Planning the Rollout of Your Route It Process

Transcription

1 Planning the Rollout of Your Route It Process When a manual business process becomes an online Route It process, responsibility for the rollout and support belongs to the business process owner. The business process owner (BPO) is typically the person or group who requested the Route It process. This document describes the activities, responsibilities, and resources required for a typical Route It rollout. If you require assistance with these tasks, your ITS developer will direct you to the appropriate support personnel. Documentation: As the content and process expert, you are responsible for completing the Route It online help documentation and any additional self help materials. Documentation To Do List Complete Route It Online Help Documentation (REQUIRED) Help for your Route It process will be available directly from the Route It. This online help material must be completed before your Route It process will be made available to campus. Your ITS developer will tell you when it is time to begin writing this documentation. Instructions for editing online help are in Appendix A. Publish a Link to Your Process on the Directory Tab in Argus (REQUIRED) A link to begin your Route It process must be made available in the Directory tab in Argus. Work with your ITS developer to determine the best category for your link. On the day that your Route It process is released to campus, your developer will turn on the link in Argus. Update Your INTERNAL Departmental Web Page (OPTIONAL) You may already have information about your current process on your INTERNAL departmental web site. If so, you will need to update this information for your new Route It process. Your web site should instruct users to use the Directory tab in Argus to access your new Route It form. You should not link to your Route It process directly from your web page. To update your web site, contact your department s web developer (your developer s name is listed in Argus on the IT Help tab). Create Quick Start Guides (OPTIONAL) Quick start guides are short step by step instructions to help new users understand your Route It process. Quick start guides are optional and are typically only needed with more complex processes or brand new processes. Announcements: You will want to announce your new Route It process so that everyone who needs to use it is aware of the change. These announcements may be targeted to specific groups of users or they may need to be campus wide. Typical announcement methods include Outlook distribution lists, Argus, and Argus Today. 1

2 Announcements To Do List Promote Your Process in Argus and Argus Today (RECOMMENDED) Use Argus announcements to communicate with large groups of users. You can post Argus announcements to employees, faculty, and/or students. Instructions and sample announcements are in Appendix B. Communicate with Specific Groups of Users (RECOMMENDED) Your Route It process will impact some users more than others. It is helpful to provide these users with specific announcements to make sure they are aware of the new process. For example, office managers are often highly impacted by new Route It processes and should receive extra communication. is typically the best way to reach targeted groups of users. A sample communication is in Appendix C. Promote Your Process in Your Departmental Newsletter (OPTIONAL) Departmental newsletters are another great way to get the word out about your new Route It process. Training: In addition to telling your users about your Route It process, we encourage you to show them. Training gets your users familiar with the process and gives them an opportunity to ask questions. Training To Do List Offer Face to Face Training Opportunities (RECOMMENDED) Your training sessions can be formal or informal, whatever works best for you. You will find that meeting with your clients gives you an opportunity to better educate them on your process in general, in addition to helping them understand how the Route It process works. To assist you in training, a customizable PowerPoint slide show is in Appendix D. The appendix also includes instructions for reserving a training room in building 37, and for posting your training session in the Training Reservation Desk (Argus, My Office tab). To avoid problems while training, we highly recommend that you present a PowerPoint slide show to your students rather than presenting in the actual Route It system which may still be under development. Direct Users to the Online Route It Tutorials for Standard Route It Features (RECOMMENDED) Online Route It tutorials are available in the IT Knowledgebase (Argus, IT Help tab) or from These video demonstrations walk through the core features of Route It including detours and proxies. This is a good place to send users who are unfamiliar with the concept of Route It. You may also instruct users to watch these online tutorials before they attend your face to face training this will allow you to focus on your process during training rather than explaining the basics of Route It. Offer Specialized Training to Highly Impacted Groups (OPTIONAL) Those users who are most impacted by your new Route It process may need special attention to address their 2

