Risks of implementing this project include:

• Creating an AOC access process that does not simplify user access to the LMS.
• SumTotal may fail to deliver the solution described in the statement of work. This will be mitigated by AOC monitoring of the deliverables.
• This project may only be able to partially migrate users off the WaTech LMS and onto a custom SumTotal LMS. This will be mitigated by ensuring that the users that need to be moved are appropriately identified and those users are provided appropriate access using the external identity provider (EIDP).
• The external identity provider may not be ready for provisioning court users as part of this project. This will be mitigated by closely coordinating with enterprise architects and other users of the EIDP to plan for user onboarding and integration.
• Users may be confused over when to access the WaTech LMS and when to access the AOC LMS. Risk mitigation will require constructing clear communication about the cutover and what users need to do (if anything) about their accounts within SAW that allow them access to the WaTech LMS.

Risks of not implementing this project include:

• End-users continue to maintain a negative perception of the LMS due to access difficulties.
• High volumes of support issues will persist due to access problems, therefore requiring significant AOC time to resolve each issue.
• Continued and significant time spent on manually processing each new account created in LMS for end-users.

Mandated Request

Mandated Request

AOC provides the ability for Washington Courts personnel (e.g., judicial officers, court
managers, court staff, AOC staff) to engage in custom online educational content (courses, job
aids, recordings, tutorials, etc.) on a variety of court related topics. Online content is currently
hosted in a third-party learning management system (LMS) provided by the Department of
Enterprise Services (DES), using SumTotal as a vendor. The LMS's registration/login
authentication uses Secure Access Washington (SAW), developed and supported by Washington
Technology Solutions (WaTech). End-user access to the LMS via Secure Access Washington
(SAW) accounts has been highly problematic. A common end-user complaint can be summed up
as, “I love the LMS, but getting into it was a serious headache.” This project is to implement
AOC-authentication technology to access an AOC-SumTotal instance of the LMS.

This project will be successful when:
• All existing course offerings within the DES-SumTotal LMS are transferred to the new AOCSumTotal instance.
• All AOC users and court staff can easily access the AOC-SumTotal instance through an AOC
authentication portal. “Easily” is defined as: comprehensive, less clicks, less process, less time to
get into the system. This is measured against the current WaTech login process.
• LMS account activation is automated via the AOC-authentication process
• Management of the LMS is role-based for System Administration. Tier 1 LMS Administration is
AOC's Court Education Services, who will manage course uploads and configuration, front-end
interface settings, setup audience groups and course libraries, manage user transcripts, run
completion reports, etc. Tier 2 LMS Administration is AOC's Information Systems Division,
who will manage access/authentication, global settings, account creation, updates, etc.

This project transitions maintenance of the learning management system from DES/WaTech to
AOC. By creating an AOC-specific instance, AOC can design and implement AOC-controlled
access technology/processes that better serves the content needs of its unique end-user groups
and allow for greater flexibility in configuration. Providing a more consistent experience will
allow users to feel confident that the system provides authentic information for the judicial
branch.

In addition, this project provides an initial opportunity to implement the external identity
provider as the identity provider of choice for third-party applications contracted by AOC.

This project onboards AOC to the SumTotal LMS, integrates the EIDP with the SumTotal LMS,
and ensures that EIDP users can utilize the LMS services without the use of multiple logins after
EIDP authentication. This ensures a single sign-on experience for all LMS users.

Mandated Request

Mandated Request