PowerPoint Presentation

Launching Adobe ConnectAccessing Online TrainingWelcome to Launching Adobe Connect. 1How to access Adobe Connect

Adobe Connect systems definitions and differences

Features associated with Adobe Connect (recorded sessions)

Objectives123

During this session, we will discuss the Adobe Connect system, including their definitions and differences, as well as the process for connecting to Adobe Connect. Finally, we review several frequently asked questions and provide details that Regional Workforce Boards (RWBs) are looking for. 2There are Two Different Adobe Connect systems Live sessions are conducted in one system Recorded sessions are posted in another

There are two different Adobe Connect systems. One of the systems allows the Department of Economic Opportunity or DEO to conduct live webinars, like todays session. The other Adobe Connect system allows us to post recorded sessions for staff to complete. 3Why have Two Different systems? One system does not require individual log in. The other system Does require a unique User Name and Password combination and Tracks hours completed in training.So, why do we have two different systems? The first system the Department of Economic Opportunity (DEO) began using is the system used for live sessions or webinars. This system is actually hosted by Adobe. The Adobe company ensures that we have an Internet address for each webinar that we host. Because the regional staff or other stakeholders do not log into the Adobe Connect system to participate in webinars, attendance is not tracked by each user. The Adobe Connect system that we use to post recorded training sessions was purchased and brought in-house. This solution was cheaper for the creation and distribution of recorded presentations, such as Tier One. This system requires the staff member to log in using a User Name and Password combination. This Adobe Connect system does track each individuals time and attendance in the training system. 4The webinars are hosted by DEO in Adobe Connect. Many regions have groups log in from a conference or training room. Each session is planned in advance and have an unique Internet address.

Recorded sessionsThe recorded sessions are completed by individual users. Each individual logs into Adobe Connect at http://deotraining1.awi.state.fl.us. Because each individual logs in, participation and status are tracked.Live webinarsSo, how do we know the difference between the two systems? The system DEO uses to host Internet-based meetings and webinars is accessed by the RWBs using a meeting-specific Internet addresses. Think of this system as a meeting or training room. The Internet-address is the specific address for that meeting or training. These Internet addresses are posted on the Internet through the DEO website, which we will review later.

The recorded sessions are all posted to the Adobe Connect system through one portal. The staff member must log into the URL on this screen using their User Name and Password combination. 5

Adobe Connect Live WebinarsTo get to the live webinar sessions, go to the DEO website at www.floridajobs.org. Mouse over the tab titled, Workforce Board Resources. A menu will display. On this menu, select, Program Training Calendar. 6

Adobe Connect Live WebinarsThe website will refresh to display the training calendar by month for the year. To see what training sessions have been scheduled during the month in question, click on the month in question. We recommend checking on this website each week to see if any new dates have been added. We also recommend using the Internet addresses and conference call information on this screen because it will have the latest information associated with planned webinars. 7

Erica Mott, Region 25Notice, when you are logging into the Adobe Connect system to watch a webinar, the title of the webinar is listed on the log in screen. Additionally, you enter as a guest. We recommend that you enter your name (or the name of the person logging in) and the RWB number. You do not need to tell us how many staff are with you here. We will take roll after you log into the webinar. What does this look like?8

Attendance PollsWhen staff log into Adobe Connect for a webinar, they will see this screen (unless they are late). On the right side, there are two attendance polls. First, the staff member states what region they are from. Next, the staff member indicates how many people are in the training room. If the staff member logged in from his/her computer, the staff member simply needs to select 1. If the staff member is participating in a computer lab but is logged in on an individual computer, the staff member should only select 1. If the staff member has logged into a webinar with several staff member in a training or conference room, the staff member selects the option in the second poll to indicate how many people are in the room under the one log-in identity. We only want to count each person one time in the poll. 9

At the end of each training, we will take you to the evaluation screen. If you are logged in from your own computer or a computer in a lab, please complete the evaluation. If you are a leader that has logged in a group, please have the leader completed the evaluation for the group. The goal is to secure feedback so we can make our webinars better. The information will be provided to trainers and managers in an anonymous fashion after the training session has ended. 10

