Submitting a Training Intake Form

Submitting a Training Intake Form Introduction The Training Intake form has been created to streamline the process of creating or updating training content. The form: • Ensures all pertinent information about the training is gathered prior to development • Clearly defines the need for and purpose of the training • Defines who will collaborate with the L&D Team to create and audit training content • Creates a process for communicating about the training at all stages of development • Alerts L&D when training needs to be audited • Allows tracking and reporting of all training content requests from when they are proposed to completion Accessing the Training Intake Form The Training Intake form is completed on the DevOps platform. There are three places where you can access the form by using a hyperlink: 1. Microsoft Teams Learning and Development Channel, wiki 1

SUBMITTING A TRAINING INTAKE FORM 12.19.22 2. The left side menu in Brainier on your Brainier dashboard 3. The HR dropdown menu on the Deringer Scoop page Individuals must be granted access to the platform. If you are unable to log in to DevOps please email [email protected] 2

SUBMITTING A TRAINING INTAKE FORM 12.19.22 Creating a Request • When you click on the link you’ll be signed into DevOps automatically and directed to the Learning and Development – Intake Form page. • Click the plus sign next to Learning and Development on the menu on the left and then Training. 3

SUBMITTING A TRAINING INTAKE FORM 12.19.22 Overview of the Training Intake Form • You are responsible for completing the information on the left side of the screen, beginning with the title at the top, and concluding with an optional discussion. Any item with an exclamation point is mandatory. • On the right side of the screen, HR is responsible for the Related Work, Checklist, and the information under For HR to fill in. • You may insert a link or upload a file that is relevant to your training request by clicking the icons on the right. • You will be able to see how the request is progressing by clicking on the clock icon. 4

SUBMITTING A TRAINING INTAKE FORM 12.19.22 • Once you have completed all the mandatory items on the left, the Save & Close button in the top right will turn blue and you can save the request. • If you need to exit the form at any time, click the back arrow in your browser or the X in the top right of the screen. If you have not saved the form, everything you entered will be deleted. Description of Fields A description of each field in the form is listed below. Data entered in any field is searchable by keyword. • Title The name of the training. • Unassigned L&D will assign users to a training request as needed. • Requestor Name, Title and Department Complete these fields for the person who is initiating the request. Depending on the topic, it may be you or someone who asked you to complete the Intake Form. • Training Topic The broad category that training relates to, for example the name of a software program or general function. • Date requested and target date the requested date is the day you are completing the form and the target date is when you’d like the training to be complete. • Priority In your opinion, how critical is the need for this training? One is the highest priority and three is the lowest. • Is the date driven by a larger project or initiative? Describe any project/event that relates to your training request and may impact the development of the training. • Length If you don’t know the length of the training, leave this field blank. If it is a training with a definite duration, such as a recording, enter that here. • Content Format Select one of the options from the dropdown list. 5

SUBMITTING A TRAINING INTAKE FORM 12.19.22 • Method of delivery If you don’t know how the content should be delivered, leave this field blank. L&D will help you determine this. You may also select one of the options from the dropdown list. • Stakeholders Individuals, groups or departments that have an interest in the outcome of the training. For example, our Trade Advisory and Compliance Teams are stakeholders for CTPAT training. • SMEs to collaborate with L&D This could be one of the most important fields on the Intake form! This field is where you will list individuals who are subject matter experts who will commit to collaborating with L&D to create content. Prior to completing this field consult with them to determine their availability, as that will directly affect the target completion date. • Who will proof and review training prior to deployment? This may be you, one of the SMEs, or someone else. A member of the HR Team will always be available to review training content. • Any roadblocks that could slow the process? This may include other projects your SMEs are working on, PTO/busy season, another initiative, software updates, etc. • What business gap or challenge will the training address? This is not necessarily the topic of the training. • Is the target audience aware of the challenge? Is the topic a new procedure or is the training going to address a known problem? • What behavior needs to change or be introduced/ This is a detailed description, not broad like the business gap or challenge. • How will the training address the challenge Describe how the training will create a change in behavior. • What steps have previously been taken to fill the knowledge gap? This may include job aids, previous training modules, email messages, word of mouth, the helpdesk, etc. If there has been no effort to fill the knowledge gap, type none. • What current resources are available about the topic? This may include videos, documents, training in Brainier, etc. If there are no resources available type none. • Can current resources be updated instead of creating a new module? If there are resources available, please describe them and where to access them. 6

