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Virtual Training for Adobe Connect Meeting

Design Document

Presented to
Gary Rauchfuss, Curriculum Manager
Homeland Security Acquisition Institute
by
Team AAACK
(Aldo Chavez, Amanda Berry, Ayman Alqasem, Carol Bandura, Kelly Thomas)

July 14, 2020

Project Overview
Homeland Security Acquisition Institute (HSAI) has recently transitioned to delivering training and
information sharing events using Adobe Connect. This change has occurred due to the COVID-19
Pandemic. The rapid switch from in-person to virtual delivery has illustrated the need to upskill
personnel to produce and deliver the virtual sessions. A knowledge and skill gap for Adobe Connect
systems administration is also apparent in the responsible personnel. The project team will produce
content to assist personnel in learning Adobe Connect software. Possible deliverables of the project
include:
● Self-paced materials, but may include synchronous elements for practice and coaching.
● Job aids that may be used as a supplement for training.
● At minimum, a design that HSAI may use to develop further training.
Job aids will be available to the learners both in-house and online. Various learner needs will be met by
providing multiple points of access. Implementation of these will provide learners with the skills and
knowledge needed to successfully create training and events virtually.
Successful completion will be shown by personnel increasing their fluency in working with Adobe
Connect Meeting. Fluency will be measured by:
● Partner teams producing and hosting their own content within the Adobe Connect space.
● HSAI Training department producing and using templated virtual classrooms.

Client and Organizational Goals

HSAI uses Adobe Connect Meetings as the delivery platform for most training events. The HSAI
training development and delivery team members need to be able to design and develop virtual
classrooms for each course so that rooms may be reused for future deliveries.
The training developed for Adobe Connect training sessions will be used for internal and external teams
to offset the current burden on the HSAI curriculum team.
All content will be created with the learner in mind, keeping text simple, clear, and free from jargon.

Learner Analysis
The primary learners are class and event producers in the Office of the Acquisition Workforce.
Additional learners may include employees from partner organizations with similar responsibilities.
Learners have experience providing face-to-face training programs in the past. The COVID-19
Pandemic caused a shift in training delivery to a virtual platform, exposing a gap in learner’s skill and
knowledge to providing training programs virtually.
Training on Adobe Connect Software is necessary to meet professional goals and meet the new virtual
demands of their training modality. Learners are expected to be highly motivated to receive this training
and attain its objectives.

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Given the nature of varying schedules, learners are expected to have severe time constraints. To
overcome this challenge, this training program will be asynchronous and self-paced.

Context Analysis
Learners consist of those within the curriculum team and those that are spread out through other
departments within HSAI. Currently, learners at HSAI are working remotely, so internet connectivity
can vary per individual. Employees will someday return to the office, but given that resources will be
available online, this should not affect how employees access learning content in the future.
Instructional products will be asynchronous to allow learners the flexibility to consume content at their
discretion.
1. A PowerPoint presentation used for both online and in-person delivery.
2. Instructor guide for the instructors in-person delivery.
3. A job aid with key takeaways for learners and additional resources in Workforce Development.

Content Analysis
To facilitate new user fluency of Adobe Connect, learners will have access to a collection of materials
that focus on tasks to successfully host meetings, training sessions, and webinars. These lessons will be
presented within PowerPoint for independent learner access, or live demonstration from within the
Adobe Connect platform. In addition, a step-by-step quick user guide will be provided as a PDF for
quick reference that condenses the larger lessons.
Learners will be able to directly apply their learning to the use of Adobe Connect. When available, links
to additional Adobe Connect functions will be provided in the notes section of the PowerPoint for users
that wish to expand their understanding of the program further.

