March 16-18, 1999 Module 2.2: New Roles and Responsibilities for Agency Employees

March 16-18, 1999

Module 2.2: New Roles and Responsibilities for Agency Employees

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What are our objectives for this module?

• Identify the “to be” redesigned roles that will support MARS

• Introduce and supply the role templates designed to capture this information

• Provide guidelines regarding how agencies might use the role templates

• Set the stage for the introduction (in Module 2.4) of an agency-specific tool to support workforce transition efforts

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What are the “take-away’s” for you?

• Understanding the purpose of the “to be” redesigned roles that will support MARS

• Awareness of options to ensure the “to be” templates meet your agency’s needs

• Ability to use module materials in identifying training needs and priorities

• The context and background needed for use of the agency-specific tool to be introduced in Module 2.4

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What will our discussion of roles include?

How is the term “role” defined? Why are we focusing on them?

Concepts and Definitions

Role Template Overview How were the “to be” redesigned templates created and what information do they contain?

Core Business Areas Do the future roles extend to all of the Commonwealth’s key business areas?

“As Is” Mapping to New Roles

How are the “as is” activities linked to the “to be” redesigned roles?

Pulling Things Together How can you use the templates and the “as is” mapping in your agency’s transition efforts?

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What is a role?

A role is a collection of similar activities which together complete a process or achieve a desired outcome.

A process is an organized group of activities that together create customer value.

An activity is a specific task.

An employee may have several roles, but a role should not be split over two or more people.

Ensuring successful implementation of MARS will require that roles be clearly defined.

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Why are we talking about roles today?

• Roles are applicable to different agencies -- “positions” vary widely.

• Roles support an emphasis on Commonwealth-wide business results and away from “functional” organizations.

• Common roles help with implementation of the redesigned processes corresponding to MARS.

• Thinking about roles allows us to look beyond organizational boundaries to the activities that are essential to customer value.

• And...

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Roles represent a critical “link.”

• Role templates describe the MARS responsibilities and outline the key changes to each role. They are not meant to replace existing position descriptions.

MARSSecurity Profiles

Business Business processesprocessesBusiness Business processesprocesses

RoleRoleProfilesProfiles

RoleRoleProfilesProfiles

TrainingTrainingSchedulesSchedulesTrainingTraining

SchedulesSchedulesPositions and

People

TrainingTrainingCurriculumCurriculum

TrainingTrainingCurriculumCurriculum

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Roles in a smaller agency...

Smaller agencies have employees whose positions entail several Administrative Services roles.

ActivityActivityActivityActivity

Process

ActivityActivityActivityActivity ActivityActivity

RoleRole Role


Process


RoleRole

Position

Roles are assembled to form a position.

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Roles in a larger agency...

• Staff in larger (and even some medium-sized) agencies may function in more of a “specialized” capacity.

• Positions entail fewer Administrative Services roles -- and fewer processes -- than in smaller agencies.


Process

ActivityActivityActivityActivity ActivityActivity

RoleRole

Position

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Many contributed to “to be” role development.

• MARS Lead Subject Matter Experts (LSME’s)

• MARS Subject Matter Experts (SME’s)

• Existing Administrative Services Position Descriptions and Class Specifications

• MARS Roadmaps

• MARS System Usage Analyses

• Administrative Services Activities Dictionary

• Focus groups with agency members

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Page 1 begins with high-level information.

Role Title

Core Business Area: MARS Roadmap:Core Business Area: MARS Roadmap:

“To Be” Redesigned Role“To Be” Redesigned Role

Key ActivitiesKey ActivitiesRole DescriptionRole Description

What is the name of the “To Be”

Redesigned Role?

Does a “MARS Roadmap”

correspond to role?

With what business process area is this

role grouped?

What purpose will this role serve?

What essential activities will this role

complete?

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Page 1 then offers a closer look at activities.

• This area describes the key activities listed in the previous section. It considers:

–When is an activity done?

–How often must it be done?

– Is coordination with other resources needed?

• It also includes other “non-key” tasks handled by the role.

Detailed ActivitiesDetailed ActivitiesDetailed ActivitiesDetailed Activities

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Page 2 compares current to new role.

Current to New Role Comparison for Current to New Role Comparison for Role: Role: Current to New Role Comparison for Current to New Role Comparison for Role: Role:

Changed ActivitiesChanged ActivitiesChanged ActivitiesChanged Activities

Activities That Remain the SameActivities That Remain the SameActivities That Remain the SameActivities That Remain the Same

Activities No Longer PerformedActivities No Longer PerformedActivities No Longer PerformedActivities No Longer Performed

Other activities will be changed to a great degree when MARS is implemented. Some activities, for example, will have very different routing and/or authorization processes. Others may be entirely new.

Some activities will no longer need to be done once MARS is implemented. Printing reports that are available on-line is an example of an activity that should be discontinued.

Certain activities won’t change a lot when MARS is implemented. For example, some activities might have been completed before by using a system soon to be replaced.

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Page 2 compares (continued).


Definition of TermsDefinition of TermsDefinition of TermsDefinition of Terms

Training and Skill NeedsTraining and Skill NeedsTraining and Skill NeedsTraining and Skill Needs

TimingTimingTimingTimingBy July 1, 1999, the majority of activities listed within the “to be” roles will need to be performed. Others will be driven by a different timeline, such as those associated with the biennial budget cycle.

