personnel management fcmat 2006 update delia ruiz, executive officer of human resources january 10,...
TRANSCRIPT
Personnel Management
FCMAT 2006 Update
Delia Ruiz, Executive Officer of Human ResourcesJanuary 10, 2007
2
PERSONNEL MANAGEMENT: PROGRESS OVER TIME
In the September 2006 FCMAT report, Personnel Management improved its score to 5.2, with 4 standards scoring below 4
2.64 2.80
3.96
4.565.20
6.16
0
1
2
3
4
5
6
7
Sep-03 Mar-04 Sep-04 Sep-05 Sep-06 Sept 2007 -Anticipated
Personnel Management:Overall FCMAT score progression
0.161.16
0.60
0.64
0.96
15 15 9 5 4 0
Base score
Improvement
Legend
No. of Standards with Score <4
3
KEY ACCOMPLISHMENTS BY AUG. 2006
Teacher recruitment – Drafted a Comprehensive Recruitment Plan outlining key activities and
critical dates– Conducted teacher recruitment fairs
Completed transition to Unique Position Control system, requiring funding to be available before an employee may be employed and paid
Established Pay Concern Team
– Staff from HR, Payroll, and Fiscal Services collaborate to identify root causes of pay concerns and appropriate resolutions
Launched On Demand training system with modules on evaluation
Labor relations– Negotiated new three-year contract with OEA– Reached a tentative agreement with SEIU– Truck Drivers ratified contract
Highlights from FCMAT Report
4
ADDITIONAL ACCOMPLISHMENTS
99.5% of classroom positions filled by the first day of school. 12 regular classroom vacancies: 8 regular, 4 special education, 0 math and 0 science
12% increase since June in highly qualified teacher status
Increase since June in highly qualified paraprofessional status
5% increase in average substitute teacher fill rate from 2005-06
Conversion to improved substitute teacher system
Technology initiatives to improve systems
Accomplishments that may not be reflected in FCMAT report because they are not clearly aligned with the 25 standards being monitored
5
PLAN TO ADDRESS FCMAT RECOMMENDATIONS
1. Standards with scores
of 5 or higher
(18 standards)
Enhance current efforts to continue to improve
2. Standards with scores of 4 and below
(7 standards)
Focus areas for 2006-07
Sept. 2006 ratings 2006-07 efforts
6
FOCUS ON STANDARDS WITH A SCORE OF
4 OR BELOW
Key Initiatives to Implement FCMAT Recommendations:
HR activities calendars have been developed for administrator use, as well as for use by HR staff
Calendar is reviewed as a part of regular department meetings to identify priorities, project leads, resources and activities
Organization and Planning
Standard number
StandardSep 2004
Sep 2005
Sep 2006
Projected Sep 07
1.7
The division has a monthly activities calendar and accompanying list of ongoing Human Resources activities to be reviewed by staff at planning meetings.
3 3 4 5
7
FOCUS ON STANDARDS WITH A SCORE OF 4 OR BELOW
Key Initiatives to Implement FCMAT Recommendations:Obtaining clarification regarding FCMAT terminology and expectations regarding desk manuals vs. operation manuals– Operations Procedures Manual and Hiring Managers’ Electronic
Notebook contain extensive reference material used by HR staff– HR will compile existing and new content into a desk manual that is
tailored to specific HR jobs and more in line with FCMAT expectations
Operational ProceduresStandard number
StandardSep 2004
Sep 2005
Sep 2006
Projected Sep 07
6.2
Human Resources Division nonmanagement staff members have individual desk manuals for all of the personnel functions for which they are held responsible.
0 4 3 4
6.3The Human Resources Division has an operations procedures manual for internal department use in order to establish consistent application of personnel actions.
2 5 6 7
8
FOCUS ON STANDARDS WITH A SCORE OF 4 OR BELOW
Key Initiatives to Implement FCMAT Recommendations:
Compensation and Classification study (see next slide for detail)
Positions and Position DescriptionsStandard number
StandardSep 2004
Sep 2005
Sep 2006
Projected Sep 07
6.4
The Human Resources Division has a process in place to systematically review and update job descriptions. These job descriptions should be in compliance with the Americans with Disabilities Act (ADA) requirements.
1 1 3 4
7.6
Duties to be performed by all persons in the classified service and other positions not requiring certification are fixed and prescribed by the governing board. Education Code § 45109.
2 2 3 4
7.8Current position descriptions are established for each type of work performed by certificated and classified employees. Education Code § 35020.
2 2 3 4
9
Compensation & Classification Study: Overview
Examining compensation and classification of all employees
Outlining new job families, job descriptions, and salary ranges
New job descriptions will be written and presented to Board for approval– Job descriptions will be in compliance with ADA
requirements and will contain essential functions
Board Policies related to employee compensation will be revised and presented to Board for approval following study completion
The Comp and Class Study has begun
10
Key Initiatives to Implement FCMAT Recommendations:HR will establish clearer and more consistent procedures for processing and monitoring FMLA
HR has distributed FMLA flyer for posting
Once defined, procedures will be communicated to employees
Comp & Class study will create new job descriptions that integrate essential job functions for ADA compliance
Risk Management will redesign process for reasonable accommodations and develop training manual for staff
State and Federal ComplianceStandard number
StandardSep 2004
Sep 2005
Sep 2006
Projected Sep 07
7.12The district is in compliance with the Family and Medical Leave Act (FMLA), including posting the proper notifications.
