Training
As opportunities for IT training continue to grow, Heather Thornton
presents a guide to some of the latest developments from Microsoft
to help you get the most from your PC
TRAINING FOR SUCCESS
It is estimated that the average PC user utilises only 20% of an application, often because they donít have time to learn how to use the remaining 80%
or donít even know itís there. Unlike
a lot of other office equipment or consumer electronics such as photocopiers and video recorders, PCs require business and home users to invest in IT training if they are to get the most out of the technology.
Microsoft exhaustively tests all of its applications for usability
before final products go on sale, but a user is still unlikely
to benefit from all the features of a product like Windows 95,
with its 100 million lines of code, without some sort of training.
Boosting productivity
Microsoft estimates that over 70% of the technical support calls it receives could have been avoided if the user had looked in the product manual or help guide, or through IT training. Many managers have now realised that a well trained PC user is a much more productive employee. A little IT education can even prevent viruses and illegal software entering your organisation and thus save you money in potential technical support charges.
While good IT training is extremely useful for everyday applications such as Microsoft® Word and Microsoft® Excel, its importance for high end and mission-critical networking products such as Microsoft® Windows NT or Microsoft® Visual Basic canít be stressed enough. Companies which rely on these products can save themselves time and money by training and certifying their support staff or end users in the mission-critical products they depend on every day.
Many people are turning to authorised Microsoft certifications in products like Windows NT and Windows® 95 to further their career and prepare themselves for the millennium. More and more large organisations demand Microsoft product certification as a prerequisite for jobs in support and a current skills shortage in the workplace is making Microsoft ëgurusí almost priceless.
Fortunately, whether youíre a student, a home user, a programmer
or a managing director there are many ways to train yourself or
your companyís users in any of Microsoftís applications.
There are training methods to suit every type of person and every
budget. Whatís more, many of these options are built into
the software and are therefore free of charge.
Manual learning
Ironically, one of the most effective methods of training could well be staring you in the face.
Every Microsoft product is supplied with a
manual which covers everything from the very basic to the very complex. Though manuals may be daunting at first, get into the habit of reading them before installing software for the first time ñ itís sure to save you time and money in the long run.
Microsoft is increasingly moving its manuals into electronic format, found on CD-ROMs. Apart from the fact that these are easier to carry than hefty manuals (and more environmentally friendly) electronic manuals are usually much more digestible with hypertext links and search engines built in.
You can also buy the in-depth Microsoft Resource Kits for more mission-critical Microsoft applications such as Windows 95 or Windows NT Server. The Resource Kits cover everything you need to know about these pieces of software. Additionally, if you
read the whole Resource Kit,
and add to this some practical experience, youíd stand a good chance of passing the Microsoft Certified Professional (MCP) exam. Resource Kits are the ëgospel according to Microsoft developersí and can
be bought from Microsoft Press. Alternatively, they can be obtained
through Microsoftís TechNet programme.
Youíre booked
Books are another great, and cheap, way to get trained. Microsoft Press distributes a wide range of books all about Microsoft products, as well as more general topics such as ëhow to use a PCí and ëhow to use the Internetí. Microsoft Press publishes over 160 books in all languages and whether youíre a first time PC user or a programming whiz kid, thereíll be a book to suit your needs.
The very graphic range of Field Guides are aimed at end users and are the easiest to follow. The Step by Step books go into more depth, come with disks and cover almost every Microsoft application. These books are often used as part of classroom type training from some of Microsoftís authorised training centres. Finally, Microsoft Press also publishes a range of more technical Training Kits for products like Windows NT which, like Resource Kits, will
take you towards authorised technical certification. These kits combine videos, books and
CD-ROMs and allow you to train to a high level in your own home.
At a store near you
As a wholly owned Microsoft subsidiary, Microsoft Press books tend to be very fast off the mark. Many of the authors work alongside Microsoftís software developers and are therefore closely involved in the testing of products before they are launched. Youíll be able to find the Microsoft Press books, covering all Microsoft applications, in all leading, quality book stores.
Microsoft Press also sells the Mastering Series. These are effectively training courses on CD-ROM, and are available through PC dealers and resellers. They represent extremely good value for money, costing only £39 and covering products such as
Microsoft® Visual FoxPro or Microsoft® Visual
Basic®.
A helping hand
Moving up the training ladder, every Microsoft application now comes with extensive context sensitive help facilities built-in, which are under the Help menu.
Help facilities suffer from the misconception that they require
a lot of hard disk space but with the average help file taking
up just over 1MB, itís a tiny piece of hard disk space
well spent. Users can read or search for any topic, and use hypertext
links to jump from subject to subject.
