Sent:
To: GINSBURG Andy
Cc: HAMMOND Joni; STEVENS-SCHWENGER Joanie; MASON Palmer; NELSON Kerri; WIGAL Jennifer; OLIPHANT Margaret
Subject: RE: Breakthrough implementation - time sensitive
Importance: Normal
Counter proposal to the first meeting eveloping the process group..
STEP 1: Drafters: Tom, Jennifer, Maggie, Nicole, Sue, Chris
Work Product: Develop rough draft of following PD elements for the Process Experts (3), Process Assistant (1) and Process Lead (1)
a. Purpose
b. Duties and Responsibilities
c. Decision Making
d. Contacts
Deadline:
STEP 2: Working meeting
Design grou, Kerri, Margaret, Andy, Laurie, Jim
STEP 3: Guides/HR
STEP 4: HR
From: GINSBURG Andy
Sent: Monday, October 01, 2012 11:26 AM
To: VANDEHEY Maggie
Cc: HAMMOND Joni; STEVENS-SCHWENGER Joanie; MASON Palmer; NELSON Kerri; WIGAL Jennifer; OLIPHANT Margaret
Subject: Re: Breakthrough implementation - time sensitive
Thank you, Maggie. I'm glad you are still alive and kicking!
I thing the questions and process you've laid out are exactly what we need , and it was approved by EMT following Tom's presentation. The two pieces I want to make sure we are all aligned on are:
1. What duties need to be added to integrate the breakthrough, so we can see how that might affect the positions and classifications?
2. How are we managing this effort and who needs to be involved so we keep it moving?
I think it would be good to have a planning meeting on this including you, Tom, HR, Budget, Kerri, me and others who need or want to participate. Would you mind working with Carol to set that up?
Thanks.
Andy
Andy Ginsburg
Air Quality Administrator
Oregon Dept. Of Environmental Quality
From: VANDEHEY Maggie
Sent: Friday, September 28, 2012 03:23 PM
To: GINSBURG Andy
Cc: HAMMOND Joni; STEVENS-SCHWENGER Joanie; MASON Palmer; NELSON Kerri; WIGAL Jennifer; OLIPHANT Margaret
Subject: FW: Breakthrough implementation - time sensitive
OK Andy, I am not dead and gone!
RE: Item 2
Before I developed the EMT presentation (attached) for Greg and Tom, both HR and Financial Services provided input and information for the presentation and for moving forward. Here are a few highlights...
HR
· Develop 5 separate position descriptions even though three will have identical duties
· Capture the “essence and sole of the work” while developing Purpose, Duties and Responsibilities, Decision Making and Contacts
· Do not presume ANY classification.
· Examples that may be helpful - PD 2387, 0830, 0069 and 2597
· Work with Financial Services on the appropriate organizational structure
Financial Services See Jim’s email. Because the organizational structure was up in the air, we decided to provide the EMT with several options and that is why I inflated the hours to 500.
I have input on each questions you raised in item 2. I also have a clear vision on the duties and functioning of the rules portion of this team. So far, I have looked at the example PDs and noted similar/dissimilar tasks.
Maggie
From: GINSBURG Andy
Sent: Friday, September 21, 2012 11:16 AM
To: WIGAL Jennifer; OLIPHANT Margaret; ROICK Tom
Cc: GINSBURG Andy
Subject: Breakthrough implementation - time sensitive
Jennifer, Margaret and Tom,
I need some help with the next step on implementing the breakthrough and Kaizen. Kerri is going to help us get the PDs done and classification assessed for the key roles and she needs some input from us. After that, we’re going to have some more EMT discussion. I’m feeling the clock tick as October approaches, so I’d appreciate if you could get to this soon (see your names underlined below).
1. Nicole for the next year.
We need a list of duties for Nicole for the next year for her half time that would be devoted to implementing the breakthrough and Kaizen. We also need a title other than “project manager” because that title has specific meaning (like what John Reel does). This is not a role for a generic project manager, but rather a specific project for one of our rule/solutions coordinators. In other words, we need to distinguish between our working title for her role in the breakthrough and the official title on her PD so as not to imply this is something it isn’t. I think we want to start with the tasks in Nicole’s existing PD, strikeout those she won’t be doing for the next year, and add the ones she will be doing. Ideally, this position would stay at the same classification it is now at, so keep that in mind when identifying duties and percent of work. Jennifer, can you work with Sue to get Margaret a list of duties for Nicole for the breakthrough and Kaisen implementation. Margaret, can you work with me in updating the PD to incorporate those changes? I need to get this to Kerri ASAP if we hope to launch the implementation in October.
Once Kerri has it, she will expedite getting the classification reviewed, and also help us figure out how this is going to be funded. Our working assumption is that the half time working on this project will be funded with a prorate charged 1/3 to air, water and land. If you have other ideas about that, please let me know.
2. Rule/Solutions group.
We need to think through the staffing, duties and classifications for the rules group recommended by the Kaizen, as modified to include solutions by the breakthrough. The recommendation is for 3 rule process experts, one manager and one admin staff. There really isn’t a good basis for the 3 FTE, and there were questions about duties (Are they all generic process experts? Do they all do the same thing, or does one focus on the agenda and maintaining the tools while the others write rules? Would that imply different classifications or numbers of FTE? Is the non-rule solutions work related enough to be in the same people’s jobs and will they have time to do it all? We won’t be able to get a new manager given span of control, so what is the updated recommendation for how the group should be organized? Etc.)
I think we should focus on the medium term, where we have the virtual team still managed separately in the programs but working with the new roles and duties as identified by the Kaizen and breakthrough. To start with, I need a detailed list of duties for the program rule/solutions coordinators and the agency rule/solutions lead, grouped into categories. Tom, can you take the lead on putting this together with input from Maggie, Sue, Nicole and others? Once I have this, Kerri will help us figure out the best path forward. This isn’t on as short of a timeline as #1 above, but the sooner we get it the sooner we can get working on this.
3. Who needs training.
For the breakthrough, we said we need training for all managers, all staff who develop solutions, and optional for everyone else. I need a list of names of who needs the training. Ideally, we could do this by Division and Section. Jennifer, could you work with the breakthrough team to compile this list of names? You could probably delegate this to Sue. Also, do they all get the same training, or will there be training for managers, training for staff and perhaps shorter training for others who opt in?
Let me know if you have questions or need clarification.
Thanks.
Andy
Andy Ginsburg
Air Quality Administrator
Oregon Department of Environmental Quality
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