session 2: performance management business process 1,4,7 · session 2: performance management...

Enterprise Modules Needs Assessment & RFPs Rapid Workflow® Process Models

City of Berkeley June 26, 2018

© 2018 ThirdWave Corporation

Rapid Workflow Process Modeling®

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Session 2: Performance Management Business Process

To Be Process Symbol Legend

OK

Customer symbol: indicates an internal or external customer coming to initiate or receive services.

Decision tree symbol: indicates Y / N options or decision in a business process.

Directional arrow: indicates the direction of a process on steps going forward, a dashed line indicates a feedback loop. A Blue arrow indicates an step using workflow automation..

Hardcopy documents: A black doc indicates a system produced document or documents that start out as hardcopy. An ''F' in the symbol indicates a fax. A red-lined doc indicates an existing document that will be eliminated in the future state.

A multiple document symbol indicates a packet / package of documents.

Envelope symbol: indicates mail, internal or external correspondence. An "E: in the envelope indicates email and if blue, indicates auto-notifications or emails.

Existing database symbol: indicates existing software/database, using an commercial off-the-shelf/custom developed application. A red symbol denotes an existing software to be eliminated/replaced.

F

Electronic Form: “E” indicates an electronic form. An "X”: in the document symbol indicates a requirement for an E-Signature.E E

X

New database symbol: indicates new software/database, commercial off-the-shelf/custom developed application. The type of system is noted inside or adjacent to the symbol

Electronic documents/content/files: indicates a system produced document or documents that start out as hardcopy that are scanned and stored electronically. (This could also include future digital photos, digital video, or digital recordings.)

Existing process step box symbol: indicates an existing step in a business process that will be eliminated in the future state.

New process step box symbol: indicates a new step in a business process.

Existing process step box symbol: indicates a step in the business process.

E

E

D

These solutions entail new management policies and practices that are required as a result of introducing new information technology solutions and / or business process changes. Common examples include policy statements, organizational change, Change Management, Service Level Agreements, etc.

Future State Solutions Legend

These solutions entail the introduction of new business process steps – or the elimination of existing business process steps, for Business Process Improvement, or as a result of introducing new Information Technology solutions identified in the Rapid Workflow

TM workshops. Business Process/

Operational solutions also include business process improvement opportunities identified as part of the Rapid Workflow

® business process

analysis workshops that do not have any direct relationship to Information Technology.

These solutions entail a variety of solutions, including the:· Introduction of new Information Technologies· Replacement of existing systems with new technologies· Enhancement of existing Information Technologies/Systems to

compliment new management policies.· Enhancement of existing Information Technologies as identified in the

Rapid WorkflowTM

workshops as Business Process Improvement opportunities.

· Integration of proposed technologies with existing technologies

Information Technology

Process / Operational

Management / Policy

Car symbol: indicates the movement of information by car.

Anchor symbol: indicates instance(s) where an external department or organization adversely impedes the effective execution of a business process.

Vertical file, box, binder and CD-ROM symbols: indicates existing hardcopy file storage, onsite/offsite document archives, or electronic file storage.

Bin

de

r

Box

1,4,7

Problems

Impacts

Benefits

Red Problem Number Keys: visual cues placed next to process steps where problem occurs in the existing business process. The same number can be used more than once for the same problem in several steps in the process.

Problem Statements: problems in the existing process, identifying any obstacle to the effective and efficient execution of a task or service delivery.

Benefits Statement: quantitative/qualitative benefits to the internal/external group, enterprise or customers.

Impact Statement: quantitative or qualitative impact to the effective and efficient execution of an internal business process or service delivery to the customer.

As-Is Narrative Legend

Solutions Solution Statement: possible policy, process, and/or technology solutions.

Process Step

Process Step

Process Step






Hr., Employee, Union Rep.

· Onboarding.

· Meet with union rep.

· Report to worksite.

New Hire

Employee. Supervisor,

HR

· Begin 2,4,9,12 month

PE evaluation

process.

· Supervisor

completes the PE

form, including

development plan for

management review.

· Meets with employee

to review the PE

form.

· Employee

comments/signs the

form, or not.

· PE form goes to

management review

for signature.

· Supervisor routes

original to HR and a

copy to the

employee.

Dept. Head, Dept. Payroll

Clerk, HR

· Dept. submits ETF

confirming employee

passed probationary

period.

Begin CareerAnnual Review by Supervisor

Employee, Supervisor,

Training

· Implement/develop plan.

· City-wide core training.

· Profession specific

training.

· Career development.

Continuous Learning

Annual Evaluation

City Attorney, HR, Supv.

· Schedule appointment.

· LRCC meets with client,

departments weekly.

· Supervisor works with

LRCC to determine the

plan of action.

Dept. Meetings

Promotion Appointment

Continue Probation Period

Supervisor, Employee, Annual PE

· Supervisor completes the PE form

and Development Plan for

management review.

· Meet with employee to review the PE

form.

· Employee comments/signs the PE

form, or not.

· Form goes to management review

for signature.

· Supervisor routes original to HR and

a copy to the employee .

Supervisor, Employee. Manager, HR· Begin 2,4,6 month

evaluation process.· Supervisor completes the

form for management review.

· Meets with employee to complete the form.

· Employee comments/signs the form, or not.

· Form goes to management review for signature.

· Supervisor routes original to manager and a copy to the employee.

· Produce the development plan.

LRCC, Employee

· Consult with LRCC. Terminate

Dept. Head, HR

· Department Head works with

HR to implement

reinstatement.

Reinstate to Prior Position

Fail

Pass

Extend

Doing

Well?

Pass, Extend,

Fail

Counselling / Training

Performance Improvement Plan

Suspension

TerminationDue Process B

A

ETF

Onboard Package

FUND$

Word

Outlook

Excel7

Perform. Eval. Form

Classif. Specs

Duty Spec.

Empl. Template

ETF

HRD Template

Word

Outlook

FUND$

ETF

EmplLetter Template

7

FUND$

Word

E LetterTemplate

ETF

7 FUND$ETF Excel

WordPE Form / Dev Plan

EVTA Empl. Form7 8 7Outlook

VTAAttend. & Travel Form

EPE/Dev. Plan

Word Annual Perf. Eval. Form

General: 1,2,9,10

Yes

No

Word

Outlook

Template Letters

3,4

Excel

Word

Probationary Period Begins

Supv, LRCC, Empl, Training, · Ongoing dialogue with

employee.· If written, LRCC reviews.

