Minutes of Meeting VPS Learning and Development Network Meeting details Meeting title:
VPS L&D Network - DBI Hosted
No:
Date:
4 December 2012
Time:
Location:
St Michael’s Centre/ 120 Collins Street Melbourne VIC 3000
10.00am
Attendees
Attendees
Attendees
Rachel Tuffield (VLDC)
Roberta Di Muzio (DoT)
Terri Scott (DPI)
Ruth Fleming (CAV)
Mark Ryan (SSA)
Karen Hartig (Health)
Robyn Thompson (DHS)
Voula Andritsos (PoV)
Jenni Allison (DBI)
John Dawid (Vic roads)
Sandy De Mel (DPCD)
Maria Zerella (Worksafe)
Ben Elisha (VicPol)
Theresa Stoneman-Banks (VicPol)
Erin Ryan (Worksafe)
Erin Garden (DoJ)
Gareth Sambrook (VCAT)
Renata Popovic (IBAC)
Lucy Ryan (DoJ)
J Holloway (CFA)
Veronica Lopez (IBAC)
Adrienne Green (DoJ)
Keith Williams (Courts)
Invited Guests: Viv Stanford (DBI)
Louise Muir-Smith (DBI)
Advised Apologies: Andrew Nixon (Parks)
Michael Smith (Parks)
Jillian Fleming (DPC)
Meet the Manager and Director – presented by Jenni Allison DBI Jenni introduced Louise and Viv our invited guests to the network. Louise manages Organisational Development at DBI and Viv is the HR Director. Viv was invited to share her thoughts on some of the challenges for HR moving into 2013. • Internal HR Capability: o Loss of our own HR staff and expertise o Expectation HR will take the lead in any change processes and so needs to be resourced accordingly Page 1 of 9
Minutes - VPS L&D Network - DBI Hosted
4 December 2012
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Consolidation stage after the VDPs and restructures: o Re-building of teams and staff engagement o Increased workloads pressures could impact further on staff morale.
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Recruitment is still likely to be constrained once SGI targets are achieved: o Concentrate on building internal capability and capacity of remaining workforce.
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Consider ways of fostering secondments to fill gaps across the VPS and encourage managers to free up their resources rather than holding onto staff.
World Café Session As this was the network’s last meeting for 2012 it was decided to run a world café style meeting to take a look at the group’s successes and lessons learnt in 2012 and then highlight some of the priorities, challenges and L&D topics to be considered for 2013. Here is the collated data: Successes in 2012
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Secured VCAT L&D Budget for 2012/2013 Won funding through DBI broadband Convened VCAT staff development group Chaired Australasian Committee for Courts Education Worked out how to make content work on pc’s and mobile i.e. flash htmls Implemented NEXUS PPD system in VCAT L&D Strategy for IBAC Developed VCAT L&D Strategy 2012-2017 & supporting action plan 2012-2013 Supported the Victorian Courts & tribunals mentoring program Induction program for IBAC Conducted LNA of VCAT members, mediators + make L&D recommendations around it Invented a way to get learner record details from LMS to Nexus PDP Worked on better reporting from LMS Re-design of Justice’s Corporate Induction L&D Review – DoJ ELP Assessment Centre – VLDC Refresh of VCAT University Work Experience program Implemented 2 new programs on negotiating and Get results to change. Rolled out 2 e-learn programs – induction and compliance Rolled out new compliance training program – 800 staff trained in 2 months Review of organisational diagnostics – DoJ Established a training taskforce Implemented a regional L&D Strategy Implemented an L&D Strategy Revamped corporate induction – DTF Implementation of in-house mentoring program @DTF
Minutes - VPS L&D Network - DBI Hosted
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4 December 2012
L&D policy review @ DFT Developed a Welcome to CFA guide Completed the separation of operational training from Professional development Completed programs with 60% budget cut New Education and Chartered Status policies Implemented a new LMS for our compliance e-learning modules Transitioned t a new online system for our capability development scheme Became the People Services rep for out TLHR group Setup PBL CoP – going well Most instructors completed professional boundaries – no need for hard core policies Developed 5 national guidelines which were endorsed Developed and rolled out e-learning compliance modules on EEO and OHS Met Police and PSO numbers and successful deployment of PSO policy Met increase demand – Business as usual – continued to deliver the downsizing of staff reductions. Rolled out e-learning (huge learning curve) Survived and productive Implemented evaluation strategy Developed an in-house cancellation policy Computer lab Endorsement of virtual classrooms VPS contracts – grads material Compliance training on e-learning DTF Capability Strategy o Procurement of Advisory/Influencing workshops o MBT road shows o Director engagement “Team plans” Short sharp manager sessions Consolidations of programs (processes) Began pre/post measures (workshops)
Minutes - VPS L&D Network - DBI Hosted
Lessons Learnt in 2012
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4 December 2012
L&D can be successful on a small budget Importance of good change management processes (lead & communications) Importance of strong leadership & setting clarity + direction The more you do the more you are expected to do- say NO! (How to say no) Clear communication about change Power of VPS L&D – sharing Be more flexible Learning how to increase capacity HR support structures need to be in place and available Old way of doing things doesn’t work anymore - do things differently Be nice to yourself & kind to others Change is the only constant – look at change differently Importance of breaking down silos across the VPS Social media tools if not moderated properly can be problematic Video content (under 4 min) is very effective – small chunks work well Spend L&D budget quickly before approval revoked Amount of time it actually takes to reform & then rebuild an organisation Outsourcing IT major projects may NOT be the best way going forward Face to face lunchtime sessions don’t appeal to VCAT members Today’s newspaper is tomorrow’s fish paper Power of peer learning Power of new technology Benefits of e learning Managing and Communicating through change o Importance of managing expectations o Importance of leadership o Importance of providing clarity Recognising and tapping into the Good internal resources we have (Parliament) During tender processing don’t accept face value Less emails more talking – particularly where you’re trying to influence.
