knowledge transfer plan (ktp) highlights

Knowledge Transfer Plan (KTP) Highlights In preparation for the departure of key staff within the organization, this planning template assists in the effort to lessen the impact of those departures by capturing their institutional knowledge. The KTP is a knowledge transfer tool, in Microsoft Excel format, that will: ● Ease role transition efforts ● Capture essential position information ● Group knowledge needs into logical and separate components ● Provide a process to transfer knowledge in a scheduled, structured manner Note: The KTP template is intended to be a fluid system and may be customized to fit your organization's needs. It is recommended that template responses be completed in Microsoft Excel format as some data is formula driven and automatically populates a response (i.e., minimum/maximum dates and total hours are calculated, etc.). Contact the following for assistance in completing the template or to request an electronic copy:

Somer Ratanamany Succession Planning Unit

Phone: (916) 376-5379 Email: [email protected]

Downloaded from http://www.tidyforms.com

template assists in the effort to lessen the impact of those departures by capturing their

Note: The KTP template is intended to be a fluid system and may be customized to fit your organization's needs. It is recommended that template responses be completed in Microsoft Excel format as some data is formula driven and automatically populates a response (i.e., minimum/maximum dates and total hours are calculated,


Knowledge Transfer Plan

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1Key Contacts & Relationships

2Assignments

3Deliverables

4Activities

5Meetings

6Vital Information

7Issues & Risks

8Lessons Learned

Table of Contents

Component

Production Schedule

Component Instructions



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Information Captured PageAn automated schedule (with instructions) to track status, dates and hours required to completecomponents 1 – 8. 2

Provides instructions to complete components 1 – 8. 4

Identifies key contacts (internal & external) and their relationships to the position's functions.5

List and description of the position's assignments.7

List and description of the position's deliverables, status of work in progress and deliverables not yetstarted. 9

Identifies the position's activities which are not planned or part of a deliverable.11

List and detail on meetings regularly attended/coordinated by the position.13

Catalog and storage location of vital information pertinent to this position that consists of: (1)technology, (2) processes, (3) performance enhancement and (4) resource tools. 15

Active list of issues and risks inherent with (or observed by) this position. 18

List of lessons learned from the individual's experiences while in this position.20

Table of Contents



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u vw x y zComponent Status Hours Required Start Date End Date

1. Key Contacts & Relationships Not Started 1.25 01/21/10 02/04/10

2. Assignments Not Started 13.50 02/08/10 03/02/10

3. Deliverables Not Started 9.00 05/06/10 06/09/10

4. Activities Not Started 11.50 07/01/10 07/13/10

5. Meetings Not Started 8.00 01/02/10 02/03/10

6. Vital Information Not Started 7.75 05/01/10 08/06/10

7. Issues & Risks Not Started 7.00 02/08/10 02/16/10

8. Lessons Learned Not Started 9.75 02/15/10 04/08/10

67.75

01/02/10 08/06/10

Types of Knowledge Transfer Strategies Used

Date Signed

~ (dd/mm/yy)

KTM Plan (initial approval) Manager/Supervisor

Overall KTM Process Person Giving KT

Completion Person Receiving KT

(sign-off) Manager/Supervisor

Note: Instructions follow on next page (for u - ~ )

Comments

Overall Start/End Dates

v

{

}

|TOTAL Knowledge Transfer Effort Required (in hours)

Name

(Dates & Total hours are auto-generated)




uvw

x

y

z

{

|

}

~

Overall Start/End Dates ● These fields represent the overall start and end dates for the entire knowledge transfer process (i.e. "Start Date" is the earliest start date for any of the components and "End Date" is the latest end date for any of the components).● The earliest start and latest end date automatically populates.

“Types of Knowledge Transfer Strategies Used”● List the Knowledge Transfer Strategies (e.g. mentor programs, job shadowing, procedures manual, etc.) used during the course of this process.

