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!!!!!