Supv, LRCC, Manager, Empl.· Use template, send to LRCC.· Review and comment.

Supv, LRCC, Dept. Head, Manager, Empl., Union· Use template, send to LRCC.· Review and comment.

4,5

4,5

4

4,5

Word

Excel

Template Letter

VTA

Template Letter

Excel

Template Letter

Tracking

Excel

Template Letter

Tracking

Was There Improvement

Yes

No

FUND$

Word

If

TenuredYesNo

Fail

1 34

65

7

9

8

11

2

13

14

18

15

1617

10

12 19 20

Session 2: Performance Management As-Is Business Process






Empl, HR, Supv. Payroll Clerk,

Dept. Head, Union Rep.

· Submit Notice.

· Employee Transaction Form.

· Accept in Writing.

· Collect Keys.

· Off Boarding.

Leave/Retire

Skelly Officer, LRCC

· Contact LRCC.

· Debrief.

· Get a Template.

· Write decision and provide to

LRCC for review.

· Finalize and issue to employee.

Skelly Decision/ Recommendation

Employee Skelly Meeting

Email

Word 4

TemplateLetter

A

B

Dept. Head, Supervisor, Employee, Union

· Department Head/Supervisor prepare Skelly

Letter using LRCC template.

· Issue Skelly packet.

Issues Skelly Letter

Supervisor Recommends to Dept. Head

FUND$

Empl.Letter

Supv.Letter

Word

Outlook

Word

Outlook

4

Temp. Skelly Letter

Word

Outlook

4

Skelly File

TemplateLetter

Supervisor, LRCC, Dept.

Head

· Use template, send to

LRCC.

· Review and comment.

Employee, Skelly Officer,

Union, Scribe

· Attend a meeting with the

Skelly Officer, scribe and

Union.

Union

Appeal

Uphold/

Modify

Recommend Reject

Word

Outlook

TemplateLetter

LRCC, Skelly Officer,

Supervisor

· Skelly Officer issues

decision.

No

UpholdYes

No

Appeal

?

>3 Days No

City Manager/Designee, Employee Union

· Issue letter to the Union and Employee, scheduling

appeal meeting.

City Manager Appeal Meeting

City Manager Decision

TemplateLetter

Word

Outlook

Word

Outlook

TemplateLetter

City Manager/Designee, HR

· City Manager decision is issued

to Employee.

Decision Implemented

HR, Union

· Union Appeals within specific provisions/

timeline of MOU.

Union Appeal/Arbitration

LetterOutlook

ETF

Employee, Payroll Clerk,

Supervisor

Word

Outlook

Excel

FUND$

Email

YesUnion

Appeal

CMD

Yes

21 25 26 2830

312924 27

22 23

32

34

33







Problems Impacts BenefitsSolutions

1. This is a paper-based process; no central

repository of information.

2. Do not have a good workflow to get documents

processed, tracked, delivered and signed.

3. Communicating with LRCC, and what they are

doing.

4. No tracking from recommendation to

implementation.

5. No role-based access to templates for supervisors.

6. Inability to protect/provide security for templates.

7. No notification for certain transactions or when

evaluations are due.

8. Do not know what continuous training staff are

taking.

9. This is a manual-based process.

10. There is no history.

1. - Staff time.

- Inefficiencies.

- Lack of accountability.

- Cost (paper, toner, copier).

- There is an aversion to doing it.

2. - Same as #1.

- Time to find out where an item is.

- Things fall through the cracks.

- Multiple work on the same things.

3. - Staff time wasted.

- Frustration.

- Staff do not know what questions to ask.

- Impacts morale and productivity.

- Managers are overwhelmed with a daunting

process.

4. - Same as #2.

5. - Same as #1.

6. - Same as #1.

- There is a gap in expectations and resources.

7. - Staff do not get feedback on performance.

- Affects workload.

8. - Allot of effort to get staff to get training.

- May not know if they are taking the right

classes.

9. - Same as #1, 2, 3 and 7.

10. - Inefficiencies.

- Duplication of effort.

- Inaction.

- No accountability.

1. - Improved efficiency.

- Increased productivity.

- Improved job satisfaction.

- Cost savings.

2. - Same as #1.

3. - Shared knowledgebase.

4. - Performance management.

5 - Reduced time lag.

- More accessibility.

- Can take action immediately.

- Performance improvement.

- Timely notifications of concern.

- Encourage supervisor to act more timely.

6. - Same as #5.

7. - Same as #5.

- Timely feedback on performance.

8. - Same as #1.

- Not having to wait for information.

9. - Same as #1.

- Time savings.

10. - Consistency in applying discipline.

- Ensuring actions are taken more timely.

- Stop hitting staff with a wet noddle.

1. Implement a Performance Management

System

Features and Functions

· Workflow Automation:

§ E-Forms

§ E-Signatures

§ Notifications

§ Escalations

§ Approvals

§ Rejections

§ Check Status: where it is/who has a

document

§ Authority Levels

§ Reminders

§ Missed deadline notifications

§ Performance Management

§ Provides a Central Database

§ Tracking

· Provide role-based access to various

“Templates”

· Provide History Logs/Audit Trails

Reports

· Performance evaluation due dates

· Performance evaluation that are over-due

· Who is in the progressive discipline process

stage

· Clients who attend LRCC, issues, and

recommendations

Interfaces

· LMS (Learning Management System)

· erma: (Hours details, HR personnel file)

· OnBase or Shared drive where documents are

stored







Hr., Employee, Union

Representative

· Onboarding.

· Meet with union

representative.


New Hire


HR


Performance

Evaluation (PE)

process.

· Supervisor completes

the PE form online/

PMA, including


management review.


to review the PE

form.

· Employee comments/

E-signs the form, or

not.

· PE form goes to

management review

for E-signature.


using e-version using

automated workflow

original to HR and a

E-copy to the

employee.

· When the

Performance

Evaluation is received

by HR, it is logged

into PMA the Excel

spreadsheet and filed

in the E-personnel file

in erma.