MARS will require some new terminology, cited here. An example includes the term “contract,” which is how “purchase orders” are referenced in MARS.

Most roles will require computer literacy and the ability to navigate through MARS. MARS Computer Literacy Training and Computer Based Training are designed to meet these needs. There are also a number of MARS modules focused on specific process areas.

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Page 3 offers related notes and insights.


Additional NotesAdditional Notes Additional NotesAdditional Notes

• Notes include information about:

– Improvements to the way work is done;

–Whether changes might require expectation-setting;

–When coordination with central resources will change;

–System modifications that could bring further changes; and/or

–Distinctions regarding large vs. small agencies.

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Page 3 also identifies relevant documents.

Documents Relevant to RoleDocuments Relevant to Role Documents Relevant to RoleDocuments Relevant to Role

MARS Documents Documents Formerly Used

– If a MARS document replaces a document formerly used, the document names appear opposite each other (and are cross- referenced by the same number).

–Such “replacements” do not occur in all instances -- MARS may have certain documents that have no equivalent in the “pre-MARS” environment.

MARS documents are listed in the column to

the left.

Previously used documents (STARS,

KAPS, and/or manual forms) are listed in the

column to the right.

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A “Template Key” also appears on page 3.

Template KeyTemplate KeyTemplate KeyTemplate Key

This key details:

–The reasons behind the use of different typeface and symbols;

–The way in which activities are grouped; and

–Where additional, relevant information may be found.

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The role templates are designed for you!

• You will see, in Module 2.4, how the “to be” roles will provide a critical reference point in your workforce transition planning.

• You may wish to add information about agency-specific:

–approval paths

–“as is” activities

–training suggestions

–role structure

• Please don’t redistribute activities, since this may affect training and security profile planning.

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The templates span 10 core business areas.

Budget Process

Projects, Grants, & Cost Allocation

$$$$

Disbursements

General Accounting

Inventory

Fixed Assets

Internal Orders and Billing

Travel

Revenue & Receivables

Purchasing & Payables

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Agency roles exist in each area.

Budget Process

Fixed Assets

• Prepare and Manage Detailed Agency Budgets• Manage Budget Appropriations and Allotments• Biennial Budget Preparation

Disbursements• Generate Disbursements• Request Immediate

Check from Treasury• Establish Payable

(Straight Disbursement)

• Fixed Asset Property and Insurance Control Management

• Supervision of Fixed Asset Property• Asset/Liability Management

• Establish Recurring Payable• Monitoring and Approval of

Disbursements & Payables• Administer ProCard

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Agency roles have been identified (continued).

General Accounting• Monitoring Payables• Agency Fiscal

Management/Supervision• Table Maintenance• Error Correction

Internal Orders & Billing

• Process Internal Bills - Buyer• Process Internal Bills - Seller

Inventory • Consumable Inventory Management

• Maintain Codes• Processing Journal Vouchers• Processing/Manage Loans• Manage Funds Availability• Accounting Manager

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Projects, Grants & Cost Allocation • Grant Setup, Monitoring and Reporting

• Grant Management• Cost Allocation Expert

$$$$

Purchasing & Payables

• Goods and Services Procurement

• Initiate and Request Goods or Services

• Purchasing Support

• Receiver• Contract Administration

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Revenue & Receivables

• Create & Process Accounts Receivable

• Approve Accounts Receivable• Initiate Cash Receipts• Cash Receipts Support• Create & Process Cash Receipts• Internal Approval of Cash Receipts

• Final Approval of Cash Receipts

• Maintain Customer Files• Collection of Delinquent

Accounts Receivable• Write-Off Delinquent

Accounts Receivable


Travel • Prepare Expense Voucher• Authorize Expense Voucher

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There are also templates about administration.

Agency Administration Processes

• Financial Reporting• Agency Security Management• Establish Agency Workflow• Records Management• Agency System Administration

This area:

– Is essential to smooth systems operations in each agency

–Supports initiatives in each of the key business areas discussed

–Will require close coordination with central resources

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This and other maps appear in Appendix A.

Redesigned “To Be” Role“As Is” Activities

Maps:–Are specific to each of the redesigned Administrative

Services “To Be” roles

–Contain activities from the Administrative Services Activities Dictionary

Biennial Budget Biennial Budget PreparationPreparation

Biennial Budget Biennial Budget PreparationPreparation

• Compile agency history data (C: Biennial Budget Request Preparation)

• Check history data to CAFR• Data collection and assimilation• Prepare salary/benefit budget request• Prepare programmatic budget request• Prepare justification detail• Respond to budget request inquiries• Attend justification meetings

• Compile agency history data (C: Biennial Budget Request Preparation)

• Check history data to CAFR• Data collection and assimilation• Prepare salary/benefit budget request• Prepare programmatic budget request• Prepare justification detail• Respond to budget request inquiries• Attend justification meetings

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How can you use this information?

• As a starting point for your workforce transition efforts.

• To create workforce transition plans.

• To help with decisions regarding staff deployment.

• To provide information needed to make decisions in the first months of MARS operations.

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Can I make changes to the materials?

• This help will be supported by the use of a tool to aid both your short- and long-term workforce transition efforts.

• Customize these materials to make them relevant to your agency’s particular circumstances.

• Don’t take activities from one role and paste them into another role.

• The resources here today will continue to be available to you for “action-planning” support and assistance.

• YES!

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QUESTIONS ???