Confirm ATD chapter presenters for APWA accreditation

[katelunceford]

We need a designated presenter to present each practice at the accreditation evaluation. They will need time and help to prepare. They are required to attend a few important meetings to help ensure a successful accreditation.

• [x] Define roles & responsibilities of lead presenter and supporting presenter
• [x] Confirm a lead presenter and optional supporting presenters for each practice
• [x] Track down who will present non ATD practices
• [x] Create spreadsheet of ATD presenters with contact info including mobile phone number
• [x] Send all presenters email of upcoming events
• [x] Create calendar events with details for the mock evaluation, rehearsal, and accreditation evaluation
• [x] Send all presenters invitations to events for mock evaluation, rehearsal, and accreditation evaluation

[katelunceford]

Presenter roles & responsibilities

Roles & Responsibilities of Lead Presenters

1. Know the practice requirement and how legacy ATD complies.
2. Prepare any additional documentation needed beyond the practice sheet and evidence files.
3. The presenter for the first practice of each chapter will start by introducing themselves and the team.
4. Open the practice sheet and evidence files from SharePoint. There will be one large screen that everyone can see.
5. Guide the evaluator through the practice. Keep the presentation concise and to the point. Each practice should take 2-5 minutes. The evaluator may stop you short if they’re satisfied we meet the requirement. Don’t take it personally and move on.
6. Answer questions that may be posed by the evaluator.
7. Mock evaluation - Take notes on the mock evaluator’s feedback.

Roles & Responsibilities of Supporting Presenters

1. Know the practice requirement and how legacy ATD complies.
2. Assist in preparing any additional documentation needed beyond the practice sheet and evidence files.
3. Assist in answering questions that may be posed by the evaluator.
4. Mock evaluation - Assist in taking notes on the mock evaluator’s feedback.

[katelunceford]

Confirming presenters

• [x] Add 2 person columns (Presenter (Lead) + Presenter (Supporting)) to the ATD APWA Progress Tracker
• [x] Send email to Leads/SMEs with instructions to choose presenters and enter them on the tracker - @maccallump
• [x] Presenters self-select by EOD 6/7/23
• [x] Identify gaps where presenters still need to be assigned
• [x] Call w/ Jason R. to figure out presenters for Chapter 35 - Parking
• [x] Track down who will present non ATD practices

[katelunceford]

Email from Peggy to Leads/SMEs

Subject line: IMMEDIATE ACTION REQUIRED: APWA Accreditation Evaluation- DUE COB June 7

Good morning,

The last few details for the APWA Accreditation Evaluation are coming together.

IMPORTANT DATES: Tuesday, June 13, 2023, Mock Evaluations Rehearsal for the Accreditation Evaluation on Thursday, June 22 Accreditation Evaluations on Monday, July 10-12

On June 13, the Office of Performance Management (OPM) has scheduled Mock Evaluation for the Chapters ATD prepared. The evaluations will be in person at the PLACE, ADDRESS, ROOM. The Mock Evaluation will run similarly to the Actual Evaluation in July. I am asking each of you to assign a Lead Presenter for each of the practices assigned to your team.

EXPECTATIONS for June 13 Mock Evaluation: All of the APWA documentation will be available on the APWA SharePoint site maintained by OPM. Presenter can navigate around the SharePoint site to use practice compliance statement and related evidence.

REQUEST: Please identify the Lead Presenter for each Practice in the Chapter. DUE BY COB, WEDNESDAY, JUNE 7. The Presenter will navigate the SharePoint site to pull up the practice compliance statement and subsequent practice evidence. The Presenter will provide a brief overview of the practice and the compliance statement, and a brief review of the practice, evidence, beginning with the strongest piece of evidence. Therefore, it is important that the Presenter is familiar with the requirement, how we are complying, and can answer any questions that the evaluation team asks.
ROLES & RESPONSIBILITIES OF THE LEAD PRESENTER:

1. Knowledge of the practices and supporting evidence. They know where and which part PROVES THE COMPLIANCE STATEMENT.
2. Guide the evaluator through each practice. Keep the presentation concise and to the point. Each practice should only take 2-5 minutes.
3. Prepare a list of the evidence that proves all key parts of the practice compliance statement.
4. Prepare any documentation you need to prepare for the presentation and any subsequent questions.

ACTION ITEM:

1. Go to the ATD APWA Progress Tracker.
2. For your practice(s), enter the name of the lead presenter in the Presenter (Lead) column. The lead presenter is the designated speaker who will present the practice to the APWA evaluator.
3. For your practice(s), enter the name(s) of the supporting presenter(s) in the Presenter (Supporting) column. Supporting presenters may or may not be necessary. They are SMEs to answer questions that may be posed by the evaluator. If no one is needed beyond the lead presenter, this column can remain blank.
4. Reply to this email (and cc Kate) that it has be completed.

[katelunceford]

Creating & sending calendar events

We need to block off APWA event time on presenters' calendars ASAP - create calendar events for each upcoming APWA event and send invites to every presenter. It needs to be hours of the day blocked instead of a full-day event (those don't block off your calendar the same way). Use content from the OPM workshop / emails to create the event descriptions. Make sure to include what to expect & presenter roles.

• [x] Send all presenters email of upcoming events
• [x] Create calendar events with details for the mock evaluation, rehearsal, and accreditation evaluation
• [x] Send all presenters invitations to events for mock evaluation, rehearsal, and accreditation evaluation

Email from Kate to confirmed presenters:

Subject line: ATD APWA Presenters - Required Events

Hello APWA Presenters!

Thank you for committing to being a presenter and representing legacy ATD at the APWA accreditation evaluation!

I want you to have a clear understanding of what to expect and that we’re here to support you. So I created a meeting for each of the upcoming APWA events. The event descriptions include what to expect, as well as the presenter roles.

Presenters are required to attend these important events in person to help ensure a successful accreditation. OPM (Office of Performance Management), which has led APWA accreditation evaluations before, is the organizer for these events. You will receive calendar invites from me with more details (while we wait for the official meeting invitations from OPM):

1. APWA Partner Mock Evaluation Training: DAY DATE, TIME @ PLACE This workshop brought together people across the city who have been working on this year’s APWA accreditation. OPM went over exactly what to expect during the mock evaluation, rehearsal, and accreditation evaluation. Terry O., a certified APWA evaluator, performed a live demo of several practices. Most importantly, we learned how to give an appropriate response during the evaluation. If you were unable to attend this training, let me know and I can send you the recording to watch ASAP.

2. APWA Accreditation Partner Mock Evaluation: DAY DATE, TIME @ PLACE This mock evaluation is for all partner departments, including legacy ATD, to practice with a mock evaluator in real time. It will be set up just like the real evaluation. You don’t have to be there the whole day; you only need to attend your chapter’s time block.

3. APWA Accreditation Citywide Rehearsal: DAY DATE, TIME @ PLACE This citywide rehearsal will bring together all participating departments, including their executives, for one last run-through before the evaluation. All presenters are required to attend.

4. APWA Accreditation Evaluation: DAY DATE, TIME @ PLACE This is the formal accreditation evaluation. You don’t have to be there the whole 3 days; you only need to attend your chapter’s time block. We’re aiming to schedule all chapter evaluations on DAY DATE, but that is still TBD.

If you are a presenter (lead or supporting) and you cannot attend all of these events, please let me and Peggy know right away.

Don’t hesitate to reach out with any other questions you may have. You are a critical component to the city’s APWA accreditation effort. We can’t thank you enough!

Kate

[katelunceford]

APWA calendar events made by Kate

copy/paste here

[katelunceford]

Confirming contact details

Molly at OPM says we need a presenter contact list including mobile phone numbers.

• [x] Teams message each presenter a request for their mobile phone number
• [x] Confirm contact details for all presenters
• [x] Create spreadsheet of ATD presenters with contact info

Teams message to each presenter

Hi NAME! I'm creating an ATD APWA presenter contact list with mobile phone numbers per OPM's request. Can you please give me yours to add to the list? It's my understanding it'll only be used on the day of an event, if at all.

[katelunceford]

Each Practice has designated presenter(s) listed on the ATD APWA Progress Tracker