Mentoring Technology Toolkit
Contents
1. ALLIES A Maytree idea In partnership with The J W McConnell Family Foundation A partnership of THe J W MCCONNELL r FOUNDATION For Leaders For Change LA FONDATION DE LA FAMILLE J W MCCONNELL Funded in part by Canada Immigration Canada Immigration Canada The Government ot Canadas Recognition Program ALLIES A Maytree idea In partnership with The J W McConnell Family Foundation ALLIES Assisting Local Leaders with Immigrant Employment Strategies supports local efforts in Canadian cities to successfully adapt and implement programs that further the suitable employment of skilled immigrants Through a series of multi stakeholder initiatives ALLIES and local partners contribute to building a stronger Canada by using the talents connections and experience of skilled immigrants who have made Canada their new home The project is jointly funded by Maytree and The J W McConnell Family Foundation www alliescanada ca ALLIES Toolkit Mentoring Technology Mentoring Technology Toolkit Contents 5 Benefits of Using 5 HOw to Work With thistoolkit aaa 7 Il Foundations for Online Transition2. iae naaa Raana aaee aaae 8 The Blueprint A Service Delivery Cycle amp Software Process 8 The Service Delivery 9 Subsequent Process 16 Ill Uploading your Program Working With Vendor cccccccsssssssececececsssscnssecececesseseaeaeeeeecesseseaeaeeeesens 18 Proj ct Planning 18 18 rrr tree 18 stem 19 LOOK ANG FOOL 19 Configuration 19 Email Notifications Text c cccccccccssssssscscecceecssseneaccecesecsesenccececececseseneceesesceesesenseeeeeeeceesesanaeeeeeeeeeeneas 29 29 E 30 IV Testing and Quality ASSUPANCES suro 31 Determining Roles to be Tested amp Creating Test 5 0 31 User ACCEPTANCE SIGN OFF s ssececssssnscsvovsnscdesssnscsvovsnsedesvectdseevousedessveedseesunne
3. VI Outcome tracking Service Delivery Cycle Orientation V Partnership closure IV Monitoring and tracking Phase I Outreach amp Recruitment Once built the outreach and recruitment phase of your program will correspond to your virtual office foyer This is where people will arrive either knowing why they are there or simply browsing You will need a reception area that will provide the visitor with information about the program and evaluate whether they are a potential mentor or mentee candidate If they are potential candidate they must have an easy way of proceeding with an application if they are not they can be provided with information on how to become an ideal candidate ALLIES Toolkit Mentoring Technology Questions to consider during this phase Who are the ideal mentor and mentee candidates for your program How do the mentor candidates become part of the program How do the mentee candidates become part of the program What information will be collected from the mentor candidates What information will be collected from the mentee candidates Will references be required for the mentor The mentee If so how will they be checked Are documents collected from the mentor or mentee Is there a screening process 1 How is this conducted Interview Survey Resume screening 2 What happens to rejected applicants Who will coordinate recruitment and screening An Individual s An Agency
4. Drop down List User Profile Information Mentee Field Name Your question or information you want to know Daytime telephone number Languages Spoken Field Type How do you want to collect this information format Time of Day Date Date and Time Drop Down List Multiple Selection Box Plain Text Box Text Field NAICS NOC Phone Number Phone Number Multiple Selection Box Yes Yes Mandatory If you want to report on it or if it is necessary for the match it should be mandatory TD Canada Trust Air Canada KPMG Other N A Please Select 5 10 years 11 15 years 15 years Field Selections Enter the selections that would appear in the Drop Down List or the Multiple Selection Box You may leave this field empty if you have selected a field type not mentioned above Arabic Berber Cachi Dutch English Filipino French German Other Languages Text Field No N A Are you currently unemployed or underemployed i e not working in your field of expertise Have you attended a job search workshop and if so when and where How many years of experience do you Drop down List Text field Drop down List ALLIES Toolkit Mentoring Technology 21 Please Select No Yes Please Select 3 5 years have your 6 10 years profession 11 years ALLIES Toolkit Mentoring Technology 22 Privacy Settings The collect
5. amp Editing Workflows Dour gt ALLIES Toolkit Mentoring Technology 36 7 Creating amp Editing Surveys 8 Reporting Options 9 Adding amp Removing Shared Resources VI Going Live Going live is a process that requires a final check of everything to ensure it is working as it should Before going live all historical data current mentor mentee and partnership records should be imported into the system Once you are confident that everything is in working order you can sign the Live Sign Off form Live Sign Off Similar to the User Acceptance Testing Sign Off the Live Sign Off form formalizes the completion of all development and implementation work Any changes after this sign off will be considered an integration of new business requirements into the current software Before you Sign Off however ensure that you understand the support process for any issues that may come up in the future Meet with the vendor s support team and establish a communication plan and clear support process Furthermore if you require any more professional development with regards to the software this would be the time to seek support ALLIES Toolkit Mentoring Technology 37 VII Staying Ahead of the Curve Software Modifications for Changing Program Needs MentorMatch is built to adapt to your program if it should change Depending on your changes whether they are minor process changes or major program changes
6. 1 Check in Report Month 1 Check in Report Mentor Action taken Please Select Called mentor Emailed mentor If unable to contact mentor please provide details Met with mentor in person Unable to contact mentor Did not contact mentor Mentor check in notes How many times have you met What topics related to your profession have you discussed expored What are some of the challenges you are facing What are the successes areas of growth and development Phase V The End of the Partnership This phase deals mostly with the act of closing the partnership In other words this is the trigger of the post partnership process In addition other instances where a partnership must be closed should also be considered here For instance does a mentee obtaining employment in their area of expertise during the third week of their partnership constitute a closed partnership These are details that will have to be ironed out at the program level and then implemented on the software ALLIES Toolkit Mentoring Technology 14 Questions to consider during this phase How is the partnership brought to an end Who will close the partnership What are the criteria for a closed partnership What other scenarios constitute a closed partnership Phase VI What happens after the partnership Just as there was a clear process for establishing a match there must