Department Head,

Department Payroll Clerk,

HR

· Department submits E-

ETF confirming

employee passed

probationary period.

Begin CareerAnnual Review by Supervisor


Training

· Implement development

plan in PMA, will replace

the VTA Development

Plan.



training.


· LMS will replace VTA.

Continuous Learning

Annual Evaluation

City Attorney, HR, Supv.

· LRCC clients contact HR.

· HR looks at LRCC available dates and they give the

appointment timeslot to the Client.

· Client will check LRCC Portal and self schedule.

· Client puts it in the Outlook calendar.

· LRCC meets with client, departments weekly.

· Supervisor works with LRCC to determine the plan of

action.

Dept. Meetings



Supervisor, Employee, Annual PE

· Supervisor completes the E-PE form

and Development Plan for

management review.

· Meet with employee to review the E-

PE form.

· Employee comments/signs the E-PE

form, or not.

· E-Form goes to management review

for E-signature.

· Supervisor E-routes original to HR

and a E-copy to the employee.

Supervisor, Employee. Manager, HR· Begin 2,4,6 month evaluation

process.· Supervisor completes the E-

Evaluation form for management review.

· Meets with employee to complete the E-form.

· Employee comments / E-signs the E-form, or not.

· Form goes to management review for E-signature.

· Supervisor E-routes original to manager and a E-copy to the employee.

· Produce the E-development plan.

LRCC, Employee

· Consult with LRCC.

· The ETF form will

be in PMA, not

Word.

Terminate

Department Head, HR

· Department Head works with HR to

implement reinstatement.

· The ETF form will be in PMA, not Word.


Fail

Pass

Extend

Doing

Well?

Pass,

Extend,

Fail



Suspension

TerminationB

ETF

Onboard Package

Word

Outlook

E Perform. Eval. Form

Classif. Specs

Duty Spec.

Empl. Template

ETF

HRD Template

Outlook

EmplLetter Template

E LetterTemplate

E-ETF

Word

E-PE Form / Dev Plan

EVTA Empl. Form

Attend. & Travel Form

EPE/Dev. Plan

Annual Perf. Eval. Form

Yes

No

Word

Outlook

Template Letters


Supv., LRCC, Empl, Training, · Ongoing dialogue with

employee.· If written, LRCC reviews.

Supv., LRCC, Manager, Empl.· Use template, send to LRCC.· Review and comment.

Supv., LRCC, Dept. Head, Manager, Empl., Union· Use template, send to LRCC.· Review and comment.

Supv., LRCC, Manager, Dept. Head, City Mngr, Empl., Union· Use template, send to LRCC.· Review and comment.

Word

Excel

Template Letter

VTA

Template Letter

Template Letter

Tracking


Yes

No

If

TenuredYesNo

Fail

1 34

65

7

9

8

11

2

13

14

18

15

16

10

12 19 20

PMA

Erma HR

Perform. Eval. Form

FUND$ Erma HRETFE-ETF

PMA Word

E-ETF ETF

E-ETF

ETF

Erma HR

PE Form / Dev Plan

Excel Tracking

LMS

PMA

VTA EPE/Dev. Plan

Excel

Word


PMA

Shared

Notes:

1. Template Letters: Are used

for performance/leave

management issues, that

impact performance,

attendance or behavior. Once

filled out they are kept in the

employee confidential

personnel file.

LMS

PMA

Erma HR

Word

Word

Excel

Template Letter

Tracking

PMA Excel

FUND$

PMA

Outlook

VTA

Word

Excel Tracking

FUND$

Erma HRFUND$

PMA

Empl, HR, Supv. Payroll Clerk, Dept. Head,

Union Rep.

· Submit Notice.

· The Supervisor will e-route the terminate/

retire letter to HR and the Department Head.

· E-Employee Transaction Form.


· Collect Keys.

· Off Boarding by HR in FUND$ and IT

Service Request.

· HR takes the employee off of payroll.

Terminate/Retire

Empl.Letter

Supv.Letter

21

PMA Word

FUND$EmplTransForm

EEmplTransForm

Erma HR

FUND$

Session 2: Performance Management To-Be Business Process







· Contact LRCC.

· Debrief.

· Get a Template.

· Write decision and provide to

LRCC for review.

· Finalize and issue to employee.

Skelly Decision/ Recommendation


Email

TemplateLetter

B

Department Head, Supervisor, Employee,

Union

· Department Head / Supervisor prepare

Skelly Letter using LRCC template.

· Issue Skelly packet, would be stored in the

new erma HR system.



Word

Outlook

Word

Outlook

Temp. Skelly Letter

Word

Outlook

ConfidentialSkelly File

TemplateLetter


Head


LRCC.



Union, Scribe



Union.

Union

Appeal

Uphold/

Modify

Recommend Reject

Word

Outlook

TemplateLetter


Supervisor


decision.

No

Uphold Yes

No

Appeal

?

>3 Days No

City Manager/Designee, Employee Union

· Issue letter to the Union and Employee, scheduling

appeal meeting.



TemplateLetter

Word

Outlook

Word

Outlook

TemplateLetter


· City Manager decision is issued

to Employee.


HR, Union


timeline of MOU.


LetterOutlook

ETF

Employee, Payroll Clerk, Supervisor

· Once implemented, the Supervisor

schedules the suspension in erma, and

checks off an action to implement the City

Manager’s decision notifies the payroll

clerk to prepare the ETF.

· Once the decision is made, all decisions

would like to be tracked in erma or PMA,

which will eliminate the use of Excel.

· This will eliminate the need to produce

the ETF.

Word

Outlook

Excel Track all decisions

Email

YesUnion AppealCMD

Yes

25 26 28 30

312924 27

22 23

32

34

33

Template Letter

Erma HR

Temp. Skelly Letter


PMA

Due Process

17

Erma HR

FUND$







Hr., Employee, Union

Representative

· Onboarding.

· Meet with union

representative.


New Hire


HR


Performance

Evaluation (PE)

process.

· Supervisor completes

the PE form online/

PMA, including


management review.


to review the PE

form.

· Employee comments/

E-signs the form, or

not.

· PE form goes to

management review

for E-signature.


using e-version using

automated workflow

to HR and a E-copy

to the employee.