Learning Objectives
This course will provide a deeper look at Adobe Connect Meetings in order to meet training and event
delivery requirements for HSAI.
The content and activities in the course will allow learners to meet the following objectives:
1. Given a checklist of skills needed to be successful in using Adobe Connect, learners will be able
to assess their own fluency of Adobe Connect.
2. Given a tutorial on creating an Adobe Connect Meeting, learners will be able to create their own
Adobe Connect Meeting.
3. Given guidance for file uploads, learners will be able manage file sharing inside an Adobe
Connect Meeting.
4. Given course or event materials, learners will be able to configure an Adobe Connect meeting
room.

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 5. Given a job aid on Breakout rooms, learners will be able to facilitate small group sessions within
Adobe Connect Meetings.

Evaluation Strategy
Level 1—Participant Pre-Survey

Participants will complete a pre-survey that will measure their experience with different components of
the Adobe Connect Meeting platform. Results will help the learner determine which job aids will be
most beneficial for them to utilize.

Level 2—Performance

There are no plans for formal assessment of learners at this time. Instead, an informal personal checklist
for the learner to assess their own learning comprehension will be provided.

Level 3—Transfer to the Workplace

On-the-job success will be measured by analyzing the number of requests for instruction in Adobe. If
the amount has reduced since the learning solution has been implemented, it has been successful in
meeting the client’s needs.

Levels 4 & 5—Business Impact and Return on Investment

There are no plans for conducting Levels IV & V evaluations for this course.

Design
Course Title

Using Adobe Connect Meeting Software to Facilitate Learning

Agenda and Teaching/Learning Activity Descriptions

Introduction
Learners will have access to a getting started guide that will introduce them to the Adobe Connect
software and the basic navigation needs. The guide will be organized based on performance tasks with
descriptions and links to the training resources. The training resources are based on the identified
objectives. To help learners gauge the help they need, an optional pre-assessment will be available to
offer resources to fit their needs.

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Activities
The Adobe Connect Meeting project will live within a getting started guide. Various instructional
activities and resources will support learners in navigating Adobe Connect, creating and managing
meetings, and using the most common features needed by the HSAI team. The learning products are
listed below:
1. Getting Started—An introduction to and navigation of Adobe Connect Meeting software. This
resource will include best practices and troubleshooting tips.
2. Create a Meeting—This guided activity will allow learners to create a meeting. By providing
branching opportunities at key decision points, learners will be able to create meetings based on
individual project needs.
3. Identify Components—This is a navigation activity that will allow learners to identify and define
the following components of an Adobe Connect meeting:
1. Layouts
2. Audio Conferencing
3. Recording Meetings
4. Presenter Only Area
5. Prepare Mode
4. Configure a Meeting—Learners will use their own version of Adobe Connect to practice
configuring a meeting with guidance. Extra practice exercises will be available that do not
provide guidance but allow learners to explore setting up meeting rooms to meet the needs in a
real-world scenario.
5. Upload Files—Sharing files can happen before and during a meeting. File permissions can allow
learners to view and/or download files uploaded. This activity will insert the learner in a real-
world scenario where they will practice uploading files for a meeting room, during a training
session, and with varying permissions.
6. Manage Breakout Rooms—This set of job aids and video resources will give learners exposure
to Breakout Rooms within the Adobe Connect Meeting software.

Summary
The HSAI curriculum development team will use these materials to increase their skills with creating
and facilitating meetings using Adobe Connect. These materials are also available to partner teams that
previously used the physical HSAI facilities. The curriculum team will direct partner teams to these
materials and the resources within.

Development Notes
References

Our client, Gary, has requested that we rely on previously created assets when available and appropriate.
The resources below are broken down into the various activity sections in the agenda. These resources
will be used to develop material as well as to serve as references within the material.

