Www.regouniversity.com Clarity Educational Community Tools of the Trade Maximizing Your Training Strategy Presented by: Christi Rice and Rod Bolin

www.regouniversity.comClarity Educational Community

Tools of the TradeMaximizing Your Training Strategy

Presented by: Christi Rice and Rod Bolin

2 Clarity Educational Community

Agenda• About Our Session• Objective and Overview• Training and Change Management Recommendations• Learning• Teaching• Training Options• CAPA• Tools and Materials


About Our Session• Less a formal presentation; more an informal discussion.

• Feel free to share! What’s worked for you, what hasn’t.

• Do you agree? Disagree? Are we crazy?


Rod Bolin• Functional Consultant for Rego Consulting• Clarity Support Team for McKesson Corporation• Trainer of ABT Workbench Version 2-4• CA PPM since 2007 • PMP since 1999• Trainer for Microsoft Project, Primavera Team Play• User of MSP, PlanView, and Schedule Publisher• Trainer of PMP Certification Classes at Kennesaw State

University Continuing Education• Lives in Powder Springs, GA just NW of Atlanta• Married with two girls (17 and 14)


Christi Rice• Functional Consultant for Rego Consulting• CA PPM since 2007 • Certified SCRUM Master since 2014• Lives in Portland, OR• Two children (19 and 17)


Objectives & Overview• Overview

– Training is critical to end-user adoption.– With all the choices—CAPA, videos, instructor-led, handbooks, etc.—how do you

develop a training strategy that works?– In this session, you will learn how to develop an overall training strategy that can

accommodate new users as updated functionality is deployed. – After the session, you will be able to identify the pros and cons of various

training methods and venues. • Rego’s Clarity experts will provide basic training on the use of CA Productivity

Accelerator (CAPA) and compare that with tools such as Camtasia.

• Objectives– Provide information on how to develop a training strategy that supports adult

learners styles– Introduce the need for Change Management– Discuss training delivery methods – Provide various tools that can help provide a continuous training classes


What is Necessary for a Successful Training Program

• A goal that supports the objectives of the Organization • A completed impact analysis• Provides participants with knowledge necessary to immediately and

positively effect their roles• Not a one time event but rather regularly scheduled to support

participant schedules • Consists of a blended set of teaching and learning methods• Provides hands-on reinforcement of what is being taught • Instructor who is knowledgeable, engaging, interactive, and

respectful of every participant’s knowledge and experiences• Is supported with useful materials users can reference when back on

their jobs • Cannot be an afterthought; must be thoughtfully planned


DISCUSSION 1How do you know that training is necessary?

How do you know training is working?

What type of feedback do you hear from the participants?

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Training Recommendations• Training is appropriate ONLY when two conditions are present

– There is something that one or more people do not know how to do– They need to be able to do it

• If they already know how, more training won’t help

• Generally– Most adults prefer being treated as individuals who are unique and

have particular differences– The instructor must keep in mind that although adults have

common characteristics as learners, adults also have individual differences, and most adults have preferred methods for learning

– Adult learners respond better when new material is presented through a variety of instructional methods, appealing to their different learning preferences


Change Impact Analysis• Complete a Change Impact Analysis prior to the development and

deployment of any training

• A Change Impact Analysis looks to understand the implications to end users of a proposed change that is going to be taught

• An Impact Analysis consists of three key steps1. Understand the possible implications of each role

• Change often produces a large ripple effect if trying to stuff too much information into one training class

• This can reduce the ability to retain and use the information

2. Identify all documentation that might have to be modified or created to support the training

3. Identify the detailed steps for each role required to implement the change and ensure the training supports these tasks


DISCUSSION 2Using Post It Notes write down one answer per sheet and apply it to the flip chart

I learn best when…

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What Learners Want• To decide for themselves what is important to learn

– Each brings their own set of lifelong experiences, opinions, attitudes, misconceptions, biases, prejudices, and preferences

• To use their experiences to substantiate the learning• To receive knowledge from others that fills their knowledge gaps • To feel the learning is going to be useful and not a waste of time• To be heard (validates learning based on their beliefs and values)• To feel respected by having their comments and questions

received/addressed appropriately by the instructor• To be able to answer the question: What’s in it for me?


