CONTROLLED DOCUMENT: WI-ABM-1508
QMS STANDARDS
BUSINESS UNIT:
ABM 551 Fifth Avenue, Suite 300, New York, NY 10176
STANDARD TYPE:
Work Instruction
PROCEDURE TITLE: UW Dynamic Learning - Onboarding
AREA: Education TYPE OF PROCEDURE:
Profile Customer
DOCUMENT NUMBER: WI-ABM-1508 REVISION: 1.2
PROCEDURE STATUS IMPLEMENTED DATE REVISION DATE
Approved 02/20/15 02/26/15
UNLOCK DOCUMENT TO EDIT BEYOND THIS POINT 1.0 PURPOSE/SCOPE The ability to produce and share dynamic learning content to different types of audiences can be a powerful tool in the education and growth of an organization. Unified Workforce (UW) provides this ability through one of its components known as Learning Dynamic or Contextual Learning. Within UW, there are two types of Learning methods, Dynamic and Formal. Formal Learning is delivered via a Learning Management System or a Corporate University known as The Learning Spot, while Dynamic Learning is delivered via Contextual Learning. This Work Instruction (WI) provides the onboarding process specific to Dynamic Learning or Contextual Learning. For more information on Formal Learning and UW, see Section 5.0 where reference documents are listed. 2.0 RESPONSIBILITIES 2.1 TASK RESPONSIBILITIES
It is the responsibility of training or education personnel to read, understand, and share the contents of this WI within their spheres of influence. It is the responsibility of the Corporate Education Manager and the UW Support Team to ensure that the provisions of this WI are current and enables an efficient onboarding process for potential Dynamic Learning users.
2.2 APPROVAL / ESCALATION RESPONSIBILITIES The Senior Vice President of ABM Learning and Quality is the point of escalation for all matters contested or inquired upon within this WI.
Procedure Title: Onboarding Dynamic Learning
Page 1 of 6
CONTROLLED DOCUMENT: WI-ABM-1508
3.0
QMS STANDARDS
PROCEDURE (SOP OR WI STEPS) 3.1
What is Dynamic Learning? Dynamic Learning is a component that is native in UW. There are multiple types of Dynamic Learning at ABM; however, this WI is referring to the specific use of Contextual Learning. Our workforce is our most important asset; their expertise and experience are valuable information that can be difficult to extract for the consumption of others. And while most training content is delivered formally through a course or classroom setting, CL gives UW members a way to spontaneously take a photo or produce a video while on-site with a simple smart device and shortly after, share it with his peers. With CL, any learning content from changing stadium bulbs to compressor teardowns can be shared in a social forum that encourages participation. Users of CL are motivated to contribute practical learning content related to the site or across the UW community. Associating rich media (images, video, and audio) to field assets and providing the ability to discuss asset specific content is the path to a perpetual and dynamic learning environment. In addition, content can also be accessed via a work activity or tile from within UW. To learn more about UW and CL, please go to Section 5.0 for related Work Instructions and Reference Documents, including “How to Produce and Share Rich Media Content”. To watch an overview of CL, please click here or type this URL in a web browser: http://www.abmlq.com/cloverview
3.2
Access to Unified Workforce All components of UW are accessible only through UW. Therefore, new members must first onboard to UW before specifically accessing components such as Dynamic Learning or CL. See Sections 3.4 and 5.0 to read the Work Instructions on how to onboard in UW. To watch an overview of UW, please click here or type this URL: http://www.abmlq.com/videowhatisuw
3.3
Onboarding Dependencies The path to the use of CL is dependent on a few things based on how UW is going to be used by a Location or an end user: 3.3.1
Use of Work Activity: If a location is going to implement the use of Work ActivityField and Work Activity Queue, the ability to associate an uploaded rich media content to a location asset is possible. If the location is already using a transactional work order management system (such as Maximo or Corrigo), it is likely that the location assets or equipment are already available in the system. If the location is not using a transactional WOM system, they will need to go through a WOM implementation process at which time, their equipment or asset information will be entered into the WOM system. If a location is deferring the use of UW Work Activity, rich media content can be associated to an asset in the generic list of equipment or what’s known as the ANT.
