LEARNING & DEVELOPMENT Special Interest Group

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1 MINUTES DATE: Wednesday, 11 th September 2013 TIME: 10:00am 12:30pm VENUE: City of Casey CONVENOR: Jayne O Grady, Jenni Graham and Michelle Collett CHAIR: Jenni Graham MINUTES: Michelle Collett Name Title Organisation Michelle Collett Jayne O Grady Kirsty James Coordinator Learning and Organisational Development Consultant Organisation Development Advisor Hobsons Bay City Whitehorse City Whitehorse City Donna Bolitho People Development Advisor Knox City ATTENDEES: Lee Callenberg Cathy Capogreco Jenni Graham Leonie Moore Narelle Rowell Lexine Tryon Rachael Sheppard Jeff Bond Alison Beaumont Kath Stephenson Susan Soraghan Coordinator Learning and Development Organisation Development Advisor Team Support and Development Corporate Learning and Development Organisation Development Corporate Learning and Development Latrobe City Nillumbik Shire Baw Baw Shire Latrobe City Mornington Peninsula Shire Mornington Peninsula Shire Casey City Bass Coast Shire South Gippsland Shire Cardinia Shire Casey City Jeannie Gill People Development Advisor Knox City Sam Munshaw Information Technology Trainer Casey City

2 APOLOGIES: Name Title Organisation Anne Booth Human Resources Coordinator Banyule City Tony Campbell Debbie Shaw Lindsay Smith Team Leader, Customer Service Centre Advisor Training and Development, Organisation Development Glen Eira City Maroondah City Greater Geelong City

3 Item Notes Introductions and apologies 1. Welcome Distribution of previous minutes Demonstration of Whitehorse LMS by Jayne O Grady Oracle LMS has been in use since March 2012 Seertech only produces this system therefore provide more attention to details Jayne put a business case forward, choosing between People Streme and ilearning PLUS. Cost of system was approx $ 40,000 Based on the number of users and a monthly fee Implementation and customisation was about another $25,000 It is a cloud based system with a web interface 2. General Business Jayne has said that her IT department has no problems with the system. You don't need to purchase an Oracle database because it is all run through the cloud. Whitehorse don't pay for system updates. New releases come out regularly many new features are free, some you are able to opt in for a cost.. Regular online demonstrations for explaining upgrade features. Your support cost is based on different levels you opt into. There is an online help desk where you log your queries or issues and they have very good service. Jayne has been very happy with the service from this Sydney based company. This system is used by mining companies because they have a similar work force including indoor and outdoor workers and different shift times etc. Other customers include; Westpac, Optus, Bendigo Bank, IBM, Bank West Sadly they don't do an annual review module.

4 There was quite a bit of work involved in getting this system to talk to Pay Global. There was very little support from PayGlobal which made it hard to get the two systems talking. This has now been resolved so we could talk to Jayne and their payroll team about how to get this happening. Jayne has cancelled her contract with Learning Seat because of issues back in August last year. Jayne is now looking at E3 learning which may be able to integrate with Seertech via cloud scorm content but Jayne has had to drive this trying to get the two systems to talk seamlessly. If Jayne gets this up Whitehorse City will be the first to have it. E3 is going to be about $25,000 annually Jayne then demonstrated the system on screen Whitehorse has called their version DEVELOP ME The link with PayGlobal means that they didn't have to create all the users in the system and they don't have to remember to take people off. Jayne does all the in council support for the system. Her IT team doesn't support users. Currently the system focuses on the corporate training managed by Jayne. Jayne is hoping to eventually allow other departments who run training to also schedule their training using this system E.g. community care, depot Aim is to create a single database system for across the whole organisation. Jayne also had a temp to enter historical records going back three years in order to create a history for users. Jayne s records were on a spreadsheet. Trainers can check their own courses to see who is booked in. Trainers can also print their own attendance lists. Admin will then enter the attendees into the system post training. Automatically sends bookings to managers to get their approval once a staff member books in.

5 Bookings stay in pending mode until approved by the manager then it goes into approved and a confirmation is sent to the staff. It automatically sends a calendar invite to the staff who accepts and it goes into their calendar. There is the capability to unenrol from a session. The reporting lines (organisation hierarchy) comes from PayGlobal. There are reminders sent two weeks out and then one week out. You can include messages or attachments. If there is a no show for training, an is sent to their manager. They have found the new system has reduced no shows. There is the option to send out training evaluations using the system but at the moment it is not that simple. Seer tech is going to work on that. It has the capacity to track costs. Currently not used for external training but Jayne is working on this for the future. Same for qualifications but working on it for the future. For all staff that does not have s, the supervisor books them in and the supervisor gets the reminders etc. Can also record expiry dates e.g. for first aid or for EO. Users can also print off a certificate to prove attendance at certain training This is based on a Whitehorse template. But Jayne has found that it frees up her time for more important work. Managers can run their own reports on what members of their team have done training. Requires a fair amount of initial set up to create all the options in relation to meeting rooms, trainers, courses, resources etc. It has the option for different portals so you could have separate sections for volunteers and contractors. Whitehorse has just purchased a new volunteer management system which was reasonably priced so the volunteer manager will use that instead. (Volunteer2) Room bookings have to be checked first in the separate room booking system. However it will tell you if you have set up another training course in the system using the same room.

