John Schaefer Writing Sample.doc
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$12.31/hr x 10 hrs/week x 52 weeks = $25,545.20/year Equipment (1) Digital Video Camera - $1,000 (1) FireWire/Digital Video Accessories - $85 (1)Tripod - $35 (6) Webcams - $300 (7) Microphones - $175 (1) Digital Signage - $1,500 (1) Projector - $1,000 (1) Laptop - $1,000 (1) Printer - $200 (1) Scanner - $200 (1)Shredder - $100 (1) Filing Cabinet -
John Schaefer Writing Sample.doc
- 1. Regional Onboarding Executive Summary: Registration 8:15am - 8:30am Introduction / Governor Video 8:30am - 8:45am Employee Data 8:45am - 10:00am Benefits Overview 9:30am - 10:30am Benefits Demonstration 10:30am - 10:45am Employee Handbook 10:45am - 11:00am IGC / Statehouse Tour 11:00am - 12:00pm Online Training Overview 1:00pm - 1:10pm Lunch 12:00 - 1:00pm Performance Management 1:10 - 1:40 PERF 1:40pm - 1:55pm HoosierSTART 1:55pm - 2:10pm IGC Safety/Facilities Mgmt 2:10pm - 2:25pm INShape Indiana 2:25pm - 2:40pm Break 2:40 - 3:00 Sexual Harassment Prevention 3:00 - 4:30pm Training Evaluations
- 2. In alignment with the Indiana State Personnel Department’s mission, SPD Training Division answers the need for a uniform new hire orientation process. Opportunity for greater efficiencies and effectiveness warrant the need for regional locations across the State. Onboarding Overview New Hire Orientation is branded as ‘Onboarding’. The frequency for the Onboarding process is weekly. Since June 9th 2008, nearly two hundred employees have gone through the Onboarding experience. A variety of speakers and content introduce newly hired employees to Indiana’s high performance culture. All employees participating in the Onboarding experience must physically be located in the Indiana Government Center (Indianapolis). This forces lengthy travels on those whose work assignment does not otherwise include Indianapolis. Onboarding participants use the Offer Letter, as parking credentials into to the State owned Parking Garages. New hired employees benefit from a live demonstration on the self-service enrollment process. A tour of the IGC facilitates and the Indiana State House is provided. Participants are engaged in the rich history of Indiana, as well as functional on the whereabouts of downtown Indianapolis. Introduction Employment Data Benefits 2.036842105 1.836842105 1.826315789 Online Training Performance PERF Overview Management 1.915789474 1.621052632 1.768421053 Employee IGC Tour Statehouse Tour Handbook 1.978947368 1.805263158 1.694736842
- 3. Hoosier START IGC Safety INShape Indiana 1.763157895 2.026315789 2.110526316 The effectiveness of the Onboarding process is measured via feedback of the participants. Participants complete the evaluation at the end of the Onboarding day. 1 – Best 5 – Worst Onboarding Participant Feedback Great Orientation/Class I'm excited to be part of the State Would be wonderful to have ice water for the afternoon session. John was an excellent orientation trainer. John was a very good presenter/facilitator don't turn off the lights after lunch. Very Informative Information Thanks! Room was nice Room was too cold. Should probably ask that people turn off cell phones and ask that people not take phone calls during presentations. Room was too cold as well. There are more women than me. The room is cold. Shorter Orientation (too long) Very cold in room. Long day should tell new hires to bring jackets and wear comfortable shoes. Room is too cold. In the employment letter (which is sent in the mail), on the list of documents to bring the 'first day', including a blank check would be helpful. I felt this training was more thorough and helpful than the previous training I went a few years ago. Need more time to review benefits and retirement information The employee benefits section was completely confusing. That was no help.
