training strategy for rm8 2014/2015 - julie maynard · 2014. 4. 23. · rm8 in march 2014...

Training Strategy for RM8 2014/2015

Julie Maynard Records Management Strategist January 2014

Our Vision: Building a sustainable future for the Basin – getting the balance right

Contents

Introduction .................................................................................................................................................. 3

Situation Analysis.......................................................................................................................................... 3

What the research tells us .................................................................................................................... 3

Goals and Objectives .................................................................................................................................... 4

Target Audience............................................................................................................................................ 5

Primary Audience ..................................................................................................................................... 5

Secondary Audience ................................................................................................................................. 5

Tertiary Audience ..................................................................................................................................... 5

Achieving the goals and objectives of this strategy ..................................................................................... 6

Communicating the Strategy ...................................................................................................................... 10

Key Messages ......................................................................................................................................... 10

Message delivery strategies ................................................................................................................... 12

Communication Tactics .......................................................................................................................... 13

Evaluation ................................................................................................................................................... 17

2

Introduction

HP TRIM is the official recordkeeping system of Murray-Darling Basin Authority (MDBA). It is used to capture MDBA corporate knowledge in line with the requirements of Archives Act 1993; administered by the National Archives of Australia.

Situation Analysis Traditionally, new starters receive training within two weeks of commencing employment with MDBA. Currently, HP TRIM has a low status among longer-term staff claiming they can’t find their work or HP TRIM is too hard to use, with some avoiding it altogether!

The Records Team have worked with staff to rebuild HP TRIM’s reputation through system upgrades improving known issues, enhanced helpdesk services, training for new, intermediate and advanced users, and developing workspaces to replicate the J drive structure users prefer to browse through. A HP TRIM Champions network of advanced users was created to assist the Records Team with ideas for HP TRIM enhancements and testing for upgrades.

In March 2014, HP TRIM will be upgraded to RM8. It is envisaged through the upgrade, 100 per cent of staff who don’t use HP TRIM will be targeted to attend a workshop highlighting the differences between HP TRIM and RM8. Furthermore, all staff will receive training including after training support and encouraged to use RM8 to store their work related documents and emails.

In the latter half of 2014, the J drive will be replaced with SharePoint Team Sites. SharePoint Team Sites will be used to store short-term working documents of low value; and staff will be encouraged to save all work related documents and emails directly into RM8.

What the research tells us The Records Team produces a quarterly HP Trim Usage Report to identify the number of documents created by staff within that given quarter. Identified HP TRIM users were tabled into groups such as non-users, seldom users and regular users.

Non-users were identified as those whom show no history of saving documents in HP TRIM. Seldom users are those whom have saved less than 15 documents and regular users are those whom have saved 16 documents and above within the quarterly recording period.

As of 31 December 2013 there were 335 active user accounts in HP TRIM. During the October / December quarter, 8,544 documents were saved into HP TRIM. During the quarter, 222 staff saved documents into HP TRIM. Of those 222, 108 seldom users and 114 regular users where identified as saving their work. The remaining 113 (48 per cent) staff or those classed as non-users did not save their work into HP TRIM. This strategy was written and targeted at those 113 non-users of HP TRIM.

3

Goals and Objectives The goals and objectives of this strategy are to introduce a new training program with the launch of RM8 in March 2014 commencing with a one hour workshop for staff who have not filed a document in the past 12 months; through explaining the differences of HP TRIM and RM8 and the benefits of using the system. This will be followed by newly developed training sessions to encourage all staff to use RM8 as their primary document management system.

Goal 1: Increase awareness amongst staff who have not filed a document in the past 12 months of the differences between HP TRIM 7.3 and RM8 through the provision of a one-hour workshop. Objective 1: Ensure 100 per cent of Executive Directors, Line Managers and TRIM Champions are notified of the available workshop by 28 February 2014 and utilised to encourage members of their teams to attend. Objective 2: Ensure 100 percent of staff who have not filed a document in the past 12 months attend a one hour workshop by 31 March 2014.