Minutes - VPS L&D Network - DBI Hosted
Priorities 2013
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4 December 2012
Targeted l&d offerings that provide value to the business Building managers capability in HR matters with their staff Cross capability building Re engagement of staff after restructures have occurred Making structure work to achieve strategic directions Change management – helping the organisation & staff through major change in the Department Train 1700 new police and 940 PSOs –increase investigation skills Redesign training packages Increase e-learning delivery Increase learner centre delivery Implement education master plan – vic pol Redesign promotional programs Move from course to individual learning Develop national guidelines for police – setting professional standards Study leave policy Mentoring program Change management - understanding change – how to transition – manage change Bullying and Harassment training for managers Team and organisational restructures Re define services offered – what / how Merge of functions – teams Roll out and expand e-earning Learning management system – to be focussed on the learner not events Skills audit – identify and development programs – build internal capability – develop a competency framework specific to the Dept from the VPS capability framework Cross skilling in teams Develop and implement a departmental L&D Strategy Address skill gaps –VDPs /rest Build e-earning catalogue (internal/external) Review and implement leadership development program Leadership program Alumni program Build an internal employee development program Leadership development strategy to be implemented by July 2013 Centralise L&D @DTF 80 BASOs to be qualified in Cert IV Training & Assessment Introduce skill soft – online training More internal facilitators Leadership and Management Refocus services Drive sustainable organisation Re-engaging staff re-motivating staff
Minutes - VPS L&D Network - DBI Hosted
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4 December 2012
Role changes support New providers for new programs to support new role in the Dept Collaboration partnerships Get the 2013-2014 L&D Strategy sorted – comes out of Strategic Plan+ Organisation Corporate Plan + etc Implement approved recommendations from VCAT member Learning Needs Analysis Increase use of internal knowledge, skills & capabilities VCAT member pd day on 22 March 2013 Have some kind of strategic direction now that “transforming VCAT” is now complete Review and recast VCAT L&D Strategy 2012-2017 + supporting action plan for 2013-2014 Make re-compliance less dry and more to the point Onboard and induct new starters effectively Look at and re-assess alternative IT provider & ways of working Engagement Identify and manage risk and have a risk management strategy Retain staff Career development Filling skill gaps creatively Manage change Knowledge management
Minutes - VPS L&D Network - DBI Hosted
Challenges for 2013
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4 December 2012
Building Leadership capabilities to effectively engage staff Managers dealing with those who had said YES to VDP – increase in trust and decrease in discrimination How to retain current staff Staff losses – how to manage workload and skills Increase in stress / burnout – OH&S issues Doing more with less – skills of managers to handle – all pulling weight in harder times – performance management Demand on HR – for l&d solutions Create skills register Skills database On demand l&d to build engagement and morale Budget implications Cut down programs Evaluation of providers Application of learning in the workplace Supporting an effective on the job application of learning Training records with a view to delivering training to teams – train the trainer Morale/engagement (SGI ) – VDPs Restructures/ change and rebuilding teams Rebuilding and developing of knowledge Letting go Capability development – identify gaps Rebuilding momentum Knowledge management (ageing workforce departures – SGI) Culture challenges – holding on/ not sharing – knowledge and resources Redefining L&D 70/20/10 Supporting structures L&D positioning – consultants – implementers- planners – advisers – enablers. Stakeholder management – education managers
Minutes - VPS L&D Network - DBI Hosted
Topics for the L&D Network in 2013
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4 December 2012
Dedicated placement program – the way the learnings and structure to help others – application of the model PSO Program update learnings (panel presentation) Management development program (1 hour) Coaching Opportunities to share places on training with other Departments What Departments are doing in the L&D space Online learning, blended learning and social media 70:20:10 approach – what is each Department doing? Practical way to embed 70/20/10 – supporting managers build a learning culture Embedding change – making it work (less resources) OD Innovation E-learn – sharing knowledge resources, packages – new ideas for creating training – tapping into technology E services – panel providers with references Presentations on L&D matter o Research o Churchill Fellowship o External presenters i.e. AHRI Sharing of projects/program tech etc VPS Policy Development e.g. Study How do we increase participation in L&D programs ROI – how do we demonstrate this How to create a collaborative mindset Stakeholder relationship management – identifying influencing, engaging Designing a Learning Strategy that is learner focussed Toolbox session – sharing practical tools Comparing experiences with e-learning compliance training Strategy to convince managers to blend online with face to face l&d Putting the learner at the centre and making them accountable How to conduct, analyse LNA and data (qualitative and quantitative research) How close are L&D network business units’ to integrating online learning in L&D offerings. How can we know more about out learners? Building peer learning networks & how to support them How to maximise l&d bang for buck? (innovation & scalability) Session on how each business unit (Department?) funds its l&d (1 pot managed by l&d person or distributed across organisation.
Minutes - VPS L&D Network - DBI Hosted
4 December 2012
Future Network Meetings If you are able to host a meeting in 2013, please contact Ruth Fleming, at CAV. Date
L&D Network Host
February 2013
Jessica Sanders
Host Department DTF
April 2013
TBA
TBA
June 2013
TBA
TBA
August 2013
Ben Elisha
VicPol
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