- 4. I think the Governor's Welcome video should be updated. I think it was done in 2006 :) Overall, very good. A lot of info to digest on the first day though. It would have been helpful to have the instructions when they were explaining how to enroll for benefits online. I would have liked to learn more about employee policies. Staff was very friendly. State House tour was great! Analysis The opportunity to better the Onboarding experience has a significant impact on the performance and culture of the State. Industry has considered Onboarding to be one of the primary drivers in employee job satisfaction, and maintaining low turn-over rates. The fiscal impact of stream-lining process is apparent. Funding Opportunity Indiana prides itself in bringing ‘green’ innovations into Government. The Greening Government Incentive Program is available to State Agencies who need funding for environmentally sustainable programs. Utilization of Existing Resources The Indiana State Library has offered to be a resource to the State Personnel Department. The ISL staff offer the use of multimedia equipment, and necessary software licensing. The ISL requests John F. Schaefer (SPD, Training) to be the Pilot on the Adobe Connect software. Teleconference ready facilities are located in each geographic region targeted by the Regional Onboarding Plan. Benefiting from Experience Training evaluations, participant/speaker feedback, and interviews provide insight on the Onboarding program’s success. Industry Research Secondary research data suggests the Public Sector (on the whole) to be underperforming vs. ‘Best in Class’ private industry performers. ELM participation during the Onboarding day has yielded positive results. Participants appreciate the time alone, and increase the level of engagement. Federal Legislation and programs create opportunities in work-flow process. Electronic signatures, E- Verify, and I-9 Electronic Archiving allow for flexibility in process. Assessment: Onboarding
- 5. Strengths Weaknesses
- 6. Subject Matter Experts (SME) excel in providing Driven by paper-demanding process structure. personalized attention. Infrequent breaks from content-heavy Variety of speakers aids in maintaining learner focus. lectures challenges learner retention. Introduces new hires to several Point of Contacts Employees credential/access need not within SPD. satisfied. Employee concerns/inquiries fielded immediately; to the Requires commute to IGC (Indianapolis) benefit of all participants present. Betterments in Staffing functions Incentives Agency Lack of effectively conveyed Learner centralization Objectives Satisfies the Sexual Harassment Training requirement Single process point for obtaining feedback & of New Hires. the timing discourages optimal participation Simplifies Benefit Options increasing Employee Need for Employee's copies of completed utilization of offered services. documentation unaddressed. Inability to immediately mimic Strong EQ interaction during Employee Handbook & Our process/activities illustrated & demonstrated Culture presentations during Onboarding. Domino Effect' as Presenters run-over Enables New Hires to enroll directly in Self-Service allotted time threatening consistency of Benefit Enrollment. content provided. Facilities Tour & Safety overview optimizes employee's Redundancies and unnecessary workflow experience & readiness. process. Performance Management techniques adoption Disruptions & Bottlenecks in IGC Parking increased with informed employees Facilities Standardization of Employment Compliance & Negative trending in successful enrollment & Verification. completion of online training modules. SPD accountable for ensuring new hires 'start off on Lack of S.M.A.R.T. metrics. the right foot' Lectures, Interactions, and Literature provided to Sexual Harassment Training scheduling educate & enable new hires. presents barriers in learning. Demonstration based Tutorials provide reinforcement & Employee need for Organizational Chart encourage adoption. unaddressed. Assessment: Onboarding
- 7. Opportunities Threats Availability of State Office(s) located outside of Peoplesoft work-flow errors and bottlenecks Indianapolis. Federal Regulation introduced to encourage Risks of information being compromised increases as electronic process of I-9 Employment Verification. more parties are directly involved. Greening Government Incentive Program provides Lack of participation and ownership at Agency level resources to implement Environmentally conscious to ensure Performance Management/Onboarding efforts. success. Effectively utilizing Adobe Connect to better Upcoming election cycle potent ional to yield address Learner needs. legislation in Employment Law. Introduction of "30 days out" evaluation/feedback Continued drain on SPD Training Resources to assist process. in IRUA/Ethics modules. Implementing Pre-Test Learner evaluations create Onboarding participants discouraged to engage in S.M.A.R.T. benchmarks. questions with aggressive scheduling/time constraint. Earned Value savings in utilization of existing state- Retention likely decreases as the amount of content owned Technology Infrastructure conveyed increases. Design process improvements to tackle ‘ease-of- Reliance on Stakeholder approval, support, & application'/user-friendliness' issues frequently effective implementation. cited. Introduce Learner Objectives & Retention New Hires outside of Indianapolis further burdened reinforcement methods. by financial strain of rising fuel costs. An employee unequipped with I-9 identifications on Identified Key Performance Indicators (KPI)s the day of Onboarding threatens pending adoption-review. standardization/legal compliance. Exhausted SPD Training Resources from addressing Primary data provided by feedback provided by 2009 Open Enrollment & Onboarding content Employees in current Onboarding process utilization. updates. Demonstration Exercises provide retention Employee frustrations from 'signing-in' to parking reinforcement & encourages successful user facilities & uncertainty on obtaining credentials. adoption. Flexibility to introduce Employment Research aimed Contradictions between Onboarding Presenters & to encourage innovation & diversity in the dynamic Agency specific contacts. workforce. Assessment of Effectiveness model presents Lack of cohesion between Agency and New Hire on accountability structure in learning. the logistics of 'Week One'