· When the

Performance

Evaluation is received

by HR, it is logged

into PMA and filed in

the E-personnel file in

erma.

Department Head, Department

Payroll Clerk, HR

· Department submits E-ETF

confirming employee passed

probationary period.

Begin Career

Annual Review by Supervisor


Training

· Implement

development plan in

PMA, will replace the

VTA Development

Plan.



training.


· LMS will replace VTA.

Continuous Learning

Annual Evaluation

City Attorney, HR,

Supv.

· LRCC clients contact

HR.

· Client will check

LRCC Portal and self

schedule.

· Client puts it in the

Outlook calendar.

· LRCC meets with

client, departments

weekly.

· Supervisor works

with LRCC to

determine the plan of

action.

Dept. Meetings



Supervisor, Employee, Annual

PE

· Supervisor completes the

E-PE form and

Development Plan for

management review.

· Meet with employee to

review the E-PE form.

· Employee comments/signs

the E-PE form, or not.

· E-Form goes to

management review for E-

signature.

· Supervisor E-routes original

to HR and a E-copy to the

employee.

Supervisor, Employee. Manager, HR· Begin 2,4,6 month evaluation

process.· Supervisor completes the E-

Evaluation form for management review.

· Meets with employee to complete the E-form.

· Employee comments / E-signs the E-form, or not.

· Form goes to management review for E-signature.

· Supervisor E-routes original to manager and a E-copy to the employee.

· Produce the E-development plan.

LRCC, Employee

· Consult with LRCC.

· The ETF form will be in PMA,

not Word.

Terminate

Department Head, HR

· Department Head works with

HR to implement

reinstatement.

· The ETF form will be in PMA,

not Word.


Fail

Pass

Extend

Doing

Well?

Pass,

Extend,

Fail



Suspension

Termination

B

ETF

Onboard Package

Word

Outlook

E Perform. Eval. Form

Classif. Specs

Duty Spec.

Empl. Template

HRD Template

Outlook

EmplLetter Template

E LetterTemplate

E-ETF

E-PE Form / Dev Plan

EVTA Empl. Form

Attend. & Travel Form

EPE/Dev. Plan


Yes

No

Template Letters


Supv., LRCC, Empl, Training, · Ongoing dialogue with employee.· If written, LRCC reviews.

Supv., LRCC, Manager, Empl.· Use template, send to LRCC.· Review and comment.

Supv., LRCC, Dept. Head, Manager, Empl., Union· Use template, send to LRCC.· Review and comment.

Supv., LRCC, Manager, Dept. Head, City Mngr, Empl., Union· Use template, send to LRCC.· Review and comment.

WordTemp. Letter

VTA

Template Letter

Template Letter


Yes

No

If

TenuredYesNo

Fail

1 34

65

7

9

8

11

2

13

14

18

15

16

10

12 19 20

PMA

Erma HR

Erma HRE-ETF

PMA

E-ETF

E-ETF

Erma HR

LMS

PMA

PMA

Shared

Notes:

1. Template Letters: Are

used for performance/leave

management issues, that

impact performance,

attendance or behavior.

Once filled out they are kept

in the employee confidential

personnel file.

LMS

PMA

Erma HR

Template Letter

PMA

PMA

Erma HR

PMA

Empl, HR, Supv. Payroll Clerk,

Dept. Head, Union Rep.

· Submit Notice.

· The Supervisor will e-route the

terminate/retire letter to HR and

the Department Head.

· E-Employee Transaction Form.


· Collect Keys.

· Off Boarding by HR in Funds and

IT Service Request.

· HR takes the employee off of

payroll.

Terminate/Retire

Empl.Letter

Supv.Letter

21

PMA

EEmplTransForm

Erma HR








· Contact LRCC.

· Debrief.

· Get a Template.

· Write decision and provide

to LRCC for review.

· Finalize and issue to

employee.

Skelly Decision/ Recommend.


Email

TemplateLetter

B

Department Head, Supervisor,

Employee, Union

· Department Head / Supervisor

prepare Skelly Letter using LRCC

template.

· Issue Skelly packet, would be stored

in the new erma HR system.



Word

Outlook

Word

Outlook

Temp. Skelly Letter Word

OutlookConfidentialSkelly File

TemplateLetter


Head


LRCC.



Union, Scribe



Union.

Union

Appeal

Uphold/

Modify

Recommend Reject

Word

Outlook

TemplateLetter


Supervisor


decision.

No

UpholdYes

No

Appeal

?

>3 Days No

City Manager/Designee,

Employee Union

· Issue letter to the Union

and Employee,

scheduling appeal

meeting.



TemplateLetter

Word

Outlook

Word

Outlook

TemplateLetter


· City Manager decision is

issued to Employee.


HR, Union


timeline of MOU.


LetterOutlook

Employee, Payroll Clerk,

Supervisor

· Once implemented, the

Supervisor schedules the

suspension in erma, and

checks off an action to

implement the City Manager’s

decision.

· Once the decision is made, all

decisions would like to be

tracked in erma or PMA,

which will eliminate the use of

Excel.

· This will eliminate the need to

produce the ETF.

Word

Outlook

Email

YesUnion AppealCMD

Yes

25 26 2830

3129

24

2722 23 32

34

33

Template Letter

Erma HR

Temp. Skelly Letter


PMA

Due Process17

Erma HR







Management / Policy Solutions

Business Process / Operational SolutionsInformation Technology Solutions

Implement a Performance

Management Application (PMA)


· Weighted Performance

Measures.

· Competency Tracking.

· Custom Rating Scales.

· Custom Review Forms.

· Performance Evaluation:

§ Engagement

§ Measurement or

performance indicators

§ Review Cycle Tracking

§ Self-Appraisals

· Employee Engagement.

· Appraisal Management.

· Appraisal History Tracking.

· Cascading Goals.

· Development Plans.

· Goal Management.

· Employee Profile.

· Continuous Feedback:

§ Real time feedback

§ Scheduled evaluations

§ Set up accurate job

goals

§ 360o Feedback

· Rating Scale.

· Online dashboard for self

and team performance

metrics.

· Provide role-based access

to various "Templates".

· Provide History Logs/Audit

Trails.