3.3.2
Approval of Content: With any platform that encourages wide participation, ensuring that all shared content is appropriate, relevant and accurate is an important safeguard that must be adhered. A UW member’s supervisor must be identified and onboarded as well as the member him/herself prior to uploading content. All content is routed to the supervisor for approval before it can be shared with others. See Section 3.4 below on how the onboarding process works for both the member and his/her supervisor. See Section 5.0 to view learning content on the CL approval process.
Procedure Title: Onboarding Dynamic Learning
Page 2 of 6
CONTROLLED DOCUMENT: WI-ABM-1508
QMS STANDARDS
There are two levels of approvers in CL: a) Approver – approves content for the UW members in a specific location. Although the CL Approver is most often the Manager at the location and identifying him or her is a subjective process, the following qualifiers are recommended: Consistently exhibits expertise in various areas of the service line Adept in reviewing and confirming accuracy of content Has a good rapport with the potential CL users in case content has to be corrected or updated b) Super Approver – can approve content for any UW member at any location and in addition, can manage “featured media” content. This is typically a member of the UW Support or ABMLQ Learning Team. 3.3.3
Upload Media Via Email: Uploading media content to CL can be done one of two ways: (1) upload within UW and (2) upload via email. A location going through the implementation of UW should determine if their UW users will be leveraging option 2 to contribute content to CL. And if so, the users must have a valid email account from which to send content. In addition, the email or web browser application or must also be available on the users’ mobile device. See Section 5.0 for additional information on this feature as detailed in: WI-ABM-1509 UW Learning Dynamic Usage and Adoption WI-ABM-1510 UW Learning Dynamic Configuration
3.4 STEP
Onboarding Process for Dynamic or Contextual Learning WHAT
WHEN
1. 1Follow UW . onboarding process
Before gaining access to CL
2.
Identify the CL Approver(s) for the Location or an individual UW user
3.
Follow UW onboarding process
4.
Submit request to modify supervisor’s role to CL Approver
Prior to uploading content or during the implementation process Prior to uploading content Prior to uploading content
5.
Confirm location and Business Unit #
Procedure Title: Onboarding Dynamic Learning
Prior to uploading content
COMPETENCY (WHO) New UW member
Project Manager (ABMLQ) of UW Implementation
HOW (TOOLS) WI-ABM-1102 General Onboarding WI-ABM-1104 Individual Onboarding WI-ABM-1103 Location Onboarding Manual process; see Section 3.3.2 above for guidelines.
New UW member’s supervisor
WI-ABM-1102 and WI-ABM1104
Location Supervisor Project Manager (ABMLQ) of UW Implementation Location Supervisor Project Manager of (ABMLQ) UW
http://www.abmlq.com/assist ance
Manual process
Page 3 of 6
CONTROLLED DOCUMENT: WI-ABM-1508
STEP
6. 7.
8.
