TechLearn Insider

Moving eLearning Closer to the User

By Michael McGinnis

Over the past two years, Bose Corp. has developed a successful on-line learning capability. We have more than 140 on-line modules covering aspects of the manufacturing process. The modules review the basic knowledge and steps required to perform key operations.

The modules were combined with structured hands-on training both in the classroom and on the job. We ensured operators had the required knowledge and skill using checklists and certifications. By all definitions we had a comprehensive and successful technical training initiative.

However, we realized how much there was to the operation of certain manufacturing machines along with the amount of information employees had to retain. New employees were often overwhelmed with the amount of information they had received over the course of a week, and expressed concern regarding their ability to retain the required information. Existing machine operators made mistakes. Although we knew they were trained properly, we attributed some of these mistakes to the amount of information they had to retain.

Since we had a strong reliance on on-line learning, our technical instructors were often asked to come to the floor to answer questions or review steps. Requests for this support had to go through supervisors who sent their requests via email to the training department. This process was cumbersome and often delayed getting the training and information to the operator. We have only four technical instructors to cover several lines operating 24 hours per day, seven days per week.

As we developed additional modules, we continued to realize how complex and comprehensive many of these tasks were. For example, the procedure for weekly preventative maintenance on a single platform could easily include 50 to 60 steps. Although we covered these steps in the module, how could we expect anyone to remember all of them, and in the proper order?

The solution was to identify a method to provide access to the content of these modules on the production floor, along with providing operators a quick and easy manner to transfer information to and from our technical instructors.

Quick Reference Guides

PCs on the production floor and connected to the network were used to generate work orders, verify parts, etc. They were older computers with slow processors and minimal memory. However, they were located right on the production line and close enough to the machine platforms. Our modules were developed using PowerPoint and included audio, digital imagery, and video. The files were too large to access using these older PCs.

The answer came with saving the PowerPoint modules as a web page or in HTML format. This way each slide was treated as a web page, eliminating the need to load the entire file. The only slides we needed to convert were those that could address an immediate question about a specific step or to identify the steps to perform a specific task. We had all of the information already in our on-line modules, we just had to eliminate the unnecessary slides and convert the remaining presentation to HTML format. As we played with this idea we grouped presentations together, forming what we referred to as Quick Reference Guides.

An example is the Machine Operator Quick Reference Guide. The image shown here is the format of a PowerPoint presentation opened as an HTML page. On the left is a listing of each of the slide titles. This was one of our first learnings: make sure that each slide in the original presentation has a title. We also created a cover slide that could direct the user to a particular machine platform, making it easier and quicker to find the appropriate content. Pictures of each platform were used for visual appeal and to aid in locating content. Additional links were placed for general information or information not directly associated with a particular platform.

Each picture was hyperlinked to a slide that displayed links to information specific to that platform. We separated the links into common topics across all platforms: safety, operation, preventative maintenance and policies & procedures. Our goal was a maximum of three clicks to access the needed information.

The operator makes a selection by clicking the appropriate link. This action directs the operator to the specific slide(s) on that topic. In this example, the operation wanted to refresh themselves on the steps to load a program on the DEK platform. By clicking on that link the slide on that topic would appear as shown below.

In the on-line module, we used the instructor notes to create the audio script. This text also appears in the HTML format, providing the operator with additional notes and help on the topic.

Updating the Quick Reference Guides is as simple as modifying any PowerPoint presentation. The user opens the file in PowerPoint and make edits as with any other presentation. When the clicks to save, the program saves modifications into HTML format. This allowed us to provide updates and new information immediately to the operator.

The format has proven effective. In one case, a vendor came in to install a new feature on one of the platforms. Our trainers attended the vendor training armed with a camera and notepad. They returned and opened the Quick Reference Guide and input the pictures and notes. As soon as the file was saved, the information became available on the production floor, and to the other shift operators who were unable to attend the original training.

In Part 2 of this series, to appear later this week, I’ll describe how we used Microsoft Sharepoint to let the machine operators know that a new feature was available.

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Michael McGinnis has more than 15 years of training management experience. His specialty is turning around and advancing Fortune 500 technical and leadership training functions using blended learning format and on-line learning capabilities. His work experience includes Eastman Kodak, Equifax, Jabil Circuit and now Bose Corp. Michael_McGinnis@bose.com