<Project Name>

Training Plan

Training Plan Template Instructions

(Please remove this section before completion of template)

The Training Plan needs to be completed with all training for all levels of access. This plan should include how users will be selected for training, lesson plans, schedule and materials needed. The Training Plan should also address how competency will be addressed prior to granting access.

Be sure to maintain version control as the analysis is modified and/or edited.

All instructions within the template are italicized within the document.

Any examples are in a red font.

Any portion of the template that does not fit or pertain to your project should be documented that it was reviewed and is not relevant. See below for requirements for a project and deliverable approvals.

Be sure to unlock table of contents by selecting TOC then Ctrl-Shift-F11 to enable TOC updating in Word docx.

Project Deliverable	Requirements by Project Size
Planning/Development Phase	Large	Medium	Small	Requirements	Approvals
Training Plan	R	R	HR	This deliverable is required for large & medium scale projects, and it is highly recommended for small scale projects unless a training plan is required by the Sponsor, Steering Committee or IT management.	The Training Plan will have two approvals. The first approval will be the plan that is defined for training, and the second will be for the completion of the training for all users. The Training Plan should be approved by the Implementation Team and the Steering Committee.

Contents

1.	Introduction	2

1.1.	Purpose	2

1.2.	Scope	2

1.3.	Assumptions and Constraints	2

1.4.	System Overview	2

1.5.	Project References	2

1.6.	Points of Contact	2

1.6.1.	Information	2

1.6.2.	Coordination	3

1.7.	General Training Prerequisites & Dependencies	3

2.	Version Control	4

3.	Training Approach	5

3.1.	Instructional Design Philosophy	5

3.2.	Goals of Training	5

3.3.	Curricula	5

3.4.	Methods to Evaluate Training Effectiveness	5

3.5.	Roles and Responsibilities	5

4.	Evaluation	6

4.1.	Metrics	6

5.	Logistics	7

5.1.	Facilities, Equipment and Supplies	7

5.2.	Scheduling	7

5.3.	Attendees	7

6.	Contingency Plans	8

6.1.	Trainee Emergencies	8

6.2.	System/Facility Emergencies	8

6.3.	Training Staff Emergencies	8

7.	Approvals	9

7.1.	Plan Approval	9

7.2.	Completion Approval	9

Introduction

Purpose

Define the activities and approach for training users including the steps leading up to the need for training, details of the training design to be used, curricula to be developed, and the logistics of, and contingency plans for, training delivery.

Scope

Detail what the training effort will include (development of curricula and training plans, identification of instructors/instructional designers, identification of resource needs for classroom space, student class registration and progress tracking, administration of student tests, if applicable, surveys, etc.).

Assumptions and Constraints

This document assumes....

List access to necessary systems, requirements, documentation, and personnel involved in the project.

System Overview

Identify owner (department) of new system/application, along with names of key contact personnel.

Project References

List any applicable project plans needed for further information.

List training dates and locations.

List the intranet site of the department affected by the new system/application for policies and procedures regarding their services.

Points of Contact

Information

List the instructional designer and lead trainer for the new system/application and where they can be contacted.

Coordination

List who is responsible for training coordination (invitations/response handling/classroom reservations, etc.).

General Training Prerequisites & Dependencies

Identify what users require to attend training (i.e. log-on ID, etc.) and what, if any, minimum competencies they must have regarding computer/system usage (i.e. must be familiar with Banner, etc.). If necessary, list required operating system, browser, etc.

(See sample below.)

Summary of User Requirements
Internet Speed	Browser	Workstation O/S
High Speed req’d	IE 6.0 SP2 or higher Netscape 8.0 or higher	XP SP 2 or higher Mac 10.4 or higher

Version Control

Version	Date	Person	Change
1.0	Initial Document Creation

Training Approach

Instructional Design Philosophy

Identify the approach used to develop training and determine who will be trained and when.

Goals of Training

List what trainees are expected to learn.

Curricula

Define the content of the training and what will be taught. Include an instructional plan with stated learning objectives, and all training materials (lesson plans, manuals, job aids, exercises, case studies, etc.). Attach a training agenda listing topics/concepts covered, exercises/case study segments, along with break, lunch and ending times.