7. The example above is drawn from a workflow created from your software process flow In translating your business requirements the vendor will create various workflows for segments of your program Become familiar with these workflows and ask the vendor for help if something is not clear Once you have a grasp of the workflows it is easier to create test scripts and know what you are looking for in test results The workflow testing is only one part of the overall testing Other aspects that will need testing include Reporting Administrator Profile testing and Mentoring Coordinator Coach profile testing ALLIES Toolkit Mentoring Technology 31 vendor will provide you with test environment where you log on learn how to use the software and test it Sample Test Script The Mentee has a Recommended Match the Service Delivery Partner Coach reviews the Mentee and Mentor profiles and the match score breakdown to determine match suitability UC 11 Main Test Case Procedure Inputs Expected Results Pass Fail 1 The Service Delivery Partner Coach Select Recommended Matches from View Recommended Matches list Pass reviews the Mentee s Recommended Recommended Matches appears on screen Match 2 The Service Delivery Partner Coach 1 review the Mentee s profile select Mentee profile appears on screen Pass reviews the Mentee and Mentor the Mentee name select the Back profiles and match scare bottom to go back to Rec
8. as they should e Reports function as they should Surveys email notifications functional survey sound and reports accessible e Registration process flawless e General notes on bugs questions comments and feedback addressed by vendor ALLIES Toolkit Mentoring Technology 33 V Training Once the development and test phase of your software program is complete you will have to prepare a training program The best approach to the technical training is a two stage approach program training followed by technical training Experience has shown that for the technical training to be effective all users of the software must have a comprehensive understanding of the program THE LIVED EXPERIENCE 3 During a technical training conducted in Calgary one of the mentoring coordinators made the connection between the program and software remarking it s very intuitive because already know what the next step is At the same time a coordinator that had not attended program training had challenges during the technical training as they lacked the program context Most questions asked by this user had to do with program processes rather than technical process For steps on how to build a training program refer to the section below Obtaining a System Administrator Guide from Vendor The vendor is responsible for providing you with a manual or a system guide for the software In the case of Intrafinity a generic user
9. be a clear process for ending a match Of course the completion of the partnership is only the end for the clients for the community partners and immigrant employment agencies it merely signifies the beginning This is so for one major reason results The results range from professional development for mentors to securing employment for skilled immigrants Therefore how these results are tracked becomes extremely important The successes of these relationships and the success of the various partners in their documentation have a direct impact on the funding and sustainability of these programs Questions to consider during this phase How are results outcomes monitored i What questions will be asked of the mentor mentee ii Who will conduct the tracking of outcomes iii At what intervals How will professional development needs be assessed for the mentor How will they be delivered and is there a role for the software in delivery ALLIES Toolkit Mentoring Technology 15 The Subsequent Process Flow Once you consider all the questions for each phase of your program you can create a software process flow from your answers Below is an example of a possible result of the exercise above Each number corresponds to a phase in the Service Delivery ALLIES Toolkit Mentoring Technology 16 Applicant is rejected Applicant is reiected MentorMatch Applicant is MentorMatch generates profiles MC reviews Applicant is n
10. however it is good practice to read through it and ensure that each area is clear A simple misunderstanding during the requirements gathering process may lead to a technical blunder in later stages of development or wasted time as you will have to redo things It may take a few iterations of each aspect of the configuration between you and the vendor as questions arise and clarifications are made In order to reduce confusion agree on a naming convention for files and include a date in each filename Also keep a Draft and a Final folder to store the respective versions this will allow you to track the differences in each version of the documents and their implementation Look and Feel This section is exactly what it reads how do you want the software to look What is the aesthetic feeling of the software In most cases it will be a matter of matching the software to your branding If you already have a website it is best practice to have the software follow the feel of the website to ensure a seamless connection between the two as MentorMatch is an online tool Configuration Guide Next you will complete what will be the nuts and bolts of your program The Configuration Guide is a delineation of your business requirements Here you blueprint takes a format that is easy for software developers to work from It is organized into different aspects of the software program Mentoring Program Information The first step in completing th
11. ies An Immigrant Employment Council At the end of the outreach and recruitment phase the most important question is what is the status of the mentor or mentee There are three possible answers to this question a the mentor or mentee is an ideal candidate and will continue to the next phase b the mentor or mentee is not an ideal candidate but has the potential to become one with more experience or upgraded credentials they will continue to the next phase of the program once they have the experience and or the upgraded credentials c the mentor or mentee is not an ideal candidate and will not continue in the next phase of the program The answer to the question above will trigger the next phase of your program Note collecting and storing information online requires that you inform users of your software how that information will be used and gain their express consent to collect and use this information It is a good idea to draft a privacy policy as you are developing business requirements ALLIES Toolkit Mentoring Technology 10 Sample Privacy Statement Consent to disclosure and use of personal information The Mentoring Collaborative is a program of the Calgary Region Immigrant Employment Council CRIEC and is delivered in partnership with CRIEC s community partners The personal information collected by the Mentoring Collaborative is for the purposes of effective program delivery and will not be shared for any ot
