P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt1 1 Module 1.5: Integrated Data Collection

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt2 Purpose of Module 1.5 This module will help you to: b Integrate what you’ve learned today. b Become familiar with the Guidebook. b Develop an Action Plan for your agency. b Efficiently collect all data.

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt3 3 Where Are We?

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt4 So Far, We Have Learned About... b As-Is Analysis and Tools b Position Assessment and Tools b Data Collection Procedures b Data Collection Resources

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt5 But How Do We …. b Pull it all together?

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt6 Add 3 More Steps b Before collecting any data, we recommend 3 additional steps: Create an Action Plan for your agency. Consult with your agency’s leaders. Inform data resources and A.S. employees.

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt7 Why? b These steps will ensure you have what you need to collect data.

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt8 8 Three Additional Steps There’s More?

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt9 Recommended Action Steps

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt10 Action 1: Create an Action Plan. b Meet as a team. b List the 8 major data collection steps. b For each step, indicate: –Deliverable –Tools available –Specific names of data resources –Who will collect the data (AIL or designee) –Deadline for submission Guidebook, page 10.

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt11 Example: Action Plan.xls

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt12 Action 2: Consult with Agency Leaders. b Send a memo to or call agency leaders to request a meeting. b Meet with your agency’s leaders to discuss the data collection process. Guidebook, page 11.

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt13 Action 2a: Send Memo to Leaders. b Send a memo to or call agency leaders. Indicate that: –You are collecting baseline information. –Data is due to AIL no later than October 9. Request a meeting to discuss data collection needs. “Memo to Leadership.doc” provides an example.

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt14 Action 2b: Meet with Leaders. b Meet with your agency’s leaders. Discuss your data collection needs. –Time to complete tasks –Support of data resources Request that a memo be sent to all data resources. Request that a memo be sent to all A.S. employees.

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt15 Action 3a: Inform Data Resources. b Develop a memo for leaders to send to data resources. Example: “Memo to Data Resources.doc” b Encourage leaders to send it out by 9/4/98. Guidebook, page 14.

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt16 Action 3b: Inform A. S. Employees. b Develop a memo for leaders to send to Administrative Services employees. Example: “Memo to AS Employees.doc” b Encourage leaders to send it out by 9/4/98. Guidebook, page 15.

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt17 b Located in Appendix B of Guidebook. b Addresses sensitivity issues. b Offers “Talking Points” as guidelines for meetings with leaders and resources. Communications Toolkit

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt18 b Be aware that leaders and others may be sensitive because they may be worried about: –Having their jobs reclassified. –Providing Social Security Numbers and other confidential data about personnel. Communications Strategies

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt19 b Emphasize that your purpose is to collect baseline information for training and communications. b Use the language provided in the sample memos for Actions 1 through 3 as guidelines. Communications Strategies

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt20 Review of All Action Steps

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt21 Action 1: Develop an Action Plan. Guidebook, page 10.

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt22 Action 2: Consult with Agency Leadership. b Send a memo to agency leaders. b Meet to discuss data collection timeline and needs. Guidebook, page 11.

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt23 Action 3: Inform Data Resources and A. S. Employees. b Ask leaders to send a memo to data resources and A. S. employees: Telling why data collection is important. Indicating deadlines. Seeking cooperation and support. Guidebook, page 13.

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt24 Action 4: Collect Data for Org_Template. Template Health ServicesAdmin Services Personnel (PFTs) Activities Checklist FinancialMaterials Cyclical or Dept. Division Branch Authorized Filled UnfilledMgmtMgmt Support Office ofN/AN/A x x Program Support Financial N/A x x Mgmt Due September 14 Guidebook, page 16.

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt25 Action 5: Create the Personnel Data Sheet. Division/ Last Name, Class Class Branch First Name Code Title Social Security # Fin. Mgmt./ Thomas, Sue 9243 Purch. Agent Payments Due September 14 Personnel Data Guidebook, page 21.

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt26 Action 6: Complete the Activities Sheets. Due October 15 Fin. Mgmt. Subtotal FTEs Cyclical/Support Subtotal FTEs Mat. Mgmt. Subtotal FTEs Non-Admin. Subtotal FTEs Total FTEs Activities Summary Division/ Branch/ Name Payments Thomas, Sue X Roberts, Bill Guidebook, page 22. Uses KAPS Uses STARS

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt27 Action 7: Complete the Training Sheet. Due October 15 Training Guidebook, page 28. Employee Name: Relevant Training/Experience Last Name, First Name Keyboarding WordExcel Thomas, Sue Adv. training, Beg. Training, DIS, 3/14/95 DIS, 8/1/98

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt28 Action 8: Submit Position Description Forms. PD Form b Submit current Position Description Forms for each A. S. employee to Gail Prewitt by November 30. Due November 30 Guidebook, page 30.

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt29 Review of Action Steps

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt30 Action Plan Exercise b Take fifteen minutes to begin forming your team’s action plan b Use Disk 2 under tools to enter your action steps

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt31 What’s Next? JulyAugSeptOctNovJanDecFebMarMayAprJuneJul Course 2: Org. Design Training for Agencies Course 3: Agency- specific Workforce Transition, Job Roles and Org. Design Training Agency position descriptions defined Project Stakeholder Analysis Course 1: Org. Design Training for Agencies Project Milestone Skill requirements and ‘to be’ positions defined F&A ‘to-be’ position descriptions complete Workforce Transition Plans complete Admin. Svs. Career path definition Agency Admin. Services Employee Lists Due Agency “As Is” Data Due Agency Admin. Services Employee PD Forms Due

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt32 Where Do I Turn for Help?

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt33 Key Resources for You b Course 1 Manual Guidebook 1 Course 1 Disk 2 with Example File Folder Copies of Course 1 Presentations Course 1 Exercises and Self-Tests b Manuals for Microsoft Excel and Word

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt34 Key Resources for You b For general questions/deliverables: Gail Prewitt b For questions about PD forms: Jim Stanley

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt35 Review of Guidebook 1 Contents b Step-by-step instructions b Illustrated examples of deliverables b Appendices: Activities Dictionary Communications Toolkit Agency Administrative Services Index Training and Experience Index Software Assistance Guide

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt36 Course 1 Wrap-Up Done!

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt37 Summary b You now have the tools and resources to collect baseline information about your agency. b You have a Guidebook and copies of all Course 1 materials for references. b You are ready to begin data collection!

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt38 Questions & Answers