BPI Learning Strategy and Materials – Examples

The following is an example of a training plan that an External Consultant developed for a Public Services Customer. The training plan was developed to help the Customer in the implementation of Improved human resources processes with a new HR information system.

Logistics Information Technology Centre (LITC),

Human Resources Division

HUMAN RESOURCES MANAGEMENT SYSTEM

TRAINING PLAN

Update

September 20, 2012

TABLE OF CONTENTS

   

1.     INTRODUCTION   

1.1.     Background   

1.2     Training Plan Overview   

2.     DEFINITION OF USER GROUPS   

3.     TRAINING FORMAT   

4.     TRAINING METHODS FOR USER GROUPS   

4.1     Content   

4.2     Training Schedule and Locations   

    4.2.1 HRD Training   

    4.2.2 Command Section Training   

    4.2.3 Directorates (2 Letters) and Business Offices Training   

    4.2.4 Division Chiefs (3 Letters) Training

    4.2.5. LITC Personnel Training   

APPENDIX     A: USER ACCESS TO SCREENS AND REPORTS   

APPENDIX     B: TRAINING EVALUATION SURVEY

Section One

1. Introduction

1.1.    Background

The Logistics Information Technology Center, Human Resources Division (LITC/HRD) acts as the personnel facilitator between the LITC directorates and the Component Personnel Offices. In this role, HRD provides the entire range of human resource services to the internal LITC organization and its employees, as well as coordinating all human resource actions with the five Component Personnel Offices.

As the LITC evolved, human resource information tools were constructed in several personal computer application software packages. These tools were built to service specific information needs and did not share information. Manual reconciliation was required to update each of the information tools. Additionally, manual translation was required to prepare data for output in presentations and reports.

Decisions were made to define the functional requirements and system design for an integrated human resource information system based on the need for increased data integrity, increased access to human resource information and the need to make more efficient use of functional staff.

The LITC Human Resource Management System (HuRMan) will facilitate these goals by integrating the data structure, standardizing the input and data modification interfaces, and by providing access to the data through a set of reports.

The goal of HuRMan is to efficiently track, plan, and control the personnel, position, award, performance appraisal, and training information for the on-line use of the LITC/HRD staff in support of their corporate mission. Additionally, it will allow varying level of access for LITC personnel based on their position. The system will accomplish this goal by integrating information storage and retrieval capability to eliminate multiple sources of information. This will increase data integrity, eliminate redundant data entry, and standardize system information.

1.2     Training Plan Overview

The goal of this Training Plan is to present a comprehensive outline for providing appropriate training for all users on the Human Resources Management System (HuRMan). This will be accomplished by conducting a series of training sessions and providing user manuals on the options and functions of the new system. Training, as well as user manuals and quick reference cards, will be tailored to each of the six user levels at the LITC.

Six types of users have been identified. These groups are HRD, Commanders Access, Command Section, Directors/Deputy Directors/Business Managers, Divisions (3-letter) and general LITC users. Each user group has access to different screens and reports, and as such will have different training requirements.

The level of system access available to a user will be determined according to the assigned position at the LITC. Based on these access levels, training methods and content will be presented for the six user groups, including details for conducting training, and the information to be covered.

Section two

2. Definition of User Groups

Due to the sensitivity of the information contained in HuRMan, access will be divided into six levels. Information available to a given user will be based on the assigned position within the LITC and the information necessary to perform required tasks. All user levels are discussed below. A detailed list of the screens and reports accessible to each user group is provided in Appendix A.

Users are divided into six basic levels as follows:

• Human Resources (HRD) - The Human Resources office of the LITC will     primarily use the system to generate employee reports, process SF-52’s, and conduct day-to-day human resources and analysis functions. HRD will also be responsible for maintaining the system and entering all new data that comes through HRD from the CPOs/MPCs. All HRD employees will have access to all information available through the Human Resources Management System. This includes all screens, reports, and utility functions which allow for creation of Ad Hoc Reports.
• Commander Access - This group includes only the Commander, and not the Commander’s support staff. This user have access to a number of reports pertaining to Personnel, Training, Appraisals, and the LITC organization.
• Command Section - This group includes only the Deputy Commander, and Chief of Staff, and not their support staff. These users have access to a number of reports pertaining to Personnel, Training, Appraisals, and the LITC organization.
• Directors, Deputy Directors and Business Office Chiefs - At this level, access will be given to Directors, Deputy Directors and Business Office Managers only. This group of users will have the     ability to view the information pertaining to their specific Directorate only; for example, the Director of DM will have access only to DM records.
• Division Chiefs (Three letters) - At this level of access, personnel  assigned as Division Chiefs will be able to view the information pertaining to their office only. The Division Chiefs will be provided with limited information pertaining to the personnel within their division. This group has access to information on awards and appraisals, employee training, and leave information for the individuals in their 3 letter organization.   
• LITC employees - All other employees at the LITC will be able to access the system to obtain personal information from their own records in addition to viewing and printing the LITC organization wire diagram.