“KTM Plan (initial approval)" and "Overall KTM Completion (sign-off)”● Prior to starting the transfer process, Manager or Supervisor reviews/approves draft KTM plan; and then signs & dates "KTM Plan (initial approval)"● Once the entire KTM process is complete, the knowledge transfer giver and receiver sign-off by entering their name and date of final completion (insert additional sign-off rows as required if responsibility was transferred to multiple persons). ● The Manager or Supervisor signs-off overall once he/she concurs the knowledge giver and receiver have completed the entire process. Note: Overall sign-off implies that the knowledge transfer process is successfully complete.

"Start Date" column:● This is the start date (i.e., dd/mm/yy) of the first KT activity scheduled for the component.● Data is automatically generated and extracted from the worksheet for the specific component. Ensure the dates and data formula calculation in each worksheet is accurate (insertion of additional cells may alter preset calculations).

"End Date" column:● This is the end date (i.e., dd/mm/yy) of the last KT activity scheduled for the component.● Data is automatically generated and extracted from the worksheet for the specific component. Ensure the dates and data formula calculation in each worksheet is accurate (insertion of additional cells may alter preset calculations).

TOTAL Knowledge Transfer Effort Required (in hours)● This is the total hours required to complete the entire KTM process.● The total number of hours automatically generates (ensure cell formula calculation is accurate).

"Hours Required" column:● This is the total time required to transfer knowledge for the specific component.● Data is automatically generated and extracted from the worksheet for the specific component.● Ensure the formula and data in each worksheet is accurate (insertion of additional cells may alter preset calculations).

Complete all eight (8) components PRIOR to completing fields 2 through 10 of the "Production Schedule.""Status" and "Comments" are entered manually.

"Status" column:● Enter data manually by selecting a value from the drop down list.● Select the applicable status from the drop down list: "Not Started", "In Progress" or "Complete"● Set the color of the cell as applicable: ►Green - On schedule to complete by the "End Date" ►Blue - Behind schedule but will complete by the "End Date" (insert reason into the "Comments" cell) ►Red - Behind Schedule and will NOT complete by the "End Date" (insert reason into the "Comments" cell)

Instructions




Comments




Overall Start/End Dates ● These fields represent the overall start and end dates for the entire knowledge transfer process (i.e. "Start Date" is the earliest start date for any of the components and "End Date" is the latest end date for any of the components).● The earliest start and latest end date automatically populates.

“Types of Knowledge Transfer Strategies Used”● List the Knowledge Transfer Strategies (e.g. mentor programs, job shadowing, procedures manual, etc.) used during the course of this process.

“KTM Plan (initial approval)" and "Overall KTM Completion (sign-off)”● Prior to starting the transfer process, Manager or Supervisor reviews/approves draft KTM plan; and then signs & dates "KTM Plan (initial approval)"● Once the entire KTM process is complete, the knowledge transfer giver and receiver sign-off by entering their name and date of final completion (insert additional sign-off rows as required if responsibility was transferred to multiple persons). ● The Manager or Supervisor signs-off overall once he/she concurs the knowledge giver and receiver have completed the entire process. Note: Overall sign-off implies that the knowledge transfer process is successfully complete.

"Start Date" column:● This is the start date (i.e., dd/mm/yy) of the first KT activity scheduled for the component.● Data is automatically generated and extracted from the worksheet for the specific component. Ensure the dates and data formula calculation in each worksheet is accurate (insertion of additional cells may alter preset calculations).

"End Date" column:● This is the end date (i.e., dd/mm/yy) of the last KT activity scheduled for the component.● Data is automatically generated and extracted from the worksheet for the specific component. Ensure the dates and data formula calculation in each worksheet is accurate (insertion of additional cells may alter preset calculations).

TOTAL Knowledge Transfer Effort Required (in hours)● This is the total hours required to complete the entire KTM process.● The total number of hours automatically generates (ensure cell formula calculation is accurate).

"Hours Required" column:● This is the total time required to transfer knowledge for the specific component.● Data is automatically generated and extracted from the worksheet for the specific component.● Ensure the formula and data in each worksheet is accurate (insertion of additional cells may alter preset calculations).

Complete all eight (8) components PRIOR to completing fields 2 through 10 of the "Production Schedule.""Status" and "Comments" are entered manually.

