Using the Events Management System

This user guide documented common workflow procedures for adding and managing three types of delivery sections to the state agency events management system (EMS): in-person trainings, webinars, and online courses.

The challenge:
A large number of employees were responsible for providing professional development through in-person training, webinars, and/or online courses. In most sections of the agency, the employee providing the training was also responsible for setting up course registration in the delivery platform and EMS. The EMS did not connect to the webinar platforms (GoTo Webinar and WebEx) but did connect to the online course platform (Blackboard LMS). As a result, different processes were used to add and manage the different types of trainings. Additionally, processes for taking attendance, verifying professional development hours for certificates, and accessing user evaluations varied by delivery platform.  A workflow analysis showed that there was a high need for ongoing support for users who struggled to set up registration and manage learner information within the EMS; this was primarily due to the large number of users, employee turnover, or infrequent use.

The solution:
The target audience included internal users who required additional technical support; these included new employees and those who infrequently addrd events to the system or managed learner information. I developed this performance support with Adobe Captivate. Embedded screencasts demonstrated the correct order and procedures for filling out the EMS forms, saving the event, creating a new course or section in the learning management system (LMS) for online courses, and/or creating an event in the webinar software. Additionally I created slides with section-specific procedures for completing each form, updating attendance information, and accessing post-training evaluations. Menu and navigation features were enabled to allowed employees to quickly access task-specific information.  This job aid increased staff efficiency; employees added courses to the EMS in less time and required less  support from other employees when entering course registration information or managing learner information.