12. you have two options to go about the changes What You Can Do Yourself If you are expecting changes to your program refer first to the System Administrator Guide to see if there are instructions on how to make the changes you are considering One such modification would be changing who is responsible for a task This will be documented in the System Administrator Guide Other such examples of changes include Adding a Mentoring Coordinator Coach Adding amp Removing Employer Partners Adding amp Removing Community Partners Creating amp Editing Workflows Creating amp Editing Surveys Reporting Options Adding amp Removing Shared Resources Changing passwords Change Matching Algorithm IN 10 Change Questions on the online registration form Once you find the general area you are looking to change consider contacting the vendor if the instructions are not clear or for advice Contact Vendor More than just advice however you may need to contact the vendor to make changes that are not documented in the System Administrator Guide An example of such a change would be altering the way report is compiled or adding a new report As with any developmental changes you will be required to document your business requirements and submit them to the vendor for advice and a cost estimate ALLIES Toolkit Mentoring Technology 38
13. ALLIES Toolkit Mentoring Technology 24 Able to set time aside to Equals Yes Mentor develop a supportive professional relationship 24 hours over four months Ready for employment in Equals Yes Mentee area of expertise Recent years of experience Years of recent experience gt 3 Mentee in or outside Canada in area of expertise Be unemployed or Equals Yes Mentee underemployed Possess the English skills Canadian Language Benchmark Mentee necessary to perform their reading gt 7 work reading writing Canadian Language Benchmark listening speaking writing gt 7 Canadian Language Benchmark listening gt 7 Canadian Language Benchmark speaking gt 7 Able to set time aside to Equals Yes Mentee develop a professional relationship 24 hours over four months Matching Algorithm Mentor mentee matches are automatically generated by MentorMatch In Toronto and Calgary matching is based on two factors occupation and industry The occupation is based on the National Occupational Classification NOC and the industry on the North American Industry Classification System NAICS codes An algorithm in MentorMatch compares the NOC and NAICS codes of all available mentors and mentees in the system Each mentor and mentee is assigned a Primary and Secondary NOC and NAICS Code The closer the mentor and mentee NOC and NAICS are to each other the higher the numeric value of the ma
14. Determine at which points in your program you will require emails to be sent out and provide the vendor with the text of the email Below is an informational email notification Subject Welcome to The Mentoring Collaborative Your application is being reviewed Dear applicant Thank you for applying to be a mentee with CRIEC s Mentoring Collaborative A mentoring coordinator from one of CRIEC s community partners will review your application and let you know if you are eligible for the program If you meet the eligibility requirements they will contact you to set up a meeting interview and take you through the full registration process If you are accepted into the program you will receive an email confirming your participation In the meantime you can access your Mentoring Dashboard at www criec ca HMyMentoringDashboard with your username and password sent to you in a previous email with the subject Welcome to The Mentoring Collaborative You can manage your mentoring profile and update your contact or employment information provided in your application To access the Mentee Handbook go to www criec ca Thank you CRIEC Coordinator CALGARY EMPLOYMENT COUNCIL Program Documents Another advantage of mentoring technology is the ability to store all your program documents online This also allows you to have a portal where users can access documents such as a Mentee Handbook or an Initial Sc
15. Email reminders for follow up tasks Task generated emails for instructional and informational purposes for example automatic Welcome email upon mentor mentee registration Individualized profiles and portals for mentors and mentees Mentors and mentees can easily update their profiles and upload resumes at any time Increased communication via online forums and targeted mass email options Ease of access to online resources through shared resource portal Integrated quality assurance via task and reporting deadlines Pause and resume partnerships as needed Online registration forms and paperless mentoring all information stored on secure online servers THE LIVED EXPERIENCE 1 Excited at the prospect of automation one of the coordinators in Calgary remarked it s like having my own mentoring executive assistant The automated tasks and reminders found within MentorMatch made her life easier If these benefits can assist in broadening the reach and impact of your mentoring program technology should be a serious consideration However while there are numerous benefits of using mentoring technology it must be weighed against the costs In determining if technology is for you there are a number of considerations to be made 1 2 3 What stage is your program currently at i What are the goals of your mentoring program vis a vis the number of mentees mentors and employer and community partners you
16. and or editing this Field within a user s profile page Administrator Mentoring Coordinator Mentor Mentee Applicable Roles Administrator Ment ee Administrator Ment ee Administrator Ment ee working in your field of expertise Have you attended a job search workshop and if so when and where How many years of experience do you have in your profession Not Visible Visible Eligibility Rules Administrator Mentoring Coordinator Administrator Mentoring Coordinator Administrator Mentoring Coordinator Mentor Me ntee Administrator Mentoring Coordinator Mentor Me ntee Administrator Ment ee Administrator Ment ee The configuration guide is also where you will set your eligibility rules Here you can state what the number of years of experience a mentor needs to be in your program or how long a mentee needs to have been in the country Please see the example below Field Name Field Name Matching Statement Enter the matching logic used to match between a Mentor and Mentee Equals Not Equals Less Than No Less Than More Than No More Than Eligibility Rules Applies To Applies Mentor Mentee Possess a professional network people you know in your profession i e colleagues Equals Yes Mentor Belong to a professional association where applicable Equals Yes Mentor