"Status" column:● Enter data manually by selecting a value from the drop down list.● Select the applicable status from the drop down list: "Not Started", "In Progress" or "Complete"● Set the color of the cell as applicable: ►Green - On schedule to complete by the "End Date" ►Blue - Behind schedule but will complete by the "End Date" (insert reason into the "Comments" cell) ►Red - Behind Schedule and will NOT complete by the "End Date" (insert reason into the "Comments" cell)

Instructions



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Part u (Knowledge Transfer Subject Information )Follow the specific instructions included in the beginning of each component and ensure Part u is completed prior to starting Part v.

Status # of Hours Required Start Date End Date01/21/10 01/22/1002/04/10 02/28/10

0.00 Dates & Totals in this box are auto-generated

01/21/10 02/28/10

Name Date Person Giving KT

Person Receiving KT

Introduction: Each of the eight (8) knowledge transfer (KT) components has two parts to complete (Parts u and v).

Part v (Knowledge Transfer Production Schedule)The purpose of this schedule is to assist you in identifying tasks that relate specifically to the transfer of knowledge. Furthermore, it provides a plan and timeframe for the knowledge receiver to fully understand a component's subject information. Part v instructions include:►Identify and list all tasks or steps necessary to transfer knowledge for the specific component.►For each task/step, complete the following: • Status – Input “Not Started,” “In Progress,” or “Complete” • # of hours required – Input the amount of time KT will take for the task/step as this will measure the total KT effort needed for this component Note: show hours in decimal format and quarter hour increments (e.g. 15 mins is shown as .25; 1 hour & 30 mins is shown as 1.5, etc.) • KT start/end dates – Input the planned start/end dates for this task/step►Enter additional information in the comments column (as needed)►Ensure the "TOTAL Effort Required" cell is correctly populated ►Component Sign-Off: The person giving KT and the person(s) receiving KT must sign-off by entering their name and the date of completion once overall KT for this component is complete (insert additional sign-off rows as required if transferring knowledge to multiple persons)

KT Task/Step

(Insert rows as needed)

TOTAL Effort Required

Start/End Dates for KT

Component Sign-Off



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Comments

Introduction: Each of the eight (8) knowledge transfer (KT) components has two parts to complete (Parts u and v).

Part v (Knowledge Transfer Production Schedule)The purpose of this schedule is to assist you in identifying tasks that relate specifically to the transfer of knowledge. Furthermore, it provides a plan and timeframe for the knowledge receiver to fully understand a component's subject information. Part v instructions include:►Identify and list all tasks or steps necessary to transfer knowledge for the specific component.►For each task/step, complete the following: • Status – Input “Not Started,” “In Progress,” or “Complete” • # of hours required – Input the amount of time KT will take for the task/step as this will measure the total KT effort needed for this component Note: show hours in decimal format and quarter hour increments (e.g. 15 mins is shown as .25; 1 hour & 30 mins is shown as 1.5, etc.) • KT start/end dates – Input the planned start/end dates for this task/step►Enter additional information in the comments column (as needed)►Ensure the "TOTAL Effort Required" cell is correctly populated ►Component Sign-Off: The person giving KT and the person(s) receiving KT must sign-off by entering their name and the date of completion once overall KT for this component is complete (insert additional sign-off rows as required if transferring knowledge to multiple persons)



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Component Description & Purpose

External or Client Relationships/ContactsName Organization Address Phone & Email


Internal DGS Relationships/ContactsName Division/Office Location Phone & Email


Note: Proceed to the next page to complete the Production Schedule (Component - Part v). Sample KT tasks/steps are included.

Description: A list of key contacts (both internal and external) and details/definitions of each relationship. Purpose: The purpose of this component is to identify and define the relationships of the position's key contacts. (Note: Component has two parts to complete.)

