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Enterprise Modules Needs Assessment & RFPs Rapid Workflow® Process Models
City of Berkeley June 26, 2018
© 2018 ThirdWave Corporation
Rapid Workflow Process Modeling®
Patent Mark Registration No. 2,873,704 with the US Patent and Trademark Office, is a registered trademark of ThirdWave in the US and other countries. ThirdWaveCorp.com
Session 2: Performance Management Business Process
To Be Process Symbol Legend
OK
Customer symbol: indicates an internal or external customer coming to initiate or receive services.
Decision tree symbol: indicates Y / N options or decision in a business process.
Directional arrow: indicates the direction of a process on steps going forward, a dashed line indicates a feedback loop. A Blue arrow indicates an step using workflow automation..
Hardcopy documents: A black doc indicates a system produced document or documents that start out as hardcopy. An ''F' in the symbol indicates a fax. A red-lined doc indicates an existing document that will be eliminated in the future state.
A multiple document symbol indicates a packet / package of documents.
Envelope symbol: indicates mail, internal or external correspondence. An "E: in the envelope indicates email and if blue, indicates auto-notifications or emails.
Existing database symbol: indicates existing software/database, using an commercial off-the-shelf/custom developed application. A red symbol denotes an existing software to be eliminated/replaced.
F
Electronic Form: “E” indicates an electronic form. An "X”: in the document symbol indicates a requirement for an E-Signature.E E
X
New database symbol: indicates new software/database, commercial off-the-shelf/custom developed application. The type of system is noted inside or adjacent to the symbol
Electronic documents/content/files: indicates a system produced document or documents that start out as hardcopy that are scanned and stored electronically. (This could also include future digital photos, digital video, or digital recordings.)
Existing process step box symbol: indicates an existing step in a business process that will be eliminated in the future state.
New process step box symbol: indicates a new step in a business process.
Existing process step box symbol: indicates a step in the business process.
E
E
D
These solutions entail new management policies and practices that are required as a result of introducing new information technology solutions and / or business process changes. Common examples include policy statements, organizational change, Change Management, Service Level Agreements, etc.
Future State Solutions Legend
These solutions entail the introduction of new business process steps – or the elimination of existing business process steps, for Business Process Improvement, or as a result of introducing new Information Technology solutions identified in the Rapid Workflow
TM workshops. Business Process/
Operational solutions also include business process improvement opportunities identified as part of the Rapid Workflow
® business process
analysis workshops that do not have any direct relationship to Information Technology.
These solutions entail a variety of solutions, including the:· Introduction of new Information Technologies· Replacement of existing systems with new technologies· Enhancement of existing Information Technologies/Systems to
compliment new management policies.· Enhancement of existing Information Technologies as identified in the
Rapid WorkflowTM
workshops as Business Process Improvement opportunities.
· Integration of proposed technologies with existing technologies
Information Technology
Process / Operational
Management / Policy
Car symbol: indicates the movement of information by car.
Anchor symbol: indicates instance(s) where an external department or organization adversely impedes the effective execution of a business process.
Vertical file, box, binder and CD-ROM symbols: indicates existing hardcopy file storage, onsite/offsite document archives, or electronic file storage.
Bin
de
r
Box
1,4,7
Problems
Impacts
Benefits
Red Problem Number Keys: visual cues placed next to process steps where problem occurs in the existing business process. The same number can be used more than once for the same problem in several steps in the process.
Problem Statements: problems in the existing process, identifying any obstacle to the effective and efficient execution of a task or service delivery.
Benefits Statement: quantitative/qualitative benefits to the internal/external group, enterprise or customers.
Impact Statement: quantitative or qualitative impact to the effective and efficient execution of an internal business process or service delivery to the customer.
As-Is Narrative Legend
Solutions Solution Statement: possible policy, process, and/or technology solutions.
Process Step
Process Step
Process Step
Enterprise Modules Needs Assessment & RFPs Rapid Workflow® Process Models
City of Berkeley June 26, 2018
© 2018 ThirdWave Corporation
Rapid Workflow Process Modeling®
Patent Mark Registration No. 2,873,704 with the US Patent and Trademark Office, is a registered trademark of ThirdWave in the US and other countries. ThirdWaveCorp.com
Hr., Employee, Union Rep.
· Onboarding.
· Meet with union rep.
· Report to worksite.
New Hire
Employee. Supervisor,
HR
· Begin 2,4,9,12 month
PE evaluation
process.
· Supervisor
completes the PE
form, including
development plan for
management review.
· Meets with employee
to review the PE
form.
· Employee
comments/signs the
form, or not.
· PE form goes to
management review
for signature.
· Supervisor routes
original to HR and a
copy to the
employee.
Dept. Head, Dept. Payroll
Clerk, HR
· Dept. submits ETF
confirming employee
passed probationary
period.
Begin CareerAnnual Review by Supervisor
Employee, Supervisor,
Training
· Implement/develop plan.
· City-wide core training.
· Profession specific
training.
· Career development.
Continuous Learning
Annual Evaluation
City Attorney, HR, Supv.
· Schedule appointment.
· LRCC meets with client,
departments weekly.
· Supervisor works with
LRCC to determine the
plan of action.
Dept. Meetings
Promotion Appointment
Continue Probation Period
Supervisor, Employee, Annual PE
· Supervisor completes the PE form
and Development Plan for
management review.
· Meet with employee to review the PE
form.
· Employee comments/signs the PE
form, or not.
· Form goes to management review
for signature.
· Supervisor routes original to HR and
a copy to the employee .
Supervisor, Employee. Manager, HR· Begin 2,4,6 month
evaluation process.· Supervisor completes the
form for management review.
· Meets with employee to complete the form.
· Employee comments/signs the form, or not.
· Form goes to management review for signature.
· Supervisor routes original to manager and a copy to the employee.
· Produce the development plan.
LRCC, Employee
· Consult with LRCC. Terminate
Dept. Head, HR
· Department Head works with
HR to implement
reinstatement.
Reinstate to Prior Position
Fail
Pass
Extend
Doing
Well?
Pass, Extend,
Fail
Counselling / Training
Performance Improvement Plan
Suspension
TerminationDue Process B
A
ETF
Onboard Package
FUND$
Word
Outlook
Excel7
Perform. Eval. Form
Classif. Specs
Duty Spec.
Empl. Template
ETF
HRD Template
Word
Outlook
FUND$
ETF
EmplLetter Template
7
FUND$
Word
E LetterTemplate
ETF
7 FUND$ETF Excel
WordPE Form / Dev Plan
EVTA Empl. Form7 8 7Outlook
VTAAttend. & Travel Form
EPE/Dev. Plan
Word Annual Perf. Eval. Form
General: 1,2,9,10
Yes
No
Word
Outlook
Template Letters
3,4
Excel
Word
Probationary Period Begins
Supv, LRCC, Empl, Training, · Ongoing dialogue with
employee.· If written, LRCC reviews.
Supv, LRCC, Manager, Empl.· Use template, send to LRCC.· Review and comment.
Supv, LRCC, Dept. Head, Manager, Empl., Union· Use template, send to LRCC.· Review and comment.