Goal 2: Build awareness amongst all staff through training of the importance and benefits of saving all work related documents and emails into RM8. Objective 1: Train 100 per cent of non-users by 30 June 2014.

Objective 2: Train 100 per cent of seldom users by 31 July 2014.

Objective 3: Power User Training for 70 per cent of regular users by July 2014.

Objective 4: Train 100 per cent of new starters within two weeks of commencement.

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Target Audience MDBA target audience are staff members the Records Management Team needs to establish relationships to build awareness generate acceptance and promote action.

Primary Audience Our primary audience such as non-users and seldom users were chosen as they will be directly affected by the goals and objectives of this strategy.

Secondary Audience Secondary audiences, such as our regular users and TRIM Champions are indirectly affected by the goals and objectives of this strategy and were chosen as they can have influence on irregular users of the system.

Tertiary Audience Tertiary audiences are not affected by the goals and objectives of this strategy but have the capacity to influence and inform our primary and secondary audience, such as Executive Directors and Line Managers.

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Achieving the goals and objectives of this strategy

Goal 1: Increase awareness amongst staff who have not filed a document in the past 12 months of the differences between HP TRIM 7.3 and RM8 through the provision of a one-hour workshop. Objective 1: Ensure 100 per cent of Executive Directors, Line Managers and TRIM Champions are notified of the available workshop by 28 February 2014 and utilised to encourage staff to attend. Objective 2: Ensure 100 percent of staff who have not filed a document in the past 12 months attend one hour workshop by 31 March 2014.

Activity Details By who By when Develop workshop content

Include:

• What to file • When to file • How to save a document • How to save an email: and • Benefits of file work

Chris Morgan

Develop workshop presentation

From the above content, develop PowerPoint slides

Chris Morgan

Develop pre-workshop evaluation form

Develop a pre-workshop evaluation form to be completed by the invited staff prior to attendance at workshop to ascertain their current skill level and what they currently believe HP TRIM is used for

Julie Maynard

Develop post workshop evaluation form

Develop a workshop evaluation form to be completed by the trained staff at the workshop conclusion

Julie Maynard

Develop communication strategy

• Develop Key messages • Tactics • Upload to Billabong

Julie Maynard

Contact Executive Directors and Line Managers

Telephone or face-face contact with Executive Directors and Line Managers informing of staff who have been

Frank Nicholas / Stephen Sunderland


identified for training

Email identified users Draft and send email to identified users

Book meeting room Book Corowa Room Julie Maynard

Upgrade training laptops

Ensure RM8 is available on training laptops

Chris Morgan

Insert promotional material in signature block

Insert promotional material in to signature block

Insert URL to RM8 Billabong page

Guy Allen, Chris Morgan, Julie Maynard, Stephen Sunderland

Upload workshop material to Billabong

Upload workshop presentation and workshop content material to Billabong

Chris Morgan

Deliver workshop Delivery of one-hour workshop to be launched by Frank Nicholas or Stephen Sunderland

Content delivery from each member of the Records Team

Frank Nicholas / Stephen Sunderland

Guy Allen, Chris Morgan and Julie Maynard

Evaluate workshop Evaluate training methods, success and challenges (see evaluation table on page 16)

Chris Morgan

After workshop care Follow up with recently trained staff member one week after training and identify further training needs and issues

Chris Morgan

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Goal 2: Build awareness amongst all staff through training of the importance and benefits of saving all work related documents and emails into RM8. Objective 1: Train 100 per cent of non-users by 30 June 2014.

Objective 2: Train 100 per cent of seldom users by 31 July 2014.

Objective 3: Power User Training for 70 per cent of regular users by July 2014.

Objective 4: Train 100 per cent of new starters within two weeks of commencement.

