Creating a Job Description Register weeknotes – Week commencing 10/06/2019

Good afternoon all,

This week:

  • As part of one our User Research activities, we’ve contacted other councils to find out and understand their Job Evaluation process and how they store/manage their Job Descriptions. We have received a good response from the councils and they are willing to work with us. We’ll be collecting this information through phone interviews.
  • Ahead of these phone calls, we have prepared some questions to ask the councils with different scenarios: ownership, control, access, storage, versioning etc.
  • We have started working on the end of the discovery phase checklist to ensure we’ve met the objectives of a discovery phase. The checklist is based on the Hackney Agile Life cycle.

Next week:

  • We’ll analyse the information collated from other council and learn what they are doing better.
  • We will be working with Rahma Mohamed who will assess the work we have done so far from the service design point of view and provide suggestions on the next phase of the project.

Thank you for reading.

Submit My Planning Application weeknotes – Week commencing 10th June 2019

Hello all,

Welcome to Submit my Planning Application weeknotes.

For more general updates, continue to check our project site; showing all the great stuff we’re doing and key information about the project. Alongside the project site, there’ll be a blog post being released very soon.

Thanks

Keith Gatt and Mac Kelany for working on the security on Submitting a Planning Applications. Thanks to them for their time and patience.

What we did this week

  • We’ve kicked off sprint 2 where our main focus is on accounts
  • Continued to work on the submitting form from front end to back end  
  • We’re working with the security team to ensure we meet the standards and protocols here at Hackney
  • Continued editing the schema, we’re still writing tests for it
  • In relation to the testing, we’ve completed 70% of it!
  • We’re implementing transactional emails using the GovNotify set up  
  • More information is being added into the form so that users can access and navigate on the ‘To Create a account’ page
  • We had a catch up with the development team to start to understand the Hackney environment and where the code will be deployed for live

What’s next:

  • We need to decide what URL our service can be accessed from
  • The planning ahead of the Service Assessment has kicked off
  • Our Show and Tell next week! Please attend to see our progress the team has made so far.  It will be on Thursday, 20th June ⋅ 1:30 – 2:00pm

What are we keeping an eye on?

  • Other planning projects that may impact on ours (namely the replacement of Northgate M3 with Tascomi for planning applications)
  • Other ICT projects that may impact on ours (namely the API factory which is re-engineering Hackney’s environments and development processes)
  • Progress on the Addresses API at Hackney as or project is dependent on this
  • We’ll be deciding on a date for the Service Assessment to take place

Decisions:

  • We decided to go with gov notify for our emails

Creating a Job Description Register weeknotes – Week commencing 27th May

From the User Needs we came up with User Stories, capturing likely journeys that Users may take when interacting with the HR process. We came up with User stories for HR Business Partners.

We then had a workshop with HR Business Partners to prioritise the User Stories, using MoSCow. The prioritised User stories are highlighted in Yellow, see below:

Must have Should Have Could HaveWon’t Have
As a business partner
I want to make sure the scoring is accurate  
So that the grading of the role is correct  
As a Business Partner I want to make sure I understand the actual changes being proposed So that I can decide if the Job Evaluation is neededAs a Business Partner
I want easy access to the most recent JDs during the disciplinary procedures
So I’m confident we’re making decisions based on accurate information
As a Business Partner I want to have enough information contained in a new JD So that I can carry out a Job Evaluation
As a Business Partner
I want to have the most up to date JD So that I can conduct a JD evaluation if requested by an employee
As a Business Partner I want to easily have access to the current JD So I can compare it with previous versionsAs a Business Partner
I want to automate the scoring method’s process
So that I can reduce human error

As a Business Partner
I want to make sure the decision letter and the Job Evaluation is stored in the agreed place after the evaluation So that everyone knows where to access it

As a Business Partner
I want to publicise the organisation structure
So that anyone can access it





As a Business Partner
I want to make sure I can find the correct versions of JDs
So that I can give them when they are requested by staff


As a Business Partner
I needed a completed questionnaire with the JD
So that I can make a decision quickly whether the JD need evaluating

As a Business Partner
I want to easily access the current JD
So that I can refer to it at employment tribunals and other purposes



As a Business Partner
I want the finalized JD to be saved in an agreed place
So that new recruits and their line managers don’t have to ask me for the JD











As a Business Partner
I want easy access to the most up to date JD when supporting service area managers on HR issues
So that I can perform this administrative task quickly



As a Business Partner
I want to have easy access to the most recent job descriptions when I am participating in service reviews
So that I am making decisions based on accurate information



As a Business Partner
I want to save JDs quickly during Service Review process
So that I can complete this admin task quicker



Next week we will be emailing other councils to understand their process and extract and analyse eDOCS data related to Job Descriptions. Thank you for reading.