Methods to Evaluate Training Effectiveness

Process to evaluate the efficacy of training program development to meet the standards outlined in plan prior to formal training sessions. (i.e. training pilot, user acceptance testing of training, tests, training evaluations, surveys, etc.).

Roles and Responsibilities

List the responsibility for each person involved with the training and what they are responsible for.

Evaluation

Describe how post training effectiveness will be measured (i.e. tests, class evaluations, etc.).

Metrics

Describe how students, and their feedback, will be tracked.

Logistics

Facilities, Equipment and Supplies

Explain where training will be provided and what equipment/resources will be needed.

Scheduling

Identify the number of trainees, as well the timeframe in which training will occur.

Attendees

Define who will be responsible for determining which people require training, and how their contact information will be provided.

Contingency Plans

Trainee Emergencies

Determine what procedures should be put in place if a trainee misses training.

System/Facility Emergencies

Determine what procedures should be put in place if there are significant system or equipment problems during training.

Training Staff Emergencies

Determine what procedures should be put in place if a trainer is unavailable to teach a scheduled class.

Approvals

Plan Approval

The individuals below agree that they have reviewed and approved the plan outlined in this Support Documentation.

APPROVED BY:
Function Role	Name and Title	Signature	Date

Completion Approval

The individuals below agree that the plan outlined in this Support Documentation has been executed to completion.

APPROVED BY:
Function Role	Name and Title	Signature	Date

EXAMPLE

UBHC EMR Implementation

Training Plan

Table of Contents

1.	Introduction	2

1.1.	Purpose	2

1.2.	Scope	2

1.3.	Assumptions, Constraints & Risks	2

1.4.	System Overview	2

1.5.	Project References	2

1.6.	Points of Contact	2

1.6.1.	Information	2

1.6.2.	Coordination	2

1.7.	General Training Prerequisites & Dependencies	2

2.	Version Control	2

3.	Training Approach	2

3.1.	Instructional Design Philosophy	2

3.2.	Goals of Training	2

3.3.	Curricula	2

3.4.	Methods to Evaluate Training Effectiveness	2

3.5.	Roles and Responsibilities	2

4.	Evaluation	2

4.1.	Metrics	2

5.	Logistics	2

5.1.	Facilities, Equipment and Supplies	2

5.2.	Scheduling	2

5.3.	Attendees	2

6.	Contingency Plans	2

6.1.	Trainee Emergencies	2

6.2.	System/Facility Emergencies	2

6.3.	Training Staff Emergencies	2

7.	Post Project/Operational Training	2

8.	Approvals	2

8.1.	Plan Approval	2

8.2.	Completion Approval	2

Introduction

Purpose

To define the activities and approach for training users of the new vxVista Electronic Medical Record, including the steps leading up to the need for training, details of the training design to be used, curricula to be developed, and the logistics of, and contingency plans for, training delivery.

Scope

The scope of the vxVista training will include the development of the following curricula (all required)

IS/Administrative Personnel

Four 4 hour sessions covering administration of the system including but not limited to maintenance, password reset, template creation, etc. Due to the limited scope of the IS/Administrative training, the focus of this document will be on vxVistA end-user training.

vxVistA End-Users

Two 4 hour in-person training modules:

vxCPRS – basic vxVista functionality

vxMHS – mental health suite, covers treatment planner functionality

Web-based competency exam

Will cover the content in both in-person training classes. Passing of this exam (along with taking the refresher course) will be required to receive vxVistA login and signature code.

Web-based refresher course covering each of the relevant system functions (1-2 hours in length)

To be offered three weeks prior to production go-live. This course (along with taking the competency exam) must be taken to receive vxVistA login and signature code.

