Rollout Training Options for Re–engineered Vital Records • Jim Edgar MPA • Montana Office of Vital Statistics
Implementation Options : 1. Implementation training is included in software developers contract. 2. Contract with a professional trainer • 3. Organize and conduct your own training. These are not mutually exclusive
Advantages of Implementation Being in the Development Contract 1. Developer knows software very well. • 2. State does not have to be involved in training. • Scheduling. • Material development. • 3. One package, no multiple contracts or RFPs.
Disadvantage of Implementation Being in the Development Contract 1.Developer may focus on technical rather than system use. • 2. Developer may not have the equipment needed to train large numbers. • 3. Developer may not know filing procedures therefore cannot answer questions.
Professional Trainer Advantages 1. Training will focus on system use. 2. Usually has the equipment needed for training large numbers. 3. Contract can include contacting participants. 4. Developed materials can be used after the contract to conduct future training.
Professional Trainer Disadvantages 1. Goals of a successful contract may be difficult to define. 2. The trainer will have to be trained to use the system. 3. Trainer may be unable to answer questions regarding procedures or issues. 4. May need to write a separate RFP for the training
State Organized Training.Advantages 1. Complete control of the process and procedure. 2. Any question regarding the subject (birth or death) can be answered immediately. 3. Establishes rapport with users. 4. No additional RFP to write.
State Organized Training.Disadvantages 1. Loss of staff time when training. 2. Equipment issues. 3. Must make own contact. 4. Must develop own materials.
Montana Electronic Birth Registration Implementation Opted to do our own training. Reasons: • Finite number of facilities. • Hospital were using an electronic system already. • The filing standard was not being changed.
Montana Electronic Birth Registration Implementation 1.We conducted training on site in the hospitals and clerk and recorder offices • Initial contact made with a letter asking about interest • A “yes” response resulted in a phone call to schedule training in their facility 2.Midwives came to Helena for training
Electronic Birth System Users Total facilities on-line Hospitals (birthing) 37 35 Midwives unknown 7 Clerk & Recorders 56 53 Most recent hospital was trained Sept 2003
Electronic Birth Registration(How Did We Do?) 1. 98% of all births are filed electronically through the web based system 2. Number of errors on certificates decreased dramatically 3. 53 of 56 county clerk and recorder offices are on line and can issue statewide birth certificates
Montana Electronic Death Registration Implementation Opted to contract a professional trainer. Reasons: • Unknown number of facilities. • Diversified or limited electronic experience. • The filing form was being changed to the 2003 format.
Training Contract Requirements 1.Schedule statewide training • Arrange classrooms at 12 specified cities • Provide 2 four-hour classes per day at each location • Provide computer and on-line access at each training site for each student 2.Develop training plan and course materials 3. Contact each individual to schedule the training 4.Train the trainer
Death Reengineering Facts 1. System testing Jan 2003 2.Introductory training began at the Funeral Directors’ Association annual meeting June 21, 2003 3. Initial state wide training began July 14, 2003 ended Nov 3, 2003
Death Re-engineering Facts Individual Facilities. • Morticians 269 77. • Physicians 2408 (1608)* 679. • Physicians Assistants 159 Licensed --. • Coroners/ME 57 +Deputies 56. • Hospitals NA 71. Total 2893 883. * Number of physicians who certify cause of death after first mailing.
Implementation Lesson Learned 1. Once someone sees the system, they will want to use it. 2.When training is scheduled there will be enthusiastic response. 3.When anyone is trained and given access, they will immediately begin using the system.
Electronic Death RegistrationHow Are We Doing? Per Cent of Certificates Filed Electronically