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Action planning and Communication

Action planning and Communication. Action Planning. Very important! At least the key milestones General jobs list also useful (there is a lot to remember and the little things can get missed)

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Action planning and Communication

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  1. Action planning and Communication

  2. Action Planning • Very important! • At least the key milestones • General jobs list also useful (there is a lot to remember and the little things can get missed) • Be flexible as not everything will stick to plan (especially if relying on software releases, new equipment etc) • One person with final decision making power

  3. Stage 1 (Jan / Feb 2011) • Started with looking at current Moodle • Identified changes between M1 and M2 • Reviewed all 3rd party plugins • Which available for M2? • Which were not? • Any deal-breakers to prevent upgrade? Stage 1 plugins record

  4. Stage 2a (Feb / Mar 2011) • Full action plan • Each stage of process • Prioritised within each stage • Covered both technical and user tasks Google doc to track • Some things had dates that didn’t really matter (eg: training guides we still haven’t made!) Some things REALLY matter. • Regular meetings to check

  5. Stage 2b (Mar 2011) • Start doing all the work!! • Action plan decision making processes informed the proposal for senior managers for the final go ahead and launch to staff

  6. Launch to Staff • Initial presentation of Moodle 2 to senior managers about changes and benefits of upgrading (Feb 11) • Following action planning, a final upgrade process was proposed and presented to senior managers (full proposal available on commoodle) (April 11) • Launched to college managers (April 11) • Launched to all staff (May 11) Department meetings and all staff communication

  7. What was included in the launch? • New features of Moodle 2 • Timescales • Options for upgrading • Tasks to complete (by Moodle users) • Support available • Training available • FAQs Full presentation available on Commoodle This presentation was also made available via the staff page for continual review

  8. Course tracker • Needed to keep track on each course and which version was being moved to Moodle 2 (two versions of all courses in existence at this point!) • One master copy only – this was our MOST important document!! • A report from Moodle 1 listed all courses and categories currently available on the live Moodle • Additional details added to capture all information required. • This tracker was updated between May and July View tracker (available on Commoodle)

  9. Tips for using the Tracker • Don’t underestimate how long it takes to create a tracking document! • Monitor the document regularly. Have a review process (all changes made were highlighted yellow and double-checked by the manager to pre-empt any issues). • Record who was the last person to amend each course record so you know who to go back and discuss this with! • Colour coding helped with quick reviews. • 2nd check process used: Courses approved in green were moved into a Ready for Moodle 2 category (available in live Moodle 1 and in Beta Moodle 2)

  10. Continual communication • Regular updates to managers on their courses • From end of June, the tracker was uploaded to the staff news page each week to keep staff informed of their course progress • Colour coded with a simple message – if your course is in red, it will not be available in September!! • Regular reports to senior managers on progress

  11. Final stage • ANOTHER spreadsheet!! (Googledoc for multiple users) • All courses approved for upgrade were recorded on one spreadsheet (using the tracker and the categories in Moodle 1 and 2 for the final checking process) • This upgrade tracker was used to record each course restored into live Moodle 2 and any issues encountered. • This was 2nd checked within the now LIVE Moodle 2 Upgrade tracker • We had less than 10 issues with course upgrades* More on this in the final breakout of the day!

  12. And finally… • Although the process was time-consuming with support required.. • Although there were lots of tracking and 2nd check processes which took time… • It meant that the process went very well and we were all well-informed! • It was particularly important due to the size of the team involved. • But checking was VERY important! (At least one hour at the end of each day was spent checking things and finding issues to address!)

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