Updated July 23, 2016

Board Report Learning Module

Project Definition- Team 2
Client
Yvonne Walker, PhD
Monterey Countys Learning and Organizational Development (LOD) Unit.
Phone: 831-796-3087.
Email: walkery@co.monterey.ca.us
Project Manager
Nawara Nassan
CSUMB MIST Graduate Student
Cell/Text: 707-342-1942.
Email: nnassan@csumb.edu
Project Overview
California State University Monterey Bay (CSUMB) Graduate students in the Master of Science
in Instructional Science and Technology (MIST) curriculum will design, develop and
functionally test three eLearning modules in collaboration with Monterey Countys Learning and
Organizational Development (LOD) unit. The LOD unit considers this as one of many projects
intended empower professional development within Monterey County. These three eLearning
modules are pilot modules for the LOD units next generation, online, interactive, Writing
Academy.
This project is undertaken as part of CSUMBs summer 2016, Advanced Instructional Design
course, IST 626. The purpose of this project is to address the Monterey County Board of
Supervisors need for the timely, accurate, and grammatically correct creation, submission,
processing and tracking of well-written Board Reports. The projects overall mission is to
increase Board Report productivity and efficiency at all department levels within Monterey
County. MIST students will work in three teams of three to four students to complete project.
This Project Definition Document (PDD) addresses the pilot, eLearning module called the Board
Report Learning Module (BRLM). The BRLM is the second of three pilot eLearning modules.
Board Reports provide both the official and permanent record of issues, solutions, and actions
considered, approved and/or rejected by the Monterey County Board of Supervisors. According
to the LOD unit, consistency is lacking in the writing and processing of Board Reports. The
BRLM is intended to provide an overview of the Board Report writing process by interactively
providing Monterey County employees the requisite knowledge and skills required to effectively
produce clear, precise Board Reports of specific types. This part of the project will be completed
by MIST Team 2.

MIST Team 2
Board Report Learning Module (BRLM) Project Definition Document

Updated July 23, 2016

Learners and/or Participants

All designated Monterey County staff members are responsible for writing and submitting Board
Reports through the Approval Tracking System. This group includes drafters, coordinators,
approvers and supervisors that require specialized training to understand, initiate and
successfully complete the process of writing timely, accurate and succinct reports.
Organizational Goals
1. Increase productivity and efficiency throughout the Board Report writing process for
county employees responsible for this task.
2. Increase the consistency of titles and summary sections of Board Reports.
3. Minimize the number of disapprovals in the Board Report approval process.
4. Minimize the number of re-issuance of Board Reports.
5. Increase the timely submission of renewable contracts amendments discussed and
presented in Board Reports to the Board of Supervisors.
6. Increase compliance with regulatory language and criteria of submitted Board Reports.
7. Increase the timely submission of Board Reports that require special public notices.
8. Minimize the risk of litigation due to process errors while reviewing Board Reports.
Learner Goals
1. Learners will gain and use business writing skills for writing Board Reports that can also
be applied to their day-to-day obligations.
2. Given a series of scenarios, learners will write and submit accurate Board Reports.
3. Given a series of scenarios, learners will correctly create and complete Board Reports
using different types of Board Report templates.
4. Given a series of slides with business writing tips, learners will be able to write accurate
and grammatically correct Board Reports.
5. Given different types of Board Report examples, learners will be able to create all
elements of Board Reports, including precise titles, summaries, and recommendations.
6. Given a job aid with timelines of public notices due dates, learners will file Board
Reports with compliance to timelines.
Deliverables
Online Learning Module, including introduction, objectives, illustrated presentations, examples,
practice sessions, interactive feedback, and assessments.

MIST Team 2
Board Report Learning Module (BRLM) Project Definition Document

Updated July 23, 2016

Project Resources
Subject Matter Expert
Gail Borkowski, Monterey County Clerk of the Board
Phone: 831-796-5842
Email: BorkowskiGT@co.monterey.ca.us
Logistical Considerations
Learners will use work computers to complete the eLearning modules. The LOD Unit will be
able to determine the need of qualified instructors based on the pilot product provided by MIST
students.
Timeline
Key and enabling objectives for the team project including content types for each
objective, due: 7/26
Design: Plan the Approach
Design Document, due: 8/2.
Review with the instructor in preparation for presenting it to the client. Due 8/5.
Team project storyboards in MS Word Really Fast Template delivered to instructor and
client. Due 8/9
Tryout and revision plan
Continue programming from approved storyboards. Due 8/15
Review storyboards and drafts with the client.
Conduct formative evaluation for the product, make revisions as necessary and work on
building out the product. Work on Design Project Report, due: 8/28.
Final Project. Due 8/28
Final Project Report. Due 8/28
Budget
The assumption is that there is no cost in the development of this training, per Dr. Sink.
However, the LOD Unit has expressed interest in having Cheat Sheets, or Job Aids to provide

MIST Team 2
Board Report Learning Module (BRLM) Project Definition Document

Updated July 23, 2016

their employees during the training. This will add to the budget the cost of paper and ink needed
to produce the sheets.
Project Background
A survey of Monterey County Board of Supervisors, departmental heads, staff, other employees
indicated a need for new Board Report related training as current methods do not sufficiently
instruct new writers how to effectively create agenda-ready Board Reports. Survey results led to
the conclusion there is an opportunity to create three new eLearning modules to add to the LOD
units Writing Academy. The BRLM is the second of these three proposed eLearning modules.
Board Report related areas for improvement includes: update of existing Board Report
guidelines; update of job aids as existing job aids are not fulfilling the need to instruct Board
Report writers on how to create timely, accurate, comprehensive Board Reports; possible
streamlining of Board Report creation and review process as the existing process requires report
approvers to request reviews and edits before the final approval process. These required reviews
and edits cause delays the clerks office would like to eliminate. Furthermore, according to SME,
the different departments within the county have not set up clear and concise internal processes
to follow when submitting Board Reports for the Clerks office to approve and add to the
Monterey County Board of Supervisors agenda. Based upon these areas for improvement, a
need for the BRLM was recognized to provide a resource to employees to learn the components
of good report writing to produce comprehensive Board Reports.
As indicated by the SME and the client, there are interdependent relationships that may also be
of concern. For example, in the approval process, if the approver finds a gap in the report, he/she
needs to stop the process for review. In this event, staying on time in the approval process may
become jeopardized. Having a more streamlined process may address this issue and allow the
procedure to continue timely.
Ultimate BRLM success recognition is based on learner demonstrated Board Report related
skills. As the BRLM develop, continuous feedback from learner-participants will assist in
recognizing eLearning module training effectiveness and areas for improvement.
Critical Success Factors
According to SME and client, no factors will break the project. However, some factors may
delay certain steps in the process. The timely submission of various project drafts plays an
important factor in the Board Reports process. The client seems to be confident that there will be
sufficient management support to continue without significant roadblocks.

MIST Team 2
Board Report Learning Module (BRLM) Project Definition Document