VSE Training Timeline and Task List



VSE Training Timeline and Task ListAs part of the Super User Facilitation Kit, this document outlines Super User activities by due date. The due dates range from eight weeks prior to the Virtual Training and six weeks prior to VSE End User Training to the training events. The Appendix of this document lists all referenced templates, documents, and checklists along with descriptions of each. The final list is to be hosted virtually and linked to each of the documents. Contents TOC \o "1-3" \h \z \u Super User Virtual Training Checklist PAGEREF _Toc445729983 \h 28 Weeks before Virtual Training Start Date PAGEREF _Toc445729984 \h 27 Weeks before Virtual Training Start Date PAGEREF _Toc445729985 \h 26 Weeks before Virtual Training Start Date PAGEREF _Toc445729986 \h 25 Weeks before Virtual Training Start Date PAGEREF _Toc445729987 \h 24 Weeks before Virtual Training Start Date PAGEREF _Toc445729988 \h 23 Weeks before Virtual Training Start Date PAGEREF _Toc445729989 \h 32 Weeks before Virtual Training Start Date PAGEREF _Toc445729990 \h 3The Week of Virtual Training PAGEREF _Toc445729991 \h 3Virtual Training Begins PAGEREF _Toc445729992 \h 3After Virtual Training PAGEREF _Toc445729993 \h 3Site Visit & VSE End User Training Checklist PAGEREF _Toc445729994 \h 46 Weeks before VSE End User Training Start Date PAGEREF _Toc445729995 \h 45 Weeks before VSE End User Training Start Date PAGEREF _Toc445729996 \h 44 Weeks before VSE End User Training Start Date PAGEREF _Toc445729997 \h 43 Weeks before VSE End User Training Start Date PAGEREF _Toc445729998 \h 52 Weeks before VSE End User Training Start Date PAGEREF _Toc445729999 \h 51 Week before VSE End User Training Start Date PAGEREF _Toc445730000 \h 5Super User Site Visit Begins PAGEREF _Toc445730001 \h 6The Week of VSE End User Training PAGEREF _Toc445730002 \h 6Prior to VSE End User Training PAGEREF _Toc445730003 \h 6During VSE End User Training PAGEREF _Toc445730004 \h 6Week 1 and 2 Post-Training PAGEREF _Toc445730005 \h 6This document consists of two checklists. The first is to assist you, the Super User, in preparing for your Super User Virtual Training. In this training, you will learn how to use VSE and how to train other people and how to use VSE. This prepares you to deliver training to supervisors and schedulers who will use VSE at your site. The second checklist is to assist you in preparing for 1) the scheduled Site Visit where you will deliver your first training to schedulers and supervisors while your site visitor observes, and 2) for your ongoing delivery of VSE training to schedulers and supervisors at your facility.You may select links available throughout the checklists to access supporting documents. You will find a great deal of information in these documents/spreadsheets/presentations. Super User Virtual Training ChecklistThe following checklist is to guide you through critical events in preparation for the Virtual Training for Super Users. This checklist starts eight weeks prior to Virtual Training. Collaborate with your Medical Center Point of Contact (MC POC) and other Super Users to prepare.8 Weeks before Virtual Training Start DateReview material in the VSE Super User Facilitation Kit and initiate use of the kit and your checklistsCheck in with your MC POC and develop regular communication channels, including weekly progress meetings7 Weeks before Virtual Training Start DateEnsure you are available for all days of the Super User Virtual Training and reflect this schedule on your calendar6 Weeks before Virtual Training Start Date Confirm with your MC POC that you are available for all days of the Super User Virtual Training5 Weeks before Virtual Training Start DateRegister for your Super User Virtual Training in TMS and complete the pre-test4 Weeks before Virtual Training Start DateBegin reviewing the training materials on the Super User Training Materials page in VA Pulse. Complete your review prior to the start of Virtual Training.During the weekly meeting with your MC POC, learn how to access the simulations used for virtual training, if hosted locally3 Weeks before Virtual Training Start DatePractice using the simulations (accessed from either the Scheduling Best Practices space or your locally hosted versions) in preparation for virtual training2 Weeks before Virtual Training Start DateConfirm your access to VSE in the test environment The Week of Virtual TrainingVirtual Training BeginsAccess and download the End User Instructor Guide and Presentation to annotate with information provided during your virtual training, site-specific notes, delivery information, and your thoughtsTalk with your site’s Super Users and your MC POC to determine who will train which topics during your site visit and VSE End User Training, if sessions will be sharedCollaborate with your site’s Super Users and your MC POC to develop a contingency plan for VSE End User Training deliveryPractice delivering training materials to each other to prepare for the teach backs during virtual trainingAt the end of training, complete the training evaluation and post-test on TMSAfter Virtual TrainingIf you don’t already have access, secure access to VSE in production per facility SOPSite Visit & VSE End User Training ChecklistThe Site Visit occurs after the Virtual Training, typically three to ten work days post virtual session. The three-day visit includes opportunities to practice delivering training while receiving constructive feedback, discuss the site’s training preparations and plans, and affirm your skills in using and training VSE.Ideally, VSE End User Training starts the week following the Site Visit and is completed in six weeks. Please meet with your MC POC weekly to review who will train which supervisors and schedulers and when, update progress, and request any support needed.The following checklist is to guide you through critical events in preparation for the Site Visit and subsequent VSE End User Training for schedulers and supervisors. This checklist starts six weeks prior to the start date of the VSE End User Training. Work hand-in-hand with your MC POC and fellow Super User to prepare. As a Super User, you are the last checkpoint for the training materials being printed and ready for use on time and for the training room being appropriately set up and ready to go. You are