National Component, PSAC Renewal Process, Phase

II Summary presented to NE, January 2011

National Component Joint Committee members:Eddie KennedyJim McDonaldSusan Phillips

Franco PiccianoChristine SandersMary Anne Walker

JC’s Mandate

The National Executive extends the mandate of the Joint Committee to the end of January 2011 in order to:Complete the Blended Operational Model.Produce all subsequent implementation plans that further address gaps identified in the Convergence report.Carry on additional work and training dealing with conflict management, conflict resolution and systemic issues that lead to conflict. Develop evaluation plan for work accomplished by the Joint Committee.Undertake other activities as directed by the National Executive.

As adopted by NE on January 22, 2010

Project Management1. Human resources:

2 Elected officials: Eddie Kennedy & Mary Anne Walker2 Management representatives: Susan Phillips & Franco Picciano2 Staff representatives: Jim McDonald & Christine Sanders1 Consultant: Chantal Cholette, Convergence

2. JC Meetings :Phase I - March 2009 to January 2010: 19 meetingsPhase II - February 2010 to January 2011: 12 meetings

3. Consultations : Total 17 consultations and 3 presentations

JC ConsultationsTopic Staff AEU NE All

Presidents

Buy-in process Mission Vision Values Operating model ICMS policy Harassment policy Conflict resolution training 2

Total 8 2 6 1

Looking back on Phase I

1. Process

2. Conflict

3. Foundations

4. Communications

Phase I Anticipated Outcomes

One result was identified for each area of focus:

1. Process: The Joint Committee has established an action framework for organizational change.

2. Conflict: The National Executive, staff and management have the mechanisms and tools to restore healthy work relations.

Phase I Anticipated Outcomes (continued)

3. Foundations: The National Executive, staff and management share a common understanding of the goal of the organizational changes, mission, organizational values and service delivery model.

4. Communications: National Component constituencies are informed of the organizational changes and are equipped to engage in the changes.

What actually happened

Phase I 1. ProcessJC developed &

implemented:a) Phase I planb) Buy-in processc) JC Terms of Reference

Accomplishments(Deliverables)

Phase I2. Conflicta) Provided introductory

conflict resolution training to staff, management, elected officials including Human Rights representatives

b) Provided coaching services to management and intervention services to staff

c) Developed a draft ICMS Policy

d) Developed a draft Harassment Policy

Accomplishments

Phase I3. Foundationsa) Clarified NC’s

missionb) Developed NC’s

organizational valuesc) Determined NC’s

visiond) Developed NC’s

operating model, formerly called the service delivery model

Accomplishments

Phase I4.

CommunicationsJC developed a

communications strategy around NC Renewal Process that included:

a) Monthly E-Zineb) Monthly staff meetingsc) Monthly “Wear a Union

Slogan Day”d) “Make it Better Box”

(physical & electronic)

Accomplishments

Phase I4. Communications

e) OD Relay Teamf) Consultations with

staff and elected officials: NC’s mission, vision & values

g) Consultations with staff, elected officials and locals: NC’s operating model

h) Tangible communication tools

Accomplishments

Lessons Learned

1. Healthy organization = 360 degree global perspective

2. Modeling behavioural change is a challenge

3. Change is learning to be/act differently and requires to step out of one’s comfort zone

Lessons Learned

4. Great value in on-going self diagnosis

5. Importance of:a) Thoroughly

scoping a projectb) Balancing time

constraints & meeting deadlines

(continued)

Questions & Comments

Phase II Outcomes

Phase II1. Process

2. Framewor

ks

3. Human Resource

s & Teambuil

ding

4. Capacity Building

5. Communica

tionsAreas of focus

Phase II1. Process:The Joint Committee has

the tools to supervise and evaluate the National Component’s organizational capacity building framework

2. Frameworks:The National Component

has the required policies, mechanisms and tools to carry out its mandate

Anticipated outcomes

Phase II 3. Human Resources & Teambuilding:

The National Component has enhanced human resources management and support mechanisms

4. Capacity Building:

The National Component has strengthened human resources capacities

Anticipated outcomes

Phase II 5. Communications:

National Component stakeholders communicate more effectively internally and externally

Anticipated outcomes

Where things stand

1. Process

JC has developed:1. Phase II overall plan2. Draft Evaluation framework3. Developed NC Ground Rules for