17. denvocheeesvensedesssendseessbiesdesonees 33 5 33 Wee TANNING Gs Senedd eee 34 Obtaining a System Administrator Guide from 34 Developing an IT System User 34 15 35 35 The Service Delivery Approach to 22 36 ALLIES Toolkit Mentoring Technology 3 cli 36 36 Vis Going 37 37 VII Staying Ahead of the Curve Software Modifications for Changing Program 5 38 What You Can Do Yourself te eden Ui 38 38 ALLIES Toolkit Mentoring Technology 4 I Introduction As mentoring programs grow across the country technology offers an opportunity to streamline programs capture and highlight success stories measure impact and inform innovation in mentoring S
18. document from time to time If this is the case keep a copy of the old document as well as the new one Timeline In addition to the Project Charter a Project Timeline developed with the vendor is also an important tool to keep the project running The vendor will propose a timeline for the software development from requirement gathering to production The timeline proposed will be an estimate of the amount of work necessary to complete the project If there is something that is unclear ask for clarification Establishing a timeline is a delicate process that should take into consideration resources other calendar commitments both for you and the vendor as well as balancing enough buffer time with reasonable completion date Based on the experiences in Calgary and Toronto a rough estimate of project completion is roughly 4 5 months At the end of the planning process you should feel confident about the project and the milestones that you have set ALLIES Toolkit Mentoring Technology 18 System Configuration This stage of the project will see the blueprint that you prepared translated into what are known as business requirements Essentially your program is written out section by section in language that both you and the vendor will understand This process will continue to be a collaborative one where the vendor will ask you for specific information You may receive forms to fill in and submit to the vendor Before completing any form
19. e Configuration Guide is to refer to the structure of your program Is your program collaborative in nature or is it delivered centrally Are your mentors recruited at the corporate level or at an individual level The answer to these questions will determine the digital structure of your program If the program is collaborative in nature you must include the partner organizations that deliver the program This will include corporate employer partners and community partners agencies Each agency that participates in the delivery of the program will be known as a program whereas each employer partner will be referred to as a corporate partner Please see below for an example of how to enter these details ALLIES Toolkit Mentoring Technology 19 Mentoring Program Information Mentors Corporate Partner Name TD Canada Trust Corporate Partner Description Banking and Financial Services Corporate Partner Key Contact George Raymond Mentoring Program Information Mentee Community Partner Name The United Way Community Partner Description Social Services and Community Building Community Partner Key Contact Amy Singh Repeat each for as many partners as there are in your program User Profile Information The registration form profile information and general privacy settings are determined by filling out a User Profile Information sheet When drafting your registration form consider what information you want to collect what for
20. ess At the same time there is an opportunity in this challenge as this process will allow you to recapture all aspects of your program and use the lived experience to improve upon it As with any project the foundation is the most important aspect Transitioning your program online is no different Think of this project as building a house from the ground up There are various elements in the foundation which will come together to ensure a strong and flexible structure The Blueprint A Service Delivery Cycle amp Software Process Flow Before you can build your foundation however you will need a blueprint The blueprint for your program s new home is a clear process flow If your program has a process flow in place it may need to be reformatted to fit the new reality of the online environment If no program process flow exists one needs to be created for more information on building mentoring programs please refer to the ALLIES Mentoring Toolkit The process flow is based on service delivery cycle SDC The SDC is a general overview whereas the software process flow is quite specific The process flow serves as the essential plan of your program Each phase of your program must be delineated along with roles and responsibilities No question or consideration is minor It is also important to be as detailed as possible In clarifying these details you are effectively putting your business requirements on paper Thus when the software devel
21. format or approach of the mentoring program three aspects are universal matching reporting and day to day administration The section below covers the benefits that technology offers in these general areas Increased mentor mentee match accuracy and speed with automatic matching 1 Set the occupation and industry based criteria for your program or other defined program criteria 2 Review matches recommended by the system and make a decision 3 Manually match mentors and mentees 4 Integrated quality assurance through recommended match decision reports B Quick and easy access to various predefined statistical reports These can then be used for funders employer partners and community partners 1 Easily measure pulse of your program through access to real time program statistics from your dashboard ALLIES Toolkit Mentoring Technology 5 an Pw Access partnership check in reports to assess mentor and mentee needs throughout a relationship Access mentee outcome reports for reporting and evaluation purposes Export reports to excel for further analysis Overall program monitoring through quality assurance reports Identify champions and success story candidates for media and promotional purposes C Improve the administration and efficiency of your program through a systematic process flow 1 Pw NS Automatic day to day mentoring related tasks for all participants Define and re define your program with ease at any time