Instructions: Completing the "Key Contacts & Relationships" worksheet (Part u)u List of Key Contacts & Relationships

►List and complete all columns for each key contact you maintain in this position ►"Relationship Description" column: Identify relationship type, responsibilities and services provided/received►"Comments" column: Include additional information about the contact (as necessary)

Relationship Description

Relationship Description

Production Schedule (Component - Part v)*




Status # of Hours Required

Start Date End Date

Not Started 0.50 01/21/10 01/22/10Not Started 0.75 02/04/10 02/04/10

TOTAL Effort Required 1.25 Dates & Totals in this box are auto-generated

Start/End Dates for KT 01/21/10 02/04/10Name Date

Component Sign-Off Person Giving KTPerson Receiving KT

* Refer to the Component Instructions page to complete Part v.

KT Tasks and Steps

Compile list of contactsMeet and discuss contacts and relationships





Comments

Comments

Description: A list of key contacts (both internal and external) and details/definitions of each relationship. Purpose: The purpose of this component is to identify and define the relationships of the position's key contacts. (Note: Component has two parts to complete.)

►List and complete all columns for each key contact you maintain in this position ►"Relationship Description" column: Identify relationship type, responsibilities and services provided/received►"Comments" column: Include additional information about the contact (as necessary)




Comments



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Note: Proceed to the next page to complete the Production Schedule (Component - Part v). Sample assignment titles and tasks are included.


Identify your role (e.g. supervisor, lead analyst, team member, etc.)

Provide current status (e.g. in progress, under review, etc.)

Description: A detailed list of current assignments which may include the following:• Regular ongoing projects• Special assignments• Data analyses & researchPurpose: The purpose of this component is to provide an overview of the position's current assignments.(Note: Component has two parts to complete.)

u Key Information and Responses

Key Information

Identify action steps for completion

Identify timeframes (e.g. deadlines, schedules, etc.)

Identify recipient(s) of the assignment

uConduct Data Analysis Create Procedure Toolkit

Describe the assignment and its purpose

ResponseResponse

Instructions: Completing the "Assignments" worksheet (part u)

►Replace the red text below with the assignment title►Insert additional response columns as needed for each assignment►Insert additional rows to include further key information as appropriate►Input the response to each key information as applicable

Identify frequency of assignment

Identify all parties involved (e.g. team members, contractors, etc.)

Identify where assignment information is stored (e.g. shared drive location, file folder name, etc.)




Assignments / Tasks # of Hours Required

Start Date End Date

Conduct Data Analysis Compile/provide procedures 8.00 02/08/10 02/09/10 Provide on the job training 2.00 02/15/10 02/15/10

Create Procedure Toolkit Provide tool kit overview 1.00 03/01/10 03/01/10 Assign senior staff as mentor 0.50 03/01/10 03/01/10 Discuss content information 1.50 03/02/10 03/02/10 Discuss review process 0.50 03/02/10 03/02/10


TOTAL Effort Required 13.50 Dates & Totals in this box are auto-generated

Start/End Dates for KT 02/08/10 03/02/10Name Date



Comments

Not StartedNot Started

Not Started

Not Started

Not Started

Not Started

Production Schedule (Component - Part v)*Status




Description: A detailed list of current assignments which may include the following:• Regular ongoing projects• Special assignments• Data analyses & researchPurpose: The purpose of this component is to provide an overview of the position's current assignments.(Note: Component has two parts to complete.)


Create Procedure ToolkitResponse

Instructions: Completing the "Assignments" worksheet (part u)

►Replace the red text below with the assignment title►Insert additional response columns as needed for each assignment►Insert additional rows to include further key information as appropriate►Input the response to each key information as applicable




Comments



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Note: Proceed to the next page to complete the Production Schedule (Component - Part v). Sample deliverable titles and tasks are included.

Response

►Replace the red text below with the deliverable title►Insert a separate response column for each additional deliverable title►Insert additional rows to include further key information as appropriate►Input the response to each key information as applicable

Key Information

Identify reviewer(s)

Workforce Analysis Report


Describe the deliverable and its purpose


Identify your role

Provide current status (e.g. in progress, under review, etc.)

Identify timeframes (e.g. deadlines, schedules, etc.)

