Sue DesJardins, Human Resources ManagerRochester Community Schools

The 2009-10 budget included reductions in overall clerical staffing costs.

It had been nearly 10 years since this group had experienced reductions

Cost savings were achieved by reducing several positions by 1-2 hours/day, not by total position elimination

Contract language led to the displacement of high seniority clerical personnel to new positions, in new locations.

For several year these high seniority members had been in the SAME POSITION, doing the SAME TASKS, and using the SAME PROCESSES and SKILLS

They were often “bumping” less senior, but far more technically advanced members

They were expected to perform new tasks with different and more advanced tools and processes

Many

Displaced

Members

Were

Struggling

Contractually, placement testing for seniority personnel limited to only a few positions

Tests used were problematic:

Paper & pencil, subjective, and manually scored

Created without collaboration = MAJOR DISTRUST

Not linked to any common basis, e.g., job analysis, etc.

Old & Ineffective Tests

Contract Limited Testing

ManyMembers Struggli

ng

Change Was

Required

NOW !

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Contract negotiations were underway Selection and layoff/recall language was

on the table Due to concessions sought, a quick

settlement did not look promising

More clerical workforce reductions were possible given budget projections Union President and I knew we needed

some solutions by Spring

Our strategy… Start working immediately on a testing tool and solution that

Could quickly produce tangible and useful outcomes

Could occur without full contract settlement

Joint Clerical Testing Improvement Team convened in Dec., 2009

3 clerical union members: Building, Finance, Communications

3 district representatives: HR Manager, Executive Assistants from Operations and Instruction

In January, 2010: Defined process for research and evaluation

Sought vendor names from other districts

Defined vendor/tool evaluation process

Total Testing

4920 Atlanta Hwy, #330

Alpharetta, GA 30004

Web: http://www.totaltesting.com

877-496-4200

www.proveit.com

800.935.6694Kenexa Prove It!

& Assessments

Biddle Consulting Group, Inc.

The OPAC Testing

System

193 Blue Ravine Road, Suite 270

Folsom, California 95630-4760

Toll-Free: (800) 999-0438

Web: http://www.opac.com

CODESP20422 Beach Blvd. Suite 310Huntington Beach, CA  92648Phone:  (714) 374-8644Web:  http://www.codesp.com

For each Vendor we evaluated the following:

Applicable to education with ability to customize

Offered large selection of tests by function and application

Followed testing validation requirements

Customer Support services and availability included

Competitive and flexible pricing options available

Demonstration - simulated operations and ease of use

In April, 2010, OPAC Testing Systems by Biddle Consulting Group, Inc., was selected.

Key Advantages of OPACOffers more than 50 test packages, including financial, clerical, general, to interpersonal and problem-solving assessments; Comprehensive tests for Microsoft Office applications: multiple versions and simulation tools that could be customized;Ability to create unique tests, with automated scoring and test validation tools;Easy to use reports for administrative record-keeping and other data analysis.

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Next challenge: Which tests would be best predictors of success?

The calendar was not our friend

We needed an inclusive, objective process to QUICKLY implement a testing “system”

Reached a Layoff/Recall MOA with union that required testing for all placements as part of process

Engaged district leadership Awareness of projected

clerical workforce impact Introduction to the goals and

objectives of the clerical testing project

Clarification of leadership expectations and role:

Supportive of process Participant in test development

Acquired temporary assistance in HR as the TEST TEAM

HR Consultant - at substitute teacher rates.

Oakland University - HRD Intern

The TEST TEAM was directed to work in concert with clerical and district leadership volunteers to help:

Step 1: Administer a Clerical Position AssessmentStep 2: Create the Position Test Profiles based on the assessmentStep 3: Customize tests based on the assessment

Utilized the Utilized the OO**NETNET Online Resource Center Online Resource Center•Provides national data bank of occupation and Provides national data bank of occupation and position detailposition detail•After detailed review of numerous clerical and After detailed review of numerous clerical and administrative support positions, the team selected administrative support positions, the team selected 8 core functions that had applicability in our 8 core functions that had applicability in our clerical positions.clerical positions.

ADDED BONUS!The assessment results have

become key data for job description revisions, position

classification reviews and staffing reviews!