How can I help you?
Many programs, Microsoft Word 95 for example, include an AnswerWizard so that you can ask everyday questions such as ëhow do I format this document?í. It then scans its help database and returns with an answer. Word 95 also has a Tip of the Day which pops up each time you launch the program with useful features you might not have discovered otherwise. Most applications can even help you switch from another product, such as WordPerfect, to Word.
If youíre a Windows 95 user, you will have noticed a small question mark in the top right hand corner of many dialogue boxes. Click on it and then click on any other function area of the screen and Windows 95 will tell you what that function does.
Word 95 will also watch the way you work and if thereís
a simpler and/or quicker way of doing the same job, it will tell you.
Microsoft applications also include Wizards. These assistants guide users step by step through complicated tasks. Microsoft® Access has an Import Spreadsheet Wizard to help you take Excel spreadsheets into the database management package. Similarly, Microsoft Word has a mail merge Wizard, as well as many others.
Many home users and businesses are finding videos as well as computer-based training a cost effective and productive way to get PC and software training. Softvision, for example, produces a range of videos in conjunction with Microsoftís product managers on a whole range of Microsoft products including Microsoft Office and Microsoft Excel. Videos give users an in-depth look at a product and have the added benefit that they can be played repeatedly at a userís pace and to a wide audience, making them particularly cost effective. The downside to videos is that theyíre difficult to watch while simultaneously putting the theory into practice at your PC. And, of course, you can never ëaskí a video a question.
Computer tutorials
This is where computer-based training comes in. It can vary from a simple tutorial to an in-depth training programme involving exercises and tests to monitor a userís progress, with prices varying according to the complexity of the product. If youíre considering buying a book, video or computer-based training course and have a modem, take a look on MSN, The Microsoft Network. There youíll discover a listing of many products for sale. Microsoft is also looking into developing an official stamp of approval for independent books, videos and computer-based training software.
Most Microsoft applications such as Word, Excel and Office come with a computer-based tutorial free of charge. Choose to install this module and the tutorial will automatically pop up the first time you switch on your
software. The tutorial will guide users through the package, showing them how to perform common tasks and how to use it in conjunction with other Microsoft applications. These multimedia tutorials combine sound and animation and provide a good way to learn a program at your own pace.
Microsoftís popular TechNet CD-ROM is also a valuable aid in training for businesses. For £249
a year, TechNet users receive
drivers, patches, new software releases, training chapters, Resource
Kits and the KnowledgeBase database of the most frequently asked
technical support questions (and their answers) for every Microsoft
product as well as 12 monthly upgrades.
Web wizardry
There are no prizes for guessing that these days you can even get trained via the Internet and online services. Microsoftís ground breaking Microsoft Online Institute (MOLI) on MSN already has 900 students worldwide training themselves in everything from Microsoft Word to Windows NT. Again, the training is so thorough, you can become a Microsoft Certified Professional through the scheme.
Anyone with Windows 95 can sign up to the MSN and MOLI now and as MOLI moves onto the Internet, anyone with an Internet account will be able to train while surfing.
Currently MSN users enter the MOLI
campus, go to the Registration building and scour the ëClass Catalogí. Here, users can find information on a whole host of training courses, as well as course prices from many Microsoft authorised training companies.
For instance, youíll find five different training companies offering five different courses and varying prices for ëan introduction to Microsoft Wordí. Users then sign up for the class that most suits them, via an electronic form (E-form) and send it to the training centre.
After this, they are sent the relevant
manuals and the training begins. Users communicate with tutors
electronically and are encouraged and monitored by these authorised
trainers. Many companies provide a workshop upon completion of
the course to monitor progress, give more hands-on practice and
assess any weaknesses.
Less lolly with MOLI
MOLI has a number of unique advantages over more traditional classroom-based training courses. For example, courses online tend to
be a great deal cheaper than their classroom alternatives. A week long course in Windows NT in a classroom can cost up to £1,500, whereas a similar online course costs around £300 ñ although it would probably take longer to
complete, around six weeks on average. Additionally, with MOLI, users can study at times which suit them.
Microsoft is also about to launch a technical support forum on
the Internet, where users will be able to post their questions
to qualified Microsoft technical support staff.
Back in the classroom
However, all self-paced training methods such as computer-based training, books, videos and even online training, naturally rely on the trainee to be disciplined in his or her learning. Self-paced training courses may suit the very dedicated but are not good for everyone. If youíre the
sort of person who thrives in a classroom environment where you have a highly qualified trainer, a PC of your own and a concentrated period away from your office to learn, it will probably pay to look towards a classroom based training course.
