MIT’s EHS-MS Training System

Pam Greenley, greenley@mit.edu

Laurie Veal, veal@mit.edu

MIT EHS Office

MIT EHS Office04/19/232

Outline

• Components

• Training Needs Assessment

• Training Metrics

• Training Roles

• Training Support

• Future

MIT EHS Office04/19/233

The EHS-MS Training System

Trainee Log-InTraining Needs

AssessmentWeb Course

Delivery

On-line Classroom Course Sign-up

Course Completion

Other Training Req.Completed

Central Training Records Database

MIT EHS Office04/19/234

Training Needs AssessmentDetermining Training Requirements

• Self assessment

• Job title

• Academic class

• Special Group

MIT EHS Office04/19/235

Self Assessment - Selecting EHS Activities/ Linking to Training

• Use potentially hazardous chemicals in a lab• General Chemical Hygiene - initial

• Lab Specific Chem Hygiene- annual

• Read Chem Hygiene Plan – initial

• Managing Hazardous Waste – annual

• Department customization

MIT EHS Office04/19/236

Top 5 EHS Activities(7800 total people, 2000 this FY)

EHS Activity Number Selected

Use Chemicals in Lab 4022

Use BL1, BL2, RNA/DNA 1678

Ergo Eval of Computers 1257

Research w blood 816

Use Ionizing Rad in Lab 727

MIT EHS Office04/19/237

Training Needs Assessment Accuracy

• “Work in a noisy environment” – 16% over reported (13/80)

• Radiation safety – 25% of those who took course did not select EHS Activity (1 Dept)

• How many people have not taken needs assessment but need to? Estimate 300 people

MIT EHS Office04/19/238

Communication of Training Metrics

• Ongoing – Dept. Assessment Report gives PI and lab group training completion rates• Coord and LC can look at dept metrics anytime

• Should look at least 2x/yr before inspections

• Special• External audit- Reps, PI’s, Dept.heads, Asst. Deans

• Balanced Scorecard Initiative – course focus

• Sensitivity

MIT EHS Office04/19/239

MIT EHS Office04/19/2310

Do E-Mail Reminders Work?

MIT EHS Office04/19/2311

Effect of EHS-MS on EHS Training

0500

100015002000250030003500400045005000

pre EHS-MS

Pilot 2004 - 1st 2nd 3rd 2007- 4th

# Trained Haz Waste

MIT EHS Office04/19/2312

EHS Training Activity - # Seats/yr.

Web-based 7061 30%

Classroom 16,482 70%

TOTAL 23,533

MIT EHS Office04/19/2313

Activity EHS Office

EHS Coord

EHS Rep

Getting new people to complete TNA

X X

Checking accuracy of TNA

X X X

PI Training X X XLab Specific Training

X

Training Reconciliation

X X

Training completion metrics

X X

EHS-MS Training Roles

MIT EHS Office04/19/2314

Training Technology Support

• The cost of ownership for the EHS-MS Training System includes ongoing technical support• Internal = 1-2 FTEs

• MIT IS&T = 1 FTE

MIT EHS Office04/19/2315

Internal EHS Training Technology Support Requirements

User Assistance

IS&T Coordination

Support Classes

Metrics / Reports

Web Support

Debug / Test

MIT EHS Office04/19/2316

EHS Training Triage

• 44% of all email requests for assistance received by the EHS Office request tracking system are training technology questions:• Browser settings

• MIT personal certificates

• Automated email notifications – turning off or clarifying training requirement

• Credit for classroom training

MIT EHS Office04/19/2317

IS&T EHS Training Support Requirements

End UserSupport

ApplicationDebugging /FixingData Integration/ Feeds

SystemCustomizations /Enhancements

MIT EHS Office04/19/2318

Training Metrics Reports

• Metrics reporting is resource intensive.

• Special performance / metrics reports had to be developed.• .25 - .5 FTE for EHS Training reporting

MIT EHS Office04/19/2319

Automated Training Reports

• Investments in custom automated reports :• BrioQuery Training Dashboard

• Monthly Training Metrics Report

• PI Assessment Report

• Just in time Training management reports for trend analysis and continuous improvement.

MIT EHS Office04/19/2320

Tech Support Lessons Learned• In tech support, no question or issue is too

trivial.• It may be an indicator of a larger problem.

• Browsers are the Achilles Heel of training delivery.

• Users prefer a phone call .

• Same day response is expected.

• Automated, web-based training reports have a big impact in the local labs.

MIT EHS Office04/19/2321

The Benefits Outweigh the Costs

• MIT’s EHS-MS training automation is powerful and effective

• Rewards and resources are in balance

• 2 - 3 FTEs per 7,800 EHS-MS training users is a sound investment.

MIT EHS Office04/19/2322

Future Training Focus Areas

• Drop/Add/Refine EHS activities

• Better integration of Training Needs Assessment data with EHS Office Programs

• Training efficiency

• Continue to clarify roles and responsibilities

• Training effectiveness- User Centered Learning