Module%201.4:%20%20Position%20Assessment

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Module 1.4 Position Assessment
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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!

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Definition of Position Assessment
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What Is a Position Assessment?

• It is the identification of employees by
• Current position held
• Relevant training and experience

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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.

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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

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Data Collection Tools
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Tools Course 1 Diskettes

• Disk 1 Dept_Data.xls
• Personnel Data Worksheet
• Training Worksheet
• Disk 2 Tools/PD Form.doc

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Microsoft Excel Worksheets
Division/ Last Name, Class
Class Branch First Name Code
Title Social Security
Fin. Mgmt/ Payments Thomas, 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.
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Dept_Data.xlsPersonnel 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

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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.
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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.
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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. Agent 444-33-2222
Personnel Data
Enter the Social Security number for each
employee.
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Step 3 Save and submit the file.

• Save the file and submit a copy to Gail Prewitt
  by September 14.

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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!

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Dept_Data.xlsTraining 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.

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Example
Employee Name ----- Relevant Training/Experience
------ Last Name, First Name Keyboarding
Word Excel
Steps 12
Step 3
Training
Step 4 Save and submit the file.
Guidebook, page 28.
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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. Agent 444-33-2222
Personnel Data
Move to tab labeled Personnel Data. Highlight
column C. Select ltEditgt ltCopygt from the menu.
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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 ltEditgt ltPastegt from the menu.
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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 .
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Step 4 Save and submit the file.

• Save the file and e-mail a copy to Gail Prewitt
  by October 15.

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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!

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Position Description Forms
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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).

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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.

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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

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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

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Questions Answers
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Proficiency Test
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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.