Although thereís no industry-wide watchdog for IT training
organisations, Microsoft does run a stringent international approval
and accreditation programme for trainers of Microsoft products.
Training centres awarded a Microsoft stamp of approval must meet
tough requirements, have a high level of technical knowledge and
are spot checked regularly by Microsoft to ensure standards are
maintained.
Types of training centre
There are two types of Microsoft authorised training centre. The first, Solution Provider Authorised Training Centres (ATCs), specialise in desktop applications such as Word and Excel and desktop operating systems such as Windows 95. ATCs must have a specific number of Microsoft Certified Trainers on board and must meet certain requirements in terms of resources and quality. There are currently 138 ATCs in the UK.
The second tier of training centre will have the Solution Provider
Authorised Technical Education Centre (ATEC) mark of approval.
ATECs specialise in providing technical support for Microsoftís
advanced products such as Windows NT and developer tools as well
as providing desktop application training like ATCs. All ATECs
use Microsoft Official Curriculum courseware and employ a specific
number of Microsoft Certified Trainers.
Facing the challenge
ATCs and ATECs will offer a range of training courses from one day courses in desktop applications through to week long courses including
official exams and certification. Both ATCs and ATECs can also train you to become qualified as a Microsoft Certified Professional (MCP), of which there are currently 4,000. More and more organisations are asking for such qualifications in their recruitment advertising and many people quite rightly see an MCP qualification as a vital addition to their CV. Becoming qualified as an MCP is no mean feat,
however. It can take between six weeks and a year to learn the relevant products to a sufficient level and there are tough exams at the end of the course. MCPs are therefore for the most dedicated of staff who want in-depth knowledge of designing, implementing and supporting Microsoft products. Delegates must take between one and 6 performance-based exams to make the grade. Each exam costs £65 and is either taken at a Sylvan Prometric testing centre or at one of the ATCs or ATECs who also double up as examination centres. Each exam takes around an hour to complete and comprises multiple choice, performance-based questions.
Levels of qualification
There are three levels of qualifications under the MCP umbrella. The first, a Microsoft Certified Product Specialist (MCPS), requires an in-depth knowledge of at least one Microsoft operating system ñ Windows 95 for instance.
The next step up, a Microsoft Certified Systems Engineer (MCSE), requires a candidate to design and develop custom business solutions with Microsoftís development tools, Microsoft Office and Microsoft BackOffice products such as Windows NT. MCSEs must first take the MCPS exam, then pass four operating systems exams and two further exams in products such as Mail, Microsoft SQL Server or SNA Server.
A Microsoft Certified Solution Developer (MCSD) must pass four performance-based operating system exams, two core exams and two further elected exams of their choice.
Microsoft is in the process of encouraging its training centres to offer multiple forms of IT training to suit every type of customer. Many already offer online training through MOLI Oxford Computer Training for example and
others are looking into publishing books and computer-based training software as well. In order to help consumers, Microsoft has already introduced the MCP Approved Study Guide logo so that it can quality check training companies when they do take the plunge.
The price of a good training course varies but increased competition in the market place has helped bring prices down. Most ATCs and ATECs will provide on and off site training and provide bulk discounts to reduce the cost of training. Remember, however, that while it is often cheaper to ask training companies to train staff at your premises, the most beneficial type of training then takes place at the training company itself, away from everyday distractions.
A good training company will always assess your staffís individual needs before recommending a course but ultimately the onus is on you to pick the appropriate level. A programmer will probably get little out of a ëbasic introduction to Wordí course, for example, while an absolute beginner will be out of their depth on an ëadvanced Visual Basicí training course.
Itís harder to monitor the success of a training course
after the event. While they invariably increase productivity and
reduce costly support calls in the long run, they can actually
increase the number of support calls immediately afterwards. Donít
panic if this happens to you ñ itís usually because
users know more, are more confident of asking questions and are
asking much more in-depth questions. To counter this, many training
companies will send a trainer to your offices after the training
course to monitor progress and answer any further questions or
problems that have cropped up.
Future developments
Microsoft is also keen to encourage the more established night schools and universities to become qualified to train students to MCP
status. Though its plans have not yet been finalised, it intends to introduce a new Microsoft Authorised Academic Training Centre stamp of approval next year and students will be offered cut price exams. This will mean that university students will be better equipped to enter the IT workplace after graduating.
Microsoft is also working closely with the UK government to gain sponsorship for
students who are already on the National Vocational Qualification (NVQ) programme to become qualified on one of the Microsoft Certified Professional programmes. This unique idea will hopefully appear later this year.
