Training/development for the implementation team

Training and development needs for the implementation team must be identified at an early stage so that necessary activities can be built into the plan. The team may require an introduction to project work and other team formation activities as well as more implementation project-specific training. As a system implementation project is likely to include a significant IT component, training may consume a large proportion of the project costs. Where you are likely to invest a lot in development you may wish to consider covering yourself in the event of staff receiving expensive training then using it to obtain promotion with another employer. It is possible to issue staff with a contract for the duration of the system implementation project that specifies a requirement to pay back training costs should they resign within a certain time period. This may be particularly valuable if market conditions suddenly create a demand for the very skills you have invested in.

Technical training requirements may include areas such as systems management, software development, database tools, and report writing tools to allow them to conduct the various technical project activities to the required standard. Further, it cannot be stressed too often that communication is vital to the success of system implementation and IT project team members must also be able to communicate and report the progress and expectations of these technical activities to staff outside of the IT environment.

An alternative to heavy investment in technical training is to consider the relative cost of paying a slightly higher salary in order to attract staff who already have the skills to do the job. This will have the added benefit of saving time. We would however caution against buying in key skills on a short-term contract basis unless you have no other option. Contractors are unlikely to develop the same sense of ownership of the project and the skills are lost to your organisation as soon as the project is over. Furthermore they are unlikely to understand the context of educational organisations.

As well as technical training it is likely that there are other staff development activities that must also be considered in order to make the implementation a success and these must not be underestimated or under valued.

Process Review

Most system implementations are preceded by a review of processes within an organisation. Process Review training is a valuable investment at the outset of a system implementation project and JISC infoNet offers both an infoKit giving a general overview of the subject as well as an accompanying series of workshops.

Project Management

Members of the project teams must be able to conduct project activities to the required standard. If they are not familiar with implementation projects of this nature, they will require training to allow them to perform in a project environment. The skills of those likely to be engaged in oversight committees should be audited and, where necessary, developed to ensure that they are able to understand and supervise the strategic management of major projects, system implementations and the organisational changes that inevitably will occur, and advise on the functionality required in the areas in which the systems are to be introduced. You may find it useful to refer to the Project Management infoKit for an overview on this area.

Change Management

Implementing a new system will undoubtedly bring about change. Unless the organisation is properly prepared, the tools and/or systems that are new to your staff and your learners may be seen as the cause of change and be resented and resisted. An institution cannot be turned into a different type of learning organisation simply by implementing a new set of tools, and therefore must anticipate, prepare for, manage and undergo major change from one state to a newer state. This involves looking at

• Organisational values and mission
• The environment in which you are operating both internally and externally
• Business processes and ways of working
• Skills of the people in your organisation

How you approach the change depends largely on the prevailing culture within your organisation and we have brought together a number of approaches you can use to help in the Understanding your Organisation section of the Creating an MLE infoKit.

Change may focus on goals, structures, resources, or people - or any combination. It is rarely easy or simple but often messy, difficult and challenging. There are many different types of change and different approaches to managing change - it's a topic subject to more than its fair share of management fads and gurus pedalling quick fixes or guaranteed win approaches. Our Change Management infoKit aims to help you in finding an approach that suits your situation.

Preparation for Training

Before training can be rolled out to end users, initial training will be required to provide system trainers, project functional and technical personnel, administrators in central functional areas and internal support staff with a thorough understanding of the basic software to enable the preparation of:

• user Operational training plans
• user Operational training courses and training manuals
• data mapping rules and data conversion routines
• new and amended business procedures
• system operating methods
• lists of functional issues that need review and attention
• functional, technical system and business process documentation
• system testing plans
• system tests
• system privacy and access rules