EB’s e-learning course on the changes to budgeting practices exceeded expectations
Elektrobit’s budgeting policies as well as its budgeting tool were renewed this autumn. An efficient training process had an important role in carrying out the change. E-learning was used for the first time and with successful results.
The starting point was challenging. The entire project was to be carried out within a period of four weeks. Three weeks to produce and pilot the e-learning course, and a week during which to actually train the users, consisting of about 260 EB employees whose work involves budgeting. The first round of budgeting began on the work day following the one on which the e-learning was completed. A challenge successfully met.
The implemented e-learning course introduces EB’s renewed budgeting process and gives guidance on how to use the new budgeting tool. The course was in English and was used globally. Prewise Gimlet LMS functioned as the e-learning environment.
The most important goals were achieved. In the picture left
Tapio Järvenpää from Elektrobit and Laura Antila, Leena
Laaksonen and Jari Mäkelä from Prewise.
- We decided to start implementing the training in e-learning format this time around, because the total number of smaller and bigger changes with regard to a new budgeting process was significant – as was the number of people participating in the process, says EB’s Program Manager Tapio Järvenpää. Mr Järvenpää oversees the implementation and development of EB’s corporate IT systems. In the e-learning project, his role was to act as a ”sponsor”.
- We decided to apply e-learning to the presentation and revision of the basics. In addition to it, nominated budgeting experts arranged face-to-face training. This kind of combination training was deemed an efficient method, because it meant that in face-to-face training sessions, we did not have to spend time on the basics, Järvenpää explains.
Getting to know the basics and key concepts online
- We set understanding the basics of the budgeting process, getting familiar with the key features of the budgeting tool, and the ability to grasp the overall timetable as the most important subject matters to be learned through the e-learning course. Also, we placed importance on the uniformity of content independent of time and place, as well as rapid distribution due to the severe time constraints. Furthermore, the possibility to administer the training process smoothly was significant because it ensured that as many people as possible really completed the course.
- Despite the extremely fast-paced project schedule, all the quality targets for content and functionality were achieved. Of course an earlier start would have enabled a more detailed division of roles between e-learning and face-to-face training. The rushed schedule was possible due to the “turnkey” nature of Prewise’s delivery. We could rely on the technology we were about to implement having been tested in practice and on its functionality. Its riskless quality enabled us to concentrate on the actual content production, instead of on bringing the technology up to date.
- We achieved our most important goals. In fact, our expectations were exceeded, notes the satisfied Järvenpää.
A clear production process and a professional touch convinced
- The production process of Prewise’s e-learning module is clear and in fact helped us to form an even better picture of the changes involved than we had before. The quality of the work was very professional and promoted credibility among users. We also value Prewise’s pedagogical skills, which helped us to foreground the most important lessons to be learned, says Järvenpää.
Merely implementing an e-learning course and launching it are not enough to attain the set training objectives. The actual training process requires follow-up, and encouraging and reminding users of the course. Awareness of e-learning courses is usually raised through internal marketing and communications, which often have a significant impact on the completion percentages of courses.
- The renewed budgeting process has been done as a part of a larger operation, which also involved communications via e-mail and in meetings. Documents and other material related to the matter are naturally available online. On top of that, we have arranged face-to-face training in different business units, says Järvenpää.
Training requires follow-up and measuring
Prewise also handled the administration of the e-learning and the students, and reported on these to EB. The students were invited to participate via e-mail and were sent reminders on the importance of the course and its completion.
- I really value the follow-up during the training period and the measuring of results. In this project, it was important to achieve rapid and extensive coverage. To highlight the importance, we sent not one but two motivational messages to users during the week. These days, every project has to compete over users’ attention, meaning that through follow-up and measuring, achieving the targets of training are significantly improved, stresses Järvenpää.
E-learning opened up new perspectives
- EB has not really taken advantage of e-learning possibilities before. We have been presenting strategies and collecting feedback online, but this form of implementation was a first time experience for us, says Järvenpää.
- From a personal point of view, this was the first e-learning project I have taken part in. In my opinion, the best new perspective was the user-based thinking, in which new procedures are thought of from the point of view of individual learners. Pacing the training material also came to the forefront quite well. All in all, this was a very interesting learning project. Prewise’s responses to our questions were excellent and the supervision of work very clear and specific. We will be using Prewise’s services in relation to the implementation of our processes in the future, too, ensures Järvenpää.
For more information on EB, go to www.elektrobit.com
Text: Jaana Raaska