Section three

3. Training Format

All training will follow the same format, and be tailored to address the requirements of the six user groups. The general steps in the training will be as follows:

• Introduction and Overview -  Introduction of trainer, purpose of system and training, outline of material to be presented.
• Training Materials - Training manuals and quick reference cards will be handed out.   
• ID’s/Login - Distribute user log-ins and initial passwords, procedures to change passwords, stress importance of security, explain Log-in procedures.   
• Training - Training will be a hands-on session designed to walk the user through the system’s operation. This will include a review of the menus available; ways to move between screens, menus and reports; updating data; printing and interpreting reports.   
• Help - Description of applicable manuals and reference cards. Additionally, the process     by which a user notifies HRD or the Help Desk of a problem or change.   
• Question and Answer - Any questions on the system will be addressed.

At the end of each training session, all employees will be asked to fill out the Training Survey included in Appendix B. This information will be compiled to determine the overall effectiveness of training for each user group. Results will be used to alter future training sessions to incorporate relevant comments. If necessary, follow-up surveys will be distributed three months after training has been completed to determine the continuing effectiveness of the training sessions.

Section four

4. Training Methods for User Groups

Training will be tailored to accommodate the individual’s various schedules and time constraints of individuals within some of the user groups. The following groups will be given the choice of one-on-one training as their schedule permits, or attending a group session:

• Command Section   
• Commander
• Deputy Commander
• Chief of Staff   
• Directors and Business Office Chiefs
• HRD Personnel

Division Chiefs and LITC employees will only have the choice of group training.

During the training, hands-on exposure to the system will be used as much as possible. Training scenarios will be used to walk the users through the process of retrieving information, generating reports, menu options, and printing. Training manuals will be used as an integral part of the training to familiarize the user with important aspects and features of the manual.

A laminated Quick Reference Card that can be kept next to the computer will be provided for each level of user containing information about which keys to use, definitions of information they can view, which menus to choose, and how to print.

4.1    Content

The content of the training sessions will be designed to meet the information needs of each user group. Each group of users will be given user manuals to assist in answering basic questions in the use of the system. The use of these manuals in conjunction with the hands-on training will allow the user to become familiar with the functions of the system. For example, HRD Training will include descriptions of all menus, input screens, and report options available. Since HRD is the primary user, this training session will be the most detailed. In addition to a description of the screens and reports available, the material will include a description of the utility functions available to HRD. This will include explanations of maintenance functions, and the adhoc query functions.

Since the general user at the LITC will not have access to the same information as HRD, the same level of training is not required. The course for general users will be directed toward explaining the material available to the user (screens/reports) and explaining operation of the system.

4.2    Training Schedule and Locations

The training will be located in one of the LITC training rooms in either Building 18 or 181. One-on-one training will take place in the user’s office. Multiple sessions will be offered to all LITC employees, with one-on-one or small group training available to the business offices and directorates, and one-on-one training available to the Command Section.

Training schedules will vary based on the user group. Specific training content and length is listed below for each user group. A preliminary schedule for Training is provided in Appendix C.

4.2.1    HRD Training

The goal for training HRD is to have the office staff completely trained before the rest of the LITC. This will allow all of HRD to become familiar with the new system before the remainder of the LITC goes on-line. Additional training will be provided as required, based on specific user requirements. The modules will be broken into logical sections to ensure that HRD is comfortable with all aspects of the new system.

4.2.2    Command Section Training

The Command Section will be the second group to be trained on the system. Command Section training will be performed one-on-one, and will be executed in one to two hour modules depending upon the amount of time available to the user and the level of detail required to comfortably operate the system. User manuals will be written for the Command Section specifically addressing the screens and reports available to reference. Quick reference cards will also be provided to serve as a source for basic information. As an enhancement to the training, examples of output reports and descriptions of the information included on those reports will be provided. Training will be provided at the earliest convenience for the individuals involved.

4.2.3    Directorates (2 Letters) and Business Offices Training

The Directors, Deputy Directors and Business Office Chiefs will be provided with the same scheduling options as the Command Section. They will be offered a choice of three sessions to attend, each of which will last approximately one hour. User training manuals addressing the screens and reports available to the Directors, Deputy Directors and Business Office Chiefs will be used in conjunction with hands-on training. Quick reference cards will also be provided with information specific to their level of access. Examples of reports and descriptions of the information on the reports will be provided to help in choosing which report to use.

4.2.4    Division Chiefs (3 Letters) Training

Training for the Division Chiefs will be provided in a similar format to the Directorates and Business Offices. They will be offered a choice of three sessions to attend, each of which will last approximately one hour. User training manuals addressing the screens and reports available to the Division Chiefs will be used in conjunction with hands on training. Quick reference cards will also be provided with information specific to their level of access. Examples of reports and descriptions of the information on the reports will be provided to help in choosing which report to use.