Adobe Connect Recorded Sessions Now, lets look at the system we use to post recorded materials, such as Tier One. This is the log in screen where authorized staff members sign in to complete recorded sessions, such as Tier One. This is not posted to the Training Calendar page because it is not associated with the webinars. Notice there is no option to sign in as a guest? That is because, the staff member must have a User Name and Password combination to log into this system. 11

What if we forget the Internet-address?Frequently Asked QuestionThe Internet-address for the Adobe Connect system (recorded sessions) is now posted to the DEO website. You can mouse over the title Workforce Board Resources to access the Adobe Connect system. 12Features

Lets talk about some of the features of the Adobe Connect system. First, when a staff member logs into the Adobe Connect system, there are several tabs at the top of the screen. The only tab that will work for staff is the tab titled Home. If staff select Content, Training, Reports or Administration, the system will log the staff member out of Adobe Connect. 13Features

There is a second set of options on the top of the screen. These include, My Calendar, My Training, Training Catalog, and Resources. The most meaningful tabs are titled, My Training and Training Catalog. When the staff member selects My Training, all of the training courses assigned to the staff member are listed. This will include any training sessions the staff member self-enrolls in.

When the staff member selects, Training Catalog, the staff member will see a list of all training sessions that he or she can self-enroll in. Once the staff member self-enrolls to complete a course, the name of the course will display on the My Training page. 14Features

As you can see on this screen, the staff member is assigned to complete Tier One, a set of courses, as well as three individual courses. A curriculum is noted by a set of books in the left column. A single course is noted by a single open book in the left column. See the difference?

What is a curriculum? A curriculum is a series of courses that are put together for a specific learning purpose. When the staff member selects to access the Tier One courses, the staff member will see all of the courses associated with the curriculum title. 15Features

The staff member selected Tier One on the My Training page. The staff members computer opened a separate screen. As you can see here, all of the courses associated with Tier One are listed. Lets review. There are modules, which are noted with a folder icon. Each course under the folder icon are associated with the module title. Each module has one or more courses related to the topic. 16Features

Additionally, under each folder is a Study Guide associated with the related topic. To open and save the Study Guide, the staff member must select the green Open or Continue button. A separate screen will open to show the Adobe Acrobat PDF. The staff member and save or print the document to use during the training session. We recommend that the staff member simply save the document and use it on the computer. Why? These documents are large and may require a lot of paper and ink. 17Features

Notice that some of the titles are locked. This is because the staff member has not completed the pre-requisite for the course. The Tier One courses are listed in Adobe Connect system in a recommended order. The courses build off of information provided in previous sessions. The staff member must complete the pre-requisite successfully to unlock the next course listed under Tier One. 18Features

The green buttons allow access to the courses. If the button says Open the staff member has not started the course. If the button says Review, the staff member has started and completed the course. If the button says Continue, the staff member started the course but has not finished it. 19Features

This page has a refresh button. What is this button used for? When a staff member selects to open a training session, the computer will open the training in a separate window. The goal is to allow the staff member to close the presentation but remain in the system. This allows for easy navigation in the Adobe Connect system. If the staff member select the refresh button, the system will then indicate if the staff member has started or completed the training by changing the text inside the green buttons. 20

What about the Training Catalog? Frequently Asked Question

Lets talk a little bit more about the Training Catalog. Right now, we have classes about Adobe Connect. These sessions tell registered users how to use the Adobe Connect system. The sessions are short and helpful. The Tier One Study Guides are also listed under the Training Catalog. We are going to put more training sessions in the Adobe Connect system. Lets talk about training that you want in the Adobe Connect system. 21

