Path To Competency Welcome Pack

EW Path to CompetencyWelcome Pack© British Telecommunications plc 1

Hello!We’re delighted to be able to hand you thisPath to Competency Welcome Pack.The Path to Competency is designed tohelp you to become a confident andcompetent Engineering Workflow (EW)user.There are two versions; a 30 day option ifyou’re new to EW and a 15 dayaccelerated version if you’re alreadyfamiliar and using EW.In this pack you'll learn more about EWand Programmatic Capability and why it isimportant to both us and our customers.You’ll also find information on how to getfurther help and support as you movealong your path or in the future.Good luck and enjoy! 2

Introduction to EMPThis short video is a useful starting point to understand a little bit more about Programmatic Capability 3

Programmatic Capability at a glanceWhat is it? • The Programmatic Capability vision is to create the systems and processes that get the right job, to the right person, at the right time. • These systems and processes will build our production plans; allow us to manage dates and dependencies; build our schedules and automatically allocate work that is good to go; and help us visualise progress.Why are we doing it? • In ID we do the big, complex engineering bits, and we have big complex mechanisms to manage them. We have lots of processes that don’t talk to each other, so we spend time and effort linking them together. Then when things don’t go smoothly, it’s hard to see how big a problem it is and what is needed to resolve it. • Our teams are asking for increased clarity and simplicity around process, number of systems and accountability.What does it mean for you? • Programmatic Capability will eventually lead to fewer systems required for you to do your job. • Along with FDT, you will have better control of your production plans at OM level as we manage our resource proactively against the current workstack. • Everyone can see the complex dependencies of your work, so you can work together with your Field & Project Management colleagues to deliver the best outcomes for our customers. 4

EW at a glance What is it? • Engineering Workflow (EW) allows you to manage all estimates for the same site/project in one streamlined system, including third party contractor work. • EW is designed to help you in your roles and is continually being developed and enhanced. • Find out more about EW here. Why are we doing it? • EW supports us by improving delivery throughput and certainty, which will lead to improved customer service. • It brings all activities to one place, saving time for controls and removing over-reliance on pages and pages of text notes and spreadsheets. What does it mean for you? • EW is the primary system for controllers and it’s here to help you feel more in control. • In EW, you can see the entire project, including dependents tasks. This means you can see where you need to make work fluid and manage dates. • Your continued support is fundamental to making EW a success. 5

So what is the EW PathThe Path to Competency is a structured training and support pathI’ve heard of EW I know how I should I can do most thingsbut haven’t seen it use EW but need help but need support from time to time Awareness In Training Training Review You have an You'll now be working Once you've workedawareness of EW and through the EW through all of the required training have possibly read training checklist or some of the refreshing your activities, you’ll meet with your manager and information that’s knowledge of EW. complete a short survey available. to review how the training was for you. 6

to Competency? I’m confident andto help you become a confident and competent EW user. happy using EW I’m comfortable with EW Trained Competent Final Review You've completed all You’re comfortable You’ll have a final required training and and confident using review with your have met with your manager to confirm EW. you’re happy and manager. At this point you’ll comfortable using theYou'll now continue to system in your day todevelop your skills and complete self-competency with EW. certification surveys to day role. confirm how confident 7 you feel using EW.

Path to Competency at a glance What is it? • The EW Path to Competency is a structured process designed to support you to become confident, comfortable and competent with using EW. • The Path to Competency has been developed on the back of feedback from team members asking for a more structured approach to training. • It is a 30 day process for team members who are new to EW. For team members who have already received training they will complete an accelerated version in 15 days and use the process to refresh their knowledge. Why are we doing it? • To support team members move from having an awareness of EW, to being a trained user, through to being competent EW users. • The Path to Competency is purely a development and support tool. What does it mean for you? • The Path to Competency is an opportunity for you to manage your own learning and development. • Checkpoints throughout the process will allow you to review progress, provide feedback on how effective the training has been and also to identify any opportunities for additional support / training. 8

