UnaMesa Academy Roadmap
 UnaMesa Academy Roadmap.doc

1. Self Assessment

Participant will complete the UMA Self Assessment Tool and email it to the Academy Coordinator. Participant will email copies of their documents as required in question #5. Forms that are only available in hard copy can be given to the Coordinator at the Site Visit. Once the Academy Coordinator has reviewed the assessment, s/he will contact Participant organization to schedule a Site Visit.

2. Site Visit

The Site Visit will take approximately one hour.
The ideal participants for this meeting are:

• A person with Organizational oversight, like an Executive Director who understands the goals and direction of the organization.
• Departmental Management personnel, like a Program Director who understands the overall documentation and workflow process.
• Direct Services personnel, like a Case Manager or teacher, who uses information and documents on a regular basis.
• An Information Technology person, like an IT Manager or anyone in your organization that you rely on for computer or web issues.

The Site Visit is a opportunity for the organization and UnaMesa to get to know one another. The Participants should be prepared to provide an overview of their organization. The Academy Coordinator will briefly review the UnaMesa Association and the purposes of the Academy. The Academy Coordinator will also provide a general overview of the UnaMesa technologies. The Academy Coordinator will also review the Self Assessment with the Participant.

Workflow Walk-Through
The Academy Coodinator will likely request a full, physical walk-though of the Participant Organization's information and documentation processes. The Academy Coordinator may request that this walk-through be video recorded.
Sample Paper Process Video

Expectations
 Trainee Expectations.doc

Training Proposal
After the Site Visit the Academy Coordinator will prepare a report for UnaMesa Associates. By comparing the Self Assessment with the Workflow Walk-Through, one critical information data/gathering need will be identified. This need will be associated with one or two forms. The need will be the basis for the hands-on training. After receiving additional feedback from the UnaMesa Associates, the Academy Trainer or Coordinator will prepare an Academy Training proposal for the organization. The Participant Organization will have an opportunity to decide whether the Training and Outcomes are in line with their expectations and work with the needs and direction of the organization.
 Sample Academy Training Proposal.doc

3. Baseline Evaluation

Once we're all on the same page with Academy Training, UnaMesa would like to evaluate whether moving forms from paper to digital makes processes more efficient. To get a baseline of how many times paper files and forms are handled, staff will track the number of times they touch paper files and forms. The Academy Coordinator/Trainer will be provided a document that lists each of forms collected from the organization. Participants are expected to track by drawing a hash-mark next to the name of the document or file each time it is touched. It's preferred that tracking take plase for two consecutive days.
When the new digital forms and process are implemented, the Participant organization will perform a similar evaluation. Consequently, everyone will have an idea of how much more efficient the digital form process is than the paper process. They'll also have a sense of whether the time you invested in staff training paid off in long-term time savings.
 Sample Baseline Evaluation Tool.doc

4. The Academy Training

The Academy Training will be tailored to the Participant Organization's needs. Generally, it will be divided into two Sessions. Each Session will take approximately 2-3 hours. The first Session will focus on Setting Expectations and Introducing the UM Technologies. Participants will be able to provide additional perspectives and ask questions. A digital version of the form may be available in the first Session.
 UMA Session 1 Agenda.doc
The second Session will be a Hands-On Training. The Trainer will walk through use of the form. Trainees will be able to click along on their own machines. After reviewing the form, Trainees will role-play use scenarios. The Session will conclude with training on how to use the Tech-Support wiki for implementation, questions, and further customization of the digital form.
 UMA Session 2 Agenda.doc

Single Org Curriculum
Multi-Org Curriculum

5. On-Going Support

The Academy Coordinator is Heather who can be reached at 510/XXX-XXXX or via email at heather@unamesa.org. If you have any questions throughout the course of the UnaMesa Academy, please contact Heather.

Post-Academy Support is provided through a dedicated wiki*. This wiki will host the latest version of the new digital forms and Instructions for using it. The Tech-Support wiki is also the bulletin board on which staff will post questions, concerns, and comments. The wiki will be monitored by a Tech-Support professional dedicated to answering your questions and, potentially, implementing suggestions.
Sample Tech-Support Wiki

An Implementation Meeting may be scheduled to assist Participants in implementing the new digital forms. This meeting may consist of developing a time-line for implementation and identifying barriers to implementation such as training staff or documenting procedures for the new digital forms.
Sample Document Procedures

*A wiki is a series of web pages anyone can edit or add content to, allowing for easy online collaboration and information sharing. Wiki comes from the Hawiian word meaning "quick". For more information on wikis see: http://en.wikipedia.org/wiki/Wiki