WorkProductDescriptor
Work Product (Artifact): Education and Training Plan
The Education and Training Plan identifies in detail all activities and responsibilities related to the development, delivery, and evaluation of client education and training for the planned implementation.
Purpose
To provide the basis for managing, monitoring, and evaluating training delivery - by articulating a specific, detailed project plan for the development and delivery of all training related to the implementation of the transformation project. This enables the execution of an education and training strategy.
Relationships
RolesResponsible: Modified By:
Input ToMandatory:
  • None
Optional: External:
  • None
Description
Main Description

This artifact includes all training identified for all communities within the organization - including IT, process and organization. Once identified these training activities are sequenced, prioritized, scoped, staffed, and resourced.   

Brief Outline

The rollout plan for the participant education and training contains:

  • A list of locations available for education and training, and their specifications (classroom, size, number of PCs, available dates, technical setup, etc.).
  • The number of participants to attend each training module and how many times each module should run.
  • An identification of who the instructors are for each training module.
  • Dates and locations for the TTT (Train-the-Trainer) classes.
  • Scheduling of the pilot classes, and setting aside time for updating the training material, if necessary.
  • Scheduling of the participant training classes.
  • A plan for restoring the exercise data before each class starts.
  • Arrangements for giving participants hands-on access and support after they have attended the education and training and before the change is implemented.
  • How, when, and where the follow-on education and training will take place after implementation.
Properties
Optional
PlannedYes
Key Considerations

Right from the start of the project, the participant training should be a focus area. Appoint one person to be responsible for all the activities concerning the planning of the rollout:

  • Select the right strategy and stick to it.
  • Give the participant education and training a high priority, and get the best people on board.
  • Introduce the instructors gradually to the plan well before the Train-the-Trainer class, so they have time to digest all the information.

If the education and training plan is changed in the middle of rolling out the classes, consider using available communication channels, sending out flyers, and updated material explaining what and where the changes are.

User profiles and authorizations may need to be set up in the training system. Coordinate this work with the team assigned for defining and setting up the profiles and authorizations in the production system. (During the training the participants may be using special training user IDs, but the user profiles (with authorization/access) should be the same as they will use after going live).

If education and training is to be delivered in several languages, consider how translation is to be handled and what is the best way of organizing the material. Be realistic about the time needed for the translation of the material (it takes longer than you think!)

As the project progresses keep the participants informed about the plans for their training. This will help prepare them for the training and cut down on the time needed on the course for extraneous topics.

The planned lengths of the time for the training modules may need to be adjusted as the material is developed.

The business benefits of the initiative can only be realized if the user community is educated in the new systems and processes and adopts the desired behaviors. Therefore the objectives of the education and training program are to provide the users with the following:

  • sufficient skills and knowledge to operate effectively in the new environment
  • support and encouragement to adopt the required behaviors and attitudes
  • well targeted and delivered education and training courses.

Education and training courses will have been successful if participants are able to meet their job performance requirements. These requirements will be a subset of the overall business requirements of the initiative. Therefore it is important to keep in mind the business reasons for implementing the change at all times when planning the training. All the training material should be focused on enabling the participant to contribute to these goals.

Tailoring
Impact of not having

If many users are involved, the rollout of education and training is also complicated enough to need detailed planning. A poor rollout will compromise acceptance of the system, and in the worst case a proportion of users will reject it.

Reasons for not needing

If training is not being provided the Education and Training Plan is not required.   

If the number of participants is limited and if they have been closely associated with the development effort, a detailed plan may not be necessary. Users will gradually gain most of the necessary knowledge during the implementation. However, a high level agreed-upon plan must still be created and communicated. In addition, a wrap-up session may still be beneficial.