Building Our Business Partnership July 2008

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Building Our Business Partnership July 2008Presentation Transcript

1. Building Our Business Partnership July 2008 Creating the best public workforce in the nation.

2. Agenda

1. Introductions

1. Aligning Your Training

1. Incorporating Performance Management (GMAP)

1. Building Your Business ~ Partnering With DOP

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1. WEBS Training

1. New Contract Processes

3. Our Goal is Washingtons Future

1. Creating a sustainable future

1. Improving the lives of our citizens

1. Helping Washingtonians compete globally

1. Helping agencies lay the foundation for economic vitality throughout Washington

1. Competing with quality products, innovation, and a highly skilled, trained workforce

http://www.governor.wa.gov/priorities/default.asp

4. Aligning T&D to State Initiatives Governor's office

1. Our objective is to:

1. Create an inspired workforce

1. Align with leadership and agency needs

1. Be a workforce that has the knowledge & skills to improve the lives of our citizens


5. Aligning T&D to State Initiatives Executive Direction

1. Our role is to know what the states priorities are

1. And to carry that message to the participants in your courses


6. Aligning T&D to State Initiatives Government Measurement & Accountability Program

1. Our role is to reinforce the states priorities

1. Building skills whenever possible and . . .

1. Making our training practical

http://www.accountability.wa.gov/default.asp Management Framework

7. Aligning T&D to State Initiatives Government Measurement & Accountability Program

1. Its not enough just to set priorities

1. Every state agency, every program, and every employee must be accountable for producing

results citizens expect

1. The state must regularly measure results, improve performance, and solve problems

http://www.accountability.wa.gov/default.asp

8. Agency Needs

1. Your role is to tell the stories that bring alignment and inspire

1. Employees must apply what they learn

1. Knowledge has to be relevant

1. New skills have to be practical and applicable

1. Its not enough to just lecture

1. It has to be work that matters

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1. Work that is aligned and measured against leaderships goals and targets

9. Government Management Accountability and Performance Barbara Burgener

10. Multiple directives for accountability and performance improvement

1. Legislature

1. HB 1970 (RCW 43.17.380-390) quality performance systems (enacted 2005)

1. HB 1242 (RCW 43.88) citizen focused performance measures (2005)

1. HB 1064 (RCW 43.09.430-460) performance audits (2005)

1. State budgeting statutes (RCW 43.88.090) - addresses strategic plans, goals and

performance assessment)

1. Citizens

1. Initiative 900 (RCW 43.09.470-475) Performance Audits

1. Governor

1. Priorities of Government (POG)

1. Executive orders -- Government Management Accountability and Performance (GMAP),

Plain Talk, Regulatory Improvement and others

11. Gregoire Administration Response

1. The Management Framework helps simplify and integrate the multiple performance mandates

1. Is a tool to help managers understand the Governors expectations for performance

excellence

1. Strategic

1. Responsive

1. Accountable

1. It identifies what typically leaders know best the everyday processes you use to

achieve results

1. The ultimate intent is to strategically resolve those challenges collaboratively

1. The framework gives us the tools we need to achieve the RESULTS we desire for

success

12. GMAP = Analyze Respond Improve

1. Plan

1. Articulate clear goals

1. Select a few priorities

1. Analyze external forces

1. Assess internal capacity

1. Set performance measures at all levels

1. Allocate Resources

1. Reflect the priorities

1. Financial, human & IT resources

1. Consider what falls below the line to make room for higher priorities

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1. Set meaningful targets for the performance measures

1. Workforce Planning Process

1. Manage

1. Set clear expectations for employees

1. Engage employees in better ways of doing business

1. Manage day-to-day operations

1. Work the plan

1. Performance Management Confirmation Process

1. Analyze

1. Collect data that drives decisions

1. Analyze the data from multiple perspectives

1. Create action-oriented reports

1. Customer & employee feedback

1. Respond

1. Make Decisions & Take Action

1. During GMAP Sessions, ask:

1. 1. Are we where we thought we would be? 2. Why or why not?

1. 3. Do we need to change our strategies or

1. recalibrate our targets?

