Versatile Enterprise Software Design Plan

1. Versatile Enterprise Software Design Plan Horace Crews March 08, 2014 EDTC 3332 Application Instructional Technology

2. Needs Assessment In order for the Accounts Payable staff to succeed in records management they must be able to produce electronic records using the Versatile software: • They must create electronic records that are accurate and complete, so that it is possible to establish what has been done and why. • The quality of the records must also be sufficient to allow staff to carry out their work efficiently, demonstrate compliance with legal and regulatory requirements, and ensure accountability and transparency expectations are met. • This instructional online tutorial will be designed with printed screens directly from the software and have the step by step instruction in text.

3. Needs Assessment The advantages of the Accounts Payable staff using Versatile software: • From the moment the document is scanned, it becomes accessible from any computer using Versatile software by an authorized employee. • Versatile software provides electronic documents to be retrieved immediately, shared and routed to any employee who needs it. • Versatile provides better service delivery because relevant information can be located easily. • Versatile improves business processes through faster access to and retrieval of information. • Better-informed decision-making through quicker access to all of the right information.

4. Needs Assessment The Versatile training module will provide my colleagues with: • Training that will be cost effective and flexible solution for my colleagues during work hours. • Prepare the Accounts Payable staff for a smooth transition from physical documents into electronic documents. • A quiz with feedback in a work environment that’s going to help the staff retain the course content which will produce results.

5. Instructional Goal • After completing this training, Accounts Payable staff will be able to successfully use Versatile Enterprise to meet meaningful use requirements. • Upon completion of the module, staff will be prepared to create electronic records that are accurate and complete.

6. Performance objectives After successfully completing the Versatile training session, the staff will be able to perform the following tasks for the imaging process: • Using the software program “Versatile” staff will be able to log into the software (CN), successfully entering their individual username and password (B) with 100% accuracy (CR). • Using the software program “Versatile” staff will begin to set the fiscal year of the document (CN) complete the search for the document file (B) with 100% accuracy (CR). • Using the software program “Versatile” staff will choose the correspondent file for the document (CN) staff will enter the file by double clicking the file image on the screen (B) with 100% accuracy (CR).

7. Performance objectives • Using the software program “Versatile” staff will ensure the file has the updated information for the document (CN) staff will click on attachments to proceed the scanning process (B) with 100% accuracy (CR). • Using the software program “Versatile” staff will prepare and place the document on the scanner (CN) staff will click on the scanning image to scan the document (B) with 100% accuracy (CR). • Using the software program “Versatile” staff will collect the documents from the scanner (CN) staff will staple the papers together and stamp the scan logo on the front page (B) with 100% accuracy (CR). • Using the software program “Versatile” staff will data entry the document (CN) staff will enter the image title, image type, and description (B) with 100% accuracy (CR).

8. Assessment of Learning Outcomes

10. Learner Characteristics The target audience for this training: • Are the Accounts Payable staff that work in the Finance Department for Brownsville I.S.D. • Range in age from 28-65 • Include both male and female participants • Although they are from a variety of ethnic backgrounds, all are English speaking.

11. Learner Characteristics The learners who will participate in this online module: • Are highly motivated to learn and ready to help the file room get up to date. • Understand the value of this training to provide quality to electronic records. • Must be sufficient to allow staff to carry out their work efficiently. • Have some experience using the Versatile Enterprise software. • Possess the basic computer skills needed to complete this training course.

12. Learning Context • The Versatile Enterprise software training will be facilitated via web-based module. • Staff members will use the file room from the Finance Department for training. • There are two extra computers with internet access for access to complete the online tutorial. • All Accounts Payable staff must participate in the training. • The online tutorial will enable the staff to access training during working hours (8a.m.-5p.m.) and be accessible during their own time.

13. Training Module Outline We live in an electronic society. Virtually all transactions and all records are electronic. Our business and personal conversations are increasingly electronic. There is an electronic trail to almost everything. A. Versatile is a electronic recordkeeping system with expanding methods of creating, editing and maintaining records. B. At the end of this training, staff will be able to log into Versatile Enterprise with their individual username, arrange electronic records in a consistent, logical way to ensure they can be easily located and retrieved. C. By conducting this training, Accounts Payable staffs work load will be less stressful in the file room. By having a web based module training in the Finance Department staff will learn how to execute each document by imaging it into the system. This will help the file room efficiently because there will be more hands on the scanning process. The training will navigate them with a step by step instructional guide. After giving them an overview about Versatile Enterprise I will ask the staff what are the main parts of he training will they like to focused on the most. I can have them work in groups of two so they can generate what they already know and teach each other new steps that both parties were not aware of.

14. Training Module Outline The Accounts Payable staff will go through a step by step instruction to produce electronic records. A. Log In • Staff will log in with their own individual username and password provided by administration. B. Conducting Search • Staff will click on the arrow and set the fiscal year of the document. • Staff will enter the vendor number on the search column to find the documents corresponding file. C. Selecting the file • Staff must double click on the corresponding file to the document. D. Review file • Staff must check that the file has the correct vendor name and same fiscal year of the document. • Staff will click on Attachments on the upper right hand corner.

