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Using the Webinar as a Substitute for In-Class Security Training. FISSEA 2004 March 11, 2004 E. Jane Powanda. Agenda. What is a webinar Producing a webinar- the ITSC experience Using the webinar in a training program Final thoughts. What is a Webinar.

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Using the webinar as a substitute for in class security training l.jpg

Using the Webinar as a Substitute for In-Class Security Training

FISSEA 2004

March 11, 2004

E. Jane Powanda


Agenda l.jpg
Agenda Training

  • What is a webinar

  • Producing a webinar- the ITSC experience

  • Using the webinar in a training program

  • Final thoughts


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What is a Webinar Training

An online presentation featuring an expert in a particular field using a web based collaborative tool.

(ASTD – American Society for Training and Development)

  • Synchronous Internet training

  • Geographically dispersed participant learn together with out leaving home

  • Visual information via the workstation browser

  • Voice information via teleconference or voice over IP


Developing and delivering a webinar the itsc experience l.jpg

Developing and Delivering a Webinar Training- The ITSC Experience -


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INFORMATION TECHNOLOGY SUPPORT CENTER Training

ITSC

www.itsc.state.md.us

STATE OF MARYLAND

ACS COMMERCIAL SOLUTIONS

MITRETEK SYSTEMS

UNIVERSITY OF MARYLAND

Sponsored by theUS Department of Labor

Webinar Study


What is the itsc l.jpg

US Department of Labor Training

Grant

Steering

Committee

Representatives

from states

and USDOL

Information Technology Support Center

State of Maryland

  • Contracting Office

Mitretek Systems – Prime Contractor

  • Program management

  • Systems engineering

  • Systems Prototype and Pilot Development

  • Laboratories

ACS Commercial Solutions

  • Software development

  • Mainframe experience

  • Systems Integration

University of Maryland

  • Training

What is the ITSC


Applying it to state workforce agencies l.jpg

Prototyping Training

Clearinghouse

Testbed Operation

I T S C

SWA OPERATIONS

TECHNOLOGIES

S u p p o r t

Design Review

Strategic Planning

U I

ES

Training

LMI

Labor Exchange

Cost/Benefit Analysis

Training

Modeling

Applying IT to State Workforce Agencies

Internet

Call Centers

One-Stop Offices

Client/Server

EDI

Voice Response Units

Geographic Information Systems

Decision Support

Imaging

Telecommunications

Process Workflow

Security


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Webinar Feasibility Project Training

  • Determine the feasibility of delivering ITSC training via webinar

  • Determine acceptance of training method by state participants

  • Gain experience in developing an effective webinar using the Mshow webinar delivery tool

  • Limited to a single webinar production

Scope


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Organization of the ITSC Study Briefing Training

  • Basic requirements

  • State partner participation

  • Participant evaluation results

  • Planning the webinar

  • Developing the webinar

  • Delivering the webinar

  • Webinar Costs

  • Lessons learned

  • Recommendations


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Basic Requirements for a Webinar Training

1

2

3

4

Web

Conferencing

Teleconferencing

Important message

well prepared

Creative

Instructor


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Features of Webinar Delivery Tools Training

  • Application sharing

  • Guided Internet tours

  • Display PowerPoint presentations

  • Audience polling

  • Chat feature for student/teacher interaction

  • Question feature

  • Presenters speak from multiple locations

  • Record session for playback at future time

  • Participant registration features

  • No special software required of participant


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Aspen Virtual Classroom Server 2.0 (Click2Learn) TrainingCentra Symposium (Centra Software)Communicast Event Center (Communicast)Communispace (Communispace)ePath Learning LIVE (ePath Learning Inc.)First Virtual (CUseeMe Networks Inc.)Gradepoint Live (Gradepoint Inc.)HorizonLive.com's HorizonLiv (HorizonLive)Hewlett-Packard's Virtual Classroom (Hewlett-Packard)iLearning's iLive (iLearning Inc.)iLinc (EDT Learning)Interwise Enterprise Communications Platform (ECP) (Interwise)Isoph Blue (Isoph Corporation)LearnerHall (Maxit)Lotus LearningSpace Collaboration Module (Lotus Software)Macromedia Breeze Live (Macromedia)MeritScholar Live (iictechnologies)

Meeting Center (Genesys)Meetingplace (Latitude)Microsoft Office Live Meeting (Microsoft) (formerly Placeware)mShow (INtercall)One Touch Front Row (One Touch Knowledge Systems)PictureTalk (Pixion)iPresentation Podium (Presenter Inc.)Raindance Web Conferencing Pro (Raindance Communications)ROCKET Webclass (Eedo Knowledgeware)Siebel Distance Learning (Siebel Systems)Sykaro (Sykaro Inc.)vClass (Elluminate Inc.)Web Crossing's Campus Crossing (Web Crossing Inc.)WebEx Meeting Center with Live Training Extensions (WebEx Communications Inc.)Videum Conference Pro (NTSC and PAL) (Winnov L.P.)VS Webcasting (Virage Inc.)

