Slide 1 In-Basket Exercise 827 (IBE 827) Orientation Session Slide 2 Overview and Introduction Introductions Outline / Agenda

for the day Objectives Overview of IBE 827 Sample In-Basket Item & Sample Responses Group Activity: Practice Exercise Test-taking Tips Accommodations & Multiple Formats Last Minute Details Wrap-Up & Questions Slide 3 Objectives * To provide an understanding of the In-Basket format * To increase comfort with the In-Basket Exercise * To familiarize you with the multiple formats of the In-Basket Exercise & the process of arranging accommodations

Slide 4 What is the IBE 827? A Work Sample Exercise * On-the-job scenario * Context is similar to a real management position

Slide 5 Why do we use In-basket Exercises? * To ensure the selection of qualified persons * To measure the Ability to Manage

Slide 6 Ability to Manage Managers must: * Identify operational, organizational, and budgetary priorities * Initiate and oversee the implementation of effective plans and activities * Engage in horizontal as well as vertical collaboration

Slide 7 Ability to Manage Managers must: *Facilitate partnerships with relevant external organizations and consult with external players *Ensure that human and financial resources are used effectively *Ensure that activities are assigned fairly and optimally

Slide 8 Ability to Manage Consists of three components * Planning and Conducting Activities * Managing the Human Aspect of the Organization * Partnership and Quality of Client Service

Slide 9 How is the IBE 827 Scored? * Trained Scorers * Detailed Scoring Manual * Continuous monitoring and quality control

Slide 10 Duration of the IBE 827 * * * * Before any accommodation: 3 hours Reading the background material Responding to the situations Depending on the specific accommodations, these times may or may not increase

Slide 11 IBE 827 Format 3 Sections (in 3 envelopes or files) A: Instructions and Background Material B: In-basket Situations C: Response Booklet

Slide 12 IBE 827 Format Envelope/File A: Instructions & Background Information * Documentation about the organization, Organizational Chart, Calendar, Agenda & Position description Envelope/File B: In-Basket Exercise Situations * Emails, letters, internal documents, etc. * All of the situations are related to the job and/or the organization

Slide 13 Typical Subjects Covered in the IBE 827 * * * * * * * * Program and/or Project Planning Development of Work Plans Human Resources Preparation and/or Use of Budgets Coordination of Operational Activities Monitoring & Adjusting Resource Expenditures Dealing With Other Governments / Organizations (i.e., Partnering Public Relations / Communications

Slide 14 Sample In-Basket Item and Responses * General Information and Background Information * Sample Item * Sample Responses

Slide 15 Sample In-Basket: General Information 1. Do what a successful manager would do 2. Know your organization 3. Use the calendar enclosed 4. Do not assume anything that is not directly stated 5. Respond as if you were on the job

Slide 16 Sample In-Basket: General Information 6. Respond to each separate item within a situation 7. Indicate your actions for each item and your rationale 8. Put down everything that will help the IBE scorer understand how you analyzed the situation

Slide 17 Sample In-Basket: Background Information MUDANTE * Not-for-profit organization that: * draws on talents of dancers, musicians, and actors to bring versatile and innovative productions to national and international audiences * offers professional dance workshops and classes encourages partnerships with experienced artists and professionals, schools, businesses, and art groups

Slide 18 Sample In-Basket: Background Information * Today is May 3, 2010 * Your first day on the job as: * N. Lafontaine, General Manager * MUDANTEs total operating budget is $2,563,988 * Organizational shift * From classical to contemporary productions * Greater financial flexibility to Artistic Manager

Slide 19 Sample In-Basket: Background Information Your role as General Manager * Manage human / financial resources and operations Examples: * Ensures that human and financial resources are used effectively * Heads a group of 10 individuals who represent the following areas: finance, human resources, marketing, and production * Responsible for production costs and timelines Establishes partnerships with government agencies regarding funding opportunities

Slide 20 MUDANTE Organizational Chart Board of Directors S. Matheson Executive Director (reports to Board of Directors) L. Cowart Artistic Manager (reports to Executive Director) M. Marquez Dance Educator (reports to Artistic Manager) D. Vladek Resident Artist (reports to Artistic Manager) P. Trautwein Artistic Coordinator (reports to Artistic Manager) N. Lafontaine General Manager (You are assuming this role and you report to Executive Director) H. Sasso Production Supervisor (reports to you) D. Ross Technician/Maintenance (reports to Production Supervisor) A. Huard Tour Coordinator (reports to Production Supervisor) D. Fortin Costume Designer (reports to Production Supervisor) M. Mathews Human Resources Officer (reports to you) N.Frazer Marketing Coordinator (reports to you) C. Pressault Public Relations Officer (reports to Marketing Coordinator) J. Lim Promotion/Sponsorship Officer (reports to Marketing Coordinator) C. Lee Sing Graphic Artist (reports to Marketing Coordinator) N. Herbert Finance Officer (reports to you)

