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The Case of the Absent Trainer.

Background: It is mid-September, and your project is nearing rollout of the final safety-training module – Fire Safety. With two weeks until rollout, you leave the office on a Friday afternoon – comfortable and pleased that the project has progressed almost to completion with no major problems. Your schedule and budget have basically been on target. The final training module is complete. The contract instructional designer is finished with development of the in-class training and the job aids. It’s just a matter of delivering the training at the beginning of the month.

On your way home, you are reflecting on an email that you received, that day, from Bridget Dunn, the VP of Corporate Training, and project initiator. You are pleased and are glad you took on this project.

Monday morning: You get into work, and as usual you go right to your email. Only one message on this Monday morning, it’s from Liz McCarson – the Assistant Safety Officer and one of your two trainers.

After reading her email, you realize you’ve got to do something. With only two weeks notice, you have got to find a solution. You spend the better part of the morning brainstorming for a solution. You have narrowed it down to four viable options. You set a goal that you will decide by tomorrow which option to choose, with some supporting rationale. The four options are:

Option 1	Option 2	Option 3	Option 4
Hire Jose Fumar, the retired fire fighter with trainer experience that Liz McCarson discussed in her email. You realize that this will cost money, Maybe even upwards of $3,000.	Task your one remaining trainer (Bill Jones) with completing all the Fire Safety training. This is an estimated 60 additional hours for the month. Meaning company’s only remaining Safety Officer will be responsible for about 120 hours of training in October. What contingencies do you have if Bill is unable to work?	Having lost one of your two instructors, you decide to only train half of the Genesol employees. You will consult with others to determine which employees should still receive the training. How will you make your point to Bridget?	Extend the Fire Safety Training into November, as needed to deliver the training to all employees. In doing so, you will not meet your scheduled project completion, but, you shouldn’t have to hire an outside trainer or seek additional funds. How will you approach Bridget with your proposal?
Type your rationale here:	Type your rationale here:	Type your rationale here:	Type your rationale here:
Submit Option 1	Submit: Option 2	Submit: Option 3	Submit: Option 4

Email From Bridget Dunn – V.P. of Corporate Training

From: Bridget Dunn

To: Project Manager, Safety Training Project

Subject: Congratulations!

Comments:

Congratulations on a job well done! I’ve just been reading over the project budget and schedule and I see that we are almost done with the project. Even more important, is that you have managed this project well within the approved budget and schedule. That’s what I like! Oh, I’m sure you’ve problems to deal with, but you have been able to deal with those issues at your level and didn’t have to involve me…That’s what I really like!!!

You and your team’s efforts have not gone unnoticed. I am personally planning a project completion party. I’ve scheduled it for the 7th of November. I’m happy to announce that the CEO and President, Mr. Genesol, will be flying in from New York to attend this party. Your and your team will be the guests of honor. You deserve it!

Thanks again for your efforts and keep up the good work. I see big things in your future at Genesol.

Sincerely.

Bridget

Email from Liz McCarson – Asst. Safety Officer

From: Liz McCarson – Asst. Safety Officer

To: Project Manager, Safety Training Project

Subject: Emergency Leave

Comments:

I have some unfortunate news. My Mother, who lives in Michigan, is scheduled for double hip replacement surgery on the 2nd of October. She will be in the hospital for a week, then at home in bed for 3 more weeks. As a result, I must fly back to Michigan for the entire month of October to tend to the needs of my mother.

Needless to say, I will not be available to participate in the Fire Safety Training during October. I apologize for such short notice, but I just found out this weekend. I will definitely be back the first November, because my sister will then be available to take care of my mother.

I know that you are now in need of a trainer. I do have a recommendation. My buddy, Jose Fumar, just retired from the Fire Department and did lots of stand up training. I know he’s looking for some part time contract work, and would be perfect to fill in while I’m gone. I think he’s got reasonable prices…$35/hour.

Again, I’m sorry for the inconvenience.

