Proposal: Staff Engagement, Training and Development

July 2015

Engineering Staff Advisory Council (ESAC)

Employee Engagement Committee (EEC)

Success is not from following those rowing in the wrong direction,

it is following those who have the passion and innovation to move forward.

July 2015

PROPOSAL: Engagement, Training and Development

ENGINEERING STAFF ADVISORY COUNCIL (ESAC)

EMPLOYEE ENGAGEMENT COMMITTEE (EEC)

TABLE OF CONTENTS

Engagement Mission Statement 1

Objective 1

Section 1: Survey Results 1

A. Review of Survey Results 1

Section II: Engagement, Training and Development 1

A. Functional Group Engagement 1

B. Technical Training 2

C. Skill Specific 2

D. System & Software Specific 3

E. Leadership Development 3

F. Engagement Calendar 3

Section III: Request 3

Supporting Documents

Functional Group Alignment 4

Engagement Calendar (Tentative) 5

ESAC EMPLOYEE ENGAGEMENT COMMITTEE

Katina Anderson, Laura Ampol-Hall, Cheryl Kocman, Nicole Latham, Nicole Pottberg, Brooke Schneider,

Jared Scoggins, Yolanda Veals

Proposal, 1

ENGAGEMENT MISSION STATEMENT

Employee engagement involves all A&M Engineering employees actively working together to define

and enhance our culture. Engagement is more than a one-time training, it is a commitment to work

together to build an environment that strives on continuous improvement by developing skills through

learning opportunities, and reinforcing mutual respect among all A&M Engineering employees.

OBJECTIVE

The proposal objective is to seek support for the development, coordination, implementation, and

maintenance of an employee engagement initiative for all A&M Engineering employees. The employee

engagement initiative will merge training and development opportunities to support learning as a

shared experience among functional groups; resulting in a blend of job satisfaction and commitment,

and leading to improved performance, productivity and feelings of empowerment.

SECTION I: SURVEY RESULTS

A. Review of Survey Results

Over 350 support staff responded to a survey conducted at the 2015 Annual ESAC Staff

Workshop. The following areas of interest were identified: technical, skill specific, software and

system specific; and of these, the following list includes the top three requests that rated the

highest:

1. TECHNICAL: project management, proposal writing and time management

2. SKILL SPECIFIC: communication, conflict resolution and emotional intelligence training

3. SOFTWARE: Excel, LaserFiche and PowerPoint

4. SYSTEM SPECIFIC: CONCUR, FAMIS and MAESTRO

SECTION II: ENGAGEMENT, TRAINING AND DEVELOPMENT

A. Functional Group Engagement

Form employee functional groups, identify a moderator for each group, and schedule routine

engagement opportunities.

Engagement through a functional group structure encourages employees to share best practices,

experiences, and establish consistency in approach to processes while building a network among

peers who perform similar functions. In alignment with A&M Engineering’s effort to efficiently

combine resources, the functional group structure will align employees with similar functions

through various engagement activities. (See page 4).

It is recommended to have routine webinars, led by a leadership coach, to engage the functional

groups together and focus on team-building, motivation, morale, and respect. Each functional

group will have a designated moderator who is responsible for offering support to the group by

keeping them engaged and informed of upcoming professional development opportunities.

It is proposed to bring the leadership coach to the May 2016 ESAC Staff Workshop. The

leadership coach can then tie in the year-long trainings in to a “wrap-up” session at the

workshop.

Proposal, 2

B. Technical Training

Proposal Writin

The Engineering Research Development Office has been consulted to offer a five-part proposal

and grant writing series. Additional training in this area will be offered as deemed necessary

and/or requested by employees.

Project Management

Employees will have the opportunity to develop the skills to plan, monitor, and execute a project

in a timely manner. Example of topics offered by Texas A&M Office of Project Management:

Project Management and Leadership, The Project Manager as Communicator, and others.

Time Management

Many employees find themselves multi-tasking which can at times seem overwhelming and

stressful. Offer training that focuses on effective planning, goal setting, and managing deadlines

as a means for employees to control their time efficiently.

C. Skill Specific

Communication

Effective communication is necessary in improving teamwork, decision making and problem

solving. Provide opportunities for employees to develop skills for improved communication,

leading to fewer conflicts and enhanced engagement.

Conflict Resolution

Conflict resolution training will be available to both supervisor and employee, although the

format may differ. Supervisors will have training in a facilitating type role, learning how to

identify, address and handle conflict; whereas, the employee will learn through identification of

feelings, listening and communicating as a way of seeking a solution. Reducing conflict promotes

a respectful work environment.

Emotional Intelligence (EQ)

Texas A&M Engineering and TAMU have individuals with expertise in the area of Emotional

Intelligence (EQ). By utilizing their expertise, and connections to other leaders in this area, EQ

will be a key element in meeting the goals of enhancing our culture and encouraging engagement

from all employees.

For this portion of the engagement to be successful it is recommended to begin with top level

administrators and work in defined groups. Therefore, the following is proposed:

• Engineering Administration (Vice Chancellor and Direct Reports). Suggested session: 2

hours.

• College of Engineering Department Heads and TEES Center Directors. Suggested session:

2 – 4 hours.

• Supervisors, Department/Division Chief of Staff Positions. Suggested session: 2 – 4 hours.

• General Employees. Suggested session: 2 – 4 hours. Available throughout the year.