Activity Details By who By when Develop new training documentation

Develop User Guides for RM8

Include:

• RM8 Introduction User Manual • RM8 Power User Training Manual • Quick Reference Guides • Upload to Billabong

Chris Morgan

Develop training content

Include:

• What to file • When to file • How to save a document • How to save an email • Why do staff need to file • Workspaces • Searching • How to request a new container or

workspace

Chris Morgan

Develop training presentation

From the above content, develop PowerPoint slides

Chris Morgan

Develop communication strategy

• Develop Key messages • Tactics

Julie Maynard

Develop pre-training evaluation form

Develop a pre-training evaluation form to be completed by the invited staff prior to attendance at scheduled training to ascertain current skill level and what they currently believe HP TRIM / RM8 is used for

Julie Maynard

8

Develop post-training evaluation form

Develop a training evaluation form to be completed by the trained staff at the conclusion of training

Julie Maynard

Insert promotional material in signature block

Insert URL to RM8 Billabong page Guy Allen, Chris Morgan, Julie Maynard, Stephen Sunderland

Invite identified staff to training

Draft and send a calendar invite to identified staff

Chris Morgan

Book meeting room Book Meeting Room Chris Morgan

Conduct Training Conduct training Chris Morgan

Evaluate Training Evaluate training methods, success and challenges (see evaluation table on page 16)

Chris Morgan

After training care Follow up with recently trained staff member one week after training and identify further training needs and issues

Chris Morgan

9

Communicating the Strategy

Key Messages A combination of informative and persuasive messages is proposed in order to achieve the goals and objectives of this strategy. The informative messages cover staff recordkeeping responsibilities. The persuasive messages will have a dual focus. Firstly, they aim to create a change in attitude towards RM8. These are aimed at Executive Directors, Line Managers, HP TRIM Champions and non-users of RM8. Secondly, they aim to show the importance of filing work related documents and emails. Please note that further informative and persuasive messages will be taken from the newly designed workshop and training materials upon their completion.

Informative Messages Target Audience Are you aware of your recordkeeping responsibilities as an APS employee?

Non-users, seldom users, regular users, new starters, TRIM Champions, Executive Director and Line Managers

Saving your work into RM8 ensures our corporate knowledge is up-to-date.


Did you know a number of staff in your team don’t capture their corporate knowledge in to MDBA recordkeeping system RM8?

Executive Directors and Line Managers

Not saving your work in to RM8 can lead to gaps in MDBA corporate knowledge leaving your team mates with only half the story.

TRIM Champions, Executive Director and Line Managers, non, seldom and regular users

Now that you are an experienced RM8 user, why not learn how create your own containers and workspaces.

Regular users

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Persuasive Messages Target Audience As an APS employee there are number legal requirements which outline the need to keep and maintain accurate records of all business activities


Using RM8 as your recordkeeping system you are fulfilling your responsibilities as an APS employee


By the records team and all staff working together, there is an opportunity to change the perception of RM8


Keeping records of APS business activities ensures accountability and transparency of information


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Message delivery strategies The overall communication strategy for RM8 relies heavily on a mixed message delivery approach. It utilises this approach in order to reach the diverse range of MDBA primary, secondary and tertiary target audiences; and also to ensure all tactics are working together to achieve the objectives and overall goals of the strategy.

Message delivery methods Interpersonal – a stakeholder management and internal communication focus, using tactics such as face-to-face meetings, formal lobbying and telephone conversations and email. Controlled – direct communication with specific target audiences using tactics such as emails, promotional material in signature blocks, Billabong content and training materials. Uncontrolled – communication through internal communications networks such as the Daily Update. Special events – Promoting through All Staff meetings and or attending Divisional meetings. Interactive (social) media – tactics such as content on Billabong blog page.

12

Communication Tactics

Goal 1: Increase awareness amongst staff who have not filed a document in the past 12 months of the differences between HP TRIM 7.3 and RM8 through the provision of a one-hour workshop.

Objective 1 Tactic Details By who By when

Objective 1: Ensure 100 per cent of Executive Directors, Line Managers and TRIM Champions are notified of the available workshop by 28 February 2014 and utilised to encourage staff to attend.

