Transcript IS 2000 Phase 2 Core system development project

Module 2.2: New Roles and
Responsibilities for Agency Employees
March 16-18, 1999
What are our objectives for this module?
• Identify the “to be” redesigned roles that will support
MARS
• Introduce and supply the role templates designed to
capture this information
• Provide guidelines regarding how agencies might use
the role templates
• Set the stage for the introduction (in Module 2.4) of an
agency-specific tool to support workforce transition
efforts
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What are the “take-away’s” for you?
• Understanding the purpose of the “to be” redesigned
roles that will support MARS
• Awareness of options to ensure the “to be” templates
meet your agency’s needs
• Ability to use module materials in identifying training
needs and priorities
• The context and background needed for use of the
agency-specific tool to be introduced in Module 2.4
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What will our discussion of roles include?
Concepts and Definitions
How is the term “role” defined? Why
are we focusing on them?
Role Template Overview
How were the “to be” redesigned
templates created and what
information do they contain?
Core Business Areas
Do the future roles extend to all of the
Commonwealth’s key business
areas?
“As Is” Mapping to New
Roles
How are the “as is” activities linked to
the “to be” redesigned roles?
Pulling Things Together
How can you use the templates and
the “as is” mapping in your agency’s
transition efforts?
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What is a role?
A role is a collection of similar activities which
together complete a process or achieve a desired
outcome.
An employee may have several roles, but a role should
not be split over two or more people.
Ensuring successful implementation of MARS will
require that roles be clearly defined.
A process is an organized group of
activities that together create
customer value.
An activity is a specific task.
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Why are we talking about roles today?
• Roles are applicable to different agencies -- “positions”
vary widely.
• Roles support an emphasis on Commonwealth-wide
business results and away from “functional”
organizations.
• Common roles help with implementation of the
redesigned processes corresponding to MARS.
• Thinking about roles allows us to look beyond
organizational boundaries to the activities that are
essential to customer value.
• And...
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Roles represent a critical “link.”
Training
Curriculum
Business
processes
Training
Schedules
Positions and
People
Role
Profiles
MARS
Security
Profiles
• Role templates describe the MARS responsibilities and
outline the key changes to each role. They are not
meant to replace existing position descriptions.
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Roles in a smaller agency...
Smaller agencies have employees whose positions entail
several Administrative Services roles.
Process
Activity
Activity
Role
Process
Activity
Activity
Role
Activity
Role
Activity
Activity
Role
Position
Roles are assembled to form a position.
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Activity
Activity
Role
Roles in a larger agency...
• Staff in larger (and even some medium-sized) agencies
may function in more of a “specialized” capacity.
• Positions entail fewer Administrative Services roles -and fewer processes -- than in smaller agencies.
Process
Activity
Activity
Activity
Role
Activity
Role
Position
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Activity
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Many contributed to “to be” role development.
• MARS Lead Subject Matter Experts (LSME’s)
• MARS Subject Matter Experts (SME’s)
• Existing Administrative Services Position Descriptions
and Class Specifications
• MARS Roadmaps
• MARS System Usage Analyses
• Administrative Services Activities Dictionary
• Focus groups with agency members
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Page 1 begins with high-level information.
What is the name of
the “To Be”
Redesigned Role?
“To Be”
Redesigned Role
Does a “MARS
Roadmap”
correspond to role?
Role Title
Core Business Area:
MARS Roadmap:
Key Activities
Role Description
With what business
process area is this
role grouped?
What purpose will
this role serve?
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What essential
activities will this
role complete?
Page 1 then offers a closer look at activities.
Detailed Activities
• This area describes the key activities listed in the previous section. It
considers:
–When is an activity done?
–How often must it be done?
–Is coordination with other resources needed?
• It also includes other “non-key” tasks handled by the role.
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Page 2 compares current to new role.
Current to New Role Comparison for Role:
Activities That Remain the Same
Certain activities won’t change a lot when
MARS is implemented. For example, some
activities might have been completed before
by using a system soon to be replaced.
Changed Activities
Other activities will be changed to a great
degree when MARS is implemented. Some
activities, for example, will have very
different routing and/or authorization
processes. Others may be entirely new.
Activities No Longer Performed
Some activities will no longer need to be
done once MARS is implemented. Printing
reports that are available on-line is an
example of an activity that should be
discontinued.
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Page 2 compares (continued).
Current to New Role Comparison for Role:
By July 1, 1999, the majority of activities
listed within the “to be” roles will need to be
performed. Others will be driven by a
different timeline, such as those associated
with the biennial budget cycle.
Timing
Definition of Terms
MARS will require some new terminology,
cited here. An example includes the term
“contract,” which is how “purchase orders”
are referenced in MARS.
Training and Skill Needs
Most roles will require computer literacy
and the ability to navigate through MARS.
MARS Computer Literacy Training and
Computer Based Training are designed to
meet these needs. There are also a number
of MARS modules focused on specific
process areas.