Description: A list of tangible deliverables that are currently in progress or have not been started (e.g. reports, documents, plans, etc.).Purpose: The purpose of this component is to identify the tangible deliverables assigned to the position.(Note: Component has two parts to complete.)


Identify how input is received (from who and/or where)

u

Instructions: Completing the "Deliverables" worksheet (part u)

Identify where information on the deliverable is stored (e.g. shared drive location, file folder name, etc.)

Identify frequency of deliverable

Identify recipient(s) of the deliverable




Deliverable Title / Tasks Status # of Hours Required KT Start Date KT End Date

Workforce Analysis Report Provide report overview Not Started 2.00 05/06/10 05/07/10 Assign senior staff as mentor Not Started 0.25 05/08/10 05/08/10 Discuss content information Not Started 1.00 05/19/10 05/19/10 Discuss report update process Not Started 0.50 05/20/10 05/20/10

Departmentwide ContractsProvide contracts overview Not Started 1.50 06/01/10 06/02/10Discuss process steps Not Started 2.00 06/03/10 06/04/10Discuss review process Not Started 1.75 06/08/10 06/09/10


TOTAL Effort Required 9.00Start/End Dates for KT 05/06/10 06/09/10

Name Date

Component Sign-Off Person Giving KT

Person Receiving KT






Departmentwide ContractsResponse

Note: Proceed to the next page to complete the Production Schedule (Component - Part v). Sample deliverable titles

►Replace the red text below with the deliverable title►Insert a separate response column for each additional deliverable title►Insert additional rows to include further key information as appropriate►Input the response to each key information as applicable

Description: A list of tangible deliverables that are currently in progress or have not been started (e.g. reports, documents, plans, etc.).Purpose: The purpose of this component is to identify the tangible deliverables assigned to the position.(Note: Component has two parts to complete.)





Comments



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Note: Proceed to the next page to complete the Production Schedule (Component - Part v). Sample activity titles and tasks are included.


Identify all parties involved (e.g. team members, participants, recipients, etc.)

Identify activity due dates (if any)


Identify where activity information is stored (e.g. shared drive location, file folder name, etc.)

Description: A list of activities that are not part of a deliverable or assignment. These are miscellaneous responsibilities that need to be transferred. Examples may include the following:• Coordinating social events• Back-up hard drive• Provide travel information for newcomers• Organize/present internal training sessions Purpose: The purpose of this component is to identify activities not directly part of the position's main/essential responsibilities, but support the organization's goals and objectives.(Note: Component has two parts to complete.)


►Replace the red text below with the activity title►Insert additional response columns as needed for each activity ►Insert additional rows to include further key information as appropriate►Input the response to each key information as applicable

u Key Information Response ResponseKnowledge MGMT Training Teambuilding Event

Instructions: Completing the "Activities" worksheet (part u)

Describe the activity and its purpose

Identify frequency of activity

Identify your role (e.g. coordinator, leadsperson, supervisor, etc.)




Status # of Hours Required

Start Date End Date

Not started 4.00 07/10/10 07/10/10Not started 2.00 07/11/10 07/12/10

Discuss prep methods Not started 2.00 07/12/10 07/13/10

Not started 2.00 07/01/10 07/02/10Not started 1.50 07/01/10 07/02/10


07/01/10 07/13/10Name Date



Discuss training overview Review material/handouts

Plan Teambuilding Event

TOTAL Effort RequiredStart/End Dates for KT

CommentsActivity / Tasks

Provide Knowledge MGMT Training


Provide event overview Discuss roles





Description: A list of activities that are not part of a deliverable or assignment. These are miscellaneous responsibilities that need to be transferred. Examples may include the following:• Coordinating social events• Back-up hard drive• Provide travel information for newcomers• Organize/present internal training sessions Purpose: The purpose of this component is to identify activities not directly part of the position's main/essential responsibilities, but support the organization's goals and objectives.(Note: Component has two parts to complete.)


►Replace the red text below with the activity title►Insert additional response columns as needed for each activity ►Insert additional rows to include further key information as appropriate►Input the response to each key information as applicable

ResponseTeambuilding Event

Instructions: Completing the "Activities" worksheet (part u)




Comments



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u

Note: Proceed to the next page to complete the Production Schedule (Component - Part v). Sample meeting titles and tasks are included.

