Learning Experience Designer | Training Facilitator
JOB AID:
TRACKING PARTICIPATION
This is a short job aid for helping Case Managers at a non-profit employment and training agency track participation in classes. The job aid is an image of a progress report with overlays explaining how key pieces of information map onto the participation logs clients submit.
PROJECT OVERVIEW
PURPOSE
Guide for verifying participation hours on course progress report
CLIENT & AUDIENCE
Case Managers at a non-profit employment and training agency
MY ROLE
Analysis
Design
Development
TOOLS
MS Word
SnagIt
PROJECT DETAILS
THE NEED
Case Managers at a non-profit organization were responsible for tracking client participation in a State-sponsored employment program. Tracking requires detailed participation logs and verification.
For internal training, weekly progress reports from instructors served as verification. A significant number of Case Managers did not know how progress reports should be used to verify clients’ participation. This led to clients inconsistently receiving full credit for class time and Case Managers handling extra work and stress.
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THE SOLUTION
The solution was a quick email reply with an attached job aid showing how Case Managers should use a progress report to verify participation hours on clients’ logs.
A Case Manager who was mentoring new hires emailed several instructors and I, asking how to verify logs. They included details about how a client’s Employability Plan (EP) needed to be set up and how that influenced the types of logs the client needed to complete.
I explained how each part of the progress report matched client logs and where Case Managers could find the progress reports each week. Of course, no one wants to read, write, or even copy and paste a long detailed email each time they need to verify logs or explain the process to someone else. So, I created a simple job aid that highlights the sections of a progress report relevant to verifying hours.
The Case Manager who originally asked for the information was grateful for the explanation and for the job aid they could pass on to other staff, including the Quality Assurance department.