MODULE 1.3: As-Is Activity Analysis

MODULE 1.3: As-Is Activity Analysis

MODULE 1.3: As-Is Activity Analysis p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 1 Goals 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. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 2 Overview We will discuss: The Definition of As-Is Analysis Data Collection

Tools Provided on the Course 1 Diskettes p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 3 Definition of As-Is Analysis What? Why? p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 4 What Is an As-Is Analysis? 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. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 5

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. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 6 Data Collection Admin. Staff Asst. Support To Purchasin Dept. m

Division Dir.Sue g Division p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 7 What Data Will Each Agency Collect? An Outline of Your Organizational Structure with: Hierarchy of Divisions and Branches Number of PFTs 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 p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 8 Where Do I Get This Data?

Organizational Charts Department and Division Heads Branch Managers Personnel Administrators Performance Evaluations* *This information should be used as a last resort, as the information may be outdated. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 9 Tools Provided ? p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 10

Tools on Course 1 Diskettes Disk 2 Guidebook 1.doc Tools\Activities Dictionary.doc Tools\Org_Template.xls Course 1 Disk 2 Disk 1 Dept_Data.xls Personnel Data Worksheet Financial Mgmt. Activities Worksheet Materials Mgmt. Activities Worksheet Other Activities Worksheet p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt

Course 1 Disk 1 11 Explanation of Tools p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 12 Disk 2: Guidebook 1.doc Step-by-step instructions for each template Sample completed templates Administrative Services Activities Dictionary Software Assistance Guide for Excel and Word Agency Administrative Services Index p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt

13 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. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 14 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 PFTs, and

Identify administrative services activities within the organization. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 15 Example: Agency Name Admin Services Personnel (PFTs) Activities Checklist Financial Materials Cyclical or Dept. Division Branch

Authorized Filled Unfilled Mgmt Mgmt Support Step 1 Template Step 2 Step 3 Step 4: Save and submit. Guidebook, page 16. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 16 Step 1: Enter names of structural units.

Families & Children Services Admin Personnel (PFTs) Checklist Activities Financial Materials Cyclical or Dept. Division Branch Authorized Filled Unfilled Mgmt Mgmt

Support Office of Program Support N/A N/A Financial N/A Mgmt 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. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 17

Step 2: Enter PFT data. Families & Children Services Admin Personnel (PFTs) Activities Checklist Financial Materials Cyclical or Dept. Division Branch Authorized Filled Unfilled

Mgmt Mgmt Support Office of N/A N/A Program Support Financial N/A Mgmt 3 3 0 10 9 1

Enter the numbers of PFTs. For higher levels (e.g., Office of Program Support), include only those personnel who are not associated with any other level of the department. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 18 Step 3: Indicate administrative functions. Families & Children Services Admin Personnel (PFTs) Activities Checklist Financial

Materials Cyclical or Dept. Division Branch Authorized Filled Unfilled Mgmt Mgmt Support Office of N/A Program Support N/A Financial 3

3 N/A 0 10 x 9 x 1 x x Indicate the organizational levels where Mgmt administrative functions are performed. For these levels, complete the Dept_Data.xls file. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 19

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. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 20 Review of Procedure Step Step Step Step 1:

2: 3: 4: Enter names of structural units. Enter PFT data. Indicate administrative functions. Save the file and submit by... September 14! p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 21 Working Break p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 22 Disk 1: Dept_Data.xls This file contains the remaining Microsoft Excel

worksheets that you need for the As-Is Analysis. Personnel Data Training* Fin. Mgmt. Activities Mat. Mgmt. Activities Other Activities Activities Summary *To be discussed in Module 1.4. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt

23 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. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 24 Example Class Security Division Number Branch

Last Name, First Name Class Social Code Title Personnel Data Guidebook, page 19. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 25 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. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt

26 Alternative 1 Step 1: Rename the file. Division Branch Security # Step 2 Class Class Last Name, First Name Code Title Step 3 Social Module 1.4 Personnel Data

Step 4: Save the file. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 27 Step 1: Rename Dept_Data.xls. For each Department in Org_Template.xls: Open Dept_Data.xls Save the file using the names of your agency and the department. F&C-Program Support_Data.xls Justice-Office of Sec_Data.xls p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 28 Step 2:

Enter the Division/Branch. Class Security Division Branch Number Financial N/A Last Name, First Name Class Social Code Title Mgmt Payments Enter all Divisions and Branches in which Administrative Services functions are performed. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 29

Step 3: Enter each employees name. Class Security Division Number Branch Financial N/A Mgmt Last Name, First Name Class Social Code Title Smith, John Doe, Jane Davis, Henry

Payments Thomas, Sue Roberts, Bill 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. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 30 Step 4: Save the file. Save the file. Repeat Steps 1-4 for each Department in which Administrative Services functions are performed. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt

31 Alternative 1: Review Step Step Step Step 1: 2: 3: 4: Rename Dept_Data.xls. Enter the Divisions and Branches. Enter employee names (Last, First). Save the file. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt

32 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. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 33 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.

p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 34 Step 2 Step 3 Review Allocation Reports Step 4 Fin. Mgmt. Activities Guidebook, page 22. Mat. Mgmt. Activities Other Activities

Subtotal FTEs Develop/ Handle Cost Maintain Auditor Methodologies Compliance Step 5:Add Activities Accounting Division/ Branch/ Name 1099 Processing Example: Cost Allocation Step 1: Review the Activities

Dictionary. Activities Summary Steps 6&7: Validate and submit. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 35 Step 1: Review the Activities Dictionary. Review the Administrative Services Activities Dictionary in Appendix A of your Guidebook to become familiar with the categories and subcategories of activities. Gu id eb o

p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt ok 36 Step 2: Copy columns A, B & C from the Personnel Data sheet. Class Security Division Number Branch Financial N/A Mgmt Last Name, First Name Class Social

Code Title Smith, John Doe, Jane Davis, Henry Payments Thomas, Sue Roberts, Bill Copy columns A, B and C (Division, Branch and Employee Name) from the Personnel Data Worksheet. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 37 Step 3: Subtotal FTEs Add Activities

Cost Allocation Accounting Division/ Branch/ Name 1099 Processing Paste columns A, B & C into the Financial Mgmt Activities sheet. Payments Thomas, Sue Roberts, Bill 0.0 0.0 Fin. Mgmt. Activities Paste columns A, B & C (Division, Branch,

Employee Name) into the Financial Mgmt Activities sheet. Names will then automatically p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 38 Review Allocation Compliance Payments Thomas, Sue Roberts, Bill 0.0 0.1 0.1 0.1 0.2 0.2 Add Activities

Develop Handle Cost Maintain Auditor Methodologies Reports Subtotal FTEs Map activities for employees. Cost Allocation Accounting Division/ Branch/ Name 1099 Processing Step 4: 0.3 0.4 Fin.

Mgmt. Activities Enter the portion of time employees spend on activities based on a scale of 0-1 (1=100% of an employees time). Include time spent on nonp:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 39 Blank Blank Payments Thomas, Sue Roberts, Bill Subtotal FTEs Blank Add Activities Add agency-specific activities. Cost Allocation

Accounting Division/ Branch/ Name 1099 Processing Step 5: 0.3 0.4 Fin. Mgmt. Activities 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 p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 40 Non-Admin.

Subtotal FTEs 0.3 0.6 0.1 0.0 1.0 Roberts, Bill 0.4 0.1 0.1 0.4 1.0

Payments Uses KAPS Uses STARS Cyclical/Support Subtotal FTEs Thomas, Sue Division/ Branch/ Name Total FTEs Mat. Mgmt. Subtotal FTEs Validate results.

Fin. Mgmt. Subtotal FTEs Step 6: X Activities Summary Move to the Activities Summary Worksheet. Check that all rows total 1.0, accounting for 100% of each employees time. Indicate if the employee uses p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 41 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. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 42 Review of Procedure Step Step Step Step Step Step Step 1: 2: 3: 4: 5: 6: 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! p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 43 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 p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt

44 Questions & Answers ? p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 45 Exercise 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. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 46 Proficiency Self-Test 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. p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 47

LUNCH!!! p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt 48

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