Instructional Design Plan (IDP) for TRDV 451, Spring 2018

Instructional Design Plan
Preparing an Electronic Personnel Action Form (EPAF) for
Student Workers Using RUAccess.
Instructional Systems Design (TRDV 451)
Mary Hauser
Spring 2018

Mary Hauser
2
TRDV 451: Instructional Design Plan
Goal Statement and Main Steps
A. Overview of Training Initiative
This training is being conducted to provide administrative and clerical staff responsible for processing
student employment a guide on successfully entering information into RUAccess
B. Goal Statement
Student worker supervisors and clerical staff will create new payroll records accurately, and
troubleshoot system errors on their own, using the online payroll system.
C. Learning Domain
Use Domain Rationale
Verbal Information
X Intellectual Skills Learner will need to analyze and make decisions based
on complex data and then manually entering information
into online system.
Psychomotor Skills
Attitudes
D. Main Steps: Be sure to change your text for these steps.
1. 2. 3. 4. 5. 6.
Access RU
Access and
navigate to
employee
services
page.
Click on
“Prepare
New EPAF”
from
available
options on
screen
Enter
student
information
and hire date
into system
Search for
position for
which
student has
been hired
Fill in all
fields as
requested in
form
Review work
for accuracy
and
completeness

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3
Goal Analysis.
Main Step 1: Access RU Access and navigate to employee services page.
1.1 Navigate site to click on “Employee Services Tab”
1.2 Click on ‘Electronic Personnel Action Form’ on next screen
Main Step 2: Click on “Prepare New EPAF” from available options on screen
2.1. On the screen listing “EPAF Originator Summary”, New EPAF, etc, you will choose
“New EPAF”
Main Step 3: Enter student information and hire date into system
3.1. Enter student ID into field
3.2. Enter the query date in MM/DD/YYYY format
3.3. Chose appropriate student employment category
3.4.If any positions pop up, make note if they pertinent to position
3.4.1. If pertinent, copy or write position
3.5. Click ‘go’ to move to the next screen
Main Step 4: Search for position for which student has been hired
4.1. Click on magnifying glass search button
4.2. On the next screen, click on the appropriate employee class
4.3. Click on the “all” under COA
4.4. Under Budget Organization, find the organization number which is associated with the
student employment role and click “go”
4.5. Under search results, click on the position number that is associated with the role you are
entering.
4.6. On next screen, enter the suffix number
4.6.1. If student has never had position, enter “00”
4.6.2. If student has held position before enter the next consecutive number (“01, 02, 03”)
4.7. Click ‘go’
Main Step 5: Fill in all spaces as requested on the form
5.1. Enter home organization number (same as organization number)
5.2. Enter Distribution Org (same as organization number)
5.3. For location code, choose from list on dropdown where the student will be located for the
work.
5.4. For FTE, refer to conversion table (job aid is available) to calculate
5.5. Enter how many times the student will be paid under “factor”
5.6. Enter how many pay periods there will be (usually the same as fctor above)
5.7. Enter the salary or totally pay (hourly)
5.8. Enter the organization that is paying for this student’s salary (usually the same as the
organization)
5.9. Enter supervisor ID number
5.10. Enter the date the employment will end ( under “End New Job”) in MM/DD/YYYY format
5.11. Enter supervisor’s net ID
5.12. Enter manager’s net ID
5.13. At end of table click on “Save and add new rows”
Main Step 6: Review work for accuracy and completeness
6.0 Scroll to top and review all information against your own personal records
6.1 Click submit
Things Learners Should Already Know or Know How to Do

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● Turn on the computer
● Use the internet
● Gather information for data entry (student information, position information)
● Know how to prepare a paper PAF (Personnel Action Form)
● Know who the supervisor and manager are

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Learner Analysis
Information
Categories
Data Sources Learner Characteristics
1. Entry behaviors On site verbal survey Learners have basic computer
and internet proficiency; many of
them already know how to
prepare a paper PAF and have
some idea of student
employment practices.
2. Prior knowledge of topic
area
On site verbal survey Learners will have limited to no
knowledge of preparing paper
Personnel Action Forms (PAFs)
but are aware this is a process
and may or may not know about
the student hiring process.
3. Attitudes toward content Observations, one on one interviews,
post training level 1 evaluation
Learners are willing to learn this
as it is required for their job, and
any previous experience doing it
with many errors have made
them frustrated and complain
about the system and how it
works.
4. Attitudes toward
potential delivery system
Observations, one on one interviews,
post training evaluation
Learners will prefer to be trained
in a computer lab, or with a live
demo.
5. Motivation for instruction
(ARCS)
Survey, evaluation or interview Learners do not feel very
confident in their knowledge or
abilities to complete EPAFs
because of how clunky the
system is, how many errors they
have had and also because of
everyone’s complaints about
using the system. Providing this
hands-on experience will
improve their confidence and
satisfaction by being better
prepared to prepare the EPAFs,
and by making fewer errors.
6. Educational and ability
levels
Employer provided information Learners have at the least a high
school education and many have
advanced degrees. They are
native English speakers and can
read and write at a proficient

