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ERP Training Proposal
ERP Training Proposal
ERP Training Proposal
ERP Training Proposal
ERP Training Proposal
ERP Training Proposal
ERP Training Proposal
ERP Training Proposal
ERP Training Proposal
ERP Training Proposal
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ERP Training Proposal

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  • 1. IT Needs Analysis Project Proposal for SOAR Software Training Date: April 7, 2005 Contact Name & Dept. Phone Email Business Owner Chuck Knight 601-266-5952 Chuck.Knight@usm.edu Lead April Jordan 601-266-6706 April.jordan@usm.edu Committee N/A N/A N/A Members Executive Summary___________________________________________________________________2 Requested by: _______________________________________________________________________2 Phone number/email: __________________________________________________________________2 Desired Due Date:____________________________________________________________________2 Hard Due Date:_______________________________________________________________________2 Description of the Project_______________________________________________________________2 Assumptions / Inclusions_______________________________________________________________2 Exclusions__________________________________________________________________________3 Objectives___________________________________________________________________________3 Success Factors______________________________________________________________________4 Skill sets and Resource requirements_____________________________________________________4 Responsibilities_______________________________________________________________________8 Recommendation_____________________________________________________________________8 Implementation Plan___________________________________________________________________8 Justification__________________________________________________________________________9 Any Other Major Activity/Issues__________________________________________________________9 Risks and Claims if you don’t do it_______________________________________________________10 Attachments________________________________________________________________________10 SLA Requirements for Ongoing Support__________________________________________________10 iTech needs assessment iTech Proprietary
  • 2. Executive Summary iTech’s Training Services will have a role in training the university’s ERP software that will impact departments outside of iTech. The staffing of this office needs to reflect the level of participation. This team serves the Southern Miss community in many aspects of training for all campuses. Requested by: Phone number/email: Chief Information Officer Desired Due Date: Hard Due Date: FY06 May 1, 2005 Description of the Project The training team's mission is to facilitate knowledge transfer, ensure that up-to-date training documentation is accessible, and bridge the technology gap for the Southern Miss workforce. The training team is committed to helping those people who have difficulty utilizing the computer and various software programs so they can be more at ease while doing their jobs. Assumptions / Inclusions • Training Services is currently asked to provide training for these ERP software classes; implementations that incur a need for additional classes may require supplementary training and/or resources to meet demand. Number in parentheses indicates the number of classes taught during the fiscal o SOAR/Grade Entry (3) o Bio/Demo & Student Enrollment (9) o Navigating & Printing in 8.0 (8) o Registering Students in 8.0 (19) o Faculty Express (30) o Honors and Awards (49) o Query Refresher (10) o Query - Run Only (41) o Class 1 - one table only (14) o Class2 - Multiple Tables (25) o Search/Match (6) o Printing Transcripts in batch (52) o Student Data Report (20) • Training administration is requested for the above classes in addition to the following. o Monthly Detail Report (57) o View Purchase Orders (15) o Paperless Pay (275) o Purchasing Workflow – Requestor (358) iTech needs assessment iTech Proprietary
  • 3. o Purchasing Workflow – Approver (10) o View Budgets (294) o Expense Distribution Report (41) o Red & White Sheet Exception Reporting (new- will impact 1609 employees@15/class= 108) • Training Administration will include: o Reserve Room based on dates requested o Enter class information on EE for registration o Create class session in PS o Monitor emails from registration and phone calls and approve/disapprove o Enter people into classes in PS o Run roster query o Email roster to person training class o Email reminder to participants with access request information • Follow up support will be provided to assist participants on using the software after training. • Projected training is approximately 478 classes per year across 136 organizations throughout the campus community to include remote locations. (Projections based on historical data) • Trainer’s