Webinar Delivery Tools – Some Examples



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ITSC State Partner Participation Training

  • Provided input on good and bad features of webinars they attended in the past

  • Provided suggestions for webinar topics

  • Voiced preference for webinar length

  • Attended ITSC webinar and assessed effectiveness


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Partner Comments on Webinars Attended in the Past was Helpful

  • Characteristics of a good webinar

    • Good technical quality

    • Moderator kept webinar on track

    • Question & answer session handled well

    • Wrap up was good

  • Characteristics of a bad webinar

    • Poor content or not what expected

    • Bad speakers or speakers not well organized

    • Too much marketing

    • Delays between screen and spoken part

    • Boring graphics



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Participant Evaluation Results Helpful

  • Would recommend it to their colleagues

  • Felt comfortable with the delivery method

  • Easy to connect to the webinar using instructions provided

  • Enough opportunity to participate in the class

  • Material was useful and well presented

  • The instructors were well organized

  • Pace was good

  • Length of presentation was good

  • Some concerns with voice quality


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Participant Approval Ratings (would you attend another webinar? )

Key:

Approval ratings from 8 to 40

8 – All strongly disagree

40 – All strongly agree

Eight persons provided input


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Comments from Participants webinar? )

I had planned only to note the presentation process but was pulled in by the presentation and am very excited about this technology! The presenters were well organized (maybe too much) and it appears that you had rehearsed most of this.

It allowed me access to a seminar/training environment without the travel and expense of that travel. The sound was very good and it allowed plenty of opportunity to participate.

Its quick, fast and I’m at my desk.

There was static in the audio

It comes across better if it sounds conversational, rather than obviously being read from text.

It was much better than just a conference call. It seems like a valuable tool now that tight budgets have reduced travel budgets for face-to-face meetings

I am a visual learner and had some trouble staying focused on a disembodied voice. It did get better as we went on, but I could not have lasted more than 1 hr!


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The ITSC Trial Webinar webinar? )

  • The Lobby

  • The Tools

  • Polling the Audience

  • Evaluation form


Welcome l.jpg

The Lobby webinar? )

Welcome

. . .to the ITSC’s Inaugural Webinar on Speech Recognition in the State UI Agency Environment.

Host: Jane Powanda

Presenters:

Tim Meier

Ron Mains


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The Lobby webinar? )

The show will be starting shortly



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Yes webinar? )

No

Results

Polling the Audience

Are you currently using IVR for the first portion of your Initial Claims script?



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Planning the Webinar webinar? )

  • Work with state partners

    • Select a topic

    • Determine length of webinar

  • Organize the ITSC webinar team

  • Select webinar delivery tool

  • Research webinar techniques to determine how to produce a good webinar


Developing the webinar l.jpg

Send webinar? )

Invitations

Resolve

Technical Issues

Prepare Content

Take 15

Prepare

Evaluation Form

Review and

Rehearse

Learn to

Use the Tools

Developing the Webinar


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Preparing the Content webinar? )

  • Topic chosen based on interests and needs of intended audience

  • Goals for content

    • Relevant,

    • Interesting

    • Timely and useful

  • Goals for presentation

    • 45 minutes in length

    • 15 minutes for introduction and Q & A session

    • Multiple presenters

  • Design slides

  • Write script for presentation


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Learn to use the tools webinar? )

  • Web training provided by Mshow

  • Help from Mshow tech support

    • Downloading plug-ins for conducting polls

    • Creating polling slides

    • How to tell when polling is complete

    • Navigating slide presentation

    • Controlling animation

    • Using the annotation tools

  • Self experimentation with the tool

  • At least five sessions with Mshow technical support persons to resolve technical issues


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Delivering the Webinar webinar? )

  • Leaders on-line at least one half hour before webinar

  • Greet attendees as they join the webinar

  • Start on time

  • Welcome and give instructions for technical assistance during the webinar

  • Instruct attendees on use of tools and plan for the rest of the webinar

  • Pass control between leaders

  • Conduct Q&A

  • Log off and collect evaluation forms


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Webinar Production Costs webinar? )

  • Webinar development

    • One time cost for webinar development

    • PowerPoint slide presentation development

    • Script development

    • Rehearsals with total cast

  • Delivery cost

    • Cost are incurred each time the webinar is delivered

    • These costs are per individual

    • Costs are incurred for both trainers and students


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Estimated Costs – Webinar Development webinar? )

  • One time cost for each webinar hour developed $15,000

    • PowerPoint slide presentation development (40 hours)

    • Script development (40 hours)

    • Other (40 hours)

      • Rehearsal

      • Review

      • Problem resolution

      • Evaluation form

  • Training for persons developing or leading a webinar ( 20 hours) $2500

  • Total fixed cost $17,500 per webinar hour


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Webinar Delivery Costs webinar? )

  • Staff time for trainers

    • Two staff hours per trainer for one hour webinar delivery

    • Assuming 3 trainers, cost is $750 per webinar hour

  • Cost for Web conferencing and teleconferencing services

    • $.38/minute per person connected – Mshow connection

    • $.21/minute per person connected – teleconference

    • Approximately $36/hour per person for webinar connection

Note: The figures given for webinar delivery costs are based on “retail” cost. It is possible to negotiate better rates for webinar services or even to pay a flat rate for unlimited monthly service. This would significantly reduce the delivery cost per student hour.