DISCUSSION 3Learners need answers:

Why do I need this information?How will I benefit from it?How can I make use of it in a practical, real way?How will it help me professionally?

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Learning Retention• How we retain what we learn

– 10% percent of what we read – 20% percent of what we hear– 30% percent of what we see– 50% percent of what we see and hear– 50% from discussion– 80% by doing– 90% with immediate use of the learning

• The challenge is that we do not truly understand the impact of different types of learning modes as the type of content may be conducive to some delivery modes but not others

• For Example: Try teaching someone how to ride a bike by writing it in text only or trying to teach someone how to do math without written text

• In training, we’re trying to change behavior or to create new habits• We’re trying to enable better decisions or reduce mistakes • In short, we’re trying to influence how others behave


Learning Styles• Auditory

– Prefers a verbal presentation with discussions that are fast-paced and include good jokes / stories

• Visual – Prefers colorful, graphical, and easy to view documentation

• Kinesthetic– Prefers movement of both instructor and themselves– May rock back and forth; shake a leg– Instructor should move about the front of the room and use

hands gestures– Use role play; give breaks and regular opportunities to perform

tasks (doing it vs. talking about it)


Respect is Important• Show respect for the learner’s individuality and experience• Be sensitive to the language you use so that learners are not

inadvertently offended• Be open to different perspectives• Adopt a caring attitude and show it• Treat learners as individuals rather than as a group of people

who are all alike• Support all learner comments by acknowledging the

“rightness” that is in each comment and each person• Both learners and instructors need to take the learning

process seriously because it is serious and important


Teaching Methods• Classroom Instruction with Instructor

– Participants attend training where an instructor presents material and there is an opportunity for interaction and hands-on learning or practice

– Classroom training with instructor is most often chosen over any other method as most effective for learning

• E-Learning with Instructor– Instruction delivered electronically with an instructor or facilitator who

sets the pace and/or offers interaction (e.g., webcasts or scheduled Internet instruction)

• E-Learning Self-Paced– Training delivered electronically via the internet in which learner sets his

or her own learning pace• Interactive

– Role Play, Case Studies


Teaching Methods, cont.• Blended Learning

– Combines e-learning with instructor-led classroom training or one-on-one instruction; includes videos

– Positives include being self-paced (not being slowed down or pressured to keep up)

• One-On-One Instruction– Instructor provides individual instruction to one learner in a one-on-one tutorial– Second most effective for respondents when they can only choose one method– When asked to rate methods individually for effectiveness, one-on-one tutorial ranked

highest– “It’s hands-on, personal, generally quick as it addresses my individual need”

• Lecture/Demonstration– In-person lecture/ demonstration on a particular topic with limited interaction and

practice– Approximately 41% of the respondents chose lecture/demonstration over the other

delivery methods to learn about a procedural or policy change– Using several methods for each training session may actually be the most effective way

to help employees learn and retain information.


DISCUSSION 4How many of you have heard of CAPA?

How was CAPA used?

How was CAPA received by the audience?

What other Tools has your organization Used to train persons on CA PPM?

Were there any adoption challenges?

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Training Options – OverviewDelivery Method OverviewIn Person Training What does it look like?

• Role-Based (e.g., PM Training, RM Training, Management Training)• PPT Deck, plus hands-on exercises• Instructor-led with each attendee at a workstation/laptop

How many people?• 15-20 with one instructor; 25-30 with two instructors

What Materials?• PPT deck, sectioned by topic• Exercises included strategically throughout• QRGs as takeaways for key topics

Web-Based Training What does it look like? (Same as in-person)• Role-Based (e.g., PM Training, RM Training, Management Training)• PPT Deck, plus hands-on exercises• Instructor-led with each attendee at a workstation/laptop