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level. They are also computer
and internet proficient.
7. General learning
preferences
Survey, informal interview and
observation
Learners prefer to learn in a
small setting, hands-on
environment. They would prefer
to have job aids listed online, but
initial training in person.
8. Attitudes toward training
organization
On site observations; comments on
level 1 evaluations
The attitudes are mixed; some
are open to learning the process,
some are apathetic, as they may
not be engaged in their tasks but
do recognize the importance of
attending the training because of
their roles.
9. General group
characteristics
On site observations, informal
interviews, questionnaires
Heterogeneity:
We expect the majority of the
attendees to be women
Size: The projected attendance is
five to 15 people
Overall impressions:
Learners are professional and
courteous and are open to asking
questions and helping each other
understand the materials. They
are also quick to point out any
frustrations or issues they are
encountering or have
encountered in the past.

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Performance Objectives
Performance Objectives
Step Matching Performance Objective
1: Access RU Access and
navigate to employee services
page.
Upon logging onto the internet (CN), the learner will
navigate to the RUAccess website.
1.1. Log on to internet Learner will open the appropriate internet browser
1.2. Navigate to RUAccess Once the internet browser is open, participant will type in
the RU Access URL in the address field
1.3. Log into RUAccess using ID
and password
Once in the RUAccess portal, participant will log in using
their NetID and password
1.4. Once in RUAccess, navigate
to Employee Services tab
Upon entering RUAccess, participant will locate the
“Employee Services” tab from the main menu
1.5.Choose “Electronic Personnel
Action Forms (EPAF)” from
the list of options
Once review of the options under the Employee Services
tab, participant will identify and choose ‘Electronic
Personnel Action Forms.
2. Click on “Prepare New
EPAF” from available
options on screen
Having navigated to the correct page, choose the correct
option listed on the page to begin the process.
2.1. On the screen listing
“EPAF Originator Summary”,
“New EPAF”, etc, you will
choose “New EPAF”
From the options listed on the page (“EPAF Originator
Summary”, “New EPAF”, etc.,) choose “New EPAF” from
options.
3: Enter student information and
hire date into system
With the student information available, enter the student
biographic information in to the system.
3.1. Check to see if student is
eligible for Federal Work
Study funds
Upon arriving at the EPAF landing, determine if the EPAF
is for an undergraduate student and if so, check for FWS
eligibility.
3.2.Check to see if student is
Study funds
With the student information available, enter student’s ID
number into ID field
3.3. Enter the query date ( the
first date of employment)
With the given hire date, enter query date into query date
field in the MM/DD/YYYY format

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4: Search and choose position
for which student has been
hired
Given the criteria of the student’s job, search for and
correctly choose the student’s employment role.
4.1. Click on search icon Once student’s bio info has been entered, locate and click
on the magnifying lens icon to search
4.2. Choose the appropriate job
class from the dropdown
With the information gleaned from searching for the
student’s FWS status, under ‘employee class’ click on the
carrot to choose what class of employee the student is
class from the dropdown and click
institution’s name
From the available information presented on the screen, the
participant will choose the appropriate campus name where
student will be employed.
4.4. Search for the office which the
student will be working under for
the “budget organization”
In the list provided, search for and find the budget
associated with the office which is hosting the student
position.
4.5. Click on correct role when it
appears at the bottom of the table
Once the table with the matching roles appear, locate and
click on that role.
4.6. Enter ‘00’ for the suffix for the
position
Place cursor in the suffix position box and enter the digits as
required.
5: Complete all information
requested on the form
Based on the information collected prior to beginning the
process, accurately fill in all the requested information on
the form.
5.1. Enter the home organization’s
number
With the information provided by employer, enter the
organization’s number
5.2. Choose the location of the
role from the dropdown
From the available information presented on the screen, the
participant will choose the appropriate institution name
where student will be employed.
5.3. Under ‘job type’ choose
whether this is student’s primary or
secondary job
Participant will change the listing from primary to
secondary, or keep the same, depending on the information
made available prior to starting.
5.4. Calculate the FTE based on
the handout provided at training
Using the handout provided by training staff, the participant
will locate the FTE amount and enter this information.
5.5. Enter the factor and pays
(they are the same number)
Using the same handout, participant will determine the
number of pays and factor by semester.
5.6. Enter numerical amount of
pay
Using the information provide by employing party, the
participant will enter the dollar amount in this box.
5.7. Enter the organizational
budget number from where
funding will be sourced
With the information provided by employer, enter the
organization’s number
5.8. Enter supervisor’s ID number Once arriving to this step, using the information provided
by employer, the participant will add the supervisor’s ID
number

