P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt 1 Module...

$: P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt 1 Module 1.4: Position Assessment.$
P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt 1

Module 1.4: Position Assessment


Purpose

Define “Position Assessment.” Explain the process and tools you will need. Introduce the new position description form

so you can use it to capture all of this current information!


Definition of Position Assessment


What Is a Position Assessment?

It is the identification of employees by:– Current position held– Relevant training and experience


Why Is It Important?

It will allow the creation of a database which will make this data easily accessible.

The database will, upon completion, assist in any necessary job reclassifications.

It will be used to identify skill gaps and the training needed during transition to MARS.


What Data Must Be Collected Now? For all employees who perform

administrative services functions, collect:

– Class Code and Class Title– Social Security Number– Relevant training and experience data– Current position description forms


Data Collection Tools


Tools Course 1 Diskettes

Disk 1: Dept_Data.xls– Personnel Data Worksheet– Training Worksheet

Disk 2: Tools/PD Form.doc


Microsoft Excel Worksheets

These worksheets are in the files created for each department during Module 1.3.

Division/ Last Name, Class ClassBranch First Name Code Title Social Security #Fin. Mgmt/Payments Thomas, Sue

Personnel Data Training

Fin. Mgmt.Activities

Mat. Mgmt.Activities

OtherActivities

ActivitiesSummary


Dept_Data.xls:Personnel Data Worksheet Purpose:

– To list names, class codes, class titles, and social security numbers for all employees who perform administrative services functions.

– This information will remain confidential!

Recommended Data Sources:– Activities Dictionary– Agency A.S. Index– Personnel Administrator


Example

Division/ Last Name, Class ClassBranch First Name Code Title Social Security #Fin. Mgmt./Payments Thomas, Sue

Personnel Data

Step 1

Step 2

Step 3: Save and submit the file.

Guidebook, page 19.


Step 1: Enter the Class Code and Title.

Division/ Last Name, Class ClassBranch First Name Code Title Social Security #

Enter the Class Code and Class Title for each employee.

Personnel Data

Fin. Mgmt./Payments Thomas, Sue 9243 Purch. Agent


Step 2: Enter the Social Security Number.


Enter the Social Security number for each employee.

Personnel Data

Fin. Mgmt./Payments Thomas, Sue 9243 Purch. Agent 444-33-2222



Save the file and submit a copy to Gail Prewitt by September 14.


Review of Procedure

Step 1: Enter the Class Code and Title. Step 2: Enter the Social Security Number. Step 3: Save and submit the file by …

September 14!


Dept_Data.xls:Training Worksheet Purpose:

– To collect the training/experience history of all employees who perform Administrative Services.

– This will help identify the training needed to prepare for MARS implementation.

Use only if requested by Central A.S. Team!– This data was collected for most employees in OCT 97.

Recommended Data Sources:– Appendix D: Training Index– Personnel Administrator– Agency liaison for Governmental Services Center.


ExampleEmployee Name: ----- Relevant Training/Experience ------Last Name, First Name Keyboarding Word

Excel

Training

Steps 1&2

Step 3


Guidebook, page 28.


Step 1: Copy names from Personnel Data.

Move to tab labeled Personnel Data. Highlight column C. Select <Edit> <Copy> from the menu.


Column C

Personnel Data

Fin. Mgmt./Payments Thomas, Sue 9243 Purch. Agent 444-33-2222


Step 2: Paste names in Training worksheet.

Thomas, Sue

Column A

Move to tab labeled Training. Highlight column A. Select <Edit> <Paste> from the menu.

Training

Employee Name: ----- Relevant Training/Experience ------Last Name, First Name Keyboarding Word

Excel


Step 3: Enter training and experience data.

Enter relevant training and experiences from the last five years under each category. Include the date and source .

Thomas, Sue Adv. training, Beg. Training,

DIS, 3/14/95 DIS, 8/1/98

Training

Employee Name: ----- Relevant Training/Experience ------Last Name, First Name Keyboarding Word

Excel



Save the file and e-mail a copy to Gail Prewitt by October 15.


Review of Procedure

Step 1: Copy names from Personnel Data. Step 2: Paste names in Training Worksheet. Step 3: Enter relevant training/experience. Step 4: Save and submit the file by …

October 15!


Position Description

Forms


Submit a Current PD Form

Submit a current position description form for each employee to Gail Prewitt by November 30.

If a current form is not available, you will need to create one.– The August 1998 revision of the form, PD Form.doc,

has been provided on Disk 2.– Instructions for completing this form are included as

Step 8 in the Guidebook (pages 29-32).


Form Has Changed!

Old:– Completed by employee, supervisor and/or personnel

administrator. – Available in hard copy only.

New:– Completed and signed by immediate supervisor only.– May be electronically submitted to the Personnel Cabinet

on-line through CICS (except for this project).– Used for classification purposes only -- not to write class

specifications.– Effective 8-1-98.


Key Changes in 1998

Reduced Number of Questions Facilitation of Data Entry Question 2: Type of Position

– Old: Permanent, Seasonal, Temporary, Emergency, FFTL

– New: Full-time, Part-time, Interim


Summary

The Position Assessment will provide critical information to support workforce transition during MARS implementation.

Timeline– Personnel Data Worksheet: September 14– Training Worksheet: October 15– PD Forms: November 30


Questions & Answers


Proficiency Test


Proficiency Test

Purpose: – To confirm that you are comfortable with all elements

of the Position Assessment.

It is located in the manual under Proficiency Tests.

This will not be handed in! It is “open book.” You will have 15 minutes.

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