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Training

Overview

Training users on the proper and effective use of software solutions is essential to the success of the system. Training approaches and methods should be designed to ensure users are competently trained in using the solution, both for upgrades to existing systems and for new solutions. Though presented in the Web Depot following System Rollout, Training may occur as a key part of a System Rollout plan or as a separate task which would typically precede the actual System Rollout.

The HSE Web Depot focuses on those Training concepts, ideas, and lessons learned directly from HSE-MIS experience. There is a wider range of general information available about training approaches and methods which are not included in the Web Depot.

	Key Concepts
Through proper and effective Training, a user should come to understand not only how the system functions but what his or her role is in entering data into that system. A user who understands his or her role in the business context will be able to better find value in using the system and make better use of the data and information it contains. The effective design and implementation of a training plan is a critical success factor. Construct the training plan in conjunction with the overall HSE-MIS Plan and design the training plan to meet the needs of new and existing users. Identify user skill levels and consider how the user will interface with the system. Training has an important link to earlier phases in a project. Business processes and systems should be designed to be as user-friendly and intuitive as possible. This may help lower the amount of training that is required. When designing business processes and the solutions that support them the team should always ask, "How much training will it take for process participants to learn how to do this work correctly and efficiently?" Identify a subset of the user community who will be highly trained — a core set of "super users" or "system champions” who can help train other users and provide support on an ongoing basis. Training metrics should be developed, tracked, and used to measure and improve the Training program.

	Practical Advice
A carefully constructed Training plan can be developed in conjunction with the overall HSE-MIS Plan. The implementation of the Training plan should be considered a critical success factor and given the appropriate consideration for budget and personnel resources. Identify the users and understand their respective roles, responsibilities, and expectations. This will help with customizing and targeting training. Budget adequate resources and funds for Training during the budgeting process. Budget for initial Training and plan for budgeting any subsequent Training. Consider utilizing corporate training budgets instead of EHS budgets. Consider different sources of training—for example, do you have internal staff who can lead a training or should you hire a professional consultant, or some combination of the two? Where business process links are critical, consider a trainer who understands how to use the system and the underlying business processes. To the extent possible, training should provide the necessary business context — the relationship between HSE and MIS business functions — in order for the user to find value in the system. Users who are already familiar with the data and new procedures may need only instructions on how to navigate through the application. If the system is a replacement, users who were familiar with the old application may have less training needs than new users. Consider the number of people and their locations, the complexity of the material, required resources, and the necessary frequency of training. Train users in a timely manner—not too “soon” and not too “late.” Developing training materials in conjunction with application development may be effective. Exercises that allow hands on navigation through the application can be more effective than lectures; however, keep in mind that they require more planning, setup, and technical resources. Training metrics should be developed, tracked, and used to measure and improve the Training program. HSE objectives and business integration issues should be incorporated into the Training program so that users understand how what they do within the system affects the larger objectives.

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