Client Success Team

Client Success

Our goal is to effectively onboard customers into the software application

We believe that success for our clients comes from effectively utilizing the BIS learning & compliance software to its fullest potential. In order to do that, we take the time to implement the system with our clients to ensure they are getting value from the software.

We start by exploring your companies learning and compliance needs. Then we work with your team to do an inventory analysis of what needs to be loaded into the system including:

historical training records
online courses and digital forms
training requirements
employee account information
company policies and/or procedures
and company assets.

Once everything is identified, we work with your team to map out the implementation plan. Working side-by-side each step of the way, we share tips and strategies that help your team successfully launch the application across your organization. Regardless if you have 50 employees or 50,000, we map out the plan to fit the needs of your organization.

Onboarding Timelines

Phase 1 – Information Gathering

Typical Timeline: 1-2 Weeks

During the first phase of an implementation, our biggest concern is gathering all data you’re looking to shift from your current methodologies into the software. We have an order we tend to do this in, but the data can be sent as it becomes available. We anticipate this to take one week, although this is heavily dependent upon how much data you have, how many users, and how complex your current structure is. The data we typically need to import is:

A Company Hierarchy (organization chart)

Access to the BIStrainer system is based on a hierarchy, which we like to first determine before proceeding. Common setup methods include:
a. Physical Locations (Job Sites, Geographical location, Warehouse/Depot Number, etc.)
b. Departments (General, Waste Management, Water Management, Machining etc.)
c. A combination of the above
d. Corporate hierarchy or Management Structure (CEO – Operations, Distribution, Field, etc.)

A List of Employees (past and current)

We’re looking for a list of all employees in your organization, so we can create individual accounts for them in the BIStrainer system. This account will hold their training records, employee information, and more. This data doesn’t require formatting for upload, but we recommend sending as much as possible to maximize the effectiveness of the BIStrainer system.

Historical Training Record Data

What we’re searching for in the information gathering phase is only the historical data in its raw format, so we can determine how long it will take to import this data. Although we know how massively daunting this task can seem, we look for a single, large data file to upload. This will help us refine how long Step 2 will take for your organization.

Job Roles and Training Topics

For us to help you set up your training matrix properly, we need a list of all Job Roles in your organization and all Training Topics an employee may require. Once we have this list, we can work to implement a training matrix so employees with the right job roles receive the correct training.

Any other specific requirements for launch

If there are any other features you will be utilizing in the system, we will need an idea of what you’re trying to accomplish, and how much data you currently have. Examples of this may include:

Digital Forms

BIStrainer digital forms can be used in many different ways, from inspections, audits, toolbox talks, FLHAs, to even competency assessments. They can be used to capture information for reporting, onboarding, contractor management, and more.

Digital Folders

Will you be deploying the digital folder solutions to deliver documents or digital signoffs to your employees? The digital folder system can be used to deliver documentation or forms to your team such as safety manuals, risk assessments, incident forms, or other important information when required.

Driver Management

Will you be implementing driver management and do you want to track and store documents like licenses, drivers abstract, incident reports, risk levels, and more. With this system, you can also have notifications triggered when a document is expiring, so the employee can update their driver profile information.

Classroom Calendar

Will you be using the BIStrainer digital calendar function to register users in classroom training events? The classroom can be used to deliver digital exams and teach in an in-class setting.

API/SSO

If your team is going to utilize people management software (ADP, Azure, Active Directory (AD), Workday, etc.), we can integrate them to enable you to manage your workforce from a single software.

Assets

Will your team be trying to manage assets (equipment, contractors, buildings, or anything besides people) and apply digital forms to them? By adding them to the digital workspace you’ll gain reporting on your equipment health, maintenance notifications (scheduled and unscheduled), and certified operator designation.

Online Courses

Do you have eLearning courses that you would like to upload into the LMS?

All Access Packages

Is your team working with an all access course package? Do they need access to digital courses on a regular basis? All access packages allow your team to distribute any training at any time by selecting it from a list or applying it via the matrix.

Phase 2 – Analysis

Typical Timeline: 2-3 Days

The next phase of development is taking all the data gathered above and working to provide you with a reasonable timeline for launch. It doesn’t matter how large the organization is, the length of time to launch is often determined specifically by the complexity of the setup and how clean the originating data is. After evaluating your requirements, we will work on a timeline for launch. This timeline is flexible and can change based on anything encountered during our onboarding time. We love having a goal to shoot for so if your team is excited about pushing the timeline up, just let us know!

Phase 3 – Data Import

Typical Timeline: 2-3 Days

Data Import is the largest phase of onboarding. Once we’ve acquired all pertinent data (hierarchy, users, historical data, job roles, and training topics, other requirements) we work to start importing the data with you. We can proceed in one of two ways:

1. We do the work – We love data. We love Excel. If you don’t, let us get a quote to upload all your data for you, we’ll just confirm any exceptions and missing information with you once we’re done. We require your input on many items, but often it’s easier to answer a quick call than to worry about which character is missing from cell F348.

This will often be faster than us helping your team complete the import
We can find potential issues with the data as we’re combing through it
This doesn’t allow your team to learn how to import data on their own, however, which can sometimes be important. Imports are usually one-time, but this information is valuable when it comes to understanding system functionality.

2. We help you do the work – For those individuals who love getting their hands dirty, this is a great option. You will learn the finer points of the data importing systems, and how the system functions and stores your data. Considerations:

This will often take longer than if we are pushing through the import
You’ll learn valuable tidbits as we’re working through everything
This requires at least one dedicated individual on your team to work with us, if not more.

We also require at least one person we can regularly contact for information and responses to questions on topics. This person should be knowledgeable about the training in your organization, and the mechanics of the team.

Phase 4 – Setup

Typical Timeline: 1-3 Weeks

This phase is where we’ll work to set up any other remaining items, such as digital form workflows, folders, and many others. This time will be largely dependent upon how many features your team is using, and to what extent. We also work on setting up notification triggers and promoting management accounts to the level of access they require for things like reporting and competency assessments.

Phase 5 – Training

Typical Timeline: ½ Day

The next important phase will be training your team. Until this point, we will be working closely with a member (or members) of your team. Once we’re ready to go, we’ll train everyone involved with the rollout so they’re prepared for the launch.

Phase 6 – Rollout

Typical Timeline: 2 Days

The actual rollout is easy – but we’re standing by to make sure things go smoothly. We set this at two days, but we’re available to help you on a continuous basis for anything you may need during this time.

Phase 7 – Support

Typical Timeline:

The next important phase will be training your team. We will be working closely with a member (or members) of your team until this point, but once we’re ready to go we’ll want to train everyone involved with the rollout so they’re ready for the launch.