HEUG Conference, March 2002

Abstracts of Training Sessions


Points especially worth revisiting in the future are highlighted in yellow


Abstract of Session R-1 (Peggy Bottorff)

Don’t Reinvent the Wheel!  A Training Show and Tell


Peggy’s subjective value judgment of slides:  We’ll want to refer to this again – includes “what we wish we knew then that we know now” as well as examples of training for end-users.  They were implementing student info system, not financials – this limits the usefulness.


Presenters were from Georgetown University:  a functional analyst and the Graduate School Associate Director.  Powerpoint; 75 slides.


This session reviewed strategies/idea for training programs, and included examples of materials for end-users, functional users, and technical staff.  Specific suggestions:


Show and Tell materials in the presentation (which would’ve been more valuable to us if they were for Financials!) include:



Abstract of Session R-2 (Lisa Huber)

Lessons Learned:  From Traditional Training to Web-based Instruction


This session presented the path taken by the University of Southern Mississippi from traditional training to plans for Web CT training and what was learned. [Student Records]


Presenters:      Valerie Craig

                        Jodi Pettazzoni


Length: 14 slides


Emphasis:        Student Administration; focus on admissions, student records, financial aid and academic advisement


Change is needed due to the technology being past its prime


Communication within the project and across the campus was one of the key elements with participation of functional users, trainers, consultants, developers and project managers. 


Construction of a training database and security classes has to include administrative and academic buy in. 


Development of web based instruction to achieve 3 goals:  An information resource; Use of online interactivity; Comfortable vs. efficient training



Abstract of Session T-1 (Margie Cox)

Upgrading to 8 – Leveraging Your Existing Training Products



This session presented California State University’s (23 campuses) lessons learned through the development, delivery, maintenance, and upgrade of a system-wide end user training product to leverage existing resources and materials during upgrade cycles.


A baseline end user training product needed to be developed that would


Consisting of


Lessons Learned




Note from Margie:  Not sure the decentralizing is an issue at UD.  I know there are several campuses, but don’t all campuses within UD following the same procedures? 



Abstract of Session T-2 (Paul Anderson)

Student Administration Training Solutions for Project Teams


This session focuses on the Student Administration module of PeopleSoft.  It provides a good overview of training support available from PeopleSoft that would be relevant to implementing other modules. 


PeopleSoft offers the following five primary training products:


1) Instructor led classroom training.  This is offered at various PeopleSoft education centers or at a client’s institution.  The emphasis is on individualized attention with opportunities for hands-on training.


2) Live WebCasts.  These are 2-way, real-time interactions with PeopleSoft instructors.


3)  Seminars On-Demand.  These are presentations with voice-overs, and application demos.  They are recorded and can be played repeatedly.


4)  Skills On-Demand.  These are step-by-step instructions and application simulations for hands-on practice of tasks. 


The PeopleSoft Knowledge Center offers a Web-based environment.  It can deliver courses and information directly to the users desktop, and offer live WebCasts, recorded seminars on-demand and self-paced online courses depending upon client needs.


The url for the PeopleSoft Knowledge Center is:



PeopleSoft listed the following benefits of using the Knowledge Center for training:

1) Convenient desktop learning;

2) Timely and relevant content, (new system features can be taught as they become available);

3) Improved development and retention of employees;

4) On-demand learning support throughout the system lifecycle;

5) Ongoing connection to PeopleSoft resources;

6) Cost and time effective training. 


Course listings for the various training products to support the Student Administration module are provided.  The list seemed to provide in-depth and comprehensive treatment of the subject matter.  While large organizations will want to follow a train the trainer model to keep costs of implementing a system on a large scale manageable, the various training products offered by PeopleSoft may be worth exploring for specific situations, training key trainers or dealing with advanced applications. 



Abstract of Session T-3 (Sue Koski)

Developing the Web-Based Learning Assistant


Presentation by Robin Reid, Technology Training Mgr., University of MD, Baltimore

Presentation included 27 PowerPoint slides


UMB is planning to go live with PeopleSoft in October 2002, with Version 8.3 (HRMS, Payroll, Time & Labor, Commitment Accounting with Workflow) and plan for the future to develop Financials, Procurement and Grants Management.