knowledge should include familiarity of adult learning theories. • Trainers will gain knowledge via “train-the-trainer” method when applicable. • Participants are provided adequate time away from work duties to attend training. • Participants will complete workshop evaluations after each training session is complete. • Participants will complete assessments prior to, and upon completion of training to measure the success of knowledge transfer from training. • Adequate funding is available for training materials to conduct these classes. • Adequate computer hardware is available to accommodate hands on training in a physical environment conducive to learning. • Defined physical space for training classes in all locations including remote campuses. Exclusions • Training students in any capacity unless required for employment at the university. • Federated or distributed services • Training local services within a college or department to include individualized business process not consistent with the software being taught. • Follow up support that involves problem solving issues where the trainee is being asked to manipulate or gather reports with the department’s data where a technical support person should be consulted. Objectives • Level One Evaluation: Reaction to training (How did the learner feel about the training experience? Did they like it?) Goal is to reach at least a 3 out of a possible score of 5 for each question on the evaluation. o Trainers display clear understanding of the topic. o Trainers are able to hold the attention of the participants. o Trainer’s explanations were clear. o Trainers make good use of examples and/or demonstrations. o Course materials were well prepared and carefully explained. o Presentation of materials was well organized. o Participants were encouraged to ask questions. iTech needs assessment iTech Proprietary
  • 4. o Participants received meaningful answers to their questions. o Instructor’s appearance and behavior are deemed professional. o Facility acknowledged as being conducive to learning. o Participant allowed adequate time for hands-on activities. • Level Two: Learning (What skills, knowledge, or attitudes have changed? And by how much?) o Determine each person’s skill set prior to the desktop software training program by using a pre-test, and improve the individual’s skill set of each product taught by 75% based on post test scores gathered upon workshop completion. o Information taught gauged as job applicable. o Increase participants’ productivity expectations based on customer satisfaction survey. • Deliver training within timeframe needed for job performance improvement. • Deliver training in a manner understandable to all levels of skill sets Success Factors • Level One Evaluation o Score of at least 3 out of 5 on training evaluation forms. • Level Two Evaluation o 75% improvement of individual’s skill set for each product taught. o Participant has expected increase in productivity from learning. • Training is delivered in conjunction with the need for performance improvement. • Training is delivered in a manner understandable to all levels of skill sets. Skill sets and Resource requirements Skill sets • Trainer o Adult Learning Understanding o Career Development Theories and Techniques Understanding o Competency Identification Skills o Computer Competence o Electronic Systems Skill o Facilities Skill o Performance Observation Skills o Subject Matter Understanding o Training and Development Theories and Techniques Understanding o Industry Understanding o Writing Skill o Business Understanding o Delegation Skill o Organization Behavior Understanding o Organization Understanding o Project Management Skill o Records Management Skill o Coaching Skill o Feedback Skill o Group Process Skill o Negotiation Skill o Presentation Skill o Questioning Skill o Relationship Building Skill o Data Reduction Skill o Observing Skill iTech needs assessment iTech Proprietary
  • 5. o Self Knowledge o Visioning Skill • Documentation Development o Adult Learning Understanding o Career Development Theories and Techniques Understanding o Competency Identification Skills o Computer Competence o Electronic Systems Skill o Objectives Preparation Skills o Performance Observation Skills o Subject Matter Understanding o Training and Development Theories and Techniques Understanding o Research Skill o Industry Understanding o Writing Skill o Business Understanding o Cost-Benefit Analysis Skill o Organization Behavior Understanding o Organizational Development Theories and Techniques Understanding o Organization Understanding o Project Management Skill o Records Management Skill o Feedback Skill o Group Process Skill o Negotiation Skill o Questioning Skill o Relationship Building Skill o Data Reduction Skill o Intellectual Versatility (Creative Thinking) o Model Building Skill o Observing Skill o Self Knowledge o Visioning Skill • Administrative o Computer Competence o Electronic Systems Skill o Facilities Skill o Subject Matter Understanding o Research Skill o Industry Understanding o Writing Skill o Business Understanding o Cost-Benefit Analysis Skill o Delegation Skill o Organization Behavior Understanding o Organizational Development Theories and Techniques Understanding o Organization Understanding o Project Management Skill o Records Management Skill o Feedback Skill o Group Process Skill o Negotiation Skill iTech needs assessment iTech Proprietary
