Implementation Model for Computer-Assisted Career Guidance Systems

Implementation Model for Computer Applications

Program Evaluation

Evaluate Currently Available Resources and Services

Review the Needs of Clients

Review the Features of Currently Available Assessment, Information, and Learning Resources

Review the Services Provided to Help Clients Effectively Use Available Resources

Identify Client Needs that are Met Effectively with Currently Available Resources and Services

Identify Gaps in Current Resources and Services in Effectively Meeting Client Needs

Briefly Review the Features of Typical Computer Applications

Decide if a Computer Application Can Narrow Gaps in Resources and Services

Prepare for Implementing a Computer Application

Create an Implementation Committee and Choose a System Site Coordinator

Prepare a Plan for Implementing a Computer Application

Identify Stakeholders and Administrators Who Can Provide Support for Improved Services

Software Selection

Identify Computer Applications That Have Assessment, Information, and Learning Features That Might Meet Clients' Needs

Evaluate the Features, Quality, and Costs of the Computer Applications Being Considered

Select the Computer Application That Best Balances Features, Quality, and Costs

Software Integration

Prepare for Integrating A Computer Application With Existing or New Services

Review the Needs of Clients, Staff, Your Organization, and/or Institution

Review Current Services Provided to Help Clients Use Assessment, Information, and Learning Resources

Discuss Theory and Practice Issues Among Staff to Generate Ideas About Existing or New Services to Help Clients Use a Computer Application

Review Professional Standards on the Use of Computer Applications to Generate Ideas About the Quality of Services Provided to Clients

Install the System

Choose Available Computer Hardware to Run the System or Install New Hardware for the System

Install the Software

Familiarize Staff with Computer Application Features and Operation

Decide How the Computer Application Will be Used in Delivering Services

Decide How the System Can be Used With Other Assessment, Information, and Learning Resources

Decide How Counselors, Paraprofessionals, and Clerical Support Staff Can Help Clients Make Effective Use of the System

Decide How the System Might be Used Collaboratively With Other Service Providers in the Institution

Decide How the Computer Application Will Operate

Decide How Counselors, Paraprofessionals, and Clerical Support Staff Will be Supervised

Decide on the Number of Computer Work Stations Needed to Meet Demand for the System

Decide on the Physical Location of Computer Work Stations for the System

Develop Procedures for Scheduling Client Use of the System

Develop a Plan for Evaluating Computer Application Effectiveness

Revise Public Relations Efforts to Include the System

Communicate Progress with Stakeholders and Administrators Who Can Provide Support

Staff Training

Decide if Outside Assistance is Needed with Computer Application Training

Develop a Plan for Staff Training

Train Professionals, Paraprofessionals, and Clerical Support Staff

Familiarize Administrators and Stakeholders With Computer Application Features and Use

Evaluate Training Effectiveness and Plan Future Training

Continue Staff Training as Needed

Trial Use

Identify Trial Users

Begin Trial Use of the System

Observe and Interview Trial Users to Identify the Strengths and Limitations of Resources and Services that Support Computer Application Use

Revise Staff Roles and Operational Procedures as Needed

Continue Staff Training as Needed

Continue Public Relations Efforts

Operation

Operate the System

Collect Evaluation Data

Continue Public Relations Efforts

Evaluation

Evaluate the Use of the Computer Application as a Service Delivery Resource

Refine Resources and Services that Support Computer Application Use Based on Evaluation Results

Factors Related to Successful Implementation of Computer Applications

James P. Sampson, Jr.

Center for the Study of Technology in Counseling and Career Development

University Center, Suite A4100

The Florida State University

Tallahassee, FL 32306-2490

(850) 644-6431 (voice) (850) 644-3273 (FAX)

www.career.fsu.edu/techcenter/

jsampson@admin.fsu.edu

May 1997

Experience with the use of information technology in organizations has shown that a variety of factors contribute to successful implementation. These factors can be reviewed prior to beginning implementation in order to maximize the effectiveness of the process. These factors can also be reviewed during initial and on-going implementation in order to evaluate and improve the process.

Staff Factors

Encouraging staff participation in decision making

Clearly identifying decision makers

Encouraging a flexible approach to software integration that accommodates staff individuality

Conducting effective initial and on-going staff training

Providing training for support staff

Attending to staff resistance

Clearly defining staff roles

Providing for regular effective staff communication

Allocating adequate staff time to implementation efforts

Organizational Factors

Obtaining support from top management

Adopting a positive general attitude toward change, combined with a cautious attitude toward implementing new technology

Believing that a computer application has the potential to improve the performance of the organization

Anticipating potential organizational impact of a computer application

Integrating the computer application with existing organizational efforts

Utilizing a project coordinator

Utilizing the expertise of others who are successful users the software

Viewing the computer application as a means and not an end, e.g., a tool and not magic answer.

Linking implementation with strategic planning, including the mission of the organization

Avoiding software saturation, e.g. staff can not keep up-to-date with the range of software available

Process Factors

Utilizing a team approach to implementation

Adopting a concrete plan for implementation

Viewing implementation as an on-going process

Creating expectations of intermediate and long-term benefits from technology (as opposed to expecting immediate benefits)

Establishing a realistic timetable for implementation

Creating good documentation of roles and procedures (valuable for training new staff)

Viewing evaluation as part of implementation

[1] Originally adapted from Sampson, J. P., Jr. (1996). Effective computer-assisted career guidance (Occasional Paper Number 2). Tallahassee, FL: Florida State University, Center for the Study of Technology in Counseling and Career Development.