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Screen: 1 of 20

Multimedia Storyboard

Project: Employee Self Service Training Date: 12/5/2009

Scene Description: A simple welcome screen that states the title of the lesson and provides instructions for starting the course.

Functionality/Interactivity

Details Fonts Welcome text: Calibri 24 pt black

Main course heading: Calibri 48 pt orange with subtle 3D Bubble text: Calibri 18 pt black

Audio

Speech <No speech will be used in this slide – it is simply used to provide the title of the course and to inform the learner to begin the slideshow in order to view the course>

Music <No music will be used in this slide> Sound Effects <No sound will be used in this slide>

Text Attributes: Welcome to…

Employee Self-Service Training Press F5, then click this arrow to begin…

Still Images: For sake of clarity in this document, note the following

regarding the user interface: All slides in the lesson will use the same navigation and layout once the learner starts the slideshow using F5 and clicks the arrow to begin the course. This includes:

Left arrow button to return to previous screen (except on the first slide)

Right arrow button to go to the next screen (except on the last slide)

A speaker button to replay the audio track for the current screen

The Corporate University logo Additionally, this first slide will have a watermarked hourglass in the background. It will also use a green callout bubble.

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Scene Description: This screen provides a quick overview of how to navigate the course. This will allow the learner to be able to focus on the lesson materials.


Details Fonts Course title: Calibri 20 pt dark red

Screen title: Calibri 20 pt red Bubble text: Calibri 18 pt black

Audio

Speech Welcome to Employee Self-Service Training! Before we get started, let’s take a moment to discuss how to move around

in this lesson. If you need to return to the previous screen, click the arrow in the bottom left corner. If you need to replay the audio for the current screen, click the speaker icon near the bottom right of the screen. Finally, when you are finished with a screen, click the arrow in the bottom right corner to move to the next screen.

Music A light jazz or similar music track plays as the slide first loads, and then fades as the narration begins.

Sound Effects <No sound effects will be used in this slide> Text Attributes: Click the left arrow to go to the previous screen

Click the speaker to replay the audio for this screen Click the right arrow to go to the next screen

Still Images: Green callout bubbles will be used to point to the interface

elements on the screen.

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Scene Description: Time sheets are a common subject of complaint throughout the call center. An image of a time sheet on the screen – and particularly one with a “no” symbol placed over it – will likely attract the learner’s attention and desire to see more. (Gagne: Gain attention & stimulate recall of prior learning)



Screen title: Calibri 20 pt red Audio

Speech We’ve heard you – recent associate surveys reveal that one of the most frustrating parts of your job here in the call center is manually recording your time on old-fashioned time sheets. What would you think if we could make it easier for you? Well, guess what? No more time sheets! You can use our new Employee Self-Service system to record your time and even manage your vacation time. Now tracking your time won’t take so much of your… well, time!

Music <No music will be used in this slide> Sound Effects <No sound effects will be used in this slide>

Text Attributes: <No text will be used in this slide> Still Images: Shot of a sample time sheet that the associates are

accustomed to using A red “no/anti” symbol to imply that time sheets will no longer be used

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Scene Description: This screen provides a quick overview of how to navigate the course. This will allow the learner to be able to focus on the lesson materials. (Gagne: Inform the learner of objectives)



Screen title: Calibri 20 pt red Content text: Calibri 18 pt black Audio

Speech After completing this course, call center associates will have access to the new Employee Self Service System, or ESSS.

You’ll be able to access the new system, enter hours worked for a typical workday, enter paid vacation hours taken on a typical workday, enter unpaid leave hours taken on a typical workday, view taken and available vacation time, and request vacation time. Using the new system, you’ll be able to easily perform these functions accurately and in a timely fashion that aligns with the timekeeping policy.


Text Attributes: Given the Employee Self-Service System (ESSS), call center

associates will be able to • Access ESSS • Enter hours worked for a typical workday • Enter paid vacation hours taken on a typical workday • Enter unpaid leave hours taken on a typical workday • View taken and available vacation time • Request vacation time • Cancel vacation time

Associates will perform these functions accurately and in a timely fashion in accordance with the timekeeping policy.