• Administered jointly as Administered jointly as union/leadership initiativeunion/leadership initiative

• Clerical members were afforded Clerical members were afforded time to complete assessmenttime to complete assessment

• 100% participation in two week 100% participation in two week turnaround!turnaround!

Clerical members Clerical members and leaders worked and leaders worked with the with the TEST TEST TEAM TEAM to:to:Analyze Analyze assessment results assessment results for common for common functionsfunctionsReview Review components of the components of the different tests different tests offeredoffered

The outcome was a The outcome was a Profile for each Profile for each Position that Position that identified:identified:CORE TESTSCORE TESTSADVANCED ADVANCED TESTSTESTSPOSITION –POSITION –SPECIFIC TESTSSPECIFIC TESTS

Using the OPAC MicrosoftUsing the OPAC Microsoft© © Office Simulation Office Simulation Software Feature, the following applications Software Feature, the following applications were customized to test for the CORE functions were customized to test for the CORE functions utilized per the position assessments: utilized per the position assessments:

WORD - BASIC

WORD - INTERMEDIATE

EXCEL - BASIC

EXCEL - INTERMEDIATE

Per the analysis, other tests were modified for Per the analysis, other tests were modified for scoring since the customization feature was scoring since the customization feature was not offered for the application, e.g., OUTLOOKnot offered for the application, e.g., OUTLOOK

More than 75% of clerical personnel worked with the Rochester Information Management System – (Student and Financial/HR applications)

A customized simulation was developed by RCS Technology for clerical testing.

Test included detailed instructions for each task.

Ability to work within a “green screen” application and to follow directions were primary outcomes evaluated.

PRESS RELEASE TEST EXERCISE

A teacher has just sent the Director of Community Relations an email about some students in their building who participated in an after school activity.

Please write a 2-3 paragraph press release using the following information and adding appropriate information to spark interest in Rochester Schools:

+++++++++++++++++ Email Content ++++++++++++++++Deb,    I hope I am sending this to the right person!  Forgive me if

I'm not.  I'm a teacher at Reuther MS and 18 of our kids teamed up with Honeywell Inc. and SAE (Society of Automotive Engineers) to participate in an intensive 9 week after-school course where the kids responded to a mock toy company's request for a new electric, gear-driven toy car. 

     The kids were divided into 5 teams and created their toy prototypes.  Last week, a panel of 6 engineer judges listened to the teams' written proposal and watched their toy cars perform to see if they met the minimum performance standards.  They all passed with flying colors.  The engineers were impressed!  The top Reuther team will be announced on Dec. 2 and their video presentation will be sent to complete with 11 of the schools in 8 different countries (China, India, Czech Republic, Mexico, Germany, Switzerland, France).

++++++++++++++End of Email Content +++++++++++++++SET-UP•Using the desktop tools available to you such as MS

Word, create a Press Release using the specifics provided in the email

•Save the file to your flash drive with the following file naming format:

example: west_06212010_ Community RelIV.doc

EXAMPLE OF A POSITION SPECIFIC TEST EXAMPLE OF A POSITION SPECIFIC TEST COMPONENT: COMPONENT: Community Relations Secretary - Part IVCommunity Relations Secretary - Part IV

50% of Round I profiles required the inclusion of additional “job specific” exercises.

Supervisors felt strongly about this requirement

Most included simple exercises assessing writing skills, attention to detail, following directions, and some basic bookkeeping understanding.

As trust is building, additional assessments are becoming less important.

Added this web-based assessment to nearly all profiles soon after Round I testing.

This tool includes 19 short videos that simulate several challenging interpersonal situations that occur in today’s office place.

Four key workplace skills are measured:

Interpersonal Competence Workflow Management Teamwork Customer Service Skills

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Testing the Tests Prior to use Tested by a clerical

member and a district leader

Full implementation in Summer, 2010 Successful placement of 20

members into completely different assignments

Testing is now a permanent part of ALL clerical selection and placement

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60% of current clerical workforce has taken and passed the entire portfolio of CORE tests

50% have taken and passed more than one of the ADVANCED and POSITION SPECIFIC tests

Clerical members are among our highest users of the Atomic Learning SM

Tutorials across the district! 1-30-12 PD session

closed in 5 minutes after announcement!

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The following resources and additional handouts will be available for access

on the MASPA website. Go to www.maspa.org.