4,5
4,5
4
4,5
Word
Excel
Template Letter
VTA
Template Letter
Excel
Template Letter
Tracking
Excel
Template Letter
Tracking
Was There Improvement
Yes
No
FUND$
Word
If
TenuredYesNo
Fail
1 34
65
7
9
8
11
2
13
14
18
15
1617
10
12 19 20
Session 2: Performance Management As-Is Business Process
Enterprise Modules Needs Assessment & RFPs Rapid Workflow® Process Models
City of Berkeley June 26, 2018
© 2018 ThirdWave Corporation
Rapid Workflow Process Modeling®
Patent Mark Registration No. 2,873,704 with the US Patent and Trademark Office, is a registered trademark of ThirdWave in the US and other countries. ThirdWaveCorp.com
Empl, HR, Supv. Payroll Clerk,
Dept. Head, Union Rep.
· Submit Notice.
· Employee Transaction Form.
· Accept in Writing.
· Collect Keys.
· Off Boarding.
Leave/Retire
Skelly Officer, LRCC
· Contact LRCC.
· Debrief.
· Get a Template.
· Write decision and provide to
LRCC for review.
· Finalize and issue to employee.
Skelly Decision/ Recommendation
Employee Skelly Meeting
Word 4
TemplateLetter
A
B
Dept. Head, Supervisor, Employee, Union
· Department Head/Supervisor prepare Skelly
Letter using LRCC template.
· Issue Skelly packet.
Issues Skelly Letter
Supervisor Recommends to Dept. Head
FUND$
Empl.Letter
Supv.Letter
Word
Outlook
Word
Outlook
4
Temp. Skelly Letter
Word
Outlook
4
Skelly File
TemplateLetter
Supervisor, LRCC, Dept.
Head
· Use template, send to
LRCC.
· Review and comment.
Employee, Skelly Officer,
Union, Scribe
· Attend a meeting with the
Skelly Officer, scribe and
Union.
Union
Appeal
Uphold/
Modify
Recommend Reject
Word
Outlook
TemplateLetter
LRCC, Skelly Officer,
Supervisor
· Skelly Officer issues
decision.
No
UpholdYes
No
Appeal
?
>3 Days No
City Manager/Designee, Employee Union
· Issue letter to the Union and Employee, scheduling
appeal meeting.
City Manager Appeal Meeting
City Manager Decision
TemplateLetter
Word
Outlook
Word
Outlook
TemplateLetter
City Manager/Designee, HR
· City Manager decision is issued
to Employee.
Decision Implemented
HR, Union
· Union Appeals within specific provisions/
timeline of MOU.
Union Appeal/Arbitration
LetterOutlook
ETF
Employee, Payroll Clerk,
Supervisor
Word
Outlook
Excel
FUND$
YesUnion
Appeal
CMD
Yes
21 25 26 2830
312924 27
22 23
32
34
33
Session 2: Performance Management As-Is Business Process
Enterprise Modules Needs Assessment & RFPs Rapid Workflow® Process Models
City of Berkeley June 26, 2018
© 2018 ThirdWave Corporation
Rapid Workflow Process Modeling®
Patent Mark Registration No. 2,873,704 with the US Patent and Trademark Office, is a registered trademark of ThirdWave in the US and other countries. ThirdWaveCorp.com
Problems Impacts BenefitsSolutions
1. This is a paper-based process; no central
repository of information.
2. Do not have a good workflow to get documents
processed, tracked, delivered and signed.
3. Communicating with LRCC, and what they are
doing.
4. No tracking from recommendation to
implementation.
5. No role-based access to templates for supervisors.
6. Inability to protect/provide security for templates.
7. No notification for certain transactions or when
evaluations are due.
8. Do not know what continuous training staff are
taking.
9. This is a manual-based process.
10. There is no history.
1. - Staff time.
- Inefficiencies.
- Lack of accountability.
- Cost (paper, toner, copier).
- There is an aversion to doing it.
2. - Same as #1.
- Time to find out where an item is.
- Things fall through the cracks.
- Multiple work on the same things.
3. - Staff time wasted.
- Frustration.
- Staff do not know what questions to ask.
- Impacts morale and productivity.
- Managers are overwhelmed with a daunting
process.
4. - Same as #2.
5. - Same as #1.
6. - Same as #1.
- There is a gap in expectations and resources.
7. - Staff do not get feedback on performance.
- Affects workload.
8. - Allot of effort to get staff to get training.
- May not know if they are taking the right
classes.
9. - Same as #1, 2, 3 and 7.
10. - Inefficiencies.
- Duplication of effort.
- Inaction.
- No accountability.
1. - Improved efficiency.
- Increased productivity.
- Improved job satisfaction.
- Cost savings.
2. - Same as #1.
3. - Shared knowledgebase.
4. - Performance management.
5 - Reduced time lag.
- More accessibility.
- Can take action immediately.
- Performance improvement.
- Timely notifications of concern.
- Encourage supervisor to act more timely.
6. - Same as #5.
7. - Same as #5.
- Timely feedback on performance.
8. - Same as #1.
- Not having to wait for information.
9. - Same as #1.
- Time savings.
10. - Consistency in applying discipline.
- Ensuring actions are taken more timely.
- Stop hitting staff with a wet noddle.
1. Implement a Performance Management
System
Features and Functions
· Workflow Automation:
§ E-Forms
§ E-Signatures
§ Notifications
§ Escalations
§ Approvals
§ Rejections
§ Check Status: where it is/who has a
document
§ Authority Levels
§ Reminders
§ Missed deadline notifications
§ Performance Management
§ Provides a Central Database
§ Tracking
· Provide role-based access to various
“Templates”
· Provide History Logs/Audit Trails
Reports
· Performance evaluation due dates
· Performance evaluation that are over-due
· Who is in the progressive discipline process
stage
· Clients who attend LRCC, issues, and
recommendations
Interfaces
· LMS (Learning Management System)
· erma: (Hours details, HR personnel file)
· OnBase or Shared drive where documents are
stored
Session 2: Performance Management As-Is Business Process
Enterprise Modules Needs Assessment & RFPs Rapid Workflow® Process Models
City of Berkeley June 26, 2018
© 2018 ThirdWave Corporation
Rapid Workflow Process Modeling®
Patent Mark Registration No. 2,873,704 with the US Patent and Trademark Office, is a registered trademark of ThirdWave in the US and other countries. ThirdWaveCorp.com
Hr., Employee, Union
Representative
· Onboarding.
· Meet with union
representative.
· Report to worksite.
New Hire
Employee, Supervisor,
HR
· Begin 2,4,9,12 month
Performance
Evaluation (PE)
process.
· Supervisor completes
the PE form online/
PMA, including
development plan for
management review.
· Meets with employee
to review the PE
form.
· Employee comments/
E-signs the form, or
not.
· PE form goes to
management review
for E-signature.
· Supervisor routes
using e-version using
automated workflow
original to HR and a
E-copy to the
employee.
· When the
Performance
Evaluation is received
by HR, it is logged
into PMA the Excel
spreadsheet and filed
in the E-personnel file
in erma.
Department Head,
Department Payroll Clerk,
HR
· Department submits E-
ETF confirming
employee passed
probationary period.
Begin CareerAnnual Review by Supervisor
Employee, Supervisor,
Training
· Implement development
plan in PMA, will replace
the VTA Development
Plan.
· City-wide core training.
· Profession specific
training.
· Career development.
· LMS will replace VTA.
Continuous Learning
Annual Evaluation
City Attorney, HR, Supv.
· LRCC clients contact HR.
· HR looks at LRCC available dates and they give the
appointment timeslot to the Client.