John is an allocator in the ID South Controls, and has been doing his job for the last 5 years He understands what his role looks like after Project Universal, so he knows that he has the most information about what goes on in his patch and he takes pride in having the experience to monitor and manage it all in the right way for the customer. John sometimes gets frustrated with the number of spreadsheets that he has to fill in on a daily basis to report on the workstack in his patch, and the fact that he needs to juggle conflicting priorities from different people in the business in order to allocate his work.John says:Initially I was sceptical about these systems and new ways of working. I wasn’t sure what the value of it was,and what we were doing seemed to be working ok. The more I used EW though, and the more I connected withField Dynamics and let them take the reins on the plans and escalations, the easier my job became. There werechallenges along the way, like needing to DCR my whole workstack to bring it back into line, but now I don’tknow how I could manage my patch any other way.Every day when I come into work, I still check the same key things: have all my engineers got work, and havethey got the right work? I found that my core job hasn’t changed – I’m still responsible for my patch, and I stillneed to work out what’s fluid and what’s not. The only real differences are the system I use to check thatinformation, and the people who help me check it. 9

The Path to Competency is designed to support you The training and support will help you becomeDesk Based Co- Allocation Ordinator Managing tasks (To be allocated, Managing Tasks Triage, Missed (New, Triage, RBD/Jeopardy) Missed RBD/Jeopardy) More detail of the specific activities aligned to these 10

to become confident and competent when using EWmore familiar with the following areas Use of Awareness of SupportPoint feedback andareas can be found on the following pages issues management channels 11

What does it mean to be a Desk-Based Co-Ordinator in EW? 1. Managing Tasks – New 4. Prioritisation1. Able to check the project and tasks for any issues and contact the appropriate people to resolve them or 1. Able to prioritise which projects to dealreduce the delay they will cause with based on EW priority score2. Able to add any manual tasks that are required to highlight issues / delays or to drive a review of the orderin future 5. SupportPoint3. Able to link the tasks in the GANTT to set the dependency between tasks 1. Understand how to use SupportPoint to4. Able to validate and link the order to the correct CSS tasks using eWocs find answers to procedural queries5. Able to use the DCR function to re-align the task RBDs so that they are in the correct sequence and that 2. Understand the process for requestingthe dates are realistic updates to procedures on SupportPoint6. Able to mark the order as reviewed to show the review has been completed 6. Feedback and Support 2. Managing Tasks – Triage 1. Understand who your Gold Users and1. Able to check the project to understand why it has entered the Triage pot Floorwalkers are2. Able to use my knowledge and contact the appropriate people to resolve the issue and / or reduce the 2. Understand and use the feedback anddelay it will cause issues process3. Able to add any manual tasks that are required to highlight issues / delays or to drive a review of the order 3. Act as a positive ambassador of EWin future and update the GANTT dependencies as appropriate 4. Share good practice with colleagues4. When there is no action required or I have completed the above I mark the order as reviewed to show Ihave completed this review and to move the it to the next stage. 12 3. Managing Tasks – Jeopardy / Missed RBD1. Able to check the GANTT dependencies to ensure they are correct, re-linking and updating whereappropriate2. Able to add any manual activities that are required3. Able to contract the appropriate people to drive for earlier completion at an individual task level,challenging dates where possible.4. I use the DCR function to re-align the task RBDs so that they are in the correct sequence and date5. Where a task has been made fluid, I can progress it through to allocation.