Formal lobbying – Face-to-face meetings and telephone conversations Special Event – Promotion though All Staff meetings and or Divisional meetings Social Media – Blog Uncontrolled – Daily Update Controlled – Signature blocks

Face-to-face meetings and telephone conversations to be organised with Executive Directors, Line Managers and TRIM Champions informing of staff who have been identified for workshops and training. Special Event – Promotion though All Staff meetings and or Divisional meetings. Create blog entry promoting RM8 workshops and training sessions – encourage two-way dialog Submit promotional material for Daily Update Enter promotional material into signature blocks Enter URL to RM8 page on Billabong

Frank Nicholas / Stephen Sunderland Guy Allen / Stephen Sunderland Julie Maynard Julie Maynard / Guy Allen Guy Allen / Chris Morgan / Julie Maynard / Stephen Sunderland

Objective 2: Ensure 100 per cent of staff who have not filed a document in the past 12 months attend one hour workshop by 31

Interpersonal stakeholder management - Email followed up with telephone conversation Controlled – Direct communication pre-workshop evaluation

Email identified staff encouraging them to participate in workshops and training. Follow up with phone call. Email identified staff pre-workshop evaluation form.

Chris Morgan Chris Morgan

13

March 2014. form. Controlled – Signature blocks Event – Promotion though All Staff meetings and or Divisional meetings. Social Media – Blog Uncontrolled – Daily Update. Controlled – Billabong workshop user guides and presentation

Enter promotional material in to signature blocks Enter RM8 URL into signature blocks Promotion though All Staff meetings and or Divisional meetings. Create blog entry promoting RM8 workshops and training sessions Submit promotional material for Daily Update Upload workshop user guides and presentation to Records Management Billabong Page

Guy Allen/Chris Morgan/Julie Maynard/Stephen Sunderland Guy Allen / Stephen Sunderland Julie Maynard Julie Maynard Chris Morgan

14

Goal 2: Build awareness amongst all staff through training of the importance and benefits of saving all work related documents and emails into RM8.

Objective Tactic Details By who By when

Objective 1: Train 100 per cent of non-users by 30 June 2014 and; Objective 2: Train 100 per cent of seldom users by 31 July 2014

Special Event – Promotion though All Staff meetings and or Divisional meetings Social Media – Blog Uncontrolled – Daily Update Interpersonal stakeholder management - Email followed up with telephone conversation Controlled – Direct communication pre-training evaluation form Controlled – Signature blocks

Special Event – Promotion though All Staff meetings and or Divisional meetings Create blog entry promoting RM8 workshops and training sessions – encourage two-way dialog Submit promotional material for Daily Update Email identified staff encouraging them to participate in training. Follow up with phone call Email identified staff pre-training evaluation form Enter promotional material into signature blocks Enter RM8 Billabong URL in to signature blocks

Guy Allen / Stephen Sunderland Julie Maynard Julie Maynard Chris Morgan Chris Morgan Guy Allen, Chris Morgan, Julie Maynard, Stephen Sunderland

Objective 3: Power User Training for 70 per cent of regular users by July 2014

Interpersonal stakeholder management - Email followed up with telephone conversation Controlled – Signature blocks

Email identified staff encouraging them to participate in training. Follow up with phone call Enter promotional material into signature blocks Enter RM8 Billabong URL in to signature blocks

Chris Morgan Guy Allen, Chris Morgan, Julie Maynard, Stephen

15

Sunderland Objective 4: Train 100 per cent of new starters within two weeks of commencement

Interpersonal stakeholder management - Email followed up with telephone conversation Controlled – Signature block

Email new staff encouraging them to participate in training. Follow up with phone call Enter promotional material into signature blocks Enter RM8 Billabong URL in to signature blocks

Chris Morgan Guy Allen, Chris Morgan, Julie Maynard, Stephen Sunderland

16

Evaluation An essential part of any training strategy is evaluating communications and training methods used. Participant’s feedback can influence the future design, delivery and the content of future training sessions and workshops. The table below outlines how the goals and objectives of the training strategy will be evaluated.

Goal 1: Increase awareness amongst staff who have not filed a document in the past 12 months of the differences between HP TRIM 7.3 and RM8 through the provision of a one-hour workshop.