Still Images: <No images on this screen>

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Scene Description: This screen connects the lesson to prior knowledge by reminding associates of the recently revised time-keeping policy. This helps create a foundation for the knowledge the learners are about to receive in this lesson. (Gagne: Stimulate recall of prior learning)



Screen title: Calibri 20 pt red Content text: Calibri 18 pt black Audio

Speech Do you remember the recent memo regarding the updated timekeeping policy for our company? There are a number of changes in how paid hours are recorded and how vacation time is requested and managed. The great news is that ESSS will make it simple for you to comply with the updated policy. Refer to the Memo Archive on the corporate intranet if you’d like to see a reminder of the policy changes.


Text Attributes:

• Remember the revised time-keeping policy that was recently communicated?

• ESSS will make it simple for you to comply with the updated policy

• Refer to the Memo Archive on the intranet for specifics

Still Images: Copy of a company memo

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Scene Description: This screen shows the learner where to access ESSS on the corporate intranet. (Gagne: Present new material & provide learning guidance)




Speech ESSS will be conveniently located right on the corporate portal. In the left hand navigation, simply click on My Time to

open the application. Just as the portal does today, ESSS will launch using your Windows authentication, so you will not need to provide your username or password.


Text Attributes: <No text on this slide> Still Images: Screenshot of portal homepage with a call out of the left

navigation bar and the correct link highlighted.

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Scene Description: This screen shows the learner where to access ESSS on the corporate intranet. (Gagne: Present new material)




Speech This is the initial screen you will see when you access the My Time link to load ESSS. We’ll talk more about this initial

screen in a few moments. But first, let’s spend a few moments talking about how to navigate ESSS.


Text Attributes: <No text on this slide> Still Images: Screenshot of initial ESSS screen

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Scene Description: This slide provides a closer look at the initial screen to inform the learner of the key elements of the screen. (Gagne: Present new material & provide learning guidance)




Audio

Speech The initial screen is Working Time. Let’s take a closer look at

the key elements of this screen. The upper selection provides access to the two screens: Working Time and Vacation Manager. Just below that is the entry period currently selected on the screen. The third section is the time entry grid, which will be used to record weekly hours. Finally, the Submit button saves the current screen after checking for errors and the Cancel button clears any changes made during the current session.


Text Attributes: The top of the screen provides access to the two ESSS

screens Next is the entry period currently on the screen. Use the arrows to change the selection This is the time entry grid, where all hours will be entered weekly These buttons save the current screen or cancel changes, respectively

Still Images: Screenshot of initial ESSS screen, broken into four sections

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Scene Description: This slide provides a closer look at the initial screen to inform the learner of the key elements of the screen. It also assesses the learner because the lesson will not continue until the learner has clicked the appropriate area of the screen. (Gagne: Elicit the performance & assess the learner)



Screen title: Calibri 20 pt red Content text: Calibri 18 pt black

Audio Speech Quiz time! Here you see a screenshot of the portal

homepage. To continue with the lesson, click the appropriate area of the screenshot that would launch ESSS if this were a real browser window.


Text Attributes: Quiz time! Below is a screenshot of the portal homepage. To

continue with the lesson, click the appropriate area that would launch ESSS.

Still Images: Screenshot of portal homepage in a browser window with a

clickable link over the My Time area of the page. Clicking the link loads the next slide.

Other Details: Remove the right arrow – only correct response continues.

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Scene Description: This slide provides feedback to the learner on the prior activity. (Gagne: Provide feedback)



Screen title: Calibri 20 pt red Content text: Calibri 18 pt white

Audio

Speech Great job! That’s the same way you will access ESSS from

your desktop when you return to your workstation. Now, let’s look at the three-step process of entering your hours into the system.


Text Attributes: Great Job!

Now, let’s look at the three-step process of entering your hours into the system.

Still Images: Blue feedback window Other Details: The prior slide will remain grayed out in the background.

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Scene Description: This slide provides the steps for entering hours into the system. (Gagne: Present new material & provide learning guidance)




Audio

Speech There are really only three steps involved with entering time

into ESSS. First, an entry period must be selected. The current workweek is automatically selected when you first load the page; however if you need to select a previous or future entry period, click the left or right arrow, respectively, until the appropriate period is displayed. Second, enter the hours for the appropriate option for each day of the entry period. Only use the Other option if directed to do so by a member of HR or your manager. Time must be entered in whole number hours. Third, click the Submit button to check the entry sheet for errors. If an error is detected, you will be asked to correct the sheet. If no error is found, your time record will be submitted for approval by HR. No other action is required on your part.