· Workflow Automation:

§ E-Forms

§ E-Signatures

§ Notifications

§ Escalations

§ Approvals

§ Rejections

§ Check Status: where it

is/who has a document

§ Authority Levels

§ Reminders

§ Missed deadline

notifications

§ Performance

Management

Provides a Central Database.

· Tracking.

· Self Service Portal.

· Mobile App.

· iPhone and Android mobile

apps.

· 256-bit encryption for all

data.

Reports

Performance evaluation due dates.

Performance evaluation that are

over-due.

Who is in the progressive discipline

process/stage.

Clients who attend LRCC, issues,

and recommendations.

Interfaces

LMS (Learning Management

System).

OnBase or Shared drive where

documents are stored.

M 1. Performance evaluation process; and the following AR’s will

need to be revised and updated to accommodate the

automated process:

· Administrative Regulation 2.4 (Medical Leave);

· Administrative Regulation 2.7, Worker’s Comp

· The Flexible Schedule AR

O 1. Step 1 New Hire: Replace FUND$ with new erma HR systems.

O 2. Step 3 Probationary Period Begins: Replace Excel Tracking

with new PMA system. Replace hardcopy Performance

Evaluation (PE) Forms with electronic Performance Evaluation

Forms. Supervisor completes the PE form online/PMA, including

development plan for management review. Employee comments/

E-signs the form, or not. PE form goes to management review for

E-signature. Supervisor will route e-version using automated

workflow to HR and a E-copy to the employee. When the

Performance Evaluation is received by HR, it is logged into PMA,

which will replace the Excel spreadsheet, and filed in the E-

personnel file in erma.

O 3. Step 6 Terminate: Replace FUND$ with new erma HR system.

Replace Word with new PMA system. Eliminate hardcopy ETF

forms with the electronic ETF forms. The ETF form will be in

PMA, not Word.

O 4. Step 8 Continue Probation Period: Replace FUND$ with new

erma HR system. Discontinue using Word. Replace hardcopy

ETF forms with electronic ETF forms.

O 5. Step 7 Reinstate to Prior Position: Replace FUND$ with new

erma HR system. Replace Word with new PMA. Eliminate

hardcopy ETF forms and produce electronic ETF forms.

O 6. Step 9 Begin Career: Replace FUND$ with new erma HR

system. Eliminate hardcopy ETF forms and produce electronic

ETF forms. Department submits E-ETF confirming employee

passed probationary period.

O 7. Step 12 Annual Review by Supervisor: Replace Excel Tracking

with new PMA software. Discontinue using Word. Eliminate

hardcopy PE Form and Development Plan and produce

electronic PE Form and electronic Development Plan. Supervisor

completes the E-PE form and Development Plan for management

review. Meet with employee to review the E-PE form. Employee

comments/signs the E-PE form, or not. E-Form goes to

management review for E-signature. Supervisor E-routes original

to HR and a E-copy to the employee.

O 8. Step 19 Continuous Learning: Replace VTA Development

Plan with new PMA systems. Replace VTA with new Learning

Management System (LMS). Discontinue using Outlook.

Eliminate electronic VTA PE Developmental Plan and

produce electronic PE Developmental Plan. Implement

development plan in PMA, will replace the VTA Development

Plan.

O 9. Step 20 Annual Evaluation: Replace Word and Excel with

new PMA systems. Eliminate hardcopy annual performance

evaluation forms and produce electronic annual performance

evaluation forms.

O 10. Step 21 Terminate/Retire: Replace FUND$ with new erma

HR system. Replace Word with new PMA software. Eliminate

hardcopy Employee Transaction forms and produce

electronic Employee Transaction forms.

O 11. Step 11 Department Meetings: Replace Outlook and Word

software with new PMA systems. Client will check LRCC

Portal and self schedule.

O 12. Step 13 Counseling/Training: Replace Excel with new LMS

systems.

O 13. Step 15 Suspension: Replace Excel Tracking with new PMA

software.

O 14. Step 16 Termination: Replace Excel Tracking with new PMA

software.

O 15. Step 23 Issues Skelly Letter: Implement Erma HR software.

Produce electronic Temporary Skelly Letter and Confidential

Skelly File. Issue Skelly packet, which will be stored in the

new erma HR system.







Session 3: Learning Management Business Process

To Be Process Symbol Legend

OK

Customer symbol: indicates an internal or external customer coming to initiate or receive services.

Decision tree symbol: indicates Y / N options or decision in a business process.

Directional arrow: indicates the direction of a process on steps going forward, a dashed line indicates a feedback loop. A Blue arrow indicates an step using workflow automation..

Hardcopy documents: A black doc indicates a system produced document or documents that start out as hardcopy. An ''F' in the symbol indicates a fax. A red-lined doc indicates an existing document that will be eliminated in the future state.

A multiple document symbol indicates a packet / package of documents.

Envelope symbol: indicates mail, internal or external correspondence. An "E: in the envelope indicates email and if blue, indicates auto-notifications or emails.

Existing database symbol: indicates existing software/database, using an commercial off-the-shelf/custom developed application. A red symbol denotes an existing software to be eliminated/replaced.

F

Electronic Form: “E” indicates an electronic form. An "X”: in the document symbol indicates a requirement for an E-Signature.E E

X

New database symbol: indicates new software/database, commercial off-the-shelf/custom developed application. The type of system is noted inside or adjacent to the symbol

Electronic documents/content/files: indicates a system produced document or documents that start out as hardcopy that are scanned and stored electronically. (This could also include future digital photos, digital video, or digital recordings.)

Existing process step box symbol: indicates an existing step in a business process that will be eliminated in the future state.

New process step box symbol: indicates a new step in a business process.

Existing process step box symbol: indicates a step in the business process.

E

E

D

These solutions entail new management policies and practices that are required as a result of introducing new information technology solutions and / or business process changes. Common examples include policy statements, organizational change, Change Management, Service Level Agreements, etc.

Future State Solutions Legend

These solutions entail the introduction of new business process steps – or the elimination of existing business process steps, for Business Process Improvement, or as a result of introducing new Information Technology solutions identified in the Rapid Workflow

TM workshops. Business Process/

Operational solutions also include business process improvement opportunities identified as part of the Rapid Workflow

® business process

analysis workshops that do not have any direct relationship to Information Technology.

