Over the next few months, I will be putting the Moodle install, my training strategy, my presentation skills and my stamina through its paces. I hope to document our Electronic Medical Record upgrade over the next few months.
The main reason for the Moodle install is to help us with a major upgrade to our Electronic Medical Record. This upgrade is, essentially, a brand new program. If we don't get people into training of one sort or another - the entire organization stalls.
To complicate the picture, our organization (the CEO) wants to go live with this new program 60 days after the program is put in our test server. No change management time.
Oh, and did I mention that this program is in controlled release for Beta testing.
And that we are one of the first organizations to even SEE the program.
And there is little documentation...
And the vendor's trainers haven't seen a working version of the entire upgrade yet....
And there are only half-finished movies available for online tutorials.....
You see where this is going.
The training challenge on my plate is to train this new upgrade to 2000 people in 10 business days.
The vendor's recommended "Basic" level for the upgrade is 7 hours of material. We need to add more of the functionality beyond "Basic" to match what we are currently using.
My tentative estimate of training time per person - 5.5 hours. This includes chopping out stuff I hope our end-users figure out for themselves and NO practice time.
We are fortunate that the vendor wants us to be successful and is providing 3 trainers. This will allow the in-house folks (i.e. Arlene the Medicine trainer, Gesine, and me) to continue building training materials, provide support, and finish configuring the system (the trainers also do some system administration).
Our biggest problem is training space. We have 1 12 seat classroom. Our current space strategy - try to get classroom space from the affiliated university during midterms. Those of you who work for universities can stop laughing now....
So below is my first draft of our training / change management plan.
Week 1 - Project Team Training and Preliminary Configuration
- Project Team Training for the IT department from the vendor. Start configuration of system.
- Moodle. I have already opened up a course with vendor-provided information to the rest of the organization. I can't start developing our customized materials until we get the upgrade into our test servers and finish the preliminary configuration.
Week 2 - Change Management
- Start of weekly 2 hour SuperUser trainings. Because we have so many people, the departments are being forced to take more responsibility for getting through the upgrade. Each department (with some browbeating) gave us 2 people who will be the first line support for the upgrade and will provide training for any stragglers. Since we will have about 50 SuperUsers, we are going to place the SuperUsers into 4 cohorts. I will train 2 and Arlene will train 2.
These trainings will give the SuperUsers practice time with the system and give the IT department feedback on the configuration.
- Town Meetings. We are planning a series of 5 town meetings so that the providers and staff can see the system for the first time. We are asking the vendor to be there so they can answer questions (and take the heat) about the changes to the system.
- Moodle. I will be trying to crank out new tutorials. Moodle will be used in parallel throughout this upgrade in an attempt to get everyone their preferred mode of training.
Weeks 3 - 5 - Change Management
- SuperUser trainings continue
- Moodle. I will still be cranking out tutorials for Moodle and encouraging people to take a look.
- Departmental Meetings. The IT department will hold a series of Departmental meetings so that the individual departments can see Moodle and decide as a group how they want to use it. We hope to get workflows out of these meetings as well.
Week 6 - the calm before the storm
- SuperUser Training
- Moodle. I hope to have the tutorials for the upgrade finished.
Weeks 7-8 - Upgrade training!!!!
- SuperUser Training. The SuperUsers will do the final test of the live system with the IT Department.
- Face-to-face. The vendor's trainers will be teaching this course. For week 7 we hope to get 2 computer rooms from the university. Week 8 - 3 computer rooms. I did this knowing that our students will procrastinate. It is mid semester for the university at this point so I'm not feeling nearly as optimistic as the boss about getting the space for 2 weeks running. I'm still working on a plan B.....
- Moodle. I'll be opening a chat function within Moodle for the online users for 4 hours per day outside of business hours each day those weeks. I'll be running daily reports from Moodle to see who has done what on the system.
I'm hoping that lots of people take advantage of the online option. Mostly to keep the pressure off.
Week 9 - Go Live
- Face-to-face. I am teaching 1 Upgrade training per day during Go Live week to catch some of the stragglers who insist on IT-led training. The SuperUsers will be responsible for most of the training and support in their department.
- Moodle. I'll still be running reports on Moodle and offering chat for 4 hours per day outside of business hours within the online class.
- Advanced training. I'm going to offer an advanced class for the more ambitious providers towards the end of that week.
Week 10 - Winding Down
- SuperUsers. The SuperUser training turns into a 1 hour standing meeting to address issues and questions.
- Moodle. I am going to build some advanced tutorials and reorganize the existing training to mirror the changes to our system. All of the tutorials for the old version are archived.
Week 11 - I go far far away for a long vacation.