Deploying An ELN While Managing The Cultural Component · • Renaming and Reordering Document...

Deploying An ELN While Managing The Cultural Component Setting up for success in the present to support our future

LabWare 2013 Customer Education Conference

Orlando, FL April 2013

Paula Pyrchla

Topics for Discussion

• Acknowledgments

• Obtaining Success Early

• Empowering Embedded Super Users

• Culture 1: Accepting The Change and Owning The Limitations

• Culture 2: Learning to Share and Embracing a New World

• How Do You Know it Worked? A Case Study ELN v2.0 Implementation

• Supporting Our Future

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• Acknowledgments


– What Does Success Look Like? – How To Obtain Success Early – The Action Plan

• Empowering Embedded Super Users • Culture 1: Accepting The Change and Owning The Limitations • Culture 2: Learning to Share and Embracing a New World • How Do You Know It Worked? A Case Study ELN v2.0 Implementation • Supporting Our Future

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Defining Success

What does Success look like? End Users Are Using The ELN End Users Stop Using Their Paper

Notebook End Users Are Confident In Training And

Support Mechanisms Managers And End Users Are Able To

Access Information Collaboratively External Influence – work with the vendor

How Can Success be Obtained Early?

Define The Functionality To Include In An

ELN Deployment Develop A Common Solution Ensure Leadership Buy-In (Sponsorship) Ensure Early Adopters Champion Provide Collaborative Space Communicate Early And Often Get Rid Of The Paper Notebook

• ELN Visual Workflow

• My Open experiments,

• My Favorite experiments

• Experiments for review from the eLN Navigation screen

• Identifying experimental products & materials with unique ids

• Experimental write ups

• Recording materials and equipment

• File attachments and journaling

• Routing experiments for review

• Experimental searching

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Functionality That Was Included in ELN Deployment

Define a Training Plan and schedule Used Applied Implementation Methodology concepts Run an Early Adopter program Define application Support needs before rollout Hardware (Laptop/PC/Tablet assessment, maintenance and servicing) Persuade People Managers to buy-in to the standard ELN and provide technically

savvy Super Users with a minimum 20% time commitment Senior Management to give endorsement at Town Hall and through email

communication (FEB2012)

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The Action Plan

• Acknowledgments • Obtaining Success Early


– Knowledge Frame Work – Support Framework

• Culture 1: Accepting the change and owning the limitations • Culture 2: Learning to Share and Embracing a New World • How do you know it worked? A case study ELN v2.0 implementation • Supporting Our Future

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ELN SuperUser

1. First Train Class-room Development Account Quick Start Guide Manual

2. Infuse Knowledge Serve as an eLN Super User for my group.

Train the users to use the eLN Use the eLN and be an example to all my colleagues Assist users with general use of the eLN. Provide feedback to eLN team on my groups needs concerns and opinions regarding eLN

3. Take Action Provide Presentation Provide Narrative

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The ‘FIT’ Model

Use

ELN

Technically

Savvy

Individual

The Training model Process was developed such that users could begin

using the system right after they were trained Utilize the Train-the-Trainer concept

• Train Super Users to train their own workgroups and act as front line support 1. Workshop designed to teach the delivery of the training

material 2. Set the Expectations

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Infusing With Knowledge

ELN Super Users

ELN End User

ELN Super User

ELN Support

Lead

Regular knowledge transfer sessions • Project team to the Support team

Define path for communication to End Users

• Weekly Super User Meetings • Issues • Demonstrate features

• Email distribution Lists • Issues • Features “Training Spotlight”

• SharePoint Issue and Enhancement Trackers

Clearly define and communicate the escalation process • Builds trust • Builds confidence • Admit the human element- the learning curve

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Take Action

• Acknowledgments • Obtaining success early • Empowering Embedded Super Users


– Acceptance and Limitations – Set-Up for Success


• How Do You Know It Worked? A Case Study ELN v2.0 Implementation


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Imagine asking someone to:

…post all their work online …write with their opposite hand …let go of their life’s work

Then contemplate:

Opening a paper notebook vs. logging on to a computer

Typing when you prefer to write

The learning curve

All the priority project work that must get done

The success/failure of other software implementations at your company

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ELN Pushes Some Limits of Acceptance

