One of the most common challenges an ERP Training team finds when supporting an implementation and change management program is the classification of Systems Roles and how they map to Business Roles and responsibilities within an organisation.
This analysis is primarily the responsibility of the systems integrator, project team and the end customer. But it is not an easy task, particularly where there are organisational role or structure changes that need finalising.
What the training team needs to understand is “the who” as well as “the what”, which we glean from a Training Needs Analysis. Without the fullness of information the analysis is incomplete and therefore impactful when developing and delivering the training to end users.
THE WHO – Who are we training?
THE WHAT – What are we training?
Equalling: “what are we training, and to who?
Once this is identified the training team then needs to align the “who” and the “what” to create learning paths. How do we do this?
SYSTEM ROLE
Within ERP and HCM systems there are standard system roles, each of which has specific responsibilities within the system processes. These roles take into account factors such as access requirements, segregation of duties, security and compliance. There may be multiple system roles that compliment a business role. There will also be a hierarchy of duties within the system roles, these need to be understood.
BUSINESS ROLE
Once the system roles and access requirements are understood, these are mapped to agreed business roles and responsibilities. For example – Accounts Payable Clerk or Procurement Manager. By understanding the business roles and how these fit into the organisational structure the training team can then validate who will be trained in specific business processes, system use and responsibilities.
ACTIVITIES (process)
The activities of each business role needs to be understood, (often the finite details of these are identified during the testing phase) these then are aligned with the business processes and policies, clarified and then measured against the system processes. It is fundamental that testing is complete and system process defects have been fixed/passed and any gaps are clarified and agreed before training materials are concluded and learning paths completed.
LEARNING PATHS
Each set of roles will have specific training courses assigned, so that it is understood which courses the new users need to undertake to be able to perform their specific role. These form the learning path for each role. The learning path is then documented and structured using a number of options; for example – LMS (Learning Management System), LXP (Learning Experience Platform), Intranet or Shared File System such as Sharepoint.
TRAINING
Within the learning path, training materials or events are embedded. This can be a combination of e-learning, quick reference guides, training videos, job aids or Instructor Led events (live or virtual). In some instances context sensitive materials can be made available that provide users with real time information to support the learning required. This would be made available before and after the new system is live.
IT’S ABOUT YOU – CONCLUSION
The business roles you are allocated are specific to you and your role as an employee and the tasks you perform on a day-to-day basis. It is vital that the change and training team of any ERP project communicate this effectively and do not lose sight of the impact changes can have.
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