p:\empower ky on 'agency 3'\phaseiii\organizationdesign\course1\module1.3\module1.3.ppt1...

$: P:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt1 MODULE 1.3: As-Is Activity Analysis$
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 1

MODULE 1.3:As-Is Activity Analysis


Ensure that every agency can use a set of data collection forms to collect as-is information in preparation for July 1, 1999 and beyond.

Provide a systematic, consistent, and objective approach to MARS implementation for all agencies across the Commonwealth.

Goals


Overview

We will discuss:The Definition of “As-Is Analysis”Data CollectionTools Provided on the Course 1 Diskettes


Definition of As-Is Analysis

What? Why?


It is the classification of administrative services functions in terms of:– Who performs them.

– How much time is spent on them.

– In which organizational unit they are performed.

What Is an As-Is Analysis?


Why Is It Important?

It will provide baseline information that will help your agency:– anticipate computer workstation and MARS

usage requirements, – identify employee training needs for MARS,– establish the timing of MARS implementation,– identify opportunities for efficiencies, and– ensure appropriate coverage for future

activities.


Data Collection

Tom

Sue

Staff Asst.

Division Dir.Purchasing Division

Admin. Support Dept.


What Data Will Each Agency Collect?

An Outline of Your Organizational Structure with:– Hierarchy of Divisions and Branches– Number of PFT’s per Division/Branch– Indication whether anyone in the unit performs

Administrative Services functions

A Listing of Administrative Services employees by:– Organizational Unit– Class Code and Class Title– % of time spent on Administrative Services functions


Organizational ChartsDepartment and Division HeadsBranch ManagersPersonnel AdministratorsPerformance Evaluations*

Where Do I Get This Data?

*This information should be used as a last resort, as the information may be outdated.


Tools Provided

?


Tools on Course 1 Diskettes

Disk 2– Guidebook 1.doc– Tools\Activities Dictionary.doc– Tools\Org_Template.xls

Disk 1– Dept_Data.xls

• Personnel Data Worksheet• Financial Mgmt. Activities Worksheet• Materials Mgmt. Activities Worksheet• Other Activities Worksheet

Course 1

Disk 2

Course 1

Disk 1


Explanation of Tools


Disk 2:Guidebook 1.doc

Step-by-step instructions for each template

Sample completed templatesAdministrative Services Activities

DictionarySoftware Assistance Guide for Excel and

WordAgency Administrative Services Index


Administrative Services Activities Dictionary

A detailed listing of all Administrative Services activities, grouped into 3 general categories:– Financial Management– Materials Management– Cyclical or Support

Provides a helm-to-stern listing of activities with detailed descriptions and DOA forms reference.

You may need to add agency-specific activities.


Disk 2:Tools\Org_Template.xls

A Microsoft Excel template that helps you:Prepare a baseline assessment of agency

structure and functions,Document the number of total PFT’s, andIdentify administrative services activities

within the organization.


Example:

Agency Name Admin Services Personnel (PFTs) Activities

Checklist Financial Materials Cyclical orDept. Division Branch Authorized Filled Unfilled Mgmt Mgmt

Support

Step 1 Step 2 Step 3

Template Step 4: Save and submit.

Guidebook, page 16.


Step 1: Enter names of structural units.

List the Departments, Divisions and Branches where administrative functions are performed. Use the appendices within the Guidebook as a reference.*

*You may find it easier to list all organizational units within your department to ensure that nobody is missed.

Families & Children Admin Services

Personnel (PFTs) Activities Checklist FinancialMaterials Cyclical orDept. Division Branch Authorized Filled Unfilled Mgmt Mgmt Support

Office of N/A N/AProgram Support Financial N/A

Mgmt


Step 2: Enter PFT data.

Enter the numbers of PFT’s. For higher levels (e.g., Office of Program Support), include only those personnel who are not associated with any other level of the department.



Office of N/A N/A 3 3 0ProgramSupport Financial N/A 10 9 1

Mgmt


Step 3: Indicate administrative functions.

Indicate the organizational levels where administrative functions are performed. For these levels, complete the Dept_Data.xls file.



