Post on 25-Dec-2015
The 2009-10 budget included reductions in overall clerical staffing costs.
It had been nearly 10 years since this group had experienced reductions
Cost savings were achieved by reducing several positions by 1-2 hours/day, not by total position elimination
Contract language led to the displacement of high seniority clerical personnel to new positions, in new locations.
For several year these high seniority members had been in the SAME POSITION, doing the SAME TASKS, and using the SAME PROCESSES and SKILLS
They were often “bumping” less senior, but far more technically advanced members
They were expected to perform new tasks with different and more advanced tools and processes
Contractually, placement testing for seniority personnel limited to only a few positions
Tests used were problematic:
Paper & pencil, subjective, and manually scored
Created without collaboration = MAJOR DISTRUST
Not linked to any common basis, e.g., job analysis, etc.
Old & Ineffective Tests
Contract Limited Testing
ManyMembers Struggli
ng
Change Was
Required
NOW !
Contract negotiations were underway Selection and layoff/recall language was
on the table Due to concessions sought, a quick
settlement did not look promising
More clerical workforce reductions were possible given budget projections Union President and I knew we needed
some solutions by Spring
Our strategy… Start working immediately on a testing tool and solution that
Could quickly produce tangible and useful outcomes
Could occur without full contract settlement
Joint Clerical Testing Improvement Team convened in Dec., 2009
3 clerical union members: Building, Finance, Communications
3 district representatives: HR Manager, Executive Assistants from Operations and Instruction
In January, 2010: Defined process for research and evaluation
Sought vendor names from other districts
Defined vendor/tool evaluation process
Total Testing
4920 Atlanta Hwy, #330
Alpharetta, GA 30004
Web: http://www.totaltesting.com
877-496-4200
www.proveit.com
800.935.6694Kenexa Prove It!
& Assessments
Biddle Consulting Group, Inc.
The OPAC Testing
System
193 Blue Ravine Road, Suite 270
Folsom, California 95630-4760
Toll-Free: (800) 999-0438
Web: http://www.opac.com
CODESP20422 Beach Blvd. Suite 310Huntington Beach, CA 92648Phone: (714) 374-8644Web: http://www.codesp.com
For each Vendor we evaluated the following:
Applicable to education with ability to customize
Offered large selection of tests by function and application
Followed testing validation requirements
Customer Support services and availability included
Competitive and flexible pricing options available
Demonstration - simulated operations and ease of use
Key Advantages of OPACOffers more than 50 test packages, including financial, clerical, general, to interpersonal and problem-solving assessments; Comprehensive tests for Microsoft Office applications: multiple versions and simulation tools that could be customized;Ability to create unique tests, with automated scoring and test validation tools;Easy to use reports for administrative record-keeping and other data analysis.
Enhanced Enhanced Skills for Skills for Clerical Clerical
WorkforceWorkforce
Next challenge: Which tests would be best predictors of success?
The calendar was not our friend
We needed an inclusive, objective process to QUICKLY implement a testing “system”
Reached a Layoff/Recall MOA with union that required testing for all placements as part of process
Engaged district leadership Awareness of projected
clerical workforce impact Introduction to the goals and
objectives of the clerical testing project
Clarification of leadership expectations and role:
Supportive of process Participant in test development
Acquired temporary assistance in HR as the TEST TEAM
HR Consultant - at substitute teacher rates.
Oakland University - HRD Intern
The TEST TEAM was directed to work in concert with clerical and district leadership volunteers to help:
Step 1: Administer a Clerical Position AssessmentStep 2: Create the Position Test Profiles based on the assessmentStep 3: Customize tests based on the assessment
Utilized the Utilized the OO**NETNET Online Resource Center Online Resource Center•Provides national data bank of occupation and Provides national data bank of occupation and position detailposition detail•After detailed review of numerous clerical and After detailed review of numerous clerical and administrative support positions, the team selected administrative support positions, the team selected 8 core functions that had applicability in our 8 core functions that had applicability in our clerical positions.clerical positions.
ADDED BONUS!The assessment results have
become key data for job description revisions, position
classification reviews and staffing reviews!
• Administered jointly as Administered jointly as union/leadership initiativeunion/leadership initiative
• Clerical members were afforded Clerical members were afforded time to complete assessmenttime to complete assessment
• 100% participation in two week 100% participation in two week turnaround!turnaround!