These solutions entail a variety of solutions, including the:· Introduction of new Information Technologies· Replacement of existing systems with new technologies· Enhancement of existing Information Technologies/Systems to

compliment new management policies.· Enhancement of existing Information Technologies as identified in the

Rapid WorkflowTM

workshops as Business Process Improvement opportunities.

· Integration of proposed technologies with existing technologies

Information Technology

Process / Operational

Management / Policy

Car symbol: indicates the movement of information by car.

Anchor symbol: indicates instance(s) where an external department or organization adversely impedes the effective execution of a business process.

Vertical file, box, binder and CD-ROM symbols: indicates existing hardcopy file storage, onsite/offsite document archives, or electronic file storage.

Bin

de

r

Box

1,4,7

Problems

Impacts

Benefits

Red Problem Number Keys: visual cues placed next to process steps where problem occurs in the existing business process. The same number can be used more than once for the same problem in several steps in the process.

Problem Statements: problems in the existing process, identifying any obstacle to the effective and efficient execution of a task or service delivery.

Benefits Statement: quantitative/qualitative benefits to the internal/external group, enterprise or customers.

Impact Statement: quantitative or qualitative impact to the effective and efficient execution of an internal business process or service delivery to the customer.

As-Is Narrative Legend

Solutions Solution Statement: possible policy, process, and/or technology solutions.

Process Step

Process Step

Process Step






Training OS2, Training

Officer

· Identify new staff.

· Check with transaction

team in H.R. to see

who has joined in the

last quarter.

· Invite new staff to new

employee orientation .

Identify New Staff


Officer

· Held once per quarter.

· Review expectations of

baseline training.

· Identify supervisors vs

line staff; which have

different training .

New employee orientation

Staff

· Staff sign up for training in

VTA. Will call/email for

instructions on how to do

this; ie how to get on the

system.

Sign up for training

Contracted Trainers

· Come to training for baseline

training.

· Sign in on sign-in sheet .

· Get training (done via an RFP

process).

Training


Officer

· Take the sign in sheets

and enter the names into

VTA.

· Scan Evals in a mfd and

send to T.O. for

assessment. Email to

self.

Data Entry

Training OS2, Training Officer

· Reconcile who showed for

credit.

· The no shows, have to tabulated

and the departments billed.

· Identify reimbursement

structure.

ReconcileTraining attendance

Training OS2

· Work with IT to get the

file of new staff from

FUND$, imported into

VTA.

· This happens weekly.

Work with IT

Tos2

· Berkeley Matters.

· Send emails.

· Publish training bwbs in Berkeley Matters.

· Training page and calendar on iCOBWeb.

Training Advertising/Marketing

TOS2

· Two weeks prior to training,

an excel spreadsheet is

emailed to department heads.

Training notification to depts

OS2

· None who has completed the

full mandate of training.

· Produce/transmit training

certificate.

Completioncertificates

Training Officer

· Review training evaluation to assess

efficacy of the training: includes themes.

· Send information to training.

Review Evaluation

Performance Management

Development

EmailVTAimporter

Train’g

module

materials

Email

ExcelVTA

Excel

Outlook

VTAEmail

Sign inSht.

Eval

Training

Material

VTA

Certificates

VTA

Scan

Eval

ExcelBilling

Ltrs

10

9,10

5,6

3

4,6

4

1,21,21,2

General: 7,8,11

Sign inSht.

Eval

2 3 4 5 7 8 11

1 6

10

13

129

Session 3: Learning Management As-Is Business Process






Problems Impacts BenefitsSolutions


- Cost Savings.

- Streamlined process.

- Enhanced problem solving.

- Foster an inclusive process.

2. - Same as #1.

3. - Cost savings.

- Staff time savings.

- Improved accuracy.

4. - Same as #1.

- Peace of mind.

- Improved training program.

- Enhanced credibility.

- Free up Supervisor’s time.

5. - Same as #1.

- Improved trust.

6. - Same as #1.

7. - Same as #1.

8. - Improved morale.

- Same as #1.

9. - Organization growth.

- Transformative learning environment.

10. - Improved accountability.

- Improved productivity.


- Cost savings.

- Improved access to training materials.

- Self service access to materials.

12. - Enhanced morale.

- Succession planning.

- More attractive and competitive work

environment.

1. - Inaccurate data, hit and miss.

- The current process is time

consuming.- Cumbersome business process.

2. - Same as #1.3. - Training on staff time4. - Staff time/supervisors and

managers.5. - Confusion.

- A lack of trust.- A perception of incompetence.- Conflicts.

6. - A lack of accountability. 7. - Training Division staff time.

- It becomes a back burner stuff.8. - It is inefficient and demoralizing.9. - Organizational development

stagnates. 10. - Same as #6.

- Lack of growth. - If managers/supervisors who are

old school, staff do not benefit or consider training a priority.

- Loose out on efficiency and productivity.

11. - Staff time. - Waste of paper.

12. - People fall through the cracks. - Staff turnover.

1. Discreet and separate process

from onboarding.

2. Separate from FUND$.

3. Lack method to evaluate and

tabulate evaluations.

4. Based on external client

(Supervisors and Users) to

compel training, not proactive.

5. The existing process can be

inaccurate.

6. Difficult to monitor who’s taken

the training in key areas of the

organization.

7. Everything is manual, i.e.,

certificates have to get names

from VTA, created in a separate

software.

8. Can’t track the entire lifecycle

from when employee joins to the

training they take.

9. Cannot do Level 2 transfer of

training, right now they are limited

to Level 1: smile sheets.

(Kilpatrick’s levels of training

evaluation.)

10. This process is not connected to

performance.

11. Do not have material in one

repository, now it is stored in

folders.

12. Career development is missing.

13. Can't easily email class attendees

via VTA.

1. Implement a Learning Management

System (LMS)


· Connected to the onboarding process.

· Provide a method to evaluate /tabulate

evaluations.

· System generated reminders based on

staff classification, role, and business

need.

· Receive accurate/timely list of new

hires automatically.

· Automatically issue welcome letters to

new staff and supervisors.

· Store new employee/training materials

and certificates in one place.

· Issue automatic training notifications

and reminders.

· Provide online training registration.

· Provide post training quizzes; and

acknowledgement of completion.

· Electronic sign-in sheet via the system.

