Educational Technology Tool Innovation, Mainstreaming & Support Framework
The Educational Technology Tool Innovation, Mainstreaming & Support Framework consists of a process as well as templates and tools to facilitate the evaluation of educational technology tool innovation at the University of Adelaide.
Innovation generally refers to renewing, changing or creating more effective processes, products or ways of doing things. (Source:business.gov.au)
Refer to the High Level Framework Flowchart for additional information about the evaluation and mainstreaming steps within the framework.
Defining and resourcing an Educational Technology Tool Innovation, Mainstreaming & Support Framework will:
- support innovation through resources to trial educational software tools and recognise the important role of innovators in finding practical solutions to strategic issues
- reduce associated risks (for example technical, legal issues) associated with innovations, through strategies such as a sandpit type environment on an isolated central server
- leverage benefits of innovation by allowing innovators to trial tools in a 'safe' environment, where information about the tools can be recorded and shared and promising innovations can be appropriately evaluated and tested
- mainstream innovations with demonstrable value and strategic “fit” across the University to allow broader uptake and use. Each year different software tools will be evaluated, and those that successfully demonstrate broad value to the University and pass the evaluation process will be implemented across the University
- decrease duplication of effort and increase cost savings through managing innovations centrally (e.g. one staff member struggling to learn how to use a new piece of software with no training/support – and then this situation being repeated by later users of the same software)
- improve the support available for educational technology innovations and manage the associated change
- ultimately allow wider access to appropriate tools to support the goals of the Beacon of Enlightenment with regard to eLearning and flexible delivery of teaching and learning.
- Stage 0: Envision (Gate 0– Initial Submission Assessment)
The primary function of Stage Gate 0 – Initial Submission Assessment is to initially assess the viability of the request.
Once this gate is successfully passed, the project will proceed into the Pre-feasibility Stage, where the Pre-feasibility Report will be developed.
Pilot Request Form As a result of the submission of a tool trial request, the Learning Technologies Team completes this form with the requester assistance. This is the initial document used to define the project. It contains details of the need to be addressed, the objectives, the benefits to be achieved, the tool requested to be trialled and any project/business risks.
- Stage 1: Pre-feasibility (Gate 1– Approval to Conduct Pilot)
The primary function of Stage Gate 1 – Approval to Conduct Pilot is to seek formal approval to the Pre-feasibility Report and the decision on the way forward.
The decision might be:
- not to continue with the submission evaluation
- to do an internal Proof of Concept for complex technical solutions before doing a Pilot
- to conduct a Pilot for the proposed tool.
Approval at this gate is a commitment that all resources required for the Trial Stage will be made available to the project.
Pre-feasibility Report The Pre-feasibility Report contains an initial analysis to decide whether or not the project will be worth proceeding with. It also includes a summary of the cost of the project, stakeholders and next steps in the case of proceeding with this project. The Pre-feasibility Report will be reviewed and approved by the Manager Learning Technologies Team, the Learning Technologies Operations Group and the Learning Technologies Steering Group.
- Stage 2: Trial (Gate 2 – Approval to Roll Out Full Scale Implementation)
The primary function of Stage Gate 2 - Approval to Roll Out Full Scale Implementation is to evaluate the trial results and make a decision on the way forward.
The decision might be:
- in the case of a Proof of Concept (POC):
- not to proceed with a Pilot
- to conduct a Pilot for the proposed tool (within Stage 2 – Trial)
- in the case of a Pilot:
- not to proceed with a full scale implementation and decommission the pilot
- to do more piloting
- to roll out full scale implementation.
Approval at this gate is a commitment that all resources required to conduct a Pilot or for Full Scale Implementation will be made available to the project.
The following artefacts will be also used in the case of a POC.
Pilot Plan This is a detailed plan of execution for the pilot. It includes the scope (including requirements), objectives, resources, key activities, evaluation criteria and risks identified. Pilot Evaluation Report This document describes the evaluation results, findings (including challenges and lessons learned) as well as recommendations and conclusions (including cost, resources and activities required for the next stage if applicable).
- in the case of a Proof of Concept (POC):
- Stage 3: Concept Implementation (Gate 3 – Commissioning Review)
The primary function of Stage Gate 3 - Commissioning Review is to ensure that the project has successfully completed all build/configure activities and full-scale deployment, handover, and training plans are in place.
Change Management Plan This plan details how the project will be handed over to the support team and introduced to the business, including any documentation to be provided. It includes the communication, training and support strategy. Implementation Plan This plan details how and when the full-scale deployment will happen, including resources needed. Support Documentation All new or updated documentation to be handed over to the Support Team at deployment.
- Stage 4: Closeout (Gate 4 – Closure Sign Off)
The primary function of Stage Gate 4 - Closure Sign Off is to ensure that all implementation activities for the project are complete, the solution has been deployed successfully and the Support Team has assumed responsibility for the solution.
Close Out Report Documented sponsor acceptance of all project deliverables, and approval of project closure.
Refer to the Roles and Responsibilities Guide for information on the stakeholder's roles and responsibilities for a project regarding Educational Technology Tool Innovation.