1. 4. What actions need to be taken?

1. 5. What is the story to be told?

1. Improve

1. Take action promptly

1. Use process improvement tools

1. Seek best practices

1. Collaborate in new ways

1. Use technology

1. Adjust plan, strategies or targets as needed

Communicate Results & Listen Governor Legislature Employees Citizens Tell our story Listen Gregoire

Management Framework

13. Gregoire Management Framework

14. Progress Report

1. Performance improvement and accountability training provided to agencies and staff

1. I-900 protocols developed with State Auditors office

1. Governors citizen engagement tour completed twice



1. Governors 2008 Report to Citizens out soon

1. Improved transparency revised websites includes all agency performance reports

1. POG process resumed in May, 2008 to help set budget priorities

1. More than 50 GMAP forums led by Governor Gregoire and her leadership team reviewing

agency performance

1. Many agencies have developed internal GMAP programs

1. Agency self-assessment tool distributed and results collected. Agencies have begun the WSQA

journey. Over 9 agencies have applied with 3 winning various level of awards

15. Building Your Business Partnership with DOP Melanie Reynolds / David Norman Creating

partnerships with our training contractors and customers

16. DOPs Vision & Mission

1. Creating the best public workforce in the nation.

1. DOP provides human resource guidance and services to maximize state governments ability to

serve the citizens of Washington.

17. Our Customers / Our Partners

1. The Governors Office

1. Agency Training Managers

1. All State Employees

1. Higher Education

1. Local Governments

1. OEDS is the face of the

1. Department of Personnel and

1. you are our best Agents.

