Module 1.5: Integrated Data Collection

1P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 1

Module 1.5:Module 1.5:

Integrated Data CollectionIntegrated Data Collection

P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 2

Purpose of Module 1.5Purpose 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?Where Are We?


So Far, We Have Learned So Far, We Have Learned About ...About ...

As-Is Analysis and Tools Position Assessment and Tools Data Collection Procedures Data Collection Resources


But How Do We ….But How Do We ….

Pull it all together?


Add 3 More StepsAdd 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.


Why?Why?

These steps will ensure you have what you need to collect data.


Three Additional StepsThree Additional Steps

There’s More?


Recommended Action Recommended Action StepsSteps

Action Module Due Date

Create an Action Plan. 1.5 Now

Consult with agency leaders about datacollection needs.

1.5 9/4/98

Inform A.S. employees and resourcesabout the data collection process.

1.5 9/4/98

Collect data for Org_Template. 1.3 9/14/98

Complete Personnel Data Worksheet. 1.3 9/14/98

Complete Activities Worksheets. 1.3 10/15/98

Complete Training Worksheet (if needed). 1.4 10/15/98

Submit Position Description forms. 1.4 11/30/98


Action 1: Action 1: Create an Action Plan.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.


Example: Example: Action Plan.xlsAction Plan.xls

Action ToolsData Collection Resources

in Cabinet Who Will Complete? Due Date

1 Develop Agency Data Collection Plan

Guidebook 1,Action Plan.xls

Department Heads/Mgrs.,Personnel Administrator

Organization/Workforce Team

Now

Talking Points in Guidebook,Memo to Leadership.doc

AIL (or designee, if several per Cabinet)

9/4/98

Talking Points in Guidebook AIL (or designee, if several per Cabinet)

9/4/98

3 Inform Data Resources and A.S. Employees

Memo to Data Resources.docMemo to AS Employees.doc


9/4/98

4 Complete Org_Template

Guidebook 1,Org_Template.xls, Module 1.3

Personnel Administrator,Dept Heads/Mgmt, as needed

Implementation Team designee

9/14/98

5 Complete Personnel Data Worksheet

Guidebook 1, Dept_Data.xls,Modules 1.3 & 1.4


Personnel Administrator 9/14/98

6 Complete Activity Worksheets

Guidebook 1,Dept_Data.xls,Personnel Data Worksheet,Module 1.3

Department Heads/Mgrs.,Personnel Administrator, Evaluations, Position Descriptions (only if needed)


10/15/98

7 Complete Training_Worksheet

Guidebook 1,Training Worksheet,Personnel Data Worksheet,Module 1.4

Personnel Administrator,GSC Liaison

GSC Liaison (Registrar Teaching System)

10/15/98

8 Submit Position Description Forms

Guidebook 1,PD Form.doc, Module 1.4

Personnel Administrator,Dept. Heads/Managers,Activity Worksheet

Personnel AdministratorManagers

11/30/98

2 Consult with Agency Leaders


Action 2: Action 2: Consult with Agency Consult with Agency Leaders.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.


Action 2a: Action 2a: Send Memo to Send Memo to Leaders.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.


Action 2b: Action 2b: Meet with Leaders.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.


Action 3a: Action 3a: Inform Data Inform Data Resources.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.


Action 3b: Action 3b: Inform A. S. Inform A. S. Employees.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.


Located in Appendix B of Guidebook. Addresses sensitivity issues. Offers “Talking Points” as guidelines for

meetings with leaders and resources.

Communications ToolkitCommunications Toolkit


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 Communications StrategiesStrategies


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 Communications StrategiesStrategies


Review of All Action Review of All Action StepsSteps


Action 1: Action 1: Develop an Action Develop an Action Plan.Plan.

Action ToolsData Collection Resources

in Cabinet Who Will Complete? Due Date

1 Develop Agency Data Collection Plan

Guidebook 1,Action Plan.xls

Department Heads/Mgrs.,Personnel Administrator

Organization/Workforce Team

Now

Talking Points in Guidebook,Memo to Leadership.doc


9/4/98

Talking Points in Guidebook AIL (or designee, if several per Cabinet)

9/4/98

3 Inform Data Resources and A.S. Employees

Memo to Data Resources.docMemo to AS Employees.doc


9/4/98

4 Complete Org_Template

Guidebook 1,Org_Template.xls, Module 1.3



9/14/98

5 Complete Personnel Data Worksheet

Guidebook 1, Dept_Data.xls,Modules 1.3 & 1.4


Personnel Administrator 9/14/98

6 Complete Activity Worksheets

Guidebook 1,Dept_Data.xls,Personnel Data Worksheet,Module 1.3

Department Heads/Mgrs.,Personnel Administrator, Evaluations, Position Descriptions (only if needed)


10/15/98

7 Complete Training_Worksheet

Guidebook 1,Training Worksheet,Personnel Data Worksheet,Module 1.4

Personnel Administrator,GSC Liaison

GSC Liaison (Registrar Teaching System)

10/15/98

8 Submit Position Description Forms

Guidebook 1,PD Form.doc, Module 1.4

Personnel Administrator,Dept. Heads/Managers,Activity Worksheet

Personnel AdministratorManagers

11/30/98

2 Consult with Agency Leaders

Guidebook, page 10.


