aasp dc regional symposium wednesday, january 21, 2015. presenters: gail ferris, paula palhus,...

Information Systems Training(or how development officers come to love your database)

AASPDC Regional Symposium

Wednesday, January 21, 2015.

Presenters: Gail Ferris, Paula Palhus, Michael Ross

Office of Development and Alumni RelationsAmerican University

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Information Systems Training(or how development officers come to love your

database)

Why provide information systems training?• Helps non-technical end users overcome

“technology anxiety”• Translate policies and procedures from the

abstract to the concrete in implementation• Motivate employees by showing that the

institution is willing to make an investment in them

• Ensure that data is entered in a consistent way into the advancement database

January 21, 2015AASP DC Regional Symposium

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database)

Secure upper-management buy-in: training must be reinforced by “tone at the top”• Upper management must participate in the

training program• Staff management and personnel

evaluations must make it clear that using the system is an essential part of the staff members’ job


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database)

Know your end users Broad range of needs, so training cannot be a

“one size fits all” proposition; separate training usually required for query and data-entry users

Different learning styles; most may learn well in a classroom setting, but others may need one-on-one attention

Some users prefer on-line training to pace themselves; on-line resources can also be useful for refresher training.


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database)

Prepare documentation that will be relevant when users return to their offices• Documentation should allow trainees to

focus on the content of the class, rather than having to take comprehensive notes to use in the office

• Documentation must be written in plain, everyday language for all attending; use no jargon

• Use “cookbook” model, reducing complex processes to a series of steps

• Use screen prints liberally January 21, 2015AASP DC Regional Symposium

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database)

Prepare the trainers• Select trainers who have the necessary skill

sets, as well as credibility with the users• Ensure trainers are familiar with the setting

in which the training will occur• Organize “dry runs” for critique of training

by representative users


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database)

Publicize the training program• Poll users on times for training sessions that

will fit their schedules• Use multiple media for publicizing training

sessions’ times and places• Require advance sign-up for training

sessions to firm up commitment to attend, as well as to ensure that sessions are not oversubscribed


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database)

The Training Sessions:• Before the session:

Check that proper access has been set up for attendees before the session

Arrive early; give yourself time to check the facility and all hardware

Do not wait an excessively long time for stragglers, but try not to cover any critical material in the first ten minutes of the session


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database)

The Training Sessions During the session:▪ State the agenda for the training session and stick

to it▪ As with the documentation, use plain, everyday

language; technical jargon loses trainees either by raising their anxiety levels or irritating them▪ The Socratic Method, using questions to teach,

helps keep trainees focused and participating, letting the trainer know if the message is getting through▪ Allow time at the end of the session in case it takes

longer than planned to cover the material, as well as to allow trainees to ask questionsJanuary 21, 2015AASP DC Regional Symposium

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database)

The Training Sessions• After the session:

Summarize material covered; should parallel agenda at beginning

Ask trainees to fill out evaluation forms, evaluating the training and the trainer, before they leave


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database)

Follow-Up to Training Monitor feedback contained in evaluations and adjust

program accordingly▪ May require third-party review of evaluations to maintain

objectivity Provide follow-up support for staff; may be formal or

informal▪ Walking around to desks can indicate real use of training▪ On-line support can work for some, but is often too remote


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Boot Camp:Employee Systems Training

Benefits of Formal Training


aasp dc regional symposium wednesday, january 21, 2015. presenters: gail ferris, paula palhus,...

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