responsible for conducting the training, including capturing attendance and ensuring the schedulers/supervisors have completed the posttest and evaluation in TMS prior to leaving the training room. Post-class and a practice session, you will identify a level of competence for each scheduler/supervisor by conducting a Hands-on Demonstration using a skills checklist. When participants complete the demonstration successfully, you will follow your facility’s SOP to request access to VSE in production for them. When participants struggle during the demonstration, you will collaborate with the participants to further develop their skills through independent practice, side-by-side coaching, etc. until they can complete the demonstration successfully.6 Weeks before VSE End User Training Start DateCoordinate with the MC POC on awareness campaign events you can support, deliver, or attendReview the Lunch and Learn template, customizing it for your siteDiscuss with your MC POC your site’s printing needs. Refer to the Classroom and Training Preparedness Checklist for a list of documents to consider printing for training.If the MC POC requests it, order printing of training materials for training5 Weeks before VSE End User Training Start DateEnsure you are available for all days of the Site Visit and your calendar reflects thisPractice delivering the Lunch and Learn presentationCoordinate logistics for Lunch and Learn sessions4 Weeks before VSE End User Training Start DateDuring the weekly meeting with the MC POCReview your site’s VSE Training Plan and Schedule for the VSE End User TrainingVerify location of training room to be used for training Day 2 of the Site Visit and for VSE End User TrainingDeliver Lunch and Learn sessions for schedulers and interested partiesConfirm you are available for all VSE End User Training sessions scheduled for your group. Your calendar should reflect this schedule.Visit the training room to become familiar with the location and layout of the room3 Weeks before VSE End User Training Start DateContinue to refine the Instructor Guide and Presentation that you annotated during virtual trainingDeliver Lunch and Learn sessions for schedulers and interested partiesFamiliarize yourself with the classroom preparations found in the Classroom and Training Preparedness Checklist to anticipate what you need to conduct VSE End User Training (first session - Day 2 of the site visit)Ensure your calendar continues to be clear for the VSE End User TrainingEnsure any required training materials are in the process of being printed2 Weeks before VSE End User Training Start DateReview Classroom Training Tips to prepare for training delivery During the weekly meeting with the MC POC, review: The final training scheduleThe current roster of participants for each VSE End User Training session, including their pre-test completion statusThe Super Users with whom you will partner as a facilitator The facilitators who will assist you with the sessions you deliverDeliver Lunch and Learn sessions for schedulers and interested partiesContinue customizing your script for delivering training, overlaying your language and style on the notes provided in the Instructor GuidePractice the simulations used in training and practice in VSE test environmentEnsure Day 2 scheduler training materials are printed and available1 Week before VSE End User Training Start DatePrint the Classroom and Training Preparedness Checklist and complete applicable tasks to prepare training room for Day 2 training during Site Visit. If the room is not available until training day, complete all tasks that can be completed without room access. Then follow the steps for both days in the Classroom Preparedness checklist.Ensure VSE End User Training materials are printed and readyCoordinate with the facilitator assigned to Day 2 of Site Visit trainingFinalize instructor notes for the VSE End User Training after Day 2 of the Site VisitPractice delivering the VSE training to another Super User using your final set of instructor notesSuper User Site Visit BeginsSign in for each day of the Site VisitConduct VSE End User Training Day 2 of site visitTake attendance for Day 2 training using the Attendance Sign-In Sheet from the Facilitation Kit or one from TMSEnsure every participant completes the posttest and survey in TMS prior to exiting the training roomRemind participants of the follow-up practice session before excusing the classComplete personal skills assessment with site visitor using the Super User Competency ChecklistThe Week of VSE End User Training Coordinate with the facilitators for this week’s training sessionsPrint the Classroom and Training Preparedness Checklist and complete applicable tasks to prepare training room for the VSE End User Training sessions. If the room is not available until training day, complete all tasks that can be completed without room access. Then, follow the steps for both days in the Classroom Preparedness checklist.Prior to VSE End User TrainingComplete classroom setup using the Classroom and Training Preparedness ChecklistReview Training Classroom Tips to refresh your knowledge of managing the classroomRequest an updated class roster for training sessions from your local TMS administratorDuring VSE End User TrainingTake attendance using the Attendance Sign-In Sheet from the Facilitation Kit or one from TMSEnsure every participant completes the posttest and survey in TMS prior to exiting the training roomRemind participants of the follow-up practice session before excusing the classWeek 1 and 2 Post-TrainingConduct practice sessions and hands-on demonstrations with each participant as scheduled using the Hands-On Demonstration ChecklistTrack participant performance in the Training Tracking Form. If the participant does well, submit them for access to VSE in production per facility SOPIf the participant does not do well, collaborate with her or her to determine next steps (additional one-on-one training, attend another class, etc.) and schedule a new hands-on demonstration appointmentForward the completed Training Tracking Form to the MC POC to inform him/her of the readiness of each training participant to work in the production environment. Post questions and/or lessons learned to VA Pulse Super User Group ................
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