· Client will check LRCC Portal and self schedule.
· Client puts it in the Outlook calendar.
· LRCC meets with client, departments weekly.
· Supervisor works with LRCC to determine the plan of
action.
Dept. Meetings
Promotion Appointment
Continue Probation Period
Supervisor, Employee, Annual PE
· Supervisor completes the E-PE form
and Development Plan for
management review.
· Meet with employee to review the E-
PE form.
· Employee comments/signs the E-PE
form, or not.
· E-Form goes to management review
for E-signature.
· Supervisor E-routes original to HR
and a E-copy to the employee.
Supervisor, Employee. Manager, HR· Begin 2,4,6 month evaluation
process.· Supervisor completes the E-
Evaluation form for management review.
· Meets with employee to complete the E-form.
· Employee comments / E-signs the E-form, or not.
· Form goes to management review for E-signature.
· Supervisor E-routes original to manager and a E-copy to the employee.
· Produce the E-development plan.
LRCC, Employee
· Consult with LRCC.
· The ETF form will
be in PMA, not
Word.
Terminate
Department Head, HR
· Department Head works with HR to
implement reinstatement.
· The ETF form will be in PMA, not Word.
Reinstate to Prior Position
Fail
Pass
Extend
Doing
Well?
Pass,
Extend,
Fail
Counselling / Training
Performance Improvement Plan
Suspension
TerminationB
ETF
Onboard Package
Word
Outlook
E Perform. Eval. Form
Classif. Specs
Duty Spec.
Empl. Template
ETF
HRD Template
Outlook
EmplLetter Template
E LetterTemplate
E-ETF
Word
E-PE Form / Dev Plan
EVTA Empl. Form
Attend. & Travel Form
EPE/Dev. Plan
Annual Perf. Eval. Form
Yes
No
Word
Outlook
Template Letters
Probationary Period Begins
Supv., LRCC, Empl, Training, · Ongoing dialogue with
employee.· If written, LRCC reviews.
Supv., LRCC, Manager, Empl.· Use template, send to LRCC.· Review and comment.
Supv., LRCC, Dept. Head, Manager, Empl., Union· Use template, send to LRCC.· Review and comment.
Supv., LRCC, Manager, Dept. Head, City Mngr, Empl., Union· Use template, send to LRCC.· Review and comment.
Word
Excel
Template Letter
VTA
Template Letter
Template Letter
Tracking
Was There Improvement
Yes
No
If
TenuredYesNo
Fail
1 34
65
7
9
8
11
2
13
14
18
15
16
10
12 19 20
PMA
Erma HR
Perform. Eval. Form
FUND$ Erma HRETFE-ETF
PMA Word
E-ETF ETF
E-ETF
ETF
Erma HR
PE Form / Dev Plan
Excel Tracking
LMS
PMA
VTA EPE/Dev. Plan
Excel
Word
Annual Perf. Eval. Form
PMA
Shared
Notes:
1. Template Letters: Are used
for performance/leave
management issues, that
impact performance,
attendance or behavior. Once
filled out they are kept in the
employee confidential
personnel file.
LMS
PMA
Erma HR
Word
Word
Excel
Template Letter
Tracking
PMA Excel
FUND$
PMA
Outlook
VTA
Word
Excel Tracking
FUND$
Erma HRFUND$
PMA
Empl, HR, Supv. Payroll Clerk, Dept. Head,
Union Rep.
· Submit Notice.
· The Supervisor will e-route the terminate/
retire letter to HR and the Department Head.
· E-Employee Transaction Form.
· Accept in Writing.
· Collect Keys.
· Off Boarding by HR in FUND$ and IT
Service Request.
· HR takes the employee off of payroll.
Terminate/Retire
Empl.Letter
Supv.Letter
21
PMA Word
FUND$EmplTransForm
EEmplTransForm
Erma HR
FUND$
Session 2: Performance Management To-Be Business Process
Enterprise Modules Needs Assessment & RFPs Rapid Workflow® Process Models
City of Berkeley June 26, 2018
© 2018 ThirdWave Corporation
Rapid Workflow Process Modeling®
Patent Mark Registration No. 2,873,704 with the US Patent and Trademark Office, is a registered trademark of ThirdWave in the US and other countries. ThirdWaveCorp.com
Skelly Officer, LRCC
· Contact LRCC.
· Debrief.
· Get a Template.
· Write decision and provide to
LRCC for review.
· Finalize and issue to employee.
Skelly Decision/ Recommendation
Employee Skelly Meeting
TemplateLetter
B
Department Head, Supervisor, Employee,
Union
· Department Head / Supervisor prepare
Skelly Letter using LRCC template.
· Issue Skelly packet, would be stored in the
new erma HR system.
Issues Skelly Letter
Supervisor Recommends to Dept. Head
Word
Outlook
Word
Outlook
Temp. Skelly Letter
Word
Outlook
ConfidentialSkelly File
TemplateLetter
Supervisor, LRCC, Dept.
Head
· Use template, send to
LRCC.
· Review and comment.
Employee, Skelly Officer,
Union, Scribe
· Attend a meeting with the
Skelly Officer, scribe and
Union.
Union
Appeal
Uphold/
Modify
Recommend Reject
Word
Outlook
TemplateLetter
LRCC, Skelly Officer,
Supervisor
· Skelly Officer issues
decision.
No
Uphold Yes
No
Appeal
?
>3 Days No
City Manager/Designee, Employee Union
· Issue letter to the Union and Employee, scheduling
appeal meeting.
City Manager Appeal Meeting
City Manager Decision
TemplateLetter
Word
Outlook
Word
Outlook
TemplateLetter
City Manager/Designee, HR
· City Manager decision is issued
to Employee.
Decision Implemented
HR, Union
· Union Appeals within specific provisions/
timeline of MOU.
Union Appeal/Arbitration
LetterOutlook
ETF
Employee, Payroll Clerk, Supervisor
· Once implemented, the Supervisor
schedules the suspension in erma, and
checks off an action to implement the City
Manager’s decision notifies the payroll
clerk to prepare the ETF.
· Once the decision is made, all decisions
would like to be tracked in erma or PMA,
which will eliminate the use of Excel.
· This will eliminate the need to produce
the ETF.
Word
Outlook
Excel Track all decisions
YesUnion AppealCMD
Yes
25 26 28 30
312924 27
22 23
32
34
33
Template Letter
Erma HR
Temp. Skelly Letter
ConfidentialSkelly File
PMA
Due Process
17
Erma HR
FUND$
Session 2: Performance Management To-Be Business Process
Enterprise Modules Needs Assessment & RFPs Rapid Workflow® Process Models
City of Berkeley June 26, 2018
© 2018 ThirdWave Corporation
Rapid Workflow Process Modeling®
Patent Mark Registration No. 2,873,704 with the US Patent and Trademark Office, is a registered trademark of ThirdWave in the US and other countries. ThirdWaveCorp.com
Hr., Employee, Union
Representative
· Onboarding.
· Meet with union
representative.
· Report to worksite.
New Hire
Employee, Supervisor,
HR
· Begin 2,4,9,12 month
Performance
Evaluation (PE)
process.
· Supervisor completes
the PE form online/
PMA, including
development plan for
management review.
· Meets with employee
to review the PE
form.
· Employee comments/
E-signs the form, or
not.
· PE form goes to
management review
for E-signature.