22. h at 3rd digit 1 00 0 25 25 0 As you can see the NOC and NAICS comparison is weighted to give greater emphasis to the closeness of the occupational match and less emphasis to the closeness of the industry match In Calgary and Toronto a minimum score has been established for an acceptable match When the NOC and NAICS percentages are combined the total weighted score must meet a minimum score in order for a match to be recommended to the mentoring coordinator The system will always begin by sending the highest matching score first ALLIES Toolkit Mentoring Technology 26 In the event that more than best match is generated there is a tie breaker process within MentorMatch Currently in both the ALLIES cities using MentorMatch when two or more recommended matches have the same final score the recommended match will be sent first to the mentoring coordinator with the least number of completed partnerships Some important questions to consider if you are adopting an industry and occupation based matching algorithm What will the weighting of the NOC code be What will the weighting of the NAICS code be Which of the two will be given greater emphasis How will you weigh the digits of each code to fit your program needs Will you have a minimum score for matches that the system recommends What is the tie breaker process if more than best match is generated Surveys After you
23. have determined how many surveys you will have in your program and at what points write out the questions and include them in your configuration guide Also include any notification emails that will go along with your survey Survey settings Role to be Surveyed At what stage Email notifications and other details Mentor End of Partnership Notification and Task on Dashboard Question Type of answer Multiple Select or Drop Down Options 1 The program s goals and Multiple choice Strongly objectives were clearly defined Agree Agree Neutral Disagree Strongly Disagree 2 The orientation session was Multiple choice Strongly useful and met my needs Agree Agree Neutral Disagree Strongly Disagree 3 Additional comments Short Answer Text Field 3 The Mentor Handbook was Multiple Choice Yes No useful and met my needs 4 What other information Short Answer Text Field would be useful to include in the Mentor Handbook ALLIES Toolkit Mentoring Technology 27 ALLIES Toolkit Mentoring Technology 28 Email Notifications Text An important feature of MentorMatch is the automated email notifications The software hast the capacity to send out emails at various points within the program These emails are either informational Welcome to the Program or instructional Please Complete this Survey For mentoring coordinators and administrators there are also task associated emails Please Update The Mentor s Availability Status
24. her purpose More specifically information is collected for determining program eligibility matching mentors and mentees statistical reporting outcomes follow up and evaluation reporting to program funders Information may be shared with community partners government funding partners or employer partners to ensure effective program delivery CRIEC and its community partners are committed to protecting the privacy of your personal information All information provided will be held in confidence and will be protected in a manner that satisfies the requirements of applicable legislation CRIEC and its community partners will take all measures reasonably necessary for the protection of your personal information against unauthorized release or disclosure Your information will be shared only for the purposes listed in the paragraph above Phase II Matching Matching is one of the most important aspects of any mentoring program For the program to be a success the match must be accurate and made in a timely manner Intrafinity will work with you to automate the matching process for your program However matching is more than just establishing a set of criteria to bring the mentor and mentee together Matching is an active process that has the goal client mentors and mentees satisfaction and will yield the best results More details on matching section consider the following for now Questions to consider during this phase What
25. hope to reach Current Costs what are the current costs of running your program The nature of your program is it collaborative or run centrally ALLIES Toolkit Mentoring Technology i Collaborative programs will require engagement plan for service delivery partners and resources for training ii Central programs may require full time resources for each aspect of the program Mentors and Mentees 4 Funding do you currently have or can you secure funding for costs of developing and maintaining the software How to work with this toolkit In the pilot phase of your mentoring program or looking to get the most out of an established program Foundations for Online Transition may be useful in developing and strengthening various processes within your program Taking your program online In addition to Foundations for Online Transition the following sections will be useful Uploading your Program Working with a Vendor Testing and Quality Assurance Training Staying Ahead of the Curve Software Modifications for Changing Program Needs Already Online The following sections may be useful Testing and Quality Assurance Training Staying Ahead of the Curve Software Modifications for Changing Program Needs ALLIES Toolkit Mentoring Technology II Foundations for Online Transition The challenge with taking your program digital is that it exists and must continue to run while you are in the transition proc
26. ing ready and would like to complete training to become mentoring ready the profile is put on hold If the applicant is not suitable for the program the application is rejected STEP 1 Onthe dashboard select Review Application task from Latest Tasks for the specific applicant e Click on the name of the applicant under Related To The applicant s profile will open in new window STEP 2 e Under User View tab review the applicant s information to ensure it is correct Special attention should be paid to reviewing the NOC and NAIC codes Please refer to the Appendix for detailed instructions on choosing codes Click on the Edit Profile tab Enter the mentee s occupation and industry codes Fill in any missing information and complete the Suitability Guidelines and Mentoring Readiness Checklist at the bottom of the page Click Update at the bottom of the page Click on the Resume tab Ensure the applicant s resume is uploaded see Uploading a Mentee s Resume section 1 3 Close the applicant s profile The Review Application page remains open Review Application Please complete the following steps 1 Review the applicant s information Under Related To select the applicant s name The profile will open new window Enter the applicant s occupation and industry codes At the profile page click the Edit Profile tab enter the occupation and industry codes Interview the applicant and comp