Office of N/A N/A 3 3 0 x xProgramSupport Financial N/A 10 9 1 x x

Mgmt


Step 4: Save the file and submit it.

Save the file.– Include cabinet/constitutional office name in

the filename.– Ex: F&C_Org_Template.xls,

Justice_Org_Template.xls

Submit the file by e-mail or on a disk to Gail Prewitt ([email protected]) by September 14.


Review of Procedure

Step 1:Step 2: Step 3:Step 4:

Enter names of structural units.Enter PFT data.Indicate administrative functions.Save the file and submit by...

September 14!


Working Break


Disk 1:Dept_Data.xls

Personnel Data Training*

Fin. Mgmt.Activities

Mat. Mgmt.Activities

OtherActivities

ActivitiesSummary

This file contains the remaining Microsoft Excel worksheets that you need for the As-Is Analysis.

*To be discussed in Module 1.4.


Dept_Data.xls:Personnel Data

A Microsoft Excel worksheet that asks you to:

List the names of the Divisions and Branches from the Org_Template where Administrative Services functions are performed, and

Under each organizational unit name, list the employees who perform the activities.


Example

Personnel Data

Class Class Social Security Division Branch Last Name, First Name Code TitleNumber

Guidebook, page 19.


How to Collect the Data

Alternative 1: Manually complete the template, referring to the Org_Template.xls file.

OR

Alternative 2: Get an ASCII file from the Personnel Cabinet, import the data and modify it.


Alternative 1

Class Class Social Division Branch Last Name, First Name Code Title Security #

Step 2

Module 1.4

Step 3

Step 4: Save the file.

Personnel Data

Step 1: Rename the file.


Step 1: Rename Dept_Data.xls.

For each Department in Org_Template.xls:

Open Dept_Data.xlsSave the file using the names of your

agency and the “department.”– F&C-Program Support_Data.xls– Justice-Office of Sec_Data.xls


Step 2: Enter the Division/Branch.

Financial N/AMgmt

Payments

Enter all Divisions and Branches in which Administrative Services functions are performed.



Step 3: Enter each employee’s name.

Enter the Last Name and First Name of each employee who performs Administrative Services functions. Consult the Activities Dictionary as needed to determine whether an employee performs these activities.

Financial N/A Smith, JohnMgmt Doe, Jane

Davis, Henry

Payments Thomas, Sue Roberts, Bill



Step 4: Save the file.

Save the file.Repeat Steps 1-4 for each Department in

which Administrative Services functions are performed.


Alternative 1: Review

Step 1:Step 2: Step 3:Step 4:

Rename Dept_Data.xls.

Enter the Divisions and Branches.Enter employee names (Last, First).Save the file.


Alternative 2

Step 1: Contact Personnel Cabinet for ASCII file.– Commissioner Joan Walker, 564-2428

Step 2: Import data to the Personnel Worksheet. Step 3: Modify to include only A. S. employees.Step 4: Save the file.


Dept_Data.xls:Activities Worksheets

Four Microsoft Excel worksheets that help you:

Describe administrative services activities performed within the department,

Identify employees that perform these administrative functions, and

Document the amount of time that each employee commits to these activities.


Division/

Branch/Name

Example:

Steps 6&7: Validate and submit.

Step 1: Review the Activities Dictionary.

Step 2 Step 4


Mat. Mgmt.Activities

OtherActivities

ActivitiesSummary

10

99

Pro

cessin

g

Accou

nti

ng

Su

bto

tal FTE’s

Cost

Allocati

on

Develop/ Handle Review CostMaintain Auditor AllocationMethodologies Compliance Reports

Ad

d A

cti

vit

ies

Ste

p 5

:

Step 3

Guidebook, page 22.


Step 1: Review the Activities Dictionary.

Guidebook

Review the Administrative Services Activities Dictionary in Appendix A of your Guidebook to become familiar with the categories and subcategories of activities.


Step 2: Copy columns A, B & C from the Personnel Data sheet.

Copy columns A, B and C (Division, Branch and Employee Name) from the Personnel Data Worksheet.