· Supervisor routes
using e-version using
automated workflow
to HR and a E-copy
to the employee.
· When the
Performance
Evaluation is received
by HR, it is logged
into PMA and filed in
the E-personnel file in
erma.
Department Head, Department
Payroll Clerk, HR
· Department submits E-ETF
confirming employee passed
probationary period.
Begin Career
Annual Review by Supervisor
Employee, Supervisor,
Training
· Implement
development plan in
PMA, will replace the
VTA Development
Plan.
· City-wide core training.
· Profession specific
training.
· Career development.
· LMS will replace VTA.
Continuous Learning
Annual Evaluation
City Attorney, HR,
Supv.
· LRCC clients contact
HR.
· Client will check
LRCC Portal and self
schedule.
· Client puts it in the
Outlook calendar.
· LRCC meets with
client, departments
weekly.
· Supervisor works
with LRCC to
determine the plan of
action.
Dept. Meetings
Promotion Appointment
Continue Probation Period
Supervisor, Employee, Annual
PE
· Supervisor completes the
E-PE form and
Development Plan for
management review.
· Meet with employee to
review the E-PE form.
· Employee comments/signs
the E-PE form, or not.
· E-Form goes to
management review for E-
signature.
· Supervisor E-routes original
to HR and a E-copy to the
employee.
Supervisor, Employee. Manager, HR· Begin 2,4,6 month evaluation
process.· Supervisor completes the E-
Evaluation form for management review.
· Meets with employee to complete the E-form.
· Employee comments / E-signs the E-form, or not.
· Form goes to management review for E-signature.
· Supervisor E-routes original to manager and a E-copy to the employee.
· Produce the E-development plan.
LRCC, Employee
· Consult with LRCC.
· The ETF form will be in PMA,
not Word.
Terminate
Department Head, HR
· Department Head works with
HR to implement
reinstatement.
· The ETF form will be in PMA,
not Word.
Reinstate to Prior Position
Fail
Pass
Extend
Doing
Well?
Pass,
Extend,
Fail
Counselling / Training
Performance Improvement Plan
Suspension
Termination
B
ETF
Onboard Package
Word
Outlook
E Perform. Eval. Form
Classif. Specs
Duty Spec.
Empl. Template
HRD Template
Outlook
EmplLetter Template
E LetterTemplate
E-ETF
E-PE Form / Dev Plan
EVTA Empl. Form
Attend. & Travel Form
EPE/Dev. Plan
Annual Perf. Eval. Form
Yes
No
Template Letters
Probationary Period Begins
Supv., LRCC, Empl, Training, · Ongoing dialogue with employee.· If written, LRCC reviews.
Supv., LRCC, Manager, Empl.· Use template, send to LRCC.· Review and comment.
Supv., LRCC, Dept. Head, Manager, Empl., Union· Use template, send to LRCC.· Review and comment.
Supv., LRCC, Manager, Dept. Head, City Mngr, Empl., Union· Use template, send to LRCC.· Review and comment.
WordTemp. Letter
VTA
Template Letter
Template Letter
Was There Improvement
Yes
No
If
TenuredYesNo
Fail
1 34
65
7
9
8
11
2
13
14
18
15
16
10
12 19 20
PMA
Erma HR
Erma HRE-ETF
PMA
E-ETF
E-ETF
Erma HR
LMS
PMA
PMA
Shared
Notes:
1. Template Letters: Are
used for performance/leave
management issues, that
impact performance,
attendance or behavior.
Once filled out they are kept
in the employee confidential
personnel file.
LMS
PMA
Erma HR
Template Letter
PMA
PMA
Erma HR
PMA
Empl, HR, Supv. Payroll Clerk,
Dept. Head, Union Rep.
· Submit Notice.
· The Supervisor will e-route the
terminate/retire letter to HR and
the Department Head.
· E-Employee Transaction Form.
· Accept in Writing.
· Collect Keys.
· Off Boarding by HR in Funds and
IT Service Request.
· HR takes the employee off of
payroll.
Terminate/Retire
Empl.Letter
Supv.Letter
21
PMA
EEmplTransForm
Erma HR
Session 2: Performance Management To-Be Business Process
Enterprise Modules Needs Assessment & RFPs Rapid Workflow® Process Models
City of Berkeley June 26, 2018
© 2018 ThirdWave Corporation
Rapid Workflow Process Modeling®
Patent Mark Registration No. 2,873,704 with the US Patent and Trademark Office, is a registered trademark of ThirdWave in the US and other countries. ThirdWaveCorp.com
Skelly Officer, LRCC
· Contact LRCC.
· Debrief.
· Get a Template.
· Write decision and provide
to LRCC for review.
· Finalize and issue to
employee.
Skelly Decision/ Recommend.
Employee Skelly Meeting
TemplateLetter
B
Department Head, Supervisor,
Employee, Union
· Department Head / Supervisor
prepare Skelly Letter using LRCC
template.
· Issue Skelly packet, would be stored
in the new erma HR system.
Issues Skelly Letter
Supervisor Recommends to Dept. Head
Word
Outlook
Word
Outlook
Temp. Skelly Letter Word
OutlookConfidentialSkelly File
TemplateLetter
Supervisor, LRCC, Dept.
Head
· Use template, send to
LRCC.
· Review and comment.
Employee, Skelly Officer,
Union, Scribe
· Attend a meeting with the
Skelly Officer, scribe and
Union.
Union
Appeal
Uphold/
Modify
Recommend Reject
Word
Outlook
TemplateLetter
LRCC, Skelly Officer,
Supervisor
· Skelly Officer issues
decision.
No
UpholdYes
No
Appeal
?
>3 Days No
City Manager/Designee,
Employee Union
· Issue letter to the Union
and Employee,
scheduling appeal
meeting.
City Manager Appeal Meeting
City Manager Decision
TemplateLetter
Word
Outlook
Word
Outlook
TemplateLetter
City Manager/Designee, HR
· City Manager decision is
issued to Employee.
Decision Implemented
HR, Union
· Union Appeals within specific provisions/
timeline of MOU.
Union Appeal/Arbitration
LetterOutlook
Employee, Payroll Clerk,
Supervisor
· Once implemented, the
Supervisor schedules the
suspension in erma, and
checks off an action to
implement the City Manager’s
decision.
· Once the decision is made, all
decisions would like to be
tracked in erma or PMA,
which will eliminate the use of
Excel.
· This will eliminate the need to
produce the ETF.
Word
Outlook
YesUnion AppealCMD
Yes
25 26 2830
3129
24
2722 23 32
34
33
Template Letter
Erma HR
Temp. Skelly Letter
ConfidentialSkelly File
PMA
Due Process17
Erma HR
Session 2: Performance Management To-Be Business Process
Enterprise Modules Needs Assessment & RFPs Rapid Workflow® Process Models
City of Berkeley June 26, 2018
© 2018 ThirdWave Corporation
Rapid Workflow Process Modeling®
Patent Mark Registration No. 2,873,704 with the US Patent and Trademark Office, is a registered trademark of ThirdWave in the US and other countries. ThirdWaveCorp.com
Management / Policy Solutions
Business Process / Operational SolutionsInformation Technology Solutions
Implement a Performance
Management Application (PMA)
Features and Functions
· Weighted Performance
Measures.
· Competency Tracking.
· Custom Rating Scales.
· Custom Review Forms.