Text Attributes: 1. The current workweek is selected by default – click the

arrows to select a different period 2. Enter hours in the appropriate option for each day of the week. Only use Other at the direction of HR or your manager 3. Click Submit to check for errors and save changes. This submits your time record for approval by HR.

Still Images: Close-up screenshot of the Working Time tab

Green callout bubbles Other Details:

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Scene Description: This slide provides instructions for the learner to perform an activity outside the lesson using the training environment. When the learner performs the steps, the results will be sent to the trainer, who will provide feedback directly to the learner. (Gagne: Elicit the performance) (Assessment & feedback will occur outside the lesson by the trainer)




Note text: Calibri 16 pt black Audio

Speech Now that you’ve seen the three steps involved with entering time into the system, it’s time to practice. This activity requires use of the training portal, which you’ve used in other lessons. First, open the training portal using the link provided here. Access ESSS just as you learned to do earlier in this lesson. Next, select the entry period 11/1-11/7/09. Then, enter the details shown here. When you have finished, submit the timesheet to send a copy to the trainer for review. The trainer will email you feedback within a few hours of taking the lesson. When you have completed the activity, press Alt-Tab to return to this lesson, then click the right arrow to continue.


Text Attributes: Activity Instructions

1. Open the training portal. 2. Access ESSS just as you have learned in this lesson. 3. Select the entry period 11/1/09 – 11/7/09. 4. Enter the following hours into the timesheet:

• Monday: 8 attendance hours • Tuesday: 3 excused unpaid hours & 5

attendance hours • Wednesday: 8 approved PTO hours • Thursday: 8 attendance hours • Friday: 4 unapproved PTO hours & 4

attendance hours 5. Submit the timesheet. This will send a copy to the

trainer for review. 6. Return to the lesson (press ALT-TAB).

NOTE: You can switch between this lesson and the training portal by using ALT-TAB.

Still Images: <no images on this slide> Other Details: Note to instructor: The link provided in step 1 would actually point to the training portal. For sake of this assignment, an alternate link was provided.

http://www.itma.vt.edu/

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Scene Description: This slide shows the learner how to access the Vacation Manager. (Gagne: Present new material & provide learning guidance)




Speech So now we’ve seen how to enter and review hours entered

into the timesheet within ESSS. The other primary function of the system involves managing your vacation time. This is done within the Vacation Manager, which accessed using the Vacation Manager tab, as shown here.


Text Attributes: <no text on this slide> Still Images: Close-up screenshot of initial ESSS screen, with Vacation

Manager tab highlighted. Other Details:

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Scene Description: This slide show checks to see if the learner can access the Vacation Manager. (Gagne: Elicit the performance & assess the learner)




Speech Try it! Access the Vacation Manager tab on this screenshot. When you have made the correct selection, the lesson will

continue.


Text Attributes: <no text on this slide> Still Images: Close-up screenshot of initial ESSS screen, with Vacation

Manager tab highlighted. Other Details: Remove the right arrow – only correct response continues.

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Scene Description: This slide provides feedback to the learner and transitions to the next objective. (Gagne: Provide feedback)



Screen title: Calibri 20 pt red Content text: Calibri 18 pt white

Audio

Speech Excellent! Now, let’s take a look at the major elements of the

Vacation Manager.


Text Attributes: Great Job!

Now, let’s look at the major elements of the Vacation Manager.

Still Images: Blue feedback window Other Details: The prior slide will remain grayed out in the background.

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Scene Description: This slide introduces the learner to the Vacation Manager. (Gagne: Present new material & provide learning guidance)




Speech This is the Vacation Manager. It is used to provide you with information about the types of vacation time you have earned and used, as well as current balances. It also allows you to

request and cancel vacation time using an interactive calendar. This calendar functions the same way as the calendar you currently use in Outlook.