What does it mean to allocate in EW? 1. Managing Tasks – To be Allocated 4. Prioritisation1. Able to liaise with the other DBC’s to align work which can run in parallel to reduce dwell and delays (e.g. 1. Able to prioritise which tasks to allocatewhere OH and UG work is required) with based on EW priority score 2. Managing Tasks – Triage 5. SupportPoint1. Able to view the project to understand why the task has entered the Triage pot by looking out for the (*) 1. Understand how to use SupportPoint toto highlight a change in the activity date or status. find answers to procedural queries2. Able to highlight and challenge any furthers which are inappropriate 2. Understand the process for requesting3. Able to mark the project as reviewed to show the review has been completed and move it to the next updates to procedures on SupportPointstage. 6. Feedback and Support 3. Managing Tasks – Jeopardy / Missed RBD 1. Understand who your Gold Users and Floorwalkers are1. Able to highlight where tasks are identified as non-fluid 2. Understand and use the feedback and2. Able to check the GANTT dependencies to ensure they are correct, re-linking and updating where issues processappropriate 3. Act as a positive ambassador of EW3. Able to add any manual activities that are required 4. Share good practice with colleagues4. Able to use the DCR function to re-align the task RBDs so that they are in the correct sequence and datesto match expected completion.5. Able to use the task RBD’s to build a forward schedule of work to allocate to the field.6. Able to liaise with the other DBC’s to align work which can run in parallel to reduce dwell and delays (e.g.where OH and UG work is required). 13

What do I need If you’re new to using EW and haven’t completedBut, if you’ve already received training on EW this is an opportunity to refresh yourAwareness In Training Training Review Work through the Meet your manager to CBTs and training review the training outlined on page 16 Complete a short If you’ve already training checkpoint completed training survey use this as a chance to refresh your knowledgeI’m already using EW 0-5 Days Day 5I’m new to EW 0-15 Days Day 15 14

to do now?any training yet it will take approximately 30 days.knowledge and the Path to Competency should take around 15 days. Trained Ongoing Competency DevelopmentPut your training into Complete a short Complete a finalpractice and manage checkpoint survey to competency projects. let us know how checkpoint survey.If you’ve been using comfortable you are Meet your manager to EW for a while with EW. review and discuss continue to Only for those on the how you’re feeling consolidate your 30 day path. about EW. knowledge. Day 20 Day 15 Day 30 15

Let’s get started!CBTs, functional training, system requests to becompleted by checkpoint 1.Step 1:• Apply for access to EW via Order Gateway  Log onto Order Gateway  Under System Access tab, search for ORWFMT: Next Generation ORWFMT Infrastructure Controls  Select Standard Access, add this to your basked and checkout  Click here for the detailed process to follow, step by stepStep 2:• Bookmark the EW SharePointStep 3:• Complete the 1 day EW Training course (ORITE004)Step 4:• Obtain access to SupportPoint  Complete the CBT (Learning Home OPSP7)  Use this FixIT article to request access via Order Gateway  Once access is granted, use this FixIT article to install SupportPoint. 16

How’s it going?There are ‘checkpoints’ along your journey at which you'll have the opportunity totell us how it’s going. You’ll receive the checkpoint surveys by email.Checkpoint 1 15 Day Path to Competency (Day 5) • Complete the Training review survey. • Meet with your manager to discuss and review theCheckpoint 2 (Day 15) training. • Complete the Competency Checkpoint survey. • Meet with your manager for a final review meeting.Checkpoint 1 30 Day Path to Competency (Day 15) • Complete the Training review survey. • Meet with your manager to discuss and review theCheckpoint 2 (Day 20) training. • Complete the Competency Checkpoint survey.Checkpoint 3 (Day 30) • Complete the Competency Checkpoint survey. • Meet with your manager for a final review meeting. 17

Support and how to get in touchHopefully you've everything you need to get you started but just in case you needany additional help there’s plenty of support available… SupportPoint • SupportPoint is a great resource containing all the processes and key stroke procedures needed to perform your role Intranet Pages • The Programmatic Capability SharePoint site is here, which includes: • Additional information on EW and the other Programmatic Capability systems • Links to support resources • FAQs Get in touch • If you want to get in touch please contact Nigel Marris, Hannah Rimmer or Natalia Timchenko. 18

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