Specify meeting format (e.g. face to face, conference call, online meeting, etc.)

Identify meeting frequency (e.g. daily, weekly, etc.)

Response

List the deliverables you provide (or feed into)

List the type(s) of input you provide

Identify meeting coordinator (name/contact information)

Identify scribe (name/contact information)

Provide meeting minutes storage location

Component Description & PurposeDescription: A list of meetings regularly attended and/or coordinated by the position (e.g. committees, ad hocs, taskforce, all staff, one-on-one, etc.). Purpose: The purpose of this component is to identify and provide a detailed schedule of the position's recurring meetings and responsibilities thereto.(Note: Component has two parts to complete.)

►Replace the red text below with the meeting title►Insert a separate response column for each additional meeting►Insert additional rows to include further key information as appropriate►Input the response to each key information as applicable

u Key Information and ResponsesInstructions: Completing the "Meetings" worksheet (part u)

Workforce Ad HocKey Information

Identify your role

Response

State meeting purpose or objectives

Specify set day/time and/or location (as applicable)

Weekly Team Meeting

Describe how to ensure actions are followed up and completed on time

Identify chairperson/facilitator (name/contact information)

List attendees and their role




Meeting Title / Tasks # of Hours Required KT Start Date KT End Date

Weekly Team Meeting Discuss meeting overview 2.00 01/02/10 01/03/10 Provide sample deliverables 1.00 01/05/10 01/05/10

Workforce Ad Hoc Discuss meeting overview 1.00 02/01/10 02/02/10 Provide debriefing process 4.00 02/03/10 02/03/10


TOTAL Effort Required 8.00 Dates & Totals in this box are auto-generatedStart/End Dates for KT 01/02/10 02/03/10

Name Date



Not Started


Not Started

Status Comments

Not StartedNot Started




Description: A list of meetings regularly attended and/or coordinated by the position (e.g. committees, ad hocs, taskforce, all staff, one-on-one, etc.). Purpose: The purpose of this component is to identify and provide a detailed schedule of the position's recurring meetings and responsibilities thereto.(Note: Component has two parts to complete.)

►Replace the red text below with the meeting title►Insert a separate response column for each additional meeting►Insert additional rows to include further key information as appropriate►Input the response to each key information as applicable

u Key Information and ResponsesInstructions: Completing the "Meetings" worksheet (part u)

Workforce Ad HocResponse




Comments



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Description & Purpose

Instructions: Technology (related Information) u

Technology

Process

Note: Proceed to the next page to continue with the "Vital Information" worksheet (subject areas w and x).

u

v

Description & Purpose

Description: A list of vital information pertinent to this position which includes the following subject areas: u technology, v processes, w performance enhancement mediums, and x resource tools. (Examples are provided within the instructions for each subject area.) Purpose: The purpose of this component is to identify information pertinent to this position and its source and/or storage location.

Information Source/Storage Location

Instructions: Processes (related Information) v

Information Source/Storage LocationDescription & Purpose

►List all technologies used by this position aside from MS Office programs (e.g., software, applications, database, ABMS, PIE, MIRS, Adobe Photoshop, etc.)►Complete the description and purpose of information and its source location (e.g., file paths, intranet/internet site, etc.) ►Provide additional comments if needed (e.g., special instructions to obtain/access information, frequency of usage, etc.)

►List all documented processes used by this position (e.g., State Contracting Manual, SPB Policies [Pinkies], procedures, standards, etc.)►Complete the description and purpose of information and its source location►Provide additional comments if needed (e.g., special instructions to obtain/access information, frequency of usage, etc.)




Performance Enhancement Medium

Resource Tools

Note: Proceed to the next page to complete the Production Schedule (Component - Part v). Sample vitial information titles and tasks are included.

w Description & Purpose

x

Information Source/Storage Location

Information Source/Storage LocationDescription & Purpose

Instructions: Resource Tools x

►List all performance enhancement mediums relative to the position (e.g., industry newsletters/articles, networking venues, webcasts/webinars, etc.)►Complete the description and purpose of information and its source location (e.g., online or physical archives of newsletters, etc.)►Provide additional comments if needed (e.g., special instructions to obtain/access information, frequency of usage, etc.)