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 Getting Started

● Start, attend, and manage Adobe Connect meetings. (2019, July 12). Retrieved July 14,
2020, from https://helpx.adobe.com/adobe-connect/using/starting-attending-
meetings.html
● Stannard, Russel. (2015, November 30). Introductory Guide Teaching Online with
Adobe Connect. Retrieved from https://youtu.be/i6I4JFvmZiQ

Create a Meeting

● Create virtual meeting rooms and arrange layouts. (2019, July 12). Retrieved July 14,
2020, from https://helpx.adobe.com/adobe-connect/using/creating-arranging-
meetings.html
● Garman, D. (2017, March 21). Adobe Connect – Tutorial #1. Retrieved from
https://youtu.be/I1XbAMYBPdo
Identify Components

 Adobe Connect Meeting Overview. (2011, May 4). Retrieved July 13, 2020, from
https://www.youtube.com/watch?
time_continue=800&v=Oyx_hutZtzA&feature=emb_logo
 Adobe Connect Meeting Room Basics. (2018, October 4). Adobe.Com.
https://helpx.adobe.com/adobe-connect/using/meeting-basics.html
 Comparison of tasks and features in Adobe Connect and Zoom. (2018, December 27).
Indiana University. https://kb.iu.edu/d/aoei
Configure a Meeting
 Kaas, H. (2017). Adobe Connect Navigation Notes. University of Copenhagen, 1–18.
https://itlc.science.ku.dk/billeder/Navigation_Notes_for_Adobe_Connect.pdf
● Archived guide from University of Indiana on Configuring a Meeting:
https://kb.iu.edu/d/bfov
● https://www.connectusers.com/tutorials/2019/05/qa_best_practices/index.php
● https://www.connectusers.com/tutorials/2016/08/setting_up_lobby_for_your_adobe_conn
ect_room/index.php
● https://www.connectusers.com/tutorials/2014/03/compliance-and-control/index.php
● https://www.connectusers.com/tutorials/2011/03/adobe_connect_rapid_training/index.ph
p
Upload Files
● Work with content in the Content library. (2019, July 10). Adobe.Com
https://helpx.adobe.com/adobe-connect/using/content-content-library.html
● Work with Adobe Connect library files and folders. (2018, October 4). Adobe.Com.
https://helpx.adobe.com/adobe-connect/using/library-files-folders.html
● Uploading and Sharing Files for Download - Adobe Connect. (2014, December 17).
Retrieved July 14, 2020, from https://www.youtube.com/watch?v=dpebvVThdPQ

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 Manage Breakout Rooms
● Webpage Resources:
○ Breakout rooms in Adobe Connect Meetings. (April 22, 2020). Retrieved from
https://helpx.adobe.com/adobe-connect/using/breakout-rooms.html
○ A reminder: How you can create and manage Breakout Rooms in Adobe Connect
Meetings. (July 8th, 2020). Retrieved from https://connect-innovation.com/a-
reminder-how-you-can-create-and-manage-breakout-rooms-in-adobe-connect-
meetings/
○ Breakout Rooms and Group Activities. (n.d.). Retrieved from
https://internal.simmons.edu/faculty-staff/faculty-resources/faculty-
support/online-hub/teaching-in-a-virtual-classroom-synchronously/breakout-
rooms-and-group-activities
○ Byerly, Joel. (June 21, 2019). Drive Collaboration with Adobe Connect Breakout
Rooms. Retrieved from https://www.meetingone.com/blog/adobe-connect-
breakout-rooms/
○ Using Breakout Rooms. (February 8, 2019). Retrieved from
https://experts.missouristate.edu/display/KB/Using+Breakout+Rooms
● Video Resources:
○ Lee, Alistair. (2016, April 26). Breakout Rooms in Adobe Connect [Video file].
Retrieved from https://youtu.be/3aZIS6yIEUo
○ Stannard, Russell. (2015, October 25). Working With Break Out Rooms in Adobe
Connect #AdobeConnect [Video file]. Retrieved from
https://youtu.be/bkUcSBQXlhk
○ e-Channel Contact North. (2019, March 28). Adobe Connect Meeting - Breakout
Rooms [Video file]. Retrieved from https://youtu.be/zqhO4kkCAuo

Budget

The budget for this project is $0.00. Any needs identified by the project team will immediately be
brought to the client’s attention to address. A projected cost analysis may be included for the client to
use in further developing materials after the project is handed back to the client.

