P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt 1 Module 1.4: Position Assessment

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt2 Purpose 4 Define “Position Assessment.” 4 Explain the process and tools you will need. 4 Introduce the new position description form so you can use it to capture all of this current information!

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt 3 Definition of Position Assessment

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt4 What Is a Position Assessment? 4 It is the identification of employees by: –Current position held –Relevant training and experience

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt5 Why Is It Important? 4 It will allow the creation of a database which will make this data easily accessible. 4 The database will, upon completion, assist in any necessary job reclassifications. 4 It will be used to identify skill gaps and the training needed during transition to MARS.

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt6 What Data Must Be Collected Now? 4 For all employees who perform administrative services functions, collect: –Class Code and Class Title –Social Security Number –Relevant training and experience data –Current position description forms

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt 7 Data Collection Tools

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt8 Tools Course 1 Diskettes 4 Disk 1: Dept_Data.xls –Personnel Data Worksheet –Training Worksheet 4 Disk 2: Tools/PD Form.doc

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt 9 Microsoft Excel Worksheets These worksheets are in the files created for each department during Module 1.3. Division/ Last Name, Class Class Branch First Name Code Title Social Security # Fin. Mgmt/ PaymentsThomas, Sue Personnel Data Training Fin. Mgmt. Activities Mat. Mgmt. Activities Other Activities Summary

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt10 Dept_Data.xls: Personnel Data Worksheet 4 Purpose: –To list names, class codes, class titles, and social security numbers for all employees who perform administrative services functions. –This information will remain confidential! 4 Recommended Data Sources: –Activities Dictionary –Agency A.S. Index –Personnel Administrator

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt11 Example Division/ Last Name, Class Class Branch First Name Code Title Social Security # Fin. Mgmt./ Payments Thomas, Sue Personnel Data Step 1Step 2 Step 3: Save and submit the file. Guidebook, page 19.

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt12 Step 1: Enter the Class Code and Title. Division/ Last Name, Class Class Branch First Name Code Title Social Security # Enter the Class Code and Class Title for each employee. Personnel Data Fin. Mgmt./ Payments Thomas, Sue 9243 Purch. Agent

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt13 Step 2: Enter the Social Security Number. Division/ Last Name, Class Class Branch First Name Code Title Social Security # Enter the Social Security number for each employee. Personnel Data Fin. Mgmt./ Payments Thomas, Sue 9243 Purch. Agent

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt14 Step 3: Save and submit the file. 4 Save the file and submit a copy to Gail Prewitt by September 14.

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt15 Review of Procedure 4 Step 1: Enter the Class Code and Title. 4 Step 2: Enter the Social Security Number. 4 Step 3: Save and submit the file by … September 14!

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt16 Dept_Data.xls: Training Worksheet 4 Purpose: –To collect the training/experience history of all employees who perform Administrative Services. –This will help identify the training needed to prepare for MARS implementation. 4 Use only if requested by Central A.S. Team! –This data was collected for most employees in OCT Recommended Data Sources: –Appendix D: Training Index –Personnel Administrator –Agency liaison for Governmental Services Center.

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt17 Example Employee Name:----- Relevant Training/Experience Last Name, First NameKeyboarding WordExcel Training Steps 1&2Step 3 Step 4: Save and submit the file. Guidebook, page 28.

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt18 Step 1: Copy names from Personnel Data. Move to tab labeled Personnel Data. Highlight column C. Select from the menu. Division/ Last Name, Class Class Branch First Name Code Title Social Security # Column C Personnel Data Fin. Mgmt./ Payments Thomas, Sue 9243 Purch. Agent

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt19 Step 2: Paste names in Training worksheet. Thomas, Sue Column A Move to tab labeled Training. Highlight column A. Select from the menu. Training Employee Name: Relevant Training/Experience Last Name, First Name Keyboarding WordExcel

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt20 Step 3: Enter training and experience data. Enter relevant training and experiences from the last five years under each category. Include the date and source. Thomas, Sue Adv. training, Beg. Training, DIS, 3/14/95 DIS, 8/1/98 Training Employee Name: Relevant Training/Experience Last Name, First Name Keyboarding WordExcel

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt21 Step 4: Save and submit the file. 4 Save the file and a copy to Gail Prewitt by October 15.

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt22 Review of Procedure 4 Step 1: Copy names from Personnel Data. 4 Step 2: Paste names in Training Worksheet. 4 Step 3: Enter relevant training/experience. 4 Step 4: Save and submit the file by … October 15!

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt 23 Position Description Forms

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt24 Submit a Current PD Form 4 Submit a current position description form for each employee to Gail Prewitt by November If a current form is not available, you will need to create one. –The August 1998 revision of the form, PD Form.doc, has been provided on Disk 2. –Instructions for completing this form are included as Step 8 in the Guidebook (pages 29-32).

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt25 Form Has Changed! 4 Old: –Completed by employee, supervisor and/or personnel administrator. –Available in hard copy only. 4 New: –Completed and signed by immediate supervisor only. –May be electronically submitted to the Personnel Cabinet on-line through CICS (except for this project). –Used for classification purposes only -- not to write class specifications. –Effective

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt26 Key Changes in Reduced Number of Questions 4 Facilitation of Data Entry 4 Question 2: Type of Position –Old: Permanent, Seasonal, Temporary, Emergency, FFTL –New: Full-time, Part-time, Interim

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt27 Summary 4 The Position Assessment will provide critical information to support workforce transition during MARS implementation. 4 Timeline –Personnel Data Worksheet: September 14 –Training Worksheet: October 15 –PD Forms: November 30

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt 28 Questions & Answers

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt 29 Proficiency Test

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt30 Proficiency Test 4 Purpose: –To confirm that you are comfortable with all elements of the Position Assessment. 4 It is located in the manual under Proficiency Tests. 4 This will not be handed in! 4 It is “open book.” 4 You will have 15 minutes.