6.410.8  Learning Technology Office Standards

Manual Transmittal

October 16, 2012

Purpose

(1) This transmits new IRM 6.410.8 Learning and Education, Learning Technology Office Standards.

(2) This IRM establishes general policy and guidance needed to conduct and manage IRS Learning Technology Office systems. This section addresses general Learning Technology Office systems guidelines.

Material Changes

(1) This IRM 6.410.8 contains current information related to general policies of the overall Learning Technology Office systems

(2) IRM 6.410.8.2.1(5) is revised to remove the language"that are not commercially or publicly available." .

Effect on Other Documents

(1) IRM 6.410.4 Guidelines for the Enterprise Learning Management System (ELMS), dated March 8, 2006, is superseded. The following Interim Guidance is superseded: HCO-06-0408-002 Creating Enterprise Learning Management System (ELMS) Items for Books 24x7 Material, dated April 28, 2008; HCO-06-0408-0003 Access to Enterprise Learning Management System (ELMS) by Non-IRS Personnel, dated April 28, 2008; HCO-06-0408-004 Hosting Online Content Within IRS E-Learning Architecture, dated April 28, 2008

Audience

(1) All IRS Functional Leadership and Education program managers, employee development specialists, education specialists and others involved in training activities within each Business Unit (BU).

Effective Date

(10-16-2012)

Susan B. Greer, Director, Leadership, Education and Delivery Services

6.410.8.1  (06-13-2012)
Overview of Learning Technology Office

  1. The Learning Technology Office (LTO) was established with the implementation and reorganization of the Leadership, Education and Delivery Services (LEADS) division, within the Human Capital Office.

6.410.8.1.1  (06-13-2012)
Learning Technology Organizational Structure

  1. The LTO organization consists of and is responsible for four separate areas:

    • Systems Operations

    • Content

    • Projects and Communications

    • Reporting, Data, Measures

  2. LTO has established specific policies that relate to administering the LTO systems. These policies are described within sections 8.2 through 8.3 of this IRM.

6.410.8.1.2  (06-13-2012)
Overview of Learning Technology Systems

  1. LTO is responsible for:

    • Enterprise Learning Management System (ELMS), which is the IRS Servicewide learning management system.

    • Learning Content Management System (LCMS), which is the predominantly used system for online course development Servicewide.

    • Enterprise Business Intelligence (EBI) system, which is used in the generation of reports using data from ELMS.

6.410.8.2  (06-13-2012)
Enterprise Learning Management System (ELMS) Policies

  1. Below are established LTO policies that relate to ELMS.

6.410.8.2.1  (10-16-2012)
Access to Enterprise Learning Management System (ELMS) by Non-IRS Personnel

  1. This policy allows access to ELMS for non-IRS personnel, which includes individuals such as contractors, Warrior Intern Program (WIP) and World Services for the Blind participants, and personnel from other federal, state, and local government agencies. The access will be limited to user permissions for the purpose of participating in IRS training courses.

  2. A special contractor catalog has been created in ELMS. Any course a contractor needs will be assigned or entered into this catalog by the course owner.

  3. If a contractor only needs access to IRS mandatory briefings, and there is no reason to track briefing completion as learning history, then the contractor can access the briefings through a method other than ELMS. Access the Human Capital Office (HCO) web site for mandatory briefings at: http://e-learning.web.irs.gov/Briefings/index.html

  4. Non-IRS personnel from other federal, state, and local government agencies will be manually entered and deleted from ELMS. These non-IRS personnel will not be given catalog access. The courses defined in the formal training agreement between IRS and the agency will be assigned individually to the person's ELMS Learning Plan.

  5. Non-IRS personnel such as contractors and other individuals who have been authorized a Standard Employee Identification Number (SEID) may be granted limited access to ELMS strictly to take required training courses. The individual must have received a confirmation letter from Personnel Security (OS:HCO:ETS:PS) showing that interim or final staff-like access has been granted to buildings and other IRS systems. When requesting ELMS access, the request must be submitted through the Online 5081 system. Once the request is approved, the individual will be added to ELMS as a user.

  6. Non-IRS personnel that are employees of federal, state, and local government agencies who have a formal training agreement with IRS will be granted user access to ELMS to take agreed upon IRS training. Personnel from these agencies will be required to complete a hard-copy Form 5081 requesting access to ELMS. The formal training agreements between IRS and the agency will define the requirements for the Form 5081 requests. When the requirements are met, the person will be added to ELMS as a user.

6.410.8.2.2  (06-13-2012)
Creating Enterprise Learning Management System (ELMS) Items for Books 24x7 Material

  1. This policy establishes guidance allowing an ELMS Item to be created when Books 24x7 subject matter pertains to a learning curriculum offered in ELMS.

