Defining and quantifying all potential site users is an important implementation step that informs group & workflow design, reporting needs, and training needs. Capturing and understanding all users will help:
- Develop custom workflow and training plans based on your specific user group needs
- Determine site group and analytic access set up
- Increase adoption of platform by ensuring all potential users have the tools/knowledge they need to successfully use the platform
Identifying User Populations
Ask yourself and your team the following questions to begin to identify all potential site users:
- Are there specific groups with which you initially want to roll out (i.e. pilots)?
- Who in your organization currently looks for services for seekers?
- Who in your organization currently assesses seekers for social needs?
- Who in your organization regularly follows-up with seekers?
- Who in your organization has interaction with seekers? (ex. Customer service center, volunteers)
- Who in your organization provides/oversees a social services program provided to a seeker?
Capturing user groups using the User Scoping Matrix
Please reach out to your CSM to receive a copy of our User Scoping Matrix.
In the User Scoping Matrix, you will find a place to document:
- User Populations - The name of the user group (ex. Case Manager, Social Worker, Counselor, etc.)
- Organization/Location - To ensure you are listing out all locations, including potential locations. This may look like the name of specific locations, facilities or regions.
- Group Name - This will be the group that the staff users will be associated with on the site. These are maintained in the User and Group Management Tool on the platform.
- # of Staff Users - The number of staff users in each group is important to help understand the reach and potential of the platform and develop benchmarks and goals for usage. It also assists with coordinating training and materials.
- Site Used - This is where you can indicate which site you expect the user group to use (i.e. staff site or community site)
- Workflow and Note (multiple columns) - This is where you can start to document what site functionality you expect the user group to embed into their workflow.
- Search - The user group will search for resources
- Refer - The user group is expected to share or refer themselves or others to resources
- Assess - User group is expected to complete assessments on the platform
- Favorites - The user group would benefit from using favorite folders
- Follow-up - The user group is expected to follow-up with any referrals made on behalf of others
- Goals - The user group is expected to create and updates goals in a Seekers profile
- Reporting Needs - This is where you will indicate the level of reporting the group should have access to. To learn more about the different reporting access levels please access the Accessing & Assigning Analytics article. Your CSM will work with you to complete this column and provide recommendations.
- Recommended Training - This column will indicate the recommended training for the group, based on the completed workflow columns. Your CSM will work with you to complete this column and provide recommendations.