DHS Managers Role in Netlink Implementation

DHS Managers’ Role in NetLink Implementation

Background NetCast is being phased out: The technology has a limited capacity for delivering effective training; participation is limited by the number of ports available through the phone bridge; there is no capability for simultaneous sessions.

NetLink, the new system, delivers live interactive training sessions to a participant’s desktop computer, with both audio and visual components coming through the Internet. NetLink features enhance instructor and participant interaction during class. A variety of tools help instructors to deliver content, link participants to web sites or materials they can download. Some computer training is possible via NetLink. A testing feature for pre-and post-tests helps to assess learning. Simultaneous sessions can be delivered, which increases the number of trainings and topics.

What’s Different for Participant - A headset with microphone is needed by employees to participate in a session. Employee remains at their own workstation / computer. - A set of speakers and boundary microphone are needed for local offices that want to set up a computer in a conference room and have several people participate together. This set-up allows for the group to hear, ask questions or participate in discussion. - Employee’s computer will need a functioning sound card. During pilot sessions, we have found 10-20% of the computers need a little technical support. - Through the DHS On Line Training Registration process, employee is issued a NetLink user name and password. - NetLink is automatically downloaded to employee’s computer. - When it is time for a NetLink session, employees put on their headset/microphone, access their NetLink home page and click the ‘join’ button for that class.

Manager’s Role in Implementing NetLink

For SPD/AAA, HS, AS and FPA – employees will sign up for NetLink when they have a class to attend. They will need to get their headsets and computers set up about 10 days prior to their first NetLink session. After that, their computer will be ready for any NetLink session. Manager role in NetLink implementation:

- Provide process for staff to acquire headset/microphone, or for groups - speakers and boundary microphone, in time to get computer set up prior to employee’s first NetLink session. Headset ordering information is attached to this message. Boundary mic/speaker recommendations are in development and will be sent out soon. - Facilitate local technical support, for staff who need help plugging in headset, downloading NetLink, and using HelpDesk process when a sound card issue is discovered. o SDA Managers agreed to having local LTS staff educated about NetLink in order to help provide this technical support. Special communication and training for LTS staff will occur during April-May. - Protect from interruptions those staff who participate in NetLink sessions. o As reliance on distance learning increases, protecting individuals who remain at their workstation will be critical to their learning, development of job required competencies, and application of training to the job. Valuing and promoting this protection is a distinct shift in DHS organization culture that managers model. o Best practices include – . “In Training” sign at employee’s desk; forward phone calls. . A separate workstation set up for staff to attend NetLink sessions . Computer for NetLink set up in small conference room . Use existing computer labs - Facilitate participation of community partners in training, when they register for a DHS NetLink session, lack the necessary equipment and may need to come to local DHS office to attend the session.

For CAF – CAF Technical Training Unit will work with local offices to get most all employees and computers ready for NetLink during May and June so that FS training can proceed with few technical obstacles. CAF will communicate with their managers about their role in this process, including the process for purchasing headsets in CAF.

Technical Support - HelpDesk - Use the current process to request OIS Field Tech assistance for staff who have difficulty getting their computers set up for NetLink when they sign up for a class. - DHS NetLink Technical Support, (503) 378-5885 x312 – Call with questions, technical support issues, NetLink registration problems, NetLink log-in problems or issues on the day of a NetLink class.

April through June: Implementing NetLink - NetLink sessions will be piloted. Use of NetCast will be reduced. - Technical support processes put into place. - Orientation for OIS Field Techs, HelpDesk, and LTS. - User guidelines developed and provided as people register for a class - Presenters and trainers will be oriented to using NetLink as a teaching tool. - NetLink information will be posted to DHS Training web site: www.dhs.state.or.us/training

For More Information An integrated team representing CAF, AS, HS, and SPD is collaborating to assure that business needs and technical requirements for all of DHS are met. The following are key contacts for information, and for arranging demo’s of NetLink for Management or Leadership teams.

DHS implementation oversight & AS contact - Judy Gerrard, (503) 945-6436 NetLink Project Manager - DavidRay Walker – (503) 378-5885 x 252 CAF - Ann Croucher, (503) 378-5705 x270 HS - Kim Kelly, (503) 731-4791 SPD - Jennifer DeJong, (503) 945-5456 OIS - Al Grapoli, (503) 373-1993 x260