3 unique training needs. In most Route It processes, there is at least one group of users who will need specialized training. Support: As the route content expert, you are expected to help clients with problems and questions. In the Route It Online Help, your name will be listed as the help contact. The ITS Help Desk will help clients with technology issues related to availability and access; however all other issues will be referred to you. In some cases, you may need to contact your ITS developer for assistance solving a problem. All contact with the ITS developer should be made by you; do not refer users to ITS developers. Development Accounts: As the business process owner, you will want to familiarize yourself with the Route It process before it is rolled out to campus. To gain access to your route before roll out, you will need a development account. Once your route has been built, your ITS developer will provide you with the development account that will allow you to log into the development version of Route It that the ITS developers use. This access will allow you to work with sample routes and will help as you create documentation and prepare for training. Note: In development, you will not receive notifications from the Route It system. If you want to see the that will be generated by Route It, ask your ITS developer. Rollout Plan: You should begin planning the rollout of your Route It process well before the development of your route is complete. It is important to give your users time to prepare for the new process so that they are not surprised or confused by the change. We suggest that you identify the rollout tasks and activities required for your rollout and set a timeline. Decide what you will do, when you will do it, and who will do it. Your timeline should be developed to work with the schedule of your ITS developer. We suggest that you begin with the date that you plan to rollout your new Route It process and work backwards to decide when you need to begin documentation, announcements, and training. Rollout To Do List Create a Timeline for Documentation, Announcements, and Training (HIGHLY RECOMMENDED) A timeline worksheet is in Appendix E. Decide How You Will Transition from Your Current Process (RECOMMENDED) There are two ways that you can transition from your current process to your new Route It process. You can (1) set a single date where the old process will be discontinued and replaced with the new process, or you can (2) allow the two processes to overlap so that there is a limited time period where both processes will be accepted. Think about the specifics of your process and your users to choose the best transition plan, and then discuss it with your developers. When you discontinue your old process, remember to remove all forms and other entryways to the old process. 3

4 Appendix A: Populating and Editing Route It Online Help The Route It online help is available from the help link at the top of the Route It page. When the online help template is ready, your ITS developer will give your account the necessary permissions for you to edit. Your ITS developer will have already added graphics of each step, and you will need to add text to explain each step to your users. Editing the text requires knowledge of basic HTML if you need help, contact the person who built your department s web site. If you are unsure of what information to include, refer to the help for another process such as key request. Steps to Edit Online Help 1. Log into the Help Admin page at 2. Select your route from the list, and then click Modify. 3. Each step in the process will have a How do I complete this form section. Click the Edit Help Text link for that section. 4. Type in the help information. Use bold tags <b></b> for headings, and break tags <br> to insert empty lines. 5. Click submit. 6. Repeat the above steps until you have entered help information for each step in the process. 4

5 Appendix B: Sample Argus Announcements Modify these Argus announcements, or use them as guides to write your own. Instructions for submitting an Argus Announcement To submit an Argus Announcement, click the Ask Us link in the upper right corner of Argus, and then select Personal Announcement Request. Be sure to include the following information: The groups that should receive the message (faculty and/or employees) The headline that you want to appear on the Welcome tab in Argus How long the announcement should run Indicate that it should appear in Argus (on the Welcome tab) and in Argus Today ( ed Monday, Wednesday, and Friday) Key Requests Go Online with Route It Starting October 1, key requests can be submitted online using Route It. The online Route It system will greatly reduce the time it takes to receive a new key because the request form will be delivered electronically to each approver, unlike the current paper form which must be hand delivered. The paper key request form will remain available only until October 31. Key requesters are encouraged to begin using the online Route It form on October 1st, and become comfortable with the new process before the paper form is discontinued. The online key request form will be available from the Directory tab in Argus. Three training sessions are being offered this month sign up in Argus on the My Office tab. If you have questions about key requests, please contact John Doe at ext Paper Key Request Form to be Discontinued on 11/1 Starting November 1, the paper key request form will no longer be accepted. At that time, key requests can only be made using the online Route It form. Key requesters are encouraged to begin using the online Route It form immediately and become comfortable with the new process before the paper form is discontinued. To request a key using Route It, go to the Directory tab in Argus and beside the Police service, click the Request a Key link with the blue Route It cog icon. Three training sessions are being offered this month sign up in Argus on the My Office tab. If you have questions about key requests, please contact John Doe at ext Key Requests Now Online via Route It Key requests can now be made online using Route It. The online Route It system greatly reduces the time it takes to receive a new key because the request form is delivered electronically to each approver, unlike the paper form which must be hand delivered. The paper key request form will remain available only until October 31. Key requesters are encouraged to begin using the online Route It form immediately, and become comfortable with the new process before the paper form is discontinued. To request a key using Route It, go to the Directory tab in Argus and beside the Police service, click the Request a Key link with the blue Route It cog icon. Three training sessions are being offered this month sign up in Argus on the My Office tab. If you have questions about key requests, please contact John Doe at ext

