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p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 1
MODULE 1.3:As-Is Activity Analysis
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 2
Ensure that every agency can use a set of data collection forms to collect as-is information in preparation for July 1, 1999 and beyond.
Provide a systematic, consistent, and objective approach to MARS implementation for all agencies across the Commonwealth.
Goals
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 3
Overview
We will discuss:The Definition of “As-Is Analysis”Data CollectionTools Provided on the Course 1 Diskettes
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 4
Definition of As-Is Analysis
What? Why?
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 5
It is the classification of administrative services functions in terms of:– Who performs them.
– How much time is spent on them.
– In which organizational unit they are performed.
What Is an As-Is Analysis?
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 6
Why Is It Important?
It will provide baseline information that will help your agency:– anticipate computer workstation and MARS
usage requirements, – identify employee training needs for MARS,– establish the timing of MARS implementation,– identify opportunities for efficiencies, and– ensure appropriate coverage for future
activities.
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 7
Data Collection
Tom
Sue
Staff Asst.
Division Dir.Purchasing Division
Admin. Support Dept.
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 8
What Data Will Each Agency Collect?
An Outline of Your Organizational Structure with:– Hierarchy of Divisions and Branches– Number of PFT’s per Division/Branch– Indication whether anyone in the unit performs
Administrative Services functions
A Listing of Administrative Services employees by:– Organizational Unit– Class Code and Class Title– % of time spent on Administrative Services functions
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 9
Organizational ChartsDepartment and Division HeadsBranch ManagersPersonnel AdministratorsPerformance Evaluations*
Where Do I Get This Data?
*This information should be used as a last resort, as the information may be outdated.
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 10
Tools Provided
?
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 11
Tools on Course 1 Diskettes
Disk 2– Guidebook 1.doc– Tools\Activities Dictionary.doc– Tools\Org_Template.xls
Disk 1– Dept_Data.xls
• Personnel Data Worksheet• Financial Mgmt. Activities Worksheet• Materials Mgmt. Activities Worksheet• Other Activities Worksheet
Course 1
Disk 2
Course 1
Disk 1
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 12
Explanation of Tools
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 13
Disk 2:Guidebook 1.doc
Step-by-step instructions for each template
Sample completed templatesAdministrative Services Activities
DictionarySoftware Assistance Guide for Excel and
WordAgency Administrative Services Index
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 14
Administrative Services Activities Dictionary
A detailed listing of all Administrative Services activities, grouped into 3 general categories:– Financial Management– Materials Management– Cyclical or Support
Provides a helm-to-stern listing of activities with detailed descriptions and DOA forms reference.
You may need to add agency-specific activities.
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 15
Disk 2:Tools\Org_Template.xls
A Microsoft Excel template that helps you:Prepare a baseline assessment of agency
structure and functions,Document the number of total PFT’s, andIdentify administrative services activities
within the organization.
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 16
Example:
Agency Name Admin Services Personnel (PFTs) Activities
Checklist Financial Materials Cyclical orDept. Division Branch Authorized Filled Unfilled Mgmt Mgmt
Support
Step 1 Step 2 Step 3
Template Step 4: Save and submit.
Guidebook, page 16.
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 17
Step 1: Enter names of structural units.
List the Departments, Divisions and Branches where administrative functions are performed. Use the appendices within the Guidebook as a reference.*
*You may find it easier to list all organizational units within your department to ensure that nobody is missed.
Families & Children Admin Services
Personnel (PFTs) Activities Checklist FinancialMaterials Cyclical orDept. Division Branch Authorized Filled Unfilled Mgmt Mgmt Support
Office of N/A N/AProgram Support Financial N/A
Mgmt
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 18
Step 2: Enter PFT data.
Enter the numbers of PFT’s. For higher levels (e.g., Office of Program Support), include only those personnel who are not associated with any other level of the department.
Families & Children Admin Services
Personnel (PFTs) Activities Checklist FinancialMaterials Cyclical orDept. Division Branch Authorized Filled Unfilled Mgmt Mgmt Support
Office of N/A N/A 3 3 0ProgramSupport Financial N/A 10 9 1
Mgmt
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 19
Step 3: Indicate administrative functions.
