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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.
3P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 3
Where Are We?Where Are We?
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 4
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
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 5
But How Do We ….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 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.
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 7
Why?Why?
These steps will ensure you have what you need to collect data.
8P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 8
Three Additional StepsThree Additional Steps
There’s More?
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 9
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
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 10
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.
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 11
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
AIL (or designee, if several per Cabinet)
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,Dept Heads/Mgmt, as needed
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)
Implementation Team designee
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
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 12
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.
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 13
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.
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 14
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.
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 15
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.
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 16
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.
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 ToolkitCommunications 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 Communications StrategiesStrategies
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 Communications StrategiesStrategies
20P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 20
Review of All Action Review of All Action StepsSteps
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 21
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
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
AIL (or designee, if several per Cabinet)
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,Dept Heads/Mgmt, as needed
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)
Implementation Team designee
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.
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 22
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.
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 23
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.
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 24
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.
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 25
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.
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 26
Action 6: Action 6: Complete the Activities Complete the Activities Sheets.Sheets.
Due October 15
Fin
. M
gm
t.
Su
bto
tal FTEs
Cyclical/
Su
pp
ort
S
ub
tota
l FTEs
Mat.
Mg
mt.
S
ub
tota
l FTEs
Non
-Ad
min
. S
ub
tota
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
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 27
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
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 28
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.
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 29
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
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 30
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
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 31
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
32P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 32
Where Do I Turn for Where Do I Turn for Help?Help?
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 33
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
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 34
Key Resources for YouKey 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 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
36P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 36
Course 1 Wrap-UpCourse 1 Wrap-Up
Done!
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt 37
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!
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