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6: Enter routing queue
recipients
From the role’s information, and from the user interface,
correctly identify the staff who will need to approve the
EPAF.
6.1. Enter the supervisor,
manager, Student Employment
Review, HR, and payroll
usernames by using the search
button
Using the software tool itself, the participant will search and
locate each person’s NetID and enter into appropriate row
in the table.
6.2. Click “save” Participant will click save once they have confirmed all
information has been entered as requested.
7. Review work for accuracy
and completeness and
submit
Having reviewed and entered all the information crosscheck
all information against records for accuracy and submit.

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Assessment Plan
Performance Objective Parallel Test Item
1: Access RU Access and
navigate to employee services
page.
Live performance: While being observed by the
instructor(s), learners will be required to follow specific
steps (the subskills listed below) to correctly navigate and
log into RU Access. Evaluator(s) will use checklist to judge
performance.
1.1 Log on to internet Live performance (see objective for skill 1.0) – checklist
evaluation
1.2. Navigate to RUAccess Live performance (see objective for skill 1.0) – checklist
evaluation
1.3.Log into RUAccess using ID
and password
Live performance (see objective for skill 1.0) – checklist
evaluation
1.4.Once in RUAccess, navigate to
Employee Services tab
evaluation
1.5.Choose “Electronic Personnel
Action Forms (EPAF)” from
the list of options
evaluation
2. Correctly identify and choose
“Prepare New EPAF” from
available options on screen
steps to start the EPAF process.
2.1. On the screen listing “EPAF
Originator Summary”, “New
EPAF”, etc, you will choose
“New EPAF”
steps to start the EPAF process.
3: Enter student information and
hire date into system
steps to enter student information in the EPAF form.
Evaluator(s) will use checklist to judge performance.
3.1.Check to see if student is
Study funds
evaluation
3.2. Enter student’s ID Live performance (see objective for skill 3.0) – checklist
evaluation
3.3. Enter the query date ( the
first date of employment)
evaluation

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11
4: Search and choose position
for which student has been
hired
steps to create a new appointment for an upcoming meeting.
4.1. Click on search icon Live performance (see objective for skill 4.0) – checklist
evaluation
class from the dropdown
evaluation
4.3. Click institution’s name Live performance (see objective for skill 4.0) – checklist
evaluation
4.4. Search for the office which the
student will be working under for
the “budget organization”
evaluation
4.5. Once the Click on correct role
when it appears at the bottom of
the table
evaluation
4.6. Enter ‘00’ for the suffix for the
position
evaluation
5: Complete all fields on the
form
While being observed by the instructor(s), learners will be
required to follow specific steps to complete the form with
all required information entered correctly. Evaluator(s) will
use checklist to judge performance.
5.1. Enter the home organization’s
number
evaluation
5.2. Choose the location of the
role from the dropdown
evaluation
5.3. Under ‘job type’ choose
whether this is student’s primary or
secondary job
evaluation
5.4. Calculate the FTE based on
the handout provided at training
evaluation
5.5. Enter the factor and pays
(they are the same number)
evaluation
5.6. Enter numerical amount of
pay
evaluation
5.7. Enter the organizational
budget number from where
funding will be sourced
evaluation
5.8. Enter supervisor’s ID number Live performance (see objective for skill 5.0) – checklist
evaluation

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12
6: Complete all fields on the
form
steps to include all correct staff as routing queue recipients.
6.1. Enter the supervisor,
manager, Student Employment
Review, HR, and payroll
usernames by using the search
button
evaluation
6.2. Click “save” Live performance (see objective for skill 5.0) – checklist
evaluation
7.0 Review work for accuracy
and completeness and
submit
steps ensure all work has been entered accurately and
completely. Evaluator(s) will use checklist to judge
performance.

