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Key Dimensions of “Process” • Approach or methods (A) • Deployment (D) • Evaluation, improvement and cycles of learning (L) • Alignment or integration with organizational needs (I) 57
Approach refers to: • Methods used to carry out a process • Appropriateness of methods • Effectiveness of the methods • Degree to which the approach is repeatable and based on reliable data and information (i.e., systematic) • “ Fixin ’ to” is not the same as doing! • The plural of “example” ≠ systematic 58
Deployment refers to: The extent to which… • Approach is applied in addressing the item requirements relevant and important to the organization • The approach is applied consistently • The approach is used by all appropriate areas (work units, processes, employee groups, locations, stakeholders) 59
Learning refers to: • Refining the approach through cycles of evaluation and improvement • Encouraging breakthrough change to the approach through innovation • Sharing refinements and innovations with other relevant work units and processes in your organization 60
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Integration refers to: The extent to which • The approach is aligned with organizational needs identified in other Criteria items • Measures, information, and improvement systems are complementary across processes and work units • Plans, processes, results, analyses, learning, and actions, are harmonized across processes and work units to support organization-wide goals. 62
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Energizer 1. Assemble cartoon frames in the correct sequence. 2. Which multiple requirement(s) of the Criteria does the cartoon address? 3. Assign roles and prepare to read the cartoon aloud to the class. 4. Report out. 67
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Preparing for Consensus Step 1: Synthesize
Preparing an Item for Consensus Meeting 1. Review the Criteria requirements 2. Assign 4-6 key factors 3. Read applicant’s response 4. Review team members’ Independent Reviews SYNTHESIZE WRITE SCORE REVISE PREPARE Synthesize team Draft 6-10 feedback Score the item based Revise comments Prepare to present members’ IR into comments based on on your consensus based on feedback your items during the 6-10 comment topics your chosen topics review from your backup team’s consensus meeting Develop rationale Balance strengths Provide feedback to and OFIs your partner 77
What’s the Difference? Analysis Breaking a complex topic into smaller parts to gain a better understanding of it Synthesis The process of integrating materials you have gathered and then creating your own information 78
What Should I Synthesize? Strength and OFI comments for: • Approach or methods (A) • Deployment (D) • Evaluation, improvement and cycles of learning (L) • Alignment or integration with organizational needs (I) Gaps • When a key Criteria requirement is not addressed • When something the applicant has identified as important is not addressed (KF) 79
Remember… • It is your job to select the MOST insightful 6 – 10 pieces of information . . . not necessarily those that have already been written as feedback- ready comments. • Not all Criteria requirements are equally important to every applicant! 80
A Great Comment • Is insightful • Tells the applicant something it didn’t know • Provides meaningful feedback • Validates progress • Clearly describes key gaps and their significance to guide future improvement • Helps senior leaders allocate resources • Is easily understood • Without reading the application 81
Finding the “Sweet Spot” Criteria Process/Results Requirements Evaluation Factors Relevance to Applicant = value- (examples & key factors) added feedback 82
Rationale • What is a “rationale?” • The fundamental reason or justification for something • Why do you need one? 83
Sample Rationales For proposed strengths and OFIs: • Key Criteria requirement • Important to the applicant • Barrier that is keeping applicant from moving to the next scoring range or award level • Identified as a strength or OFI on majority of independent review worksheets (show initials of team members) 84
Sample Rationales For observations not used: • Not important to the applicant • Beyond the Criteria • Strength conflicted with OFI comment • OFI conflicted with strength comment • Prescriptive 85
Sample comment topics for 5.1 Item Comment Topics Rationale Ref. + PES used to assess workforce capability Identified by JH (double), KM, a(1) and capacity (A) MH, erased conflicting OFI + 12-step systematic approach for hiring, Identified by AY, KM, JH, key a(2) placement, and retention of employees Criteria requirement (A, D) + Multiple approaches for workforce Identified by KM, AY, MH, key b(1) health, safety, and accessibility (A) Criteria requirement ‒ Not clear how workplace environments GAP (key factors). Identified by b(1) differ for OSHA requirements, safety, or AY temporary employees (I) ‒ Missing cycles of learning for many a,b Addresses L, identified by AY workforce processes (L) 86