Presentation is about UMB's evaluation of, and planning for the customization/implementation of PS Web-based Learning Assistant (WLA), which was released in April 2001.


If UD is planning to use this tool, then it might be worth reviewing this presentation, although the slides themselves do not offer great insight or information.  It was not clear that the released version of WLA was compatible with PS.



Abstract of Session T-4 (Scott Jones)

The Importance of a Key User Group in Implementation and Training


[Student Records]


Comment:  This presentation is not much use because it is difficult to interpret exactly what is meant by the bullets, and the environment seems to be quite different.  I think you had to be there to really get the message.  Overall, this looks to be a much larger institution that seemed to focus on the student records portion, no real mention of the HR or GL can be found.  Also, the administration seems to have been very open to user input.  Overall, there doesn’t seem to be much similarity at all to UD.  However, there are a few points that can be extracted, I have tried to summarize these below.


Implementation: University of new South Wales: 35,000 students, 5,000+ Staff; included scheduling & student records




·       Identified key users in 9 “Schools”  (Equivalent to UD Colleges) 1 year prior to implementation

·       Key users consisted of 1-3 per school

·       Trained total of 300 users before implementation

·       Continued training & support after implementation

·       Meetings:

§       Structured & organized



User Input:


·       Used key user groups to identify important features and benefits and provide input into change management process

·       Frequently took advice & implemented key user suggestions

·       Utilized key users to spread the word




·       User time is in short supply

·       User expectations- unrealistic?

·       More work for faculty (priority inconsistent)

·       Level of interest/expertise varies



Abstract of Session T-5 (Eileen Prazniak)

Session 376 Stuck in the Middle:  Balancing the Training Act


Presentation by the IS Training Coordinator, James Madison University

Presentation format:  20 slides pdf file

[pertained to Financials]


This presentation was in bullet style and it was difficult to gain an understanding of how to achieve a balanced training program.  It did present the extremes to consider (trainer vs self-taught; training required or not; technical vs functional) but provided no insight into how to assess needs for developing a balanced program.




T-5 continued: Session 445 Birds of A Feather:  Training


This session site contained notes from a group discussion of various training topics.  Training questions are stated and then followed by responders’ answers.  This is an okay (not great) “FAQ” page in case we need to get some ideas on how other Universities are doing something.



Abstract of Session T-6 (Tim Miller)

Training and Change Management for An Upgrade



The University of Michigan at Ann Arbor provided this presentation on the process they used to upgrade from PS Financials 6.1 to 7.5.  While the emphasis was on upgrading rather than implementing for the first time, some of the methods they applied are applicable.  Their initial plan was to do the conversion in 9 months; it took them 11.



Again, while their emphasis was conversion rather than initial implementation, the points they offered about training and communication (such as you can’t over-communicate) may be worthy of review.




Abstract of Session W-1 (Peggy Bottorff)

DCATS:  A Unique PeopleSoft Training and Support Model that Works PURRRFECTLY!


Peggy’s subjective value judgment of slides:  low value due to little detail  – no need to reread in the future.


Presenters were technology training/admin training people with University of Texas Health Science Center at San Antonio.  Powerpoint; 19 slides.


This session dealt with the timelines for implementation of PeopleSoft models, and the “just-in-time” training and support model they use.  They call this model DCATS:  “Data Warehouse Cactus Application Training & Support” (where “Cactus” is their project name for PeopleSoft implementation).


PeopleSoft implementation:  


Training & Support (DCATS):


There were no details on the training itself except several mentions of classrooms – no mention of the content of the training or the other delivery mechanisms (e.g. web courses) they used.




