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Training Handout

Complete Staff Work

Complete Staff Work

Copyright © 2020 by SMARTIFY℠

All rights reserved. No part of this training manual may be reproduced, distributed, or transmitted in any
form or by any means, including photocopying, recording, or other electronic or mechanical methods,
without the prior written permission of SMARTIFY℠, except in the case of brief quotations embodied in
reviews. For permission requests, please write to SMARTIFY℠ at the address below.

SMARTIFY℠
I-TechWeb Solutions and Services, Inc.
Unit 2201, 88 Corporate Center
Sedeno St. Cor Valero St, Salcedo Village
Makati City 1227, Philippines

T: +63 2 5523866
E-mail: [email protected]
Web: www.smartify.ph

SMARTIFY℠ is the registered service mark of I-TechWeb Solutions and Services Inc.

This training hand-out is strictly for classroom purposes only.

Complete Staff Work
Table of Contents

Table of Contents
COURSE INFORMATION ................................................................................... A
COURSE OVERVIEW ............................................................................................. A
COURSE DESCRIPTION ......................................................................................... A
COURSE OBJECTIVES ........................................................................................... B
LEARNING BENEFITS ............................................................................................ B
TARGET AUDIENCE .............................................................................................. B
DURATION ........................................................................................................... B
I. MODULE 1: PRINCIPLES AND CONCEPTS .................................................... 1
1.1 INTRODUCTION .............................................................................................1
1.2 DEFINITION ...................................................................................................1
1.3 ORIGIN ..........................................................................................................2
1.4 ELEMENTS OF COMPLETE STAFF WORK...........................................................2
1.5 BENEFITS OF COMPLETE STAFF WORK ............................................................6
1.6 MANAGEMENT PRINCIPLE ...............................................................................7
1.7. ROLES AND RESPONSIBILITIES ......................................................................7
1.7.1 The Manager.............................................................................................7
1.7.2 The Staff ..................................................................................................8
1.8 SKILLS AND COMPETENCIES ...........................................................................8
1.9 ISSUES AND CONCERNS OF CSW ....................................................................9
Activity 1: Skills and Competencies for CSW .....................................................9
MODULE 2: COMPLETE STAFF WORK FRAMEWORK ...................................... 10
2.1 P-A-D-C FRAMEWORK .................................................................................. 10
2.1.1 Plan ........................................................................................................ 10
2.1.2 Assess .................................................................................................... 10
2.1.3 Develop .................................................................................................. 11
2.1.4 Communicate .......................................................................................... 11
CSW Samples and References: .......................................................................... 12
Sample CSW Process...................................................................................... 12
Sample CSW Template ................................................................................... 12

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Sample CSW Checklist .................................................................................... 13

2.2 TEST FOR COMPLETENESS ............................................................................ 13
Activity 2: Environmental Screening ............................................................... 14
MODULE 3: CSW STEP-BY-STEP PROCESS .................................................... 15
3.1 STEP 1: DEFINE THE PROBLEM ..................................................................... 15
Sample Case: Define the Problem ................................................................... 18
3.2 STEP 2: COLLECT AND ANALYZE DATA .......................................................... 19
3.2.1 Do Research Work ................................................................................... 20
3.2.2 Conduct Meetings and Interviews ............................................................. 20
3.2.3 Initiate Focus Group Discussions .............................................................. 21
Activity 3: Problem Statement ....................................................................... 21
Take Home: Feedback 1................................................................................ 21
3.2.4 GAP Analysis ........................................................................................... 22
3.2.5 Use Root Cause Amalysis ......................................................................... 24
Sample Root Cause Analysis ........................................................................... 25
3.2.6 SWOT Analysis ........................................................................................ 25
Activity 4: Root Cause vs SWOT Analysis ......................................................... 26
3.3. STEP 3: DEVELOP ALTERNATIVE SOLUTIONS .............................................. 27
3.3.1 Form Assumptions ................................................................................... 27
3.3.2 Identify Constraints ................................................................................. 27
3.3.3 Assess All Alternatives ............................................................................. 28
Activity 5: Application of SWOT Analysis ......................................................... 29
3.4 STEP 4: NARROW DOWN TO THREE ALTERNATIVE SOLUTIONS .................... 30
Sample Case: Three Alternative Solutions ........................................................ 33
3.5 STEP 5: CHOOSE THE FINAL RECOMMENDATION AND ORGANIZE REPORT .... 33
3.6 STEP 6: WRITE THE REPORT ....................................................................... 36
3.7 STEP 7: SUBMIT THE REPORT AND GET APPROVAL ...................................... 38
Activity 6: Identify Alternative Solutions ......................................................... 39
MODULE 4: EFFECTIVE COMMUNICATION .................................................... 40
4.1 COORDINATION AND FACILITATION TECHNINIQUES ..................................... 40

