12/6/2011

The CCMS Communicator - Dec. 2011 (pdf)

A Word from Michael Garner-Jones

Launching a new program, project or system is always a mixture of excitement, nervousness and, unfortunately, stress. Everyone that has been part of the Child Care Assistance Program (CCAP) for the past several years has gone through this type of change with us many times. Remember the first time you saw the IPACS system and how overwhelming it felt to have access to all of that information and trying to remember what fields to use when? Now, it's like second nature for you to jump from ACID 3 to KIDS to AWVS to help determine eligibility for our clients.

CCMS Training Approach

CCMS is our next big change in CCAP. And, just like in the past, your partners in the IDHS Bureau of Child Care and Development (BCCD) are here to help you along the way. Over the past few months, the CCAP Training Unit has been working with the Deloitte Training Manager to develop a training approach that will make the transition to our newest tool as smooth as possible. We've used the ADDIE approach (Analyze, Design, Development, Implementation and Evaluation) to make sure all end-users will be given the information and tools they need to use the new system successfully.

We'll be using several training methods throughout the Implementation phase. Web Based Trainings, Webinars, demonstrations, help wizards and desk aids are all being developed as you read this. Much of the work has been done, but there is more to do.

The CCMS Training Team will be with you each step of the way. We'll be there for you before, during and after the launch of the new system. We may not be at our desks much, but you will always be able to reach out to us, regardless of where we are. So get ready! CCMS is on its way!

PIX1

In order to prepare you to begin using CCMS, our training team has been hard at work creating training materials and preparing to deliver training that will help teach you how to use CCMS. Starting a month before you begin using the system, you will have the ability to view Web-based trainings and also attend an in-person training to learn how to complete activities in CCMS, such as process a new application, maintain a provider record, or create a Work Item.

  • You will complete the pre-classroom Web Based Trainings which are also available after Go-Live. These WBTs will provide you with an understanding of CCMS features and navigation prior to attending classroom training.
  • You will attend 1 day of Instructor-Led training class prior to your Go-live, where you can view demonstrations of how to complete activities in CCMS and ask questions of a live instructor.
  • In the weeks after you begin using CCMS, the training team will hold virtual training webinars to reinforce concepts learned in training. You can sign on to these 1 hour webinars to ask questions of a live instructor and view demonstrations in CCMS - All from the comfort of their own desk.

Wizards and Roadmaps!

The training team is in the process of creating procedure based "Wizards" which will be available using an Online Help link right in CCMS. These wizards will provide step-by-step instructions on how to use each CCMS page, similar to today's CCTS User Manual.

As a part of training, a website is being created to share training information and materials. Information has recently been added to the website to help you learn what CCMS training will be available to each group (Manager, Caseworker, etc). Beginning December 19, you can log onto http://www.dhs.state.il.us/page.aspx?item=56869 to view the CCMS training website and review your "Training Roadmap", which lists your available CCMS web-based, in-person, and webinar trainings.

The CCMS training team uses the industry-standard ADDIE instructional design model to create and deliver CCMS training. This model has four key components: Analysis/Design, Development, Implementation, and Evaluation. The content and activities of each of the components is shown below:

Training Phase Activities Completed Status
Analysis/Design Perform audience analysis by documenting the CCMS processes per audience role and mapping them to the job roles that will complete those functions; Develop the CCMS Training Plan; Develop training material outlines; Confirm delivery method for required training content (computer-based vs. classroom); Establish learning objectives for each training course; and Design course materials to achieve proposed learning objectives. Complete
Development Develop course outlines, course evaluations and learning assessments; Develop both classroom training materials and user documentation, such as wizards and job aids; Develop webinar and web-based training materials; Prepare training environment and create training data; and Begin classroom reservation and delivery preparation activities. In Progress
Implementation Deliver web-based, classroom, and webinar training; Deploy Online Help Wizards; and Deploy Job Aids Not Started
Evaluation Evaluate training effectiveness Not Started

We are excited to be complete with the Analysis/Design phase of training, and are currently deep in development of training materials for Online Help, Web-based, and webinar training.

Frequently Asked Training Questions

  1. Where can I find more information on CCMS Training?
    1. Answer: A Training Readiness Workshop will be held in January 2012, where each CCMS Point of Contact will learn more information about training availability and how to register their staff for training. You can also view the CCMS Training Website to view a "Training Roadmap" for each training group. How will I register for CCMS Training?
  2. How willl I register for CCMS Training?
    1. Answer: With CCMS, you will also begin using DHS's Net.Learning system to register and complete CCMS training. This gives you the ability to track all completed CCMS training in your learning history! At the Training Readiness Workshop in January 2012, the training team will share information on how to learn your Net.Learning user name and password, register for training, and use Net.Learning to view CCMS Web-based training.

STATE WIDE "GO-LIVE " MARCH 27, 2012


Questions/Concerns should be routed to: DHS.CCMS-INFO@Illinois.gov

Bureau of Child Care & Development (BCCD)

Editors: BCCD Training & Operations, Volume 1, Issue 4