15. Training Module Outline E. Document preparation • Staff must have all staples and extra copies in the document cleared from scanning. • Staff must insert the document into the scanner. F. Scanning process • Staff will click on the imaged scan button. • Staff will wait until the document is completely scanned. G. Saving document • Staff will data entry the documents image title, image type, and description. • Staff will click on save as new then on done scanning.

16. Training Module Outline • Versatile Enterprise Test Exercises • Staff will be assigned to their own computer in the file room using the Versatile Enterprise software. They are required to enter in the documents information which is the fiscal year, vendor number in order to scan the document with 100% accuracy. • The proposed online instructional tutorial will provide the appropriate training for the Finance staff to be able to utilize the skills and knowledge acquired in the instructional training to the Versatile Software. The staff’s will be able to incorporate their newly learned skills and knowledge into the file room to help pick up the imaging production. • I will be evaluating my staff by results of their quizzes. I will also be pin pointing weaknesses and assessing them with more learning criteria. I will also be present while they are having practice sessions with versatile to be able to guide them trough occurring problems. • The Accounts Payable staff will be practicing the trainings in the file room. Resources that they will need are a computer, keyboard, mouse, scanner and the versatile software. A stapler remover tool will be needed to prepare the documents from all staples and any extra attached copies on the document that are not needed. • Staff will have the opportunity to open their training module if they have access to a computer, laptop, or tablet anywhere. Staff will be able to re-read and overview the lessons provided to them. They will have time to go over their quiz questions and to find the answers on the training module.

17. Instructional Resources The instructional resources learners will need to access and participate in this training program include: • Use of the file room in the Finance Department for group training sessions. • Two extra computers with monitor, a keyboard, a mouse, scanners, and internet access. • Staple removal tool will be needed and a electronic stapler. • Administration will provide username and password for staff.

18. Instructional Resources • Computer with dual-core CPU or higher • Microsoft Windows XP, Windows Vista, or Windows 7,32-bit or 64-bit • 256 MB RAM—1 GB recommended • USB port required • Any printer that can be installed on a Windows platform • Scanner that is compatible with Versatile software • Versatile Enterprise software installed on computers • Internet access

19. Training Module Blueprint Staff will enter the fiscal year of the document and its vendor number in the search column. Versatile is a electronic recordkeeping system. Staff will learn how to execute each document by imaging it into the system. By conducting this training for the Accounts Payable staff work load will be less stressful in the file room. Staff will serve the training in the file room. Two staff members will perform the first four hours of work and two more in the afternoon for four hours. They will first log into Versatile with username / password Staff will place document into the scanner/click on the scanner button. Staff will input the document description and save imaged document. Staff will have an overview of what Versatile has to offer and a step by step instructional guide to process a imaged document. They will also take a True/False and multiple choice quiz Staff will choose the corresponding file to the document and check that the file has the updated information for the document.

20. Training Module Blueprint Staff will be assigned to their own computer in the file room using the Versatile Enterprise software. They are required to enter in the documents information which is the fiscal year, vendor number in order to scan the document with 100% accuracy. The proposed online instructional tutorial will provide the appropriate training for the Finance staff to be able to utilize the skills and knowledge acquired in the instructional training to the Versatile Software. The staff’s will be able to incorporate their newly learned skills and knowledge into the file room to help pick up the imaging production.

21. Training Module Blueprint I will be evaluating my staff by results of their quizzes. I will also be pin pointing weaknesses and assessing them with more learning criteria. I will also be present while they are having practice sessions with versatile to be able to guide them trough occurring problems. The Accounts Payable staff will be practicing the trainings in the file room. Resources that they will need are a computer, keyboard, mouse, scanner and the versatile software. A stapler remover tool will be needed to prepare the documents from all staples and any extra attached copies on the document that are not needed.

22. Formative Evaluation This Training Program will be reviewed by the Records Management Clerk who is knowledgeable in the use of Versatile Enterprise as well as end user workflows, to: • I will be verifying the validity of the training material prior to course training. • I will be verifying that all the course material is in specific order in accordance to Versatile Enterprise. • Since I will be present I will answer any informative questions that the Accounts Payable staff may have and be an available resource for feedback to better guide them trough any issues during the training.

23. Formative Evaluation The Versatile Enterprise Software Training Module will be administered to a couple’s group from Accounts Payable staff for the process of turning a physical file into an electronic file. Two staff members will participate while being observed. As the learners go through the module, the observer will: • Review the learners performance • Record any issues that arise • Ask the participants for their feedback regarding the training upon completion.

24. Summary • This training program will assist the Accounts Payable staff into accomplishing meaningful use of requirements in their creation of electronic documents on Versatile Enterprise software. • Completion of this training module will create a strong cross trained staff that will utilize electronic documents and have the file room up to date. • Upon completion of this training, Accounts Payable staff members will be fully prepared to smoothly transition in the file room upon imaging records and accurately completing the process of turning a physical document into a electronic document. • This training program will help the file room improve the bulk of paper piling up, implementing an electronic workflow,and allowing employees to instantly access documents at any time.