  • 6. o Questioning Skill o Relationship Building Skill o Data Reduction Skill o Intellectual Versatility (Creative Thinking) o Model Building Skill o Observing Skill o Self Knowledge • Statistician o Computer Competence o Electronic Systems Skill o Subject Matter Understanding o Research Skill o Industry Understanding o Writing Skill o Business Understanding o Cost-Benefit Analysis Skill o Organization Behavior Understanding o Organization Understanding o Project Management Skill o Records Management Skill o Feedback Skill o Questioning Skill o Relationship Building Skill o Data Reduction Skill o Intellectual Versatility (Creative Thinking) o Self Knowledge • Support o Adult Learning Understanding o Competency Identification Skills o Computer Competence o Electronic Systems Skill o Performance Observation Skills o Subject Matter Understanding o Training and Development Theories and Techniques Understanding o Research Skill o Industry Understanding o Writing Skill o Business Understanding o Cost-Benefit Analysis Skill o Organization Behavior Understanding o Organizational Development Theories and Techniques Understanding o Organization Understanding o Project Management Skill o Records Management Skill o Coaching Skill o Feedback Skill o Negotiation Skill o Questioning Skill o Relationship Building Skill o Data Reduction Skill o Intellectual Versatility (Creative Thinking) o Observing Skill iTech needs assessment iTech Proprietary
  • 7. o Self Knowledge Training • Trainer o Computer and Peripheral Training o Customer Service Training o Adult Learning Skills Development Training o Facilitation Training o Communications Training o Curriculum development Training o Time Management Training o Sexual Harassment Training o Legal Compliance Training • Documenter o Computer and Peripheral Training o Instructional Design and Development o Communications Training o Time Management Training o Research Training o Legal Awareness Training • Administrative o Computer and Peripheral Training o Communications Training o Time Management Training o Business and Policy Awareness Training o Departmental Orientation Training • Statistician o Computer and Peripheral Training o Communications Training o Statistical data collection and analysis training o Time Management Training • Support o Computer and Peripheral Training o Customer Service Training o Communications Training o Sexual Harassment and Legal Compliance Training o Telephone Etiquette Training o Time Management Training o Departmental Orientation Training Resource requirements • .3 Trainer (286 classes/yr * avg. 2 hrs/class / 2080 hrs/yr) • .2 Documentation (21 different classes to maintain* avg. 20 hrs/class to create and update documenation1 / 2080 hrs/yr) • .6 Administrative (2 hrs avg. scheduling + 2 hrs avg. recording data) * 307 classes/yr / 2080 hrs/ yr • .1 Statistician (no data to support requirements SWAG) • .13 Support (5 hours support * 1 trainers per week * 52week/2080 hrs/yr) 1 Ford, Donald J. (1999). Bottom-Line Training. Houston, Texas: Gulf Publishing. (On page 87, Dr. Ford indicates a 30:1 ratio of advance preparation time to one hour of instruction; therefore, based on that benchmark the results indicated above are conservative estimates.) iTech needs assessment iTech Proprietary
  • 8. Responsibilities Trainer Documentation Administrative Statistician Support • Designs training curriculum to include session goals and objectives, homework assignments, and in- class exercises; makes any pre-class preparations that are needed prior to training. • Writes training documentation and manuals that facilitates the knowledge transfer for the various software supported programs and other university related training that is conducted. Updates manuals to reflect changes in processes as well as changes in software versions. • Manages the creation, organization, and publication of various training documents using both intranet network drives and a Web based document management system. • Ensures that participant materials are updated and in adequate supply to accommodate each training participant. This includes, but is not limited to training documentation, exercises, and sign in forms. • Schedules training sessions to meet the needs of the university community. This includes entering the information into PeopleSoft for tracking purposes, scheduling classes, posting available class information on the Expanding Excellence Web site, tracking registration, and securing facilities. • Creates an environment where trainees are not