Modernizing Paperwork
Year
2021-2023
Tools Used
PowerPoint, SharePoint, Teams, Adobe PDF
Overview
The client had a network of field assets that required maintenance and repair in remote locations. Field crews were recording on their work on paper, which was later input to the Company database of assets and work by a secondary team of employees. The process was slow and redundant. Field reports were casual, incomplete and inconsistent, requiring the secondary team to chase down field employees for further data and comments.
To speed up data availability and reduce steps, the client introduced an expansion module of an already in-use database program that field employees could use remotely in the field.
Project Goal
Corvum Learning & Design was asked to create step-by-step instruction for field users to learn and reference the new software expansion.
Approach
In addition to field users, the responsibilities of the in office teams were also expanded in the original software module. However, there was no training available.
Corvum Learning & Design created an extensive list of nearly 100 discrete tasks by department in each module that could require initial or refresher training. Each task was outlined step-by-step in its own PDF, which were all stored and in a public reference repository on the client's internal SharePoint site. The PDFs cross referenced each other so users at all levels could be trained on their entire workflow and later reference tasks as needed.
Course Challenges and Solutions
The final training content was created in PowerPoint and published as PDFs for two reasons.
1) Field users did not have reliable cell or internet access and needed to be able to print or save small files to their field laptops. PDFs load quickly and easily on any computer.
2) Once initial training content development was complete, Corvum wanted the client to be able to update their own training content as needed, without special software licenses or designer knowledge. This has saved the client money and time in training upkeep.
Course Challenges and Solutions
The client took advantage of the new software expansion to digitize numerous paper forms that employees had used in the field. The forms were created ad hoc over many years and lacked any consistency in layout, question types, and answer formats. Local managers had developed or were using were using different version of the same form at each field unit.
Corvum worked with the software development team and department heads to create a standardized format for all current and future forms to be created in the new program. We acted as quality control to ensure language was consistent, answer types were simplified and limited, required information was highlighted, and the forms became responsive to user input. This ensured all information was collected in specific situations and employees were not forced to continue when the situation did not apply.
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