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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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Human Resources Department and
Information Services Department
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DATE:
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October 6, 2006
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BOARD MEETING DATE:
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October 24, 2006
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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Majority
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TO:
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Honorable Board of Supervisors
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FROM:
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Donna Vaillancourt, Human Resources Director
Chris Flatmoe, CIO / Director of Information Services
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SUBJECT:
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Agreement for a Countywide Learning Management System
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RECOMMENDATION:
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Adopt a Resolution:
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1.
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Authorizing the President of the Board of Supervisors to execute an agreement with Cornerstone OnDemand, Inc. to provide a Countywide Learning Management System for the term October 30, 2006 through October 31, 2009, for a total not to exceed amount of $664,900; and
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2.
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Authorizing the Director of the Human Resources Department to execute subsequent amendments and minor modifications not to exceed an aggregate of $25,000 and to make minor changes in the types of services and activities provided under the agreement.
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VISION ALIGNMENT:
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Commitment: Responsive, effective and collaborative government.
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Goal(s): 20: Government decisions are based on careful consideration of future impact rather than temporary relief or immediate gain;
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The implementation of a Countywide learning management system will result in improved access, distribution, management and assessment of employee training and development.
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PERFORMANCE MEASURES:
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Measure
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FY 2006-07
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FY 2007-08
Projected
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Percent of departments using LMS to track and report on training activities
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25%
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75%
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Percent of employees with development plans
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-
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25
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BACKGROUND:
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The County’s current training management database system (Training Server) purchased in 1999 is now outdated and no longer supported by the vendor. Four departments currently use this system with the remaining departments having limited or no system for scheduling, notifying, and tracking employee training.
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In June 2005, the Human Resources Department and the Information Services Department met with department representatives to explore the possibility of a countywide training management system. All departmental representatives agreed that there is the necessity for a countywide Learning Management System (LMS). Requirements based on department needs were defined and an Request for Proposal (RFP) was developed and sent to 47 vendors in November 2005. Eleven RFP responses were received. Cornerstone OnDemand Learning Management System (Cornerstone) was selected as the preferred vendor.
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DISCUSSION:
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Cornerstone satisfies all of the major system requirements and will provide the County with functionality including:
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1.
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Ability to create, deliver, and track classroom training as well as countywide and department-specific online training (Computer Based Training or CBT) programs, similar to the recent online sexual harassment training for more efficient use of employee time, faster delivery, ease of use, and cost effectiveness.
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2.
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A succession planning module that enables the County to identify individuals’ strengths, background and experience and key accomplishments; assess competencies and prepare them for future promotions and leadership positions within the County.
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3.
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Ability to track and report on employee training participation for compliance, audit, accreditation and/or legal purposes.
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4.
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Ability to track skills and competencies for emergency preparedness.
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Cornerstone has assured compliance with the County’s Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits.
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An Agreement and Resolution has been approved as to form by County Counsel and Cornerstone has executed the agreement.
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FISCAL IMPACT:
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Costs associated with the three-year contract will not exceed $664,900 and are comprised of the following components:
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Year 1
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Year 2
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Year 3
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License Fees, Maintenance & Support
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160,800
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160,800
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160,800
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Content Management Licenses
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30,000
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30,000
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30,000
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Enhancements and Customization
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11,500
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11,500
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11,500
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Implementation
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58,000
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Total
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$260,300
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$202,300
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$202,300
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The first year’s costs of $260,300 have been included in the County’s FY 2006-07 Adopted Budget and will be funded through contributions from Departments and the Non Departmental Services Budget. Departments will fund the ongoing costs for the second and third year of the contract. There is no additional impact to the General Fund.
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