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RECMGMT-L  May 2000

RECMGMT-L May 2000

Subject:

Data / Forms / Records Analyst Position Description

From:

"Flores, Helen" <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Tue, 16 May 2000 10:27:18 -0500

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (155 lines)

Scott Swanson, CRM, Records Manager, Idaho Transportation Dept requested a
Records /Forms Analyst position description.

We have a Data/Forms/Analyst position description that may be useful. The
person in the position spends more time with forms and data analysis than
with records. The position brings the technical skills and abilities needed
into the unit and has proven very helpful to my programs. I'm the Dept.
Records and Forms Officer. We also have an individual who is the Data
Administrator (NOT Database Administrator). He is charged with data
directories, consistency in naming standards, tables, and trying to develop
applications that reduce data redundancy and that may be sharable across
applications. As for the analyst, we need her cloned several times. She
can't possibly do all that's listed in the PD, but here it is.

Helen Flores, CRM
Wisconsin Dept. of Natural Resources
[log in to unmask]

Data Forms Records Analyst Trainee

Under the supervision of the Chief of the Policy and Planning Section, this
position is in training to provide a variety of professional information
systems work to support the agency planning, data administration, records
and forms initiatives.  Work will include systems analysis, database design,
and consultation on electronic data capture, enhanced workflow procedures
and systems, imaging systems, and integration of these functions with agency
Internet/Intranet initiatives.  Serve as a backup for the Data Administrator
and the Forms and Records Officer.

30%     A.      Through formal training, on-the-job training and mentoring,
learn to analyze, develop and maintain manual and automated systems to
support the agency data administration function and the agency forms and
records programs.

                A.1     Provide analytical assistance to agency staff by
documenting manual and automated methods of collecting data and managing
forms and records.
                A.2     Learn technologies related to electronic forms, data
capture, workflow analysis and imaging.
                A.3     Consult and assist BEITA staff to incorporate
appropriate technologies as part of the overall information systems design.
                A.4     Broaden knowledge of the agency computing
environment and information systems by participating in BEITA general and
technical design reviews.
                A.5     Participate in agency business process
re-engineering studies.

25%     B.      Through on-the-job training, mentoring and formal training,
develop, enhance and maintain computer programs to support agency data
administration, forms and records management activities.

                B.1     Develop analytical skills in identifying project
requirements for new, revised or enhanced record keeping and tracking
systems to administer data administration, forms management and records
management programs department-wide.
                B.2     Design and code programs to meet system design
specifications.
                B.3     Test and debug programs as necessary.
                B.4     Maintain, enhance and update the Data Administration
menu.
                B.5     Develop utility programs and generate ad hoc reports
as required.

10%     C.      Support of Forms program

                C.1     As initial point of contact for forms, consult with
agency staff to determine needs for manual or electronic data collection
devices and tools to meet their needs.
                C.2     Maintain department Forms Program Handbook.
                C.3     Assist the Forms Officer in preparing and conducting
forms training sessions, including provision of forms software
demonstrations.
                C.4     Maintain DNR Forms Catalog.
                C.5     Serve as BEITA's Forms Coordinator, assuring that
all forms developed or revised in the bureau are in compliance with legal
requirements for forms and consistent with program and statewide standards.
                C.6     Serve as the backup for the agency Forms Officer.


10%     D.      Support of agency Records Management program.

                D.1     Maintain agency database of approved Records
Retention/Disposition Authorizations (RDA's).
                D.2     Maintain log for tracking Open Records requests and
responses.
                D.3     Maintain department Records Management Handbook.
Assist the Records Officer in records management training initiatives.
                D.4     Serve as BEITA's Records Coordinator.
                D.5     Monitor department-wide compliance with federal,
state and agency records policies and procedures, including retention
requirements.
                D.6     Serve as backup to the department Records Officer.

10%     E.      Support of agency Data Administration function.

                E.1     Coordinate data systems relationships with DNR
records retention schedules (RDA) and forms initiatives.
                E.2     Maintain and monitor the Policy and Planning library
for information systems design documents.
                E.3     Serve as backup to the department Data
Administrator.

15%     F.      As part of the trainee program, develop skills and
abilities.

                F.1     Attend formal courses designated as part of the
career development program with emphasis on data administration, forms and
records management.
                F.2     Read books, magazines and trade journals to enhance
job knowledge.

Data, Forms, Records Analyst Training Plan

Public Relations and Communications Skills

Written Communication Skills
        Systems documentation
        Playscript procedures

Computer Skills:
        MicroSoft Products:  Access, Excel, etc.
        Relational Database
        JetForm FormFlow - manage forms inventory, DNR database linkage
        Oracle
        VMS

Data, Forms Records Analysis Skills

        Systems Analysis and Workflow - manual and automated
        Overview of Records Management
        Forms Analysis overview
        Electronic record keeping standards
        Data Modeling overview

Data Forms and Records Analyst Objective-Level

1.      Provide department-wide consulting services and technical support
for workflow management, e-forms, e-mail, data management and ERMS software
to ensure linkage and compatibility to each other and DNR/state desktop
standards, including EOS and AFP printing technologies.

2.      Manage and maintain the Department's repository, including data,
records and forms management relationships within databases.  This position
will require a broad knowledge of department business and systems to
coordinate these activities with each other.

3.      Provide direction and participate in business process reengineering
(BPR), workflow management and strategic planning within programs/bureaus.

4.      Coordinate and develop training curriculum in e-forms, e-mail,
imaging applications, and use of ERMS systems for the entire agency.

5.      Develop, implement and monitor department-wide technical standards
and structures for electronic records and forms systems, including ERMS and
e-mail.

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