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Building Our Business PartnershipJuly 2008
Creating the best public workforce in the nation.
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Agenda
Introductions
Aligning Your Training
Incorporating Performance Management (GMAP)
Building Your Business ~ Partnering With DOP
WEBS Training
New Contract Processes
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Our Goal is Washington’s Future
Creating a sustainable future
Improving the lives of our citizens
Helping Washingtonians compete globally
Helping agencies lay the foundation for economic vitality throughout Washington
Competing with quality products, innovation, and a highly skilled, trained workforce
http://www.governor.wa.gov/priorities/default.asp
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Aligning T&D to State Initiatives Governor's office
Our objective is to:
Create an inspired workforce
Align with leadership and agency needs
Be a workforce that has the knowledge & skills to improve the lives of our citizens
http://www.governor.wa.gov/priorities/default.asp
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Aligning T&D to State Initiatives Executive Direction
Our role is to know what the state’s priorities are…
And to carry that message to the participants in your courses
http://www.governor.wa.gov/priorities/default.asp
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Aligning T&D to State InitiativesGovernment Measurement & Accountability Program
Our role is to reinforce the state’s priorities
Building skills whenever possible and . . .
Making our training practical
http://www.accountability.wa.gov/default.asp
Management Framework
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Aligning T&D to State InitiativesGovernment Measurement & Accountability Program
‘It’s not enough just to set priorities’
Every state agency, every program, and every employee must be accountable for producing results citizens expect
The state must regularly measure results, improve performance, and solve problems
http://www.accountability.wa.gov/default.asp
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Agency Needs
Your role is to tell the stories that bring alignment and inspire
Employees must apply what they learn
Knowledge has to be relevant
New skills have to be practical and applicable
It’s not enough to just lecture
It has to be work that matters
Work that is aligned and measured against leadership’s goals and targets
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Government Management Accountability and Performance
Barbara Burgener
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Multiple directives for accountability and performance improvement Legislature
– HB 1970 (RCW 43.17.380-390) – quality performance systems (enacted 2005)
– HB 1242 (RCW 43.88) – citizen focused performance measures (2005)
– HB 1064 (RCW 43.09.430-460) – performance audits (2005)
– State budgeting statutes (RCW 43.88.090) - addresses strategic plans, goals and performance assessment)
Citizens
– Initiative 900 (RCW 43.09.470-475) – Performance Audits
Governor
– Priorities of Government (POG)– Executive orders -- Government Management
Accountability and Performance (GMAP), Plain Talk, Regulatory Improvement and others
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Gregoire Administration Response
The Management Framework helps simplify and integrate the multiple performance mandates
– Is a tool to help managers understand the Governor’s expectations for performance excellence
Strategic Responsive Accountable
– It identifies what typically leaders know best – the everyday processes you use to achieve results
– The ultimate intent is to strategically resolve those challenges collaboratively
– The framework gives us the tools we need to achieve the RESULTS we desire for success
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GMAP = Analyze – Respond – Improve
Plan• Articulate clear goals• Select a few priorities• Analyze external forces• Assess internal capacity• Set performance measures at all levels
Allocate Resources• Reflect the priorities• Financial, human & IT resources• Consider what falls “below the line” to make room for higher priorities• Set meaningful targets for the performance measures• Workforce Planning Process
Manage• Set clear expectations for employees• Engage employees in better ways of doing business• Manage day-to-day operations• Work the plan• Performance Management Confirmation Process
Analyze• Collect data that drives decisions• Analyze the data from multiple perspectives• Create action-oriented reports• Customer & employee feedback
Respond• Make Decisions & Take Action• During GMAP Sessions, ask:1. Are we where we thought we would be?2. Why or why not?3. Do we need to change our strategies or recalibrate our targets?4. What actions need to be taken?5. What is the story to be told?
Improve• Take action promptly• Use process improvement tools• Seek best practices• Collaborate in new ways•Use technology• Adjust plan, strategies or targets as needed
Communicate Results& Listen
GovernorLegislatureEmployees
CitizensTell our story
Listen
Gregoire Management Framework
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Gregoire Management Framework
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Progress Report
Performance improvement and accountability training provided to agencies and staff
I-900 protocols developed with State Auditor’s office
Governor’s “citizen engagement” tour completed twice
Governor’s 2008 Report to Citizens out soon
Improved transparency – revised websites includes all agency performance reports
POG process resumed in May, 2008 to help set budget priorities
More than 50 GMAP forums led by Governor Gregoire and her leadership team reviewing agency performance
Many agencies have developed “internal” GMAP programs
Agency self-assessment tool distributed and results collected. Agencies have begun the WSQA journey. Over 9 agencies have applied with 3 winning various level of awards
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Building Your Business Partnership with DOP
Melanie Reynolds / David Norman
Creating partnerships with our training contractors and customers
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DOP’s Vision & Mission
Creating the best public workforce in the nation.