Slide 21 Sample In-Basket Responses Sample Responses Overall, your responses should clearly describe: 1. your decisions and actions, 2. any plans you propose, 3. the rationale for your actions, 4. and other relevant information

Slides 22 to 24 Sample In-Basket Situation Situation 1 - Item 1 of 3 MUDANTE 52 Richmond St London ON N5M 3X0 MEMORANDUM TO: N. Lafontaine, General Manager & L. Cowart, Artistic Manager FROM: S. Matheson, Executive Director SUBJECT: Recruitment of new Directors DATE: 3 May 2010 Two directors will be retiring from our Board of Directors at the next quarterly meeting. These two members will be missed as they possess a full history of the organization, having sat on the board since the founding of the company 10 years ago. The Board of Directors has asked for suggestions of individuals they could approach to replace them. In the past five years, I have worked very hard to encourage more active participation of the board members in our promotional activities. At this time in the history of the company, it becomes clear that we need individuals who strongly believe in our company and could successfully lead as spokespersons for our marketing and fundraising activities. Because we need to increase our non-government funding revenues, someone with a strong marketing background or ties with large corporations would definitely be an asset. I would like your submission of nominees by the end of the month. Each submission should be accompanied by a short bio of the individual and your perception as to the potential degree of interest.

Slide 25 Sample In-Basket Responses Effective Responses Item 1: ACTION: S. Matheson, I agree that this provides an opportunity to complement the existing skill set and qualities of the board in areas that are a priority for MUDANTE. I intend to involve my staff on this issue. I will include in our up-coming monthly staff meeting. ACTION: M. Mathews: Could I get a bio of existing board members and description of responsibilities. RATIONALE: Individual members of the organization might have contacts and identify potential exciting candidates. It is not an immediate priority. Can be delayed until next week.

Slide 26 Sample In-Basket Responses Less Effective Responses Item 1: ACTION: No action at this time. Too many pressing matters. BF for May 25th.

Slide 27 Sample In-Basket Responses Summary of Effective Responses * The response to this item is elaborate. * Clear actions are described and deadlines are set. * A detailed rationale for the response is indicated which demonstrates an understanding of the issue.

Slide 28 Sample In-Basket Responses Summary of Less Effective Responses * The candidate does not respond to the e-mail of his superior regarding recruitment of new directors. * No indication that the individual recognizes the importance of the internal clients. * No plan of action as to how the candidate intends to help his or her superior

in this matter.

Slides 29 to 30 Practice In-Basket Situation Situation 4 - Item 1 of 2 Sarah Smith, Chair, Board of Directors - Re: Resident Artist From: Sarah Smith, Chair, Board of Directors MUDANTE To: S. Matheson, Executive Director Date: 5/03/10 12:10PM Subject: Resident Artist I do not know if MUDANTE has a policy on this, but in light of the article on D. Vladek, the resident artist's questionable political ties, I feel that it would be in the best interest of the company to remove him from his duties. I have talked to several other board members, and they feel the same way we simply cannot have someone like this in our employ. I trust you will take the necessary steps. Excerpt from local student newspaper: "Today in Edmonton internationally respected musician D. Vladek performed at The Little Edmonton Theatre to help promote the most recent production from MUDANTE entitled The Unicorn and the Salamander. The show was marred however by demonstrators who felt that D. Vladek should be silenced because of his alleged ties to a para military organization in his home country. Vladek has been purported to be an active member of ALA, a group that has claimed responsibility for several recent bombing attacks. In questioning after the show, Vladek would neither confirm nor deny this rumour . . ." Copy To: L. Cowart, Artistic Manager; N. Lafontaine, General Manager

