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 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!!!!!