DOP provides human resource guidance and services to maximize state government’s ability to serve the citizens of Washington.
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Our Customers / Our Partners
The Governor’s Office
Agency Training Managers
All State Employees
Higher Education
Local Governments
OEDS is the face of the
Department of Personnel and
you are our best Agents….
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Customer Challenges
Aging workforce
Generational differences
Knowledge transfer
Ensuring diversity
Attracting & retaining employees for state service
Economic challenges driving changing business models
Performance management
Workforce Management and Workforce Development
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Our Lines of Business
Leadership Development
Professional Development
Technical Development
Organizational Development
HRMS Training
Online Learning Design
Learning Management System
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OEDS Success Factors
Course alignment according to agency business needs
High registration rates with low cancellation rates
Instructional Quality
Net Recovery
Accessibility
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OEDS ~ Organization Chart
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Changing Roles of the Program Manager…
Partner more closely with instructors
Create more opportunities to engage with program participants
Meet regularly with agency representatives
Introduce new ideas and new programs according to agency business needs
Develop new outreach opportunities
Manage their “portfolio” like they manage their own business
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Building Our Business Together
Goals:
Inspire and develop the State’s workforce
Ensure quality learning
Provide a professional learning environment
Maintain close communication
Become co-creators in putting the Department of Personnel “on the map!”
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Building our Partnership Together~ Alignment
Relate your training to:
Management Framework / performance management
Diversity
Strengths
Recruiting
Retention
Workforce Planning & Development
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Building Our Partnership Together~ Environment
Executive treatment for everyone
Highest quality materials Excellent delivery Meaningful interaction Engage participants!
– Get to know participants and include their success stories
Partner closely with your Program Manager in the classroom
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Building our Partnership Together~ Quality Delivery
Create an executive experiencefor all levels.
Packaging and presentation matters!
Fresh, professional curriculum
Course content must match course description
No copies of copies of copies
Free of spelling errors
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Building our Partnership Together~ Policy Expectations
Civil Service Policies
Understanding the State’s Civil Service Policies will enhance your credibility
Know and teach to the rules
Ask your Program Manager for helpful interpretation when necessary
http://www.dop.wa.gov/HRProfessionals/HRLawandRegulations/
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Building our Partnership Together~ Co-Branding
Use DOP’s Logo and PowerPoint template
Include DOP materials as provided
Reference DOP whenever possible
Let participants know the course is sponsored by DOP
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Building our Partnership Together~ Reasonable Accommodation
DOP provides accommodations to support participant learning
– Braille– Etc.
Contact your program manager if you or any participant need any assistance
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Building our Partnership Together~ What’s Next? . . .
Open to Proposal
Short courses
New course topics
Updated course descriptions
Single point Lessons
Bundled courses
Certification programs
Partnerships with professional assn.
Lower cost delivery
Technical topics
New safety & compliance courses
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Building our Partnership Together~ eLearning Opportunities
Open to Proposal
Online course content
– HR Professional Development– Safety & Compliance– Podcasts
Licensing opportunities
Tips on line
Blended learning
Webinars
Video seminars
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WEBS System & Contract Renewal
Debbie Dunn / Kristy Brodersen
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WEBS and the Contract Process
Effective Nov 1, 2008
Required use of Washington’s Electronic Business Solution (WEBS) for most acquisitions
Roadmap Information: http://www.ofm.wa.gov/roadmap/
Second Tier Competition
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WEBS ~ Contract Reform
How do I register in WEBS and what information will be needed?
Who manages the WEBS System?
– WEBS is a vendor registration system created and managed by Department of General Administration.
– https://fortress.wa.gov/ga/webs/
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WEBS~ Your Company Information
To register in WEBS you will need the following information regarding your firm:
FEIN (Federal Employer Identification Number) or SSN.
– Note: a FEIN or SSN is required to register in the WEBS system
Company name and/or DBA name
Address information Phone, fax, and email
address
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WEBS~ Contact and Ownership Information
Account administrator name and email address
Additional contact information (contact name, email address and address info.)
Contact Information Ownership Information
Number of employees
Number of years in business
Annual gross revenue
Washington State UBI number (Unified Business Identifier), Note: A UBI is not required to register in this system
Ownership profile (see next slide)
Washington State MWBE certification or other certifications, if applicable
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WEBS~ Ownership Profile
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WEBS~ Commodity Codes
Selection & Searching
Vendors have the ability to add commodity codes that encompass the goods and services their company provides or is willing to provide to the state
To locate commodities enter a keyword or keywords and click the search buttons
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WEBS~ Commodity Codes Selection and Search
Searching Tips: Conduct simple keyword searches to view a more
comprehensive list of related commodity codes. For example, searching on Training will return more search results than searching on “Written Communication” training.
Try multiple searches using different keywords to ensure all related commodity codes are returned in your search results. For example, if you want to find all written communication training you might want to search on writing, communication, training, writing skills etc.