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4.2 WRITING TECHNIQUES ................................................................................. 44

4.3 PRESENTATION METHODS ..............................................................................1
Activity 7: Barriers in Excellent Writing .............................................................1
MODULE 5: (STEP 8) IMPLEMENT-MONITOR-EVALUATE................................ 2
MODULE 6 CSW PROS AND CONS .................................................................... 5
6.1 BARRIERS TO CSW .........................................................................................5
6.2 Problems in CSW ............................................................................................7
6.3 ADVANTAGES OF CSW ....................................................................................7
6.3.1 To the Managers .......................................................................................7
6.3.2 To the Staff ..............................................................................................8
6.3.3 To Managers, Staff and Organization ..........................................................8
6.4 Important Reminders To Be Effective In CSW ...................................................9
Activity 8: Let’s Role Play! ...............................................................................9
CULMINATING ACTIVITY: DEVELOPMENT OF CSW PROCEDURE .................. 10

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COURSE INFORMATION
“We are what we repeatedly do. Excellence then, is not an act, but a habit.”
- Aristotle
COURSE OVERVIEW
The course is a comprehensive and systematic process of analyzing a problem,
recommending solution, and thoroughly presenting it to the manager to be either
approved or disapproved. Additionally, it provides participants with the opportunity to
experience working on analytical problems individually and in teams that require the
preparation of recommendations in the form of CSW. It has become more significant
nowadays as it requires employees to provide the needed information and well-studied
options to management in making judicious decisions in fast and accurate ways.

This training is designed for PPA to provide participants with a thorough understanding
of the concepts of Complete Staff Work (CSW). Participants have an opportunity to
experience working on analytical problems individually and in teams using the CSW
framework. Instead of relying on the manager to decide on the best course of action,
the team members are bringing their best solution to a problem and is one of the
various ways to enhance value of employees within PPA.

Additionally, participants will practice creating evaluation criteria, analyzing and

evaluating alternatives, and preparing recommendations for implementation based on
accepted standards for government agencies particularly PPA. .

COURSE DESCRIPTION
CSW has been identified by many agencies as the cornerstone of superior performance.
This three-day course is intended to equip PPA employees with skills in the study,
analysis, solution and presentation of issues, proposals, and recommendations to
enable PPA executives to make an immediate and intelligent decision.

In this Virtual Instructor Led Training, participants will learn the essential components,
processes, and techniques for CSW. This will also further enhance the research
proficiency and analytical aptitude of the participants.

Furthermore, having common understanding of what CSW is, or what it should be, will
guide PPA in the development of their personnel, and provide deeper sense of urgency
in the delivery of excellent service in the long term.

And lastly, this course provides employees with an opportunity to develop, improve, or
refine their skills in planning and preparing CSW.

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COURSE OBJECTIVES
Upon completion of the course, participants will be equipped with skills in the study,
analysis, solution and presentation of issues, proposals and recommendations to enable
PPA Executives and Managers to make immediate and intelligent decisions.

