Module 1.5: Integrated Data Collection

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Module 1.5Integrated Data Collection
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Purpose of Module 1.5

• This module will help you to
• Integrate what youve learned today.
• Become familiar with the Guidebook.
• Develop an Action Plan for your agency.
• Efficiently collect all data.

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Where Are We?
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So Far, We Have Learned About ...

• As-Is Analysis and Tools
• Position Assessment and Tools
• Data Collection Procedures
• Data Collection Resources

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But How Do We .

• Pull it all together?

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Add 3 More Steps

• Before collecting any data, we recommend 3
  additional steps
• Create an Action Plan for your agency.
• Consult with your agencys leaders.
• Inform data resources and A.S. employees.

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Why?

• These steps will ensure you have what you need to
  collect data.

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Three Additional Steps
Theres More?
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Recommended Action Steps
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Action 1 Create an Action Plan.

• Meet as a team.
• List the 8 major data collection steps.
• For each step, indicate
• Deliverable
• Tools available
• Specific names of data resources
• Who will collect the data (AIL or designee)
• Deadline for submission

Guidebook, page 10.
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Example Action Plan.xls
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Action 2 Consult with Agency Leaders.

• Send a memo to or call agency leaders to request
  a meeting.
• Meet with your agencys leaders to discuss the
  data collection process.

Guidebook, page 11.
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Action 2a Send Memo to Leaders.

• Send a memo to or call agency leaders.
• Indicate that
• You are collecting baseline information.
• Data is due to AIL no later than October 9.
• Request a meeting to discuss data collection
  needs.
• Memo to Leadership.doc provides an example.

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Action 2b Meet with Leaders.

• Meet with your agencys leaders.
• Discuss your data collection needs.
• Time to complete tasks
• Support of data resources
• Request that a memo be sent to all data
  resources.
• Request that a memo be sent to all A.S. employees.

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Action 3a Inform Data Resources.

• Develop a memo for leaders to send to data
  resources.
• Example Memo to Data Resources.doc
• Encourage leaders to send it out by 9/4/98.

Guidebook, page 14.
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Action 3b Inform A. S. Employees.

• Develop a memo for leaders to send to
  Administrative Services employees.
• Example Memo to AS Employees.doc
• Encourage leaders to send it out by 9/4/98.

Guidebook, page 15.
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Communications Toolkit

• Located in Appendix B of Guidebook.
• Addresses sensitivity issues.
• Offers Talking Points as guidelines for
  meetings with leaders and resources.

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Communications Strategies

• Be aware that leaders and others may be sensitive
  because they may be worried about
• Having their jobs reclassified.
• Providing Social Security Numbers and other
  confidential data about personnel.

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Communications Strategies

• Emphasize that your purpose is to collect
  baseline information for training and
  communications.
• Use the language provided in the sample memos for
  Actions 1 through 3 as guidelines.

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Review of All Action Steps
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Action 1 Develop an Action Plan.
Guidebook, page 10.
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Action 2 Consult with Agency Leadership.

• Send a memo to agency leaders.
• Meet to discuss data collection timeline and
  needs.

Guidebook, page 11.
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Action 3 Inform Data Resources and A. S.
Employees.

• Ask leaders to send a memo to data resources and
  A. S. employees
• Telling why data collection is important.
• Indicating deadlines.
• Seeking cooperation and support.

Guidebook, page 13.
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Action 4 Collect Data for Org_Template.
Health Services Admin Services
Personnel (PFTs) Activities Checklist
Financial Materials Cyclical or Dept.
Division Branch Authorized Filled
Unfilled Mgmt Mgmt Support Office
of N/A N/A 3 3 0 x
x Program Support
Financial N/A 10 9 1
x x Mgmt

Template
Guidebook, page 16.
Due September 14
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Action 5 Create the Personnel Data Sheet.
Division/ Last Name, Class
Class Branch First Name Code
Title Social Security
Fin. Mgmt./ Thomas, Sue 9243 Purch. Agent
444-33-2222 Payments
Personnel Data
Guidebook, page 21.
Due September 14
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Action 6 Complete the Activities Sheets.
Uses KAPS
Uses STARS
Mat. Mgmt. Subtotal FTEs
Cyclical/Support Subtotal FTEs
Fin. Mgmt. Subtotal FTEs
Non-Admin. Subtotal FTEs
Total FTEs
Division/ Branch/ Name Payments
Thomas, Sue 0.3 0.6 0.1 0.0
1.0 X Roberts, Bill 0.4 0.1 0.1 0.4 1.0
Activities Summary
Guidebook, page 22.
Due October 15
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Action 7 Complete the Training Sheet.
Employee Name ----- Relevant Training/Experience
------ Last Name, First Name Keyboarding
Word Excel
Thomas, Sue Adv. training,
Beg. Training, DIS, 3/14/95
DIS, 8/1/98
Training
Guidebook, page 28.
Due October 15
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Action 8 Submit Position Description Forms.

• Submit current Position Description Forms for
  each A. S. employee to Gail Prewitt by November
  30.

PD Form
Due November 30
Guidebook, page 30.
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Review of Action Steps
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Action Plan Exercise

• Take fifteen minutes to begin forming your teams
  action plan
• Use Disk 2 under tools to enter your action steps

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Whats Next?
1998
1999
July
Aug
Sept
Oct
Nov
Jan
Dec
Feb
Mar
May
Apr
June
Jul
Skill requirements and to be positions defined
FA to-be position descriptions complete
Workforce Transition Plans complete
Course 3 Agency-specific Workforce Transition,
Job Roles and Org. Design Training
Course 2 Org. Design Training for Agencies
Course 1 Org. Design Training for Agencies
Project Stakeholder Analysis
Admin. Svs. Career path definition
Agency Admin. Services Employee Lists Due
Agency As Is Data Due
Agency Admin. Services Employee PD Forms Due
Agency position descriptions defined
Project Milestone
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Where Do I Turn for Help?
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Key Resources for You

• Course 1 Manual
• Guidebook 1
• Course 1 Disk 2 with Example File Folder
• Copies of Course 1 Presentations
• Course 1 Exercises and Self-Tests
• Manuals for Microsoft Excel and Word

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Key Resources for You

• For general questions/deliverables
• Gail Prewitt
• gprewitt_at_mail.state.ky.us
• 502-564-4240
• For questions about PD forms
• Jim Stanley
• jim.stanley_at_mail.state.ky.us
• 502-564-4503

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Review of Guidebook 1 Contents

• Step-by-step instructions
• Illustrated examples of deliverables
• Appendices
• Activities Dictionary
• Communications Toolkit
• Agency Administrative Services Index
• Training and Experience Index
• Software Assistance Guide

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Course 1 Wrap-Up
Done!
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Summary

• You now have the tools and resources to collect
  baseline information about your agency.
• You have a Guidebook and copies of all Course 1
  materials for references.
• You are ready to begin data collection!

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Questions Answers