D. System and Software Specific

System specific training of the most commonly used work systems (CONCUR, FAMIS and

MAESTRO) were requested by employees. Trainings for these systems are already offered

through a variety of options. The need for additional training will be monitored and coordinated

as needed.

Proposal, 3

Software specific training is currently available through a variety of local and online vendors.

An effort to bring training in the areas most commonly requested (Excel, LaserFiche and

PowerPoint) by employees as indicated in the survey will be further researched.

E. Leadership Development

Leadership training will provide the tools to enhance the skills at various levels including

employees new to their position who aspire to reach a leadership position as well as individuals in

an existing role as supervisor, manager, director or other position that requires overseeing

employees. We envision a program that provides opportunities for employee growth to enhance

the culture and increase engagement. This will include building the foundation for promotion and

growth with the end product including a personal leadership and development plan.

Of the 125 respondents who identified as serving in a supervisory role, 75% expressed an interest

in training to advance their knowledge and skills in a leadership position. The following training

was rated highest, but is not limited to these topics:

1) Motivating and rewarding employees

2) Effective Coaching

3) Conflict resolution

4) Team-building

Taken into consideration will be a partnership with TEEX and TTI in their established leadership

programs.

F. Engagement Calendar

A tentative schedule of engagement and training opportunities has been developed. Working in

coordination with A&M Engineering employees the calendar will be modified as needed to

ensure employee’s needs are met. (See page 5).

SECTION III: REQUEST

In addition to asking for monetary support of the employee engagement initiative, we seek

endorsement from A&M Engineering administration of this employee engagement initiative. This

endorsement will send a message to employees that participation is essential in building an

environment that strives on continuous improvement, learning, and development while enriching

our culture.

Monetary request includes the following:

1) Funding in the amount of $500 per staff employee, to meet the initial goals of the employee

engagement initiative is requested. This funding will be used for expenses associated with

engagement, training and development, offerings.

2) Funding to support dedicated staff to oversee, identify, coordinate and implement the

employee engagement initiative for A&M Engineering staff. This individual will work closely

with the volunteers of the ESAC Employee Engagement Committee.

3) As the engagement initiative is ramped up a needs analysis will be done to determine future

funding levels.

Proposal, 4

FUNCTIONAL GROUPS

To align employees with individuals who have similar tasks, roles, and responsibilities, title codes

will be slotted into the appropriate functional group from the list below:

• Division Director

• Facilities/Property/Inventory

• Research Assistants (work for PIs)

• Research Engineer/Research Associate

• Information Technology

• Communications/Marketing/Web Page

• Advising

• Travel/Accounts Payable

• Payroll/HR

• Technician/Machinist

• PostDocs

• Administrative Support

• Program Coordinator

• Events Coordination

Proposal, 5

ENGAGEMENT CALENDAR (tentative)

2015

July Upon confirmed support from administration, begin marketing campaign.

Seek moderators for functional groups

Conduct bid process for outside vendors.

August Functional Group Leaders Engagement Webinar

Proposal and Grant Writing (Grant Proposals 101)

September Functional Group Webinar (1)

Proposal and Grant Writing (Budget Bits)

October Conflict Resolution (Half Day each for General and Supervisor Specific)

Proposal and Grant Writing (Finding & Responding to Funding Opportunities)

Project Management (Four ½ day sessions)

November Functional Group Webinar (2)

Proposal and Grant Writing (Review Process)

December Conflict Resolution (Half Day each for General and Supervisor Specific)

Proposal and Grant Writing (Review Process)

2016

January Functional Group Webinar (3)

February Conflict Resolution (Half Day each for General and Supervisor Specific)

March Functional Group Webinar (4)

April Conflict Resolution (Half Day each for General and Supervisor Specific)

May Functional Group Webinar (5)

ESAC Staff Workshop

BudgetItem CostPerItem Quantity AnnualTotal Description

Functional Group Engagement Sessions and Group Meetings

500.00 9.00 4,500.00 Workingwithaleadershipcoach/engagementspecialist,offera

seriesofgroupwebinars(3webinars3timeyear)anddiscussion

groupmeetingstonetwork,exchangeideasandknowledge,and

sharebestpracticesandbeginbuildinganenvironmentof

collaboration.

On-Site Engagement Session

6,000.00 1.00 6,000.00 OnsiteEngagement

Session:Accentuateengagementactivitiesof

FunctionalGroupswithon‐sitesessoin.Includesspeakerfee,meals,

travelandaccommodationsofpresenter.

Operating Budget For FG Sessions

19,500.00 1.00 19,500.00 Meals,trainingmaterials,incentivesusedaspartofFunctionalGroup

eventsandwebinars.(9events/500+Staff)

Professional Development & Training Courses

‐

Conflict Resolution

3,600.00 8.00 28,800.00 Offeredashalf‐daysessions

withseparatefocusonsupervisor

specificandemployeetoemployeeconflict.

Improving Interpersonal Commication Skills

3,600.00 2.00 7,200.00 OfferedFall&SpringSemester

Emotional Intelligence Series

500.00 8.00 4,000.00 SpeakerFees

Step-by-Step Guide: 12 Steps to Project Management

(Includes Goal Setting and Time Management)

1,000.00 15.00 15,000.00 TAMUOfficeofProjectManagement:OfferedFallandSpring

Professional Development Coordinator

50,000.00 1.00 50,000.00 Staffsupportresponsiblefororganizingandmanagingtraining

initiative.($50Kbaseplusfringe)

‐

Totals 84,700.00 45.00 135,000.00

ESACEmployeeEngagementInitiativeBudget