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

2. 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

3. 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

4. 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

5. 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

6. Overview

7. 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

8. 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.

9. 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

10. 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

11. The “Big Picture” As-is Data Today - July 1, 1999 July 1 - Nov. 1999
Dec 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

12. QUESTIONS???