Computer-based programs: Pennsylvania's cost-effective approach to staff training.

Imagine that a correctional employee has just been promoted to the position of deputy superintendent at a state correctional institution. He is scheduled for his first "on-duty" weekend and realizes that if something happens, he will likely be the person in charge--the incident commander.

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If this deputy superintendent works for the Pennsylvania Department of Corrections, he is fortunate because that agency has a tool--the Simulated Prison Environment Crisis Aversion Tool (SPECAT)--that can help him prepare to be the commander in just about any crisis. This computer-based training is available in all Pennsylvania DOC facility training rooms through a simple click of a mouse button.

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By accessing the command post training program via SPECAT, the deputy superintendent can familiarize himself with the incident command policies while being exposed to an "as real as it gets" experience with a hostage-taking and possible use-of-deadly-force situation. In using SPECAT, the deputy superintendent turned incident commander will be in the hot seat, calling the shots in a simulated scenario that is guaranteed to get his adrenaline flowing and prepare him for similar real-life situations.

SPECAT is just one way that the DOC is using technology to help meet its training requirements and make training in several areas much more interactive and engaging. The DOC also has used its own initiative to convert instructor-led training to computer-based training. By using computer-based training and SPECAT, department employees are able to complete a portion of their mandatory training at their own pace and without an instructor, in training modules that range from tool control and public relations, to the Prison Rape Elimination Act.

What Is SPECAT?

Using a grant from the Department of Justice Community Oriented Policing Services, the SPECAT computer-training program was developed by Concurrent Technologies Corp., Applied Marine Technology Inc. and Westar.

Each of the SPECAT training programs uses a series of video clips depicting prison scenarios followed by a series of questions. The employee's answer to the question determines which video clip will be shown next. The video clips for the command post computer-based training were filmed in May 2003 at the DOC's State Correctional Institution at Fayette before the facility opened. DOC staff participated in acting roles with professional actors, and stunt men and women. Department staff also served as subject-matter experts. Approximately 30 film crew personnel and 50 to 100 DOC staff members, including tactical teams, participated daily in two weeks of filming. Actors wore DOC staff uniforms and inmate clothing and used actual DOC equipment, which adds to the realism of the program.

Once employees log in to the SPECAT program, they are shown video clips followed by questions. The training consists of making decisions based on these video clips. Each question has four possible action steps, which are read aloud to the employee. After the employee selects an answer, he or she is shown another video clip that is selected by the program based on the decision that was made. If a poor decision is made, the next video clip displays the consequences of that decision. SPECAT provides the user with access to reference documents at any time during the program in the form of department policies and a glossary of terms. There is also a help button to aid users through the program.

Three SPECAT training programs have been developed using DOC standard operating policies and procedures. The Public Relations and Restricted Housing Unit programs are required training for all correctional officers, whereas the Command Post training is required for all managers who are, or could be assigned as, part of the facility's command post.

The Public Relations program teaches interpersonal skills in two different environments: processing visitors entering the institution and the visiting room. The first environment trains employees how to best deal with issues that arise during drug and metal detection, as well as with turning visitors away if they do not have the proper approvals. The visiting room environment trains employees how to deal with improper visitor/inmate conduct and asking visitors to leave when the room becomes crowded.

The Restricted Housing Unit program teaches interpersonal skills as well as strip search and cell search procedures. The scenarios involve taking an inmate into the restricted housing unit and dealing with that inmate while he or she is there, including feeding the inmate meals and searching his or her cell.

The Command Post training simulates a hostage incident in which deadly force may be an option, depending on the decision made by the user. The program requires the incident commander to make a series of decisions about how to use available resources as the incident unfolds. It also addresses policies on public relations and compliance with Incident Command System policies and procedures.

Staff find the SPECAT training program engaging and realistic. It is interactive in that it allows the employee to learn from his or her mistakes. It helps staff to experience making decisions and allows them to make mistakes in a safe environment. A user can make a good, fair or poor decision and experience the ramifications of that decision without the real-life consequences. After completing the program, the employee may review the responses and see what a better decision would have been as well as what was lacking in the decision that was made.

The audio and video quality of the program is excellent even when viewed on a standard-size monitor. Once the SPECAT program is installed on a computer, no additional equipment is needed. The training coordinator at each facility may access an administrative screen that shows the name of the employee, the date the course was taken and the score. It allows the training coordinator to search by institution or by employee name.

Other Computer-Based Training

SPECAT is a welcome addition to the DOC's computer-based training. The department training policy requires most of its nearly 15,000 employees to receive 40 hours of training annually. Each employee is required to complete in-service training in eight mandatory subjects annually. The subjects covered and the hours for each are as follows:

* Bomb threat and mail handling (1);

* Control of two-way radios (0.25);

* Fire safety (0.5);

* Inmate accountability (0.75);

* Key control (0.5);

* Tool control (0.5);

* Incident Command System (1); and

* Right to Know Act (0.5).

It is mandated that every DOC employee complete these five hours of training. In addition, once every three years, all employees also are required to complete in-service training in infectious diseases, interpersonal communications, and professionalism and ethics for correctional staff.