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13
Instructional Strategy
PREINSTRUCTIONAL ACTIVITIES
MOTIVATION:
Participants are seasoned and new clerical and academic staff who have continually reached out to the
Career Development Office to ask for assistance in entering EPAFs into RUAccess. This results in
much frustration on both sides, as workflow is interrupted, and the errors are prohibitive to efficiency.
-Instructor asks room full of participants, “How many times have you tried to enter an EPAF on your
own but keep getting an error message you can’t make sense of? <takes note>
- How much time do you waste each time you prepare an EPAF incorrectly and must go back into
RUAccess to fix the errors?
Instructor will give an overview of what the EPAF is used for, and why attending the training
today will provide the learners with the tools to help them process EPAFs with no errors and
less frustration, thereby increasing their productivity and efficiency of the office overall.
Objectives:
The objective is written out on the PowerPoint slide and projected on the main projector in the
computer lab.
Student worker supervisors and clerical staff will create new payroll records accurately, and
troubleshoot system errors on their own, using the online payroll system. This is comprised of:
- Access RU Access and navigate to employee services page.
- Correctly identify and choose “Prepare New EPAF” from available options on screen
- Enter student information and hire date into system
- Search and choose position for which student has been hired
- Complete all fields on the form
- Enter routing queue recipients
- Review work for accuracy and completeness and submit
Stimulate recall of learners’ prior knowledge/skills:
Instructor will give an overview of what RUAccess is and what it is used for in each person’s context.
Clerical and administrative employees use the portal to check their time leaves, paycheck stubs, and for
some who are enrolled in classes, allows them to register online. For faculty, they post grades in addition
to some of the same functions the clerical and administrative employees do.
ASSESSMENT
PRETESTS:
N/A
POSTTESTS: At the end of the training session, learners will be asked to correctly perform 6 tasks in
front of an instructor/training assistant. These tasks are:

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- Access RU Access and navigate to employee services page.
- Correctly identify and choose “Prepare New EPAF” from available options on screen
- Enter student information and hire date into system
- Search and choose position for which student has been hired
- Complete all fields on the form
- Enter routing queue recipients
- Review form for accuracy and submit
Learners will be provided with information to facilitate each of these tasks. Successful completion of
each task will result in a ‘satisfactory’ mark being made by the observing instructor/training assistant.
FOLLOW-THROUGH ACTIVITIES
Job Aid #1:
A complete, comprehensive how-to guide complete with screenshots and troubleshooting details.
Job Aid#2:
An animated PowerPoint presentation similar to the guide, but with voice-over guided how-to steps.
PERFORMANCE OBJECTIVES SUBORDINATE TO MAIN STEPS
Objective 1: Access RU Access and navigate to employee services page.
Objective 1.1. Log on to internet
Objective 1.2. Navigate to RUAccess
Objective 1.3. Log into RUAccess using ID and password
Objective 1.4. Once in RUAccess, navigate to Employee Services tab
Objective 1.5. Choose “Electronic Personnel Action Forms (EPAF)” from the list of options
Objective 2: Correctly identify and choose “Prepare New EPAF” from available options on screen
Objective 3: Enter student information and hire date into system
Objective 3.1. Check to see if student is eligible for Federal Work Study funds
Objective 3.2. Check to see if student is eligible for Federal Work Study funds
Objective 3.3. Enter the query date (the first date of employment)
Objective 4: Search and choose position for which student has been hired
Objective 4.1 Click on search icon
Objective 4.2. Choose the appropriate job class from the dropdown
Objective 4.3. Choose the appropriate job class from the dropdown
Objective 4.4. Search for the office which the student will be working under for the “budget
organization”
Objective 4.5. Click on correct role when it appears at the bottom of the table
Obkective 4.6.Enter ‘00’ for the suffix for the position
Objective 5: Complete all fields on the form
Objective 5.1. Enter the home organization’s number

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Objective 5.2. Choose the location of the role from the dropdown
Objective 5.3. Under ‘job type’ choose whether this is student’s primary or secondary job
Objective 5.4. Calculate the FTE based on the handout provided at training
Objective 5.5. Enter the factor and pays (they are the same number)
Objective 5.6. Enter numerical amount of pay
Objective 5.7 Enter the organizational budget number from where funding will be sourced
Objective 5.8. Enter supervisor’s ID number
Objective 6: Enter routing queue recipients
Objective 6.1. Enter the supervisor, manager, Student Employment Review, HR, and payroll
usernames by using the search button
Objective 6.2. Click “save”
Objective 7: Review work for accuracy and completeness and submit
Content Presentation
● An animated PowerPoint is presented to class with each section broken down by objective (for
instructor’s info)
● Learners are guided online using instructor’s commands and the PowerPoint projection
● Learners are handed complete step-by-step instructions as a how-to guide meant to be used as
a job aid during instruction and afterwards as well.
Student Participation
● Students sit at individual computers in a computer lab; they are able to view the PowerPoint
presentation from any place they are seated.
● Participants follow the prompts to enter the information as they move through each section of
the session
● Participants can use job aid to assist them.
Feedback
After each section/objective is met, instructor will ask if there are any questions or confusion and go
over the parts if there is a confirmation of confusion or questions.
At the end of the class, more time for questions, and a reminder that this course’s materials are
available online in the LMS for ease of access

Instructional Design Plan (IDP) for TRDV 451, Spring 2018

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