March 16-18, 1999 Module 2.2: New Roles and Responsibilities for Agency Employees

1 What are our objectives for this module? Identify the “to be” redesigned roles that will support MARS Introduce and supply the role templates designed to capture this information Provide guidelines regarding how agencies might use the role templates Set the stage for the introduction (in Module 2.4) of an agency-specific tool to support workforce transition efforts

2 What are the “take-away’s” for you? Understanding the purpose of the “to be” redesigned roles that will support MARS Awareness of options to ensure the “to be” templates meet your agency’s needs Ability to use module materials in identifying training needs and priorities The context and background needed for use of the agency-specific tool to be introduced in Module 2.4

3 What will our discussion of roles include? How is the term “role” defined? Why are we focusing on them? Concepts and Definitions Role Template OverviewHow were the “to be” redesigned templates created and what information do they contain? Core Business AreasDo the future roles extend to all of the Commonwealth’s key business areas? “As Is” Mapping to New Roles How are the “as is” activities linked to the “to be” redesigned roles? Pulling Things TogetherHow can you use the templates and the “as is” mapping in your agency’s transition efforts?

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5 What is a role? A role is a collection of similar activities which together complete a process or achieve a desired outcome. A process is an organized group of activities that together create customer value. An activity is a specific task. An employee may have several roles, but a role should not be split over two or more people. Ensuring successful implementation of MARS will require that roles be clearly defined.

6 Why are we talking about roles today? Roles are applicable to different agencies -- “positions” vary widely. Roles support an emphasis on Commonwealth-wide business results and away from “functional” organizations. Common roles help with implementation of the redesigned processes corresponding to MARS. Thinking about roles allows us to look beyond organizational boundaries to the activities that are essential to customer value. And...

7 Roles represent a critical “link.” Role templates describe the MARS responsibilities and outline the key changes to each role. They are not meant to replace existing position descriptions. MARS Security Profiles BusinessprocessesBusinessprocessesRoleProfilesRoleProfiles TrainingSchedulesTrainingSchedules Positions and People TrainingCurriculumTrainingCurriculum

8 Roles in a smaller agency... Smaller agencies have employees whose positions entail several Administrative Services roles. Activity Process Activity Role Activity Process Activity Role Position Roles are assembled to form a position.

9 Roles in a larger agency... Staff in larger (and even some medium-sized) agencies may function in more of a “specialized” capacity. Positions entail fewer Administrative Services roles -- and fewer processes -- than in smaller agencies. Activity Process Activity Role Position

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11 Many contributed to “to be” role development. MARS Lead Subject Matter Experts (LSME’s) MARS Subject Matter Experts (SME’s) Existing Administrative Services Position Descriptions and Class Specifications MARS Roadmaps MARS System Usage Analyses Administrative Services Activities Dictionary Focus groups with agency members

12 Page 1 begins with high-level information. Role Title Core Business Area: MARS Roadmap: “To Be” Redesigned Role Key Activities Role Description What is the name of the “To Be” Redesigned Role? Does a “MARS Roadmap” correspond to role? With what business process area is this role grouped? What purpose will this role serve? What essential activities will this role complete?

13 Page 1 then offers a closer look at activities. This area describes the key activities listed in the previous section. It considers: –When is an activity done? –How often must it be done? –Is coordination with other resources needed? It also includes other “non-key” tasks handled by the role. Detailed Activities

14 Page 2 compares current to new role. Current to New Role Comparison for Role: Changed Activities Activities That Remain the Same Activities No Longer Performed Other activities will be changed to a great degree when MARS is implemented. Some activities, for example, will have very different routing and/or authorization processes. Others may be entirely new. Some activities will no longer need to be done once MARS is implemented. Printing reports that are available on-line is an example of an activity that should be discontinued. Certain activities won’t change a lot when MARS is implemented. For example, some activities might have been completed before by using a system soon to be replaced.

15 Page 2 compares (continued). Current to New Role Comparison for Role: Definition of Terms Training and Skill Needs TimingTiming By July 1, 1999, the majority of activities listed within the “to be” roles will need to be performed. Others will be driven by a different timeline, such as those associated with the biennial budget cycle. MARS will require some new terminology, cited here. An example includes the term “contract,” which is how “purchase orders” are referenced in MARS. Most roles will require computer literacy and the ability to navigate through MARS. MARS Computer Literacy Training and Computer Based Training are designed to meet these needs. There are also a number of MARS modules focused on specific process areas.