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Page 3 offers related notes and insights.
Current to New Role Comparison for Role:
Additional Notes
• Notes include information about:
–Improvements to the way work is done;
–Whether changes might require expectation-setting;
–When coordination with central resources will change;
–System modifications that could bring further changes; and/or
–Distinctions regarding large vs. small agencies.
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Page 3 also identifies relevant documents.
Documents Relevant to Role
MARS Documents
Documents Formerly Used
MARS documents are
listed in the column to
the left.
Previously used
documents (STARS,
KAPS, and/or manual
forms) are listed in the
column to the right.
–If a MARS document replaces a document formerly used, the
document names appear opposite each other (and are crossreferenced by the same number).
–Such “replacements” do not occur in all instances -- MARS
may have certain documents that have no equivalent in the
“pre-MARS” environment.
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A “Template Key” also appears on page 3.
Template Key
This key details:
–The reasons behind the use of different typeface and
symbols;
–The way in which activities are grouped; and
–Where additional, relevant information may be found.
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The role templates are designed for you!
• You will see, in Module 2.4, how the “to be” roles will
provide a critical reference point in your workforce
transition planning.
• You may wish to add information about agency-specific:
–approval paths
–“as is” activities
–training suggestions
–role structure
• Please don’t redistribute activities, since this may
affect training and security profile planning.
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The templates span 10 core business areas.
Budget Process
Inventory
Disbursements
Projects, Grants, &
Cost Allocation
Fixed Assets
Purchasing &
Payables
General Accounting
Revenue &
Receivables
Internal Orders and
Billing
Travel
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$
$
$
$
Agency roles exist in each area.
Budget Process
Disbursements
Fixed Assets
• Prepare and Manage Detailed Agency Budgets
• Manage Budget Appropriations and Allotments
• Biennial Budget Preparation
• Generate Disbursements • Establish Recurring Payable
• Request Immediate
• Monitoring and Approval of
Check from Treasury
Disbursements & Payables
• Establish Payable
• Administer ProCard
(Straight Disbursement)
• Fixed Asset Property and Insurance Control
Management
• Supervision of Fixed Asset Property
• Asset/Liability Management
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Agency roles have been identified (continued).
General Accounting
Internal Orders &
Billing
Inventory
• Monitoring Payables
• Agency Fiscal
Management/Supervision
• Table Maintenance
• Error Correction
• Maintain Codes
• Processing Journal Vouchers
• Processing/Manage Loans
• Manage Funds Availability
• Accounting Manager
• Process Internal Bills - Buyer
• Process Internal Bills - Seller
• Consumable Inventory Management
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Agency roles have been identified (continued).
Projects, Grants &
Cost Allocation
$
$
$
$
Purchasing &
Payables
• Grant Setup, Monitoring and Reporting
• Grant Management
• Cost Allocation Expert
• Goods and Services
Procurement
• Initiate and Request
Goods or Services
• Purchasing Support
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• Receiver
• Contract Administration
Agency roles have been identified (continued).
Revenue &
Receivables
Travel
• Create & Process Accounts
Receivable
• Approve Accounts Receivable
• Initiate Cash Receipts
• Cash Receipts Support
• Create & Process Cash Receipts
• Internal Approval of Cash
Receipts
• Prepare Expense Voucher
• Authorize Expense Voucher
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• Final Approval of Cash
Receipts
• Maintain Customer
Files
• Collection of
Delinquent Accounts
Receivable
• Write-Off Delinquent
Accounts Receivable
There are also templates about administration.
Agency Administration
Processes
• Financial Reporting
• Agency Security Management
• Establish Agency Workflow
• Records Management
• Agency System Administration
This area:
–Is essential to smooth systems operations in each agency
–Supports initiatives in each of the key business areas
discussed
–Will require close coordination with central resources
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This and other maps appear in Appendix A.
“As Is” Activities
•
•
•
•
•
•
•
•
Compile agency history data
Check history data to CAFR
Data collection and assimilation
Prepare salary/benefit budget request
Prepare programmatic budget request
Prepare justification detail
Respond to budget request inquiries
Attend justification meetings
Redesigned “To Be” Role
(C: Biennial Budget Request Preparation)
Biennial Budget
Preparation
Maps:
–Are specific to each of the redesigned Administrative
Services “To Be” roles
–Contain activities from the Administrative Services
Activities Dictionary
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How can you use this information?
• As a starting point for your workforce transition
efforts.
• To create workforce transition plans.
• To help with decisions regarding staff
deployment.
• To provide information needed to make
decisions in the first months of MARS
operations.
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Can I make changes to the materials?
• YES!
• Customize these materials to make them relevant to
your agency’s particular circumstances.
• Don’t take activities from one role and paste them into
another role.
• The resources here today will continue to be available
to you for “action-planning” support and assistance.
• This help will be supported by the use of a tool to aid
both your short- and long-term workforce transition
efforts.
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QUESTIONS ???
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