6 Appendix C: Sample Announcement Send announcements to specific groups who will be impacted by your new Route It process. Modify this announcement or use it as a guide to write your own. The Route It graphic can be included in announcements. On October 1, key requests will be automated using Route It. You are receiving this because you will receive requests that require your action. If you are unfamiliar with Route It, it is an online system that automates paper based processes. Route It will greatly reduce the time it takes to receive a new key because the request form will be delivered electronically to each approver, unlike the current paper form which must be hand delivered. The paper key request form will remain available only until October 31. Training sessions are now being offered to familiarize you with the new key request process. Sign up in Argus on the My Office tab. 6

7 Appendix D: Training PowerPoint Template: To assist in your training efforts, a PowerPoint template is available for download at (requires Microsoft PowerPoint 2007). You will need to modify the PowerPoint slide show to include screen shots of your specific Route It process. Feel free to add or remove slides as needed. Graphics of your new Route It process can be copied from the Route It Online Help (in the online help, click the thumbnail images to see full screen shots, then copy and paste into PowerPoint). Reserve a Training Room: To reserve a training room, schedule a meeting in Google Calendar and invite the room as a guest. Two ITS training rooms are available: 79/179 (Training Beta) and 79/180 (Training Alpha). Both rooms are equipped with instructor computers and student computers, and can accommodate between 18 (Beta) - 26 (Alpha) students. Coordinate with Human Resources to Post Your Training in the Reservation Desk and the Training Calendar: In Argus, on the My Office tab, is the Training Reservation Desk. Here you can post your upcoming training and allow users to sign up. To add your training session to the Training Reservation Desk, call Human Resources at ext and be prepared to provide the following information: Course name address Length of course (in hours) Course description Instructor name Location (building and room) Audience (employee and/or student) Maximum number of students Message to be ed to students before class (if any) The Human Resources Training Calendar is an ed list of upcoming training that is sent monthly to all faculty and staff. Your class must be posted in the Reservation Desk by the Monday before the last Tuesday of the month for the class to appear in the HR Training Calendar. 7

8 Appendix E: Sample Timeline and Worksheet All processes are different. Use this timeline as a guide and adjust to work with your Route It process. Two Months Before Rollout: Review this document and distribute to staff participating in rollout Request a development account and spend time learning your Route It process Fill out the attached Rollout Task List Schedule regular meetings with staff to monitor rollout activities Decide how you will transition from your current process to your new Route It process One Month Before Rollout: Review status of documentation and training materials Begin executing training plan by reserving classrooms and/or meeting locations Coordinate with Human Resources to post your training in the Reservation Desk and the HR training calendar Write announcements Review remaining tasks and adjust due dates as needed Begin weekly status checks Three Weeks Before Rollout: Communicate with specific groups of users Encourage users to sign up for training Ensure that documentation and training is in final stages of completion Promote new Route It process in departmental communications Two Weeks Before Rollout: Run announcements in Argus Encourage users to sign up for training Begin training sessions 8

9 One Week Before Rollout: Continue running announcements in Argus Continue training sessions Communicate with specific groups of users Week of Rollout: Continue running announcements in Argus Continue training sessions Communicate with specific groups of users Day of Rollout: Announce in Argus Work with your ITS developer to post links to your process in Argus Post links to your process on your internal web page (if applicable) Remove links to your old process and any related material One Week after Rollout Date: Complete training sessions Thank users who participated in training for their attention and participation 9

10 Rollout Task List (Current as of x/xx/xxxx) Route: Roll out Date: Task/Description Responsible Party Due Date Page 1 of X 10