3 3 4 5
7.13
The district is in compliance with the Americans with Disabilities Act (ADA) of 1990 in application procedures, hiring, advancement or discharge, compensation, job training and other items, conditions and privileges of employment.
5 4 4 5
FOCUS ON STANDARDS WITH A SCORE OF 4 OR BELOW
11
CONCLUSION
We expect that by the end of 2007, we will complete the initiatives outlined in this presentation
To be able to reach our target score for Personnel Management, HR needs:– Support in completing the Comp & Class Study– Support getting technology projects accomplished– Consistency of HR staff
With persistent staff effort and adequate support, we are confident that we can improve the FCMAT score for Personnel Management to 6.16
12
APPENDIX
13
MAINTAIN AND IMPROVE STANDARDS RATED 5+
Standard number
StandardSep 2004
Sep 2005
Sep 2006
Projected Sep 07
1.5The division has established goals and objectives directly related to the district’s goals that are reviewed and updated annually.
5 5 5 6
1.6Individual staff members have developed goals and objectives in their areas of responsibility and also a personal professional development plan.
3 4 5 6
Organization and Planning
Standard number
StandardSep 2004
Sep 2005
Sep 2006
Projected Sep 07
2.2
The Human Resources and Business Divisions have developed and distributed a menu of services which includes the activities performed, the individual responsible, and the telephone numbers where they may be contacted.
7 7 7 8
2.5The Human Resources Division holds regularly scheduled staff meetings.
6 7 7 8
Communications: Internal/External
14
MAINTAIN AND IMPROVE STANDARDS RATED 5+
Certificated Recruitment and Selection
Classified Recruitment and Selection
Standard number
StandardSep 2004
Sep 2005
Sep 2006
Projected Sep 07
3.7A summary or evaluation of the results of the year’s recruitment efforts is provided in written form.
5 5 6 7
3.9The district systematically initiates and follows up on experience and reference checks on all applicants being considered for employment.
5 6 7 8
Standard number
StandardSep 2004
Sep 2005
Sep 2006
Projected Sep 07
4.2
Employment procedures and practices are conducted in a manner that ensures equal employment opportunities. Written hiring Procedures are provided. Education Code 44100-44105.
4 4 5 6
15
MAINTAIN AND IMPROVE STANDARDS RATED 5+
Employee Induction and Orientation
Operational Procedures
Standard number
StandardSep 2004
Sep 2005
Sep 2006
Projected Sep 07
6.3The Human Resources Division has an operations procedures manual for internal department use in order to establish consistent application of personnel actions.
2 5 6 7
6.6
The Human Resources Division has procedures in place that allow for both personnel and payroll staff to meet regularly to solve problems that develop in the processing of new employees, classification changes and employee promotions.
4 4 5 6
Standard number
StandardSep 2004
Sep 2005
Sep 2006
Projected Sep 07
5.2
The Human Resources Division provides orientation handbooks for new employee orientation in all classifications: substitutes, teachers and classified employees.
5 5 5 6
16
MAINTAIN AND IMPROVE STANDARDS RATED 5+
Standard number
StandardSep 2004
Sep 2005
Sep 2006
Projected Sep 07
8.1An online position control system is utilized and is integrated with the payroll/financial systems.
5 5 6 7
8.4The Human Resources Division has in place a program of providing funds and time for staff training and skill development in the use of computers.
3 5 6 7
Standard number
StandardSep 2004
Sep 2005
Sep 2006
Projected Sep 07
9.7The division develops handbooks and materials for all training components.
5 6 7 8
Use of Technology
Staff Training
EvaluationStandard number
StandardSep 2004
Sep 2005
Sep 2006
Projected Sep 07
10.1The Human Resources Division provides a process for the monitoring of employee evaluations and the accountability reporting of their completion.
5 5 5 6
17
MAINTAIN AND IMPROVE STANDARDS RATED 5+
Employer/Employee Relations
Employee Benefits/ Workers’ Compensation
Standard number
StandardSep 2004
Sep 2005
Sep 2006
Projected Sep 07
12.2The Human Resources Division involves sitelevel administrators in the bargaining and labor relations decision-making process.
5 6 6 7
Standard number
StandardSep 2004
Sep 2005
Sep 2006
Projected Sep 07
13.9The district's Workers' Compensation experiences and activities are reported periodically to the Superintendent's cabinet.
4 4 5 6
13.12The district has provided the third party administrator with a copy of all current job descriptions and updates them, if needed, quarterly.
4 4 5 6
13.13The Workers’ Compensation Unit is actively involved in providing injured workers with an opportunity to participate in a modified duty program.
6 7 8 8