· Performance Evaluation:
§ Engagement
§ Measurement or
performance indicators
§ Review Cycle Tracking
§ Self-Appraisals
· Employee Engagement.
· Appraisal Management.
· Appraisal History Tracking.
· Cascading Goals.
· Development Plans.
· Goal Management.
· Employee Profile.
· Continuous Feedback:
§ Real time feedback
§ Scheduled evaluations
§ Set up accurate job
goals
§ 360o Feedback
· Rating Scale.
· Online dashboard for self
and team performance
metrics.
· Provide role-based access
to various "Templates".
· Provide History Logs/Audit
Trails.
· Workflow Automation:
§ E-Forms
§ E-Signatures
§ Notifications
§ Escalations
§ Approvals
§ Rejections
§ Check Status: where it
is/who has a document
§ Authority Levels
§ Reminders
§ Missed deadline
notifications
§ Performance
Management
Provides a Central Database.
· Tracking.
· Self Service Portal.
· Mobile App.
· iPhone and Android mobile
apps.
· 256-bit encryption for all
data.
Reports
Performance evaluation due dates.
Performance evaluation that are
over-due.
Who is in the progressive discipline
process/stage.
Clients who attend LRCC, issues,
and recommendations.
Interfaces
LMS (Learning Management
System).
OnBase or Shared drive where
documents are stored.
M 1. Performance evaluation process; and the following AR’s will
need to be revised and updated to accommodate the
automated process:
· Administrative Regulation 2.4 (Medical Leave);
· Administrative Regulation 2.7, Worker’s Comp
· The Flexible Schedule AR
O 1. Step 1 New Hire: Replace FUND$ with new erma HR systems.
O 2. Step 3 Probationary Period Begins: Replace Excel Tracking
with new PMA system. Replace hardcopy Performance
Evaluation (PE) Forms with electronic Performance Evaluation
Forms. Supervisor completes the PE form online/PMA, including
development plan for management review. Employee comments/
E-signs the form, or not. PE form goes to management review for
E-signature. Supervisor will route e-version using automated
workflow to HR and a E-copy to the employee. When the
Performance Evaluation is received by HR, it is logged into PMA,
which will replace the Excel spreadsheet, and filed in the E-
personnel file in erma.
O 3. Step 6 Terminate: Replace FUND$ with new erma HR system.
Replace Word with new PMA system. Eliminate hardcopy ETF
forms with the electronic ETF forms. The ETF form will be in
PMA, not Word.
O 4. Step 8 Continue Probation Period: Replace FUND$ with new
erma HR system. Discontinue using Word. Replace hardcopy
ETF forms with electronic ETF forms.
O 5. Step 7 Reinstate to Prior Position: Replace FUND$ with new
erma HR system. Replace Word with new PMA. Eliminate
hardcopy ETF forms and produce electronic ETF forms.
O 6. Step 9 Begin Career: Replace FUND$ with new erma HR
system. Eliminate hardcopy ETF forms and produce electronic
ETF forms. Department submits E-ETF confirming employee
passed probationary period.
O 7. Step 12 Annual Review by Supervisor: Replace Excel Tracking
with new PMA software. Discontinue using Word. Eliminate
hardcopy PE Form and Development Plan and produce
electronic PE Form and electronic Development Plan. Supervisor
completes the E-PE form and Development Plan for management
review. Meet with employee to review the E-PE form. Employee
comments/signs the E-PE form, or not. E-Form goes to
management review for E-signature. Supervisor E-routes original
to HR and a E-copy to the employee.
O 8. Step 19 Continuous Learning: Replace VTA Development
Plan with new PMA systems. Replace VTA with new Learning
Management System (LMS). Discontinue using Outlook.
Eliminate electronic VTA PE Developmental Plan and
produce electronic PE Developmental Plan. Implement
development plan in PMA, will replace the VTA Development
Plan.
O 9. Step 20 Annual Evaluation: Replace Word and Excel with
new PMA systems. Eliminate hardcopy annual performance
evaluation forms and produce electronic annual performance
evaluation forms.
O 10. Step 21 Terminate/Retire: Replace FUND$ with new erma
HR system. Replace Word with new PMA software. Eliminate
hardcopy Employee Transaction forms and produce
electronic Employee Transaction forms.
O 11. Step 11 Department Meetings: Replace Outlook and Word
software with new PMA systems. Client will check LRCC
Portal and self schedule.
O 12. Step 13 Counseling/Training: Replace Excel with new LMS
systems.
O 13. Step 15 Suspension: Replace Excel Tracking with new PMA
software.
O 14. Step 16 Termination: Replace Excel Tracking with new PMA
software.
O 15. Step 23 Issues Skelly Letter: Implement Erma HR software.
Produce electronic Temporary Skelly Letter and Confidential
Skelly File. Issue Skelly packet, which will be stored in the
new erma HR system.
Session 2: Performance Management To-Be Business Process
Enterprise Modules Needs Assessment & RFPs Rapid Workflow® Process Models
City of Berkeley June 28, 2018
© 2018 ThirdWave Corporation
Rapid Workflow Process Modeling®
Patent Mark Registration No. 2,873,704 with the US Patent and Trademark Office, is a registered trademark of ThirdWave in the US and other countries. ThirdWaveCorp.com
Session 3: Learning Management Business Process
To Be Process Symbol Legend
OK
Customer symbol: indicates an internal or external customer coming to initiate or receive services.
Decision tree symbol: indicates Y / N options or decision in a business process.
Directional arrow: indicates the direction of a process on steps going forward, a dashed line indicates a feedback loop. A Blue arrow indicates an step using workflow automation..
Hardcopy documents: A black doc indicates a system produced document or documents that start out as hardcopy. An ''F' in the symbol indicates a fax. A red-lined doc indicates an existing document that will be eliminated in the future state.
A multiple document symbol indicates a packet / package of documents.
Envelope symbol: indicates mail, internal or external correspondence. An "E: in the envelope indicates email and if blue, indicates auto-notifications or emails.
Existing database symbol: indicates existing software/database, using an commercial off-the-shelf/custom developed application. A red symbol denotes an existing software to be eliminated/replaced.
F
Electronic Form: “E” indicates an electronic form. An "X”: in the document symbol indicates a requirement for an E-Signature.E E
X
New database symbol: indicates new software/database, commercial off-the-shelf/custom developed application. The type of system is noted inside or adjacent to the symbol
Electronic documents/content/files: indicates a system produced document or documents that start out as hardcopy that are scanned and stored electronically. (This could also include future digital photos, digital video, or digital recordings.)
Existing process step box symbol: indicates an existing step in a business process that will be eliminated in the future state.
New process step box symbol: indicates a new step in a business process.
Existing process step box symbol: indicates a step in the business process.
E
E
D
These solutions entail new management policies and practices that are required as a result of introducing new information technology solutions and / or business process changes. Common examples include policy statements, organizational change, Change Management, Service Level Agreements, etc.
Future State Solutions Legend
These solutions entail the introduction of new business process steps – or the elimination of existing business process steps, for Business Process Improvement, or as a result of introducing new Information Technology solutions identified in the Rapid Workflow
TM workshops. Business Process/
Operational solutions also include business process improvement opportunities identified as part of the Rapid Workflow
® business process
analysis workshops that do not have any direct relationship to Information Technology.
These solutions entail a variety of solutions, including the:· Introduction of new Information Technologies· Replacement of existing systems with new technologies· Enhancement of existing Information Technologies/Systems to
compliment new management policies.· Enhancement of existing Information Technologies as identified in the
Rapid WorkflowTM
workshops as Business Process Improvement opportunities.