Migrant Seasonal Farm Worker (MSFW) Agricultural Clearance Orders MSFW Services Trade Adjustment Assistance (TAA) Group Eligibility and Petition Filing Waiver of Training Requirement Veterans Employment and Training Services (VETS) 2011 Regional Training Part 1 2011 Regional Training Part 2What about the Training Catalog? These are training materials we currently have posted to the Internet that have voice over capabilities. Are any of these critical for your staff? 22

Wagner-Peyser (WP) Complaint Resolution System Instructions for Wagner-Peyser related Complaints Wagner-Peyser Back to Basics Wagner-Peyser Services in EFM Part 1 Wagner-Peyser Services in EFM Part 2 Job Orders Part 1 Job Orders Part II Wagner-Peyser Complaint Resolution OverviewWhat about the Training Catalog? Are any of these critical for your staff? 23

Welfare Transition (WT) Initial Assessment Welfare Transition Work Registration Educational ActivitiesWhat about the Training Catalog? Are any of these critical for your staff? 24 Workforce Investment Act (WIA) WIA Exit Closure Follow Up Youth Activities WIA Adult Eligibility Dislocated Worker Eligibility WIA Youth Eligibility Three Tier Service Delivery Literacy and Numeracy Gains Setting Younger Youth Goals Individual Service Strategy Supportive Services-Needs Related Payments Recording Job Placements WIA General Eligibility Family Income Attainment of Credentials, Degrees and Certificates Work Based TrainingWhat about the Training Catalog?

Are any of these critical for your staff? 25

Is Adobe Connect Tier One active? Frequently Asked QuestionThe Adobe Connect system is now activeWe are going to go through several questions that have been asked since Tier One launched. The first and most common question is is the Adobe Connect system ready for staff to use now? Yes, staff can access Tier One in Adobe Connect now. Staff can be enrolled in Adobe Connect and assigned Tier One for completion. 26

How do staff secure access to Adobe Connect?Frequently Asked QuestionTraining Coordinators fill out and send in the Adobe Connect Access Request FormSo, how do staff secure access to Adobe Connect? The Training Coordinator for the RWB fills out the Adobe Connect Access Form and sends it to the email address on the top of the form. The form was created in Adobe Acrobat. This means that the form does not have to be printed out. The Training Coordinator has to simply open the form, fill it out and email it to WFSTraining@deo.myflorida.com. 27

Should we send in an Adobe Connect Access Request Form for all staff at this time? Frequently Asked QuestionThe Adobe Connect Access Request Form is for staff who need to complete Tier OneAn Adobe Connect Access Request Form is not required for all staff right now. Focus on sending in access request forms for those staff who need to completed Tier One training. 28

What if the staff completed Tier One through Dynamic Works?Frequently Asked QuestionStaff who have been given access to Tier One in Dynamic Works should complete Tier One in Dynamic WorksSome staff members were provided access to Tier One in Dynamic Works. If staff were provided Tier One access via Dynamic Works, the staff member should complete Tier One in Dynamic Works. We do not want the region to forfeit any funds paid out through the Dynamic Works company. If the staff completed Tier One in the past, they do not have to complete the Tier One program again. However, there are materials that you might want your staff to look at. 29Tier One History and Structure of the Workforce Development System Customer Service Introduction Dealing with Difficult People Career Plan Development Assessments Career Exploration Planning Job Search Skills The Hidden Components of a Successful Job Search Getting Organized Getting Recognized Getting Heard Getting Hired Job Keeping Skills Retaining a Job Climbing the Career LadderThere are a variety of topics in the Tier One curriculum that you may want your staff to review. For example, there is the History and Structure of the Workforce Development System that includes information about Floridas system. You may have a staff member that needs customer service training. Staff can be assigned to complete the individual modules even if they are not required to complete Tier One again. Additionally, the system will record the amount of time the staff member spent in the module, how many times they accessed the information, etc. 30Tier One Employ Florida Marketplace Introduction to the System Conducting a Job Search Resume Development Accessing Training Sessions Labor Market Information

The topics also include Employ Florida Marketplace and Labor Market Information. The Training Coordinator can simply request that the module be assigned to the staff member. If the staff member is not in the Adobe Connect system, a access form will have to be received. 31

