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Martin Klubeck, University of Notre Dame

Don Padgett, University of Notre Dame



Building a Master Task List
(MTL)
October 2
nd
2014
Building a Master Task List (MTL)

Concepts
Practicum
Identifying Tasks
The Awesome Attributes
Skill Evaluations
Bonus Benefits
What's Next?


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WHY Bother?
Why dont you hire workers who are 100% skilled?
Because you cant afford them
Your organizations greatest assets are __________,
Dont train
Use inferior training vehicles
Train on the wrong things
Dont evaluate skill levels Dont know what workers really do
Dont know what workers really can do
Dont train
Use inferior training vehicles Train on the wrong things Dont know what workers really do
Dont evaluate skill levels Dont know what workers really can do
The largest recurring expense for most organizations _________
But in most organizations the training budget tends to be the smallest
are salaries
your people
so dont you find it strange that we
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Who needs one?
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Building blocks
You pay people for what they DO
- not what they know!
The Task is KEY
You dont pay a person for their knowledge;
you pay them to APPLY that knowledge!
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You pay people for what they know
Qualifications / Minimum Requirements
Operation Manuals
The person doing the work
Job Descriptions
Performance Evaluations
Resums
SOURCES FOR TASKS
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(Brainstorm)
Building Your MTL
Finding the Bricks
Minimum Qualifications
-Collaborate with partners across Development to understand information needs and
interface with upstream data owners to integrate key data sources to be used in
reporting environment. Leverage a leading edge data architecture design to provide
maximum flexibility, scalability, and usability of data for reporting and analysis
-Work with internal customers to develop tools and services such as dashboards,
scorecards, data insights, and ad-hoc analyses.
-Promote self-service data retrieval model within Development by providing
consultative services on data analysis, reporting tools and reporting best practices.
-Assist in every stage of information use from creating communication and solicitation
segmentation, development of KPI metrics and dashboards to track fundraising
performance, to the creation of standard and ad hoc reports.
-Maintain data governance policies and procedures to ensure standard data
definitions and uses across the department.
Collaborate
Promote
Maintain
development
partners
data retrieval
dashboards
policies
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Qualifications / Minimum Requirements
Operation Manuals
The person doing the work
Job Descriptions
Performance Evaluations
Resums
SOURCES FOR TASKS
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Documenting the Task
Avoid compounds!
Ensure actually a task for this job
Lead with an Action Verb
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Attributes Worksheet
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Task
F
r
e
q
u
e
n
c
y

C
o
m
p
l
e
x
i
t
y

o
f

T
a
s
k

C
o
m
p
l
e
x
i
t
y

t
o

L
e
a
r
n

C
r
i
t
i
c
a
l
i
t
y

Establish effective working relationships with superiors and associates
Maintain effective working relationships with superiors and associates
Establish effective working relationships with general public
Maintain effective working relationships with general public
Enter data (submitting grant reports)
Carry out successful reference interview (assist patrons with)
Complexity to Teach/Learn
Complexity of Task
Criticality
Frequency
Daily Weekly Monthly or more
How often is this task
performed?
High Medium Low
How complex is this task?
Complex Very complex Not complex
High
Medium Low
Complex Very complex Not complex
High
Medium Low
How complex is this task?
How important is it to get it right the first time?
Critical Very critical Not critical
High
Medium Low
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Attributes Worksheet
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Task
F
r
e
q
u
e
n
c
y

C
o
m
p
l
e
x
i
t
y

o
f

T
a
s
k

C
o
m
p
l
e
x
i
t
y

t
o

L
e
a
r
n

C
r
i
t
i
c
a
l
i
t
y

Establish effective working relationships with superiors and associates H H M H
Maintain effective working relationships with superiors and associates H L L M
Establish effective working relationships with general public H M M H
Maintain effective working relationships with general public H L L H
Enter data (submitting grant reports) M L L L
Carry out successful reference interview (assist patrons with) H H M H
Results Worksheet
Task
F
r
e
q
u
e
n
c
y

C
o
m
p
l
e
x
i
t
y

o
f


T
a
s
k

C
o
m
p
l
e
x
i
t
y

t
o


L
e
a
r
n

C
r
i
t
i
c
a
l
i
t
y

T
r
a
i
n
i
n
g

R
e
q
u
i
r
e
m
e
n
t
s

K
n
o
w
l
e
d
g
e

I
t
e
m
?

C
h
e
c
k
l
i
s
t
?

Q
u
a
l
i
t
y

C
h
e
c
k
?

O
J
T
?