· Integration of proposed technologies with existing technologies
Information Technology
Process / Operational
Management / Policy
Car symbol: indicates the movement of information by car.
Anchor symbol: indicates instance(s) where an external department or organization adversely impedes the effective execution of a business process.
Vertical file, box, binder and CD-ROM symbols: indicates existing hardcopy file storage, onsite/offsite document archives, or electronic file storage.
Bin
de
r
Box
1,4,7
Problems
Impacts
Benefits
Red Problem Number Keys: visual cues placed next to process steps where problem occurs in the existing business process. The same number can be used more than once for the same problem in several steps in the process.
Problem Statements: problems in the existing process, identifying any obstacle to the effective and efficient execution of a task or service delivery.
Benefits Statement: quantitative/qualitative benefits to the internal/external group, enterprise or customers.
Impact Statement: quantitative or qualitative impact to the effective and efficient execution of an internal business process or service delivery to the customer.
As-Is Narrative Legend
Solutions Solution Statement: possible policy, process, and/or technology solutions.
Process Step
Process Step
Process Step
Enterprise Modules Needs Assessment & RFPs Rapid Workflow® Process Models
City of Berkeley June 28, 2018
© 2018 ThirdWave Corporation
Rapid Workflow Process Modeling®
Patent Mark Registration No. 2,873,704 with the US Patent and Trademark Office, is a registered trademark of ThirdWave in the US and other countries. ThirdWaveCorp.com
Training OS2, Training
Officer
· Identify new staff.
· Check with transaction
team in H.R. to see
who has joined in the
last quarter.
· Invite new staff to new
employee orientation .
Identify New Staff
Training OS2, Training
Officer
· Held once per quarter.
· Review expectations of
baseline training.
· Identify supervisors vs
line staff; which have
different training .
New employee orientation
Staff
· Staff sign up for training in
VTA. Will call/email for
instructions on how to do
this; ie how to get on the
system.
Sign up for training
Contracted Trainers
· Come to training for baseline
training.
· Sign in on sign-in sheet .
· Get training (done via an RFP
process).
Training
Training OS2, Training
Officer
· Take the sign in sheets
and enter the names into
VTA.
· Scan Evals in a mfd and
send to T.O. for
assessment. Email to
self.
Data Entry
Training OS2, Training Officer
· Reconcile who showed for
credit.
· The no shows, have to tabulated
and the departments billed.
· Identify reimbursement
structure.
ReconcileTraining attendance
Training OS2
· Work with IT to get the
file of new staff from
FUND$, imported into
VTA.
· This happens weekly.
Work with IT
Tos2
· Berkeley Matters.
· Send emails.
· Publish training bwbs in Berkeley Matters.
· Training page and calendar on iCOBWeb.
Training Advertising/Marketing
TOS2
· Two weeks prior to training,
an excel spreadsheet is
emailed to department heads.
Training notification to depts
OS2
· None who has completed the
full mandate of training.
· Produce/transmit training
certificate.
Completioncertificates
Training Officer
· Review training evaluation to assess
efficacy of the training: includes themes.
· Send information to training.
Review Evaluation
Performance Management
Development
EmailVTAimporter
Train’g
module
materials
ExcelVTA
Excel
Outlook
VTAEmail
Sign inSht.
Eval
Training
Material
VTA
Certificates
VTA
Scan
Eval
ExcelBilling
Ltrs
10
9,10
5,6
3
4,6
4
1,21,21,2
General: 7,8,11
Sign inSht.
Eval
2 3 4 5 7 8 11
1 6
10
13
129
Session 3: Learning Management As-Is Business Process
Enterprise Modules Needs Assessment & RFPs Rapid Workflow® Process Models
City of Berkeley June 28, 2018
© 2018 ThirdWave Corporation
Rapid Workflow Process Modeling®
Patent Mark Registration No. 2,873,704 with the US Patent and Trademark Office, is a registered trademark of ThirdWave in the US and other countries. ThirdWaveCorp.com
Problems Impacts BenefitsSolutions
1. - Improved efficiency.
- Cost Savings.
- Streamlined process.
- Enhanced problem solving.
- Foster an inclusive process.
2. - Same as #1.
3. - Cost savings.
- Staff time savings.
- Improved accuracy.
4. - Same as #1.
- Peace of mind.
- Improved training program.
- Enhanced credibility.
- Free up Supervisor’s time.
5. - Same as #1.
- Improved trust.
6. - Same as #1.
7. - Same as #1.
8. - Improved morale.
- Same as #1.
9. - Organization growth.
- Transformative learning environment.
10. - Improved accountability.
- Improved productivity.
11. - Improved efficiency.
- Cost savings.
- Improved access to training materials.
- Self service access to materials.
12. - Enhanced morale.
- Succession planning.
- More attractive and competitive work
environment.
1. - Inaccurate data, hit and miss.
- The current process is time
consuming.- Cumbersome business process.
2. - Same as #1.3. - Training on staff time4. - Staff time/supervisors and
managers.5. - Confusion.
- A lack of trust.- A perception of incompetence.- Conflicts.
6. - A lack of accountability. 7. - Training Division staff time.
- It becomes a back burner stuff.8. - It is inefficient and demoralizing.9. - Organizational development
stagnates. 10. - Same as #6.
- Lack of growth. - If managers/supervisors who are
old school, staff do not benefit or consider training a priority.
- Loose out on efficiency and productivity.
11. - Staff time. - Waste of paper.
12. - People fall through the cracks. - Staff turnover.
1. Discreet and separate process
from onboarding.
2. Separate from FUND$.
3. Lack method to evaluate and
tabulate evaluations.
4. Based on external client
(Supervisors and Users) to
compel training, not proactive.
5. The existing process can be
inaccurate.
6. Difficult to monitor who’s taken
the training in key areas of the
organization.
7. Everything is manual, i.e.,
certificates have to get names
from VTA, created in a separate
software.
8. Can’t track the entire lifecycle
from when employee joins to the
training they take.
9. Cannot do Level 2 transfer of
training, right now they are limited
to Level 1: smile sheets.
(Kilpatrick’s levels of training
evaluation.)
10. This process is not connected to
performance.
11. Do not have material in one
repository, now it is stored in
folders.
12. Career development is missing.
13. Can't easily email class attendees
via VTA.
1. Implement a Learning Management
System (LMS)
Features and Functions
· Connected to the onboarding process.
· Provide a method to evaluate /tabulate
evaluations.
· System generated reminders based on
staff classification, role, and business
need.
· Receive accurate/timely list of new
hires automatically.
· Automatically issue welcome letters to
new staff and supervisors.
· Store new employee/training materials
and certificates in one place.
· Issue automatic training notifications
and reminders.
· Provide online training registration.
· Provide post training quizzes; and
acknowledgement of completion.
· Electronic sign-in sheet via the system.
· Generate billing statements to the
invoice department.
· Provide the ability to track the entire
staff training lifecycle.
· Provide a supervisor screen to
measure behavior change and coach.
· Provide a career development
capabilities.
· Communications on various levels
notifications.
· Records of who supervises whom
should be automatically updated so
supervisors can pull reports easily and
accurately. Perhaps Allow supervisors
to enroll their own staff
· Automatically issue certifications of
completion.