18. Customer Challenges

1. Aging workforce

1. Generational differences

1. Knowledge transfer

1. Ensuring diversity

1. Attracting & retaining employees for state service

1. Economic challenges driving changing business models

1. Performance management

Workforce Management and Workforce Development

19. Our Lines of Business

1. Leadership Development

1. Professional Development

1. Technical Development

1. Organizational Development

1. HRMS Training



1. Online Learning Design

1. Learning Management System

20. OEDS Success Factors

1. Course alignment according to agency business needs

1. High registration rates with low cancellation rates

1. Instructional Quality

1. Net Recovery

1. Accessibility

21. OEDS ~ Organization Chart

22. Changing Roles of the Program Manager

1. Partner more closely with instructors

1. Create more opportunities to engage with program participants

1. Meet regularly with agency representatives

1. Introduce new ideas and new programs according to agency business needs

1. Develop new outreach opportunities

1. Manage their portfolio like they manage their own business

23. Building Our Business Together

1. Goals:

1. Inspire and develop the States workforce

1. Ensure quality learning

1. Provide a professional learning environment

1. Maintain close communication

1. Become co-creators in putting the Department of Personnel on the map!

24. Building our Partnership Together ~ Alignment

1. Relate your training to:

1. Management Framework / performance management

1. Diversity

1. Strengths

1. Recruiting

1. Retention

1. Workforce Planning & Development

25. Building Our Partnership Together ~ Environment

1. Executive treatment for everyone

1. Highest quality materials

1. Excellent delivery

1. Meaningful interaction

1. Engage participants!



1. Get to know participants and include their success stories

1. Partner closely with your Program Manager in the classroom

26. Building our Partnership Together ~ Quality Delivery

1. Create an executive experience for all levels.

1. Packaging and presentation matters!

1. Fresh, professional curriculum

1. Course content must match course description

1. No copies of copies of copies

1. Free of spelling errors

27. Building our Partnership Together ~ Policy Expectations

1. Civil Service Policies

1. Understanding the States Civil Service Policies will enhance your credibility

1. Know and teach to the rules

1. Ask your Program Manager for helpful interpretation when necessary

http://www.dop.wa.gov/HRProfessionals/HRLawandRegulations/

28. Building our Partnership Together ~ Co-Branding

1. Use DOPs Logo and PowerPoint template

1. Include DOP materials as provided

1. Reference DOP whenever possible

1. Let participants know the course is sponsored by DOP

29. Building our Partnership Together ~ Reasonable Accommodation

1. DOP provides accommodations to support participant learning

1. Braille

1. Etc.

1. Contact your program manager if you or any participant need any assistance

30. Building our Partnership Together ~ Whats Next? . . .

1. Open to Proposal

1. Short courses

1. New course topics

1. Updated course descriptions

1. Single point Lessons

1. Bundled courses

1. Certification programs

1. Partnerships with professional assn.

1. Lower cost delivery

1. Technical topics

1. New safety & compliance courses



31. Building our Partnership Together ~ eLearning Opportunities

1. Open to Proposal

1. Online course content

1. HR Professional Development

1. Safety & Compliance

1. Podcasts

1. Licensing opportunities

1. Tips on line

1. Blended learning

1. Webinars

1. Video seminars

32. WEBS System & Contract Renewal Debbie Dunn / Kristy Brodersen

33. WEBS and the Contract Process

1. Effective Nov 1, 2008

1. Required use of Washingtons Electronic Business Solution (WEBS) for most acquisitions

1. Roadmap Information: http://www.ofm.wa.gov/roadmap/

1. Second Tier Competition

34. WEBS ~ Contract Reform

1. How do I register in WEBS and what information will be needed?

1. Who manages the WEBS System?

1. WEBS is a vendor registration system created and managed by Department of General

Administration.

1. https://fortress.wa.gov/ga/webs/

35. WEBS ~ Your Company Information

1. To register in WEBS you will need the following information regarding your firm:

1. FEIN (Federal Employer Identification Number) or SSN.

1. Note: a FEIN or SSN is required to register in the WEBS system

1. Company name and/or DBA name

1. Address information

1. Phone, fax, and email address

36. WEBS ~ Contact and Ownership Information

1. Account administrator name and email address

1. Additional contact information (contact name, email address and address info.)

1. Number of employees

1. Number of years in business

1. Annual gross revenue

1. Washington State UBI number (Unified Business Identifier), Note: A UBI is not required to



register in this system

1. Ownership profile (see next slide)

1. Washington State MWBE certification or other certifications, if applicable

Contact Information Ownership Information

37. WEBS ~ Ownership Profile

38. WEBS ~ Commodity Codes

1. Selection & Searching

1. Vendors have the ability to add commodity codes that encompass the goods and services their

company provides or is willing to provide to the state

1. To locate commodities enter a keyword or keywords and click the search buttons

39. WEBS ~ Commodity Codes Selection and Search

1. Searching Tips:

1. Conduct simple keyword searches to view a more comprehensive list of related commodity

codes. For example, searching on Training will return more search results than searching on

Written Communication training.

1. Try multiple searches using different keywords to ensure all related commodity codes are

returned in your search results. For example, if you want to find all written communication

training you might want to search on writing, communication, training, writing skills etc.

1. When searching using multiple keywords WEBS, by default, will return commodities where any

of the keywords you entered are found. For example, searching on consulting services will return

any commodities which contain consulting or services.

40. WEBS ~ Commodity Codes Selection and Search (Continued)

1. Searching Tips:

1. To narrow your search use AND to search for commodities containing both words. For

example searching for Written AND Communication will return commodities that contain both

written and communication.

1. Use quotes to search for an exact phrase. For example searching for organizational

services" will return commodities that contain the exact phrase organizational services. Hint:

If you know the group or division that you want to search within, type in the group and number

inside quotes. For example typing in group 97 will return any commodities that are applicable to

employee/agent training and development.