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Sample comment topics for 5.1 Item Comment Topics Rationale Ref. + PES used to assess workforce capability Identified by JH (double), KM, a(1) and capacity (A) MH, erased conflicting OFI + 12-step systematic approach for hiring, Identified by AY, KM, JH, key a(2) placement, and retention of employees Criteria requirement (A, D) + Multiple approaches for workforce Identified by KM, AY, MH, key b(1) health, safety, and accessibility (A) Criteria requirement ‒ Not clear how workplace environments GAP (key factors). Identified by b(1) differ for OSHA requirements, safety, or AY temporary employees (I) ‒ Missing cycles of learning for many a,b Addresses L, identified by AY workforce processes (L) 88
Assignments Table Item 1 1.1 2 2.1 3 3.1 4 6.1 5 1.1 6 2.1 7 3.1 8 6.1 89
Exercise Instructions Step 1 (10 min.) • Independently review the Criteria requirements for your assigned item • Independently review your homework and team’s IR worksheets to find commonalities and conflicts Step 2 (30 min.) • As a table , using the poster provided . . . • Identify 4-6 relevant key factors from master list (< 5 min.) • Select 6 topics (most important key messages) to develop into strength and OFI comments • Summarize your rationale for each comment Note: Don’t write feedback -ready comments yet! 90
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Preparing for Consensus Step 2: Write Comments
Preparing an Item for Consensus Meeting 1. Review the Criteria requirements 2. Assign 4-6 key factors 3. Read applicant’s response 4. Review team members’ Independent Reviews SYNTHESIZE WRITE SCORE REVISE PREPARE Synthesize team Draft 6-10 feedback Score the item based Revise comments Prepare to present members’ IR into comments based on on your consensus based on feedback your items during the 6-10 comment topics your chosen topics review from your backup team’s consensus meeting Develop rationale Balance strengths and Provide feedback to OFIs your partner 93
Comments Should… • Let the applicant know • NOT exceed 75-100 what it does well words • …and what it needs to • NOT include dense improve criteria language • Include examples from • NOT be judgmental or prescriptive the application • NOT focus on how • Use complete sentences well the application is • Contain a clear “so what” written 94 94
Comment Writing Tips Is the comment Criteria-based? Is it insightful? T = Start with the “topic sentence” or main point E = Give 1 – 2 supporting examples from the application S = Explain the “so what” (relevance) to the applicant by linking the comment to a key factor T = Try it out loud! 95
Sources of “so what” • Key factors • Item notes • Category and item commentary • Core Values and Concepts • Glossary of Terms • A-D-L-I progression or gaps • Le-T-C-I progression or gaps • Scoring guidelines 96
Sample comment topics for 5.1 Item Comment Topics Rationale Ref. + PES used to assess workforce capability Identified by JH (double), KM, a(1) and capacity (A) MH, erased conflicting OFI + 12-step systematic approach for hiring, Identified by AY, KM, JH, key a(2) placement, and retention of employees Criteria requirement (A, D) + Multiple approaches for workforce Identified by KM, AY, MH, key b(1) health, safety, and accessibility (A) Criteria requirement ‒ Not clear how workplace environments GAP (key factors). Identified by b(1) differ for OSHA requirements, safety, or AY temporary employees (I) ‒ Missing cycles of learning for many a,b Addresses L, identified by AY workforce processes (L) 97
Sample + Consensus Comment 5.1a(1) Comment: Using the Performance Evaluation System (PES), the applicant demonstrates a systematic approach to assessing workforce capability and capacity needs. The PES assesses associates' skills, competencies, and certifications to produce a comprehensive Training Matrix (Figure 5.1-1). Directors validate associate capacity on an annual basis by matching time studies to job descriptions and work flow. The applicant's systematic approach for assessing workforce capability and capacity needs may help the applicant meet seasonal workforce demands and address its strategic challenge of workforce retention. Rationale: Identified by JH (double), KM, MH, erased conflicting OFI
Sample + Consensus Comment 5.1a(2) Comment: The applicant deploys a 12-step process for recruiting, hiring, placing, and retaining new workforce members. The collaborative process between the Human Resources (HR) Department and the organization's directors begins with HR receiving an approved position requisition. Resumes from potential candidates are solicited through recruiting agencies, and print and online advertising. Interviews and assessments are conducted in order to identify the final candidate. Newly-hired associates are assigned a mentor and undergo 30-, 60-, and 90-day reviews to monitor progress and support retention efforts. The applicant's approach for recruiting, hiring, placing, and retaining new workforce members reinforces the organization's core competency of talent development Rationale: Identified by AY, KM, JH, key Criteria requirement
OFI Comments • Before site visit, often include a phrase such as “it is not clear” • Site visit is your opportunity to clarify everything that is OBLIGATION “not clear”! • Sometimes begin with “Although” or “While” • To highlight the gap (i.e., the approach is good but the deployment is lacking) • To affirm what the applicant has told us 100
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