Manual to modern: How Catalyst IT, NZ Police and H.W. Richardson Group collaborated on the OJT plugin to transform training

Catalyst IT specialises in free and open source technologies including Totara TXP. We are experts in implementing and supporting the full range of Totara functions.

The Challenge

The OJT plugin facilitates learners in documenting skill evidence, transitioning from paper-based methods. As an open-source tool, it has evolved and adapted to meet diverse assessment needs for various organisations over time.

H.W. Richardson Group (HWR) and NZ Police had initially recorded their assessments by hand. HWR manually processed thousands of assessments, and the Police College assessments involved a lot of processes and time to collate all the results. So, both organisations already using Tōtara adopted OJT to deliver and manage the on-the-job assessments.

Both organisations sought to improve the learner experience and gain deeper progress insights. HWR initially approached Catalyst to enhance their OJT plugin, replacing manual in-cab driving assessments. Impressed with the solution, Raechel Wilson shared her positive experience at a Tōtara User Group, leading to collaboration with Ann-Marie Pickles from the Police College. Together, they identified additional features to further enhance the plugin.

The Solution  Catalyst built on top of OJT’s functionality:

1. Building the capability to add the date for the next assessment, enabling reoccurring qualifications. The date can be set as an automatic generic date or customised. 
2. Transforming the results from binary to granular options allowed them to add their preferred options to be presented to their learners. This change provides the learners with deeper insight into where they’re at in their learning journey. 
3. Updating the formatting on assessment pages to have a modern look. Carrying this formatting over to the printed version of the document made physical and digital options more accessible. 
4. Creating the option for learners to look over past work. This way, learners have access to their entire qualification history. 
5. Allowing site administrators to edit finalised evaluation dates. Now, an admin can update ‘next assessment’ dates if incorrectly entered. 
6. Expanding on the question types available on assessments. Instead of just text boxes and checklists, they added a scale users can choose from. 
7. Users can choose which assessments are reoccurring and which ones aren’t. When qualifications are set, managers are notified when they need to reset. 
8. Adding the ability to export reports as a CSV. This additional functionality allowed Police to have the data, including custom fields, in one file. 
9. Improving the plugin filters by being able to only show learners under ‘Evaluate students’. The filters improved the UX of the website and showed the managers only who they needed to see. 
10. Adding Red Amber Green (RAG) statuses to the next assessment date reporting. This update made it clear what assessments were upcoming as well as overdue.
    

Alongside the partnership between the two organisations, Catalyst implemented changes iteratively, introducing features individually for User Acceptance Testing (UAT) to ensure thorough testing. This approach allowed for the discovery of additional UX enhancements, as stakeholders could assess their impact on other features. The iterative process facilitated early identification of additional business needs, preventing potential delays in the project timeline.

The Result

Now, after several months with OJT in action, here’s how the changes have improved their training.
Ann-Marie, from Police, says – “The team was great to work with,” and the “time saved is a huge benefit” to their day-to-day operations. The Police College has now moved its driving training assessments completely online, which has sped up the process immensely. Because of the success with their driving training, they’re exploring where else they can implement OJT into their processes.

HWR has used OJT to replace most of its assessments. Now, their trainers work paperless and don’t have to store their assessments. The OJT plugin provided the connection HWR needed between personal (individualised records), digital (completed with technology), and physical (practical assessment) learning. They are now looking at what other applications this could be rolled out across the business. Since its launch in December 2022, HWR has completed 3088 assessments all over New Zealand.

Raechel said “We provided case studies to Catalyst so the improvements could be fit for purpose. Catalyst took the time to fully understand the complexities of what was required and worked collaboratively with us to deliver a successful outcome.

Catalyst understood how important it was that the OJT needed to not be limited in its potential applications and worked with us to deliver on our requirements.

We were well supported through UAT trials and testing – and the changes that arose from these. The details, fixes, and tweaks added value to the final result.

Catalyst was with us all the way, ensuring the plugin was functional, easy to use, and worked for all parties involved – site administrators, trainers, managers, and the learners themselves.”