2003-1011-Minutes for Meeting June 19,2003 Recorded 6/27/2003DESCH
TES COUNTY OFFICIAL
UBLANKENSHIP, COUNTY CLERKS Q 2003'101i
NANCY
COMMISSIONERS' JOURNAL 06/27/2003 02:01:00 PM
11111111111111111111111111111111111
2003-1011
DESCHUTES COUNTY CLERK
CERTIFICATE PAGE
This page must be included
if document is re-recorded.
Do Not remove from original document.
Deschutes County Board of Commissioners
1130 NW Harriman St., Bend, OR 97701-1947
(541) 388-6570 - Fax (541) 388-4752 - www.deschutes.org
MINUTES OF MEETING
TRAINING COMMITTEE
THURSDAY, JUNE 199 2003
Administration Building - 1130 NW Harriman St., Bend
Present were Commissioner Dennis R. Luke; Anna Johnson, Commissioners'
Office; Dave Peterson, Information Technologies; Tom Anderson of Community
Development; and Debbie Legg and Tracy Goodman, Personnel. Also in
attendance were Marty Wynne, Finance; Mike Maier, County Administrator;
Becky Jackson, Parole and Probation; and Mark Amberg, Legal Counsel.
Marty Wynne called the meeting to order at 3: 00 p.m.
1. Review Training Plan Outline.
Anna Johnson gave a brief overview of the outline (a copy of which is attached
as Exhibit A). She said a major issue is to clarify whether the calendar should
show if a particular class is mandatory or voluntary; and what training or
classes would be suitable for which employees.
Regarding the development of a training handbook, the members of the
committee decided that a handbook would be appropriate for all employees. It
would be in the form of a loose-leaf binder and should contain basic
information for all personnel, with supplemental sections added by the
departments as appropriate. Ms. Johnson added that Risk Management has a
list of the County's mandatory classes.
2. Review of Internal Department Training Calendar.
The group then reviewed the sample calendar (attached as Exhibit B). Ms.
Johnson said that she previously surveyed the department heads, and they
provided input on what types of classes they felt were important.
Minutes of Training Committee Meeting Thursday, June 19, 2UW
Page 1 of 5 Pages
Some classes would be conducted quarterly, while others would be held more
or less often as necessary. Demand for the classes could dictate how often they
would be scheduled. It would also need to be made clear to employees that if
they miss taking a class, it is possible that it will not be available in the future.
Marty Wynne explained that the calendar would show all training, including
classes brought in from the outside. In the event that an outside instructor is
brought in, other local agencies may be invited to take part for a small fee as
appropriate. Tom Anderson added that specialists can be brought in, and the
size of the class would be adjusted for smaller groups.
Anna Johnson said that the timeline for having the information on line is
November 1, with the classes beginning in January. The group will meet in
October to review the information before it is launched. A Board of
Commissioners/Department Heads meeting is planned for October 12, at which
time the training calendar and other information can be introduced.
The group discussed whether to have back-to-back training days. It was
decided that, due to cost factors, this is important when a trainer is brought in
from the outside; however, internal training can be planned for two separate
weeks, allowing more flexibility for employees and departments.
3. Orientation Video Update.
Mike Maier stated that the orientation video, which will be produced by Visual
Thinking, should have a consistent message for all employees. Commissioner
Luke suggested that there be different videos available for different topics, and
that copies of either videotapes or CD's be made available for employees to take
home and review at their leisure, perhaps with family members, in case there
are questions or concerns. Mr. Maier said to assume that new videos would be
necessary each year, as policies and laws often change.
The group discussed including a video describing what the County does, since
there can be confusion as to the specific services the County provides. This
video could also benefit the public in general. The video should include
information on where the various departments are located. Much of the details
on County services are already contained in various "Inside Deschutes County"
videotapes, so some of that information can be utilized.
Minutes of Training Committee Meeting Thursday, June 19, 2003
Page 2 of 5 Pages
Anna Johnson asked if the committee would want to review and approve the
scripts put together by the department heads for their portion of the videos. The
group confirmed that the scripts should be given to the committee to review by
mid-August to make sure there aren't any obvious problems. Visual Thinking
would need the final scripts between two and four weeks later; and the
committee could screen the videos by October 1.
4. Proposed Calendar Training.
General training was then discussed, as well as which members of the committee
would volunteer to screen outside training classes to make sure the information
is appropriate. Mike Maier said that a standardized evaluation form is very
important, and should include ratings regarding handouts, visual aids,
opportunity for interaction, the instructor staying on track, the applicable level of
employee, and so on.
The group then discussed some of the classes offered by "New Horizons". This
organization has offered to let representatives of the County sit in on classes to
determine if specific classes should be brought to the County's location for
training groups of employees. (A copy of some of their literature is attached as
Exhibit C.) It was pointed out that there might be other training companies that
would be willing to make the same arrangement.
The group then decided who would screen specific classes, as follows:
Advanced Interpersonal Communication:
Anna Johnson (in June)
Managing Performance (for Managers):
Debbie Legg (in May)
Report and Proposal Writing (Employees:
Judith Ure (Grant Writer)
Interpersonal Communications (Managers:)
Anna Johnson
Customer Service (Employees):
Tom Anderson
Conducting Meetings (Managers):
Dennis Luke
Sexual Harassment Issues (Employees):
Mark Amberg
Commissioner Luke said that he would preview the "Conducting Meetings"
class unless someone else would like to volunteer to do so in his place.
5. Sample Calendar of Training.
The group reviewed the sample first quarter training (attached as Exhibit D).
Minutes of Training Committee Meeting Thursday, June 19, 2003
Page 3 of 5 Pages
6. New Items for Discussion.
Other potential classes were then discussed, including training on HTE,
document handling, computer software use, and other training as appropriate
for various employees. It was decided that a description of any optional classes
should be included, if at all possible.
Marty Wynne said that he is not sure of all of the capabilities of the HTE
system in regard to tracking training, but he will find out as soon as possible.
(A document detailing of some of the capabilities of the HTE system is attached
as Exhibit E.)
Commissioner Luke asked if, as previously discussed, two hire dates per month
will work. The general consensus of Personnel is that it would be difficult in
some cases to comply with just two dates per month.
Commissioner Luke stressed that new employees need to at least view the basic
video before starting his or her job, either at home or at the beginning of the
first day of work. The person would also need to sign a form indicating he or
she has seen the video. However, the regular orientation class would still be
required.
7. Next Meeting.
The next general meeting of the group will be in September. Anna Johnson will
contact all committee members to determine the best date and time.
Action Items:
• Department training scripts will be prepared and presented to the
committee for review in mid-August.
• The scripts will be provided to Visual Thinking before the end of
August so that filming can begin.
• The committee will screen the videotape and preview the website
calendar and information approximately the first week of October.
• The committee will present the training calendar, guidelines and other
information to department heads on October 12.
Minutes of Training Committee Meeting Thursday, June 19, 2003
Page 4 of 5 Pages
Information on classes will be made available on line to employees by
November 1; this information would be for classes that are to begin in
January.
Various committee members and other volunteers will screen outside
training classes between now and the end of the year, continuing into
next year as necessary.
The committee will meet to review and revise the training plan, the
website calendar, course offerings, videotapes, documents and other
information as needed.
Note:
It is the understanding of all of the committee members that the training plan is
a work in progress, and adjustments will be made as appropriate.
Being no further items brought before the Committee, the meeting adjourned
at 4:15 p.m.
Respectfully submitted,
Recording Secretary
Attachments
Exhibit A: Training Plan Outline
Exhibit B: Sample Internal Training Calendar
Exhibit C: Sample classes offered by New Horizons
Exhibit D: Sample Training Calendar — lst quarter 2003
Exhibit E: Information on the capabilities of the HTE system
Minutes of Training Committee Meeting Thursday, June 19, 2003
Page 5 of 5 Pages
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BUSINESS SKILLS CLASSES
Nes-01:4z:s..&
Advanced Interpersonal
Communication
8:30-4:30 B
Apr 4 Fri
8:30-4:30 S
15 Tue
8:30-4:30 B
Jun 26 Thu
8:30-4:30 P
Aug 18 Mon
8:30-4:30 B
Change Management
(' Apr 2
Wed
8:30-4:30 B
May 21
Wed
8:30-4:30 P
Aug 26
Tue
8:30-4:30 B
Coaching
Jul 16
Wed
Jun 20
Fri
8:30-4:30 P
Jul 15
Tue
8:30-4:30 S
Sep 15
Mon
8:30-4:30 B
` Conducting Meetings
t Apr 3
Thu
8:30-4:30 B
t May 30
Fri
8:30-4:30 S
Jul 8
Tue
8:30-4:30 P
Sep 16
Tue
8:30-4:30 B
Effective Presentations
Mar 28
Fri
8:30-4:30 P
May 13
Toe
8:30-4:30 B
i Jun 13
Fri
8:30-4:30 S
t Jul 15
Tue
8:30-4:30 P
¢ Sep 12
Fri
8:30-4:30 B
Managerial Leadership
Apr 17 Thu 8:30-4:30
Jul 21 Mon 8:30-4:30
Sep 18 Thu 8:30-4:30
Managing Performance
Mar 25
Tue
8:30-4:30
May 9
Fri
8:30-4:30
12
Mon
8:30-4:30
Jul 16
Wed
8:30-4:30
Sep 9
Tue
8:30-4:30
Negotiating
Apr 4 Fri 8:30-4:30
Jun 24 Tue 8:30-4:30
Aug 13 Wed 8:30-4:30
Quality Management
Jun 12 Thu 8:30-4:30
Sep 10 Wed 8:30-4:30
B
P
B
P
S
B
P
B
B
P
B
B
P
Business Accounting
Apr 29 Tue 8:30-4:30
Jun 5 Thu 8:30-4:30
Aug I Fri 8:30-4:30
Financial Management -
Basic Skills
Apr 8 Tue 8:30-4:
Jun 13 Fri 8:30-4:
Aug 22 Fri 8:30-4:
Financial Management -
Advanced Skills
Jun 27 Fri 8:30-4:
Sep 19 Fri 8:30-4:
Team Participation
Sep 10 Wed 8:30-4:30
Project Teams
Mar 24 Mon 8:30-4:30
Jun 19 Thu 8:30-4:30
Sep 17 Wed 8:30-4:30
B
P
P
B
Virtual Teams
Apr 24 Thu 8:30-4:30 P
Diversity
Sep 24 Wed 8:30-430 B
'• I t l.
Executive Briefing $99
(Audience: Health care and pharma-
ceutical executives; key management
team members including CIOs,
CTOs and Chief Security Officers,
as well as Board Members.)
May 28 Wed Ilam-lptn P
Jul 24 Thu 3-5pm P
Sep 3 Wed Ilam-lpm P
HIPAA Administrator Bootcamp
(Prep for Exam H10-101) $499
(Audience: End users, nurses and
administrators responsible for sup-
porting health-care related services.)
Jun 6 Fri 8:30-4:30 P
Aug 12 Tue 8:30-4:30 P
Time Management
HIPAA Professional Bootcamp
Mar 27 Thu 8:30-4:30
P
(Prep for Exam H/0-201) $1,499
Jun 17 Tue 8:30-4:30
B
(Audience: Healthcare Executives,
Sep 22 Mon 8:30-4:30
P
Senior Clinicians, CIOs, Lawyers,
Compliance Officers, Privacy
Grammar Skills
Officials, Quality Assurance and
May 15 Thu 8:30-4:30
B
Risk Managers; Insurance
Jul 22 Tue 8:30-4:30
P
Executives, Physicians, Office
Sep 25 Thu 8:30-4:30
B
Managers, Pharmaceutical
Executives, and Clinical Trial
Organization Professionals.)
i Jun 9-11 M -W 8:30-4:30 P
• Advanced Interpersonal
Aug 13-15 W -F 8:30-4:30 P
Communication
• Conducting Meetings HIPAA Security Specialist
• Effective Presentations (Prep for Exam H10-301) $1,199
tecial Pricing Grammar Skills (Audience: Enterprise HIPAA teams
• Negotiating responsible for securing health care,
• Time Management insurance and banking transactions.
Each class includes complete course materials, live presentation from a This class will provide the baseline
dynamic, qualified instructor, and post -class reinforcement via Online The Sales Performance Pass
to launch HIPAA security imple-
A value of $1,194
ANYTIME web -based class. Classes may be repeated at no charge! all 6 classes.
ge! mentation initiatives.)
Special! only Jun 12,13 TttF 8:30-4:30 P
p
Each class Regularly priced at only $199 yG95 Sep 4,5 ThF 8:30-4:30 P
Special through July 31st only $159! ,
10 Class Pass
Group Savings any 10 Business Skills classes
Register more than one employee and receive these additional discounts: A value of $1,990
2-3 employees 10% off 6-10 employees 20% off only $995
1 4-5 employees 15% off 1 I or more only $99 each
To register for classes, please call your Account Executive.
Offices: Portland Metro (503) 641-8292 • Eugene (541) 431-7333 • Salem (503) 364-5399
= Online ANYTIME post -class access included with this class
Locations: B -Beaverton P -Portland S -Salem
AIH I PAA
ACADEMY
CERTIFIED
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New Horizons'
Exhibit
Page �_ of 3
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NewHorizofise
Computer Learning Centers
New Horizons Business Skills -
Fundamental Series
One day, instructor -led, classes with Online Anytime support.
