Enter WebTutor

1. Company Description

1.1. The industries in which the company works

Retail online and offline. For the end of February, 2013 of 14 commodity categories (furniture, home appliances, beauty and health, goods for the house, children's goods, pet goods, make itself, electronics, jewelry and hours, sport and leisure, gifts and a hobby, a garden and a kitchen garden, auto accessories, perfumery and cosmetics).

1.2. Territorial Distribution

For the end of the first quarter 2013 the company opened 115 objects in 45 cities of Russia.

1.3. Number of Staff

More than 1500 employees.

1.4. Staff Categories Who Use the System

• Employees front divisions (staff of shops, delivery service and services, contact center)
• Trainers and methodologists
• Staff of department of mass hiring
• Adaptation specialists
• Personel assessment specialists
• Department of personnel administration
• Heads of all levels
• Staff of office

2. Solved Problems / Assigned Tasks

2.1. Business Requirements For Implementation

• Organization of distance learning
• Automation of accounting of resident instruction
• Personel assessment automation
• Other tasks

Later decisions on adding of other directions automated using a system were repeatedly made.

2.2. Criteria of Successful Implementation at the Planning Stage

• Observance of the diagram of development of electronic rates.
• Observance of the diagram of automation.
• Observance of the diagram of holding estimated procedures.
• Accomplishment of the recruitment plan to the front division.
• Achievement of target indicators of satisfaction of users (on the basis of questionnaires of a feedback).

2.3. Project Planning (Requirements, Analysis of Business Processes).)

The diagram of development of electronic rates on the basis of the available programs of resident instruction was defined.

Also there were unplanned electronic rates – requests for development of rates from different business divisions came. At their emergence the following algorithm of actions was applied (and it is applied still): 1. Analysis of a request for training and determination of the educational purposes. 2. Determination of structure of a rate and collecting of initial materials with participation of department of methodology and internal customers of training. 3. Determination of labor input of script writing of a rate and imposition of a rate – on the basis of collected materials. 4. Inclusion of works on the scenario and imposition in the diagram. 5. Script writing of a rate. 6. Approval of the scenario. 7. Imposition of a rate. 8. Approval of a rate. 9. Start in training.

Within tasks of automation the following scheme of work is used:

1. Primary registration of existence of need for automation (on the basis of the address of internal customers).

2. Writing of the functional requirements (FR) to automation (as a rule, a series of meetings for this purpose is required). FT should be written without immersion to technical details and are easily clear to the customer even if he is not a specialist in IT.

3. Writing of the technical specifications (TS), i.e. conversion of functional requirements to the description of necessary settings in a system. The department of distance learning writes terms of reference on the basis of FT and bears responsibility that the settings described in terms of reference will allow to implement all functional requirements completely.

4. Assessment of labor input of implementation of terms of reference.

5. Inclusion of works on implementation of terms of reference in the diagram of developments.

3. Project Parameters

3.1. Terms of Implementation and Milestones of the Project

From WebSoft the WebTutor system was provided in January, 2012.

In February, 2012 there took place primary settings and development of the first rate began.

In March, 2012 the first rate (it was the rate for the staff of shops) was started in training via the WebTutor system in all shops of the company.

In April, 2012 webinars began to be held.

In May, 2012 the most part of processes of mass hiring was automated.

In June, 2012 through a system the first assessment procedure of personnel on the system of 360 degrees was carried out.

In August, 2012 through a system interaction between department of mass hiring, department of personnel administration and department of training within the business processes connected with a design for work of new employees to the front division was organized.

In the fall of 2012 all product training was transferred to a remote format.

Also a large amount of other functionality was implemented. Expansion of functionality and implementation of new blocks of automation continues and now.

3.2. Project Team on Customer Side (from IT and grom HR). Roles in the Team, How the Interaction Took Place

Corporate university:

1. Head of department of distance learning 2. Developers of rates – 2 persons 3. The system administrator who is responsible for the automation processes connected about the front divisions 4. The system administrator who is responsible for the automation processes connected with office divisions

IT:

1. Programmer

Also services of the external designer freelancer for development of backgrounds and characters for electronic rates were used.

3.3. The Main Difficulties During the Project

The main difficulties were connected with building of effective processes of interaction with adjacent divisions. As a rule, they were solved by interaction regulation.

3.4. Did the Time and Financial Costs Correspond to the Previously Planned:

Yes.

4. Project Development

4.1. Development plans (what automation of business processes is still planned)

The functionality of a system involved in the company constantly extends. At the moment in work there are projects on automation of a system of mentoring, development of career, integration with the system of human resources planning and others.

4.2. Filling With Content - How to Solve the Problem

Electronic rates are developed by forces of internal specialists of the company. There are two employees who are engaged only in development of rates.

4.3. Team to Support and Develop the System:

All employees occupied in the project (are listed above) continue to maintain the developed functionality and also to participate in development of a system.

5. Project Results

5.1. Results (Quantitative And Qualitative)

The automated functions:

• Distance learning and webinars
• Accounting of resident instruction to the front divisions
• Personnel recruitment to the front division
• Accounting of training of new employees to the front divisions
• Personel assessment on the system of 360 degrees
• Interaction between department of mass hiring, department of personnel administration and department of training within the business processes connected with a design for work of new employees to the front division
• Adaptation of staff of bek-divisions
• Accounting of workshops (any employee of the company can submit the application for holding a seminar/webinar on a subject in which he is an expert - about it mailing on all company is made - any employee can register this in a seminar or a webinar - according to the results of responses of participants to the leader points in the internal motivational program are charged)
• Integration with the personnel system, the internal motivational program, a job offering site of the company, internal social network of the company (on the Jive platform)
• System of collecting of internal recommendations of candidates for vacancies of the company
• Many other things

Volume of distance learning: in the last several months the number of complete chelovekokurs varies about 1000 a month (get to selection only primary end i.e. if one person completed one course several times, it will be included for one passing).

5.2. Reaction of Staff of the Company on System Implementation:

Collecting of a feedback according to the results of end of remote rates is made. Leaving of a response for the majority of rates is obligatory (without it the rate is not considered complete). Some questions are identical to all rates, others vary. There are 4 key questions standard for all rates (about clearness of material, existence of technical errors, difficulties at accomplishment of exercises it is aware, general impression from a rate). If on 3 of 4 key questions the user gave as much as possible an appreciation, the response is considered high.

At start of the first electronic rates the quantity of high responses was about 30%. Generally it was connected with the technical errors arising when passing rates in non-standard browsers. At the moment thanks to purposeful work on the solution of these problems the average quantity of high responses was succeeded to lift approximately up to 70%.

For this system of responses such indicator, according to us, is very good. Also regularly the positive reviews from users sent us in a free form come.

5.3. A feedback from heads (the company and divisions) according to the results of system implementation:

A system received positive estimates both from the management of the corporate university, and from the management of other divisions, being its active users. Regularly requests for creation of new electronic courses and for automation of new functionality come.