QMS STANDARDS
WHAT
WHEN
Modify supervisor’s role to CL Approver Provide WI and learning content links to new CL user
Upon receipt of request Upon granting of access
Log into UW for the first time
Upon granting of access
COMPETENCY (WHO) Implementation UW Support Team UW Support Team
HOW (TOOLS)
Manual process in Admin Portal WI-ABM-1504 Producing and Sharing Rich Media Content CL Overview: http://www.abmlq.com/clover view
New UW member
QuickTip: How to Log-in
4.0 SPECIAL DEFINITIONS THE FOLLOWING TERMS ARE REFERRED TO IN THIS STANDARD; TO VIEW THE DEFINITION OF EACH TERM PLEASE CLICK ON THE FSG LEXICON LIBRARY LINK: LEXICON LIBRARY TERM ABM LQ, Learning and Quality CL, Contextual Learning Corrigo Learning, Dynamic Maximo Onboarding QMS, Quality Management System UW, Unified Workforce WI, Work Instruction WOM, Work Order Management
5.0 ASSOCIATED REFERENCE DOCUMENTS THE FOLLOWING DOCUMENTS PROVIDE ADDITIONAL INFORMATION: DOCUMENT NAME WI-ABM-1102 Onboarding UW WI-ABM-1104 Onboarding UW Users WI-ABM-1103 Onboarding UW Operating Location WI-ABM-15004 Producing/Sharing Rich Media Content WI-ABM-1509 Learning Dynamic Usage and Adoption WI-ABM-1510 Learning Dynamic Configuration
Procedure Title: Onboarding Dynamic Learning
LOCATION http://www.abmlq.com/wiabm1102 http://www.abmlq.com/wiabm1104 http://www.abmlq.com/wiabm1103 http://www.abmlq.com/wiabm1504 http://www.abmlq.com/wiabm1509 http://www.abmlq.com/wiabm1510
Page 4 of 6
CONTROLLED DOCUMENT: WI-ABM-1508
QMS STANDARDS
6.0 ASSOCIATED KNOWLEDGE DATABASE THE FOLLOWING KNOWLEDGE DATABASES PROVIDE ADDITIONAL INFORMATION: KNOWLEDGE DATABASE Video: What is Unified Workforce Video: Contextual Learning Overview QuickTip: First Time Log-in to UW QuickTip: How to Log-in to UW in Outline Mode
LOCATION http://www.abmlq.com/videowhatisuw http://www.abmlq.com/cloverview http://www.abmlq.com/firstuwlogin http://www.abmlq.com/wiabm1102d
7.0 ASSOCIATED TOOLS THE FOLLOWING TOOLS MAY BE REQUIRED FOR COMPLIANCE TO THIS STANDARD: ASSOCIATED TOOLS Unified Workforce
LOCATION https://unifiedworkforce.abm.com
8.0 REVISION HISTORY REVISION (X.X) DATE OF LAST REVISION (MM/DD/YY) LAST APPROVAL DATE (MM/DD/YY)
1.2 02/26/15 02/20/15
DOCUMENT AUTHOR: Melissa Cipriani; Greg Lush; Matt Sexton
DOCUMENT MANAGER: Melissa Cipriani
REASON FOR CHANGE:
Revision 1.0 1.1 1.2
SECTION / PARAGRAPH CHANGED All All All
Procedure Title: Onboarding Dynamic Learning
CHANGE MADE
DATE OF REVISION MM/DD/YY
Initial Entry 08/28/14 Prepare for final review 01/15/15 Prepare for release; added Section 3.3.3 to include 02/26/15 new feature of uploading content via email
Page 5 of 6
CONTROLLED DOCUMENT: WI-ABM-1508
QMS STANDARDS
9.0 ELECTRONIC NOTIFICATION LIST: ELECTRONIC NOTIFICATIONS
The following roles must be notified whenever this WI is revised and rereleased.
ABMLQ, Senior Vice President ABMLQ Team UW Support Team
10.0
APPROVALS
PLEASE GO TO THE LINK BELOW FOR THE ELECTRONIC RECORD OF THE REVIEW AND APPROVAL OF THIS POLICY. DOCUMENT REVIEW FIRST APPROVER NAME: GREG LUSH BUSINESS UNIT: ABM
TITLE: SENIOR VP, LEARNING AND QUALITY SIGNATURE: ELECTRONIC APPROVAL
SECOND APPROVER NAME: MATT SEXTON BUSINESS UNIT: ABM
TITLE: VP OF OPERATIONS SIGNATURE: ELECTRONIC APPROVAL
THIRD APPROVER NAME: LINDSEY PERCLE BUSINESS UNIT: ABM
TITLE: CORPORATE EDUCATION MANAGER SIGNATURE: ELECTRONIC APPROVAL
DOCUMENT HISTORY SECTION: Document Created on 8/28/14 by Melissa Cipriani Document Modified on 1/10/15 by Melissa Cipriani Document Modified on 02/26/15 by Melissa Cipriani
Procedure Title: Onboarding Dynamic Learning
Page 6 of 6