In preparation for this cultural change the following rules were applied: Rule 1: End Users know what is coming and WHY it is coming Rule 2: End Users know when they will be trained Rule 3: End Users know when they are expected to start using the tool Rule 4: End Users know their leadership expects a learning curve Rule 5: End users know if they have a problem there is someone to contact

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Set-up For Success

• Acknowledgments • Obtaining Success Early • Empowering Embedded Super Users • Culture 1: Accepting The Change and Owning The Limitations


– Ownership Feelings – Define ELN Collaboration and Etiquette

• Effective and Sustainable base – Work Request Management System to begin Pilot efforts Q2 2013

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Paper Notebooks

• Sense of privacy and control

• Locked in drawers

• Signed out to an individual

• Sense in ‘Draft’ until reviewed

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Ownership Feelings

Electronic Laboratory Notebooks

• Viewed by any user

• Editable by any users

• Available by searching

• Drafts are available for view

Although an eLN replaces the paper notebook it provides so much more and we are

stretched to live in a new open paradigm.

• It is most important for end users to know others are hearing the rules

• Using our manners: • When interpreting data engage the author

• Cite other authors in reports and presentations

• Don’t change other’s experiments unless you have discussed it with them

• Engage your colleagues as partners

• The software will not babysit your actions

• Be courteous and respectful

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Define ELN Collaboration and Etiquette

Vanderlaan, M. (2010, September). Are you Ready for the First Change in Writing up Experiments in over 2500 Years?. Speech presented at Marriott Hotel, Amsterdam, The Netherlands.

• Obtaining Success Early • Empowering Embedded Super Users • Culture 1: Accepting The Change and Owning The Limitations • Culture 2: Learning to Share and Embracing a New World


– ELN v2.0 Release


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Expected Bug fixes • Ability to Print a Document Workbook Without Error • Ability to Remove Attachment And Edit Experiment Without Creating

Boolean Error if The Experiment Was Not Saved • Et. al.

Expected Enhancements • Searching in Document Workbooks • Renaming and Reordering Document Workbook and Workbook Tabs • Audit Reason Applied to Document Workbook • Right-Click And Save As Attachments • Et. al.

Rule 1: End Users know what is coming and why it is coming

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Managing Expectations for v2.0 Release

eLN v 2.0 Validation Timeline

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Planning

August September October

Design and Script writing

Validation

Environment

Deployment

Validation

Production

Environment

Deployment

An Issue

What happened? Test Script found an issue with our work request system and approvals

History Approval manager used in ELN v1.0

Action Plan After discussion with QA a technical redesign of the review process using out

of the box review in ELN Redesign of the review test scripts and re-execution Validation of Redesigned Review Process allowed for release

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A Go or No Go decision

Communication of the release • eLN Super Users to work groups Scheduled meetings to review eLN v2.0 features/review changes

• Training Spotlight Communication via email

Rule 2: End Users know when they will be trained

Rule 3: End Users know when they are expected to start using the tool

Rule 4: End Users know their leadership expects a learning curve

Rule 5: End users know if they have a problem there is someone to contact

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Deployment of eLN v 2.0

ELN Super Users

ELN End User

ELN Super User

ELN Support

Lead

Support Lessons Learned • Case in point: Workbook enhancement to remove

pasting of formulas/formatting and conditions caused several users’ implementation of the tool to break.

1. Better communication with Technical Lead

2. Know how your users are using the tool

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So Did Everything Work Perfectly?






• Supporting Our Future – Work Request Management System to begin Pilot efforts Q2 2013

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2013: Work Request Management Q1 – Development

– Demonstrations

– Feedback

– Technical Updates

Q2 – Train Piloters

– Execute Pilot Program

– Feedback

Q3/Q4 – Technical Updates

– Deployment Rule 1: End Users know what is coming why it is coming

Rule 2: End Users know when they will be trained

Rule 3: End Users know when they are expected to start using the tool

Rule 4: End Users know their leadership expects a learning curve

Rule 5: End users know if they have a problem there is someone to contact

Successful Deployment Empowered Embedded Super Users

Culture 1: Accepting The Change and Owning The Limitations

Culture 2: Learning to Share and Embracing a New World

Success: A Case Study ELN v2.0 Implementation

Supporting Our Future

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Conclusion

Questions?

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