Sincerely,

Liz

Option 1 – Hire Outside Help

So, You’ve chosen to hire on Jose Fumar. Not a bad option. You do have a problem with this option. Jose doesn’t work for free. As quoted he gets $35/hour.

Let’s assume that you have contacted Jose and agreed that if you contract him it will be for at least 80 hours of work – 20 preparation hours and 60 instruction hours. That comes out to $2,800.

Your job, now, is to find the money. You three options are listed below

Option 1.1	Option 1.2	Option 1.3
You think you found the money in the budget. But, has the Accounting Dept taken that money back? Who knows? Explain where you found the money below.	You’ve decided to approach Bridget Dunn about obtaining more funds. You know she doesn’t like to be hassled, and she wrote such a nice email . Explain your approach below. How will you approach her (in person, phone, email, etc.)? What will you say? How do you think she might respond?	Got another idea? Explain below.
Explain here:	Explain here:	Explain here:
Submit	Submit	Submit

Option 2 – One Guy Can Do It All

This option might work. You do understand that Bill Jones is now the only Safety Officer on site, and he will be dedicated nearly full time to training during the month of October? Here’s what happened after you choose this option:

During the second day of Fire Safety training, OSHA shows up for an unannounced safety inspection of the Genesol facility. Bill Jones is immediately summoned as the company representative to deal with the OSHA inspectors. Needless to say, all of the day’s training is cancelled.

As a result of the safety inspection, OSHA issued a list of safety related items not in compliance with OSHA’s regulations. The OSHA inspector has given Genesol until November 1st to make all the corrections on the list or face a big penalty and possibly stopping Genesol operations.

Addressing OSHA’s list is the responsibility of the Safety Officer (Bill Jones). It is estimated that the work required to rectify the safety discrepancies will take about 80 hours. Bill can do some of the OSHA and still train all the employees, but the bottom line is that about 40 hours of overtime is needed to make up the rest. At $40 an hour, that’s $1,600. Not a lot, but the company has moratorium on overtime unless it is of vital company importance. Rectifying the OSHA requirements might be, but is safety training of “vital company importance?” Can you make the argument? Bill is willing to work the overtime, but funding the overtime is a problem. Bill’s boss, the V.P of operations won’t pay for it. He already not too happy about giving up his safety Officers to deliver training.

Bill Jones is able to finish out the training for the week, but by Monday, you must come up with a recommendation. Can you find the money in your budget? Will you seek more funds from Bridget Dunn’s Training Department? Push back the training schedule? Or maybe you have your own idea? Select an option below:

Option 2.1	Option 2.2	Option 2.3	Option2.4
You think you found money in the budget. Explain below. By the way, leftover funds from using the discount CPR provider are gone, and you can’t get them back. Additionally, padding for the Admin assistant is gone. She gets $14/hr.	You’ve decided to approach Bridget Dunn about obtaining more funds. You know she doesn’t like to be hassled, and she wrote such a nice email . Explain your approach below. How will you approach her (in person, phone, email, etc.)? What will you say? How do you think she might respond?	You have decided to postpone the training. How might that look? When will you start up again? When will you finish? What will you say to Bridget Dunn after such a nice email?	Got another idea? Explain below.
Explain here:	Explain here:	Explain here:	Explain here:
Submit	Submit	Submit	Submit

Option 3 – Only Train Half the Employees

Ok, You’ve convinced Bridget and others that training only half of the employees isn’t such a bad idea. Plus, most of the company was getting a little tired of this training! You have worked out a plan in which the remaining employees will receive the Fire Safety training during the next calendar year, as it will be incorporated into the normal company-training plan. Everyone seems happy, and you have solved a potentially big problem, with one week to spare.

