Transcript No Slide Title

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:
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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
1. Meet with managers
and leadership of
administrative services
employees and functions
2. Develop Agency’s
Workforce Transition
Strategy document
3. Define workforce
transition categories and
strategy
4. Identify employees
who will
Need to use MARS by
July 1, 1999
4.1 Complete roles
worksheet for these
employees
Description/How To
Agency management and leadership will be an integral
part of communicating the changes, identifying the new
roles and aiding with the transition.
If necessary or appropriate for your agency, ask
managers to help identify future roles and timing of
employees identified on the tracking tool.
Develop an outline for a strategy that addresses your
agency’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.
Using the different categories of workforce transition
defined in Module 2.0 slide # 10, determine the different
definitions that will apply to your agency. Tailor
definitions as necessary.
Develop strategy for identifying employees and
document
Using the agencies as-is administrative services data,
identify employees who will need to use MARS by July
1, 1999. Use the tracking tool to log this information
Using the Excel file [AgencyNumber]_ [DeptName].xls
and the AsIs_ToBe maps, identify the appropriate roles
and enter them into the To-Be Roles Worksheet for the
employees identified as needing to use MARS by July 1
1999. As appropriate work with your agency’s
administrative managers and leadership
Date
Needed/Timeframe
By April 1, 1999
By July 1, 1999
By July 1, 1999
By March 29, 1999
By April 15, 1999
Assigned To:
Status
Overview of the plan
1. Meet and
establish
process with
managers
2. Identify
workforce
transition
categories
4. Complete
identifying employees
who need to use
MARS by July 1st
Identify potential
consolidation areas
7.
5. Validate
names in As-Is
worksheet
3. Develop
agency
transition
strategy
6. Complete roles
and training
identification for
remaining employees
8. Train remaining
employees
9. Develop
new PDs
10.
Prepare
reports
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/
Transition
Courses
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
A
Name
+
+
+
+
I
AR
BI
BP
Personnel
Information
To validate or
change an employee's
as-is personnel
information, click on
the plus sign above
Financial
Mgt. Total
Material
Mgt. Total
To view the as-is
activities that made
up the total, please
click on the plus sign
above
Other
Total
BQ
Uses KAPS
or STARS?
Things to know about the To-Be Roles
Worksheet
• 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
To-Be
Roles
Illustration of the To-Be Roles Worksheet
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
To select roles for an
employee, please click on
the plus sign above and
select as many roles
as applicable
AK
AL
This column will probably
not be applicable until after
December 1999
AM
Anticipated
retirement date?
AJ
May this
employee retire in
the next 3 years?
AI
Anticipated
Transition Date
When?
D
May this
employee require
redeployment?
C
Administrative
Service role in the
future?
Name
B
Will this
Individual Use
MARS?
A
Role
Identification
+
Process for completing the To-Be roles
worksheet.
Step 1
Determine
Potential
MARS usage
and timing
If employee
currently uses
KAPS or STARS
Step 2
Step 3
Administrative
Role
in Future?
Based upon the
role definitions,
the activities
that are going
If employee
away, and
currently initiates, agency choice,
processes, or
will this
approves
employee
a paper document continue to have
that eventually is an
entered in STARS administrative
or KAPS
service role(s).
Step 4
Role
Identification
Using the asis/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
Indicate whether Enter yes, no, or individual should
July 1999 or later maybe
adopt the role
and provide
additional
comments
Step 5
Potential
Retire in
for
Next
Redeployment Three Years?
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
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
• 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 preprogrammed
• Can select up to 10 training courses for an individual
Training
Illustration of the worksheet
+
A
B
C
D
AI
Course
Identification
Name
If this employee is
anticipated to need MARS
training in the next
18 months - enter yes
AJ
Additional
Training Needs
If you need to enter
courses, please click
on the plus sign above
Please identify additional
training needs such as
Statewide budget process,
customer service,
performance management
accounting, etc.
Process for completing the Training
Worksheet.
Step 1
Require
MARS
Training
Prior
to 7/1/99?
If employee
will
use MARS as of
July 1, 1999 per
Column B of the
To-Be Roles
Worksheet enter
yes
Step 2
Potential
MARS
Training
in Future
Based on when
the new
administrative
roles are
implemented,
will this
employee need
MARS training
in the next 18
months?
Step 3
Step 4
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.
Enter yes, no, or
If you want,
maybe
indicate the
Enter expected course date and
provide
training
date post July 1, additional
comments.
1999
Additional
Training
Needs
If the employee
will require
additional
training needs
such as Statewide
budget process,
customer service,
or accounting,
enter
these 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 prepopulated 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
+
Position
Special
Information Needs
For details about the
employee’s current class
title, code, salary, and
grade click the plus sign
J
K
L
Please list any special
placement needs that may
need to be considered
for this employee
S
New Position
Tracking
I
Meeting with
Personnel
Cabinet?
H
Length of
Service
C
Anticipated
Transition Date
Name
B
May this
employee require
redeployment?
A
Date employee
informed of
redeployment
+
T
Placed?
Process for completing the Redeploy/
Transition Worksheet.
Step 1
Position
Information
Provides
details
about the
employee’s
current class
title, code,
salary, and
grade.
Step 2
Special
Needs
List any special
placement
needs
that may need
to
be considered
for this
employee.
Step 3
Length of
Service
Enter the
beginning date
(month, day,
year) of
service for the
employee.
Enter the date
the employee
was
informed of the
redeployment
need.
Step 4
Step 5
New
Position
Tracking
Enter details
concerning new
position
opportunities for
the employee,
including: class
title, class code,
grade, interview
date, results/
comments, salary
and the date the
employee
start
Enter the date of
the meeting with
the Personnel or
Workforce
Transition Team
s in the new
position.
Placed?
Enter the date
(month, day, year)
that the employee is
successfully placed in
a new position.
Additional tabs...
• 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.
Courses
Roles
List
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!!!!!