The proposed curricula will require development resources of:

One DSS Instructional Designer for creation of course material (in-person & web-based) @ 100%

Training locations with available class space include:

Room A @ 151 Centennial, Piscataway – 20 seats (with use of mobile training cart)

Room 1461 & 1462 @ BSHB, Newark – 20 Seats (with use of mobile training cart)

Scheduling:

IS/Administrative Personnel

This training session will be offered the week of 3/28/11 to UBHC vxVistA support staff. The exact timing of this course may be adjusted to occur sooner. Approximate staff attending this training will be 45.

vxVistA End-Users

Training sessions will be offered on a focused schedule basis over the course of eleven weeks, beginning April 4th, 2011 through June 17th, 2011. Sessions will be held Monday through Thursday for a total of eight 4-hour sessions per week. The training sessions will be posted online with sign-up and attendance tracking maintained through EventPro (training management software). Attendees will be required to sign-up for an entire day of training (split sessions will not be allowed).

Training Schedule:

Monday	Tuesday	Wednesday	Thursday	Friday
8:30 – 12:30	N/A	vxCPRS	vxCPRS	vxCPRS	vxCPRS
1:00 – 5:00	N/A	vxMHS	vxMHS	vxMHS	vxMHS

Notifications of training dates and instructions for registration will be delivered via email to all UBHC who will use vxVistA. UBHC staff will have the ability sign-up on line and attend training at times convenient to them but within the timeframes of the scheduled offerings. Preference will be given to identified super users during the first two weeks. A registration deadline of 3/15/11 will be imposed to allow the training team to assess the estimated attendance and to allow for management intervention for staff who have not registered.

Training attendance will be tracked and reconciled utilizing EventPro. The total number of UBHC staff that will be required to attend vxVista CPRS training is 727. The total number of UBHC staff that will be required to attend vxVista vxMHS training is 550. Training schedule is based on an attendance rate of 90% at the primary training location (ie. 18 out of 20 seats).

A training compliance rate of 85% will be acceptable for production go-live of vxVista. This will be measured by the completion of the vxVistA competency exam and refresher course.

In-Person Training Session Staffing:

One Trainer (DSS)

One Proctor (UBHC) – to answer questions and ensure no one falls behind

One IS Staff (UBHC) – to ensure technical connectivity at class start. IS staff will also be on call to immediately attend to technical issues that may arise regarding hardware or connectivity.

For vxMHS training there will be two DSS trainers in each class. DSS may add trainers for vxCPRS training if needed.

Assumptions, Constraints & Risks

This document assumes:

Acquisition and configuration of the mobile training technology

Required resources will be dedicated at the recommended effort allocations

All training locations and technology will be available and unused during the training phase (11 weeks)

vxVista training system is functional with system configuration and document development completed

Project testing phase has completed successfully

UBHC Trainers are competent in vxVista system use

Management support of training initiatives

While the time allotted for training is adequate, the decision to require all training in a single day is the choice of UBHC. DSS recommends against this due to quantity of information to be learned.

Online competency tests can help learners, trainers and managers identify topics that the learner should work on more. However, success in completing a test is not a certification of the learner or a guarantee of success in using the system.

System Overview

System Owner – Leon Garfinkel

Application Manager – Erin Bauzyk

System Administrator – Gus Jabbour

Project References

UBHC RC Implementation Training Plan

Training Phase:

In-person Training: 4/4/11 – 6/17/11

Web-based Refresher Training: 6/6/11 - indefinite

Competency Exam: 4/4/11 - indefinite

Points of Contact

Information

Instructional Designers:

Alisha Howell (Ahowell@dssinc.com)

Patricia Meehan (pmeehan@dssinc.com)

Margie Martinez (mmartinez@dssinc.com)

UBHC Trainers & Proctors:

Bob Ford (732-235-9348, fordrm@umdnj.edu)

Sharon Eaton (732-235-9343, eatonsm@umdnj.edu)

Lisa Tassio-Leung (732-235-2147, leunglt@umdnj.edu)

DSS Trainers:

Karen Small (561.531.0153, ksmall@dssinc.com)

Patricia Meehan (pmeehan@dssinc.com)

Project Managers:

Adam Levinson – UMDNJ/UBHC (732.743.2544, levinsaf@umdnj.edu)

Tom Arnold – DSS (720.260.4402, tarnold@dssinc.com)

Coordination

Sharon Eaton and Bob Ford will be responsible for training scheduling and notification to UBHC of training dates/times. Reconciliation and tracking of attendance (handled through EventPro) will be the responsibility of Sharon Eaton and Bob Ford. Reporting training metrics and progress will be the responsibility of Adam Levinson.