  2. Books 24x7 is an e-learning resource for self-directed learning. There are numerous subject areas covered in a large variety of different books that can be used for research and/or sharpening knowledge-based skills. While it is not feasible to enter all of the books in Books 24x7 as ELMS Items, some books may be part of an established learning curriculum that should be added as an ELMS Item.

  3. This policy requires an ELMS Item to be created from material posted in Books 24x7 when the subject matter is required as a part of a learning curriculum offered in ELMS. When an ELMS Item is created for Books 24x7 material, the Item Type indicated should be Reading.

6.410.8.2.3  (06-13-2012)
Use of ELMS IRS Catalog

  1. Beginning November 15, 2010, Business Units are responsible for adding those items which are online in ELMS to the IRS catalog so that all employees have access to the content.

  2. Exceptions to the policy are listed below:

    • Business Units can determine that an online item should not be added to the IRS catalog if disclosure or security is an issue.

    • Chief Counsel and Criminal Investigation online items should never be added to the IRS catalog.

    • MicroMash items should not be added to the IRS catalog.

6.410.8.3  (06-13-2012)
Learning Content Management System (LCMS) Policies

  1. Below are established LTO policies that relate to the LCMS.

6.410.8.3.1  (06-13-2012)
Hosting of Online Content within IRS E-Learning Architecture

  1. This policy establishes guidance on the location and criteria for hosting IRS online content within the Enterprise Learning Management System (ELMS).

  2. Previously, all content was to be developed to meet the requirements of the e-learning architecture hosted by Modernization & Information Technology Services (MITS) Web Services. Legacy content in this interim Learning Management System (LMS) was migrated to the Enterprise Learning Management System (ELMS) hosted content repository or made obsolete as determined by the Business Unit. Business Unit content owners were responsible to manually record completions of content hosted outside the e-learning architecture or when the content was not converted. All online content provided from ELMS must be stored in the content repository within the IRS e-learning architecture to ensure that the content meets all accessibility requirements and online technical standards.

  3. This policy requires that online content provided for use through ELMS will be routed to the IRS host provider and stored in the IRS content repository. This online content includes, but is not limited to; commercially developed and purchased content, IRS-developed or customized content; and other governmental agency developed content.

  4. The hosted online content to be stored in the IRS content repository must be compliant with IRS e-learning http://e-learning.web.irs.gov/, Aviation Industry Computer-Based Training Committee (AICC) http://www.aicc.org/joomla/dev/index, or Sharable Content Object Reference Model (SCORM) standards http://www.adlnet.gov/capabilities/scorm. All content developed by IRS, other government agencies or vendors must meet IRS e-learning standards which include accessibility requirements in order to comply with Section 508 of the Rehabilitation Act of 1973. Content developers must test their content and ensure it is 508 compliant before being made available from ELMS.

6.410.8.3.1.1  (06-13-2012)
Learning Content Management System (LCMS) Access for Employees and Non-Employees

  1. All users of the LCMS application will be required to submit formal requests for access. IRS employees and contractors who have been given staff-like access to IRS systems will complete this formal request by submitting an Online Form 5081. These users will be given access to the LCMS production instance only. Access to the LCMS testing and external instances will be given only as needed. Access to the LCMS is limited to only those who have completed the currently offered training and who work in an online course development organization.

6.410.8.4  (06-13-2012)
Archiving and Retention Policy for Enterprise Learning Management System (ELMS) and Learning Content Management System (LCMS)

  1. IRS has determined that a retention of five years after separation or retirement from the agency meets all OPM training data collection and reporting obligations.

    1. Electronic data from internal and external sources, electronic content to be converted to an LCMS based product can be destroyed/deleted when no longer needed for reference purposes.

    2. System Data - individual employee training history files, training course material, record keeping copies, instructor guides, and help files can be removed when employee has separated, retired from the agency, or when material from active status is no longer current.

    3. Outputs - template reports, manager notifications, content repository can be destroyed/deleted when superseded, obsolete or no longer needed, whichever is later.

    4. System Documentation - user guides, data dictionary, software design and requirements, can be destroyed/deleted when superseded or 5 years after the system is terminated, whichever is sooner.

      Note:

      For detailed information, refer to IRM 1.15.38 Records Control Schedule for Civilian Personnel Records, Item 29, IRS Training Records:

6.410.8.5  (06-13-2012)
Enterprise Business Intelligence (EBI) System Policies

  1. All users of the Enterprise Business Intelligence (EBI) System are required to submit formal requests for access. IRS employees will complete this formal request by submitting an Online Form 5081.

  2. Access to the EBI system is limited to those who have completed and passed the currently offered training. These users will be given access to the EBI report/data developer access or report/data consumer access as specified by their training.

  3. Each system that provides data into EBI has administration staff that need to use the EBI system to report against their data, (i.e., report/data developer). Additionally, there are IRS employees servicewide who need access to their data through pre-developed reports, (i.e., report/data consumers). Access to the EBI system is granted for only these two purposes; report/data developer or report/data consumer.


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