· Allow Training attendees to view and/or
download course workbooks,
PowerPoints, handouts, etc.
Reports
· Training attendance
· No shows
· Departmental comparative
reports
· Trends
Interfaces
· erma
· Coach logics
· Neo gov.
· OnBase (future)
Session 3: Learning Management As-Is Business Process
Enterprise Modules Needs Assessment & RFPs Rapid Workflow® Process Models
City of Berkeley June 28, 2018
© 2018 ThirdWave Corporation
Rapid Workflow Process Modeling®
Patent Mark Registration No. 2,873,704 with the US Patent and Trademark Office, is a registered trademark of ThirdWave in the US and other countries. ThirdWaveCorp.com
iCOB
Training OS2, Training Officer
· Identify new staff.
· Check with transaction team
in H.R. to see who has joined
in the last quarter.
· New hires in the last 3 months
would receive welcome letter
and invitation to the training,
the list would come from
erma. Supervisors would
receive a notification. This will
require an interface between
Outlook and LMS.
· Invite new staff to new
employee orientation .
Identify New Staff
Training OS2, Training Officer
· Held once per quarter.
· Set up course in VTA LMS.
· Review expectations of
baseline training.
· Identify supervisors vs line
staff; which have different
training.
· Coordinate with outside
trainers.
· Trainers will access and
review the courseware
remotely.
Course Planning
Staff
· Staff sign up for training in
vta LMS. Will call/email for
instructions on how to do
this; i.e. how to get on the
system.
· Supervisors will sign staff
up for training.
· Staff can currently access
VTA LMS from iCOBweb
(City Intranet) to sign up for
classes.
Sign up for Training
Contracted Trainers
· Come to training for baseline
training.
· Sign in on sign-in electronically
sheet.
· Get training (done via an RFP
process.)
· Evaluation forms will be provided
electronically are provided by the
Training Coordinator in hardcopy.
· Participants will fill out an e-
evaluation form. A reminder will be
emailed to students who do not
submit their evaluations within 48
hours.
Training
Training OS2, Training Officer
· Take the sign in sheets and
enter the names into VTA.
Eliminate this work since this
data would already be in the
LMS.
· Scan Evaluations in a PDF
and send to Trainer for
assessment.
· 72 hours after, an automatic
Session Report will be
produced: who attended,
performance metrics and
feedback. It will be sent to
training officer, training, etc.
Data EntryMetrics & Analysis
Training OS2, Training Officer
· Reconcile who The LMS
Session Report will show who
received credit for the class.
· Those who do not attend have
to will be tabulated and the
departments billed in Excel in
LMS.
· Identify reimbursement
structure.
ReconcileTraining Attendance
Training OS2
· Work with IT to get the
file of new staff from
FUND$ erma, imported
into LMS vta.
· This happens weekly.
Work with IT
Tos2
· Berkeley Matters.
· Send emails.
· Publish training bwbs in Berkeley Matters.
· Training page and calendar on iCOBWeb.
Training Advertising/Marketing
TOS2
· Two weeks prior to training, an Excel
spreadsheet is LMS will automatically emailed to
Department heads and Supervisors a list of staff
that will attend training.
Training Notification to Departments
OS2
· Note who has completed the full mandate of training.
· LMS will produce/transmit training certificate.
Certificate templates will be stored in LMS. LMS will
also store and track completed learning paths.
· Send auto-notification to the employee’s supervisor.
CompletionCertificates
Training Officer
· Review training evaluation to assess
efficacy of the training, including themes.
· Send information to training.
Review Evaluation
VTAimporter
Training module materials
ExcelOutlook
EmailESign in Sht.
E
Eval
Training
Material
LMS
Cert.
VTA
Scan
Eval
Billing Ltrs
Sign inSht.
Eval
2 3 4 5 7 8 11
1 6
10
9
erma
LMS
FUND$ LMS
erma
Outook LMS
VTA
LMS
LMS
Outook
Training
Material
Sign inSht.
EvalLMS
Session
Report
LMSCert.
LMS
FUND$
Session Report LMS
VTA
Excel
VTAVTA
VTAExcel
Session 3: Learning Management To-Be Business Process
Enterprise Modules Needs Assessment & RFPs Rapid Workflow® Process Models
City of Berkeley June 28, 2018
© 2018 ThirdWave Corporation
Rapid Workflow Process Modeling®
Patent Mark Registration No. 2,873,704 with the US Patent and Trademark Office, is a registered trademark of ThirdWave in the US and other countries. ThirdWaveCorp.com
iCOB
Training OS2, Training Officer
· Identify new staff.
· Check with transaction team
in H.R. to see who has joined
in the last quarter.
· New hires in the last 3 months
would receive welcome letter
and invitation to the training,
the list would come from
erma. Supervisors would
receive a notification. This will
require an interface between
Outlook and LMS.
· Invite new staff to new
employee orientation .
Identify New Staff
Training OS2, Training Officer
· Held once per quarter.
· Set up course in LMS.
· Review expectations of
baseline training.
· Identify supervisors vs line
staff; which have different
training.
· Coordinate with outside
trainers.
· Trainers will access and
review the courseware
remotely.
Course Planning
Staff
· Staff sign up for training in
LMS. Supervisors will sign
staff up for training.
· Staff can currently access
LMS from iCOBweb (City
Intranet) to sign up for
classes.
Sign up for Training
Contracted Trainers
· Come to training for baseline
training.
· Sign in on sign-in electronically.
· Get training (done via an RFP
process.)
· Evaluation forms will be provided
electronically.
· Participants will fill out an e-
evaluation form. A reminder will be
emailed to students who do not
submit their evaluations within 48
hours.
Training
Training OS2, Training Officer
· Eliminate having to take the
sign in sheets and enter the
names into VTA. since this
data would already be in the
LMS.
· 72 hours after, an automatic
Session Report will be
produced: who attended,
performance metrics and
feedback. It will be sent to
training officer, training, etc.
Metrics & Analysis
Training OS2, Training Officer
· The LMS Session Report will
show who received credit for the
class.
· Those who do not attend will be
tabulated and the departments
billed in LMS.
· Identify reimbursement
structure.
ReconcileTraining Attendance
Training OS2
· Work with IT to get the
file of new staff from
erma, imported into
LMS.
· This happens weekly.
Work with IT
Tos2
· Berkeley Matters.
· Send emails.
· Publish training bwbs in Berkeley Matters.
· Training page and calendar on iCOBWeb.
Training Advertising/Marketing
TOS2
· Two weeks prior to training, LMS will
automatically email Department heads and
Supervisors a list of staff that will attend training.
Training Notification to Departments
OS2
· Note who has completed the full mandate of training.
· LMS will produce/transmit training certificate.
Certificate templates will be stored in LMS. LMS will
also store and track completed learning paths.
· Send auto-notification to the employee’s supervisor.
CompletionCertificates
Training Officer
· Review training evaluation to assess
efficacy of the training, including themes.
· Send information to training.
Review Evaluation
Training
module
materials
Outlook
EmailESign in Sht.
E
Eval
LMS
Cert.
