Training TrimFiles 360°

TrimFiles 360º implementation program is built on the premise of “START WITH THE END IN MIND”. It utilizes the process of where the business is today and where it wants to go. TrimFiles 360º is built for each department of the business or process, such as Human Resources, Accounting, Contracts and Purchasing, to name a few.

The success of the 360º process is the end users or stakeholders. High rates of end user adoption are driven from building the platform the way the user uses anyone of the processes; not from how a programmer would use the platform. A three click strategy is the goal, get to where the user wants or needs to be in 3 clicks of a mouse. Stakeholders are involved in a discovery process with, a dedicated TrimFiles team; a Project Manager, a Business Process Engineer and our Implementation and Training Coordinator.

Phase I – Discovery – What the current operating situation is and, how to build it for the future.

  1. Orientation meeting; this is where the team is formed, consisting of the client’s stakeholders and TrimFiles. This is the point of discovery, where we are shown the current processes, workflows and system architecture.
  2. The stakeholders outline where they feel the issues are in the current system, processes, cumbersome steps, filing system in consistency, and maybe filing classification issues and even file nomenclature.
  3. What the stakeholders share their vision of the systems capabilities and needs that would help them in the day-to-day business operations.
  4. It is time for a solution discussion; this is where TrimFiles outlines examples and options that could address what issues have been outlined.
  5. Meaningful conversations give insight as to what structure may work for the stakeholders.
  6. With the user vision conveyed, TrimFiles gathers their notes and start the development and creation of the initial system architecture built around the metadata.

Phase II – Development – What the operating system will look like

Armed with the results and data from the Discovery phase, the TrimFiles team starts the process of building the system architecture (vault) with the end in mind. We try to turn vision into reality with the system needs and its future growth; this generates an effective system with a greater potential for effectiveness.

  1. The system architecture is built in an independent test environment incorporating as many of the system needs as possible while leaving opportunity to expand the efficiency with minimal engineering. This generates a better end product and lessons future engineering costs, therefore maximizing system efficiency.
  2. The system is tested internally prior to presentation.

Phase III – Test and Verify

With the system architecture complete and tested, we meet with the stakeholders again. This is the opportunity to see what came out of the discovery phase and how it works. At this point the system is 80% – 90% complete. The objective at this phase is the look and feel and more importantly the functionality of the system. Does the workflow match or improve upon the current processes?

  1. Engineering makes a presentation to the stakeholders on what will be the clients vault.
  2. Stakeholders see what has been created and how it aligns with their expectations driven out of the Discovery Phase.
  3. Talk through the system, its layout and operation.
  4. Stakeholders test the system and any workflows.
  5. If the issues are minor in nature the TrimFiles team will make adjustments and prepare for final more system review.
  6. Our team arranges a remote presentation of the system to go over the final minor changes to the system.

The objective that started in Phase I is now ready for roll-out, any minor issues found will be cleaned up and modify the system to accommodate the stakeholders request(s). Client signs off on system design and functionality.

Phase IV – Training

This is the phase where the Training Coordinator may come to the client’s site or use a webinar to train the staff. The training takes place on the live test environment, allowing the users the ability to test drive the system. We will leave training and reference materials behind for the users to refer to at a later date. Clients sign off on the completion and the system goes live. We then move the system off the development site to the live site.

Phase V – Rollout

With the training complete, we work with the client and stakeholders on the implementation of the system. Client teams needing more input can request assistance.

Phase VI – Adoption

TrimFiles returns; the Training Coordinator comes back to the client’s site between 80 and 90 business days after going live and does a reverse training with the users, getting users to train the trainer. The objective here is to find the non-adopters and increase user absorption, all driven by efficiency. User groups train based on the system, how they use it and its functionality within their specific business environment processes. From this we report back to management on the success and adoption rate of the system within the user groups. At this point we will make a recommendation on additional training or other observations from the adoption phase.