41. WEBS ~ Geographic Service Areas

1. Vendors will also indicate the geographic areas they are willing/able to provide goods and/or

services in by selecting from a list of counties

42. WEBS ~ Getting Started

43. WEBS ~ Step by Step Instructions

1. Outlines steps for you to maintain your own data and also provides information about how the

data will be utilized

1. Read and Select I agree

1. Click Next Button

WEBS Memorandum of Agreement

44. WEBS ~ Vendor Profile Information

1. Account administrator information (required) - Provide account administrator name, email



address, and select Yes to receive notification of bid opportunities

1. Company Information (required) - Provide FEIN or SSN, Company Name, Annual Gross

Revenue, # of Employees, # of years in business

1. Optional fields: DBA Name, Web address, Washington UBI#

Basic vendor information that helps the State identify the types and sizes of vendors that we are

conducting business with

45. WEBS ~ Vendor Profile Information (Continued)

1. Ownership Profile Information (required) Identify if your company is publicly held, enter in

demographic profile information for your company, and identify if your company has OMWBE

certification status

1. Other certifications Information (optional) Identify any additional certifications your company

may hold

1. Corporate Location Information (required) Identify the address information that you would

like to have listed as the corporate location information

1. After completing all of the required fields click the Next button to move to step 2 of 4

46. WEBS ~ Additional Contacts (optional)

1. Vendors have the ability to add additional contacts for their profile. Additional contacts may be

branch locations as well as additional users who would like to receive notification of bid

opportunities. Additional contacts do not have access to modify the vendor profile data but will

have access to view bid opportunities.

1. Click the Add button to add an additional contact

1. Provide contact name and email address

1. Optional fields: physical address information

1. Click the Save button to save the additional contact

1. Click the Next button to bypass adding contacts

47. WEBS ~ Search for Commodity codes (required)

1. Vendors are required to select at least one commodity code for their vendor profile (see

searching tips on page 1 of this document). The commodity codes cover Goods, Services and

Construction related activities. In most cases the commodity codes represent a broad category of

goods and or services so please choose those commodity codes which are the best fit for your

company.

1. Enter in a keyword to find related commodity codes

1. Click the Search button

1. When the search results return review the list and select those codes that you would like to add

to your profile. You may do this by checking the box to the left of the codes

48. WEBS ~ Search for Commodity codes (continued)

1. Click the Add button after checking the boxes for the codes you want to add to your profile

1. The next screen will display back to you the commodity codes that you have selected

1. Option 1: Enter in another keyword to continue searching

1. Option 2: Click the Next button to move to step 4 of 4 in the registration process

1. Option 3: Remove any unwanted commodity codes by checking the box to the left of

the code and clicking the Remove button



1. NOTE: You may view the entire commodity code listing by clicking the link just below the

keyword search box, titled View entire commodity code listing

1. For search tips click on the Help link in the upper right hand corner of the screen

49. WEBS ~ Geographic Designations (required)

1. Vendors are required to select the counties for which they are willing to provide goods and/or

services. Vendors may individually select counties or they may select ALL if they provide goods

and services in all counties in Washington State.

1. 1. Select the Counties from the drop down list.

1. 2. Click the Add button

1. 3. Review the list and if finished with your selections click on the Finish button

1. 4. You will be taken to a confirmation screen, confirming that your registration has been

completed

1. 5. WEBS will send the user(s) an email with their user id (email address) and their

password

50. WEBS ~ QUESTIONS?

1. Questions about the registration process? Contact WEBS Customer Service at:

1. [email_address]

1. 360-902-7400

1. 8:00 a.m. to 5:00 p.m.

1. Monday Friday

51. Contract Extensions

1. Two Years

1. June 2009 - June 2011

1. OEDS Schedules 6 months ahead so . . .

1. Contracts must be re-bid Fall 2009

52. Contract Amendments

1. Extends contracts through June 2011

1. Invoice Payments

1. Travel Reimbursement

1. Price Warranty

1. Training Service Warranty

1. DOP Training Materials & Governors Office Performance Management Topics

1. Publicity

53. Summary

1. Know your customers business

1. Align your courses with State messages

1. Include the Management Framework and Diversity

1. Check the quality of your curriculum

1. Use DOPs branding



1. Make it an Executive Experience

54. Summary

1. Colleen Bray

1. Mike Dunstan

1. Jonte Sulton

1. Walt Jones

1. Pricilla Martinez-Mejia

1. Kristi Moorish (Team Mgr)

1. David Norman (Team Mgr)

Call your Program Manager whenever you have questions

56. Thank You We look forward to continuing our partnership with you to create The best public

workforce in the nation

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