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Module 1.5: Integrated Data Collection

Module 1.5: Integrated Data Collection. Purpose of Module 1.5. This module will help you to: Integrate what you’ve learned today. Become familiar with the Guidebook. Develop an Action Plan for your agency. Efficiently collect all data. Where Are We?. So Far, We Have Learned About.

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Module 1.5: Integrated Data Collection

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  1. Module 1.5:Integrated Data Collection

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

  3. Where Are We?

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

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

  6. Add 3 More Steps • 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.ppt

  7. Why? • 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.ppt

  8. Three Additional Steps There’s More?

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

  10. Action 1: Create an Action Plan. • Meet as a team. • List the 8 major data collection steps. • 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.ppt

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

  12. Action 2: Consult with Agency Leaders. • Send a memo to or call agency leaders to request a meeting. • 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.ppt

  13. Action 2a: Send Memo to Leaders. • 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.ppt

  14. Action 2b: Meet with Leaders. • 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.ppt

  15. Action 3a: Inform Data Resources. • Develop a memo for leaders to send to data resources. • Example: “Memo to Data Resources.doc” • 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.ppt

  16. Action 3b: Inform A. S. Employees. • Develop a memo for leaders to send to Administrative Services employees. • Example: “Memo to AS Employees.doc” • 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.ppt

  17. Located in Appendix B of Guidebook. Addresses sensitivity issues. 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.ppt

  18. 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.ppt

  19. Emphasize that your purpose is to collect baseline information for training and communications. 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.ppt

  20. Review of All Action Steps

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

  22. Action 2: Consult with Agency Leadership. • Send a memo to agency leaders. • 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.ppt

  23. Action 3: Inform Data Resources and A. S. Employees. • 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.ppt

  24. Action 4: Collect Data for Org_Template. Health Services Admin Services Personnel (PFTs) Activities ChecklistFinancial Materials Cyclical or Dept. Division BranchAuthorized Filled UnfilledMgmt Mgmt Support Office of N/A N/A 3 3 0 x x Program Support Financial N/A 10 9 1 x x Mgmt Template Guidebook, page 16. Due September 14 P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt

  25. 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 444-33-2222 Payments Personnel Data Guidebook, page 21. Due September 14 P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt

  26. Action 6: Complete the Activities Sheets. Uses KAPS Uses STARS Mat. Mgmt. Subtotal FTEs Cyclical/Support Subtotal FTEs Fin. Mgmt. Subtotal FTEs Non-Admin. Subtotal FTEs Total FTEs Division/ Branch/ Name Payments Thomas, Sue 0.3 0.6 0.1 0.0 1.0 X Roberts, Bill 0.4 0.1 0.1 0.4 1.0 Activities Summary Guidebook, page 22. Due October 15 P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt

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

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

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

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

  31. What’s Next? 1998 1999 July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June Jul Skill requirements and ‘to be’ positions defined F&A ‘to-be’ position descriptions complete Workforce Transition Plans complete Course 3: Agency-specific Workforce Transition, Job Roles and Org. Design Training Course 1: Org. Design Training for Agencies Course 2: Org. Design Training for Agencies Project Stakeholder Analysis Admin. Svs. Career path definition Agency Admin. Services Employee Lists Due Agency “As Is” Data Due Agency Admin. Services Employee PD Forms Due Agency position descriptions defined Project Milestone P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt

  32. Where Do I Turn for Help?

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

  34. Key Resources for You • For general questions/deliverables: • Gail Prewitt • gprewitt@mail.state.ky.us • 502-564-4240 • For questions about PD forms: • Jim Stanley • jim.stanley@mail.state.ky.us • 502-564-4503 P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt

  35. Review of Guidebook 1 Contents • Step-by-step instructions • Illustrated examples of deliverables • 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.ppt

  36. Course 1 Wrap-Up Done!

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

  38. Questions & Answers

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