Objective Evaluation Method 1. Ensure 100 per cent of Executive

Directors, Line Managers and TRIM Champions are notified of the available workshop by 28 February 2014 and utilised to encourage staff to attend

• Monitor telephone conversation and face-to-face meeting responses from Executive Directors, Line Managers and TRIM Champions to ensure all understood the importance of their staff attending scheduled workshops

• Analyse feedback to ensure communications were understood – noting the change in awareness, understanding, attitude and behaviour toward the importance of staff attending the workshop and future training sessions

2. Ensure 100 per cent of staff who have not filed a document in the past 12 months attends a one hour workshop by 31 March 2014

• Monitor sent emails and responses from those invited

• Evaluate the pre-workshop evaluation form to ascertain current knowledge of participant

• Analyse feedback to ensure communications were understood – noting the change in awareness, understanding, attitude and behaviour toward the importance of attending the workshop and future training sessions

• Record staff attendance and monitor that 100 per cent of staff who were invited attended the workshop


Goal 2: Build awareness among all staff through training of the importance of saving all work related documents and emails into RM8.

Objective Evaluation Method 1. Train 100 per cent of non-users by 30

June 2014. • Monitor sent emails and responses from

those invited • Evaluate the pre-training evaluation form

to ascertain current knowledge of participant


• Analyse post training feedback form to ensure communications and training (including training guides) were understood – noting the change in awareness, understanding, attitude and behaviour toward the importance of filing documents and emails into RM8.

• Monitor RM8 Usage Reports to measure usage

2. Train 100 per cent of seldom users by 31 July 2014.


• Evaluate the pre-training evaluation form to ascertain current knowledge of participant


• Analyse post training feedback form to ensure communications and training (including training guides) were understood – noting the change in awareness, understanding, attitude and behaviour toward the importance of filing documents and emails into RM8

• Monitor RM8 Usage Reports to measure usage.

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3. Power User Training for 70 per cent of regular users by July 2014.





• Monitor RM8 Usage Reports to measure usage

4. Train 100 per cent of new starters within two weeks of commencement.





• Monitor RM8 Usage Reports to measure usage.

19

IntroductionHP TRIM is the official recordkeeping system of Murray-Darling Basin Authority (MDBA). It is used to capture MDBA corporate knowledge in line with the requirements of Archives Act 1993; administered by the National Archives of Australia.Situation AnalysisWhat the research tells us

Goals and ObjectivesGoal 1: Increase awareness amongst staff who have not filed a document in the past 12 months of the differences between HP TRIM 7.3 and RM8 through the provision of a one-hour workshop.Goal 2: Build awareness amongst all staff through training of the importance and benefits of saving all work related documents and emails into RM8.

Target AudiencePrimary AudienceSecondary AudienceTertiary Audience

Achieving the goals and objectives of this strategyGoal 1: Increase awareness amongst staff who have not filed a document in the past 12 months of the differences between HP TRIM 7.3 and RM8 through the provision of a one-hour workshop.Goal 2: Build awareness amongst all staff through training of the importance and benefits of saving all work related documents and emails into RM8.

By whenBy whoDetailsActivityBy whenBy whoDetailsActivityCommunicating the StrategyKey Messages

Target AudienceInformative MessagesTarget AudiencePersuasive MessagesMessage delivery strategiesMessage delivery methods

Communication TacticsGoal 1: Increase awareness amongst staff who have not filed a document in the past 12 months of the differences between HP TRIM 7.3 and RM8 through the provision of a one-hour workshop.Goal 2: Build awareness amongst all staff through training of the importance and benefits of saving all work related documents and emails into RM8.

By whenBy who DetailsTacticObjective 1By whenBy who DetailsTacticObjective EvaluationGoal 1: Increase awareness amongst staff who have not filed a document in the past 12 months of the differences between HP TRIM 7.3 and RM8 through the provision of a one-hour workshop.Goal 2: Build awareness among all staff through training of the importance of saving all work related documents and emails into RM8.

training strategy for rm8 2014/2015 - julie maynard · 2014. 4. 23. · rm8 in march 2014...

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