Training Plan, Conversion Plan, & Schedule
The plan is to have the TSA agents visually look at the information on graphs and go through the motions of inputting commands on the interface before the new machines are enacted. There is online content available from the vendor, through computers, for training employees on how to properly use the equipment. Additionally, pamphlets and instructions could be made readily available in the breakroom or at any location necessary or convenient. The team lead will make sure each shift knows the steps and the numbers or at least where to find them in the Standard Operating Procedures. The industry average for training employees on new equipment is a week in the classroom and 48 hours of on-the-job training under supervision. The week in the classroom will consist of the employees going through online or digital instruction on how to properly operate the equipment. This training is provided by the vendor as previously mentioned. The 48 hours of on-the-job training under supervision is standard to ensure that the employees are properly implementing the training they have received. Once the 48 hours are completed and the employee is approved, they can then run the machines without direct supervision.
There are currently several officers employed by the client that have training on various versions of the proposed solution’s vendor and associated products. These officers would be available to explain, walk-through, and supervise employees that may require additional training for adjusting to the new equipment.
The conversion plan consists of three main components: Style, Location, and Modules. These three components form the basis of the conversion plan.
Conversion style refers to one of two methods of changing from the old system to the new system: Direct or Parallel conversion. There are pros and cons to each style.
Under the Direct Conversion plan, the new system is installed, and employees are trained. Then, at a designated day and time, everybody stops using the old system and begins using the new system. Often, this transition is planned over a weekend so that everybody stops using the old system on a Friday afternoon, and begins using the new system on Monday morning. In this case, the client can remove the old equipment and install the new equipment overnight one lane at a time. A direct conversion plan wherein the old system is cut off and everyone switches to the new system is utilized on a lane-by-lane basis at the security checkpoint.
There are two separate sections of security screening areas at the IIA. These sections are labeled Checkpoint A and Checkpoint B. While conversion of individual lanes can happen overnight it may be necessary to conduct a phased conversion location plan due to the scale of the conversion and the separate locations.
A phased conversion allows for staggering the conversion dates between sections but also in this case between lanes. Whole lanes will be converted overnight but not all of Checkpoint B or all of Checkpoint A. Checkpoints A and B consist of six or more lanes. While normally there are some issues with running two different systems at the same time this is not the case for these security checkpoints. Currently, they have separate types of equipment from different vendors utilized in a couple of lanes within each checkpoint. The only barrier that may need to be overcome is ensuring that all TSA employees are adequately trained to change to the new equipment. However, the client currently has some versions of the proposed vendors' solutions in place indicating that the client has some trained employees and would be able to utilize them for the training needed for a conversion.
The third component of the conversion plan is the conversion of various modules contained in the new system. For example, when updating airport security equipment, it is possible to upgrade individual pieces or modules such as carry-on baggage scanners and full-body scanners.
A whole system conversion will be utilized regarding individual lanes. This consists of converting all modules from the old system to the new system at the same time within the same lane. It may be necessary to convert one lane at a time however the modules within the lane will be converted to the new system. A single lane can be converted overnight.
The schedule entails the time the different steps of the implementation phase will take place and a general overview of when to take the next steps.
The training of employees includes a week of classroom training, looking over training materials provided by the vendor through online resources, and 48 hours of on-the-job training. However, since employees require 48 hours of on-the-job training with supervision it is necessary to have employee leads that are fully trained available for all the employees that would need training. This would entail the 14 employee leads receiving one week of classroom instruction and 48 hours of supervised on-the-job training before being able to supervise the other employees. The employee leads will receive the week of classroom instruction one week before the other employees so that the employee leads can begin on-the-job training during the week that the other employees are receiving classroom instruction. Then upon the general employees' completion of classroom instruction, the employee leads will be fully capable of providing any necessary supervision for the general employees. However, the conversion plan for the system must be considered before a complete schedule can be detailed.
The conversion of the system from the old equipment to the new equipment is completed overnight on a single-lane basis. There are 14 lanes in total between the two security checkpoints. This means a total conversion of the checkpoints to the new equipment would only take 14 nights at most. However, without properly trained employees the lanes would not be able to operate and that would cause serious delays for passengers that need screening before getting on flights. To circumvent such delays, the schedule for the conversion and training would be conducted starting with lane one’s employee lead. This employee lead would receive the classroom instruction one week before the lane’s general employees receive classroom instruction. This way the lead can complete the on-the-job training one week before the general employees and be ready to supervise the general employees during their 48 hours of on-the-job training. Upon the final day of the general employee's classroom instruction and the employee lead’s on-the-job training, the lane’s equipment will be converted over to the new equipment overnight of the same day. The following day the lane will be run by the employees under the employee lead’s supervision. Following the conversion of lane one, is the conversion of lane two. While lane one’s general employees are receiving classroom instruction lane two’s employee lead will also receive classroom instruction. Then as conducted with lane one, upon lane two’s employee lead’s completion of classroom instruction the general employees of this lane will begin classroom instruction while the lead begins on-the-job training. Upon the completion of the general employees' instruction in the classroom the lane will be converted into the new equipment overnight. This general schedule will be followed until all lanes are converted to the new equipment.
Following this training and conversion plan will result in a total implementation schedule of 15 weeks.