27. ion and storage of information requires that you set each individual s level of access viewing privileges and protect their profile information In order to do this you must fill out another section of the configuration guide that deals with privacy Please see below for an example of this Privacy Mentee Public User View Visibility Select whether the information Field Name is visible to the mentor or not Visible Not Visible Applicable Roles Languages Spoken Visible Other Visible Languages Are you currently unemployed or underemploy ed i e not Not Visible ALLIES Toolkit Mentoring Technology 23 Search Criteria Visibility Select the roles from the list below that are capable of searching for this Field Administrator Mentoring Coordinator Mentor Mentee Applicable Roles Administrator Mentoring Coordinator Administrator Mentoring Coordinator Administrator Mentoring Coordinator User View Visibility Select the roles from the list below that are capable of viewing this Field within their profile page Administrator Mentoring Coordinator Mentor Mentee Applicable Roles Administrator Mentoring Coordinator Mentor Me ntee Administrator Mentoring Coordinator Mentor Me ntee Administrator Mentoring Coordinator Mentor Me ntee User Profile Visibility Select the roles from the list below that are capable of viewing
28. lete the Suitability Guidelines and Mentoring Readiness Checklist in the application Scroll down to the Suitability Guidelines and Mentoring Readiness Checklist select all criteria that apply to the applicant Click Update at the bottom of the page Ensure that the applicant s resume is uploaded Click the Resume tab check to see the applicant s resume is uploaded If the resume is not uploaded upload the resume Make your decision to approve hold or reject the applicant e To approve the applicant select Approve applicant in the Make your decision box ALLIES Toolkit Mentoring Technology 35 The Service Delivery Approach to Training The service delivery cycle SDC and the software process flow serve as great templates for your software training The SDC is the systematic backbone of your program as such it will be easy to follow and the tasks found within each section will be familiar and predictable Two major roles must be considered for training the mentoring coordinators coaches and the administrator Mentoring Coordinators Since mentoring coordinators coaches are responsible for delivering the bulk of the program it is important that their training give them a strong foundation to tackle the day to day tasks on MentorMatch Using the SDC as general guide ensures that you cover the program in its entirety Each section of the SDC should be linked with the correlating MentorMatch tasks and responsibilities fo
29. m it will take if it is mandatory and whether or not you want to report on this in the future If you want to report on a question in the future it is important the question be mandatory and be collected ina manner that will generate useful reports In other words a standardized method to capture the information you are looking for might be necessary a drop down list for instance See below for an example of how you can collect this information User Profile Information Mentor Field Name Field Type Mandatory Field Selections Your question or How do you want to collect If you want Enter the selections information want this information format to reporton that would appear in to know Time of Day it or if it is the Drop Down List or Date necessary for the Multiple Selection Date and Time the match it Box You may leave this Drop Down List should be field empty if you have Multiple Selection Box mandatory selected a field type not Plain Text Box mentioned above a Text Field text field for instance NAICS NOC Phone Number Daytime telephone Phone Number Yes N A ALLIES Toolkit Mentoring Technology 20 number Languages Spoken Multiple Selection Box Arabic Berber Cachi Dutch English Other Other Languages Text Field No N A Present Employer If Other please specify How many years have you worked in your profession Drop Down List Text Field
30. manual was provided This user manual covered the entire software and the suite of capabilities available Although this might be overwhelming at first it is important to be aware of all the capabilities of the software This will lessen the reliance on the vendor for simple changes to the software and will prepare you for the training Once you have the Administrator System Guide familiarize yourself with the aspects that will come up most often and read through sections that will be beneficial for later Developing an IT System User Guide When you are comfortable running all mentoring related tasks on the software develop a user guide for mentoring coordinators coaches This will serve as a manual during the training and will be a useful reference once the training is complete The IT System User Guide should be customized to include all the tasks and notifications that will be part of the software When preparing the guide for mentoring coordinators include instructions as well as screenshots ALLIES Toolkit Mentoring Technology 34 IT System Guide Sample 1 1 Reviewing an Application After an applicant is registered in the system the mentoring coordinator must review the profile If the applicant meets the Suitability Guidelines and Mentoring Readiness Checklist criteria the mentoring coordinator approves the profile The profile is assigned a Mentee status in the program and added to the matching pool If the applicant is not mentor
31. mentees and partnerships join your program ALLIES Toolkit Mentoring Technology 30 IV Testing and Quality Assurance The testing period begins once the vendor has succeeded in translating your business requirements Configuration Guide into a software program This is your opportunity to log on to the software and test all aspects to ensure that the vendor has created a product that reflects your business requirements This process will take some time and will be a back and forth between you and the vendor Determining Roles to be Tested amp Creating a Test Script The first step during the test period will be determining what roles need to be tested and what parts within the program Below is an example of a process and its related tasks 1 Registration process a Mentor i Username and Password Received ii Welcome email received Access to mentoring dashboard b Mentee i Username and Password Received ii Welcome email received Access to mentoring dashboard c Mentoring Coordinator i Follow up task to review mentee application appears on dashboard ii Email reminder of task received Completion of approval task triggers next task in the process Enter Orientation Date iv Completion of Orientation Date task triggers next task in the process Confirm start of partnership d Administrator i Follow up task to review mentor application appears on dashboard ii Email reminder of task received