Text Attributes: <no text on this slide> Still Images: Close-up screenshot of Vacation Manager Other Details:

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Scene Description: This slide describes the key elements of the Vacation Manager and informs the learner of how to request and cancel vacation time. (Gagne: Present new material & provide learning guidance)




Audio

Speech The top portion of the Vacation Manager provides you with a

quick glance of your vacation time. It displays the various types of vacation time, and the amount earned and used for each type. It also provides the available balances. The lower portion of the screen provides an interactive calendar. The current day is highlighted in orange. Days that are currently scheduled for vacation are highlighted in red. This calendar functions just like the calendar you already use in Outlook, so this lesson does not cover details about navigating it. However, we will discuss how to request and cancel vacation time. To schedule vacation time, simply select the date or dates in the calendar and click Submit Request. This routes the request for approvals. You will receive an automated email informing you of the status of the request. To cancel vacation time, simply select the highlighted date or dates in the calendar and click Cancel Selection. You will receive an automated email confirming the cancellation.


Text Attributes: The top portion of the screen provides a quick glance of the

types of vacation time available and the amounts you have earned, used, and have available. The interactive calendar highlights the current day in orange. Currently scheduled days are highlighted in red. To schedule vacation time, simply highlight the day(s) and click Submit Request. To cancel time that is already scheduled, highlight the day(s) and click Cancel Selection.

Still Images: Screenshot of Vacation Manager, split into upper and lower

sections. Green callout bubbles

Other Details:

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Scene Description: This slide provides instructions for the learner to perform an activity outside the lesson using the training environment. When the learner performs the steps, the results will be sent to the trainer, who will provide feedback directly to the learner. (Gagne: Elicit the performance) (Assessment & feedback will occur outside the lesson by the trainer)




Note text: Calibri 16 pt black Audio

Speech Now that you know how to access and use the Vacation Manager, here is an activity. Access the training portal and open ESSS. In the Vacation Manager, cancel any vacation scheduled for the current month. Next, schedule all of the available regular vacation hours using any combination of dates. Also, schedule any other dates necessary to use any other vacation balances showing available. When you submit your requests, your trainer will receive an email notification and will provide feedback within a few hours of taking the lesson. You can switch between these instructions and the training portal at any time by using Alt-Tab.


Text Attributes: Activity Instructions

1. Open the training portal. 2. Access ESSS just as you have learned in this lesson. 3. Access the Vacation Manager. 4. Cancel any vacation scheduled for the current month. 5. Schedule any combination of dates to total the number

of regular vacation hours shown available. 6. Schedule any other dates necessary to use any other

balances shown available. 7. Your trainer will provide feedback within a few hours of

completing this lesson. 8. Return to the lesson (press ALT-TAB).

NOTE: You can switch between this lesson and the training portal by using ALT-TAB.

Still Images: <no images on this slide> Other Details: Note to instructor: The link provided in step 1 would actually point to the training portal. For sake of this assignment, an alternate link was provided.

http://www.itma.vt.edu/

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Scene Description: This slide provides a summary of the topics covered in the lesson and provides information about the support available to the learners as they perform the new skills in the workplace. (Gagne: Enhance retention and transfer)




Audio

Speech Now that you have completed this lesson, you should feel fully equipped to use the new ESSS to record your hours and to manage your vacation time. You should now be able to access ESSS, enter hours worked, enter paid and unpaid vacation hours, view available and used vacation time, and request and cancel vacation time. The system will allow you to perform these functions accurately and in a timely fashion in accordance with the timekeeping policy. All of the materials in this lesson, as well as a user guide and other details are available for your use at any time on the My Office area of the intranet. You also have the full support of your management staff and HR team should you need us. We are here for you as you begin using ESSS to comply with the newly revised policy.


Text Attributes: Now that you have taken this lesson, you should be able to:

• Access ESSS • Enter hours worked for a typical workday • Enter paid vacation hours taken on a typical

workday • Enter unpaid leave hours taken on a typical

workday • View taken and available vacation time • Request vacation time • Cancel vacation time

The system will allow you to perform these functions accurately and in a timely fashion in accordance with the timekeeping policy. All of these lesson materials and additional details to support you are available on the My Office area of the intranet. You also have the full support of your management staff and HR team should you need us.

Still Images: <no images on this slide> Other Details:

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Scene Description: This slide is a simple Thank You to the learner.




Speech Thank you for your participation in this lesson!

Music The light jazz (or similar) music used in the opening slide will

close out the lesson. Sound Effects <No sound effects will be used in this slide>

Text Attributes: Still Images: “Thank You” clipart Other Details:

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