A Guide To Course Planning

Goal of Academy Training:
To use technology to create more efficient document processes, storage/retrieval systems, and make sharing documents easier.

Five Day Training Curriculum

• This training is designed for multiple organizations .
• The ideal participants for this training are: Preferably a combination of people from each organization, and at least one person from each organization who 1) is familiar with their organization's technology infrastructure, 2) understands how the data is gathered, used and stored and 3) works directly with clients to gathers, enters, and accesses the information.
• The location for this training is a central facility that offers one computer per Trainee, and a space that allows for both instruction and interaction.

Learning Objectives
How To Determine Learning Objectives

Upon completion of this course, participants will:

1. Be able to evaluate and map an existing paper or database document procedure and/or process.
2. Know how to use simple technologies for creating and sharing information and documents electronically.
3. Have applied technologies to modify a document procedure, and will have developed "best practices" for securing and sharing information with clients, staff, and partners.
4. Teach others to use new technology to execute more efficient document procedures.

Training Schedule

Prior to Academy (2 days)
Participants will complete a "log sheet" - trainees will track for two days the number of forms they handle and the number of files they handle, including multiple "contacts" with the forms or files. These "log sheets" will be provided to the Academy Trainers and TW developers to aid in course direction and TW design.

Day One (six hours)
A. Getting Started
1. Introductions (1 hour) The purpose of this exercise is for Trainees and Instructors to become familiar with one another and with their organizations. Please tell the group your name and something about yourself that is not already known by the group. Please tell the group about your organization, what it values and what it does. (Add in fun ice breaker and "getting to know you" excercise or game)
2. Self Assessment

B. Expectations (1 hour total, 20 minutes followed by 40 minutes group discussion of answers)
1. The purpose of this exercise is for Trainees to identify their expectations of the Academy and of themselves. The purpose of the discussion is to provide opportunities for Trainees to verbalize their expectations and have those expectations addressed by the Academy Instructor.

Trainee Expectations Analysis



C. Map your existing procedure (2 hours)
The purpose of this exercise is for Trainees to document their organization's information flow. A second purpose is for a partner organization to learn how another organization takes in and manages information.
1. With a partner, describe your work flow with emphasis on the documents you use and in what order. Your partner will write down the process as you talk.
2. Review, correct, or augment what your partner has written.
3. Switch roles, and write down your partner's procedure.

Map & Create a Document Procedure


D. Facilitated identification of similar processes, common documents or shared information. (2 hours)
1. The purpose of this exercise is for all participants to see which information and practices they share in common. Through this process and upon conclusion of the facilitated session, an information flow chart will be produced. The flow chart will help the organizations see how information is routed through and between agencies. Later, Trainees will use the flow chart to identify Best Practices. The flow-chart will also help the TW-team design an appropriate tool.


Day Two (six hours)

A. Technology Demonstration (total 2.5 hours)
1. Web2.0 overview: Wikis, google apps, facebook, twitter overview (coordinating on the move). Recommend we reserve generic 2.0 learning for later on, and as time permits, since this section is a lead in to Tiddlywiki. Maybe we can teach about wikis in general as a way to then introduce TW here?
2. In-class demo w/ Q&A
3. View demonstration video (10 mins)



B. Hands-On Technology Use (1.5 hours), paired groups.
1. Overview: "Walk-through" process with SOZO mock work-flow materials.
a. Person A acts as a client while Person B is a staff person, then switch roles. Trainees will practice entering data, saving data, associating documents, scanning, and retrieving information. Trainees will learn the basics of TiddlyForms and SharedRecords.
b. Break into groups of two. Select one person to be the Client and one person to be the Staff person. Roles will be switched so each person has an opportunity to experience both.

Scenario A:
A new client has been referred to your agency.
Tasks:
· Create a new client information record using the Client Intake TiddlyForm.
· Your agency requires each new client have a government issued photo ID. Scan the client's Photo ID using SharedRecords.
· Using SharedRecords, associate the scanned image with the client's TiddlyForm information record.
· Refer the client to a partner agency by emailing your partner the Client Intake TiddlyForm.
· Using SharedRecords, provide the Client with a bar-coded "receipt" for this visit, the referral, and reminder of their follow up appointment.

Scenario B: Client has returned for follow-up.
Tasks:
· Using the client's barcoded receipt, use the camera to read the bar code and retrieve the client information record.
· Alternatively, assume the Client has lost their receipt; retrieve the client information record from the local hard drive or internet.
· Using the Client Contact TiddlyForm, record progress or changes.
· The Referral Agency has provided the Client with a written document verifying services. Using SharedRecords, scan this document and associate it with the Client Contact record.
· Using SharedRecords, view a document's entire history.

Trainees will:

1. Create a Client information record
2. Create a Client contact/progress record
3. Scan a document
4. Store a document
5. Produce a bar-coded mini-record
6. Retrieve a document
7. Update or modify a document
8. Associate documents
9. Aggregate documents (and produce bar-coded mini-record)
10. View a document’s history

Need scanning machine or other working prototypes for the demo and hands-on. Greg needs location and lead time to provide the machine to the training location. The backup will be to use a desktop scanner.


C. Determine Best Practice for the document procedure, using new technology. (2 hours)
1. Trainees have mapped information flow and processes, and have learned how the UnaMesa Technologies work. The purpose of this group discussion is to identify the best ways of modifying TW to serve clients and share information. At the end of the discussion, UnaMesa Technologies should map directly onto to the information flow chart.



Day Three


A. Modify an Existing Procedure (2 hours)
This is a hands-on application of the Best Practice to the common situation. It should be a simulation of the information flow.
B. Create a “How To” Video for your organization
Screen Capture Instructions
Sample Video Narrative

Day Four


A. Finalize "How To" Video
B. MOVIE PREMIER with all participants showing their movies to the group and trainers???
C. Evaluate tools and Academy
1. Feedback piece and data collection. Getting information back to the UnaMesa Team.

What kind of information is helpful to the UnaMesa Team?
· Develop a quantitative and qualitative survey to be administered at the end of the Academy.did participants get better understanding of current process (how the info flows, what vocabulary is used)
· did participants get tools for evaluating existing and future processes.
· what was the value of the academy to participants
· what is the value of the academy to participants on-going work
· will the way participants work change. If so, how.
· ease of tool use
· ease of implementation (barriers to implementation)
· what support would participants like to see
· did participants shift perception from "a system that I have to live with" to "a system that helps my clients"

Post Academy Communication

A. Follow-up communication tool between Participants and UnaMesa for support
of each Academy Cohort. (maybe wikispaces or google docs; depends on the
participants and their work-flow.) Let's find out what they are most
comfortable with on the front end and have them begin using a relevant tool
for documenting the process and communicating during the training itself.
· We will be adding a post-Academy communication forum; likely a wiki. Either a "help desk" you-contact-us model; or more likely a "myspace" post-your-issues-here model. Idea to have Marianne monitor these spaces.
· This may also be where Trainee videos are posted.
· Each Academy participant will likely be attached to a "personal" technical assistance provider to help with tool integration. Assistance providers will likely come from the UnaMesa Associate pool, or from Greg's faculty and graduate student contacts at UCB and Stanfurd.
· We may use the wiki as a space for Trainees to document and evaluate their learning at the end of each day. This will aid UnaMesa for future programs and assist the Trainer during the Academy.
· Idea to have Marianne coordinate post-communication feedback that comes in via email, IM, etc.