■ Advanced Interpersonal Communication
■ Business Accounting
■ Business Problem Solving
■ Business Writing
■ Call Center
■ Call Center Management
■ Change Management
■ Coaching
■ Conducting Meetings
■ Customer Relationship Management
■ Diversity
■ Effective Presentations
■ Financial Management: Advanced
■ Financial Management: Basic
■ Frontline Leadership
■ Grammar Skills
■ Interviewing Skills
■ Managerial Leadership
■ Managing Performance
■ Mentoring
■ Negotiating
■ Project Teams
■ Quality Management
■ Sales Management
■ Sales Skills - Advanced
■ Sales Skills - Basic
■ Sexual Harassment Prevention
■ Team Participation
■ Time Management
■ Virtual Teams
CAWMDOWSITEMPIBusiness Fund Si Exhibit
The world's first choice for computer training
8285 SW Nimbus Avenue, Suite 112 Beaverton, Oregon 97008-6401 (503) 641-8028 fax (503) 64,-' Page _-?— of 3
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New Horizons
Computer Learning Centers
Business Skills Professional Development Series
Report and Proposal Writing
Length: 2 days
Overview
The Report/Proposal Writing program is
designed to provide individuals with the skills
they need to improve the planning,
structuring and formatting of formal and
informal reports and proposals.
Who Should Attend
Anyone who wants to develop or improve
their report- or proposal — writing skills
Introduction to High Impact
Reports & Proposals
❑ Reports and Proposals as Management
Tools
❑ Common Problems to Address
❑ Personal Learning Goals
The Process of Understanding
❑ The Process of Understanding Model
❑ How Audiences Process Information
❑ Applying the Model to Influence an
Audience
Planning Reports & Proposals
❑ Developing a Report or Proposal
❑ The Communication Planning Guide
❑ The Master Model
❑ Setting a Communication Objective
❑ Analyzing Your Audience
❑ Planning Content, Language and Style for
Maximum Impact
Structuring Reports & Proposals
❑ Basic Structuring Model
❑ Structuring a Powerful Opening
❑ Structuring the Body of Your Presentation
❑ Structuring the Summary
❑ Other Applications for the Structuring
Model
❑ Reviewing a Sample Proposal
❑ Refining Your Opening
❑ Evening Assignment
Review of Business Writing Skills
❑ Grammatical Structure
❑ Clarity and Conciseness
❑ Facts Versus Opinions
Editing Your Report/Proposal
❑ General Guidelines for Editing
❑ The 5 Cs of Business Writing
❑ Editing Checklist
Packaging and Presenting Your
Report/Proposal
❑ Packaging Elements
❑ Presenting Your Report
Next Steps
❑ Personal Learnings & Personal
Conurutments
❑ Final Preparations for Delivering Your
Report/Proposal
CM9/11 /O2
Exhibit G
8285 SW Nimbus, Suite 112 • Beaverton, OR 97008 • TEL. (503) 641-8292 • FAX (
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Within the payroll module of HTE, there is a "user defined" code that may be utilized to
track completion of classes by an employee. A unique code and description would
identify each class the County chooses to offer. When the code is assigned to the
employee two fields become available. The first is a date field and the second is several
pages of free form text where a description of any length could be entered.
As an example, assume Bob Smith was hired on 7/15/01 and it was determined there
were two classes he needed to attend. He completes the two classes on different dates. In
addition, a review class for Evaluations is recommended for the following year. The
employee's file would show the following transactions:
Description
Date
Evaluations
09/01/02
Review Class to be Completed
Non Harassment
10/24/01
Class Completed
Evaluations
08/10/01
Class Completed
Evaluations
07/15/01
Class to be Completed
Non Harassment
07/15/01
Class to be Completed
These entries can be viewed on any employee's record in the HTE system with proper
authorization. There is a security feature within the payroll system that allows only
authorized individuals to see this information. Reports can be created by Finance to assist
in monitoring the status of completion on each class code.
Exhibit
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;-�R5,�3U01 DESCHUTES COUNTY OREGON 6/19/03
v 7 User Defined Miscellaneous Information 11:15:26
Employee . . . . . . MAERKI, TERI L
Information type . . test misc code text
Type options, press Enter.
5=Display
Opt Description Date
class 1 10/16/02 completed class 1
class 1 05/23/01 not completed
class 2 07/01/02 class 2 not completed
class 3 07/01/02 not completed
Bottom
F3=Exit F8=Print list F11=Sequence by date F12=Cancel
F17=Subset
Exhibit �5
Page ,'2- of 9_