►List all resource tools used in the position (e.g., SPB's Recruitment Sources Directory, toolkits, information maps or binders, etc.)►Complete the description and purpose of information and its source location►Provide additional comments if needed (e.g., special instructions to obtain/access information, frequency of usage, etc.)

Instructions: Performance Enhancement Medium (related information) w




Vital Information / Tasks # of Hours Required

Start Date End Date

Technology Related Information Provide overview 0.50 05/01/10 05/01/10 Provide hands-on demonstrations 1.50 05/01/10 05/01/10

Process Related Information Provide overview 1.00 06/08/10 06/11/10 Provide procedures manual 0.50 06/12/10 06/12/10

Performance Enhancement Provide overview 2.50 07/05/10 07/07/10 Discuss best practices 1.25 07/08/10 07/08/10

Resource Tools Discuss available tools 0.50 08/06/10 08/06/10



05/01/10 08/06/10Name Date



Production Schedule (Component - Part v)*Comments

Start/End Dates for KTTOTAL Effort Required

Status




Comments

Comments

Description: A list of vital information pertinent to this position which includes the following subject areas: u technology, v processes, w performance enhancement mediums, and x resource tools. (Examples are provided within the instructions for each subject area.) Purpose: The purpose of this component is to identify information pertinent to this position and its source and/or storage location.

►List all technologies used by this position aside from MS Office programs (e.g., software, applications, database, ABMS, PIE, MIRS, Adobe Photoshop, etc.)►Complete the description and purpose of information and its source location (e.g., file paths, intranet/internet site, etc.) ►Provide additional comments if needed (e.g., special instructions to obtain/access information, frequency of usage, etc.)

►List all documented processes used by this position (e.g., State Contracting Manual, SPB Policies [Pinkies], procedures, standards, etc.)►Complete the description and purpose of information and its source location►Provide additional comments if needed (e.g., special instructions to obtain/access information, frequency of usage, etc.)




Comments

Comments

Note: Proceed to the next page to complete the Production Schedule (Component - Part v). Sample vitial information titles

►List all performance enhancement mediums relative to the position (e.g., industry newsletters/articles, networking venues, webcasts/webinars, etc.)►Complete the description and purpose of information and its source location (e.g., online or physical archives of newsletters, etc.)►Provide additional comments if needed (e.g., special instructions to obtain/access information, frequency of usage, etc.)

►List all resource tools used in the position (e.g., SPB's Recruitment Sources Directory, toolkits, information maps or binders, etc.)►Complete the description and purpose of information and its source location►Provide additional comments if needed (e.g., special instructions to obtain/access information, frequency of usage, etc.)




Comments



Macintosh HD:private:var:folders:wj:v91nt3ds7l916b56tfklryr80000gp:T:Acr5202696102356-5396.tmp:FE81E38E99DF135F70D72EF58098ED9D.xls7. Issues & Risks 37

Note: Proceed to the next page to complete the Production Schedule (Component - Part v). Sample issue/risk titles and tasks are included.

Instructions: Completing the "Issues and Risks" worksheet (part u)

Description: A list of active issues/risks inherent with this position defined as:● Issue – An unresolved or disputed matter that has a critical impact or importance to the organization.● Risk – An unresolved or disputed matter that harms or exposes the organization to potential litigation or negative public scrutiny.

Purpose: The purpose of this component is to provide an understanding of the active issues/risks inherent with this position. (Note: Component has two parts to complete.)



Untimely Quarterly Report

Specify if this is an issue or risk

►Replace the red text below with the topic title►Insert additional response columns as needed for each topic►Insert additional rows to include further key information as appropriate►Input the the response to each key information as applicable

Describe the issue or risk

Key Information

Provide background information

Describe who and/or what is affected (include impact/loss)

Identify your role (e.g., supervisor, lead analyst, team member, etc.)