32. must happen before a mentor and mentee are matched How are mentors and mentees matched in your program What are the criteria What is a perfect match What is a bad match Who will make decision on these matches Will you have supplementary guidelines i e considerations for location for match decision makers i What questions will be on this checklist ii When will it appear before a decision maker ALLIES Toolkit Mentoring Technology 11 In the National Mentoring Initiative the main matching criterion is occupation MentorMatch is configured to match on the National Occupational Classification NOC and the North American Industry Classification System NAICS codes In MentorMatch this comes at an additional cost THE LIVED EXPERIENCE 2 In order to improve the quality of the matches the ALLIES cities that currently use MentorMatch found it necessary to favour the occupation more the industry This would reduce the chances of people who worked in the same industry with varying occupations being matched The change was easy to make and had a direct impact on the quality of matches The occupation is based on the National Occupational Classification NOC and the industry on the North American Industry Classification System NAICS codes Phase Training Orientation MentorMatch will integrate each part of your program into a seamless process If you do not have a Training Orientation session as part of your pr
33. ogram it may be a good time to consider one If such an aspect of your program already exists how can it be made more efficient Questions to consider during this phase Is there an orientation session i Is it conducted in a group or by pair ii Are there any surveys Pre Post or both iii Who will conduct the Orientation Session iv What resources will be used at the Session Handouts Factsheets Partnership Guide Handbook How invitations sent out for the Orientation Session Phase IV The Partnership There is no doubt that the partnership is the most important aspect of the mentoring program Here is where all aspects of the program will intersect The mentoring coordinator coach the mentor mentee and the manager will be involved in the partnership The mentoring coordinator coach will play a large ALLIES Toolkit Mentoring Technology 12 part in ensuring the partnership goes as planned and the clients the mentor mentee have the resources they need to succeed Questions to consider during this phase How long is the partnership Are there regular check ins conducted with the mentor and the mentee i What questions are asked of the mentor Of the mentee Who will record the progress Are there any resources to help the mentor mentee during their journey Are there any surveys in the middle of the partnership Sample Check In Report ALLIES Toolkit Mentoring Technology 13 Month
34. ommended Matches list 2 To review the Mentor s profile select A fil Pags entor profile appears on screen the Mentor name select the Back entor p bottom to go back to Recommended Matches list To review the match score breakdown Pass mouse over the score percentage Match Score breakdown appears on mouse over Comments Suggestions Feedback ALLIES Toolkit Mentoring Technology 32 Upon completion of your tests submit your documented results to the vendor The vendor will then test and correct any bugs Once they have rectified the issues within the software they will notify you and it will be time to retest the software to ensure that everything is working well Document this phase as well User Acceptance Sign Off User Acceptance Sign Off signifies the end of the testing period The vendor will provide you with a sign off sheet that will formalize the end of the testing period and have you sign that everything is okay with the software Once signed any changes that you would like to make will be charged at additional cost so it is important to be extremely thorough before signing Below is a check list before signing the User Acceptance Form Checklist Un matched Mentor Mentee Profile and Access e Matched Mentor Mentee Profile and Access e Mentoring Coordinator Profile e Administrator Profile e Emails sent at the correct times e Tasks appear for Mentoring Coordinators amp Administrators
35. oper asks What do you want the software to do you will have an answer in your blueprint Here some possible questions to ask for each phase of your program What must happen during this phase of the program Who is involved in this phase of the program and what is their role How will this phase play out How will participants achieve their objectives in this phase What deadlines are involved in this phase Are there any reminders to the participants of these deadlines What form will this take What information is relayed to participants regarding their objectives When is this phase of the program complete What must happen for this to occur When does the next phase begin What is the trigger The following six phases are part of a SDC used in Toronto and later modified in Calgary The SDC captures the generic lifecycle of a mentoring relationship Each heading corresponds to a phase of the mentoring program Within each phase there are questions that will guide the software definition Accordingly it is the answers to these questions that will build the software process flow Consider each question and the consequences of the answer The goal here is to ensure your program is as responsive to real life situations online as it is currently while maintaining program integrity and quality assurance ALLIES Toolkit Mentoring Technology 8 Service Delivery Cycle Recruitment and screening of mentees mentors
36. ot taken off hold sends mentor from collected mentee mentoring ready and is and and mentee information and application to h l user login submits profiles to application is password and Mentoring oP re reviewed link to login Coordinator MC Applicant is approved and profile is sent to page via email CRIEC for review matching pool Applicant mentee fills out online form at service delivery partner Applicant is approved and profile is sent to matching pool Applicant mentor fills out online form 5 CRIEC reviews mentor Applicant is rejected application Applicant is approved and profile is sent to matching pool No action MentorMatch taken by MC re matches mentee within specified with another mentor time period MC cancels MentorMatch RM generates MC checks off MC enters Recommended MentorMatch partnership RM confirmed by MC orientation session Match RM based presents RM checklist to on matching to MC confirm or date MC confirms criteria reiect RM partnership RM rejected by MentorMatch start date MC re matches mentee with another mentor MC is tasked with completing MC is tasked with CRIEC confirms Mentee Outcome Reports at 279 3 4 check in reports closing mentor mentee mentor s after mentor mentee partnership at week 16 re match status and after partnership updating mentor s start date profile is tasked with entering 15 Y partnership clo