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Cost Comparison – 2 webinar? )nd class delivery of same material. Class size = 50

Economies of scale can be realized for the webinar option when it is presented multiple times, or the number of students is high



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Cost Comparison – 2 webinar? )nd class delivery of same material. Class size = 50

When travel is required for classes of short duration, the webinar delivery method provides significant cost savings


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Webinar Cost Conclusions webinar? )

  • The webinar is cost effective for short meetings where out of town travel is required

  • The webinar is cost effective for long training sessions (18 hours over a three day period) where out of town travel is involved, when either of the following conditions is met

    • The class is delivered multiple times

    • The class is delivered to a large number of students

Irregardless of cost, study participants indicated that they would not attend an 18 hour ITSC workshop webinar conducted over a three day period. They may attend a 3 hour session, and would attend a 1 hour session.


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Lessons Learned webinar? )

Webinar development and delivery takes more time than expected

  • Content is key to getting good results – present timely information

  • Scripting makes it easy for anyone to deliver a webinar

  • Spontaneity can be lost by adhering strictly to a script

  • Multiple speakers helps to add variety to the presentation

  • Speakers must work as a team


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More Lessons Learned webinar? )

  • Audience participation is essential

  • Change visuals more frequently than for an in-person presentation

  • Ensure that slides are readable

  • The visual must be matched with the spoken part

  • Problems with the technology can be expected

  • Have a backup computer in case one fails – one will!


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More Lessons Learned webinar? )

  • Speaker phones don’t work for presenters!

  • Use individual telephone headsets for presenters

  • Speakers don’t need to be in the same room

  • Adjust headsets and volume to ensure consistent voice quality among presenters

  • Give instructions on how to get technical help at beginning


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Still More Lessons Learned webinar? )

  • Use a production manager

    • Promotes consistent presentation development

    • Helps participants resolve technical problems during the webinar

    • Collects questions for Q & A session

  • Providing online capability for completing the evaluation form increases the likelihood of getting feedback

  • Webinar delivery costs can be expensive

  • Negotiate good rates for Webcast service

  • Use identical equipment for rehearsals and live show

  • TEST TEST TEST


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Using the Webinar in a webinar? )Security Training Program


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Recommendations for Using the Webinar as a Replacement for Classroom Training

  • Schedule workshops over a two to four week period rather than over several days

  • Offer sessions independently rather than packaged as a complete workshop

  • Develop short seminars on timely security topics

  • Record the webinar for future playback

  • Limit class size to encourage student participation

  • Use guest speakers from within or outside the organization


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Some Things Show Better Using a Webinar Classroom Training

  • Walk through a hack scenario

    • Screen shots difficult to see when projected in a classroom

  • Demonstrate the use of a program or tool

    • Backup procedures

    • Vulnerability assessment tool

    • Security Self Assessment Tool

  • Show real vulnerabilities by surfing the web and viewing HTML code

    • Screen shot of code difficult to read when projected in a classroom


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Webinar Training - Implications for Presenters Classroom Training

  • Better preparation necessary – students less forgiving of a teacher they cannot see

  • No long pauses in speech

  • Short modules are best

  • Follow up activities enhance learning

  • Need to poll students for feedback

  • Students need materials ahead of time


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Modifying Classroom Training Materials Classroom Training

Security Awareness Training

Re-organize into six 45 minute webinars


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Modifying Classroom Training Materials Classroom Training

Security Analyst Training

Re-organize into five one hour webinars


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Use Free or Inexpensive Classroom Training Security Webinars

  • Offered by vendors, not for profit associations and others

  • Free or pay per view

  • Live or Recorded

  • Educational or marketing

  • Some Examples

    • Intrusion Detection Essentials - SANS Institute

    • Managing Security Incidents in the Enterprise - Symantec

    • Dynamic Threat Protection - ISS

    • Securing .NET Applications from the Start – Microsoft

    • Identity Management Strategies for HIPAA Compliance - RSA Security


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Examples of Free Webinars Classroom Training


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Examples of Free Webinars Classroom Training


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Webinars Classroom Training

just might

work

Final Thoughts

The Webinar is a cost effective training alternative when:

  • Students are geographically dispersed

  • The webinar is well done

  • The webinar is short enough to hold student interest

  • The webinar is recorded and used multiple times

    Webinars may not work in secure environments


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Contact Information Classroom Training:

Jane Powanda [email protected]

[email protected]

301 513-0143


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