Slides 31 & 32 Practice In-Basket Situation Situation 4 - Item 2 of 2 L. Cowart- Re: Resident Artist From: L. Cowart, Artistic Manager To: N. Lafontaine, General Manager Date: 5/03/10 13:10PM Subject: Resident Artist I must strongly object to any attempt by MUDANTE to remove D. Vladek from the company. We have never removed anyone for their political beliefs in the past, and I do not think we can start now. D. Vladek is here as a musician, not as a political activist. We need to think about what kind of message we would be sending to the community if we were to get rid of someone simply because we do not like some of the things they believe in. I know you are responsible for all staffing issues - but this is one situation where I feel that I may be better informed. I suggest we meet before deciding on any action. L. Cowart

Slides 33 & 34 Practice In-Basket Situation Situation 5 - Item 1 of 2 H. Sasso - Re: Impending technician strike URGENT From: H. Sasso, Production Supervisor To: N. Lafontaine, General Manager Date: 4/30/10 15:10PM Subject: Impending technician strike As you might be well aware, the Spring of 2009 was a period of instability within the opera and orchestral music community. Strikes and financial problems disrupted activities of some of the major organizations in British Columbia, Qubec, and Ontario. In certain cases, the Canada Council provided some temporary non-recurring funding while looking for a permanent solution. This time, it looks like we are personally going to be affected by labor conflicts. This morning, a friend of mine phoned me to inform me that there is a rumor of an impending technician strike at the Clark Center where we are scheduled to perform next Friday. I recall a similar situation a couple of years back in Montreal, when all productions had to be either canceled, rescheduled, or the performance was given somewhere else. I would like to meet with you as soon as possible for advice and direction on this matter. H. Sasso

Slide 35 Practice In-Basket Situation Situation 5 - Item 2 of 2 A. Huard - Re: Strike of technicians and agents at the Clark Centre URGENT From: A. Huard, Tour Coordinator To: N. Lafontaine, General Manager Date: 5/3/10 13:10PM Subject: Strike of technicians and agents at the Clark Center Immediate decisions must be taken. A press conference by the management of the Clark Center has been called for this afternoon at 2 o'clock to give more information regarding the impact of the strike actions of technicians and ticket agents. I will keep you informed of any additional information. A. Huard Copy To: H. Sasso, Production Supervisor

Slide 36 Practice In-Basket Situation An effective response should: * Be sufficiently detailed * Include clear actions and deadlines * Include a detailed rationale for actions * Address all parties involved

Slide 37 Results * You will receive your results on the In-Basket Exercise from the CAP officer

Slide 38 Tips for Writing an In-basket Although you cannot study in advance, there are certain things that you should bear in mind: * Be relaxed, confident, and well rested * Provide answers for all of the situations * Provide more information rather than less * Work efficiently * Although it wont be scored, clarity is an asset

Slide 39 Test-Taking Tips: Before the Test * Be familiar with the definition for the Ability to Manage * Remember that you cannot prepare directly for the test since it tests abilities acquired over a long period of time * Relax and get a good nights sleep the night before the test * Plan to arrive early but dont skip breakfast

Slide 40 Test-Taking Tips: During the Test * Budget your time * Stay organized * Be efficient * Demonstrate the Ability to Manage * Point form is acceptable, but be sure to provide complete answers

Slide 41 Accommodations Accommodations to the IBE 827 testing procedures may include: * Increased time limits * Breaks * Accessible testing space * Multiple format(s)

Slide 42 Multiple Formats of the IBE 827 Multiple formats: * On-screen version * JAWS-compatible version * Audio version * Large print version * Braille version * Paper & pencil version

Slide 43 Multiple Formats of the IBE 827 * Use any one version or combination of versions * Additional versions required

Slide 44 Process of Arranging Accommodations * Provide information about your disability * CAP and / or PPC representative will contact you to discuss accommodations

Slide 45 Practice In-Basket Exercise * Recommend using the formats found on the CAP Website (www.psccfp.gc.ca/cap/ibe/ibe_825_e.htm) * On-screen version * JAWS-compatible version * Other formats of orientation materials: * If you require Braille, Audio (on standard CD), and / or Large Print versions, please contact Omer Melanson at (613) 947-4937

Slide 46 Last Minute Details * Know the time, date, and exact location of the testing session * Bring to the test session: * your PRI number, and * one piece of identification bearing your signature and photograph

Slide 47 Wrap-Up After participating in this workshop you should have: * A clearer understanding of the format of In-Basket (questions and answers) * Experience with completing an In-Basket * Increased comfort with the In-Basket * Some strategies to use when doing the In-Basket Exercise 827 * Familiarity with the multiple formats of the In-Basket Exercise 827 & process of determining accommodations

Slide 48 Wrap-Up * Questions? * Comments