MIT s EHS-MS Training System Pam Greenley greenley mit edu

MIT’s EHS-MS Training System Pam Greenley, greenley@mit. edu Laurie Veal, veal@mit. edu MIT EHS Office

Outline • • • Components Training Needs Assessment Training Metrics Training Roles Training Support Future 2 MIT EHS Office 3/15/2018

The EHS-MS Training System Trainee Log-In Training Needs Assessment Web Course Delivery On-line Classroom Course Sign-up Course Completion Central Training Records Database Other Training Req. Completed 3 MIT EHS Office 3/15/2018

Training Needs Assessment Determining Training Requirements • • Self assessment Job title Academic class Special Group 4 MIT EHS Office 3/15/2018

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 5 MIT EHS Office 3/15/2018

Top 5 EHS Activities (7800 total people, 2000 this FY) EHS Activity Number Selected Use Chemicals in Lab 4022 Use BL 1, BL 2, RNA/DNA 1678 Ergo Eval of Computers 1257 Research w blood 816 Use Ionizing Rad in Lab 727 6 MIT EHS Office 3/15/2018

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 7 MIT EHS Office 3/15/2018

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 2 x/yr before inspections • Special • External audit- Reps, PI’s, Dept. heads, Asst. Deans • Balanced Scorecard Initiative – course focus • Sensitivity 8 MIT EHS Office 3/15/2018

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Do E-Mail Reminders Work? 10 MIT EHS Office 3/15/2018

Effect of EHS-MS on EHS Training 11 MIT EHS Office 3/15/2018

EHS Training Activity - # Seats/yr. Web-based 7061 30% Classroom 16, 482 70% TOTAL 23, 533 12 MIT EHS Office 3/15/2018

EHS-MS Training Roles Activity EHS Office Getting new people to complete TNA EHS Coord EHS Rep X X Checking accuracy of TNA X X X PI Training X X X Lab Specific Training X Training Reconciliation Training completion metrics X X 13 MIT EHS Office 3/15/2018

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 14 MIT EHS Office 3/15/2018

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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 16 MIT EHS Office 3/15/2018

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Training Metrics Reports • Metrics reporting is resource intensive. • Special performance / metrics reports had to be developed. • . 25 -. 5 FTE for EHS Training reporting 18 MIT EHS Office 3/15/2018

Automated Training Reports • Investments in custom automated reports : • Brio. Query Training Dashboard • Monthly Training Metrics Report • PI Assessment Report • Just in time Training management reports for trend analysis and continuous improvement. 19 MIT EHS Office 3/15/2018

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. 20 MIT EHS Office 3/15/2018

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. 21 MIT EHS Office 3/15/2018

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 22 MIT EHS Office 3/15/2018