Abstract of Session W-2 (Chris Cook)

Focus Groups to Service Centers:  Recipes for Success


This session chronicles the Syracuse University’s end-user training program from go-live to established culture. The training team has been in place for 4 years. Using only in-house resources, the SU Training team supported staff through Student Records, Campus Community, Admissions, Human Resources and Student Financials implementation and upgrades. They outlined the plan from determining who is your audience to -knowing when to stop.


Key points
            Know how many end users you need to train (they trained 1500 users)

            Know what resources you may need to train these folks (either time or space/hardware)

                        SU’s resources include:

                                    1 -FT trainer/manager

                                    1 -75% assistant

                                    1- Document expert (volunteer in addition to other duties)

                                    1- 12 unit training room

                        ‘Borrowed’ resources included:

                                    3 FY trainers borrowed from FCMS


            Role of the training ‘dept’ (much like this committee):

                        ID Training Needs

                        Develop Curriculum

                        End User Documentation

                        Train in class

                        PR for upgrade to Staff

                        ‘Riot’ control/Fire Fighting


            PR that worked for SU included:

                        Web site with plans and dates for trainings


                        Focus Groups

                        Train the Trainer

                        Reward and Thank people

                        Keep technical documentation NON-technical for end users

                        SnagIt, job aids (internal conversion type of assistance I gathered)



                        Make sure the job cycles are not bothered by your training schedule

                        Give them WHAT they need WHEN they need it


            Know when to stop:

                        Is your user group smarter than you?

                        Can someone in the functional area shoulder the load?



Abstract of Session W-3 (Chris Cook)

Archiving within an Enterprise Database


This session dealt with the archiving of data in the HRMS and SA systems at the University of Minnesota.


Summary: Primary reasons for archiving was PERFORMANCE.  This session would be helpful for the HRMS unit to assess the issues and the archiving options available to them.  They did utilize a university data warehouse for their archiving of data.


At the University of Minnesota, they provide 3 options for data retrieval:

            Custom SQR report


            University Data Warehouse


Length:  34 slides in acrobat



Abstract of Session W-4 (Dave McCarren)

Combining Policy and Tasks in a Comprehensive Training Delivery System


This session dealt with an implementation experience involving  PS  HR and FIN.

Very basic  - not of much value to our project -  may be worth a very quick review  - no more than 7 minutes to get the basics of the material


Pages 8 - 16 contain the applicable info.




Abstract of Session W-5 (Ruth Tauber)

Building a Tradition of Teamwork: Making the ‘Train the Trainer’ Model Work for Your PeopleSoft Implementation


Presenters part of ASP (Administrative Systems Project) at University of Missouri.  Powerpoint; 28 slides.


The Uof M utilizes PeopleSoft applications and modules in Student Administration, Financial, Human Resources and Reporting.  In its Presentation Overview it stressed the maximum utilization of a number one resource – PEOPLE and building a tradition of teamwork while streamlining administrative business processes and replacing legacy systems.


Offered a good overall project outline:


  1. The FOUNDATION – the role of upper management while offering a case study in “as is,” vision for the future and develop of a plan.
  2. ENABLING A WAY TO WORK – SELL the concept to Executive, Middle Managers and Subject Manager Experts.
  3. PLANNING - Obtain/use Feedback to determine training methodology, develop objectives, design protocols, monitor and report status, develop needed interventions.
  4. SET GOALS – Educate community and Overcome Fear.
  5. INTERVENTIONS – Enable Executives, Enable Middle Managers, Enable Key Users.
  6. Use Subject Matter Experts.
  13. POINT THE COMPASS AT TRUE NORTH – Create a learning organization in progress (series of phases).
  14. How do you eat an elephant . . . One bite at a time!


Key phrases: Building a tradition of Teamwork; Overcome Fear; Enable Executives, Middle Managers and Key Users.





Abstract of Session W-6 (Steve Grasson)

Title:  Training:  Get it started and Keep it Going


Presenter:  Michelle Piekutowski, Training Coordinator, Clemson University; 33 slides (Powerpoint)


This presentation illustrates steps Clemson University took to create and maintain end-user training program.  Highlights in the process were: