Tension Chart  Reference Sheet

2011

1.       Understanding the role of Tension Charts.

What are the purpose/benefits of tension charts?

Our organization has found tension charts are useful for several purposes.

1.       Policy/Procedure Manual

2.       Determining Employees pay

3.       Determining staffing needs

4.       Reminder of upcoming deadlines/Insure deadlines are met                       

 

a.       What role does policy and procedures have in TCs?

Our organization uses the tension charts to be an ongoing up to date policy and procedure manual. In many organizations policy/ procedure manuals are printed and left in a corner to collect dust. The new changes to policy/procedure never quite make it into the hard copy or only into one of the many hard copies in existence. With tension charts our policy and procedures are kept current in the tension charts and the changes only needs to be done once and all copies are changed.

 

b.      How tension charts are used in determining employee pay?

Each task performed has been assigned to a Job Function determined by an independent pay analysis firm.

Each Job function has been assigned a pay scale.

In F.R.E.D. next to each task is listed:

                                The time required to perform the task

                                The number of times the task is performed

                                The job function

The amount of time spent doing the task, multiplied by the number of times the task is performed determines the percent of time spent doing the task per year in that job function. The database calculates the percent of time spent working in each job function.  The percent in each job function is the percent of pay from that job functions pay scale.

Example:

Chart 1234: Enter bus schedule information    

Time it takes to perform this task: 15min 

How many times is this task performed: 248

Percent of employees time doing this task: 25% 

Pay function: data entry

If this were the only task the employee performs in the job function data entry, 25% of his/her salary would be paid at the pay rate of data entry.  

Job Functions and the pay associated with the Job Functions can be found at http://office.ieminc.org/E-ventexScale.htm

 

c.       How are tension charts used in determining staffing needs?

The database shows how long a task takes and how many are performed per year. When there is a significant increase in the number that is performed or the task has changed and the time to do the task has increased, this is an indication to review if additional help is needed or whether it is a peak time need or an ongoing need that may need additional personnel.

When it is determined it is an ongoing need and additional personnel are needed, the amount of time needed to complete the additional tasks determines the amount of hours required for the new employee.

 

d.      How are tension charts used as a reminder of upcoming deadlines/Insure deadlines are met.

Each time an employee has a task which needs to be completed by a certain date the employee creates a tension chart with the due date. (We’ll talk more later on how to create tension charts). When written in our tension charts it is not only a reminder but becomes a commitment to accomplish the goal by the due date. This is a wonderful motivator to complete tasks. It helps us make sure we complete those tasks that can easily be put “on the back burner,” when we have many things to do.

The tension charts really help us be successful in completing our goals.

The database will also help us by sending  a reminder notice approximately one week prior to the due date. There is also a menu on the front of the tension chart layout that allows the employee to view uncompleted goals. We’ll talk more about Tension Chart Accountability later.

 

2.       Creating Tension Charts?

a.       When do I create a new tension chart?

A chart should exist for all work tasks you are performing. If you do not have a chart for a task or if this is a new task for you and someone else has been performing the task their chart should be copied to insure consistency.  If you work for a different school the procedure may need adjustments. Charts must be written in complete sentences.  Charts should be created for any task which needs to be completed by a specific date.  An example would be if there is a Bus schedule report due on the 15th of each month, there would be a main chart that would say “Create monthly bus schedule and the procedure for creating the bus schedule report. Below this chart (the main chart, sometimes referred to as “the mother chart”) would be charts for each month. For the year there would be 12 sub charts below the main chart. These charts would resemble the charts below:

 Create January bus schedule report    with a due date of Jan. 15 of that year                                     Create February bus schedule report   with a due date of Feb. 15 of that year

Especially for  larger projects this can be viewed with the Goal you are trying to accomplish  (main/mother Chart) and the reality  of what currently is happening(listed below in the reality area)  and the sub charts representing  the steps needed  to go from the reality to the goal.

 

b.      How do I know where to enter the chart/ what chart should I link the new chart to?

The charts are being reorganized so employees will have their charts in “categories”.       When making a new chart, the new chart will be a sub chart of an existing chart (this will be referred to as main/mother chart). When you have located the chart your new chart will support (often these are the step taken to achieve what is written in the chart above)  you will create the new chart.

 

 

c.       How do I create a new chart once I have found the chart it will support?

 

Below the main/mother chart the new subchart will be supporting is where the information for the new chart is entered. Below the main chart, are blank lines, with a blue “sub” icon on the left of the tension chart.  In the first blank line under the main chart, this is where you will enter the new chart information.  If you do not see a blank line, go to the right of the chart and use the arrow to scroll down. Once you have entered the information for your new chart, the next field is assignee. Select your name from the drop down list. The next field is the due date; enter the date by which this task must be completed. If it is a task that is ongoing or repeating, then select from the drop down box the repeating sequence. These may be entered in this row as you create the chart or in the top of the main chart by filling in the white fields.

