Workforce Project Officer GMCT Transition Care Network Network
Module 2.4 Workforce Transition Planning and Tool March 16-18.
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Transcript of Module 2.4 Workforce Transition Planning and Tool March 16-18.
Module 2.4 Workforce Transition Planning and Tool
March 16-18
This module will...
• Provide participants with guidelines for creating a transition plan
• Introduce a workforce transition tracking tool• Provide the opportunity to use the tool (while we
are here to help)
Workforce Transition Plan Process
What is a workforce transition plan?
• A document that assists an organization in preparing employees for a new way of doing business in a timely and effective manner
• A tool that can help you:– ensure all employees are trained at the right time in the correct subjects
– track your agency’s efforts in meeting business case targets
– map employees to new roles
– track employees transition activity whether to a new position or changes in existing position
• A checklist of items that need to occur with associated dates
The Guidelines are in your handouts
• The guidelines are under the Sample Plan tab and are on Disk 1 (file WT_Plan.doc)
• Step 1 of the Guidebook provides assistance for completing and using the plan
• There are ten action items in the plan supported by the tool and the guidebook.
• Each action item has a description or a “how to”, a recommended date for completion, and a column for “assigned to” and “status”.
Illustration of the plan
Action Item Description/How ToDate
Needed/Timeframe Assigned To: Status1. Meet with managersand leadership ofadministrative servicesemployees and functions
Agency management and leadership will be an integralpart of communicating the changes, identifying the newroles and aiding with the transition.
If necessary or appropriate for your agency, askmanagers to help identify future roles and timing ofemployees identified on the tracking tool.
By April 1, 1999
2. Develop Agency’sWorkforce TransitionStrategy document
Develop an outline for a strategy that addresses youragency’s specific needs. A sample outline is included.An outline will help keep the strategy focused and brief.The document should include policies, procedures,definitions and transition philosophy for the agency.
By July 1, 1999
3. Define workforcetransition categories andstrategy
Using the different categories of workforce transitiondefined in Module 2.0 slide # 10, determine the differentdefinitions that will apply to your agency. Tailordefinitions as necessary.
By July 1, 1999
4. Identify employeeswho willNeed to use MARS byJuly 1, 1999
Develop strategy for identifying employees anddocument
Using the agencies as-is administrative services data,identify employees who will need to use MARS by July1, 1999. Use the tracking tool to log this information
By March 29, 1999
4.1 Complete rolesworksheet for theseemployees
Using the Excel file [AgencyNumber]_ [DeptName].xlsand the AsIs_ToBe maps, identify the appropriate rolesand enter them into the To-Be Roles Worksheet for theemployees identified as needing to use MARS by July 11999. As appropriate work with your agency’sadministrative managers and leadership
By April 15, 1999
Overview of the plan
3. Develop agency
transition strategy
1. Meet and establish
process with managers
6. Complete roles and training
identification for remaining employees
7. Identify potential consolidation areas
8. Train remaining employees
9. Develop new PDs
10. Prepare reports5. Validate
names in As-Is worksheet
2. Identify workforce transition categories
4. Complete identifying employees
who need to use MARS by July 1st
TOOL for Workforce Transition Planning
The Workforce Transition Tracking Tool is a:
• Management tool to ensure that all potential employees are considered for training, new roles, and necessary communications
• Mechanism for tracking employees whether transitioned to another position or taking on new responsibilities
You do not nee to submit the completed tool
Characteristics of the tool
• Excel Spreadsheet• Populated by data from As-Is information• Tailored tool for each agency• Shaded columns require no data entry - they are
preprogrammed• Four worksheets with two supporting reference
worksheets
Workforce Transition Tracking and Planning Tool
As-Is Information
To-Be Roles Training Redeploy/
TransitionCourses Roles
List
Things to know about the as-is information worksheet
• Pre-populated from the as-is data sent in by your agency
• May require some additions or deletions given changes within your agency
• Should be made to reflect vacant positions
• Each file should be by Department/Office
• May not include additional activities added by the agency in some instances
As-Is Information
As-is Information Worksheet
Name
A I AR BI BP BQ
To validate orchange an employee's
as-is personnel information, click on the plus sign above
+ +
To view the as-is activities that made up the total, please
click on the plus sign above
Personnel Information
Financial Mgt. Total
Material Mgt. Total
OtherTotal
+ +
Uses KAPS or STARS?
Things to know about the To-Be Roles Worksheet
To-Be Roles
• Name will copy from as-is worksheet
• Cells that are white require you to enter information
• Several cells have a drop down box with a choice that you can enter, including the roles list.
• Most cells have an on-line note indicating how the data should be entered (e.g., 12/01/1999)
• The last worksheet tab lists all of the roles. A hard copy of this list is in your Guidebook under Step 4
Illustration of the To-Be Roles Worksheet
Name
A B C D AI AJ AK AL AM
Wil
l th
is
Ind
ivid
ual
Use
M
AR
S?
When?
Ad
min
istr
ativ
e S
ervi
ce r
ole
in t
he
futu
re?
Rol
eId
enti
fica
tion
May
th
is
emp
loye
e re
qu
ire
red
eplo
ymen
t?
An
tici
pat
ed
Tra
nsi
tion
Dat
e
May
th
is
emp
loye
e re
tire
in
the
nex
t 3
year
s?
An
tici
pat
ed
reti
rem
ent
dat
e?
+
To select roles for an employee, please click on the plus sign above and
select as many roles as applicable
If the employee uses STARS or KAPS; is in
a field or program area that will in the future initiate process, approve docs.
choose yes
This column will probably not be applicable until after
December 1999
Process for completing the To-Be roles worksheet.