Eval
Billing Ltrs
2 3 4 5 7 8 11
1 6
10
9
erma
LMS
LMS
erma
Outook LMS
LMS
LMS
Outook
Training
Material
LMSSession
Report
LMS
LMS
FUND$
Session Report LMS
Session 3: Learning Management To-Be Business Process
Enterprise Modules Needs Assessment & RFPs Rapid Workflow® Process Models
City of Berkeley June 28, 2018
© 2018 ThirdWave Corporation
Rapid Workflow Process Modeling®
Patent Mark Registration No. 2,873,704 with the US Patent and Trademark Office, is a registered trademark of ThirdWave in the US and other countries. ThirdWaveCorp.com
Information Technology Solutions
Learning Management System (LMS)
Features and Functions
· Training Administration:
§ Determine training status of individual staff,
groups, or organizational units
§ Manage online course catalogues
§ Manage instructor-led and blended-learning
offerings:
o Store title and description, course objectives,
prerequisites, required materials and credit
hours
§ Manage Qualified Instructors
§ Manage Qualified Vendors
§ Management course delivery costs
§ Administer online tests
§ Track employee progress with comprehensive
reports
§ Provide the ability to track the entire staff training
lifecycle
§ User deactivation
§ Connected to the onboarding process, receive
accurate/timely list of new hires automatically
§ Automatically issue welcome letters to new staff
and supervisors
§ Generate billing statements to the invoice
department
§ Provide a supervisor screen to measure
behavior change and coach
§ Email Notifications - customizable templates that
allows you to easily send:
o On-demand email notifications of class
cancellations, reschedules or other training
notices
o Automated notification, including:
Confirmation/Reminder notes for class
enrollments
o Reminders of upcoming, pending, or past
due training requirements
o Wish-list notifications, when a course on an
employee’s wish-list is scheduled
o Reminders for past-due surveys
§ Add, edit and manage:
o Predefined user roles: Staff, Manager,
Supervisor, Instructor, Guest, etc.
o Online training and compliant courses
o Classroom training
o Self-paced training
· Course Surveys.
· Learning:
§ Synchronization Learning
§ Blended Learning
§ Social Learning
· Student Portal:
§ Employee names and identification (ID) numbers
entered once, maintained online
§ View strategic training plans/career development
capabilities
§ Make effective training choices
§ Search an online course catalog
§ Select a course that meets plan objectives
§ View course schedules and select an instructor
§ Enroll quickly with a few mouse clicks
§ Send/receives enrollment confirmation
notifications, cancellations and email
§ Allow training attendees to view and/or download
course workbooks, PowerPoints, handouts, etc.
· Content Authoring:
§ Course description – WYSIWYG HTML Editor
§ Designate a course image – Image library
§ Course prerequisites
§ Course retake restrictions
§ Course Levels –Required vs. Elective (Public)
§ Content Library
§ Provide post training quizzes and
acknowledgement of completion
§ Grading (If applicable)
§ Ability to add, edit and manage course catalogs,
groupings or series by:
o Assigning courses to course catalogs, groups
or series based on predefined user roles
o Share courses across catalogs and course
series
o Manage course catalog or series
display date range
o Make a course catalog or series
available to all staff
§ The ability to add, edit and manage user
groups, company divisions, business units
and brands with:
o Gamification
· Testing & Assessment:
§ Easy-to-use templates
§ Monitors employee progress
§ Measures courseware and test
effectiveness in meeting goals
§ Manages course and instructor evaluations
and surveys
· Skills Tracking.
· Social Sharing:
§ Inclusion of supplemental resources with a
course
§ Wait list (if applicable)
§ Discussion Board
§ Web conferencing (Webinars)
· Learner Access to:
§ Courses and learning plans
§ Course transcript/progress page
§ Course catalog
§ Profile/preference changes - Login
information, language preferences, etc.
§ Certificates of Completion
Reports
· Training attendance
· Supervisor Reports (to see enrollment of their
staff and review completed training)
· Training History Reports:
§ Generate session rosters
§ Track training hours delivered
§ Create post-class certificates
· Enrollment
· No shows
· Departmental comparative reports.
· Trends
· Scheduled Reports:
§ Monitor registration for upcoming sessions
§ Generate sign-in sheets
· Employee Reports:
§ Course completions
§ Compliance Completion
§ Generate transcripts of past training
§ Identify missing system information
· Exported reports to a variety of formats:
§ Adobe Acrobat
§ MS Excel
§ MS Word
§ HTML
· All reports can be run for:
§ Individual learners
§ Selected work groups
§ For an entire site
Interfaces
· erma
· Outlook
· Coach logics
· Neo gov
· OnBase (future)
Session 3: Learning Management To-Be Business Process
Enterprise Modules Needs Assessment & RFPs Rapid Workflow® Process Models
City of Berkeley June 28, 2018
© 2018 ThirdWave Corporation
Rapid Workflow Process Modeling®
Patent Mark Registration No. 2,873,704 with the US Patent and Trademark Office, is a registered trademark of ThirdWave in the US and other countries. ThirdWaveCorp.com
Management / Policy SolutionsBusiness Process / Operational Solutions
O 1. Step 2 Work with It: Replace Fund$ with new erma systems.
Replace VTA importer with new LMS systems. Work with IT to
get the file of new staff from erma, imported into LMS.
O 2. Step 3 Identify New Staff: Implement new erma, Outlook and
LMS systems. New hires in the last 3 months would receive
welcome letter and invitation to the training, the list would come
from erma. Supervisors would receive a notification. This will
require an interface between Outlook and LMS.
O 3. Step 4 Course Planning: Replace VTA with new LMS systems.
Set up course in LMS. Trainers will access and review the
courseware remotely.
O 4. Step 5 Sign up for Training: Replace VTA with new LMS
systems. Implement new Outlook software. Staff sign up for
training in LMS. Staff can currently access LMS from iCOBweb
(City Intranet) to sign up for classes.
O 5. Step 6 Training Notification to Departments: Replace Excel
with new LMS software. Remove existing VTA systems and
eliminate hardcopy Excel spreadsheets. Two weeks prior to
training, LMS will automatically email Department heads and
Supervisors a list of staff that will attend training.
O 6. Step 7 Training: Replace VTA with new LMS systems. Replace
hardcopy sign-in sheets with electronic sign-in sheets. Replace
hardcopy evaluation forms with electronic evaluation forms.
Replace hardcopy training materials with electronic training
materials. Sign-in will be done electronically. Evaluation forms
will be provided electronically. Participants will fill out an e-
evaluation form. A reminder will be emailed to students who do
not submit their evaluations within 48 hours.
O 7. Step 8 Metrics & Analysis: Remove existing VTA systems.
The need to scan hardcopy evaluations will be eliminated since
data will already be in the LMS. Produce automatic, electronic
Session Reports. Eliminate hardcopy sign-in sheets and
hardcopy Evaluation forms. 72 hours after, an automatic Session
Report will be produced: who attended, performance metrics and
feedback. It will be sent to training officer, training, etc.
O 8. Step 9 Work with It: Replace VTA with new LMS systems.
Produce certificates through LMS systems. LMS will produce/
transmit training certificates. Certificate templates will be stored
in LMS. LMS will also store and track completed learning paths.
Send auto-notification to the employee’s supervisor.
O 9. Step 10 Review Evaluation: Implement new LMS systems.
Produce electronic Session Reports.
O 10. Step 11 Reconcile Training Attendance: Replace existing
Excel software with new LMS systems and Fund$ software. The
LMS Session Report will show who received credit for the class.
Those who do not attend will be tabulated and the departments
billed in Excel in LMS.
M 1. None.
Session 3: Learning Management To-Be Business Process
Recommended