Workforce Transition for Your Agency’s Administrative Services Module 2.0 Introduction and Overview March 16-18, 1999

Our purpose for the day is to... Present the Finance and Administration Cabinet’s Organizational changes in the Administrative Services area Introduce the new “to-be” roles and how they relate to the as-is environment Ensure understanding of the Personnel regulations and statutes Introduce some proposed class specifications Present a workforce transition tool Introduce the concept of a security profile

Our agenda for the day was shaped by you... In January we asked you to define what would be useful for training: 21 agencies responded 16 agencies wanted to hear about the Finance and Administration Cabinet’s organizational changes 15 agencies wanted to hear about to-be roles and receive templates to use for communication and planning purposes 9 agencies felt a workforce transition tracking tool would be useful 12 agencies wanted organizational structure options

Today’s agenda 8:45 Finance and Administration Cabinet Organizational Changes and Agency Implications 9:45 To-Be Roles and Responsibilities for Agency Employees 11:20 Proposed Class Specifications and Personnel Considerations for the Transition 12:00 Lunch 1:00 MARS Security Profile Introduction 1:15 Workforce Transition Planning and Tracking Tool and Guidelines 3:15 Break 3:30 Transition planning and Wrap-up

Our approach is to encourage interaction Please ask questions at any time Questions we can’t answer will be recorded and answered as soon as possible When feasible, we will have hands on use of the tools and the software Feel free to leave at any time if you feel you have the information you need

Overview

Participant Composition? Delivery of this training was structured for “like” groups Tuesday, March 16 Large and medium sized agencies; Wednesday, March 17 Medium sized agencies; and Thursday, March 18 Small agencies. The content of each session will be the same, but we will try to focus on the concerns and questions characteristic of each day’s participants

Information that you will receive today... Disk WT_Exercise.xls Roles folder.ppt AsIs_ToBe.ppt WT_Plan.doc WT_Out.doc Guidebook.zip Presentation materials and supporting documentation for notebooks Course 2 Disk 1 Course 2 Disk 2 You have two Diskettes in your packets. On Disk One. The Tools you will find, include: Word File: Guidebook General Instructions: Provide detailed step-by step instructions for the data collection process. Admin Activities Dictionary: Provides a comprehensive list of admin activities including detailed definitions. It will provide the basis for completing the excel worksheets. Excel Files and Worksheets: Org_Template.xls: Prepares a baseline assessment of agency structures and functions and helps you understand the scope of admin services activities. Dept_Data.xls: contains Personnel Data and Activity Worksheets for one agency. It is located on Disk 2 Personnel Data Worksheet: Identifies and lists the employees who perform administrative services activities. Activity Worksheet: Documents the % of time each employee spends on specific administrative services activities.

Information you will receive soon Zipped file of your specific agency’s workforce transition tool Software to unzip the files and instructions for how to unzip the file Some roles that are still being refined Answers to questions that arise today

Three Primary Transition Areas for Employees Positions 1. No significant changes in current work activities 2. Significant changes in most, if not all work activities 3. Current work activities will go away or be consolidated Employees may or may not be relocated in a different unit Employees will require training in new responsibilities, and may relocate to another unit Employees will transition to an existing vacancy or a new position created as a result of redesigned system REDEPLOY

The “Big Picture” As-is Data Today - July 1, 1999 July 1 - Nov. 1999 Dec. 1999 - onwards Receive Business Case Targets Identify Consolidation Areas Begin additional training for employees Distribute roles to field and program areas if not done prior to July 1 Redeploy Employees Identify Employees to Receive MARS Training Map employees to new roles Determine Security Profiles Draft transition plan and populate tool As-is Data Complete New PDs Some classification s will be available earlier and might lend themselves to development of PDs earlier than December 1999 Continue Training Meet Targets

QUESTIONS???