The DOC's training academy has developed 18 computer-based training modules. Of the eight annual and three mandatory courses that must be taken once every three years, all but two have been converted to computer-based training. The department's Training Academy has developed 18 computer-based training modules. Of the eight annual and three mandatory courses that must be taken once every three years, all but two have been converted to CBT. Because of the importance of human interaction in the Interpersonal Communication and Incident Command System modules, there are no current plans to develop computer-based training modules for them.

The computer-based training capability has done away with the need for hours of instructor-led training to be held on site at the department's 25 institutions and motivational boot camp, 14 community corrections centers, central office or training academy in those subjects for which the computer-based training has been developed.

The Program Implementation

In 2001, DOC training academy staff began looking for software that the department could use to author and launch computer-based training. The trademarked Trainersoft program was selected and purchased, and three staff members received three days of training. At that time, the cost of the package was approximately $2,000 and included: the software needed to create computer-based training programs and add photos, a maintenance plan, updates to that version of the software, the license and training.

The first computer-based training programs were sent out on compact discs in the spring of 2002, but this medium had limitations. Changes could not be made without sending out new CDs, and it was not possible to link the computer-based training to policies or other materials. To remedy these problems and increase distribution, the computer-based training programs were installed on DOCNet, the department's internal Web site, which immediately made them available to all department employees and allowed for updates to be made easily from a central location. Once the computer-based training programs were installed on DOCNet, there were very few problems with regard to users accessing the training at the state correctional institutions and community corrections centers throughout the state.

How Programs Are Developed

Computer-based training programs are created by either converting existing lesson plans or developing both the content and training with a subject-matter expert. Two staff members at the training academy work on computer-based training development. When converting lesson plans, it is often necessary to first update the subject material. Also, it is always necessary to edit and streamline the text. Most DOC training material is in PowerPoint, which facilitates transfer of text to the Trainersoft program. Images are converted to files that can be added into Trainersoft and care is taken to make the screens look uniform and professional. When creating new programs, a storyboarding process is used to create what will appear on each screen. New computer-based training programs are field-tested at five to 10 institutions by subject-matter experts who provide feedback on functionality, ease of use, and quality of content to improve the version that appears on DOCNet.

Another training program that was first developed as computer-based training is the State Employees Assistance Program (SEAP). This series of three computer-based training programs deals with: workplace and domestic violence, and the department's critical incident stress management program; workplace and domestic violence training for supervisors; and drug-free workplace and fitness for duty for supervisors.

Because SEAP training is a statewide requirement, the DOC's computer-based training on SEAP was reviewed and approved by the governor's Office of Administration and has been shared with other state agencies, including the Department of Military and Veterans Affairs, the Board of Probation and Parole, and the Museum Commission. These entities received the program on a CD for review, but are not permitted to edit the program because of Trainersoft licensing restrictions.

The computer-based training process also allowed the DOC to quickly provide Prison Rape Elimination Act training to its staff. These programs have been shared with county prisons in the state for use in their in-service training as well as with other jurisdictions and the National Institute for Corrections Library, subject to the restrictions of the licensing agreement. Other states have looked at the DOC's computer-based training programs in developing similar programs in their state.

Employee Use

Employees who have a computer at their desk are able to complete the training at any time when the training is convenient and not disruptive to their other work. This has eliminated the need to schedule group training, pull people away from their desks or find classroom space. For employees who do not have a computer at their desk, the shift commander works with the training lieutenant and training coordinator to schedule training in computer rooms that have six to 20 terminals. Employees are relieved from their posts to complete training as scheduled at times when they can be most easily spared.

At the computer, a login screen is used to identify the employee, his or her employee number, facility and the date. This login screen populates the certificate of completion, which must be printed out by the employee and given to the training coordinator as proof of completion of the computer-based training. After the login, the user is given a pretest, which if successfully completed, allows employees to go directly to the final exam. For the pretest, six questions are randomly selected from 20 to 30 final exam questions. For the final exam, 10 of these questions are randomly selected. To make the test more challenging, the program automatically rearranges the order of multiple-choice answers within the questions.

Benefits of Using Technology

Computer-based training is available at all times on DOCNet and can be used as a source of information or for additional training when an employee has an area in need of improvement. Computer-based training and SPECAT have allowed the DOC to ensure that employees receive excellent quality instruction at their own pace and in many cases at their own convenience.

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When compared with instructor-based training, computer-based training improves student retention and satisfaction, and it reduces training time by 20 percent to 50 percent, which makes the training more cost effective. It allows employees to use their training time efficiently because they are not forced to receive instruction in subject areas they have already mastered. They can use that time to concentrate on subjects with which they are less familiar. SPECAT programs have the added benefit of being able to be used on multiple occasions by the same employee because the scenarios change as the employee makes better or different decisions.

The Pennsylvania DOC plans to continue to expand the number of computer-based training courses offered to its employees. Another SPECAT program, on hostage survival, is expected to be released late this year. The department's next initiative will be to expand its bandwidth to add extensive graphics, photos, sound or the use of streaming video to its computer-based training programs.

Jill C. Fluck is acting associate director for training services for the Pennsylvania Department of Corrections.