37. pecifically in the collaborative framework of mentoring for skilled immigrants technology can play a crucial role in strengthening the community employer skilled immigrant network While the goals approaches and formats of mentoring programs from coast to coast may be diverse a benefit of technology lies in the flexibility it offers in reflecting this diversity This toolkit serves as a guide to mentoring technology You will also be able to assess how technology can help your program It will provide you with a step by step guide to transition your mentoring program online Even if you do not transition online you will find processes that will be valuable to your program The toolkit draws on the successful deployment of mentoring technology in Toronto and Calgary Both ALLIES cities use MentorMatch an online mentoring technology developed by Intrafinity Inc In 2010 MentorMatch was successfully launched in Toronto based on The Mentoring Partnership program Subsequently in 2011 Calgary the technology was lauched based on the Mentoring Collaborative program The initial success in Toronto laid a strong foundation for deploying MentorMatch based on the service delivery cycle SDC and software process flow used in Toronto While the mentoring programs share some relation both software programs are independent of each other and are customized to meet the needs of the program in each city The Benefits of Using Technology Regardless of the goal
38. r the mentoring coordinators coaches In addition to a SDC based training a basic How to training that will orient the users on the MentorMatch software should be conducted as an introduction This portion of the training will be hands on training where the mentoring coordinators coaches can see and click on various links to become familiar with their new executive assistant In fact if at all possible all training should be as hands The vendor should provide you with a test environment where mentoring coordinators coaches can practice Administrators In addition to understanding the role of the mentoring coordinator coach the administrator will have to have a higher level understanding of the entire program and how it relates to the software The administrator will also need to understand how to build a program on MentorMatch and how to take it down once it is no longer active The System Administrator Guide is required reading for anyone that will be an administrator of MentorMatch However since not all members of the team can be experts on MentorMatch it is important that the administrative team at least have an understanding of what the most common tasks are and how to complete them Below is a list of common MentorMatch tasks for administrators Approving Mentor Applicants Manual Matches Adding a Mentoring Coordinator Coach Adding amp Removing Employer Partners Adding amp Removing Community Partners Creating
39. reening Questionnaire for mentoring coordinators In order to ensure that your software product is up to date on completion take stock of all program documents and resources and compile ALLIES Toolkit Mentoring Technology 29 them folders with the appropriate permission level needed to access them In other words store all files that a mentee might need in one folder all files a mentor might need in another and likewise for mentoring coordinators and administrators Note the best format for files to be uploaded is pdf Data Migration Inevitably there will be data that you want to migrate into the system once it goes live The act of moving the data is called data migration Your data must be cleaned and packaged in a way that will be easy to move to the new environment This is a process that will take some time Ensure that you have the data you want to migrate ready and preferably in an excel sheet This data will include information such as the mentors mentees and partnerships that currently exist as your program is running To ensure consistency in the data it is best that one person be responsible for the preparation of the data Once you submit your data the vendor might determine that certain characters must be removed to ensure there is no interference with the migration algorithm the language that migrates the data By establishing the standard for this data early you are aware of how to organize your data as new mentors
40. sure and months partnership start date 3 6 and 12 after closure ALLIES Toolkit Mentoring Technology 17 Uploading your Program Working with a Vendor With your blueprint complete you are ready to contact a vendor Choose the vendor that offers the best product and customer service This will be a long process As such it is important to choose a vendor that will be responsive deliver a good product and do it on time Both Calgary and Toronto used the same vendor due to their experience with mentoring software The rest of this section will provide details on how to work with the vendor to realize your mentoring program online Project Planning The first step in working with your vendor is project planning This is a collaborative process and may take a few meetings with the vendor to complete During this stage you will establish the processes and timelines that will govern the project Charter The project charter is a formal agreement between your organization and the vendor The charter will cover areas such as project scope roles and responsibilities of individuals involved communications issue management and the procedure for making changes to the initial project scope Once you develop the Project Charter with your vendor and are satisfied with it ensure that both you and the vendor agree and sign to it This will be the document you will refer to throughout the project You may find that you will need to change this
41. tch and the more precise the match The matching algorithm will be defined by you and can be modified and edited by the system administrator at any time The initial set of criteria must be made clear in the in the configuration guide ALLIES Toolkit Mentoring Technology 25 is sample of a matching algorithm MentorMatch will try and match the primary codes first If no match is found it will proceed to matching the secondary codes Notice how the quality of the match diminishes as the sequence progresses from matching the primary codes to matching the secondary codes Matching Sequence Match Weighting The process used by the software to match codes Score out of 100 Primary Mentee NAICS Code to Primary Mentor NAICS Code 0 25 Secondary Mentee NAICS Code to Primary Mentor NAICS Code 0 24 Primary Mentee NAICS Code to Secondary Mentor NAICS Code 0 23 Secondary Mentee NOC Code to Secondary Mentor NOC Code 0 72 Secondary Mentee NAICS Code to Secondary Mentor NAICS Code 0 22 Occupation Industry Match Weighting Occupation four digits considered Digit Total match Total score of digit Score weighting match Match at 1st digit 0 25 0 75 18 8 Match at 2nd digit 0 30 0 75 22 5 Match at 3rd digit 0 85 0 75 63 8 Match at 4th digit 1 00 0 75 75 0 Industry three of four digits considered Match at 1st digit 0 30 0 25 7 5 Match at 2nd digit 0 55 0 25 13 8 Matc
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