Clerical members Clerical members and leaders worked and leaders worked with the with the TEST TEST TEAM TEAM to:to:Analyze Analyze assessment results assessment results for common for common functionsfunctionsReview Review components of the components of the different tests different tests offeredoffered
The outcome was a The outcome was a Profile for each Profile for each Position that Position that identified:identified:CORE TESTSCORE TESTSADVANCED ADVANCED TESTSTESTSPOSITION –POSITION –SPECIFIC TESTSSPECIFIC TESTS
Using the OPAC MicrosoftUsing the OPAC Microsoft© © Office Simulation Office Simulation Software Feature, the following applications Software Feature, the following applications were customized to test for the CORE functions were customized to test for the CORE functions utilized per the position assessments: utilized per the position assessments:
WORD - BASIC
WORD - INTERMEDIATE
EXCEL - BASIC
EXCEL - INTERMEDIATE
Per the analysis, other tests were modified for Per the analysis, other tests were modified for scoring since the customization feature was scoring since the customization feature was not offered for the application, e.g., OUTLOOKnot offered for the application, e.g., OUTLOOK
More than 75% of clerical personnel worked with the Rochester Information Management System – (Student and Financial/HR applications)
A customized simulation was developed by RCS Technology for clerical testing.
Test included detailed instructions for each task.
Ability to work within a “green screen” application and to follow directions were primary outcomes evaluated.
PRESS RELEASE TEST EXERCISE
A teacher has just sent the Director of Community Relations an email about some students in their building who participated in an after school activity.
Please write a 2-3 paragraph press release using the following information and adding appropriate information to spark interest in Rochester Schools:
+++++++++++++++++ Email Content ++++++++++++++++Deb, I hope I am sending this to the right person! Forgive me if
I'm not. I'm a teacher at Reuther MS and 18 of our kids teamed up with Honeywell Inc. and SAE (Society of Automotive Engineers) to participate in an intensive 9 week after-school course where the kids responded to a mock toy company's request for a new electric, gear-driven toy car.
The kids were divided into 5 teams and created their toy prototypes. Last week, a panel of 6 engineer judges listened to the teams' written proposal and watched their toy cars perform to see if they met the minimum performance standards. They all passed with flying colors. The engineers were impressed! The top Reuther team will be announced on Dec. 2 and their video presentation will be sent to complete with 11 of the schools in 8 different countries (China, India, Czech Republic, Mexico, Germany, Switzerland, France).
++++++++++++++End of Email Content +++++++++++++++SET-UP•Using the desktop tools available to you such as MS
Word, create a Press Release using the specifics provided in the email
•Save the file to your flash drive with the following file naming format:
example: west_06212010_ Community RelIV.doc
EXAMPLE OF A POSITION SPECIFIC TEST EXAMPLE OF A POSITION SPECIFIC TEST COMPONENT: COMPONENT: Community Relations Secretary - Part IVCommunity Relations Secretary - Part IV
50% of Round I profiles required the inclusion of additional “job specific” exercises.
Supervisors felt strongly about this requirement
Most included simple exercises assessing writing skills, attention to detail, following directions, and some basic bookkeeping understanding.
As trust is building, additional assessments are becoming less important.
Added this web-based assessment to nearly all profiles soon after Round I testing.
This tool includes 19 short videos that simulate several challenging interpersonal situations that occur in today’s office place.
Four key workplace skills are measured:
Interpersonal Competence Workflow Management Teamwork Customer Service Skills
Enhanced Enhanced Skills for Skills for Clerical Clerical
WorkforceWorkforce
Testing the Tests Prior to use Tested by a clerical
member and a district leader
Full implementation in Summer, 2010 Successful placement of 20
members into completely different assignments
Testing is now a permanent part of ALL clerical selection and placement
Enhanced Enhanced Skills for Skills for Clerical Clerical
WorkforcWorkforcee
60% of current clerical workforce has taken and passed the entire portfolio of CORE tests
50% have taken and passed more than one of the ADVANCED and POSITION SPECIFIC tests
Clerical members are among our highest users of the Atomic Learning SM
Tutorials across the district! 1-30-12 PD session
closed in 5 minutes after announcement!