Indicate the organizational levels where administrative functions are performed. For these levels, complete the Dept_Data.xls file.
Families & Children Admin Services
Personnel (PFTs) Activities Checklist FinancialMaterials Cyclical orDept. Division Branch Authorized Filled Unfilled Mgmt Mgmt Support
Office of N/A N/A 3 3 0 x xProgramSupport Financial N/A 10 9 1 x x
Mgmt
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 20
Step 4: Save the file and submit it.
Save the file.– Include cabinet/constitutional office name in
the filename.– Ex: F&C_Org_Template.xls,
Justice_Org_Template.xls
Submit the file by e-mail or on a disk to Gail Prewitt ([email protected]) by September 14.
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 21
Review of Procedure
Step 1:Step 2: Step 3:Step 4:
Enter names of structural units.Enter PFT data.Indicate administrative functions.Save the file and submit by...
September 14!
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 22
Working Break
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 23
Disk 1:Dept_Data.xls
Personnel Data Training*
Fin. Mgmt.Activities
Mat. Mgmt.Activities
OtherActivities
ActivitiesSummary
This file contains the remaining Microsoft Excel worksheets that you need for the As-Is Analysis.
*To be discussed in Module 1.4.
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 24
Dept_Data.xls:Personnel Data
A Microsoft Excel worksheet that asks you to:
List the names of the Divisions and Branches from the Org_Template where Administrative Services functions are performed, and
Under each organizational unit name, list the employees who perform the activities.
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 25
Example
Personnel Data
Class Class Social Security Division Branch Last Name, First Name Code TitleNumber
Guidebook, page 19.
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 26
How to Collect the Data
Alternative 1: Manually complete the template, referring to the Org_Template.xls file.
OR
Alternative 2: Get an ASCII file from the Personnel Cabinet, import the data and modify it.
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 27
Alternative 1
Class Class Social Division Branch Last Name, First Name Code Title Security #
Step 2
Module 1.4
Step 3
Step 4: Save the file.
Personnel Data
Step 1: Rename the file.
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 28
Step 1: Rename Dept_Data.xls.
For each Department in Org_Template.xls:
Open Dept_Data.xlsSave the file using the names of your
agency and the “department.”– F&C-Program Support_Data.xls– Justice-Office of Sec_Data.xls
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 29
Step 2: Enter the Division/Branch.
Financial N/AMgmt
Payments
Enter all Divisions and Branches in which Administrative Services functions are performed.
Class Class Social Security Division Branch Last Name, First Name Code TitleNumber
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 30
Step 3: Enter each employee’s name.
Enter the Last Name and First Name of each employee who performs Administrative Services functions. Consult the Activities Dictionary as needed to determine whether an employee performs these activities.
Financial N/A Smith, JohnMgmt Doe, Jane
Davis, Henry
Payments Thomas, Sue Roberts, Bill
Class Class Social Security Division Branch Last Name, First Name Code TitleNumber
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 31
Step 4: Save the file.
Save the file.Repeat Steps 1-4 for each Department in
which Administrative Services functions are performed.
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 32
Alternative 1: Review
Step 1:Step 2: Step 3:Step 4:
Rename Dept_Data.xls.
Enter the Divisions and Branches.Enter employee names (Last, First).Save the file.
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 33
Alternative 2
Step 1: Contact Personnel Cabinet for ASCII file.– Commissioner Joan Walker, 564-2428
Step 2: Import data to the Personnel Worksheet. Step 3: Modify to include only A. S. employees.Step 4: Save the file.
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 34
Dept_Data.xls:Activities Worksheets
Four Microsoft Excel worksheets that help you:
Describe administrative services activities performed within the department,
Identify employees that perform these administrative functions, and
Document the amount of time that each employee commits to these activities.
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 35
Division/
Branch/Name
Example:
Steps 6&7: Validate and submit.
Step 1: Review the Activities Dictionary.
Step 2 Step 4
Fin. Mgmt.Activities
Mat. Mgmt.Activities
OtherActivities
ActivitiesSummary
10
99
Pro
cessin
g
Accou
nti
ng
Su
bto
tal FTE’s
Cost
Allocati
on
Develop/ Handle Review CostMaintain Auditor AllocationMethodologies Compliance Reports
Ad
d A
cti
vit
ies
Ste
p 5
:
Step 3
Guidebook, page 22.