delayed by an unprepared instructor. This includes arriving to class early; ensuring materials are available, ensuring that equipment is in good working order, and that training ID’s and examples have been tested. • Conducts training sessions explaining the specifics of a process, providing hands-on opportunities for employees to practice the process, and providing reinforcement of key concepts. • Assists the campus community with a wide variety of follow up questions relating to training, login and password information, and security, in addition to communicating security changes and set up information to each trainee. • Maintains databases that reflect training session data, such as processes covered, employees in attendance, dates and times of sessions, and manual distribution (initial distribution, updates, and version changes). Prepares monthly report of training and other activities undertaken. • Ensure that weekly status reports are turned in timely and complete any other reporting requirements as requested by the supervisor. • Performs computer maintenance for assigned computer, and computers in iTech training labs to ensure they are updated with the latest antivirus software, operating systems updates, and software updates on a regular basis. • Keeps the iTech Training Website current to include accurate content and working links to documentation and tutorials. • Researches and recommends tools and processes to improve, and facilitate delivery of training to campus. Remains current on industry teaching methods. Recommendation • No one-on-one training as it is not cost effective or efficient use of time. • Nominal fees incurred to a department for class participants who do not show up at training without prior notice. • For remote classes with less than 4 people in a class requires remote location to fund travel Implementation Plan iTech needs assessment iTech Proprietary
  • 9. Justification • The expense of outsourcing these training programs would be costly, and the learning curve for an outside consultant to learn the SOAR and SOARFIN systems as this university utilizes them would be great. • A ROI study was considered, however, the following two pieces of information, taken from a list of Dr. Phillips’ FAQ’s for ROI, lead to the conclusion that our training programs would not be candidates for ROI. o Is it appropriate to do ROI for every program? Only a few select programs should be subjected to evaluation through the fifth level of evaluation (ROI). Ideal targets include programs that are very expensive, strategic, operationally focused, and highly visible and those that involve large target audiences and have management attention in terms of their accountability. In most organizations using this methodology, only about 5-10% of the programs are selected for ROI analysis each year. o Which programs are not suited for ROI analysis (but may still achieve a positive ROI)? Certain programs should not be evaluated all the way through to ROI. The following programs are not appropriate for ROI: mandatory programs, compliance programs, legally-required initiatives, very specific operational job-related programs, brief programs, information-sharing programs, entry-level programs, new-to-the-job issues, and programs intended to align the individual with the organization. • Departments currently indicate that workloads are very heavy; therefore if training becomes the responsibility of the departments, quality and quantity of training are at risk of diminishing. • Charging a nominal fee for participants who do not give adequate advance notice of their absence for a training class will discourage ‘no-call/no-shows’, thus allowing other employees an opportunity to register for an otherwise empty seat. Project: SOAR Software Training SECTION A - Budget Summary by Categories Year 1 Year 2 Year 3 1 Personnel $ 45,500.00 $ 47,775.00 $ 50,163.75 $ 143,438.75 1 Fringe Benefits (Rate 30%) $ 13,650.00 $ 14,332.50 $ 15,049.13 $ 43,031.63 2 Student Wages $ - $ - $ - $ - 3 Training & Travel $ 500.00 $ 550.00 $ 600.00 $ 1,650.00 4 Conf & Travel $ 9,500.00 $ 9,500.00 $ 9,500.00 $ 28,500.00 5 Commodities $ 6,600.00 $ 7,350.00 $ 8,100.00 $ 22,050.00 6 Equipment & Software $ - $ - $ - $ - 7 Contractual $ 1,450.80 $ 1,450.80 $ 1,450.80 $ 4,352.40 8 Other (includes debt retirement) $ - $ - $ - $ - TOTAL Costs (Lines 1 through 8) $ 77,200.80 $ 80,958.30 $ 84,863.68 $ 243,022.78 Any Other Major Activity/Issues N/A iTech needs assessment iTech Proprietary
  • 10. Risks and Claims if you don’t do it 1. Incurred costs for taking class through external vendors 2. Productivity lost for time away from work to conduct internal training 3. Potential loss of documented procedures 4. Lower productivity due to lack of knowledge 5. Proficiency in daily routine business processes involving computers or technology Attachments SLA Requirements for Ongoing Support N/A iTech needs assessment iTech Proprietary

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