How many people?• Depends on the topic; if it’s a PM/RM type class, maybe 30-40, if you’ll have them do exercises,

ask questions• If it’s a Team Member/Time Entry type class, with no exercises/feedback, numbers can get large

What Materials?• PM/RM – PPT deck, sectioned by topic, with exercises included strategically throughout• Nav/Time Entry – Straight demo, maybe PPT and demo• QRGs as takeaways for key topics


Training Options – Overview, cont.Delivery Method OverviewVideo TrainingCamtasia

What does it look like? • Created using Camtasia or other similar tool• Topic-Based (e.g., Time Entry, Time Approval, Staffing the Team, Converting an Idea

to a Project)• Short – 5-10 minutes• Overview plus demo

How many people?• Delivered on-demand• Files are large; host on LMS if available

What Materials?• N/A; User downloads and watches the video(s)• May include questions/quiz directly within video

Video Training CAPA

What does it look like? • CAPA Lessons, by role, by topic

How many people?• Delivered on-demand

What Materials?• N/A; User accesses and views the lesson(s)


Training Options – What Works Best for My Organization?Delivery Method Pros ConsIn Person • Best way to make sure attendees are focused, and

are “getting it” (completing exercises correctly)• Ample time to ask questions in a less intimidating

environment• Attendees get to see, do, and ask

• Often cost prohibitive• Classes are sometimes very long• Doesn’t work on an ad hoc basis – trainings have to

be planned, scheduled, and are subject to the availability of training rooms, instructors, etc.

Web-based Training

• Easy to train a lot of people at once• Don’t need to get everyone in the same place• Can be held frequently and with minimal

setup/pre-work

• More difficult for attendees to dedicate their full attention

• Difficult for the instructor to gauge if they’re “getting it”

• Attendees are typically more hesitant to ask questions• No one-on-one interaction with instructors

Video Training(Camtasia & CAPA)

• On demand – users can access the training video at any time

• Easy to train a lot of people at once• Short and focused – can be used to train on a new

topic, but also as a quick refresher for someone without poring over a 200 slide PPT

• Relatively quick and easy to create or update

• No one-on-one interaction with instructor• No ability to ask questions• Files get huge as video gets longer, so can’t be used to

cover a lot of material at once, unless broken down into a series


Training Options – How Can We Make it Work?Delivery Method How to Make it Work

In Person Training • Pre-work: Give them something to learn ahead of time, maybe general navigation, so they’re not totally new to CA PPM once they get to class

• True-to-life exercises: Make sure the exercises simulate things they’ll actually do; utilize a task WBS that makes sense to them

• Open lab time during/at the end of class: Give them ample time to ask specific questions, not necessarily in front of the whole group

• QRGs for key functions: Provide them with 1-2 page takeaways that will refresh their memory; they shouldn’t have to refer back to the PPT deck

• Brown Bags: Pick a new topic each week or every two weeks and record the discussion if necessary, so it may be available to individuals who can’t attend

• Refresher sessions by topic: Hold a short session once every few weeks to focus on key/difficult topics

Web-Based Training • Pre-work: Give them something to learn ahead of time, maybe general navigation, so they’re not totally new to CA PPM once they get to class

• New Functionality: Use web-based training when rolling out new functionality to existing users so it’s just a small piece that’s new, not all of CA PPM that’s new

• Short, Simple: Keep the class short – 1 to 2 hours – and the focus simple with one or two topics max; don’t cover a ton of material

• Often: Easy to plan/schedule, so hold web based training often; doesn’t always have to be for something new; hold refreshers on key topics once every few weeks


Training Options – How Can We Make it Work?, cont.Delivery Method How to Make it WorkVideo Training(Camtasia)

• Short, Simple: Keep the focus on a few topics

• Key Functionality: Make videos available to cover key/difficult functionality; Quick, easy refreshers for existing users

• Pre-Work: Use videos as the pre-work for longer in-person or web-based sessions

• Supplement to Releases: Supplement release notes with video overview of key new functionality, changes, etc.