Coordination for DSS activities (travel, document creation etc.) will be the responsibility of Tom Arnold in conjunction with Adam Levinson.

General Training Prerequisites & Dependencies

Each training workstation must meet the following requirements:

Summary of Requirements
Internet Speed	NFTS Access	Software	Workstation O/S
High Speed	Each training user id must be a member of the UBHCORG group: vxvistaserver	vxVista CPRS and vxMHS installed locally	XP SP 2 or higher

Version Control

Version	Date	Person	Change
1.0	6/28/10	Adam Levinson	Initial Document Creation
2.0	7/9/10	Adam Levinson	Document Updated
3.0	10/5/10	Adam Levinson	Document Updated
3.1	10/14/10	Adam Levinson	Document Updated
3.2	11/1/10	Adam Levinson	Document Updated
4.0	01/04/11	Adam Levinson	Document Updated and Finalized
5.0	01/12/11	Tom Arnold	Document updated and approved by DSS
6.0	1/13/11	Adam Levinson	Accept changes, minor updates. To be sent for UBHC approval

Training Approach

Instructional Design Philosophy

Training for the vxVista implementation will be broken into two components for vxVistA users:

In-person classroom sessions

vxCPRS

vxMHS

Web-based learning modules

Online Tutorial for vxMHS

Live Webcasts for vxMHS

Competency Exam

Refresher Course

Attendance at an in-person session (4 hours in length each, 8 hours total) will be mandatory for all staff at UBHC who will use vxVistA. All providers attending vxMHS classroom training are very strongly encouraged to view the MHS online tutorial and attend one, two-hour live webcast functional review prior to vxMHS classroom training. Additionally, mandatory supplementary web-based refresher course will be created to allow for knowledge refreshment prior to go-live. All clinical staff who will be using vxVistA will be required to pass the online competency exam and refresher course before being given access to the production vxVistA application.

In-person sessions will be offered on an open schedule bases, allowing staff to schedule their session at their leisure. Web-based content will be available 24/7. A registration deadline of 3/15/11 will be imposed to allow the training team to assess the estimated attendance and to allow for management intervention for staff who have not registered.

CWS training for all staff will end on 6/1/11 (with the last training occurring in May). All new hires will be required to attend an in-person vxVista training class beginning June 1st, 2011. As the project moves into an operational state, the vxVista training will be incorporated into the UBHC new hire orientation.

Goals of Training

Trainees will achieve competency in the use of vxVista EMR application.

Curricula

Course	Audience	Content
vxCPRS	All providers, nurses, and CRD staff	Overview of CPRS: review of how to sign in/out of system, basic functions of all tabs, how to enter allergies, problems, orders, notes. Also how to review information previously entered in chart and how to sign documents Focused review of CPRS: how to review chart information, how to enter orders, how to enter/sign notes, how to create adhoc reports, vxVitals
vxMHS	All providers and nurses responsible for treatment planning	Overview of MHS: how to review previously entered information, how to enter role appropriate information. Focused review of MHS: how to create/develop a treatment plan, how to assign collaborators.

The scope of training documentation and curriculum will be finalized upon sign-off on by UBHC and DSS on training content.

Methods to Evaluate Training Effectiveness

Super user sessions will be conducted for both in-person and web-based trainings prior to training phase. Competency exams will be conducted at the conclusion of each to verify the information taught is being adequately retained by the trainee. Informal evaluations will be offered to gauge feedback on training effectiveness and to identify room for improvement.

Roles and Responsibilities

DSS and UBHC may add or replace personnel listed below with other qualified personnel as appropriate.

DSS Instructional Designer:

Margie Martinez

Responsible for the creation and management of web-based content.

Responsible for the tracking and management of trainee attendance and competency results for web-based content.

UBHC Trainers & Proctors:

Bob Ford, Sharon Eaton, Lisa Tassio-Leung

With DSS taking the lead, responsible for the creation of in-person training content. This includes all necessary course materials and exams.

