Chapter 12 - Development and Training

Chapter 12 - Development and Training

4.1201 Purpose.

The ASG has an obligation to the citizens of the territory to utilize and develop the talents and abilities of each employee to the maximum extent. It is therefore necessary to establish and operate programs in order to:

(1) improve public service;

(2) increase efficiency and economy;

(3) build and retain a work force of skilled and efficient employees;

(4) install and use the best modern practices and techniques in the conduct of government business.

4.1202 Manpower resources responsibility - Individual responsibility.

(a) Director, office of manpower resources:

(1) is responsible for administering the ASG, personnel program and for providing full support for and maintenance of the ASG employee development and training activities;

(2) will provide technical advice and assistance in the development of the departmental annual employee development and training plans. These annual departmental plans will be reviewed and used as a basis for developing the government-wide employee development and training program;

(3) will review departmental plans prior to the presentation of the annual budget and develop his recommendation of training programs for inclusion in the development and training plan. Upon the Governor's approval of the ASG training plan, the departmental training program shall be incorporated into the department's annual budget.

(b) Individual's responsibility: Because training and development is an individual matter, one that must be accepted and recognized by the person concerned in order to be of any benefit, each employee is, therefore, responsible both to himself and the government service for his personal development and growth.

4.1203 Governor's committee- Departmental committees.

(a) The Governor's employee development and training advisory committee will consist of representatives from each governmental agency and top state officials appointed by the Governor. The director, office of manpower resources will be the Governor's representative and preside as chairperson. The committee will advise in the development of policies, procedures, and training programs and will provide a direct communication channel for departments to the office of manpower resources.

(b) The departmental employee development and training committees will consist of appropriate representation within a department and would operate in a similar manner to the Governor's employee development and training advisory committee except at the departmental level.

4.1204 Scope of activities.

Agencies, in establishing their employee development and training. plans, are to include but not be limited to the following:

(a) Induction Training. Induction training consists of two phases:

(1) Orientation training: Orientation training will be given each new employee upon entry to give him an understanding of the department, its policies, objectives, programs, functions, and organizational structure, basic laws affecting departmental operations, and the relationship of his job to the overall organization.

(2) Basic job training: The immediate supervisor is responsible for providing to a new employee or an employee transferred into -another job the basic knowledge of his job, including work standards, and to assist him in acquiring the skills, techniques, work habits, and attitudes essential for satisfactory work performance.

(b) Refresher J ob Training. This training is provided to bring employees up to date on information in an occupation in which they had been previously trained and to brush up on skills that have become "rusty" through disuse or improper use.

(c) New Activities, Procedures, Laws, Policies.

(1) Whenever new activities or procedures in work methods are instituted, agencies will provide orientation to the activity or procedure and adequate instructions to employees in performing the new activity before effecting the changeover. Such orientation and instructions will be given to all employees involved, to effect the change with a minimum of work disruptions and to facilitate transition to the new setup from both the standpoint of management and the employees.

(2) Whenever changes to existing laws or whenever new laws, policies, and rules are made, agencies will provide the means for informing all management personnel, including supervisors and such other persons as are affected, of these changes.

(d) Management Development Activities (Supervisors).

(1) Basic supervisory training: Departments shall enroll all supervisors in the office of manpower resources basic supervisory training program within 6 months of their appointment. This program will cover the basic skills, knowledge, and attitudes necessary for the efficient performance of their managerial and operational responsibilities. Each newly appointed supervisor shall be enrolled in this basic supervisory program within 6 months of his appointment.

(2) Advanced supervisory training: A supervisory development activity of an advanced and continuing nature shall be established to further assist administrative and supervisory personnel in keeping up with new developments in management, supervisory, and human relations techniques.

(e) Methods Improvement Activity (Work Simplification). This training is provided to assure a systematic plan for developing better operating methods through the cooperative efforts of management and employees in recognizing, stimulating, and using the common sense and imagination of all employees and supervisors to produce valuable ideas for effecting economy and developing better methods for getting work done in the easiest, simplest, and fastest way possible.

(f) Self-Development Activities. This training provides employees with the means for self- improvement in developing essential knowledge, skills, and attitudes, and individual potential for career service through voluntary participation in government-sponsored and agency- sponsored activities both within and without the government service.

(g) Special Purpose Activities. This training provides for meeting the needs imposed by technological improvements or employment displacement, changes in public service requirements, civil defense matters, legislation, or conditions, usually of a nonrecurring nature. Included in this category are:

(1) internship training activity, a formalized activity of related academic study and on-the- job instruction designed to develop outstanding individuals to meet the employment needs of the government and to upgrade the quality of public service through improved personnel effectiveness;

(2) training agreements, which provide agencies with the means for obtaining qualified personnel to carry out the agency's mission when there are no other available resources through which these qualified personnel could be obtained. They are formal agreements between the office of manpower resources and a government agency whereby the OMR will accept certain agency-sponsored training as a means of supplementing the employee's present qualifications.

(h) Out-service Training. This provision permits agencies to send their employees to non- government facilities for needed training which is not available within the government's jurisdiction and to pay all or any part of the expenses of such training. The training may be full time, part time, on duty or off duty, day or evening, or any necessary combination of these, provided the training is of primary benefit to the government service.

4.1205 Records-Reports-Expenditures.

(a) Records.

(1) Basic records: Agencies will establish necessary records for employee development and training.

(2) Letters of completion: Departments will prepare, for documentation in official personnel jackets, letters of completion for individuals completing satisfactorily any approved employee development and training activity. The letter will include the following information:

(A) Title of course;

(B) Hours of training received;

(C) A brief outline of subject matter covered;

(D) Dates of attendance;

(E) Where and by whom sponsored if other than home department.

(3) Training certificate: The office of manpower resources will issue training certificates to employees completing satisfactorily any endorsed employee development and training activity with 20 or more hours of instruction time. In order for the OMR to endorse such activities, agencies must advise the department of their employee development and training activities through submission of their employee development and training plans and of any additions or amendments to them.

(b) Reporting Requirements. A system of reporting is necessary to give meaningful information which will assist management in assessing the past and in planning the future activities and to funnel in the necessary data from departmental units to the OMR, which is responsible for preparing a master employee development and training report for the Governor. Departments will submit consolidated semi-annual reports to the OMR by the tenth working day following the end of each semi-annual period. The OMR will submit the government-wide semiannual employee development and training report to the Governor by the fifteenth working day following the end of each period.

(c) Expenditures.

(1) For items in the annual departmental employee development and training plan requiring expenditure of funds for which appropriations have been included in the department's opera ting budget:

(A) In-service training: An invoice for expenditure of funds will be completed and processed according to the ASG standard operating procedure.

(B) Out-service training: An invoice for expenditure of funds will be completed and processed according to the ASG standard operating procedure.

(2) For items requiring departmental expenditure of funds above and beyond those covered in the operating budget:

(a) In-service Training: Training using resources and facilities outside the agency but within the jurisdiction of the ASG and involving expenses for which funds have not been included in the departmental annual training budget will be submitted for prior approval to

the director.

(b) Out-service Training: Training using resources and facilities outside of the jurisdiction of the ASG will be submitted for prior approval to the director.

(3) Blanket approval for statewide expenditure of funds: In situations relating to specific employee development and training activities where the office of manpower resources has received blanket approval or authority from the Governor for the expenditure of funds, it will coordinate attendance at these activities.