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Jeff Patridge, Missouri Office of Administration Kochukoshy Cheruvettolil, Ross & Associates
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Multiple GranteesDisparate Geographic locationsNeed to work collaboratively on documentsTime SensitiveImportant to get input and buy in from all stakeholders
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Series of face-to-face meetings (expensive)
Email (asynchronous)
Phone calls (limited participation, complex)
Emailing a document around (change tracking and version control issues)
Listserv (wider participation, not user-friendly)
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Web 2.0 describes the changing trends in the use of World Wide Web technology and web design that aim to enhance creativity, communications, secure information sharing, collaboration and functionality of the web. -Wikipedia
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Transport Guide
Metadata Creation Tool Training
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Develop a technical guide on how to transport data across the Tracking Network.Multiple stakeholders CDC, Grantees, NCPHI, contractors,Resources scattered across multiple organizations How To Guides, Configuration documents, workarounds, troubleshooting help.Rapidly changing new features, data limitations, changing standards.
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Why does this Happen?No interaction between contributorsDelayed gratificationRapidly changing contentCentralization of conflict resolution
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Traditional approach of creating a document and emailing it around was not going to work.What was needed was an online, asynchronous, multi-user, change tracking and verification system
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---------------WIKI--------------------------------
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Any user can add or modify content All users can see changes in real-time and also who has made what changesThe wiki tracks all changes and preserves different versions of the content
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Up to date documentStakeholder consensusContinuous improvementTransparent Process
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Provide Training for the new Metadata Creation Tool to almost 100 geographically dispersed participants. Provide access to the Metadata Creation ToolDetermine a way to keep the focus on the training. Seamlessly coordinate an instruction effort among the geographically dispersed instructors.
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Metadata Creation Tool hosted on the Web.
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Metadata Creation Tool hosted on the Web.Web conferencing used to host PowerPoint presentation used by instructors. Allowed for interaction with participants.
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Metadata Creation Tool hosted on the Web.Web conferencing used to host PowerPoint presentation used by instructors. Allowed for interaction with participants. Created a training script that participants could use to enter into the Metadata Creation Tool.
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Example of Script
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Metadata Creation Tool hosted on the Web.Web conferencing used to host PowerPoint presentation used by instructors. Allowed for interaction with participants. Created a training script that participants could use to enter into the Metadata Creation Tool. Training materials made available to participants prior to training on SharePoint site.
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Metadata Creation Tool hosted on the Web.Web conferencing used to host PowerPoint presentation used by instructors. Allowed for interaction with participants. Created a training script that participants could use to enter into the Metadata Creation Tool. Training materials made available to participants prior to training on SharePoint site. Feedback provided through a Web-based feedback form.
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To learn more about the process, the challenges, and suggestions for those attempting similar trainings see the whitepaper created by the training team.
To obtain a copy email: [email protected]
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CDC Facebook (map of relationships)
Increased use of Wikis for collaboration
SharePoint for analytical metadata guidance
SharePoint for metadata technical assistance
YouTube
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Jeff Patridge: [email protected]
Kochukoshy Cheruvettolil: [email protected]
To meet these challenges all of the following solutions were tried.
Face-to-face meetings were held early on. However, the logistics of planning these meetings and the changes in economic conditions that made it difficult for many of the grantees and stakeholders to travel made using this option difficult. Email continues to be an important form of communication coordinating Network development. However, it does not lend itself well to collaborating on document creation. Someone has to server as the gatekeeper that receives all the proposed changes. Then they have to assemble those changes, and send out to the group again for evaluation. With email size and file type limitations being imposed for security reasons, use of email is being more and more limited. Phone calls are still used today, but participation is limited. The development of conference calling functions has increased participation, but can prove to be complex to coordinate. Since participants may need to see documents during the calls, these have to be emailed. Thus subjecting the process to email limitations. ListServ was an early solution to meet the limitations of the previously three solutions. Unfortunately, it soon became clear that it has its limitations as well. While it does allow for wider participation, it is not very user-friendly. There were especially some issues with uploading of documents through the FTP function. It soon became clear that a better solution was needed. *The term Web 2.0 developed out of a 2001 conference sponsored by publisher Tim OReilly.
Web 2.0 describes the changing trends in the use of World Wide Web technology and web design that aim to enhance creativity, communications, secure information sharing, collaboration and functionality of the web.
The key is that these sites help to foster real-time collaboration and promote creativityno matter where you are. All you need is access to the Web.
*There are no shortages of services for Web 2.0.*In an attempt to find better solutions for communication challenges, Web 2.0 Technologies have been harnessed in the development of the Tracking Network. These technologies include Wikis, Web-Based Conferencing and Web-Based Document Sharing. In the minutes that we have left we would like to tell you about a couple efforts were Web 2.0 technologies have been successfully employed in the development of the Tracking Network. These are the process used to create and maintain the Transport Guide and the effort to undertake a web-based training for the Metadata Creation Tool. *The challenges that we faced with providing this training were not small.
We had to provide a training for the new Metadata Creation Tool to almost 100 participants that were geographically dispersed across the United States. Provide access to the Metadata Creation Tool. Since participants were not setting at dedicated computers in a classroom, we need to find a way allow them to access the tool for the hands on training. We had to determine a way to keep the focus on the training. Many of the individuals were new to the idea of metadata and its creation. We did not need them worrying about issues like how to see the presentation, get access to class materials, or access the Metadata Creation Tool. Seamlessly coordinate an instruction effort among the instructors that were also dispersed geographically throughout the United States. *A major issue was how to provide the Metadata Creation Tool to all participants so that they could participate hands on. In the past, all participants would have to host the tool locally to participate. However, since this was a Web-based tool, we were able to make it available to participants on the day of the training. This did entail creating logins and passwords for the almost 100 participants, but in the end the benefits out weighted the work involved. *To provide a sense of continuity between the various instructors, a PowerPoint presentation was created to introduce important concepts. This was hosted on a Web conference site. The use of the Web conferencing site also had another benefit. Taking advantage of the chat capabilities of the site, trainers monitored the questions asked in real time and provided answers or assistance where necessary. Important questions were provided to the instructors to answer. *Realizing that some individuals do better when they have something in front of them, and to keep the focus on the functionality of the tool, the training team developed a training script. This script provided the information that participants needed to enter into each element of the MCT. *To allow participants time to prepare for the training, training team members determined that it would be best to provide them with the training materials prior to the training date. Mindful of the limitations on send items through email, the team made the items available on a SharePoint site. Participants were given the link to the site and information on how to retrieve the materials. Materials were maintained on the site for those who wanted to access them after the training. *Once the training was complete, the training team took advantage of the Wiki capabilities of SharePoint to create a Web-based feedback form. This allowed for participants to provide feedback anonymously, instead of providing by email (which would identify the person submitting the feedback). *These are just two examples of the harnessing Web 2.0 technologies in the development of the Tracking Network. Currently, other technologies are being used. These include the development of a CDC Facebook presences for the Tracking Network. The use of SharePoint to house analytical metadata guidance, and the use of SharePoint to house metadata technical assistance. Finally, the use of YouTube to host training videos. *
