Item - 2015.AU4.4
Tracking Status
- City Council adopted this item on November 3, 2015 without amendments and without debate.
- This item was considered by the Audit Committee on October 23, 2015 and adopted without amendment. It will be considered by City Council on November 3, 2015.
AU4.4 - Maximizing Value from a Learning Management System
- Decision Type:
- ACTION
- Status:
- Adopted on Consent
- Wards:
- All
City Council Decision
City Council on November 3 and 4, 2015, adopted the following:
1. City Council request the Chief Information Officer and the Executive Director, Human Resources to assign individual responsibility for recording and tracking Enterprise eLearning Initiative project costs and report on annual project costs since 2010 including cumulative project costs.
2. City Council request the Chief Information Officer and the Executive Director, Human Resources to develop, maintain and report on performance measures to evaluate the efficiency and effectiveness of the Enterprise eLearning Initiative prior to any contract renewal.
3. City Council request the Chief Information Officer and the Executive Director, Human Resources to ensure actual and estimated project costs related to the development, implementation and sustainment of the Learning Management System are included in updates to the business case.
4. City Council request the Executive Director, Human Resources and the Chief Information Officer to ensure total project costs reported at the end of the Enterprise eLearning Initiative identify and include all planning costs for the project.
5. City Council request the Executive Director, Human Resources to develop a methodology and criteria to determine the most cost effective way to acquire more online learning content at a faster pace.
6. City Council request the Executive Director, Human Resources to complete a Readiness Assessment of City Divisions in order to properly plan for divisional Electronic Learning Initiative implementation.
7. City Council request the Chief Information Officer and the Executive Director, Human Resources to ensure there is a Corporate plan to address the appropriate number of Electronic Learning Initiative system administrators required at the enterprise and divisional level.
8. City Council request the City Manager to establish a corporate funding model to implement and sustain the electronic learning management system.
9. City Council request the Chief Information Officer and the Executive Director, Human Resources to ensure project documentation is recorded and retained in the central project repository.
10. City Council adopt the confidential recommendations contained in Confidential Attachment 1 to the report (October 7, 2015) from the Auditor General.
11. City Council direct that the information in Confidential Attachment 1 to the report (October 7, 2015) from the Auditor General remain confidential as it relates to the security of the property of the City or one of its agencies or corporations.
Confidential Attachment 1 to the report (October 7, 2015) from the Auditor General remains confidential in its entirety in accordance with the provisions of the City of Toronto Act, 2006, as it relates to the security of the property of the City or one of its agencies or corporations.
Confidential Attachment - The security of the property of the City or one of its agencies or corporations
Background Information (Committee)
https://www.toronto.ca/legdocs/mmis/2015/au/bgrd/backgroundfile-84579.pdf
Confidential Attachment 1
AU4.4 - Maximizing Value from a Learning Management System
- Decision Type:
- ACTION
- Status:
- Adopted
- Wards:
- All
Confidential Attachment - The security of the property of the City or one of its agencies and corporations
Committee Recommendations
The Audit Committee recommends that:
1. City Council request the Chief Information Officer and the Executive Director of Human Resources to assign individual responsibility for recording and tracking Enterprise eLearning Initiative project costs and report on annual project costs since 2010 including cumulative project costs.
2. City Council request the Chief Information Officer and the Executive Director of Human Resources to develop, maintain and report on performance measures to evaluate the efficiency and effectiveness of the Enterprise eLearning Initiative prior to any contract renewal.
3. City Council request the Chief Information Officer and the Executive Director of Human Resources to ensure actual and estimated project costs related to the development, implementation and sustainment of the Learning Management System are included in updates to the business case.
4. City Council request the Executive Director, Human Resources and the Chief Information Officer to ensure total project costs reported at the end of the Enterprise eLearning Initiative identify and include all planning costs for the project.
5. City Council request the Executive Director, Human Resources to develop a methodology and criteria to determine the most cost effective way to acquire more online learning content at a faster pace.
6. City Council request the Executive Director, Human Resources to complete a Readiness Assessment of City Divisions in order to properly plan for divisional Electronic Learning Initiative implementation.
7. City Council request the Chief Information Officer and the Executive Director of Human Resources to ensure there is a Corporate plan to address the appropriate number of Electronic Learning Initiative system administrators required at the enterprise and divisional level.
8. City Council request the City Manager to establish a corporate funding model to implement and sustain the electronic learning management system.
9. City Council request the Chief Information Officer and the Executive Director of Human Resources to ensure project documentation is recorded and retained in the central project repository.
10. City Council adopt the Confidential Recommendations contained in Confidential Attachment 1 to the report (October 7, 2015) from the Auditor General.
11. City Council direct that the information in Confidential Attachment 1 to the report (October 7, 2015) from the Auditor General remain confidential as it relates to the security of the property of the City or one of its agencies and commissions.
Origin
Summary
The Auditor General’s Audit Work Plan included an audit of City training activities provided by the Human Resources Division. The focus of this review was on the controls regarding the planning, development and implementation of the City enterprise eLearning initiative (ELI).
This audit could not provide assurance that the City is receiving the anticipated value from the investment in ELI, as adequate controls were not in place to ensure costs and benefits associated with the project are being accurately recorded. Addressing the recommendations in this report will ensure the City has useful information available to evaluate the value achieved from the services provided by the vendor, under the current contract. In addition, the information will guide decisions about future investments in ELI.
Background Information
https://www.toronto.ca/legdocs/mmis/2015/au/bgrd/backgroundfile-84579.pdf
Confidential Attachment 1