Should we maintain staff members Dynamic Works information?Frequently Asked QuestionTracking the completion of training and CEUs is a locally based processWe were asked if the RWBs should maintain staff members Dynamic Works Information. The answer is Yes. Certifications secured in that system are unique and independent of training offered by the DEO. These training sessions are important, and the time spent in the system may be used as Continuing Education Units or CEUs. Additionally, if the staff member secured a Tier One certificate through Dynamic Works, the RWB wants to maintain documentation to support successful completion. 32Dynamic Works

Dynamic Works Institute is a company that has a significant number of training topics. By going to their website, staff can log in or select to review the course catalog. The RWB may opt to pay to access certain courses. Other courses are free to members. The staff member simply needs to enter their Dynamic Works User Name and Password combination to start and complete these courses. The RWB should track the attendance and completion of courses based on local operating procedures. 33

What if the region purchased several Tier One packages that have not been assigned yet? Frequently Asked QuestionThe RWB should determine the most appropriate course of action, which may include using the Dynamic Works packagesSeveral RWBs reported that they purchased Tier One training authorizations or packages in bulk. The RWB has several Tier One authorizations that have not been used and do not want to waste the money that was spent on these training packages. What should the RWB do? The DEO cannot advise the RWB to secure a refund or forfeit money. The RWB has to determine the best course of action. We do not want the RWB to waste valuable dollars. So, the RWB can assign out these packages. Once the packages run out, the RWB can start to submit completed Adobe Connect Access Request Forms to DEO for new staff who need to complete Tier One and do not have an account to complete Tier One in the Dynamic Works system. 34

If a staff member transfers from another region, can we merge the accounts?Frequently Asked QuestionWe can update the account so the staff member does not lose any training dataIf a staff member moves from one RWB to another, simply let us know by filling out an Adobe Connect Access Request Form and stating that the staff has moved from another region. We can simply update the account to reflect the changes in the staff members phone number, address and company name. 35

Is there an exam in the Adobe Connect system?Frequently Asked QuestionAn exam is being created based on sound research in test development Right now, we do not have an exam in the Adobe Connect system. There are several reasons for this. First, we are reviewing the definition of certifications, the laws associated with establishing high stakes certifications and more. To ensure that we provide the regions with the best tools and update the policy appropriately, we are researching test development and testing processes associated with valid and reliable exams. At this time, we are working to create exams that are both appropriate for an online system. Each month, we will tell the regions where their staff are in the process of completing Tier One. 36

When will an exam be put in Adobe Connect?Frequently Asked QuestionSeveral exam forms will be loaded into Adobe Connect by the end of September 2012We plan on having several exams in Adobe Connect. We will provide information and testing guidelines prior to assigning exams to staff for completion. 37

Will the Adobe Connect system track time spent in the system?Frequently Asked QuestionThe system tracks time spent in the system Yes, the system will track the amount of time the staff member spent in the system. We have put a lot of components in the Adobe Connect system to try and manage time and attendance effectively. For example, the staff member can go back by selecting the Back button. The staff member, however, can also skip through the session quickly and miss information. We recommend telling your staff what your expectations are related to training completion, as well as time spent in the system. Staff members will be logged out if they are not actively participating in the online training materials after 10 minutes of inactivity. 38

What type of data will RWBs receive?Frequently Asked QuestionReports are being developed now for quarterly and annual delivery to the RWBsWe are working to develop reports now. We will provide you with the time it should take a staff member to complete the training materials, as well as how much time the staff member actually spent in the system. Our goal will be to provide this information quarterly and annually. Our goal will be to provide this capability to Training Coordinators later, as well as automate reports to ensure that the process is streamlined. Our goal is to provide this capability in the winter of 2012-2013. 39Template created by PresenterMedia.comQuestions and Comments

Are there any questions or comments? Remember, Training Coordinators can contact me at erica.mott@deo.myflorida.com.40