by Mary Lou Seymour, South Carolina

Dear Ms. Techie: My program has decided to upgrade its case management system (CMS) or go to an entire new CMS, and has asked the me as the CRPs to test the new or proposed system! What do I do?

Dear Computer Responsible Person:
First, find out: What are the main reasons for upgrading or changing the CMS, from management's point of view? In other words, what current functions are supposed to be improved, and, what new functions are to be added?

You presumably already know what your current CMS functions are, so list the current functions (i.e. conflict check, income eligibility, CSR reports etc). By each function, write out what management thinks needs to be improved and list what you think needs to be improved. Now, list the new functions to be added given to you by management. Finally, list any additional functions you think need to be added. Even if you were not on the original team that determined what functions are needed, this is your chance to give input.

Look over your three lists (old CMS functions with improvements, new functions to be added by management, new functions you suggested). If there are any functions in the list of old CMS functions that are not included in the list from management of improved functions, find out how these functions are to be addressed.

Once you have the above information, list the staff in your office and what functions each normally performs on CMS. Put the appropriate name(s) by each function. Now, ask the staff you have listed who would be interested in helping you test the functions listed for them.

If the testing is to be performed in your office, involve as many staff as possible in the process, for two reasons.

• Change is difficult for everyone, even "good change". Being asked to actively participate in the testing gives the staff an "ownership interest" in the new system, and will help smooth the transition.
• From a practical standpoint, getting as much input from different staff and different levels of users helps insure that the new system is as user friendly as possible.

If the testing is to be done at some other location, do everything you can to have a final test before deployment in your office, Failing that, at least try to get one staff from each position that will use the system (from managing attorney to volunteer from the local Council on Aging) assigned to test the functions they will be asked to use.