As you are proudly sitting in your office with your feet on your desk, the phone rings. It’s Bill Jones. He informs you that OSHA just notified him that according to regulations all employees must have documented fire safety training by the 1st of November. He further lists the requirements of the OSHA mandated training. OSHA has evaluated your current 2-hour module and it is acceptable. However, you realize that just the OSHA content can be done in a one-hour training session – half your current session. But, it requires some modification and redesign to reduce the current training time and still meet OSHA’s content requirements. Redesigning the course will require an additional 40 hours of research, analysis, design and development by your contract ID. But he can get it done prior to October first, in order to meet the fire safety rollout date.

What will you do to meet this November 1st deadline? Below are some options to choose from…or do you have your own idea?

Option 3.1	Option 3.2	Option 3.3	Option3.4
You opt to create a new one-hour training based on the OSHA regs. This way, Bill Jones can train all employees by November 1st. How will you fund the additional work by your contract ID? You are losing over half of the content from the original training. How will you explain this to Bridgett and what’s your proposal?	You decide to hire Jose Fumar, the retired fire fighter with trainer experience that Liz McCarson discussed in her email. You realize that this will cost money, Maybe even upwards of $3,000. But, this means that you don’t have to redesign the current training module and you can still meet OSHA’s content and timing requirements.	Task your one remaining trainer (Bill Jones) with completing all the Fire Safety training. This is an estimated 60 additional hours for the month. Meaning company’s only remaining Safety Officer will be responsible for about 120 hours of training in October. But, this means that you don’t have to redesign the current training module and you can still meet OSHA’s content and timing requirements.	Got another idea? Explain below.
Explain here:	If this is your option, click submit below:	If this is your option, click submit below:	Explain here:
Submit	Submit	Submit	Submit

Option 4 – Extend the Training Period

You deliver your extension proposal and rationale to Bridget. She’s not real happy, but gives you until November 7th to complete the training. - No longer. She wants the training complete when the CEO comes out for the celebration.

Bridget tells you that if you can’t figure out how to get it done by the 7th of November then you’d better think of another idea. What are you going to do?

Option 4.1	Option 4.2	Option 4.3	Option4.4
You have figured out how to meet Bridget’s November 7th ultimatum. Furthermore, you can do it without any additional funding!	You realize that you can’t do it without spending more money (and, you have a strong feeling that if you have to spend more money, then you’d better meet the original November 1st deadline. Therefore, you decide to hire Jose Fumar, the retired fire fighter with trainer experience that Liz McCarson discussed in her email. You know that this will cost money, Maybe even upwards of $3,000. But, this means that you can be complete by November 1st.	Task your one remaining trainer (Bill Jones) with completing all the Fire Safety training. This is an estimated 60 additional hours for the month. Meaning company’s only remaining Safety Officer will be responsible for about 120 hours of training in October. What contingencies do you have if Bill is unable to work?	Got another idea? Explain below.
Explain here:	Explain here:	Explain here:	Explain here:
Submit	Submit	Submit	Submit

Consequence of Option 1.1

The best chance of finding this amount of extra money in the budget is in some of the padding. The easiest place is in the budgeted amount for the contract CPR training vice the actual amount. If you noticed, we found a low cost CPR provider (FunCPR), but actually budgeted for a more expensive provider – just in case FunCPR bailed out. As a reminder, here are the numbers:

Budgeted CRP costs: $11,400

Actual CPR costs: $6,000

Difference $5,400

This is more than enough to cover Jose’s contract. Unfortunately, the accounting department had to reconcile their end of the fiscal year budget in October. Since these CPR funds were allocated for June of the previous fiscal year, they are no longer available. Ouch! Looks like you are off to see Bridget about some more money.

Consequence of Option 1.2

Let’s assume that you opted for a person-to-person meeting with Bridget. Let’s also assume that you came to the meeting well prepared: You prepared the supplemental budget, you prepared a rationale for you option, you even prepared some insight or research in to the other options and why you are proposing this option. The point being that you were prepared from all angles…you never know what Bridget might ask.

You submit your proposal and you think it went great. Bridget seems impressed with your preparation and presentation. However, she too is limited by funding problems and can only offer you an additional $1,400. This will cover half of Jose’s salary. She does however; offer an additional week, until November 7th, to complete the training. Can you make this work?