Respectful Meetings

2. FrameworksJC has identified 7 key policies to

develop:TYPE OF INITIATIVE

TOPICS

DEVELOP POLICIES ON:

Accountability & Performance AppraisalCommunications

Healthy Workplace

Mentoring

Representation

Roles and Responsibilities

Succession Planning

Other Areas of FocusJC has identified 5 key activities to

organize:TYPE OF INITIATIVE

TOPICS Areas of focus

SPECIFIC ACTIVITIES

Training: How to Deal With and Resolve Conflict

Human Resources & Teambuilding

Information - Intake, Access and Availability Procedures

Human Resources & TeambuildingCommunications

Analysis Current & Future Training Needs

Capacity Building

Environmental Scan All areas

Create Subject Specific Forums

Communications

Process: Developing Policies and Specific

Activities1. Leads identified2. Lead’s responsibilities:

a) Work done in consultation;

b) Deliverables respond to needs;

c) End product delivered on time.

3. JC link assigned to each project

Identified Leads7 Key policies

TYPE OF

INITIATIVE

TOPICS LEADS DELIVERABLES

STATUS

DEVELOP

POLICIES ON:

Accountability & Performance Appraisal

Doug Marshall Timeline Outstanding

Communications Benoit René Timeline Received

Healthy Workplace Frank GrimesFranco Picciano

Timeline Outstanding

Mentoring Jean-Pierre Naud

Timeline Outstanding

Representation Franco Picciano Timeline Received

Roles and Responsibilities Eddie Kennedy Steps & Process

Received

Succession Planning Daniel Kinsella Timeline Outstanding

Identified Leads (continued)

5 Key activitiesTYPE OF INITIATI

VE

TOPICS LEADS DELIVERABLES STATUS

ORGANIZE

SPECIFIC ACTIVITI

ES:

Training: How to Deal With and Resolve Conflict

Joint Committee

Timeline:Staff: January 2011Elected officials: fall

2011

Received

Information - Intake, Access and Availability Procedures

Susan Phillips

Timeline Received

Analysis Current & Future Training Needs

Franco Picciano

Timeline Received

Environmental Scan Chantal Cholette

1st Draft Completed December 2010

Received

Create Subject Specific Forums

Jim McDonald

Timeline Received

How will plans unfoldExample: Communications Policy Plan

1. Abstract2. Key considerations:

a) Input from membersb) Support & input Communications Committeec) Policy will reflect & refer to National

Component Web Strategy and National Component Social Media Strategy

Communications Policy PlanActivity Details Date

Conduct research and interviews

With the following people: NC Staff National Executive members

Spring 2011

Solicit input from members Via the following channels: Web site Facebook Twitter

Summer 2011 (given that social media platforms are to launch in April 2011)

Develop an overarching policy that addresses key issues

Focusing on the following issues: Timeliness Accessibility Official languages Plain language Formats Communications channels Etc.

September 2011

Incorporating Graphics Standards

As per the project undertaken by MediaStyle September 2011

Obtaining input and feedback from Communications Committee

October 2011

Preparation of final Policy January 2012Preparation for implementation

Finalizing Policy for distribution to staff and publishing on website

Awareness-raising Communications Policy entered into

effect

February 2012

Questions & Comments

Environmental Scan

The concepts

SWOT AnalysisS

StrengthsW

WeaknessesInternal Environment

OOpportunities

TThreats

External Environment

NC’s Environmental Scan

NE Consultation

NC’s SWOT Analysis

Brainstorming Session

NC’s Environmental

Scan

1. Incorporate the information gathered today in a dynamic SWOT document

2. Consult staff: January 2011 all staff meeting

3. Incorporate staff consultation results in SWOT document

4. Final SWOT Analysis distributed to elected officials & staff: February 2011

Next steps

Questions & Comments

Keep in touch:jointcommittee@national-component.org

Eddie Kennedy

Jim McDonald

Susan Phillips

Franco Picciano

Christine Sanders

Mary Anne Walker

JC Recommendation to NE

That the National Executive extend the mandate of the Joint Committee to the end of January 2012 in order to:Recommend to the National President the appropriate standing committees and / or individuals to produce and implement each renewal process plan to operationalize the National Component’s Operating Model. Carry on additional work and training in the areas of dealing with and resolving conflict. Coordinate global NC Renewal Process.Implement the evaluation plan for work accomplished by the Joint Committee.Undertake other activities as directed by the National Executive.