· Generate billing statements to the

invoice department.

· Provide the ability to track the entire

staff training lifecycle.

· Provide a supervisor screen to

measure behavior change and coach.

· Provide a career development

capabilities.

· Communications on various levels

notifications.

· Records of who supervises whom

should be automatically updated so

supervisors can pull reports easily and

accurately. Perhaps Allow supervisors

to enroll their own staff

· Automatically issue certifications of

completion.

· Allow Training attendees to view and/or

download course workbooks,

PowerPoints, handouts, etc.

Reports

· Training attendance

· No shows

· Departmental comparative

reports

· Trends

Interfaces

· erma

· Coach logics

· Neo gov.

· OnBase (future)

Session 3: Learning Management As-Is Business Process






iCOB



· Check with transaction team

in H.R. to see who has joined

in the last quarter.

· New hires in the last 3 months

would receive welcome letter

and invitation to the training,

the list would come from

erma. Supervisors would

receive a notification. This will

require an interface between

Outlook and LMS.



Identify New Staff



· Set up course in VTA LMS.


baseline training.

· Identify supervisors vs line

staff; which have different

training.

· Coordinate with outside

trainers.

· Trainers will access and

review the courseware

remotely.

Course Planning

Staff


vta LMS. Will call/email for

instructions on how to do

this; i.e. how to get on the

system.

· Supervisors will sign staff

up for training.

· Staff can currently access

VTA LMS from iCOBweb

(City Intranet) to sign up for

classes.

Sign up for Training

Contracted Trainers


training.

· Sign in on sign-in electronically

sheet.


process.)

· Evaluation forms will be provided

electronically are provided by the

Training Coordinator in hardcopy.

· Participants will fill out an e-

evaluation form. A reminder will be

emailed to students who do not

submit their evaluations within 48

hours.

Training


· Take the sign in sheets and

enter the names into VTA.

Eliminate this work since this

data would already be in the

LMS.

· Scan Evaluations in a PDF

and send to Trainer for

assessment.

· 72 hours after, an automatic

Session Report will be

produced: who attended,

performance metrics and

feedback. It will be sent to

training officer, training, etc.

Data EntryMetrics & Analysis


· Reconcile who The LMS

Session Report will show who

received credit for the class.

· Those who do not attend have

to will be tabulated and the

departments billed in Excel in

LMS.


structure.

ReconcileTraining Attendance

Training OS2



FUND$ erma, imported

into LMS vta.


Work with IT

Tos2


· Send emails.




TOS2

· Two weeks prior to training, an Excel

spreadsheet is LMS will automatically emailed to

Department heads and Supervisors a list of staff

that will attend training.

Training Notification to Departments

OS2

· Note who has completed the full mandate of training.

· LMS will produce/transmit training certificate.

Certificate templates will be stored in LMS. LMS will

also store and track completed learning paths.

· Send auto-notification to the employee’s supervisor.

CompletionCertificates

Training Officer


efficacy of the training, including themes.


Review Evaluation

Email

VTAimporter

Training module materials

Email

ExcelOutlook

EmailESign in Sht.

E

Eval

Training

Material

LMS

Cert.

VTA

Scan

Eval

Billing Ltrs

Sign inSht.

Eval

2 3 4 5 7 8 11

1 6

10

9

erma

LMS

FUND$ LMS

erma

Outook LMS

VTA

LMS

Email

Email

LMS

Outook

Training

Material

Sign inSht.

EvalLMS

Session

Report

LMSCert.

LMS

FUND$

Session Report LMS

VTA

Excel

VTAVTA

VTAExcel

Session 3: Learning Management To-Be Business Process






iCOB



· Check with transaction team

in H.R. to see who has joined

in the last quarter.

· New hires in the last 3 months

would receive welcome letter

and invitation to the training,

the list would come from

erma. Supervisors would

receive a notification. This will

require an interface between

Outlook and LMS.



Identify New Staff



· Set up course in LMS.


baseline training.

· Identify supervisors vs line

staff; which have different

training.

· Coordinate with outside

trainers.

· Trainers will access and

review the courseware

remotely.

Course Planning

Staff


LMS. Supervisors will sign

staff up for training.

· Staff can currently access

LMS from iCOBweb (City

Intranet) to sign up for

classes.

Sign up for Training

Contracted Trainers


training.

· Sign in on sign-in electronically.


process.)

· Evaluation forms will be provided

electronically.

· Participants will fill out an e-

evaluation form. A reminder will be

emailed to students who do not

submit their evaluations within 48

hours.

Training


· Eliminate having to take the

sign in sheets and enter the

names into VTA. since this

data would already be in the

LMS.

· 72 hours after, an automatic

Session Report will be

produced: who attended,

performance metrics and

feedback. It will be sent to

training officer, training, etc.

Metrics & Analysis


· The LMS Session Report will

show who received credit for the

class.

· Those who do not attend will be

tabulated and the departments

billed in LMS.


structure.

ReconcileTraining Attendance

Training OS2



erma, imported into

LMS.


Work with IT

Tos2


· Send emails.




TOS2

· Two weeks prior to training, LMS will

automatically email Department heads and

Supervisors a list of staff that will attend training.

Training Notification to Departments

OS2

· Note who has completed the full mandate of training.

· LMS will produce/transmit training certificate.

Certificate templates will be stored in LMS. LMS will

also store and track completed learning paths.

· Send auto-notification to the employee’s supervisor.

CompletionCertificates

Training Officer


efficacy of the training, including themes.


Review Evaluation

Email

Training

module

materials

Email

Outlook

EmailESign in Sht.

E

Eval

LMS

Cert.