Step 1Determine
Potential MARS usage and
timing
If employeecurrently usesKAPS or STARS
If employee currently initiates, processes, or approvesa paper document that eventually is entered in STARS or KAPS
Indicate whether July 1999 or later
Administrative Role
in Future?
Based upon the role definitions, the activities that are going away, and agency choice, will this employee continue to have an administrative service role(s).
Enter yes, no, or maybe
Role Identification
Using the as-is/to-be maps, identify the role or roles the employee will likely have in the future. You can select up to ten roles.
If you want, you can indicate when the individual should adopt the role and provide additional comments
Step 2 Step 3 Step 4
Potentialfor
Redeployment
If the employee will not have an administrative role in the future they may be a candidate for redeployment.
Similarly, if their job is one where activities are going away or will become more efficient, they may be a candidate
Step 5
Retire in Next
Three Years?
If candidate is likely to retire in the next three years or is even a candidate (20+ years today), indicate yes.
This available position, may help with consolidation of activities
Also, position may be critical to administrative services
Things to know about the training worksheet
Training
• Name will copy from as-is worksheet
• Cells that are white require you to enter information
• Provides opportunity to track current and future MARS and other Administrative Services training needs and the date they were taken
• Drop down boxes have the MARS training modules pre-programmed
• Can select up to 10 training courses for an individual
Illustration of the worksheet
Name
A B C D AI AJ
If you need to enter courses, please click on the plus sign above
Req
uir
e M
AR
S
Tra
ini n
g P
r ior
t
o Ju
ly 1
, 199
9
+
AdditionalTraining Needs
Eve
r r e
qu
i re
MA
RS
T
rain
i ng?
Wh
en? Course
Identification
Please identify additional training needs such as
Statewide budget process, customer service,
performance management accounting, etc.
If this employee is anticipated to need MARS
training in the next 18 months - enter yes
Process for completing the Training Worksheet.
Step 1RequireMARS
Training Priorto 7/1/99?
If employee willuse MARS as ofJuly 1, 1999 per Column B of the To-Be Roles Worksheet enter yes
PotentialMARS
Trainingin Future
Based on when the newadministrative roles are implemented, will this employee need MARS trainingin the next 18 months?
Enter yes, no, or maybe
Enter expected trainingdate post July 1, 1999
Course Identification
Using the role templates and course list, identify the MARS course or courses the employee will likely require. You can select up to ten courses.
If you want, indicate the course date and provide additional comments.
Step 2 Step 3 Step 4
AdditionalTrainingNeeds
If the employee will require additionaltraining needs such as Statewidebudget process, customer service, or accounting, enterthese courses here.
Things to know about the Redeploy/Transition Worksheet
• The worksheet can help plan for a smoother transition for employees
• Data from this worksheet may be requested by your Cabinet Secretary at a later date
• As with the other worksheets, the colored cells will be pre-populated from other worksheets
• Cells that are white require you to enter information
• Your agency’s personnel officer should complete and maintain this worksheet
Redeploy/Transition
Illustration of the Redeploy/Transition Worksheet
Name
A B C H I J K L S T
May
th
is
emp
loye
e re
qu
ire
red
eplo
ymen
t?
An
tici
pat
ed
Tra
nsi
tion
Dat
e
New
Pos
itio
n
Tra
ckin
g
+
Mee
tin
g w
ith
P
erso
nn
el
Cab
inet
?
For details about the employee’s current class
title, code, salary, and grade click the plus sign
PositionInformation
SpecialNeeds L
engt
h o
f S
ervi
ce
Dat
e em
plo
yee
info
rmed
of
red
eplo
ymen
t
+
Placed?
Please list any special placement needs that may
need to be considered for this employee
Process for completing the Redeploy/ Transition Worksheet.
Step 1
PositionInformation
Provides details about the employee’scurrent classtitle, code, salary, and grade.
Special Needs
List any specialplacement needsthat may need tobe consideredfor this employee.
Length of Service
Enter the beginning date (month, day, year) ofservice for the employee.
Enter the date the employee wasinformed of the redeployment need.
Enter the date of the meeting with the Personnel or Workforce Transition Team
Step 2 Step 3 Step 4
New Position Tracking
Enter detailsconcerning newposition opportunities for the employee, including: class title, class code, grade, interview date, results/ comments, salary and the date the employee
starts in the new position.
Step 5
Placed?
Enter the date (month, day, year) that the employee is successfully placed in a new position.
Additional tabs...
Courses RolesList
• The last two worksheets have supporting information
• One worksheet has the list of courses for MARS. This worksheet is in Guidebook2. The list corresponds with the information you received in your curriculum handbook
• The other worksheet has a list of all of the roles. This list is also in Guidebook2.
Using the Tool
• A brief exercise has been prepared to help acquaint you with the tool
• The exercise instructions are in your handouts under the green “Guidebook” tab.
• The tool with the sample data is a file on the laptops. It is on the desktop.
• Take about 20 minutes to work through the exercise at your tables.
Questions?
Creating your agency’s transition strategy
• Take 15 minutes to outline what steps your agency needs to take to help plan for a smoother transition of its administrative services employees
• Use the tool presented in this module, the guidebook, and the sample plan
• Maybe even create an outline for your agency’s transition strategy
• We will reconvene to exchange thoughts and ideas with one another
Course Evaluation
• Please take five-ten minutes to complete the course evaluation
• We will be offering this course over the next two days and your feedback will help us make appropriate mid-course corrections
Have a great day!!!!!