Action 2: Action 2: Consult with Agency Consult with Agency Leadership.Leadership.

Send a memo to agency leaders. Meet to discuss data collection timeline

and needs.

Guidebook, page 11.


Action 3: Action 3: Inform Data Resources Inform Data Resources and A. S. Employees.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.


Action 4: Action 4: Collect Data for Collect Data for Org_Template.Org_Template.

Template

Health Services Admin Services

Personnel (PFTs) Activities Checklist FinancialMaterials Cyclical or Dept. Division Branch Authorized Filled Unfilled Mgmt Mgmt Support

Office of N/A N/A 3 3 0 x x Program Support Financial N/A 10 9 1 x x

Mgmt

Due September 14Guidebook, page 16.


Action 5:Action 5: Create the Personnel Create the Personnel Data Sheet.Data Sheet.

Division/ Last Name, Class ClassBranch First Name Code Title Social Security #

Fin. Mgmt./ Thomas, Sue 9243 Purch. Agent 444-33-2222 Payments

Due September 14

Personnel Data

Guidebook, page 21.


Action 6: Action 6: Complete the Activities Complete the Activities Sheets.Sheets.

Due October 15

Fin

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gm

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Su

bto

tal FTEs

Cyclical/

Su

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ort

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ub

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Mat.

Mg

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ub

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Non

-Ad

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ub

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l FTEs

Tota

l F

TEs

ActivitiesSummary

Division/

Branch/Name

PaymentsThomas, Sue 0.3 0.6 0.1 0.0 1.0 X

Roberts, Bill 0.4 0.1 0.1 0.4 1.0

Guidebook, page 22.

Uses K

AP

S

Uses S

TA

RS


Action 7: Action 7: Complete the Training Complete the Training Sheet.Sheet.

Due October 15

Training

Guidebook, page 28.

Employee Name: ----- Relevant Training/Experience ------Last Name, First Name Keyboarding Word

ExcelThomas, Sue Adv. training, Beg. Training,

DIS, 3/14/95 DIS, 8/1/98


Action 8: Action 8: Submit Position Submit Position Description Forms.Description Forms.

PD PD FormForm

Submit current Position Description Forms for each A. S. employee to Gail Prewitt by November 30.

Due November 30Guidebook, page 30.


Review of Action StepsReview of Action Steps

Action Module Due Date

Create an Action Plan. 1.5 Now

Inform agency leaders about datacollection needs.

1.5 9/4/98

Inform A. S. employees and dataresources about data collection needs.

1.5 9/4/98

Collect data for Org_Template. 1.3 9/14/98

Complete Personnel Data Worksheet. 1.3 9/14/98

Complete Activities Worksheets. 1.3 10/15/98

Complete Training Worksheet (if needed). 1.4 10/15/98

Submit Position Description forms. 1.4 11/30/98


Action Plan ExerciseAction Plan Exercise

Take fifteen minutes to begin forming your team’s action plan

Use Disk 2 under tools to enter your action steps


What’s Next?What’s Next?

July Aug Sept Oct Nov JanDec Feb Mar MayApr June Jul

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

WorkforceTransition

Planscomplete

Admin. Svs. Career path definition

Agency Admin. Services

Employee Lists Due

Agency “As Is”

Data Due

Agency Admin. Services

Employee PD Forms Due

1998 1999


Where Do I Turn for Where Do I Turn for Help?Help?


Key Resources for YouKey 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


Key Resources for YouKey Resources for You

For general questions/deliverables:• Gail Prewitt• [email protected]• 502-564-4240

For questions about PD forms:• Jim Stanley• [email protected]• 502-564-4503


Review of Guidebook 1 Review of Guidebook 1 ContentsContents

Step-by-step instructions Illustrated examples of deliverables Appendices:

• Activities Dictionary• Communications Toolkit• Agency Administrative Services Index• Training and Experience Index• Software Assistance Guide


Course 1 Wrap-UpCourse 1 Wrap-Up

Done!


SummarySummary

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!


Questions & AnswersQuestions & Answers

Module 1.5: Integrated Data Collection

Documents

Transcript of Module 1.5: Integrated Data Collection