culture adoption planning & implementation

Create a formal plan for the oversight of data collection in your Impact Suite:

• Who will do the day-to-day reviewing of timesheets, surveys, identifier enrollments, Learning Community strategies, etc. in your Impact Suite?

• What standards will reporters and admins follow in terms of the timeliness, quality, and review requirements for data entered into the system?

• Who will check that users are following outlined policies and standards? How often?

• Who will follow-up with users (reporters and/or other admin) when outlined policies and standards are not followed? Who will celebrate/recognize individuals for quality and timely data submissions?

• What are the data goals and benchmarks you’re trying to meet (on a reporter, site, program etc. level)? Who is responsible for monitoring progress towards these goals and benchmarks? How often? How will progress be communicated with other users?

Determine how you’ll use the “News” box on your home page.

Ideas:

• Sharing important program dates and info

• Sharing links to documents (policies, training materials, resources, etc.)

• Celebrating reporters’ recent accomplishments

• Linking to your program website, social media, etc.

TIP: Set up a calendar reminder to update the news regularly to keep in current and relevant for your people.

How will you frame your investment in the system for admins (such as site supervisors or program staff)?

Example:

It’s so important to us that you spend as much time as possible supporting reporter excellence, and as little time as possible chasing paperwork and other administrative tasks that come with data management.

We also need to make sure that we’re engaging our reporters in necessary reporting and reflection each week, and connecting reporters to resources they need to help their projects move forward.

It’s hard to do all of this by hand and without support, so we invested in the America Learns Impact Suite for you. While it could never replace you, it will help you collect the data you need so you can focus more time on using data to improve our reporters’ skill and impact.

Anticipate resistance to your rationale and rehearse your responses.

(Be sure to connect with America Learns if you need help with any aspect of this step.)

Review and customize the training materials from America Learns. While America Learns can provide custom training materials about how to enter data in the system, consider and anticipate the questions your reporters will have about policies and best practices for the data being entered. 

Let your America Learns Client Success Manager (CSM) know if you need anything else, or if you’d like your CSM to review any customizations that you’ve made to those materials.

• Clear instructions and policies
• Live demonstrations (through impersonating a test admin)
• Opportunities for admin to practice on their own devices
• Space for discussing different scenarios and address questions from admin

Target Due Date

Make a point to add questions such as these to your regular internal staff meetings:

• How’s the roll-out of the system going?

• What’s working for us?

• What are early successes we are having? How can we replicate those successes?

• What needs to be changed? How can we make those changes?

• What do we need from America Learns?

• What are we learning from the data coming in? Is anything surprising us (surprises are GOOD!)?

Important: Based on what you learn in these meetings, determine if anybody should be publicly recognized:

• Reporter recognition opportunities

  • 100% on-time submissions

  • 0% timesheet return rates

  • Great quality data submitted
    
    

• Admin (such as site supervisor) recognition opportunities

  • 100% on-time timesheet screening

  • 100% of their reporter submitting surveys on time

  • Sending clear “reasons for returning timesheets” to reporters

Use the information you are gleaning from meetings and through any interactions with reporters and admin (such as site supervisors) to determine where you are in your process of realizing your goals for the system.

Check in with America Learns to strategize on how to use the data coming in to help you reach your goals.

Be sure to communicate any challenges to your Client Success Manager (CSM) ASAP, so your CSM can help you work through them.