- 8. Training Division fills Vacant position tasked with Comments/Criticisms presented by Presenter(s) Onboarding challenges. potential damaging our Culture. Encourage non-centralized Agency leadership to Spikes in hiring strains Onboarding resources attend an Onboarding session. jeopardizing effectiveness. Ability to input XML Data into Peoplesoft allows Technology reliance sensitive to unforeseen maintain/ integration in GMIS infrastructure. upgrade costs. Budget Analysis Current Process Expense Recommended Expense Paper (Given to New Paper (Given to New Hire) $5,446.64 Hire) $37.97 Paper (Used in Work Paper (Used in Work Flow) $144.60 Flow) $7.59 Folder / Toner / Folder / Toner /Supplies $5,542.89 Supplies $800.00 (7593) DVD-R Discs $6,074.40 Annual Process Cost $11,134.13 Projected Annual Cost $6,919.96 All State Employees $49,856.51 All State Employees $30, 986.00 Earned Value $4,214.17/yr $18,870.51/total Cost based of YR2007 Recruiting Statistics, 7593 new hires in the calendar year. 34,000 employees used to represent the ‘total’ of all State Employees. Implementation Cost – Single expense; necessary tools procurement Slated Expenditures (1) Adobe Acrobat Connect Professional software $38,280.00 Adobe Connect (4) Seminar Rooms software $200.00 Adobe Presenter software $400.00 (7) Microphones $175.00
- 9. (6) Webcams $300.00 (1)Tripod $35.00 (1) Digital Video Camera $1,000.00 (1) FireWire/Digital Video Accessories $85.00 Implementation Cost $40,275.00 Recommended Expenditures (1) Adobe Acrobat Connect Professional software $0.00 Adobe Connect (4) Seminar Room $0.00 Adobe Presenter software $0.00 (7) Microphones $0.00 (6) Webcams $0.00 (1)Tripod $0.00 (1) Digital Video Camera $0.00 (1) FireWire/Digital Video Accessories $85.00 (5) NitroPDF Software $320.00 (1) Xerox Disc Duplicator D103LS $760.00 (1)Xerox DocuMate 510 $329.99 Implementation Cost $2,254.99 $1,000.00 Greening Govt. Incentive Adjusted Cost to Implement $1,254.99 Earned Value on Implementation
- 10. $39,020.01 The Indiana State Library partnership, as well as the Greening Government incentive program creates real measurable results. Labor projections based on the Employee Data Team Salary average. ($24,000) Staffing Need Salary Total Labor Position Hours/Week Wage Expense Expense 4 10 $12.31 $492.40 $589.85 Annual Labor $30,671.99 Expense Expenditures other than salary utilize the Indiana State Budget Agency formula for assessing position costs. (19.79%). Total Project Cost = Implementation Cost + Cost of Process (1 YR) + Labor Cost Total Annual Expense Current Process Total $41,806.12 $82,081.12 (current) Project Expense VS. Proposed Annual $37,591.95 Total Project Expense $38,846.94 Expense Regional Onboarding State-owned Facilities utilized in hosting Regional Onboarding. Participants located one of five applicable Onboarding ready accommodations. Onboarding participants once forced to commute to Indianapolis can now actively participate from any region. Adobe Connect software will be used to design and facilitate the Regional Onboarding ‘TelePresence’ experience. Technology based advancements allow participants to experience and retain content as if they sat in the same room. Scheduling changes based on feedback and traditionally accepted learning theories. The addition of an additional ½ day of Onboarding is recommended. Day I
- 11. Item Time Registration 8:15am - 8:30am Welcome/Video 8:30 - 8:45am Employment Data 8:45 - 9:30am Employee Handbook Overview 9:37am - 10:00am INShape Indiana 10:00 - 10:15am State Employee Contribution Campaign (SECC) 10:15am - 10:30am PERF 10:40am-11:00am IGC / Statehouse Tour* 11:00am - 12:00pm Lunch 12:00pm - 1:00pm Questions/Feedback 1:00pm - 1:10pm Employment Culture Performance Mgmt. 1:10pm - 1:53pm HoosierSTART 2:00pm - 2:30pm Information Resources User Agreement (IRUA) module Internet Safety 2:30 - 3:00pm Benefits Overview 3:10pm - 4:10pm Training Evaluations/Feedback 4:10pm - 4:30pm Revised Onboarding Schedule Day II Item Time Registration 8:00am - 8:15am Questions/Feedback 8:15am - 8:30am Benefits Enrollment Demonstration 8:30am - 9:00am
- 12. Self Service Benefits Enrollment 9:00am - 10:00am Credential/Access Badges* 10:00am - 11:00am Preventing Sexual Harassment 11:00am - 12:00pm . *Indianapolis participants only. hose who participate in a regional facility will engage in Agency and/or Geographic items Regional Onboarding – Resources Staffing The Regional Onboarding facilities will be reliant on a Staff position. This individual will act as the Remote Facilitator. The following duties/tasks are essential to the operations of Regional Onboarding Reception/Greet Onboarding participants Collect any applicable paperwork, or authorization forms Set-up/Tear-Down equipment Verify Employee Eligibility Verification Moderate the remote location in Adobe Connect conference Facilitate ELM Online Training modules Assist in logistical support/trouble-shooting efforts. Each Regional Office will require one employee, at a minimum of ten hours per week ensuring the success of Onboarding. Equipment The following tools are considered essential to the operations of an effective regional Onboarding program. Facilitates