16 Page 3 offers related notes and insights. Current to New Role Comparison for Role: Additional Notes Additional Notes Notes include information about: –Improvements to the way work is done; –Whether changes might require expectation-setting; –When coordination with central resources will change; –System modifications that could bring further changes; and/or –Distinctions regarding large vs. small agencies.

17 Page 3 also identifies relevant documents. Documents Relevant to Role Documents Relevant to Role MARS Documents Documents Formerly Used –If a MARS document replaces a document formerly used, the document names appear opposite each other (and are cross- referenced by the same number). –Such “replacements” do not occur in all instances -- MARS may have certain documents that have no equivalent in the “pre-MARS” environment. MARS documents are listed in the column to the left. Previously used documents (STARS, KAPS, and/or manual forms) are listed in the column to the right.

18 A “Template Key” also appears on page 3. Template Key This key details: –The reasons behind the use of different typeface and symbols; –The way in which activities are grouped; and –Where additional, relevant information may be found.

19 The role templates are designed for you! You will see, in Module 2.4, how the “to be” roles will provide a critical reference point in your workforce transition planning. You may wish to add information about agency-specific: –approval paths –“as is” activities –training suggestions –role structure Please don’t redistribute activities, since this may affect training and security profile planning.

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21 The templates span 10 core business areas. Budget Process Projects, Grants, & Cost Allocation $ $ $ $ Disbursements General Accounting Inventory Fixed Assets Internal Orders and Billing Travel Revenue & Receivables Purchasing & Payables

22 Agency roles exist in each area. Budget Process Fixed Assets Prepare and Manage Detailed Agency Budgets Manage Budget Appropriations and Allotments Biennial Budget Preparation Disbursements Generate Disbursements Request Immediate Check from Treasury Establish Payable (Straight Disbursement) Fixed Asset Property and Insurance Control Management Supervision of Fixed Asset Property Asset/Liability Management Establish Recurring Payable Monitoring and Approval of Disbursements & Payables Administer ProCard

23 Agency roles have been identified (continued). General Accounting Monitoring Payables Agency Fiscal Management/Supervision Table Maintenance Error Correction Internal Orders & Billing Process Internal Bills - Buyer Process Internal Bills - Seller Inventory Consumable Inventory Management Maintain Codes Processing Journal Vouchers Processing/Manage Loans Manage Funds Availability Accounting Manager

24 Agency roles have been identified (continued). Projects, Grants & Cost Allocation Grant Setup, Monitoring and Reporting Grant Management Cost Allocation Expert $ $ $ $ Purchasing & Payables Goods and Services Procurement Initiate and Request Goods or Services Purchasing Support Receiver Contract Administration

25 Revenue & Receivables Create & Process Accounts Receivable Approve Accounts Receivable Initiate Cash Receipts Cash Receipts Support Create & Process Cash Receipts Internal Approval of Cash Receipts Final Approval of Cash Receipts Maintain Customer Files Collection of Delinquent Accounts Receivable Write-Off Delinquent Accounts Receivable Agency roles have been identified (continued). Travel Prepare Expense Voucher Authorize Expense Voucher

26 There are also templates about administration. Agency Administration Processes Financial Reporting Agency Security Management Establish Agency Workflow Records Management Agency System Administration This area: –Is essential to smooth systems operations in each agency –Supports initiatives in each of the key business areas discussed –Will require close coordination with central resources

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28 This and other maps appear in Appendix A. Redesigned “To Be” Role“As Is” Activities Maps: –Are specific to each of the redesigned Administrative Services “To Be” roles –Contain activities from the Administrative Services Activities Dictionary Biennial Budget Preparation Compile agency history data(C: Biennial Budget Request Preparation) Check history data to CAFR Data collection and assimilation Prepare salary/benefit budget request Prepare programmatic budget request Prepare justification detail Respond to budget request inquiries Attend justification meetings Compile agency history data(C: Biennial Budget Request Preparation) Check history data to CAFR Data collection and assimilation Prepare salary/benefit budget request Prepare programmatic budget request Prepare justification detail Respond to budget request inquiries Attend justification meetings

29 How can you use this information? As a starting point for your workforce transition efforts. To create workforce transition plans. To help with decisions regarding staff deployment. To provide information needed to make decisions in the first months of MARS operations.

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31 Can I make changes to the materials? This help will be supported by the use of a tool to aid both your short- and long-term workforce transition efforts. Customize these materials to make them relevant to your agency’s particular circumstances. Don’t take activities from one role and paste them into another role. The resources here today will continue to be available to you for “action-planning” support and assistance. YES!

32 QUESTIONS ???