4.2.5.    LITC Personnel Training

The remaining LITC personnel will be provided a choice of six to eight training sessions to attend, each lasting approximately one hour. A quick reference card and a brief user guide will be provided to explain the operation of the system and to explain the available information. Sample reports will also be provided to show what information is available to them. Make-up sessions will be provided as required.

APPENDIX A: USER ACCESS TO SCREENS AND REPORTS

This matrix shows which areas of HuRMan a user may enter depending upon their access level.

Screens	HRD	CC, CD, CS	DIRECTORATES & BUSINESS OFFICES	DIVISIONS (THREE LETTER DESIGNATION)	ALL     OTHER LITC EMPLOYEES
FORMS:
Employee Information Management
Civilian Employee Information Management	x
LITC Employee Record Forms	x	x	x	x	x
Leave	x	x	x	x	x
Military Employee Information Management	x
Personnel Acquisition Certification	x
Position Information Management	x
Gain/Loss Management
Gain Management	x
Loss Management	x
Personnel Actions Management     Forms	x
Award and Appraisals
Award Input Form	x
Appraisal Update Browse Form	x
Appraisal Browse Form	x
Training
Input 1556	x
Individual Development Plan (IDP)	x
Training Budget Form	x
Prior Experience or Training	x
Training Browse	x

Screens	HRD	CC, CD, CS	DIRECTORATES BUSINESS OFFICES	DIVISIONS (THREE LETTER DESIGNATION)	ALL OTHER LITC EMPLOYEES
Utilities:
Awards Library	x
Course Maintenance	x
Types of Experience (Experience/ Training Type Code Maintenance Utility Form)	x
Inactive Employees	x
Office Symbols	x
Security	x
Ad Hoc Tool	x
REPORTS:
Awards/Appraisals
Appraisal Dry Run Worksheet	x
Appraisal Dry Run Report	x	x	x	x
Appraisal Status Report	x
Civilian Performance Awards Report	x
Gender Rating Summaries by Component Report	x
Gender Rating Summaries by Directorate Report	x
Employees per Rating Type by Component Report	x	x
Employees per Rating Type by Grade Report	x	x
Employees per Rating Type by Office Report	x	x	x
Employees per Rating Type by Directorate Report	x	x
Library of Available Awards	x	x	x	x	x
Military Evaluation Notification Report	x

Screens	HRD	CC, CD, CS	DIRECTORATES & BUSINESS OFFICES	DIVISIONS (THREE LETTER DESIGNATION)	ALL OTHER LITC EMPLOYEES
Manpower Reports
Authorized/ Assigned Positions by Directorate and Component	x
Authorized/ Assigned Positions by Grade and Component	x
Authorized/ Assigned Positions Directorate	x
Organization Reports
Organization Reports	x	x	x	x
Wire Diagram Report	x	x	x	x	x
Personnel Reports
Annual Leave/ Use or Lose Balances Report	x	x
LITC Acquisition Certifications Report by Directorate	x
LITC Personnel Listing	x	x	x	x
Personnel Action Report	x
Return Rights Projection Report	x		x	x
Tenure with LITC Report	x
Tenure with the Federal Government Report	x
Gain Report	x
Loss Report	x
Salary Budget Report	x
Prior Experience Report	x	x
Prior Training Report	x	x

Screens	HRD	CC, CD, CS	DIRECTORATES & BUSINESS OFFICES	DIVISIONS (THREE LETTER DESIGNATION)	ALL OTHER LITC EMPLOYEES
Position Reports
LITC Acquisition Requirements by Component Report	x
LITC Acquisition Requirements by Directorate Report	x
Vacancies	x
Training Reports
Quarterly Training Report	x
Training by Individual	x	x	x	x
Training Reports by Training Type	x
Training by Class Report	x	x	x	x
Training Budget Report	x	x	x

APPENDIX B

APPENDIX B: TRAINING EVALUATION SURVEY

Name____________________________________________________________________

(optional)

Organization_________________________        Date_____________

(optional)                       

1. Please indicate your primary function at the LITC: (Please place an “X” on the line, if other please fill in)

    _____ Cost Analyst

    _____ Program Analyst

    _____ Program Manager

    _____ Computer Systems Analyst

    _____ Command Section

    _____ Division Chief

    _____ Business Manager

    _____ Director/ Deputy Director

    _____ Other ______________________________________

2. What is your main use of the Human Resources Management System (HRMan)? (Mark all that apply, if other or none please explain)

_____ Organization charts        _____ Other ____________________________

_____ Personnel Information        _____ None ____________________________

_____ Training Information

_____ Leave Information

3. The training met your expectations.

4. The training prepared you to use the Human Resources Management System.

5. The instructor was knowledgeable of the system.

6. The instructor was able to answer all your questions about the system.

    Yes ____

    No ____

    If no, please explain.

7. You feel confident about using the Human Resources Management System after attending training.

8. The overall training experience was outstanding.

9. Please give any comments or recommendations you have below: