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

  3. Used in conjunction with training and implementation of actions (missions)

Welcome!

Chuck Mitchell

OE21 creator

and advisor

PROCESS 

Figure A.1-1 Process Chart Instructions for A.1 OE21 Setup

Inputs to A.1 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.1 OE21 Setup 

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

  • OE21 Surveys (~ 25 surveys from the OE21 Provider and sent to your SurveyMethods account

A.1 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. The current price (March 2020) is $1200 for the Site License regardless of the size of the location. 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 or more Establishments as a Firm. Each Site/Establishment must purchase the OE21 Site License at the current ($1200 USD) price. 

 

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; currently $15.00 USD/month) 

  • An organization web site with the ability to publish a private (login required) web page, or Intranet.

Task A.1.2 Ensure Legal Requirements are met. The requirements are:

  • ​Signed agreement with the OE21 Provider (to use the OE21 content, 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 updates the status on the organization's OE21 Intranet Main page. The completion % is displayed on Figure A.1-1 Process Chart. 

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​​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.

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

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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.1.5.  

 

Task A.1.5 Create Intranet Page with OE21 Links. The organization's IT person(s) should create 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 is helpful to managers who navigate from the 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 LFT/IT and 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 LFT/IT emails the OE21 Provider and requests a copy of all OE21 tools (spreadsheets and doc files). The OE21 Provider verifies that OE21 System and Legal requirements are met, then provides an efficient way for the organization to download all OE21 tools to the Organization. DropBox or other tools may be used by the OE21 Provider.

Task A.1.8 Receive and Store OE21 Tools. The LFT/IT receives the OE21 tools from the OE21 Provide and places the tools in a protected storage area such as Microsoft OneDrive, Google Docs or Dropbox. These tools must NOT be made available to unauthorized users outside of the organization. 

Task A.1.9 Setup Links from Intranet to OE21 Tools. The LFT/IT uses 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 LFT/IT and FAC 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 - LFT sends Email to FAC with the subject: Milestone A.1.M3 complete - The FAC then updates the status (completion %) on the organization's OE21 Intranet Main page.   

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Task A.1.11 Purchase SurveyMethods Account. The LFT/IT should go to www.surveymethods.com and purchase a subscription to their "Professional" version. Note this version was priced at $9.00USD per month in Sept 2019. 

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 LFT/IT uses the organization's website Intranet to enable the links from the names input in Step A.1.6 to the individual OE21 surveys received during Task A.1.14.

Task A.1.16 Verify that OE21 Survey Links Work. The LFT/IT and FAC should test 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 www.surveymethods.com account.

MILESTONE 4 COMPLETION - LFT sends Email to FAC with the subject: Milestone A.1.M4 complete - The FAC then updates the status (completion %) on the organization's OE21 Intranet Main page.   

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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.1.M5 complete - The FAC then updates the status (completion %) on the organization's OE21 Intranet Main page.   

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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:

 

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.1.5 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 modify links to the PMS used in the organization's INTRANET OE21 Main Page.    

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:

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 Task A.1.23  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 %) on the organization's OE21 Intranet Main page.

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(End of the Standard A.1 Setup Process)

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