DESKTOP MANUAL

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NEW MEXICO PUBLIC EDUCATION DEPARTMENT

• DESKTOP MANUAL
• WORKSHOP
• January 25, 2005
• Quality Assurance Systems Integration Division
• Quality Assurance Bureau

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FOCUS of Workshop

• purpose
• design
• how-tos
• maintenance
• technical assistance

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PURPOSEMaking Microwave Fudge

• Designate the following roles for your group
• The Observer only observes, must not offer help
  or comments.
• The Baker bakes the fudge
• The Bakers Assistant (s) helps with baking
• 15 minutes have been allotted for this activity.

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PURPOSEDebriefing the Microwave Fudge Activity

• WITH RECIPE
• What are some of the behaviors The Observer
  noticed?
• How did the group work together to follow the
  recipe?
• How can this be used as a metaphor for the DTM?
• What did you individually experience in your
  role?

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PURPOSEDebriefing the Microwave Fudge Activity

• WITHOUT RECIPE
• What are some of the behaviors The Observer
  noticed?
• How did the group work together to figure out how
  to make the fudge?
• How can this be used as a metaphor for the DTM?
• What did you individually experience in your
  role?

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BRAINSTORM

• Based on what you experienced lets discuss how
  the Desk Top Manual can be a useful tool.

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BRAINSTORM Ideas QAB Came Up With

• EDAs
• Self Review
• Setting Goals
• Cross Training
• New Employee Training
• PAQs
• Hiring Process

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DESIGN

• A Desk Top Manual answers common questions like
• What is my job?
• "What is the vacation policy?"
• "What happens if I get called for jury duty?" and
  "How do I report inappropriate behavior?"
• How do I access forms and files on the PED
  Network?
• What are the policies and procedures I should
  follow when completing my assigned tasks?

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DESIGN

• The exercise of preparing a Desk Top Manual
  offers a prime opportunity to evaluate the
  policies and procedures of your bureau.

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DESIGNWeaving Your Core Values into Bureau
Culture

• Along with outlining behavior expectations,
  communicate your bureaus values via the Desk Top
  Manual.
• This will provide a reference point for bureau
  practices and individual behavior.

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DESIGN Protect Your Bureau

• Recognizing and reflecting values will help
  retain desirable employees and build a solid
  foundation for your bureau.

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DESIGN Protect Your Bureau

• A comprehensive Desk Top Manual
• protects your organization/bureau.
• A Desk Top Manual describes the behavior that is
  expected of each employee

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DESIGN Protect Your Bureau

• It also describes unacceptable behavior, such as
  harassment (Title IV) or use of company equipment
  for personal business, and outlines the
  consequences of such behavior.
• A Desk Top Manual addresses issues before they
  become problems.

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DESIGN Practice Good Management

• A good manager treats employees consistently and
  fairly.
• A good Desk Top Manual lays the foundation for
  fair and consistent treatment.
• When bureau policies and procedures are recorded
  and available for all employees to see, there is
  less chance for confusion or misunderstanding.

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Individualized DTMs

• The PEDs goal is that each individual employee
  has a desk top manual
• This manual should be built around that persons
  job description
• The individuals job description should appear at
  the front of the manual

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Using Desk Top Manual Template Folders on PED
Network
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(No Transcript)
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HOW-TOWork Session Break Out Groups

• DTM 101 In the beginning stages of preparing the
  Desk Top Manual
• DTM 201 Updating current Desk Top Manual

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Storyboarding
PURPOSE CARD
Designing Your Desk Top Manual
HEADER CARD
HEADER CARD
HEADER CARD
DTM Sections
DTM Sections
DTM Sections
SUBHEADINGS
SUBHEADINGS
SUBHEADINGS
Documents within sections
Documents within sections
Documents within sections
Documents within sections
Documents within sections
Documents within sections
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Storyboarding

• This process allows you to create/build/refresh
  your Desk Top Manual
• Use the Sticky Notes and Section Templates
  provided to Storyboard your Desk Top Manual
• Your manual should reflect your bureaus
  individual needs

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Storyboarding

• Discuss with your group what sections your Desk
  Top Manual should include
• Discuss where documents that your bureau uses
  often belong within the manual
• Discuss ways to make the manual user friendly and
  accessible

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Prototypes Table of Sections

• 1. PED Organization
• 2. Strategic Plan
• 3. Position Responsibilities
• 4. Performance Measures
• 5. State Frameworks
• 6. Division Action Plans
• 7. Calendars
• 8. Budget

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Prototypes Table of Sections

• 9. Joint Powers Agreements (JPAs)
• 10. Personnel
• 11. Policies Procedures
• 12. Public Education Commission
• 13. Evacuation Procedures
• 14. Department Protocols
• 15. File System Directory
• 16. Directories

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MAINTENANCE

• Designate one person to maintain the master copy.
  
• We recommend you review your customized Desk Top
  Manual at least once per year to ensure that the
  Manual you hand out to new hires is correct.
• If needed, you should also update current
  employees on any changes.

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NEW EMPLOYEE TRAINING PPT

• Having a well written New Employee Training PPT
  will insure that procedures are performed in a
  consistent and accurate manner.
• It will reduce crisis and the time needed to
  train a new person in the job or to cross train
  other people in the job.

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NEW EMPLOYEE TRAINING PPT

• View an example of a New Employee PPT
• This PPT will be available on the P-Drive as a
  template
• Use your desk top manual as a guide when
  designing your power point

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New Employee PPT Using it for CROSS TRAINING

• increases team work
• eliminates the Its not my job syndrome
• provides extra hands when there is a work
  overload such as, when people are on vacation or
  away from work for other reasons.

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New Employee PPT Using it for documentation of
job duties

• The fear sometimes associated with an employee
  leaving or being terminated because they are the
  only one who knows the job is eliminated if the
  work has been well documented.

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New Employee PPT

• The time and effort invested in well-written
  procedure/training PPTs will pay dividends many
  times over!

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TECHNICAL ASSISTANCE RESOURCES on P-Drive

• QASI Division Desk Top Manual on P-Drive
• Desk Top Manual Workshop on P-Drive
• Workshop Evaluation
• Website Links
• QAB New Employee Power Point

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Wrap-Up

• Evaluation
• Ideas for future trainings
• Closing

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Evaluation
DESKTOP MANUAL WORKSHOP THINK! PAIR!
SHARE! In groups of three, discuss workshop
strengths, opportunities for improvement, and
ideas for the next training. Take two minutes to
share with each other and be prepared to report
out on the best suggestion and/or comment you
heard.
PLUS () DELTA (?) WISHLIST (?)
Meeting Strengths (What helped you learn?) Opportunities for Improvement (What changes would you suggest?) Next Time (What would you like to see at the next training?)
1. 2. 3. 4. 5. 1. 2. 3. 4. 5. 1. 2. 3. 4. 5.