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Implementation Notes
Training Delivery

The project team will deliver all materials to Gary. These materials can be taken in sequence or as
needed by the learners. The deliverables are designed to support a variety of learner needs from basic
software navigation to supporting audience members during an Adobe Connect training session. Gary
will publish the materials for use by the learners on the HSAI staff as well as those who use the HSAI
facilities.
A getting started guide will be provided for learners to navigate the resources available. The nature of
these deliverables do not require a schedule. Learners can consume as much or as little of the content as
needed.

Materials

The project team will create the following deliverables:

● Getting started guide which will include:
o Basic Adobe Connect Navigation
o Table of contents for training resources
● PowerPoint presentations for online formats
● Job Aids

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Project Contributors and Schedule

Training Blueprint Contributors

Role Name Title
Project Manager Carol Bandura Graduate Student, CSUMB
Client Gary Rauchfuss Curriculum Manager, HSAI
Subject-Matter Gary Rauchfuss Curriculum Manager, HSAI
Expert(s)
Communications Amanda Berry Graduate Student, CSUMB
Manager
Researcher Kelly Thomas Graduate Student, CSUMB
Researcher Ayman Alqasem Graduate Student, CSUMB
Reporter Aldo Chavez Graduate Student, CSUMB

Project Schedule
Week Date
3 Monday, June 29
3 Tuesday, June 30
3 Tuesday, June 30
4 Thursday, July 2
4 Sunday, July 5
5 Saturday, July 11
5 Tuesday, July 14
5 Tuesday, July 14
6 Friday, July 17
Milestone Comments
Initial Client Meeting
Project Definition (PD) Begin development of content
document due and design
Deliver the PD to Gary
Client Meeting to review PD
feedback
Team Meeting Debrief - Ongoing development
Review agenda Items
Team Meeting Debrief - Ongoing development
Review agenda Items
Design Document (DD) due
Submit Design Document Ongoing development
(DD) to Gary.
Client Meeting to Ongoing development
review/respond to DD

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 feedback
6 Saturday, July 18 Team Meeting Debrief - Ongoing development; decide
Review agenda Items on content for deliverables;
work on Instructional Product
Review
6 Tuesday, July 21 Draft Materials Due  Ongoing development
6 Tuesday, July 21 Complete draft materials and Begin Design Project Report
share with Gary
7 Friday, July 24 Client Meeting to review Ongoing development
materials
7 Saturday, July 25 Team Meeting Debrief - Ongoing development
Review agenda Items
7 Saturday, August 1 Final Materials Due Work on Design Project
Report; finalize project.
7 Tuesday, August 4 Conduct user testing Ongoing development
8 Friday, August 7 Final Client Meeting Final client request adjustments
8 Saturday, August 8 All edits due from team Final Edits
members for team review
8 Monday, August 10 Final Team Meeting -
Review Project for
completion
8 Tuesday, August 11 Submit final project and
materials to Gary

Critical Success Factors

Project Scope: The client, Gary, has encouraged the team to keep the training focused on performance
tasks and to rely on existing material whenever possible. The team will be meeting with our client
regularly to keep the content aligned with the needs of the project.
Content: The project is around the tasks necessary to produce virtual training events via Adobe Connect.
The support from the product manufacturer has a wealth of content the project team will be curating and
drawing from to provide the targeted needs of the learners.
Delivery: We will provide the final PDF and PowerPoint content to Gary for final publication for the
learners.

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Client Involvement: Gary has been integral in analyzing and targeting the final scope of the product
design. He has provided useful feedback and vital direction. The team will continue to meet and
collaborate with Gary throughout the development of the training products.
Team Commitment: The project team has identified several primary roles to ensure consistency with
Gary and communication within the team. We have regular weekly meetings as well as, scheduled client
meetings and ad hoc development meetings. We continue to communicate via email to stay on track for
all deliverables.

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