For repeating tasks, (unless it is labeled ongoing—almost daily without any specific time frame for completion), create sub charts with due dates for the repeating sequences as in the example above with the Bus schedule reportCongratulations, you have just created a new tension chart.  DO NOT Select New Record from the F.R.E.D. “records” field to create a new chart that will create an “orphan” chart.  Orphan charts are charts that are not related to a main chart.

 

If this chart is the full procedure, the word Process as the first word in the chart.

 Full procedure charts  may require sub charts for the different aspect of the procedure, which are paid at different job functions.

 

3.       Tension Chart Accountability Process/Due date changes

a.       What is the Tension Chart Accountability Process mean?

This is the method we use to insure we do what we commit to do. It is tension chart 4806. It is printed as an attachment.  This also discusses when it is acceptable and how to change tension chart due dates.

b.      If my tension chart meets the criteria to have the date changed, how can I get it changed?

 

You can request a due date change for the mother/main chart or a subchart. In the main chart, below the due date, you will see a dark gray button labeled “Req Change”. Click that button to request a change to the due date. When you click the button, a form will appear. Fill out the form and be sure to click “Submit”. The request will automatically be emailed to your AC/OD for review.

 

In the sub chart, to the right of the due date, you will see a dark gray button labeled with an “R”. Click that button to request a change to the due date. When you click the button, a form will appear. Fill out the form and be sure to click “Submit”. The request will automatically be emailed to your AC/OD for review.

 

c.       How can I find if I have due dates coming up before I get a notice?

 At the top of the Tension chart layout  is the  Employee Reports Menu button. Click this button it will take you to a layout designed to help you track your tension chart goals. Using this menu you can view information on your tension charts due dates. To begin, select your name from the drop-down at the top of the window. Once your name is selected you will see “Report Menu for: (your name)” just below the dropdown. Now you can click any of the report buttons to track your tension charts.

d.      Where can I get help in doing tension charts?

You’re AC, OC or HR can help with your tension charts.  

4.       General “navigational”  information in tension charts.

a.       How do I get back to the main F.R.E.D menu?

 At the top of the page on the right side is a Main Menu button, this will take you back to the main F.R.E.D. menu.

 

b.      How can I see just my tension charts that have time?

 

the List view layout , do a find; enter your name in the assignee field, at the top of the page, and in the calculated total minutes per year field, enter the greater than symbol and .001. (>.001), hit enter and this will give you all the charts in which you spend at least .001 minutes per year (that should be all your timed charts).

The job functions appear on the main chart as well as in the sub chart area.  Also, on the top left side of the tension chart layout is a list view button, this button will take you to the list layout showing job functions and time allotted to the tasks for that tension chart.

 

Additional information:

Tension charts should be done in black. 

 

                        

 

                               

Tension Chart Accountability Process

 

Changing Tension Chart due dates:

The assignee of the upper level chart must agree with the date change. (if the change will affect their work or timeframe)

 

Acceptable criteria for changing tension chart completion date:

1. The date was just a personal reminder date to start thinking about something.

2. It is no longer a goal of the company.

3. Employee is unable to complete task due to order not in or information not available

4. Goal cannot be completed because some one else has not completed his or her task.

5. Employee has new priority that will take up employee’s time. Employee must provide reasonable      verification that this is true.

6. Employee had excusable absence.

7. Meeting or event was canceled or postponed.

8. IT changes not done. Employee must send database request number to verify.

 

A “Tension Chart Due Date Change Request” form will be created in Filemaker. When an employee needs to change a due date for an acceptable reason they will click on change date. A tension chart date form will be filled out by employee. For the change request to be completed and a date change take place, the employee with request a sign off for the date change as follows:

Area Employee will have theirs signed off by their Area Coordinator

Area Coordinator will have theirs signed off by their Operations Coordinator

Operations Coordinators on the Operations side will have theirs signed off by the Education Coordinator.

Education Coordinator will have theirs signed off by an Operations Coordinator on the Operations side.

 Filemaker will be able to track all date changes and reasons for change.

 

Sample Filemaker Form

Tension Chart Due Date Change Request Form

 

Name______________________  Email ___________________________

 

Chart Number………. Reason for change of date: (will be a drop down list of acceptable reasons)

 

 Does assignee of the upper level chart agree?    YES            NO

 

If reason fits criteria #4

Does other employee agree?  YES     NO   Enter other employees chart number _________

_______________________________________________________________________

 

Your goal was to ---------, which is chart #--------. It was due on --------. This is an official Tension Chart Third Notice.

 

If you receive 8 third late notices in one year you may receive a Written Notice according as part of the Progressive Discipline.

 

 These Tension Chart Notices will be calculated for each fiscal year. On July 1st of each fiscal year all tracking of these notices starts over.