Eval

Billing Ltrs

2 3 4 5 7 8 11

1 6

10

9

erma

LMS

LMS

erma

Outook LMS

LMS

Email

LMS

Outook

Training

Material

LMSSession

Report

LMS

LMS

FUND$

Session Report LMS







Information Technology Solutions

Learning Management System (LMS)


· Training Administration:

§ Determine training status of individual staff,

groups, or organizational units

§ Manage online course catalogues

§ Manage instructor-led and blended-learning

offerings:

o Store title and description, course objectives,

prerequisites, required materials and credit

hours

§ Manage Qualified Instructors

§ Manage Qualified Vendors

§ Management course delivery costs

§ Administer online tests

§ Track employee progress with comprehensive

reports

§ Provide the ability to track the entire staff training

lifecycle

§ User deactivation

§ Connected to the onboarding process, receive

accurate/timely list of new hires automatically

§ Automatically issue welcome letters to new staff

and supervisors

§ Generate billing statements to the invoice

department

§ Provide a supervisor screen to measure

behavior change and coach

§ Email Notifications - customizable templates that

allows you to easily send:

o On-demand email notifications of class

cancellations, reschedules or other training

notices

o Automated notification, including:

Confirmation/Reminder notes for class

enrollments

o Reminders of upcoming, pending, or past

due training requirements

o Wish-list notifications, when a course on an

employee’s wish-list is scheduled

o Reminders for past-due surveys

§ Add, edit and manage:

o Predefined user roles: Staff, Manager,

Supervisor, Instructor, Guest, etc.

o Online training and compliant courses

o Classroom training

o Self-paced training

· Course Surveys.

· Learning:

§ Synchronization Learning

§ Blended Learning

§ Social Learning

· Student Portal:

§ Employee names and identification (ID) numbers

entered once, maintained online

§ View strategic training plans/career development

capabilities

§ Make effective training choices

§ Search an online course catalog

§ Select a course that meets plan objectives

§ View course schedules and select an instructor

§ Enroll quickly with a few mouse clicks

§ Send/receives enrollment confirmation

notifications, cancellations and email

§ Allow training attendees to view and/or download

course workbooks, PowerPoints, handouts, etc.

· Content Authoring:

§ Course description – WYSIWYG HTML Editor

§ Designate a course image – Image library

§ Course prerequisites

§ Course retake restrictions

§ Course Levels –Required vs. Elective (Public)

§ Content Library

§ Provide post training quizzes and

acknowledgement of completion

§ Grading (If applicable)

§ Ability to add, edit and manage course catalogs,

groupings or series by:

o Assigning courses to course catalogs, groups

or series based on predefined user roles

o Share courses across catalogs and course

series

o Manage course catalog or series

display date range

o Make a course catalog or series

available to all staff

§ The ability to add, edit and manage user

groups, company divisions, business units

and brands with:

o Gamification

· Testing & Assessment:

§ Easy-to-use templates

§ Monitors employee progress

§ Measures courseware and test

effectiveness in meeting goals

§ Manages course and instructor evaluations

and surveys

· Skills Tracking.

· Social Sharing:

§ Inclusion of supplemental resources with a

course

§ Wait list (if applicable)

§ Discussion Board

§ Web conferencing (Webinars)

· Learner Access to:

§ Courses and learning plans

§ Course transcript/progress page

§ Course catalog

§ Profile/preference changes - Login

information, language preferences, etc.

§ Certificates of Completion

Reports

· Training attendance

· Supervisor Reports (to see enrollment of their

staff and review completed training)

· Training History Reports:

§ Generate session rosters

§ Track training hours delivered

§ Create post-class certificates

· Enrollment

· No shows

· Departmental comparative reports.

· Trends

· Scheduled Reports:

§ Monitor registration for upcoming sessions

§ Generate sign-in sheets

· Employee Reports:

§ Course completions

§ Compliance Completion

§ Generate transcripts of past training

§ Identify missing system information

· Exported reports to a variety of formats:

§ Adobe Acrobat

§ MS Excel

§ MS Word

§ HTML

· All reports can be run for:

§ Individual learners

§ Selected work groups

§ For an entire site

Interfaces

· erma

· Outlook

· Coach logics

· Neo gov

· OnBase (future)







Management / Policy SolutionsBusiness Process / Operational Solutions

O 1. Step 2 Work with It: Replace Fund$ with new erma systems.

Replace VTA importer with new LMS systems. Work with IT to

get the file of new staff from erma, imported into LMS.

O 2. Step 3 Identify New Staff: Implement new erma, Outlook and

LMS systems. New hires in the last 3 months would receive

welcome letter and invitation to the training, the list would come

from erma. Supervisors would receive a notification. This will

require an interface between Outlook and LMS.

O 3. Step 4 Course Planning: Replace VTA with new LMS systems.

Set up course in LMS. Trainers will access and review the

courseware remotely.

O 4. Step 5 Sign up for Training: Replace VTA with new LMS

systems. Implement new Outlook software. Staff sign up for

training in LMS. Staff can currently access LMS from iCOBweb

(City Intranet) to sign up for classes.

O 5. Step 6 Training Notification to Departments: Replace Excel

with new LMS software. Remove existing VTA systems and

eliminate hardcopy Excel spreadsheets. Two weeks prior to

training, LMS will automatically email Department heads and

Supervisors a list of staff that will attend training.

O 6. Step 7 Training: Replace VTA with new LMS systems. Replace

hardcopy sign-in sheets with electronic sign-in sheets. Replace

hardcopy evaluation forms with electronic evaluation forms.

Replace hardcopy training materials with electronic training

materials. Sign-in will be done electronically. Evaluation forms

will be provided electronically. Participants will fill out an e-

evaluation form. A reminder will be emailed to students who do

not submit their evaluations within 48 hours.

O 7. Step 8 Metrics & Analysis: Remove existing VTA systems.

The need to scan hardcopy evaluations will be eliminated since

data will already be in the LMS. Produce automatic, electronic

Session Reports. Eliminate hardcopy sign-in sheets and

hardcopy Evaluation forms. 72 hours after, an automatic Session

Report will be produced: who attended, performance metrics and

feedback. It will be sent to training officer, training, etc.

O 8. Step 9 Work with It: Replace VTA with new LMS systems.

Produce certificates through LMS systems. LMS will produce/

transmit training certificates. Certificate templates will be stored

in LMS. LMS will also store and track completed learning paths.

Send auto-notification to the employee’s supervisor.

O 9. Step 10 Review Evaluation: Implement new LMS systems.

Produce electronic Session Reports.

O 10. Step 11 Reconcile Training Attendance: Replace existing

Excel software with new LMS systems and Fund$ software. The

LMS Session Report will show who received credit for the class.

Those who do not attend will be tabulated and the departments

billed in Excel in LMS.

M 1. None.


session 2: performance management business process 1,4,7 · session 2: performance management...

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