Responsible for the tracking and management of in-person attendance and competency results.

Responsible for training UBHC staff and/or serving as a proctor for training.

Responsible for coordinating with UBHC IS to provide a technical resource during the first 15 minutes of each training session.

DSS Trainers:

Alisha Howell, Patricia Meehan and Margie Martinez

In conjunction with UBHC, responsible for the creation of in-person training content. This includes all necessary course materials.

Responsible for serving as a lead trainer for UBHC staff.

DSS vxMHS Trainers

Melisa Shearin (561-252-7234, mshearin@dssinc.com)

Tasha Thomas (tthomas@dssinc.com)

Danielle Matthews (dmatthews@dssinc.com)

Elizabeth Hoskinson (ehoskinson@dssinc.com)

Project Managers:

Adam Levinson (UBHC), Tom Arnold (DSS)

Responsible for the coordination of training resources, ensuring that training deliverables are executed on time.

Responsible for the organization of technical resources, guaranteeing that training room and user requirements are met.

Responsible for sign-off on training curriculum and content.

Communication of training metrics to the project Steering Committee will be the responsibility of Adam Levinson.

Evaluation

Metrics

vxVista training will be measured in the following ways:

Web-based competency exams will be required for all vxVistA users. Successfully passing the exam indicates the trainee has achieved the knowledge base and is ready for productive use of the vxVista application.

If a staff member fails the competency exam, they will have two actions of recourse:

Sit with a superuser/supervisor to review training materials and fill in any gaps. At the conclusion of this session, the staff member must retake the competency exam.

Re-attend the in-person vxCPRS and/or vxMHS training.

If a staff member fails a retake of the competency exam, notification will be made to the Steering Committee and the functional manager for addressing.

If the staff member fails the retake of the competency exam prior to go-live, they must re-attend an in-person vxVista training session.

Due to the potential time gap between an end-user receiving training and the go-live of the vxVistA system, completion of a web-based refresher course will be required for all vxVistA users. Upon completion of this course, the vxVistA login credentials for the end-user will be established. vxVistA users will not have access to the vxVistA production system until successful passing of the web-based competency exam and completion of the refresher course.

An 85% competency rate will equal successful project training. That is if 85% of the targeted staff members pass the competency exam and complete the refresher course, this measurement will be satisfied.

Competency exam and refresher course will not be required for administrative staff who receives vxVistA training.

Logistics

Facilities, Equipment and Supplies

Training locations with available class space include:

Room A @ 151 Centennial, Piscataway – 20 seats (with use of mobile training cart)

This location has been reserved for the entire training phase.

1461 & 1462 BSHB, Newark – 20 Seats (with use of mobile training cart)

This location will be reserved for three weeks during the training phase.

D103 @ 671 Hoes Lane West, Piscataway – 15 seats (backup)

This location will be reserved for the entire training phase.

Equipment:

Each training location will require an Internet accessible computer (with vxVista installed) for each trainee

Whiteboard or flipchart with markers

Supplies:

vxCPRS and vxMHS training manuals

Transportation:

UMDNJ logistical services will be used to transport the necessary training equipment and supplies to the Newark and Piscataway training locations.

Scheduling

In-person training sessions will be offered in two locations:

151 Centennial, room A (Piscataway)

Dates: 4/4/11 – 4/29/11 and 5/23/11 – 6/17/11

Behavioural Health Sciences Building (Newark), rooms 1461 & 1462

Dates: 5/2/11 - 5/20/10

These sessions will be offered over the course of 11 weeks: 4/4/11 – 6/17/11. Each session will run for 4 hours on the following schedule:

Training Schedule:

Monday	Tuesday	Wednesday	Thursday	Friday
8:30 – 12:30	N/A	vxCPRS	vxCPRS	vxCPRS	vxCPRS
1:00 – 5:00	N/A	vxMHS	vxMHS	vxMHS	vxMHS

Minimum class size for any in-person session will be 10 trainees.

