational Flows ### Setup - `Program Manager` Selects `Business Managers` from Microsoft HR data and selects their `HR Line`, `FTE Managers`, and `Business LT`. - `Program Manager` Selects `MCB HR` team members from Microsoft HR data. ### Full Nomination Process 1. `Course Manager` or `Program Manager` adds Courses with all details 2. `Course Manager` assigns number of seats available per course per `Business Manager` 3. `Business Manager` collects suggestions for course nominees from `FTE Managers`. 4. `Business Manager` sends list of nominees per course to `HR Line` to review and "level" scrub. 5. `Business Manager` sends list of nominees per course to their `Business LT` to have them sort the list by priority. 6. `Business Manager` submits the final list of nominees for processing. 7. `MCB HR` reviews the final list of nominees from each `Business Manager` and approves/declines. 8. `Program Manager` reviews the final list of attendees from the `Business Manager` after `MCB HR` review and starts "Nomination Processing" for the `Business Managers` seats. 9. `FTE Manager` of the `Course Nominee` with a seat assignment is notified of their FTEs that will be receiving an invite. 10. `Course Nominee` is sent an invite and asked to accept/decline the seat. To Accept, they must register in the "Success Factors" app. If declined, their seat will go to the next person on the waitlist. Reminders will automatically be sent if the `Course Nominee` doesn't respond (`FTE Manager` is CCd on reminders). If they don't respond by the deadline, their invitation is automatically recinded and their seat goes to the next person on the waitlist. 11. Upon accepting the seat, the `Course Nominee` is sent an email with a calendar invite for the course dates and a link that they can press to cancel their seat prior to a specific "Course Cancel Deadline". Upon cancellation, their seat will go to the next person on the waitlist. ### Other Important Processes - **Bi-annual Org Review**:`Program Manager` reviews the Stakeholders associated with each Org to ensure they still belong there. - **Seat Filling on Empty Waitlist**: If a seat becomes available and the Org doesn't have any other `Course Nominees` in the waitlist, then the tool will re-allocate the seat to another Org using a "Load Balancing" mechanism that will prioritize Org diversity within the Course. ## Pages ### Nomination Acceptance `Phase 1` - **Nomination Dashboard** to track the status of a nomination and take action as required (accept, decline, cancel). ### Reporting `Phase 1` - **Reporting Dashboard** to track essential insights on the status of the program with the ability to schedule reports to be automatically sent to designated individuals. ### Org Management `Phase 2` - **Org Management Interface**: to allow `Program Manager` to create and edit Orgs and assign Stakeholders such as the `Business Manager` to the Org. ### Course Management `Phase 2` - **Course Dashboard** to add, edit, and delete courses along with the sessions occurring per fiscal year in each region. - **Course Seat Allocator** to allocate course seats to `Business Managers` with a proposed starting point based on relative Org sizes. ### Nomination Management `Phase 2` - **Course Nomination Dashboard** to track the progress of nominees through the nomination pipeline and push them through to the next stage when ready. **`Partial Phase 1`** - **Nominee Collection interface** to allow `FTE Managers` to quickly select FTEs from their Org. - **Nominee Review interface** for taking bulk approval or decline actions on nominees - **Nominee Prioritization interface** to easily prioritize nominees per course with a drag-and-drop list ## Emails ### Nomination Processing `Phase 1` - **Course Invitation**: Sent to `Course Nominee` (CCs `FTE Manager`) after the `Program Manager` starts "Nomination Processing" - **Course Nomination Accepted**: Sent to `Course Nominee` upon accepting the nomination. Includes a calendar invite. ### Nomination Management `Phase 2` - **New Course Available**: Sent to `Business Manager` after the `Course Manager` allocates seats in a course. - **Request for Course Nominees**: Sent to `FTE Manager` from `Business Manager` upon reaching the applicable step. - **Request for Nominee Scrub**: Sent to `HR Line` from `Business Manager` upon reaching the applicable step. - **Request for Nominee Prioritization**: Sent to `Business LT` from `Business Manager` upon reaching the applicable step. - **Request for MCB Review**: Sent to `MCB HR` from `Business Manager` upon reaching the applicable step. - **Nominees Ready For Processing**: Sent to `Program Manager` from `Business Manager` upon reaching the applicable step. ## Integrations - "Success Factors" to capture when a `Course Nominee` has completed registration. (`Phase 1`) - "LRBI" HR data to provide relevant data to `MCB HR` and `HR Line` as they do their `Course Nominee` reviews and to simplify the setup and nomination process by pre-populating options per Org. (`Phase 2`) ## Development Phases ### Phase 1: Nomination Processing `FY22Q2` - Workflow, pages, and emails for steps 9-11 of the Full Nomination Process. - Import tools to import existing current and historical Nomination Data. - "Success Factors" integration - Automated Load-Balancing on empty Org waitlist. ### Phase 2: Nomination Capturing `FY22Q3` - Workflow, pages, and emails for steps 1-8 of the Full Nomination Process. - "LRBI" integration - Org Management - Course Management ### Phase 3: Accelerate `Unscheduled` The Phase 3 is about accelerating the course offering and nomination cycle, making the process automated enough that it's feasible to allow `Education Partners` to freely offer new courses that `Course Managers` can then approve for `Business Managers` any time of the year. To accomplish this without introducing a significant amount of noise for `FTE Managers`, `HR Line`, `Business LT`, and `MCB HR`, HR data on `Course Nominees` is automatically used to check their level and use other criteria to prioritize them, reducing the need for hands-on time from stakeholders to specific review phases through-out the fiscal year.