As Is Analysis

MODULE 1.
3: As-Is Activity Analysis
p:\EMPOWER Ky on 'Agency 3'\Phaseiii\OrganizationDesign\Course1\Module1.3\Module1.3.ppt
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.
Overview
We will discuss:
The Definition of As-Is Analysis Data Collection Tools Provided on the Course 1 Diskettes
Definition of As-Is Analysis

What? Why?
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.
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.
Data Collection
Admin. Staff Asst. Tom Support Purchasing Dept. Division Dir. Sue Division
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*This information should be used as a last resort, as the information may be outdated.
Tools Provided
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
Course 1
Disk 1
11
Explanation of Tools
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
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.
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.
15
Example:
Agency Name
Dept. Division Branch
Personnel (PFTs)
Authorized Filled Unfilled
Admin Services Activities Checklist

Financial Materials Cyclical or Mgmt Mgmt Support
Step 1
Template
Step 2
Step 3
Step 4: Save and submit.

Guidebook, page 16.
Step 1:
Enter names of structural units.

Families & Children

Dept. Office of Program Support Division N/A
Personnel (PFTs)
Branch Authorized Filled Unfilled 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.
Step 2:
Enter PFT data.

Families & Children

Dept. Office of Program Support Division N/A Financial Mgmt
Personnel (PFTs)
Branch Authorized Filled Unfilled N/A N/A 3 10 3 9 0 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.
Step 3:
Indicate administrative functions.

Families & Children

Dept. Office of Program Support Division N/A Financial Mgmt
Personnel (PFTs)
Branch Authorized Filled Unfilled N/A N/A 3 10 3 9 0 1
x x
x x
Indicate the organizational levels where administrative functions are performed. For these levels, complete the Dept_Data.xls file.
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 (gprewitt@mail.state.ky.us) by September 14.
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!
21
Working Break
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.
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.
24
Example
Division Branch Class Last Name, First Name Code Class Title Social Security Number
Personnel Data
Guidebook, page 19.

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.
26
Alternative 1
Step 1: Rename the file.
Division Branch Last Name, First Name Class Class Code Title Social Security #
Step 2
Step 3
Module 1.4
Personnel Data
Step 4: Save the file.

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
28
Step 2:
Division Branch
Financial Mgmt N/A
Enter the Division/Branch.

Class Last Name, First Name Code Class Title Social Security Number
Payments
Enter all Divisions and Branches in which Administrative Services functions are performed.
Step 3:
Division
Financial Mgmt
Enter each employees name.

Class Title Social Security Number
Branch
N/A
Class Last Name, First Name Code

Smith, John Doe, Jane Davis, Henry Thomas, Sue Roberts, Bill
Payments
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.
Step 4:
Save the file.
Save the file. Repeat Steps 1-4 for each Department in which Administrative Services functions are performed.
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.
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.
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.
34
Example:
1099 Processing
Step 1: Review the Activities Dictionary.
Cost Allocation
Accounting
Division/ Branch/ Name
Step 2 Step 3
Step 4
Mat. Mgmt. Activities Other Activities Activities Summary
Guidebook, page 22.
Steps 6&7: Validate and submit.

35
Step 5:
Subtotal FTEs
Add Activities
Develop/ Maintain Methodologies
Handle Auditor Compliance
Review Cost Allocation Reports
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.
36
Step 2:
Division
Financial Mgmt
Copy columns A, B & C from the Personnel Data sheet.

Branch
N/A
Class Last Name, First Name Code

Smith, John Doe, Jane Davis, Henry Thomas, Sue Roberts, Bill
Class Title
Social Security Number
Payments
Copy columns A, B and C (Division, Branch and Employee Name) from the Personnel Data Worksheet.
Step 3:
1099 Processing
Paste columns A, B & C into the Financial Mgmt Activities sheet.

Cost Allocation
Payments
Thomas, Sue Roberts, Bill 0.0 0.0
Paste columns A, B & C (Division, Branch, Employee Name) into the Financial Mgmt Activities sheet. Names will then automatically be copied into remaining sheets.
Accounting
Subtotal FTEs
Add Activities
Step 4:
1099 Processing
Map activities for employees.
Cost Allocation
Payments
Thomas, Sue Roberts, Bill 0.0 0.1
Accounting
0.1 0.1
0.2 0.2
0.3 0.4
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 non-administrative functions.
Subtotal FTEs
Add Activities
Develop Maintain Methodologies
Handle Auditor Compliance
Review Cost Allocation Reports
Step 5:
1099 Processing
Add agency-specific activities.
Cost Allocation
Payments
Thomas, Sue Roberts, Bill
Accounting
0.3 0.4
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 columns as needed.
Subtotal FTEs
Blank
Blank
Blank
Add Activities
Step 6:
Fin. Mgmt. Subtotal FTEs
Validate results.
Cyclical/Support Subtotal FTEs
Mat. Mgmt. Subtotal FTEs
Non-Admin. Subtotal FTEs
Total FTEs
Payments
Thomas, Sue Roberts, Bill 0.3 0.4 0.6 0.1 0.1 0.1 0.0 0.4 1.0 1.0

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 KAPS or STARS.
Uses KAPS
Uses STARS
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.
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!
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
44
Questions & Answers
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.

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.
47
LUNCH!!!

As Is Analysis

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MODULE 1.

3: As-Is Activity Analysis

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

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

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

Definition of As-Is Analysis

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

What Is an As-Is Analysis?

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

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

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

What Data Will Each Agency Collect?

A Listing of Administrative Services employees by:

Where Do I Get This Data?

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

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

Tools on Course 1 Diskettes

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

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

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

Administrative Services Activities Dictionary

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

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

Admin Services Activities Checklist

Step 4: Save and submit.

Enter names of structural units.

Families & Children

Financial N/A Mgmt

Enter PFT data.

Families & Children

Indicate administrative functions.

Families & Children

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

Save the file and submit it.

Save the file.

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

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

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

Fin. Mgmt. Activities

Mat. Mgmt. Activities

*To be discussed in Module 1.4.

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

Dept_Data.xls: Personnel Data

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

Guidebook, page 19.

How to Collect the Data

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

Step 4: Save the file.

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

Enter the Division/Branch.

Enter each employees name.

Class Last Name, First Name Code

Save the file.

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

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

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

Dept_Data.xls: Activities Worksheets

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

Step 1: Review the Activities Dictionary.

Division/ Branch/ Name

Guidebook, page 22.

Steps 6&7: Validate and submit.

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