Financial N/A Smith, JohnMgmt Doe, Jane

Davis, Henry

Payments Thomas, Sue Roberts, Bill



Division/

Branch/Name

PaymentsThomas, Sue 0.0

Roberts, Bill 0.0

Step 3: Paste columns A, B & C into the Financial Mgmt Activities sheet.


10

99

Pro

cessin

g

Accou

nti

ng

Su

bto

tal FTE’s

Cost

Allocati

on

Paste columns A, B & C (Division, Branch, Employee Name) into the Financial Mgmt Activities sheet. Names will then automatically be copied into remaining sheets.

Ad

d A

cti

vit

ies


Division/

Branch/Name

PaymentsThomas, Sue 0.0 0.1 0.2 0.3

Roberts, Bill 0.1 0.1 0.2 0.4

Step 4: Map activities for employees.


10

99

Pro

cessin

g

Accou

nti

ng

Su

bto

tal FTE’s

Cost

Allocati

on

Develop Handle Review Cost Maintain Auditor AllocationMethodologies Compliance

Reports

Enter the portion of time employees spend on activities based on a scale of 0-1 (1=100% of an employee’s time). Include time spent on non-administrative functions.

Ad

d A

cti

vit

ies


Division/

Branch/Name

PaymentsThomas, Sue 0.3

Roberts, Bill 0.4

Step 5: Add agency-specific activities.


10

99

Pro

cessin

g

Accou

nti

ng

Su

bto

tal FTE’s

Cost

Allocati

on

Blank Blank Blank

Use the “Blank” cells to insert any agency-specific activities that are not otherwise listed. Be specific in naming the activity. Copy and insert new columns as needed.

Ad

d A

cti

vit

ies


Division/

Branch/Name

PaymentsThomas, Sue 0.3 0.6 0.1 0.0 1.0 X

Roberts, Bill 0.4 0.1 0.1 0.4 1.0

Step 6: Validate results.

Fin

. M

gm

t.

Su

bto

tal FTEs

Cyclical/

Su

pp

ort

S

ub

tota

l FTEs

Mat.

Mg

mt.

S

ub

tota

l FTEs

Move to the Activities Summary Worksheet. Check that all rows total 1.0, accounting for 100% of each employee’s time. Indicate if the employee uses KAPS or STARS.

Non

-Ad

min

. S

ub

tota

l FTEs

Tota

l F

TEs

ActivitiesSummary

Uses K

AP

S

Uses S

TA

RS


Step 7: Save the file and submit it.

Save the file using your department name:– F&C-Program Support_Data.xls– Justice-Office of Sec_Data.xls

Submit 1 file per department by e-mail or on a disk to Gail Prewitt by October 15.


Review of Procedure

Step 1:Step 2: Step 3:Step 4:Step 5:Step 6:Step 7:

Review the Activities Dictionary.Copy names from Personnel Data.Paste names into Financial Mgmt sheet.Map activities for each employee.Add agency-specific activities.Validate the results (each row = 1.0).Save the file and submit it by …

October 15!


Summary

The As-Is Analysis will facilitate implementation of MARS by helping you to identify opportunities and employee training needs.

Due Dates:– Org_Template: September 14– Activities Worksheets: October 15


Questions & Answers

?


Work in groups -- preferably with other members from your department or agency.

You will have 30 minutes to complete the tasks.

You will need:– Computer– Course 1 Disk 1: Dept_Data.xls– Course 1 Disk 2: Org_Template.xls– Course 1 manual: Module 1.3 Slides, Guidebook

Answers will be provided at the end.

Exercise


Purpose: – To confirm that you are comfortable with all

elements of the As-Is Analysis.

This will not be handed in!It is “open book.”You will have 15 minutes to complete the test.Answers will be provided at the end.

Proficiency Self-Test


LUNCH!!!

p:\empower ky on 'agency 3'\phaseiii\organizationdesign\course1\module1.3\module1.3.ppt1...

Documents

agencyspecific activities

activity analysis slide

administrative functions

activities worksheet

future activities

activities worksheet

stern listing of activities

template step