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.

Creating a Job Description Register – weeknotes

Do you know where your Job Description is? And is it the most recent version?

The answer to the above questions should be ‘Yes’ and ‘Yes’ but is not often the case.

Job Description is probably one of the most important employee documents and should be stored in the employee’s personnel folder on eDOCS. For many reasons, this does not happen and causes a great amount of stress when the HR Business Partners or the Manager/employee needs it.

This project, currently in its Discovery phase, aims to understand the depth of the problem. After the interviews with HR Business Partners and Business Managers, the following key issues were identified:

Multiple Storage Locations: Instead of saving the Job Description in an agreed place (i.e. personnel folder), departments have their own ways of storing them. Job descriptions are being stored in many locations. For example Service Review folder on eDOCS, Business Manager’s drive, hard copies. As a result, the overall process becomes inconsistent across the Council.

Versioning: Over time, Job Descriptions get updated/changed. As a result, there are many versions of them and it becomes difficult to keep track of them. This ends up being a huge burden for HR Business Partners and other stakeholders as they have to spend a lot of time to find the correct version of Job Descriptions.

Multiple Job Descriptions for the same role: Many employees have the same Job Description. For instance, there may be 20 social workers, all with the same Job Description. If a change is made to one of the social worker’s Job Description, it then has to be made to all the other social workers’ Job Descriptions. Once these changes are made, the updated version has to be saved into each and every social workers’ personnel folders. This could cause consistency and efficiency issues.

Two User Journey Mapping workshops were held with the main stakeholders: HR Business Partners and Business Managers (see images below). This helped to understand the User Needs of the stakeholders and their feelings. More information on this next week.

Blockers:

  • It’s a real struggle to get everyone together for workshops due to the existing workloads.

Next week:

  • User Needs prioritisation session with HR Business Partners
  • Meeting with the Head of HR to review the current progress and prioritise the next steps.

Phase: Discovery

Team members: Kirstine Ward, Phillipa Newis, Jignesh Sanghvi, Hidayat Deen

Thank you for reading this far, have a great weekend!


Hackney Apprentices Meet Amazon

Think big

There are 14 Amazon principles for success, and Think big is one of them.

In December, I attended a digital skills workshop at Amazon Web Service HQ in Shoreditch. It was a great experience. The day consisted of a tour of the amazing 600,000-foot building full of equipment to encourage an agile work environment, from indoor tents to booth-like meeting spaces.

We had a great session with multiple individuals who represented AWS and other organisations: Julia, Scott, Josh, Kat and more. All talking about their unique and inspiring journeys of how they got to where they are now, as well as sharing valuable life lessons. Hearing journeys and setbacks from different perspectives showed me that nothing stops us from achieving apart from ourselves. Julia led her part of the session by speaking about how her journey started, what she studied and the personal setbacks she had. To hear how resilient Julia was through the tough times in her life really inspired me. You can see Julia’s achievements so far on LinkedIn.

Meeting user needs

Customer obsession is one of Amazon’s other principles and all us apprentices were set a group task: create an innovative service but start with the customers and work backward.

Amazon obviously wants its customers’ trust and to meet their needs. I saw a link between Amazon and the way we work at Hackney. We’re similar in the sense that all the work we do is for this borough, and our customers are the local residents. The products we create benefit the residents, and to do that well we need to meet their needs.

Be curious

It’s okay to be curious. To find or understand an answer, you should ask why and ask it multiple times. This was one of the most relatable points for me as I hesitate to ask ‘why’ in case it seems I lack knowledge. I questioned myself as to how I would gain knowledge if I didn’t ask? This really encouraged me and gave me the confidence to ask ‘why’ and be curious.

My main takeaway from the event was that you shouldn’t shy away from opportunities. Who knows where they’ll take us, and that’s the beauty of them. On the way, you’ll experience things you haven’t before, you’ll achieve new things and you’ll learn and gain knowledge.