With this main objective in mind, participants will be able to:

1. Identify the concept of CSW,

2. Apply the “Test for Completeness”,
3. Prepare a Complete Staff Work,
4. Solve problems,
5. Apply several methods and techniques for developing and evaluating alternatives,
6. Demonstrate research skills and analytical abilities,
7. Recognize potential barriers to performing CSW, and
8. Develop competency in presenting and implementing CSW.
LEARNING BENEFITS
At the end of the training, learners will be able to:

1. The participants will be able to apply the tools in CSW and be able to confidently
make recommendations to bring value to PPA and its customers.
2. The participants can apply the processes and tools obtained from this course to
other aspects of their everyday professional and personal life.
TARGET AUDIENCE
This course is for PPA personnel particularly staff members who are required to create
recommendations for management implementation in the form of CSW.

Experienced rank and file personnel as well as those employees with potential for
higher positions will greatly benefit from this course.

DURATION
3 days

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I. MODULE 1: PRINCIPLES AND CONCEPTS

1.1 INTRODUCTION

1.2 DEFINITION

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1.3 ORIGIN

1.4 ELEMENTS OF COMPLETE STAFF WORK

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1.5 BENEFITS OF COMPLETE STAFF WORK

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1.6 MANAGEMENT PRINCIPLE

1.7. ROLES AND RESPONSIBILITIES

1.7.1 The Manager

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1.7.2 The Staff

1.8 SKILLS AND COMPETENCIES

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1.9 ISSUES AND CONCERNS OF CSW

Activity 1: Skills and Competencies for CSW

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MODULE 2: COMPLETE STAFF WORK FRAMEWORK

2.1 P-A-D-C FRAMEWORK
2.1.1 Plan

2.1.2 Assess

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2.1.3 Develop

2.1.4 Communicate

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CSW Samples and References:

Sample CSW Process

Sample CSW Template

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Sample CSW Checklist

2.2 TEST FOR COMPLETENESS

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Activity 2: Environmental Screening

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MODULE 3: CSW STEP-BY-STEP PROCESS

3.1 STEP 1: DEFINE THE PROBLEM

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Sample Case: Define the Problem

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3.2 STEP 2: COLLECT AND ANALYZE DATA

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3.2.1 Do Research Work

3.2.2 Conduct Meetings and Interviews

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3.2.3 Initiate Focus Group Discussions

Activity 3: Problem Statement

Take Home: Feedback 1

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3.2.4 GAP Analysis

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3.2.5 Use Root Cause Amalysis

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Sample Root Cause Analysis

3.2.6 SWOT Analysis

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Activity 4: Root Cause vs SWOT Analysis

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3.3. STEP 3: DEVELOP ALTERNATIVE SOLUTIONS

3.3.1 Form Assumptions

3.3.2 Identify Constraints

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3.3.3 Assess All Alternatives

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Activity 5: Application of SWOT Analysis

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3.4 STEP 4: NARROW DOWN TO THREE ALTERNATIVE SOLUTIONS

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Sample Case: Three Alternative Solutions

3.5 STEP 5: CHOOSE THE FINAL RECOMMENDATION AND ORGANIZE

REPORT

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3.6 STEP 6: WRITE THE REPORT

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3.7 STEP 7: SUBMIT THE REPORT AND GET APPROVAL

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Activity 6: Identify Alternative Solutions

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MODULE 4: EFFECTIVE COMMUNICATION

4.1 COORDINATION AND FACILITATION TECHNINIQUES

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4.2 WRITING TECHNIQUES

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4.3 PRESENTATION METHODS

Activity 7: Barriers in Excellent Writing

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MODULE 5: (STEP 8) IMPLEMENT-MONITOR-EVALUATE

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MODULE 6 CSW PROS AND CONS

6.1 BARRIERS TO CSW

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6.2 Problems in CSW

6.3 ADVANTAGES OF CSW

6.3.1 To the Managers

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6.3.2 To the Staff

6.3.3 To Managers, Staff and Organization

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6.4 Important Reminders To Be Effective In CSW

Activity 8: Let’s Role Play!

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CULMINATING ACTIVITY: DEVELOPMENT OF CSW

PROCEDURE

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