Identify where subject information is located (e.g., shared drive location, file folder, email, etc.)

Identify resolution/mitigation actions taken

Identify the current status

u

Provide recommendations to resolve/mitigate (if any)

Provide additional comments or input (if any)

Resources Improperly AllocatedResponse Response




Issues & Risks/Tasks # of Hours Required

Start Date End Date

Untimely Quarterly Report Provide overview 1.00 02/08/10 02/08/10 Discuss concerns 2.00 02/08/10 02/08/10

Resources Improperly Allocated Provide overview 1.50 02/15/10 02/15/10 Discuss concerns 2.50 02/16/10 02/16/10



02/08/10 02/16/10Name Date



Not Started

TOTAL Effort Required

Not Started

Not Started

Comments

Start/End Dates for KT

Status


Not Started




Description: A list of active issues/risks inherent with this position defined as:● Issue – An unresolved or disputed matter that has a critical impact or importance to the organization.● Risk – An unresolved or disputed matter that harms or exposes the organization to potential litigation or negative public scrutiny.

Purpose: The purpose of this component is to provide an understanding of the active issues/risks inherent with this position. (Note: Component has two parts to complete.)


►Replace the red text below with the topic title►Insert additional response columns as needed for each topic►Insert additional rows to include further key information as appropriate►Input the the response to each key information as applicable

Resources Improperly AllocatedResponse




Comments



Macintosh HD:private:var:folders:wj:v91nt3ds7l916b56tfklryr80000gp:T:Acr5202696102356-5396.tmp:FE81E38E99DF135F70D72EF58098ED9D.xls8. Lessons Learned41


Construction ProjectWhat went well? What needs improvement?

Data AnalysisWhat went well? What needs improvement?

(Insert Topic Title)What went well? What needs improvement?

Note: Proceed to the next page to complete the Production Schedule (Component - Part v). Sample topic titles and tasks are included.

Suggestions for Improvement Lessons Learned


Instructions: Completing the "Lessons Learned" worksheet (part u)u Lessons Learned► Replace the red text below with the topic title (Note: topics may include projects, special assignments, processes, significant role experiences, etc.)► Provide a response for each column header► Insert additional rows to include further subtopics

u

Description: An exercise conducted by the individual (in the position) to identify successes and failures at the completion of a project, activity or while performing ongoing work. The individual evaluates the process used (and its results) and then identifies what was done right and what could be done better the next time. Results can be shared and used in future projects or work activities.Purpose: To record and share the lessons learned from the individual while in the position. (Note: Component has two parts to complete.)





Topic Title / Tasks Status # of Hours Required KT Start Date KT End Date

Construction ProjectCompile project information Not Started 1.00 02/15/10 02/15/10Provide overview Not Started 1.50 02/16/10 02/16/10Discuss concerns Not Started 2.00 02/17/10 02/17/10

Data AnalysisCompile data samples Not Started 2.00 04/05/10 04/06/10Provide overview Not Started 1.00 04/06/10 04/07/10Discuss concerns Not Started 2.25 04/07/10 04/08/10


TOTAL Effort Required 9.75Start/End Dates for KT 02/15/10 04/08/10

Name DateComponent Sign-Off Person Giving KT

Person Receiving KT






Note: Proceed to the next page to complete the Production Schedule (Component - Part v). Sample topic titles and tasks are included.

Lessons Learned

Lessons Learned

u Lessons Learned► Replace the red text below with the topic title (Note: topics may include projects, special assignments, processes, significant role experiences, etc.)► Provide a response for each column header► Insert additional rows to include further subtopics

Description: An exercise conducted by the individual (in the position) to identify successes and failures at the completion of a project, activity or while performing ongoing work. The individual evaluates the process used (and its results) and then identifies what was done right and what could be done better the next time. Results can be shared and used in future projects or work activities.Purpose: To record and share the lessons learned from the individual while in the position. (Note: Component has two parts to complete.)

Lessons Learned




Comments


knowledge transfer plan (ktp) highlights

Documents