A.1 OE21 Setup 

Strategic Objective:

Setup OE21 tools (spreadsheets, docs, and surveys) on company Intranet

Objective:

Quality Objective:

Enables organization managers to quickly access all OE21 tools & surveys

Quality Objective:

Approved: 20-Dec-17

Approved: DD-MMM-YY:

Responsibility:

Responsibility:

Approved by: AfCI (OE21 Provider)

Lead: Leadership Focus Team (LFT/IT)  Support: OE21 Provider and FAC

VALUE ADDED

  1. Creates a new company INTRANET web page for OE21 access to links (tools and surveys)

  2. Authorizes the OE21 Provider to send all OE21 Tools and Surveys to the Organization that purchased

  3. Helps integrate the OE21 system into the organization or company Intranet site

  4. Supports decisions on using OE21 project manager and metrics performance tools - or other tools

  5. Prepares the organization for full implementation of the OE21 program, tools and surveys

PROCESS 

Figure A.1 Setup Process Chart Instructions

Inputs to A.2 OE 21 Setup

  • An active subscription to Microsoft Office 365

  • An active subscription to www.surveymethods.com (professional; $15.00 USD/month in 2019) 

  • An organization web site with one or more private protected (Intranet) web pages

  • Signed agreement with the OE21 Provider (to use the OE21 content, tools, and surveys)

Outputs from A.2 OE21 Setup 

OE21 Standardized Procedures (standards) - (about 30 web pages published at this oe21.net site)

OE21 Tools (~35 spreadsheets and docs) from the OE21 Provider (AfCI LLC)

OE21 Surveys (~ 25 surveys transferred from the OE21 Provider and to your SurveyMethods account)

Performance Measurement System (PMS) - Either the OE21 PMS or your internal organization PMS. The PMS is used to collect data that create Trend Charts displaying graphic measures, target levels, benchmarks, and associated narrative action plans. Ideally, the organization will select one person as the PMS Administrator (see Task A.2.21).

Project Management System - Either the OE21 Project Management System or your internal organization system. The Project System is used to plan and track four or more projects called Excellence Action Plans that will contain tasks, timeframes, and resources aimed at boosting current performance, solving problems, and driving the organization toward sustainable long-term success. The key projects are: 

  • Leadership Excellence Action Plan​

  • Customer Excellence Action Plan​

  • Operations Excellence Action Plan​

  • Workforce Excellence Action Plan​

 

Ideally, the organization will select one person as the Super Project Manager (see Task A.2.23).

INTRANET with OE21 Main Page - During the implementation of this standard, the person(s) who administer your organization's non-public INTRANET will create a new page entitled OE21 Main. This page will replicate the Main page on this OE21 site. After the OE21 Provider has transferred a copy of all OE21 Tools and Surveys to your organization, the links to OE21 Tools and OE21 Surveys will be enabled on your OE21 Main Page. At that point, your organization controls ALL data and information you input to the OE21 Tools and Surveys.

A.2 Implementation Instructions

A.1 IMPLEMENTATION INSTRUCTIONS

NOTICE: All OE21 implementation instructions assume that your organization has purchased a Site License for OE21 tools and surveys. A "site" is defined as one address (city, state, zip) location where the organization operates and where that site's workforce works or reports to. The U.S. Department of Labor and Statistics labels a "site" as an "establishment", and they label two plus establishments a "firm."

 

MILESTONE 1 START

Task A.1.1 Ensure System Requirements are met. The requirements are:

  • An active subscription to Microsoft Office 365 current version

  • An active subscription to www.surveymethods.com professional account

  • An organization private (login required) web page, often called an Intranet.

  • The organization has designed one or more persons as the OE21 Facilitator (FAC). The FAC is responsible for direct communications with the OE21 Provider and for helping guide all implementation instructions and updates of Milestone completions (shown in blue text below). 

Task A.1.2 Ensure Legal Requirements are met. The requirements are a signed license agreement with the OE21 Provider (to access and use the OE21 standards, tools, and surveys).

  • MILESTONE 1 COMPLETION - LFT sends an email to the OE21 Facilitator (FAC) with the subject: Milestone A.1.M1 complete - The FAC then inputs the status [% ] on the organization's OE21 Intranet Main page. The completion % is displayed on Figure A.2 Process Chart. 

​​Task A.1.3 Create a new Intranet Page. The organization web site must have the capability to create a private (non-public) web page that requires a login available only to the organization. This site is referred to as INTRANET. The LFT/IT creates a new password-protected web page. This page will be used to set up links to all OE21 tools (spreadsheets, docs) and surveys. (see Tasks A.2.4 and A.2.5).

  • MILESTONE 2 COMPLETION - LFT sends an Email to FAC with the subject: Milestone A.1.M2 complete - The FAC updates the status (completion % as displayed in Figure 2) on the organization's OE21 Intranet Main page.   

 

Task A.1.4 Review OE21 Tools and Survey Names. The names for all OE21 tools and surveys are provided on the right side of the OE21 Main page. These names should be arranged as shown on the right side of the OE21 Main Page below a title such as LFT SURVEYS AND TOOLS. The other teams CFT, OFT, and WFT also have their unique lists of surveys and tools names. These surveys and tools names will be the reference for Task A.2.5.  

 

Task A.1.5 Create Intranet Page with OE21 Links. The organization's IT person(s) creates a new Intranet (non-public) web page using the organization's web site publishing system. This page MUST be protected from everyone outside the organization. Insert the OE21 SURVEYS AND TOOLS lists exactly as shown on the OE21 Main Page (same names; same orders; same grouping under LFT, CFT, OFT, and WFT teams. Note that exact names, ordering, and grouping on the Intranet page are helpful to user who navigate from this OE21.net web site back and forth to the organization's Intranet page to get access to OE21 surveys and tools. 

 

Task A.1.6 Verify the OE21 Link Names. The FAC should compare the OE21 link names to the names visible on the OE21 Main Page and make sure all names are correct.

Task A.1.7 Email OE21 Provider to Request OE21 Tools. The FAC emails the OE21 Provider and requests a copy of all OE21 tools (spreadsheets and doc files). The OE21 Provider uses an efficient way and mutually agreed process for transferring all OE21 tools to the Organization. 

Task A.1.8 Receive and Store OE21 Tools. The FAC and organization IT person(s) receive the OE21 tools from the OE21 Provider and places the tools in a protected storage area such as Microsoft OneDrive, Google Docs or Dropbox. All OE21 standards, tools and surveys must NOT be made available to unauthorized users outside of the organization Site. 

Task A.1.9 Setup Links from Intranet to OE21 Tools. The FAC and IT use the organization's website Intranet to create and enable the links to the individual OE21 tools (spreadsheets and doc files). 

Task A.1.10 Verify that OE21 Tool Links Work. The FAC and IT should test each of the OE21 links on the organization's INTRANET page to ensure that they work. Links to OE21 Tools should download a copy of the spreadsheet or doc file.

  • MILESTONE 3 COMPLETION - IT sends an Email to FAC with the subject: Milestone A.1.M3 complete - The FAC then updates the status (completion % as displayed in Figure 2) on the organization's OE21 Intranet Main page.   

---------------------------------------------------------------------------------------------------------------------

Task A.1.11 Purchase SurveyMethods Account. The  should go to www.surveymethods.com and purchase a subscription to their "Advanced" version or higher.

Task A.1.12 Establish Login to SurveyMethods. The person who receives the survey login (email) authorization is the point of contact with the OE21 Provider. 

Task A.1.13 Request Surveys from OE21 ProviderThe organization provides the survey login (email) to the OE21 Provider and requests that the OE21 surveys are copied to the organization's survey account.

 

Task A.1.14 OE21 Provider Copies Surveys into Organization Account. Note: The survey methods provider has automated this process. The OE21 executes the copy process and notifies the organization's LFT/IT that the surveys are now in their survey account.

Task A.1.15 Setup Links from Intranet to OE21 Surveys. The FAC and IT use the organization's website Intranet to enable the links from the survey names displayed on the OE21 Main page. 

Task A.1.16 Verify that OE21 Survey Links Work. The FAC and IT tests each of the OE21 links on the organization's INTRANET page to ensure that they work. Links to OE21 Tools should open the corresponding survey in the organization's surveymethods.com account.

  • MILESTONE 4 COMPLETION - IT sends an Email to FAC with the subject: Milestone A.1.M4 complete - The FAC then updates the status (completion % as displayed in Figure 2) on the organization's OE21 Intranet Main page.   

---------------------------------------------------------------------------------------------------------------------

Task A.1.17 Notify OE21 Provider that Intranet Main Page is Ready. The LFT/IT notifies the OE21 Provider that the organization's OE21 Main Page with links to tools and surveys are ready to validate. The LFT/IT and OE21 Provider schedule a date and time for an online validation process. 

Task A.1.18 Meet Online and Validate Links and Protections. The LFT/IT, FAC, and the OE21 Provider meet online and go to the organization's OE21 Main Page containing names and links to all OE21 tools and surveys. The OE21 Provider observes while the LFT/IT logs in to the protected INTRANET page and verifies that the page is protected from public access or access by unauthorized persons. Next, the OE21 Provides observes while the LFT/IT demonstrates each OE21 tool and survey link. If necessary, corrections are made to ensure that the OE21 tools and surveys are ready for the training and implementation ahead. 

Task A.1.19 OE21 Setup Completion and Notification. The LFT and FAC notify all authorized OE21 users that the OE21 tools and surveys are available on the protected INTRANET page. 

  • MILESTONE 5 COMPLETION- LFT sends Email to FAC with the subject: Milestone A.2.M5 complete - The FAC then updates the status (completion % as displayed in Figure 2) on the organization's OE21 Intranet Main page.   

---------------------------------------------------------------------------------------------------------------------

Task A.1.20  Examine the OE21 PMS tools.  The Performance Measurement System (PMS) is used to create Trend Charts to track measures, trends, and targets for all "results: as defined in the following OE21 Standards:

  • 7.1 Product and Process Results

  • 7.2 Customer-Focused Results

  • 7.3 Workforce-Focused Results

  • 7.4 Leadership and Governance Results

  • 7.5 Financial and Market Results

 

The OE21 includes spreadsheet models that can be used as the Performance Measurement System (PMS) in cases where the organization does not have a PMS application. The OE21 spreadsheet models should be linked to the organization's Intranet OE21 page as specified in Task A.2.5 and have these names:

  •  LFT 7.4/7.5 PMS Leadership Excellence Metrics (.xlsx)    

  •  CFT 7.2 PMS Leadership Excellence Metrics (.xlsx)    

  •  OFT 7.1 PMS Leadership Excellence Metrics (.xlsx)    

  •  WFT 7.3 PMS Leadership Excellence Metrics (.xlsx)

 

The organization should download and examine each of these spreadsheet models to see how they work and what kind of trend charts, data, and other information they include. This examination will help the organization make a key PMS decision as specified in Task A.1.22.

Task A.1.21 PMS Decision: Use OE21 PMS spreadsheets or use other PMS system.    

 

  • Alternative A: Use the OE21 PMS spreadsheets    

  • Alternative B: Use existing PMS system (if available; if meets requirements)     

  • Alternative C: Purchase another PMS system (e.g. Microsoft BI, etc.)    

 

IF Alternative B or C selected, then the organization FAC and IT should set new links to the chosen PMS and include these links or logins to PMS on the organization's INTRANET OE21 Main Page.

