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Module 1.4: Position Assessment

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?.

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Module 1.4: Position Assessment

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

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

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

  4. What Is a Position Assessment? • It is the identification of employees by: • Current position held • Relevant training and experience P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt

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

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

  7. Data Collection Tools P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt

  8. Tools Course 1 Diskettes • Disk 1: Dept_Data.xls • Personnel Data Worksheet • Training Worksheet • Disk 2: Tools/PD Form.doc P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt

  9. Division/ Last Name, Class Class Branch First Name Code Title Social Security # Microsoft Excel Worksheets Fin. Mgmt/ PaymentsThomas, Sue Personnel Data Fin. Mgmt. Activities Mat. Mgmt. Activities Other Activities Activities Summary Training These worksheets are in the files created for each department during Module 1.3. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt

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

  11. Example Division/ Last Name, Class Class Branch First Name Code Title Social Security # Fin. Mgmt./ Payments Thomas, Sue Step 1 Step 2 Personnel Data Step 3: Save and submit the file. Guidebook, page 19. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt

  12. Step 1: Enter the Class Code and Title. Division/ Last Name, Class Class Branch First Name Code Title Social Security # Fin. Mgmt./ Payments Thomas, Sue 9243 Purch. Agent Personnel Data Enter the Class Code and Class Title for each employee. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt

  13. Step 2: Enter the Social Security Number. Division/ Last Name, Class Class Branch First Name Code Title Social Security # Fin. Mgmt./ Payments Thomas, Sue 9243 Purch. Agent444-33-2222 Personnel Data Enter the Social Security number for each employee. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt

  14. Step 3: Save and submit the file. • Save the file and submit a copy to Gail Prewitt by September 14. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt

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

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

  17. Example Employee Name: ----- Relevant Training/Experience ------ Last Name, First Name Keyboarding Word Excel Steps 1&2 Step 3 Training Step 4: Save and submit the file. Guidebook, page 28. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt

  18. Step 1:Copy names from Personnel Data. Column C Division/ Last Name, Class Class Branch First Name Code Title Social Security # Fin. Mgmt./ Payments Thomas, Sue 9243 Purch. Agent444-33-2222 Personnel Data Move to tab labeled Personnel Data. Highlight column C. Select <Edit> <Copy> from the menu. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt

  19. Step 2: Paste names in Training worksheet. Column A Employee Name: ----- Relevant Training/Experience ------ Last Name, First Name Keyboarding Word Excel Thomas, Sue Training Move to tab labeled Training. Highlight column A. Select <Edit> <Paste> from the menu. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt

  20. Step 3: Enter training and experience data. 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 Enter relevant training and experiences from the last five years under each category. Include the date and source . P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt

  21. Step 4: Save and submit the file. • Save the file and e-mail a copy to Gail Prewitt by October 15. P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt

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

  23. Position Description Forms P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt

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

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

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

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

  28. Questions & Answers P:EMPOWER on ‘Agency 3’\Phaseiii\OrganizationDesign\Course1\Module 1.4\Module 1.4.ppt

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

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

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