When searching using multiple keywords WEBS, by default, will return commodities where any of the keywords you entered are found. For example, searching on consulting services will return any commodities which contain consulting or services.
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WEBS~ Commodity Codes Selection and Search (Continued)
Searching Tips: To narrow your search use “AND” to search for commodities
containing both words. For example searching for Written AND Communication will return commodities that contain both written and communication.
Use quotes to search for an exact phrase. For example searching for “organizational services" will return commodities that contain the exact phrase organizational services. Hint: If you know the group or division that you want to search within, type in the group and number inside quotes. For example typing in “group 97” will return any commodities that are applicable to employee/agent training and development.
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WEBS~ Geographic Service Areas
Vendors will also indicate the geographic areas they are willing/able to provide goods and/or services in by selecting from a list of counties
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WEBS~ Getting Started
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WEBS~ Step by Step Instructions
Outlines steps for you to maintain your own data and also provides information about how the data will be utilized
– Read and Select “I agree” – Click Next Button
WEBS Memorandum of Agreement
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WEBS
~ Vendor Profile Information
Account administrator information (required) - Provide account administrator name, email address, and select Yes to receive notification of bid opportunities
Company Information (required) - Provide FEIN or SSN, Company Name, Annual Gross Revenue, # of Employees, # of years in business
– Optional fields: DBA Name, Web address, Washington UBI#
Basic vendor information that helps the State identify the types and sizes of vendors that we are conducting business with
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WEBS~ Vendor Profile Information (Continued)
Ownership Profile Information (required) – Identify if your company is publicly held, enter in demographic profile information for your company, and identify if your company has OMWBE certification status
Other certifications Information (optional) – Identify any additional certifications your company may hold
Corporate Location Information (required) – Identify the address information that you would like to have listed as the corporate location information
After completing all of the required fields click the “Next” button to move to step 2 of 4
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WEBS~ Additional Contacts (optional)
Vendors have the ability to add additional contacts for their profile. Additional contacts may be branch locations as well as additional users who would like to receive notification of bid opportunities. Additional contacts do not have access to modify the vendor profile data but will have access to view bid opportunities.
Click the “Add” button to add an additional contact
– Provide contact name and email address
– Optional fields: physical address information
– Click the “Save” button to save the additional contact
Click the “Next” button to bypass adding contacts
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WEBS~ Search for Commodity codes (required) Vendors are required to select at least
one commodity code for their vendor profile (see searching tips on page 1 of this document). The commodity codes cover Goods, Services and Construction related activities. In most cases the commodity codes represent a broad category of goods and or services so please choose those commodity codes which are the best fit for your company.
Enter in a keyword to find related commodity codes
Click the “Search” button When the search results return review
the list and select those codes that you would like to add to your profile. You may do this by checking the box to the left of the codes
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WEBS~ Search for Commodity codes (continued)
Click the “Add” button after checking the boxes for the codes you want to add to your profile
The next screen will display back to you the commodity codes that you have selected
– Option 1: Enter in another keyword to continue searching
– Option 2: Click the “Next” button to move to step 4 of 4 in the registration process
– Option 3: Remove any unwanted commodity codes by checking the box to the left of the code and clicking the “Remove” button
NOTE: You may view the entire commodity code listing by clicking the link just below the keyword search box, titled “View entire commodity code listing”
For search tips click on the Help link in the upper right hand corner of the screen
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WEBS~ Geographic Designations (required)
Vendors are required to select the counties for which they are willing to provide goods and/or services. Vendors may individually select counties or they may select ALL if they provide goods and services in all counties in Washington State.
1. Select the Counties from the drop down list.
2. Click the “Add” button 3. Review the list and if finished with
your selections click on the Finish button
4. You will be taken to a confirmation screen, confirming that your registration has been completed
5. WEBS will send the user(s) an email with their user id (email address) and their password
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WEBS~ QUESTIONS?
Questions about the registration process? Contact WEBS Customer Service at:
360-902-7400
8:00 a.m. to 5:00 p.m.
Monday – Friday
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Contract Extensions
Two Years
June 2009 - June 2011
OEDS Schedules 6 months ahead so . . .
Contracts must be re-bid Fall 2009
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Contract Amendments
Extends contracts through June 2011
Invoice Payments
Travel Reimbursement
Price Warranty
Training Service Warranty
DOP Training Materials & Governor’s Office Performance Management Topics
Publicity
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Summary
Know your customer’s business
Align your courses with State messages
Include the Management Framework and Diversity
Check the quality of your curriculum
Use DOP’s branding
Make it an Executive Experience
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Summary
Colleen Bray
Mike Dunstan
Jonte Sulton
Walt Jones
Pricilla Martinez-Mejia
Kristi Moorish (Team Mgr)
David Norman (Team Mgr)
Call your Program Manager whenever you have questions
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Thank YouWe look forward to continuing our
partnership with you to create
The best public workforce in the nation