CAPA • Keep it updated: This is often CAPA’s undoing

• Make it Multi-Task: Use the Print-it mode to generate QRGs, process documentation, printable training materials

• Make the context work: Users like when they get lessons that match the screen from where they have searched

• Role-Based: Configure the lesson outline to be filterable by role


Computer Associates Productivity Accelerator (CAPA)

• CAPA is a suite of applications providing a synchronized content development platform for creating documentation, training, and performance support across the enterprise

• Use is generally limited to a team of content authors and/or subject matter experts

• Developer – The Primary content authoring tool used to create and publish content.– Using a content Library for organization and storage lets you build outlines comprised of

various documents such as modules / sections, topics, glossaries, questions, and assessments

• Knowledge Center – Centralized platform for content deployment, tracking, and reporting.

– Provides the infrastructure and tools for importing, organizing, and deploying content created in the Developer (and other applications), managing users and the content that is made available to them, tracking how deployed content is used, and reporting on the content that is consumed

• Content is made available to users through a Player, document output, or a Knowledge Center

• Content can also be tracked to ensure that users understand and learn the content authors are providing


Computer Associates Productivity Accelerator (CAPA), cont.

• CAPA Modes

– See It! – Lets users watch simulated demonstrations of the steps for a specific topic

– Do It! – Lets users learn interactively using a live application• A small window is displayed on top of the live target application that

displays each step for a particular task

– Try It! – Provides users an interactive learning experience by prompting when to use mouse clicks and/or keystrokes to complete the topic in the simulation

– Know It? – Lets users test their knowledge by completing steps on their own in the simulation, scoring them on accuracy

– Print It! – Lets users view linked documentation in the form of a Job Aid or System Process Document


Tools – Image-Maps.com• An Image map is a graphic image with clickable regions that

link to different destinations, usually related to the area clicked

• Image maps are HTML code that can be easily copied and pasted into a destination such as SharePoint Content Editor

• Image-Maps is completely web based and does not require downloading any software

• You can choose to map images found on the web or from your computer


Camtasia Studio• Camtasia Studio is an application that allows the creation of

video tutorials and presentations via a screencast or a direct recording plugin to Microsoft PowerPoint

• Camtasia Studio consists of two major components

– Camtasia Recorder – A tool for capturing screen audio and video

• Which area of a screen gets recorded is user-definable

• You can capture audio at the same time you record your screen or add it and other multimedia files later using Camtasia Studio

– Camtasia Studio editor – A multimedia authoring tool with a timeline interface where you can edit, manage, and assemble recording and other multimedia files into video tutorials


Client Example 1• A Rego Client is using a Blended Method • Training is Role Based • Self-Paced• Contains Videos• Quick Reference Guides• Links to Documentation• Links to Company

Learning System to register for Classes

• Instructor-led Class which does a recap of the self-directed learning and then takes a deeper dive into specific topics


Training Materials• Should contain learning outcomes

– Tell them what you’re going to tell them during the course of the class

• Should include a parking to capture questions that will– Be covered later in class– Is out of scope of the class but can be addressed at a break or end of the class– Instructor might not have the answer and will need to get the answer and get back to

them

• Be Organized into a logical sequence– Tell them and show them

• Exercises should be included at the end of each major section– This will reinforce what was told them

• Conclusion which repeats the objectives in a past tense– Tell them what you told them

• Evaluate your training; it can always be better– Give them a chance to practice what was told them, soak it in and then provide some post

training feedback


DISCUSSION 5Please share with us any “Ah‑Ha” moments from this session

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Questions

Phone888.813.0444

[email protected]

Websitewww.regouniversity.com

We hope that you found this session informative and worthwhile. Our primary goal was to increase your understanding of the topic and CA PPM in general.

There were many concepts covered during the session, if you would like to contact any presenter with questions, please reach out to us.

Thank you for attending regoUniversity 2015!

mailto:[email protected]

http://www.regoconsulting.com/

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Www.regouniversity.com Clarity Educational Community Tools of the Trade Maximizing Your Training Strategy Presented by: Christi Rice and Rod Bolin