Whichever type of course you opt for, good IT training is invaluable if you want to get the most out of your Microsoft software.
Donít bury your head in the sand as some businesses do
and think IT training merely gives your staff the qualifications
to leave. Instead, think of it as an opportunity to reap the rewards
that will inevitably come out of the courses. Ask yourself: can
you or your company afford to miss out on the 80% of each Microsoft
product thatís not being utilised? M
Microsoft Press books take you step by step through individual
applications, and provide a great way to train yourself at your
own speed, and in as much depth as you need.
Help facilities are built into all Microsoft applications. The
AnswerWizard in Microsoft Office 95 offers Natural Language help,
so that you can type in a question and find out how to perform
a task.
Another example of the Help facilities in Microsoft applications.
Here the Import Spreadsheet Wizard in Microsoft Access 95 guides
you step by step through importing data from Microsoft Excel.
Training in action
Running Barefoot
Steve Newby from
Bull Information Systems
Integris Solutions Division
It took Steve Newby, from Bull Information Systems Integris Solutions Division, four months to become qualified as a Microsoft Certified Systems Engineer through Barefoot, one of Microsoftís Solution Provider Authorised Technical Education Centres (ATECs). He has attended many training courses, ranging from two days to a week at Barefootís offices and he has taken exams in Microsoft Windows NT Server, Windows NT Workstation, Windows 95, SNA Server, Mail, LAN Manager, Word, Windows 3.1 and Windows for Workgroups. Newby fine tunes his knowledge often and takes an exam each time a major Microsoft software revision is released to keep his qualification up to date. Clearly an exam addict, Newby is taking an exam for the pending release of Windows NT 4.0 and also plans to re-take two exams he failed, on SQL Server and Excel.
Newby has beta tested new Microsoft exams including Windows NT Server 3.51. The beta tests take two hours, double the time of a usual exam, but help to establish new standards for training companies and the industry as a whole.
Newby considers himself lucky to have been given the opportunity by his employer to qualify as a Microsoft Certified Systems Engineer. ìI really appreciate what itís done for me. I now have an industry recognised qualification, and invaluable knowledge about a wide range of products,î he says.
With so many exam passes to his name, Newby believes he can recognise
a good training course and trainer when he sees one. ìThe
Barefoot training centre is very relaxed and friendly. That helps
you take information in and pay more attention.î Newby believes
the best trainers are often those who freelance as consultants
and therefore have a broader experience of how businesses really
operate. ìThey have real world experience. This is vitally
important in business because a lot of the questions we ask relate
to real world events.î
Training in action
Teaching from the converted
Thomas Lee, a Microsoft Authorised Trainer
Despite 20 years experience in the computer industry and a computer science degree to his name, it still took Thomas Lee seven months of hard work to become a Microsoft Certified Systems Engineer. The qualification enabled him to become a Microsoft Authorised Trainer
himself and teach others. Lee says that while applications such as Windows 95 are a quantum leap forward from their predecessors in terms of ease of use, everyone still needs training to get the most out of a product. Though Leeís an advocate of computer-based training, he warns that nothing can beat having a real person teaching you, watching over your shoulder and being able to answer all of your questions immediately.
Lee was also one of the beta testers of Microsoftís Online
Institute (MOLI) and believes itís a very cost effective
and convenient means of training staff all the way up to MCP level.
The Microsoft Online Institute (MOLI) already has over 900 students
worldwide who can receive online training in software ranging
from Microsoft Word to Windows NT.
Once youíve entered the Microsoft Online Institute, you
can take a tour around the virtual campus, and even order a book
from the MOLI bookstore.
Training in action
The company man
Malcolm Hayton from BP Chemicals
Malcolm Hayton works for BP Chemicals and has found it far more beneficial, and cost effective, to ask training companies to perform courses at BPís offices. BP has its own dedicated building for IT training including one training room with six PCs. The company used Microsoft ATEC Oxford Computer Training to train its staff in Microsoft Project recently and found courses on its own premises could be much better tailored to BPís specific needs.
The company has been training its 1,000 staff in IT since the 1970s and attempts to improve the return on training investment by fine tuning its selection programme. Hayton says the
company doesnít send all users on all courses but provides
specific application training for those people who use a product
in their everyday jobs.
Whichever type of course you opt for, good IT training is invaluable
if you want to make sure that you get the most out of your Microsoft
software
If you thrive in a classroom where you have a trainer, a PC of your own and a concentrated period away from your office to learn, itíll pay to look at one of Microsoftís classroom-based training courses.