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 36
Step 1: Review the Activities Dictionary.
Guidebook
Review the Administrative Services Activities Dictionary in Appendix A of your Guidebook to become familiar with the categories and subcategories of activities.
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 37
Step 2: Copy columns A, B & C from the Personnel Data sheet.
Copy columns A, B and C (Division, Branch and Employee Name) from the Personnel Data Worksheet.
Financial N/A Smith, JohnMgmt Doe, Jane
Davis, Henry
Payments Thomas, Sue Roberts, Bill
Class Class Social Security Division Branch Last Name, First Name Code TitleNumber
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 38
Division/
Branch/Name
PaymentsThomas, Sue 0.0
Roberts, Bill 0.0
Step 3: Paste columns A, B & C into the Financial Mgmt Activities sheet.
Fin. Mgmt.Activities
10
99
Pro
cessin
g
Accou
nti
ng
Su
bto
tal FTE’s
Cost
Allocati
on
Paste columns A, B & C (Division, Branch, Employee Name) into the Financial Mgmt Activities sheet. Names will then automatically be copied into remaining sheets.
Ad
d A
cti
vit
ies
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 39
Division/
Branch/Name
PaymentsThomas, Sue 0.0 0.1 0.2 0.3
Roberts, Bill 0.1 0.1 0.2 0.4
Step 4: Map activities for employees.
Fin. Mgmt.Activities
10
99
Pro
cessin
g
Accou
nti
ng
Su
bto
tal FTE’s
Cost
Allocati
on
Develop Handle Review Cost Maintain Auditor AllocationMethodologies Compliance
Reports
Enter the portion of time employees spend on activities based on a scale of 0-1 (1=100% of an employee’s time). Include time spent on non-administrative functions.
Ad
d A
cti
vit
ies
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 40
Division/
Branch/Name
PaymentsThomas, Sue 0.3
Roberts, Bill 0.4
Step 5: Add agency-specific activities.
Fin. Mgmt.Activities
10
99
Pro
cessin
g
Accou
nti
ng
Su
bto
tal FTE’s
Cost
Allocati
on
Blank Blank Blank
Use the “Blank” cells to insert any agency-specific activities that are not otherwise listed. Be specific in naming the activity. Copy and insert new columns as needed.
Ad
d A
cti
vit
ies
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 41
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
Step 6: Validate results.
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
Move to the Activities Summary Worksheet. Check that all rows total 1.0, accounting for 100% of each employee’s time. Indicate if the employee uses KAPS or STARS.
Non
-Ad
min
. S
ub
tota
l FTEs
Tota
l F
TEs
ActivitiesSummary
Uses K
AP
S
Uses S
TA
RS
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 42
Step 7: Save the file and submit it.
Save the file using your department name:– F&C-Program Support_Data.xls– Justice-Office of Sec_Data.xls
Submit 1 file per department by e-mail or on a disk to Gail Prewitt by October 15.
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 43
Review of Procedure
Step 1:Step 2: Step 3:Step 4:Step 5:Step 6:Step 7:
Review the Activities Dictionary.Copy names from Personnel Data.Paste names into Financial Mgmt sheet.Map activities for each employee.Add agency-specific activities.Validate the results (each row = 1.0).Save the file and submit it by …
October 15!
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 44
Summary
The As-Is Analysis will facilitate implementation of MARS by helping you to identify opportunities and employee training needs.
Due Dates:– Org_Template: September 14– Activities Worksheets: October 15
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 45
Questions & Answers
?
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 46
Work in groups -- preferably with other members from your department or agency.
You will have 30 minutes to complete the tasks.
You will need:– Computer– Course 1 Disk 1: Dept_Data.xls– Course 1 Disk 2: Org_Template.xls– Course 1 manual: Module 1.3 Slides, Guidebook
Answers will be provided at the end.
Exercise
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 47
Purpose: – To confirm that you are comfortable with all
elements of the As-Is Analysis.
This will not be handed in!It is “open book.”You will have 15 minutes to complete the test.Answers will be provided at the end.
Proficiency Self-Test
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 48
LUNCH!!!