Best Laid Plans
As you all have been going to the web form and indicating your preference for switching to 4HOnline, there have been a couple of things that caught me by surprise... first, that at the present time, 100% of you want to change this fall. That's extremely gratifying, but scary. In the beginning, I had planned to switch about a dozen folks this fall (the Guinea Pig Group), but then decided to open the decision up to some other Brave Souls. Turns out we're just FULL of bravery here in Iowa!!! The second surprise is that 2/3 of those who have responded want to start with empty datasets. Again, I was HOPING for a few of the Guinea Pig Group to try it, giving the rest of us a view of the advantages/disadvantages.
Before anyone can use the new program, there are some things I have to do: set up user accounts, convert our projects/literature/activities, set up some standard screens, and LEARN more about the program both from an administrative and user standpoint. However, the "fall-empty" group should, in theory, be able to begin using the program very shortly. So the dilemma is more about training than anything else. If I hold off on deployment until I can head to Texas and get myself all trained, that's going to delay this whole thing maybe more than it should be. So, should we forge ahead and muddle through this together? Hmmmm... Maybe.
My TENTATIVE and subject-to-change-again "plan" MIGHT be to start the fall-empty folks as soon as we can make that happen, and book 3-4 days of a come-and-go 4HOnline Party here on campus. We'd be learning together, and I'd provide laptops for you all to get started entering data and learning the program. You would have a double benefit of actual uninterrupted data entry time, and the learning aspect.
In the meantime, I'd continue working on the conversion process--it's going to take a lot of pretty manual data manipulation on my part to export BR data, then get it into the file format that 4HOnline needs. When that's done, then the fall-converted folks would be ready to roll. Again, we'd need some workdays, hopefully with some of the first group attending.
I will definitely be reprising the Snowstorm Tour this year, and expanding it to more sites, so lay in plenty of provisions. During that time, if anyone chooses the "winter" option, they'll get training. But more important, everyone will get more than the "triage" training that the fall will consist of! I'm considering 10-12 sites, so there are people who would have an option of which one to attend, I think.
So what's the elephant in the room? Tonya addressed it in her previous comment... with fewer folks in the county offices, leaving for training becomes more difficult. Can we use Connect? You all know that I'm not exactly "excellent" at the whole Connect thing, particularly in terms of doing training that way. I tend to lose my place, lose my mouse, lose my memory, and lose my train of thought. HOWEVER, I'll be willing to give it a shot, particularly in terms of "lunch and learn" 30-minute sessions on specific tasks/topics. Depending on how quick the fall crowd gets comfortable, it could either start after the first of the year, or towards the end of the Snowstorm Tour. That might be a valuable way to continue training and share discoveries. We'll also develop a library of support docs, similar to the HelpSheets we have for Blue Ribbon.
The short version is that I can't completely eliminate training and the scheduling challenges that it presents. I'll do my best to make it as easy as possible, and I also want to utilize my EXCELLENT Guinea Pig Group (which is growing by leaps & bounds) as mentors for others. In no way do I want them to feel burdened by support expectations, as that is (and hopefully will "always" be) my job, but in a situation like this, with all of us learning together, combined knowledge is always going to be better than any one individual.
We have all seen instances where the deployment of new technology created more problems than it solved, and that is honestly my worst nightmare. There will be frustration in learning and using something new and unfamiliar. The only "control" I have over the outcome of this switch is support and training. If I support you well enough, and train you well enough, maybe the frustrations won't be overwhelming. I also hope that by giving you choices in when & how you convert, you can make it work best for your own circumstances.
Comments
Would there be anyway we could have regional trainings? I'm just brainstorming here.. If 1 or 2 CYC's (or who works with BR) get trained on campus and then host training in their region? In a way this would save on staff challenges. If only being gone for half a day I think some Extension Councils would be okay with that instead of the office being closed all day. (I'm just speaking on our county situation) Maybe its not realistic. Just a thought. For me its not that I don't want to come to campus for training cause I sure do like the lunch trips to Hickory Park, just being realistic with minimal staffing and if the goal is to have everyone up and running soon.
Posted by: Tonya Vetter | October 7, 2009 08:21 AM
Let's jump! In my case... the longer we put off getting started I am afraid there could be more problems for our office to face in terms of training and time when I go out on Maternity leave in February.
I think we can work through it together...we've all survived Blue Ribbon and this sounds like it can be a positive change. : )
Posted by: Andrea Traeger | October 7, 2009 08:33 AM
I think regional trainings would definitely be something to consider. We all love the lunch trips we take (the mexican place is a favorite also) but budgets are tighter than ever for everyone involved.
With the larger regions we need to keep open the option of attending a training at a site closer to them or that fits their schedule better.
What about the possibility of a webcast? That sounds odd but instead of all of the travelling, staff can log in during a set time and voice their thoughts and listen to the training as well as have another screen up to work on the database. Maybe that's a far reach but it's just a thought.
Posted by: Michelle Thomsen | October 7, 2009 08:55 AM
Excellent brainstorming so far. Here's a few thoughts:1) I'd like to start this fall, too, although it's already October. Enrollments are trickling in and I've already eaten all my Halloween candy. 2) Good suggestion about Connect & webcasts, however I agree with Becky regarding the viability of that option. Since this is something that's completely new & untried I'd feel more comfy with hands-on and a warm body present surrounded by other green horns in a common location. I think that would make it more expedient. 3) County size may be a factor in this process, logistically speaking.
Posted by: Lynette Cline | October 8, 2009 10:03 AM
So if we start with empty datasets, will we need to print off a copy of our awards data so we have that from blue ribbon to reenter into 4-H Online.
Will it convert the individual history for each member?
(Becky) You will need to print off the awards data regardless of whether you convert or start out empty. The best case with a conversion is that you will get member/parent addresses & links, and member/project links. I am unsure at this point whether the projects will be marked "active" and "inactive"... maybe not. The projects are also changing to something like "Beef" instead of the seven current beef project numbers. When a child enrolls in "Beef", you (or they) can select from any of the beef project materials--levels, bdg/mkt, record forms, etc. You don't have to do "all or none" any more--can select which pieces.
Posted by: Sue Barnes | October 9, 2009 11:24 AM