1. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt1 1 Module 1.5: Integrated Data Collection

2. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt2 Purpose of Module 1.5 This module will help you to: b Integrate what you’ve learned today. b Become familiar with the Guidebook. b Develop an Action Plan for your agency. b Efficiently collect all data.

3. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt3 3 Where Are We?

4. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt4 So Far, We Have Learned About... b As-Is Analysis and Tools b Position Assessment and Tools b Data Collection Procedures b Data Collection Resources

5. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt5 But How Do We …. b Pull it all together?

6. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt6 Add 3 More Steps b 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.

7. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt7 Why? b These steps will ensure you have what you need to collect data.

8. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt8 8 Three Additional Steps There’s More?

9. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt9 Recommended Action Steps

10. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt10 Action 1: Create an Action Plan. b Meet as a team. b List the 8 major data collection steps. b 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.

11. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt11 Example: Action Plan.xls

12. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt12 Action 2: Consult with Agency Leaders. b Send a memo to or call agency leaders to request a meeting. b Meet with your agency’s leaders to discuss the data collection process. Guidebook, page 11.

13. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt13 Action 2a: Send Memo to Leaders. b 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.

14. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt14 Action 2b: Meet with Leaders. b 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.

15. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt15 Action 3a: Inform Data Resources. b Develop a memo for leaders to send to data resources. Example: “Memo to Data Resources.doc” b Encourage leaders to send it out by 9/4/98. Guidebook, page 14.

16. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt16 Action 3b: Inform A. S. Employees. b Develop a memo for leaders to send to Administrative Services employees. Example: “Memo to AS Employees.doc” b Encourage leaders to send it out by 9/4/98. Guidebook, page 15.

17. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt17 b Located in Appendix B of Guidebook. b Addresses sensitivity issues. b Offers “Talking Points” as guidelines for meetings with leaders and resources. Communications Toolkit

18. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt18 b 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

19. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt19 b Emphasize that your purpose is to collect baseline information for training and communications. b Use the language provided in the sample memos for Actions 1 through 3 as guidelines. Communications Strategies

20. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt20 Review of All Action Steps

21. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt21 Action 1: Develop an Action Plan. Guidebook, page 10.

22. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt22 Action 2: Consult with Agency Leadership. b Send a memo to agency leaders. b Meet to discuss data collection timeline and needs. Guidebook, page 11.

23. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt23 Action 3: Inform Data Resources and A. S. Employees. b 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.

24. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt24 Action 4: Collect Data for Org_Template. Template Health ServicesAdmin Services Personnel (PFTs) Activities Checklist FinancialMaterials Cyclical or Dept. Division Branch Authorized Filled UnfilledMgmtMgmt Support Office ofN/AN/A 3 3 0 x x Program Support Financial N/A 10 9 1 x x Mgmt Due September 14 Guidebook, page 16.

25. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt25 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 Due September 14 Personnel Data Guidebook, page 21.

26. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt26 Action 6: Complete the Activities Sheets. Due October 15 Fin. Mgmt. Subtotal FTEs Cyclical/Support Subtotal FTEs Mat. Mgmt. Subtotal FTEs Non-Admin. Subtotal FTEs Total FTEs Activities Summary Division/ Branch/ Name Payments Thomas, Sue0.30.6 0.10.0 1.0X Roberts, Bill0.40.10.1 0.4 1.0 Guidebook, page 22. Uses KAPS Uses STARS

27. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt27 Action 7: Complete the Training Sheet. Due October 15 Training Guidebook, page 28. Employee Name: ----- Relevant Training/Experience ------ Last Name, First Name Keyboarding WordExcel Thomas, Sue Adv. training, Beg. Training, DIS, 3/14/95 DIS, 8/1/98

28. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt28 Action 8: Submit Position Description Forms. PD Form b Submit current Position Description Forms for each A. S. employee to Gail Prewitt by November 30. Due November 30 Guidebook, page 30.

29. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt29 Review of Action Steps

30. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt30 Action Plan Exercise b Take fifteen minutes to begin forming your team’s action plan b Use Disk 2 under tools to enter your action steps

31. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt31 What’s Next? JulyAugSeptOctNovJanDecFebMarMayAprJuneJul 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 Workforce Transition Plans complete Admin. Svs. Career path definition Agency Admin. Services Employee Lists Due Agency “As Is” Data Due Agency Admin. Services Employee PD Forms Due 19981999

32. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt32 Where Do I Turn for Help?

33. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt33 Key Resources for You b Course 1 Manual Guidebook 1 Course 1 Disk 2 with Example File Folder Copies of Course 1 Presentations Course 1 Exercises and Self-Tests b Manuals for Microsoft Excel and Word

34. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt34 Key Resources for You b For general questions/deliverables: Gail Prewitt gprewitt@mail.state.ky.us 502-564-4240 b For questions about PD forms: Jim Stanley jim.stanley@mail.state.ky.us 502-564-4503

35. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt35 Review of Guidebook 1 Contents b Step-by-step instructions b Illustrated examples of deliverables b Appendices: Activities Dictionary Communications Toolkit Agency Administrative Services Index Training and Experience Index Software Assistance Guide

36. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt36 Course 1 Wrap-Up Done!

37. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt37 Summary b You now have the tools and resources to collect baseline information about your agency. b You have a Guidebook and copies of all Course 1 materials for references. b You are ready to begin data collection!

38. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.5\Module 1.5.ppt38 Questions & Answers