6 Contact Jayne O Grady or Kirsty James for further questions. Jeff requested a copy of Jayne s business case so he can see how she justified the purchase. This information will be circulated with the meeting minutes. Current Projects ALISON from SOUTH GIPPSLAND Review of PDR system Paper based system currently Captures training data from paper based and then enters data onto spreadsheet. What other processes do people use to capture the data? Whitehorse uses a separate form as part of the review paperwork. It asks specific questions to get the staff member to talk about this with their Development Managers. Development Managers still need to drive those discussions. Knox use people streme, but there are still challenges in getting staff to think about career development. 3. Current Projects Mornington Peninsula just started using Chameleon for an online education process for managers and supervisors to make them think about this. This was built into the training for using the new system. The career development is strongly linked to the business plans which live in Chameleon. SUSAN from CASEY Reviewing Project management and wants some advice on corporate templates. Trying to streamline process - suggest trying to use those templates in small to medium size projects as a pilot. LEONIE from LATROBE Is doing a review of internal mentoring and coaching program. Try doing 360s on the mentors to gain fresh perspective on their skills. Important for her to know the mentors to assist in matching. Baw Baw is launching a new mentoring program.

7 Centre For Organisation Development can run an internal program for you. Centre for organisation development they run the lgpro program. Jeff Bond wants to set up an external program to involve mentors from the community. Natalie from open door coaching group was recommended for coaching. Do a review at the end of the mentoring period. JEANNIE GILL FROM KNOX Online mentoring. Face to face peer review program for exec and senior management has been really good. Working on high potential emerging leadership program meeting with a provider soon. There has been discomfort from managers around picking out one person above the others. Latrobe has a similar program focussing on hand picked high achieving coordinators. Knox is also doing workforce planning which is a regular cycle for them. A people strategy has also been completed. Just completed a culture survey now doing workshops with teams to discuss outcomes. DONNA FROM KNOX Is now charging people who don't complete compliance training. 600 overdue training modules prior to charging. Now is at 42 overdue modules. Charge is just a fixed amount (200 dollars?) SUSAN SORAGHAN from CASEY Some training on neuroscience space has been very popular. Peer assessments 360 degree reviews. By the end of September all team leaders and managers will have been through peer assessments. Resulting in individual action plans which are based on the outcomes of the assessments. Taking accountability of the action plans. Includes some band 6 positions. Been very successful at Casey. Using a paper based recording system (very time consuming) JEFF BOND FROM BASS COAST Jeff Bond asked about documentation relating to talent management. JEANNIE GILL has a talent managements process which is paper based.

8 The people streme PDR module has a talent development tracking module. Uses PES as a product part of interplan. Completion rates for development plans were low. Rebadged it as a professional development system. Everyone hated the software and no one wanted to use it. There were no consequences if they didn't. Emphasis now on how can we help you to develop yourself and enhance your career path. People are much happier to participate now. Looking at doing more internal facilitation mainly as a cost saving venture. It is good to use leaders to show their skills and reinforce their leadership. KATHY from CARDINIA Moving to a new building. Also changing their work processes to activity based. Only using laptops. You can work anywhere in the building based on what will suit the activity you are doing. Hubs with lockers. Going paperless and there is a big change management process underway. The group would like to have a meeting next year at CARDINIA. NARELLE from MORNINGTON Working on a review of the annual review process CATHY from NILLUMBIK Wanting to introduce 360 peer reviews. Group recommended SACS. Anyone in the group who wants to share info, please contact CATHY. Needs to become part of the culture to be accepted. Be sure to follow up in actions and commitments Knox has external consultants to go through the 360 feedback reports with the individuals. Then it goes onto the manager and feeds into the development plan. MICHELLE from HOBSONS BAY We are also commencing a review of our paperbased annual review processes. Would like to receive any recommendations relating to online systems that other councils are using. JAYNE from WHITEHORSE Enhancements to LMS.

9 Reintroduce e learning. Leadership forum coming up. JENNI from BAW BAW Interested in mentoring if anyone has information to share, please contact Jenni. 4. Close Meeting closed at 12:30hrs 5. Next Meeting Tuesday, 12 th November am to 12.30pm Darebin City Host: Tara Keane For any further information, please contact LGPro Office: (03)

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