 

Once the organization has selected its Performance Measurement System (PMS) or tool, the senior leaders should assign at least one person to act as the "PMS Administrator." This person may become an key member of the OE21 Leadership Focus Team (LFT) or of the OE21 Operations Focus Team (OFT). The PMS Administrator will collaborate with all four OE21 Focus Teams (Leadership, Customer, Operations and Workforce Focus Teams) to support their four "Excellence Metrics" tools listed in Task A.2.20 - or - the PMS Administrator may decide to combine the four Focus Team PMS Excellence Metrics files into one master PMS program that rolls up the four projects into one total project summary. Note: Ideally the PMS Administrator has experienced in the administration and operation of performance measurement systems, including selection of measures and setup of trend charts, targets and benchmarks. If such a person is not available, then the OE21 PMS files may be administered and operated by the four OE21 focus teams.   

Task A.1.22  Examine OE21 Project Management tools.  There are four (4) OE21 Project Management tools (spreadsheet models) used to plan and track Action Plans. Action  Plans are created as part of each OE21 Standard, and contain the following project information:

  • Tasks (work to be done) each with a unique Task Title

  • Performing Organization - a code for the role or ID of the person or team that will do the Tasks

  • Resources (labor or non-labor) - an estimated quantity of labor hours or non-labor dollars (e.g., material or other non-labor costs)

  • Labor Rate or Non-Labor dollars - (labor cost per hour or non-labor total cost in dollars)

  • Resources Required Costs (a formula that calculates the cost of labor and non-labor)

  • Task Completion Status (%) - progress indicator based on % complete of each Task

  • Task Completion Dates (DD-MMM-YY)

  • Formulas - for tracking project start to finish 

The OE21 Project Management tools are spreadsheet models with the following names:

  • LFT 1.1 Leadership Excellence Action Plan

  • CFT 3.1 Customer Excellence Action Plan

  • OFT 6.1a Operations Excellence Action Plan

  • WFT 5.1c Workforce Excellence Action Plan

The organization should download and examine each of these project spreadsheet models to see how they work and what they include. This examination will help the organization make a key decision to use these OE21 project files or to use another project management system or tool as specified in Task A.1.23.

Task A.1.23 Project Management System Decision: Use OE21 Project spreadsheets or use other Project Management system.    

 

  • Alternative A: Use the OE21 Project Management spreadsheets    

  • Alternative B: Use existing Project Management system (if available; if meets requirements)     

  • Alternative C: Purchase another Project Management system (e.g. Microsoft Project, etc.)

  • Alternative D: Use free project management tools (e.g. Google Gantt chart, etc.)     

 

IF Alternative B, C, or D selected, then modify links to the OE21 Project Management tools used in the organization's INTRANET OE21 Main Page (listed in Task A.1.22).  

 

Once the organization has selected its Project Management system or tool, the senior leaders should assign at least one person to act as the "Super Project Manager or Program Manager." Ideally, this person will become an key member of the OE21 Leadership Focus Team (LFT). The super project manager will collaborate with all four OE21 Focus Teams (Leadership, Customer, Operations and Workforce Focus Teams) to support their four "Excellence Action Plans" projects listed in Task A.2.22 - or - the super project manager may decide to combine the four Focus Team projects into one master project that rolls up the four projects into one total project summary. Note: If assigned, the super project manager ideally will be a PMI certified project management professional.     

Once Task A.2.23  is accomplished, the OE21 Setup Process is finished and the last milestone is done. 

  • MILESTONE 6 COMPLETION - LFT sends Email to FAC with the subject: Milestone A.1.M6 complete - The FAC/IT then updates the status (completion % as displayed in Figure 2) on the organization's OE21 Intranet Main page.

---------------------------------------------------------------------------------------------------------------------

(End of the Standard A.1 Setup Process)

---------------------------------------------------------------------------------------------------------------------