T
h
o
r
o
u
g
h

I
n
s
t
r
u
c
t
i
o
n
s
?

F
o
r
m
a
l

T
r
a
i
n
i
n
g
?

J
I
T
T

J
o
b

A
i
d
s

Establish effective working relationships with
superiors and associates
H H M H Y Y Y Y N N Y N N
Maintain effective working relationships with
superiors and associates
H L L M N N Y N N N N N N
Establish effective working relationships with
general public
H M M H Y N Y Y N N Y N N
Maintain effective working relationships with
general public
H L L H N N Y Y N N N N N
Enter data (submitting grant reports) M L L L N N N N N N N N N
Carry out successful reference interview H H M H Y Y Y Y N N Y N N
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Determining Required Skill
Levels
1- Novice
Employee View
Supervisor view
Rare!
Rare!
2 - Developing
3 - Experienced
5 - Expert
4 - Proficient
And the Winner is
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Skill Requirement Worksheet
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Task
R
e
q
u
i
r
e
d

S
k
i
l
l

(
s
u
p
e
r
v
i
s
o
r
)

R
e
q
u
i
r
e
d

S
k
i
l
l

(
W
o
r
k
e
r
)

F
i
n
a
l

S
c
o
r
e
*

Establish effective working relationships with superiors and associates 3 4 4
Establish effective working relationships with general public 2.5 3 3
Carry out successful reference interview (assist patrons with) 3 3 3
Conduct online research (assist patrons with) 4 4 4
Conduct print research (assist patrons with) 4 3.2 4
Find online reference materials (assist patrons with) 2 3 3
Search online catalog (assist patrons with) 3 3 3
Develop programs to highlight the collection 2 2 2
Develop programs to meet the needs of the public 3 2 3
Develop themes for book displays 3.5 3.75 3.75
Evaluating current Skill Levels
Employee View
Supervisor view
Rare!
2 - Developing
3 - Experienced
5 - Expert
4 - Proficient
And the Winner is
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1 - Novice
Current Skill Worksheet
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Task
C
u
r
r
e
n
t

S
k
i
l
l

(
s
u
p
e
r
v
i
s
o
r
)

C
u
r
r
e
n
t

S
k
i
l
l

(
W
o
r
k
e
r
)

F
i
n
a
l

S
c
o
r
e
*

Establish effective working relationships with superiors and associates 3 4 3
Establish effective working relationships with general public 2 3 2
Carry out successful reference interview (assist patrons with) 3 2 2
Conduct online research (assist patrons with) 3 3 3
Conduct print research (assist patrons with) 2 3 2
Find online reference materials (assist patrons with) 3 3.5 3
Search online catalog (assist patrons with) 4 2 2
Develop programs to highlight the collection 3,5 2 2
Develop programs to meet the needs of the public 3 3 3
Develop themes for book displays 2.75 3.25 2.75
Evaluation Results Worksheet
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Task
R
e
q
u
i
r
e
d

S
k
i
l
l

(
A
g
r
e
e
d
)

C
u
r
r
e
n
t

S
k
i
l
l

(
A
g
r
e
e
d
)

%

T
r
a
i
n
e
d

Establish effective working relationships with superiors and associates 4 3 75%
Establish effective working relationships with general public 3 2 67%
Carry out successful reference interview (assist patrons with) 3 2 67%
Conduct online research (assist patrons with) 4 3 75%
Conduct print research (assist patrons with) 4 2 50%
Find online reference materials (assist patrons with) 3 3 100%
Search online catalog (assist patrons with) 3 2 67%
Develop programs to highlight the collection 2 2 100%
Develop programs to meet the needs of the public 3 3 100%
Develop themes for book displays 3.75 2.75 73%
Congratulations!
Bonus Benefits
Build a database of job tasks
Build Skills Database
Simplify cross-training
Makes training for new positions easier
Clearly Define What Each Position DOES
Identify suggested training vehicles
Identify suggested Job Aids
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Next Steps
Create job aids (optional)
Identify training sources
Schedule the training
Evaluate the effectiveness of the training
Repeat and rinse until reach desired skill levels
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Questions?
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Why Organizations Struggle So
Hard to Improve So Little


SUGGESTED REFERENCES
The Professional Development Toolbox
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Dont forget to download the MTL worksheet
Available via the
Course Agenda site at
www.educause.edu


Building a Master Task List
(MTL)


Please take a few minutes to complete the
Online Survey at
http://www.educause.edu

or on the Educause 2014 App
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Contact Us
Don Padgett dpadgett@nd.edu
Martin Klubeck mklubeck@nd.edu
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