Guide to Instructor-Led Training

1. MyFloridaMarketPlace Guide to Instructor-Led Training Revised Date:1/22/04

2. Purpose • Provide trainers with the information needed to successfully deliver MyFloridaMarketPlace training to end users in their agency. • Topics to be covered: • Training Facility Requirements • Web-Based Training (WBT) • Checklist for Success • Overview of Effective Presentations • Tools for Effective Presentations • Audience Interaction • Trainer Packet

3. Training Facility Requirements • Computers with Internet access • Internet Browser must be Internet Explorer (5.5 or higher) in the training facility. (Note: Web-Based Training does not support Netscape) • Operating System – Windows 98 (minimum) • No files need to be downloaded to use Web-Based Training • You will need Microsoft Word and PowerPoint to view the overview presentations and training guides for each module • If you do not have these applications, go to http://marketplace.myflorida.com/resources.htm to download the viewers

4. Hints and Tips • Use Whiteboard or Flip Chart to record questions or key points • Instructors should bring water to drink during session • If Excel or Word documents do not download when software is installed: • Open IE & click on Tools -> Internet Options -> Advanced Tab -> scroll down to the ‘Security’ section and uncheck the option “Do not save encrypted pages to disk” • Recommended screen resolution for training computers • Best – 1024 x 768 • Good – 800 x 600

5. Accessing Web-Based Training • The URL for web-based training is http://training.myfloridamarketplace.com/buyer. A link to Buyer web-based training will be posted under the “Buyer” category. • Each MyFloridaMarketPlace system module is broken down into different Web-Based Training courses: 1.0 System Basics, 2.0 Requisitions, 3.0 Approving, 4.0A Desktop Receiving, 4.0B Central Receiving, 5.0 Invoicing, 6.0 eQuotes, 7.0 Advanced Purchasing, 8.0 Standard Reporting, 9.0 Sourcing, 10.0 Contracts, 11.0 Data Analysis, 12.0 Security Administration. • Recommended Procedures: • At the beginning of each class, log onto the computers • Open the Internet browser (Internet Explorer) • Open the Web-Based Training website • Make the Web-Based Training website a favorite for all of the computers

6. Using the Web-Based Training Tool Four playback modes exist within the Web-Based Training Tool, OnDemand: See It!, Try It!, Know It?, and Do It!. • See It! Mode - Enables you to learn by watching an animated demonstration of tasks being performed in a simulated environment. All required activities, such as moving the mouse and selecting menu items, are completed automatically. • Try It! Mode - Enables you to learn interactively by prompting you for the necessary mouse clicks or keystrokes to complete tasks in a simulated environment. When you are working in Try It!mode, you see a marquee aroundthe location where you need to complete an action. If you make a mistake, you are prompted to try again. • Know It? Mode - Enables you to put your knowledge to the test in a simulated environment. When you click the Know It? button, you are presented with the score needed to pass (80%), and you will also receive instructions for completing the assessment. You can then start to perform the required steps for completing the current task. • Do It! Mode - Enables you to learn interactively, while you work, without leaving the live application. You can accomplish real tasks with your actual data while you learn. The Do It! window opens within the target application. This window includes a series of steps that need to be followed in sequence to complete the task.

7. Using Web-Based Training to Deliver ILT Training • Use Try It! Mode to show the users how to complete each task. • Allow users to follow along with you as you complete each topic. • Stop regularly to ask if anyone has any questions – encourage a conversational tone.

8. Checklist for Success Use a checklist of things that need to be done before your classes. Below are some suggestions of things to do before you teach your class. • Know the topics you will be presenting. You will be better able to anticipate questions and your responses. (Review the FAQ’s for the module) • Practice what you’ll say. Plan to pause occasionally to heighten the importance of the words. • Tape record your practice, if desired. Listen for verbal crutches – the “ums”, “ahs”, and “you knows”. • Complete a ‘dry run’ at the training facility. Get a ‘feel’ for the layout and the sound projection of the room.

9. Checklist for Success Make a checklist of things to do during your class. Below are some suggestions of things to think about during class: • Don’t break eye contact for more than 10 seconds • Don’t speak in a monotone – use a strong, clear voice • Use “you” frequently (or refer to your participants by name) • State your point of view early on • Use a sense of humor • Welcome questions because they are indications of interest • Remind your end users that they can print out the materials used during the training and reference them when they use MyFloridaMarketPlace • Emphasize the advantages of Do It! Mode - enables users to learn interactively, while they work, without leaving the live application. They can accomplish real tasks with their actual data while they learn.

10. Effective Presentations – How You Look How you look can contribute greatly to your success as a presenter. Eye contact is one of the first things an audience notices and one of the hardest skills to master in presenting. Having poor eye contact can cause many problems: • Poor rapport - You don’t establish rapport with the audience; two-way communication breaks down. • No feedback – You can’t get feedback from the audience so you can’t see if your message is being received. • Look of nervousness – You look nervous and audience members may question your credibility. • Disjointed thoughts – You may have problems remembering what to say next. Too much eye movement is often a symptom of rambling, disjointed thoughts.

11. Effective Presentations – How You Sound Your vocal quality affects how you look as well as how you sound. An uninteresting tone can make it very difficult for an audience to believe what is said. An interesting and enthusiastic tone lends credibility. The most common vocal problems for a presenter are: • Inaudible – The audience can’t hear the presentation if you speak with a low voice projection or sloppy articulation. • Monotone – Trainers need to change the inflection of his/her voice to avoid monotone. • Sounding tentative – Upward inflection will make a trainer sound polite, but tentative. Downward inflection adds authority to the voice and makes a speaker sound definite, confident, and persuasive. • Looking unenergetic – If a trainer is too quiet, the audience may start to think that the trainer isn’t very sure of what he or she has to say. • Losing attention – A trainer must slow down to assess the audience’s comprehension level. The audience needs a break to process the information.

12. Audience Interaction The method in which a trainer interacts with the audience can greatly enhance the effectiveness of the training. Below are some of the ways to handle questions and answers effectively and efficiently. • Anticipate the questions you will get – Write them down leaving room for the answers. You should be able to anticipate 70% of the questions. • Look at your list of questions – If you have a lot of questions in your list then see if you can add some of the answers to the training as notes. • Answer each question – Answer the question on paper or orally. • Be honest when you don’t know the answer – Keep your answers short and tell the person you will get back to him/her with the answer or additional information.

13. Trainer Packet Each trainer will receive a packet with information to assist in their successful MyFloridaMarketPlace training sessions. Below is the list of items included in each packet. • Guide to Instructor-Led Training Presentation • Instructor Notes (for each Training Module) • Web-Based Training Tutorial Presentation • Training Sandbox Quick Reference Guide with Sandbox IDs • MyFloridaMarketPlace Request Statuses • MyFloridaMarketPlace Glossary Terms • Training Class Sign-in Sheet • Course Evaluation Sheet • MyFloridaMarKetPlace System Roles

14. Questions??