Putting multimedia to work.

People don't intuitively understand internal control. They need to see how its concepts relate to their job and work environment. Creating an effective system of internal control relies on a trained, committed, and empowered workforce.

As the cost of formal classroom instruction is frequently prohibitive, most park and recreation organizations depend on manuals to educate their employees regarding internal control policies.

Now the 1990s have brought another training option to the table. With the proliferation of personal computers and network systems, interactive multimedia programs are beginning to replace manuals and text books. Those who remember computer-based training (CBT) as amber letters scrolling across a black screen should take another look. Today's ordinary computers are capable of running multimedia programs that bring learning to life. Computer programs offer more than text - they can provide vivid graphics, video images, and lively animation. And with a finger tap, a student of the computer can makes decisions, try out new knowledge, and experience real life simulations.

CBT Meets Internal Control

Recently, when Northwestern University sought to train several thousand employees - on several different computers - on internal control concepts, they turned to computer technology.

"In the past", says Ingrid Stafford, Northwestern's controller, "we assumed those hired to perform management functions had sufficient business experience. A series of departmental audits and several misappropriations clearly indicated there was a need for instruction in the basic principles of internal control."

A university such as Northwestern has many of the same training challenges as parks and recreation organizations. "In our environment" says Betty McPhilimy, director of Northwestern's university audit department, "faculty members all have different schedules depending on when their classes are given. You can never get everyone together at one time. With computer-based training (CBI) we could offer everyone the same quality-consistent content. In addition, the program could go anywhere at any time. All we needed was the software and a computer."

The software program used success fully by Northwestern University is called Doing the Right Thing: A Guide to Internal Control. APTE, Inc., the company that developed the software for Northwestern, recently has released a government version of the program. Targeted to non-financial personnel in governmental organizations - such as parks and recreation facilities - this program is one of a new breed of computer software products. Taking advantage of the increased power of personal computers, these applications offer a multisensory approach to learning. With the added features of CBT, users find it easier to understand and retain new information.

Internal Control Comes to Life

Doing the Right Thing. A Guide to Internal Control for Governments is a multimedia program designed to make internal control easy to understand. Terms such as conflict of interest and authorization can be dull on a printed page. Multimedia software, however, sustains and nurtures the user's attention.

A menu system and a program map enable the user to navigate easily through Doing the Right Thing. Information is broken down into small and manageable segments. The user selects only the content critical to his or her job without wasting valuable time on unnecessary training.

Doing the Right Thing is divided into three main modules. The first module, "Understanding Internal Control," presents basic concepts and may be appropriate for everyone in the organization, including volunteers and elected officials.

Some of the fundamentals covered in this first module include the importance of internal control and how it impacts everyone's job. Throughout the first module, humor and engaging graphics are used to sustain user interest. For example, an animated Uncle Sam acts as a guide; and Abraham Lincoln, Betsy Ross, and Ben Franklin give the user tips on sound internal control practices. Real life examples illustrate such concepts as security and inventory control. And frequent reviews and a quiz are used to reinforce leaning.

The second module, "Managing Internal Control Practices," is targeted to administrators with budgets or personnel oversight responsibilities. Based on the concepts presented in the first module, the management module demonstrates how to implement and administer strong internal controls.

Good multimedia design requires a thorough understanding of the intended audience. For example, managers and administrators have many demands on their limited time. For this reason, information in the "Managing Internal Control Practices" module is more succinct with less reliance on multimedia effects. Some of the topics covered in the management module include: management responsibilities, control risks, preparing for audits, and fraud indicators.

Both modules use stories rich in humor and animation to illustrate important concepts. The user interacts by supplying an ending or solving a problem presented by the scenarios. "Story telling" is a very popular approach to learning difficult subjects, as learning is easier and retention is improved when a person associates concepts with people or his or her own experiences.

The third module is a "Resource Module" and comes without content. The space is reserved for each organization to enter its own localized information. It could include such items as phone numbers, organizational policies, or anything that might be helpful to the user. As simple as typing a word processing file, updating the "Resource Module" can be done on a daily basis. Being able to add local resource information adds a reference component to Doing the Right Thing.

Ready When You Are

Doing the Right Thing is available for both Mac and Windows operating systems. Color monitors are not required but strongly recommended. Because few park and recreation organizations have computer audio capabilities, the program is not audio supported.

For those organizations with many locations or remote sites, Doing the Right Thing offers a viable way to deliver critical training and information. It can be put on a laptop and used anywhere.

One of the most efficient way to deliver Doing the Right Thing, however, is by installing it on a Mac or Windows network. The NDT process (Network-Delivered Training), developed by APTE, enables Doing the Right Thing to operate over standard computer networks. With NDT, information resides on everyone's desktop. The program becomes not just a tutorial but a reference tool as well; users can look up information on an as-needed basis.

Training Comes of Age

In 1990 the Department of Defense analyzed some 47 independent studies of interactive training. They concluded that CBT was "both more effective and less costly than conventional instruction." Studies conducted by the National Computing Center in Great Britain have shown CBT reduces individual training time by 309o. And because individuals are in control of what they learn, they choose what they most need to know. Statistics show that a person retains about 10% of classroom instruction after 30 days and 30% of CBT learning. Training given at the point of need significantly improves retention.

Is CBT for You?

If you enjoy new experiences, you'll find multimedia CBT to be an exciting and easy way to acquire new information. And computer proficiency is unnecessary, as well designed CBT is simple enough for a first time computer user to easily navigate.

What should you consider when selecting multimedia training programs? CBT is best used with hard, cold facts. As the concepts become more subtle and gray, the computer is a less reliable communicator. Computers prefer certitude to ambiguity. Subjects such as sexual harassment and conflict resolution probably are better taught using time-honored methods of group discussion and role playing. CBT, however, is the method of choice for such subjects as segregation of duties and conflict of interest - subjects that haven't changed in a thousand years.

Buying off-the-shelf programs certainly is less costly than customized applications. And commercial applications are fine for general skills and information. However, if you want industry-specific training, a customized program is best. In choosing a provider of such services, look for a track record and ask for references. Check out credentials with particular emphasis on their training experience. And be sure you review software applications that the company already has developed.

Multimedia training is still in its infancy; but in a few years, however, you hardly will remember a time when it wasn't a routine part of computer training.

APTE is a software development company that specializes in developing training programs and multimedia applications. APTE is an IBM Business Partner and a Professional Lotus Developer. Located in Evanston, Illinois, APTE is affiliated with the Northwestern University Research Park. For more information about these products, please contact them at Northwestern University Research Park, 1840 Oak Ave. Evanston, Ill 60201, phone [phone].