Feedback & Rollout

Implementing any new process or software system can be a challenge. People process new technology and systems in different ways. The guide below outlines best practices for implementing SAM in your organization. 

Getting Feedback

Now that you have built the system and written guides, it's time to get feedback from the go-to program team you chose at the beginning of this journey.

Go through each program process one at a time in SAM.

1. Create Test Records
2. Verify the process is happening correctly.
3. Here is a non-exhaustive list of questions to consider:
   • What Auto Actions are being triggered and are emails being sent?
   • Is the layout and process user-friendly?
   • Do you need more instructions on the site or guides?
   • Are Checklists correctly triggered?
   • Do you understand what's happening with documents?
   • Can users find the forms they need?
4. Get feedback from your team.

Now that you have gone through each process with your team and gathered feedback, it's time to make changes to your site to incorporate that feedback and fix any issues. Using and updating SAM will be a continuous process and will never end. Don't get stuck in the testing and feedback loop, without actually integrating SAM into your everyday workflow.

Rolling out SAM to your Agency

This is where you now train the rest of your staff on how to use your customized SAM site. Order some pizza and soda, maybe get a few swag bags together, and come up with a game or competition to do data entry. Have fun! Here are some tips and tricks to teach your team.

• Share SAM’s Get Started Guides with the team before training - these are intro videos and concepts important to all SAM users. 
  • These guides shouldn't take longer than 30 minutes to read.
• Schedule time to train the team
  • Create small training groups for team members with specific roles.
  • Go through a specific process or two, covering the steps together on your own machines. Take it one step at a time.
  • Add test records as a group.
  • Keep it short, slow & sweet. Record the meeting!
    • Incorporate those videos into your guides and update them as your system changes.
• Listen to your team's feedback, keep notes and consider it to make future improvements. 
• Schedule training at regular intervals to add to the team’s collective knowledge.