EventPro will be used to publish the schedule of available training sessions. EventPro will also be used as a registration portal for staff to sign-up for a training session. The training schedule and registration portal will be available no later than 3/1/11.

Notifications of training dates and instructions for registration will be delivered via email to all UBHC. UBHC staff will have the ability sign-up on line and attend training at times convenient to them but within the timeframes of the scheduled offerings. Attendees must sign-up for an entire day of training; split sessions will not be allowed. A registration deadline of 3/15/11 will be imposed to allow the training team to assess the estimated attendance and to allow for management intervention for staff who have not registered.

The initial focus on training will be for identified superusers. This will mainly consist of supervisory and/or management staff. These individuals will be targeted for the first week of training to ensure they have the requisite knowledge to assist their staff in understanding the application upon go-live. In addition, the identified super-users will assist the training effort by having at least one of these resources sit-in on every training class. This will ease apprehension that comes along with new system training and provide another resource to assist with vxVistA questions and its application at UBHC.

Web-based learning modules will not require scheduling, as they will be available at the leisure of the trainee.

Attendees

All UBHC staff who will use vxVistA will be required to attend vxVista training and demonstrate competency. Currently this is approximately 727 vxVistA trainees (550 for vxMHS). As previously stated, an 85% competency rate will equal successful project training.

Prior to 4/4/11, the list of trainees will be documented and the total number updated. This figure will be used to validate the 85% metric mentioned above.

Clinical records staff and selected administrative staff will also be required to attend the vxCPRS training, approx. 18 individuals.

Contingency Plans

Trainee Emergencies

If a trainee is unable to attend an in-person training session they were registered for, they will be allowed to reschedule. Additional training dates may be offered if schedule conflicts do not allow for training attendance.

System/Facility Emergencies

Due to the flexibility of the mobile training cart, alternate locations for training can be easily setup. In the event that room A in 151 Centennial becomes unavailable, rooms 1511, B, or G at 151 Centennial will be used as the primary training room. In Newark, if 1461 is unavailable, room 1462 can be used.

Room D103 in 671 Hoes Lane West will become the primary training room if all other options are exhausted.

Training Staff Emergencies

In the event of an emergency that would prevent a lead trainer from attending a training session, one of the other identified training staff would take on the lead training role for this session. Additionally, superusers/supervisors may be pulled in to perform the role of proctor or trainer.

Post Project/Operational Training

Upon completion of the implementation of vxVistA, the training curriculum designed as part of the project shall be reused to conduct operational training of UBHC employees, new hires, etc. Sharon Eaton and Bob Ford will be the training leads and handle all aspects of the vxVistA operational training in conjunction with necessary IS staff.

Approvals

Plan Approval

The individuals below agree that they have reviewed and approved the plan outlined in this Support Documentation.

APPROVED BY:
Function Role	Name and Title	Signature	Date	Approval Email Request
Sponsor	Alan Weinkrantz, CFO	Implied approval	January 21, 2011
SC Member	Chris Kosseff, CEO	Implied approval	January 21, 2011
SC Member	Susan Furrer, Acting COO	Implied approval	January 21, 2011
SC Member	Theresa Miskimen, VP	Implied approval	January 21, 2011
SC Member	Michele Miller, VP	Implied approval	January 21, 2011
SC Member	Elaine Herzog, VP	Implied approval	January 21, 2011
SC Member	Rosemarie Rosati, VP	Implied approval	January 21, 2011
DSS Project Manager	Tom Arnold	Es/Tom Arnold	January12, 2011
DSS VP of Operations	Hugh Creedon	Es/Hugh P. Creedon	January12, 2011

Completion Approval

The individuals below agree that the plan outlined in this Support Documentation has been executed to completion.

APPROVED BY:
Function Role	Name and Title	Signature	Date
Sponsor	Alan Weinkrantz, CFO
SC Member	Chris Kosseff, CEO
SC Member	Susan Furrer, Acting COO
SC Member	Theresa Miskimen, VP
SC Member	Michele Miller, VP
SC Member	Elaine Herzog, VP
SC Member	Rosemarie Rosati, VP
DSS Project Manager	Tom Arnold
DSS VP of Operations	Hugh Creedon