Consequence of Option 1.3

So, you’ve chosen your own route. The consequences of your choice are unknown at this time. We will discuss your reasoning in class. Come prepared.

Consequence of Option 2.1

With the extra CPR funds gone and the Admin Assistant getting $14/hr, were you able to find more money? If you looked at the “padding” in the contract instructional designer budget, you would have found much of what you needed is there than enough. Additionally padding from the instructional videos will provide the difference. See the excerpt from the “budget rationale” below:

Three copies of each video are budgeted, although only two are really needed. This pads the budget another $1,100. With respect to the personnel costs we have padded the Instructional Designer’s hours by about 25%, for an increase of $1,250. The Administrative Assistant’s salary was padded from an anticipated $11/hr to $14/hr, for $4,300 of padding.

Unfortunately, the accounting department had to reconcile their end of the fiscal year budget in October. Since most of these funds were allocated prior to October, they are no longer available. Ouch! Looks like you are off to see Bridget about getting more money.

Consequence of Option 2.2

You submit your proposal and you think it went great. Bridget seems impressed with your preparation and presentation. However, she too is limited by funding problems and can only offer you an additional $800. This will cover half of Bill’s overtime. She does however; offer an additional week, until November 7th, to complete the training. Can you make this work?

Consequence of Option 2.3

Bridget tells you that if you can’t figure out how to get it done by the 7th of November then you’d better think of another idea. What are you going to do?

Here are some things to consider:

1. Bill was able to finish out the week

2. You have large classrooms and can increase the class up from 25.

3. Liz McCarson returns on November first and will be ready to train.

With these things in mind, you should be able to figure out a schedule that meets the November 7 deadline.

Consequence of Option 2.4

So, you’ve chosen your own route. The consequences of your choice are unknown at this time. We will discuss your reasoning in class. Come prepared.

Consequence of Option 3.1

You came prepared and presented a great case. Bridgett agrees with your ideas and says that you can make up for the missed content by creating job aids. Sure this costs money. If you noticed, the budget was padded an additional 25% for ID hours. This should cover the extra design hours.

Consequence of Option 3.2

So, you’ve chosen to hire on Jose Fumar. Not a bad option. You do have a problem with this option. Jose doesn’t work for free. As quoted he gets $35/hour.

Let’s assume that you have contacted Jose and agreed that if you contract him it will be for at least 80 hours of work – 20 preparation hours and 60 instruction hours. That comes out to $2,800.

Your job, now, is to find the money. It is in the budget. In fact, if you look closely, the budget is padded in several areas. So, if one area doesn’t work out, maybe another will. It is suggested that you get with accounting folks and work out the numbers and start to re-allocate those funds. Working with those accounting folks might be a whole new battle.

Consequence of Option 3.3

Consequence of Option 3.4

So, you’ve chosen your own route. The consequences of your choice are unknown at this time. We will discuss your reasoning in class. Come prepared.

Consequence of Option 4.1

There are many ways to get this training done. Unfortunately, Bill has other commitments as the Genesol Safety Officer. As a result, you cannot increase the number of training sessions he currently facilitates (2/day @ 2 hours each) So now what are you going to do?

Here are some things to consider:

· You have large classrooms and can increase the class up from 25.

· Liz McCarson returns on November first and will be ready to train.

With these things in mind, you should be able to figure out a schedule that meets the November 7 deadline.

Consequence of Option 4.2

So, you’ve chosen to hire-on Jose Fumar. Not a bad option. You do have a problem with this option. Jose doesn’t work for free. As quoted he gets $35/hour.

Let’s assume that you have contacted Jose and agreed that if you contract him it will be for at least 80 hours of work – 20 preparation hours and 60 instruction hours. That comes out to $2,800.

Consequence of Option 4.3

Consequence of Option 4.4

So, you’ve chosen your own route. The consequences of your choice are unknown at this time. We will discuss your reasoning in class. Come prepared.