Submit my Planning Application weeknotes – Week commencing 27th May 2019

Hello all,

Welcome back to Submit my Planning Application weeknotes.

We are now in the final phase of work on the minimum viable product. This is where we’re going to wire together all of our moving parts and get it all working seamlessly.

There’s been a bit of a change in team to do this. Emma P, Victoria and Wingwo are no longer on the project team and we have been joined by Mathew Trivett from Snook. Welcome!

We’ll still be sending you weeknotes and having monthly show & tells. New to this phase too is a monthly blog post so keep your eyes peeled

For more general updates, continue to check our project site; showing all the great stuff we’re doing and key information about the project.

Thanks

Huge thanks to Emma P, Victoria and Wingwo for all of their time, effort and commitment to this project. We still look forward to seeing you at whatever show & tells you can come to! Also thanks to those of you who came to the end of phase show & tell in March. You can see the slide deck here if you want to catch up.

What we did this week

  • Kicked off the project by:
    • Agreeing scope
    • Planning work order into sprints
    • Moving over to using JIRA to track progress
    • Integrating JIRA to GitHub so that developers can update comments and status’ via commit messages
  • Started work on Sprint 1 which will focus on getting all data from the form a user fills in successfully saving to the back end in a wonderful, organised way.

What’s next:

  • Sprint 1 will run for 2 weeks
  • Sprint 2 will focus on accounts
  • We need to decide what URL our service can be accessed from
  • We need to source a transactional email provider (initially looking at Gov Notify)

What are we keeping an eye on?

  • Other planning projects that may impact on ours (namely the replacement of Northgate M3 with Tascomi for planning applications)
  • Other ICT projects that may impact on ours (namely the API factory which is re-engineering Hackney’s environments and development processes)
  • Progress on the Addresses API at Hackney as or project is dependent on this

Decisions:

  • The go live scope is strictly fixed and will deliver ‘Must Have’ Stories

Creating a Job Description Register – weeknotes

Good afternoon all,

We ran two User Journey mapping sessions:

HR Business Partners: We created a persona ”Gloria” who is a HR Business Partner,  wants all the documents to be available for review and fairly evaluate the Job Description to grade it.  We created a User Journey Map of the Job evaluation process. There are 4 main steps within this process: ‘Receipt of Job Description and Questionnaire’, ‘Review the documents’, ‘Evaluating the Job Description’ and ‘Implementing the decision’. We captured what each Business Partner was doing, thinking and saying/feeling.

Business Managers: We created a persona ”Mohammad Hussain” who is a Business Manager, wants to easily create a Job Description with guidance given by the HR Business Partners, so that he can get the grade for the Job Description. They want to make sure that the finalised version is stored into an agreed location. There are 5 steps within the process of creating a Job Description: ‘Identifying the need’, ‘Scoping out the role’, ‘Creating a Job Description’, ‘Job Evaluation process’ and ‘Finalising the Job Description’.

From the sessions’ outcomes, we came up with the User Needs (as below). We presented them to the Business Managers and HR Business Partners and ran User Needs Prioritisation Workshop. The prioritised User Needs are highlighted in ‘Yellow’.

Business Managers User Needs:

‘Having building support’  

‘Gathering a business case’

’Managing my time’

‘Getting Sign off’

‘Create a role that’s fit for purpose’

‘Support from others’

‘Process’

‘Consistency in JD Storage’

‘Finding out the result of Job Evaluation’

‘Job Evaluation’

‘Organisation Structure’

‘Job Families’

‘Where do I find the Job Description template’

HR Business Partners User Needs:

‘Understanding context’

‘Understanding the actual changes being proposed’

‘Process’

‘Resources’

‘Managing expectations (the outprocess)’

‘Do I have enough info/is there sufficient info to progress?’

‘Transparency in outcome’

Where is the current JD?

‘Understanding the actual changes being proposed’

‘Managing my time’

‘Ensuring fairness’

‘Have a clear Job Evaluation Process’

‘Scoring methods’

‘Organisation structure’

‘Questionnaire’

‘Storing, versioning and linking Job Description with Job Evaluation’

‘Communicating the outcome of Job Evaluation’

Next week, we will let you know about how we have created User Stories based on these prioritised User Needs. We will also discuss how we used MoSCoW to prioritise the User Stories. Thank you for reading.