SUBMITTING A TRAINING INTAKE FORM 12.19.22 • How will the effectiveness of the training be measured? This may include a reduction in errors, a quiz, users following a new procedure or a reduction of helpdesk tickets. • Who will need this in the future? This may include all new hires, individuals promoted/take a new job role, a specific department, or even everyone in the company. • How often with the audience need to complete this training? Select from the dropdown list or type your answer. • How often will the content need to be audited or updated? Select from the dropdown list or type your answer. • Who will audit the content? This is a critical part of the Intake Form! You must determine if it will be the SMEs who collaborated to create the training, you or another individual. The L&D Team will contact this person when it’s time to audit the content. • Will additional training related to this topic be required in the future? If this is part of a larger initiative, additional training may be required, or if you know changes will be made at a specific time, enter the details here, otherwise select no. • Any additional information If there is any additional information that would be helpful for the L&D Team to know, please enter it here. • Discussion This field is reserved for conversation among people involved in the project. This is where you can @mention someone (refer to Communicating About a Training Request on page 9 of this document), to send them a notification that you wrote to them in the training request. That notification will include a link to the training request where they can respond. 7

SUBMITTING A TRAINING INTAKE FORM 12.19.22 Boards View You can view all the training content requests and their status on the Boards view in DevOps. The L&D Team is responsible for changing the status of a request. • From the Learning and Development home page, click Boards on the Learning and Development – Intake Form page, and click Boards again. • All the intake forms will display in the Boards view. There are five columns, or “swim lanes,” on the board. o Proposed: The intake form has been completed but the project has not been started. The reason the item is still in the proposed phase will be noted by HR in the HR Comments field. o On Deck: These training requests will be moved to Active when L&D begins the project. o Active: The training is currently in development. • Once a training request has been completed it will be moved to the To Be Audited column or Done. o To Be Audited: Items that require an audit at any time in the future will display here. When it is time to audit a training the 8

SUBMITTING A TRAINING INTAKE FORM 12.19.22 request will turn red. The L&D Team will contact the individual responsible for auditing the training. o Done If a training request requires no further action in the future, it will be moved to the Done column. Communicating About a Training Request There are two ways to communicate directly with an individual about a training request. Regardless of the method used, the individual must be part of the L&D DevOps Team. Please contact rmackenzie@anderinger if you need someone added to the team. 1. Email a Request • In the top of the training request details, right click the kebob menu and select Email work item. There is no way to opt out of having a training request emailed to you. 9

SUBMITTING A TRAINING INTAKE FORM 12.19.22 • A pop up window will open where you can compose a message and send it to the individual. 2. @mention When you @mention someone in the discussion about a training request, they will receive an email and a link that will direct them to the form where they can read your message. They may reply to your message directly in the discussion field. There is no way to opt out of receiving a notification when you are @mentioned. 10

SUBMITTING A TRAINING INTAKE FORM 12.19.22 Additional Notifications Following a training request allows you to configure additional notifications. • Click the Following button in the top right of the screen and then the gear icon. • A pop up window will display and you can select o Not Subscribed only receive a notification when you are @mentioned and emailed a training request. o Subscribed receive all notifications: when you are @mentioned, emailed a training request, and when a request changes state, for example On Deck>Active. o Custom You may select to receive notifications when a training request changes state and/or there is a change to who the request is assigned to. You will also be notified when someone @mentions you or emails you a request. 11