using icma benchmarks to improve performance albany or webinar - sic… · lessons learned and...
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Using ICMA Benchmarks To Improve Performance
Jorge Salinas, Information Technology Director
Bob Woods, Management Systems Director
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Sick Leave KnowledgeDo you…
manage sick leave in your organization? know how many hours of total sick leave are consumed in your organization?
know which department or work unit consumes the most? know how much is your organization spending on sick leave? know if there is sick leave abuse? know whether sick leave is coded correctly?
Do you really manage sick leave in your organization?
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The ProblemIt all started with seeing how Albany compared to other jurisdictions in ICMA performance reporting…
City of Albany (COA) had exceeded both the national and small city median in terms of sick leave usage.
In 2010, COA employees used an average of 42.5 hours of sick leave for every 1000 hours worked.
The 2010 national median was 30.1 hours, and the small city median was 29.6 hours per 1000 hours worked.
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Sick Leave Use Study Team Set Up (Fall 2011)
IT Director Community Development Director Senior HR Services Coordinator Management Systems Director ‐ Champion
Looked at study performed by METRO Went “dumpster diving” for data:
Downloaded all sick leave timecard entries since 2007
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FindingsFound significant amounts of excessive sick leave usage in some units, and extremely high usage by certain individuals
Used statistical techniques to determine standard deviations and assigned a Z SCORE to all employees
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Standard Deviation & Z Score
84%97.7%
99.9%
AverageZ Z Z Z Z Z
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Partial View of our 5 Year City‐Wide Overview Report
Every employee ranked in descending order.Total used in each of 5 fiscal years.
City‐Wide Z score in each fiscal year.
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All Sick Leave – 12 Calendar Months
Period FTE Hours Hours Per FTE
FY 06‐07 399.07 31,484.27 78.89FY 07‐08 409.85 31,923.31 77.89FY 08‐09 421.83 31,125.82 73.79FY 09‐10 414.77 37,294.25 89.92FY 10‐11 392.07 31,555.44 80.49
5 Year Average Use 07 – 11: 80.19 Hrs/FTE
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All Sick LeaveMonths 5 Year Average
Hours Per FTEJuly/August 10.63
September/October 14.43November/December 14.09January/February 14.90
March/April 14.26May/June 11.89
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Comparing Periods July‐August 5 Year Average Use 07 – 11: 10.63 Hrs/FTE FY 12 use = 10.73 Hrs/FTE + 1.00%
September ‐October 5 Year Average Use 07 – 11: 14.43 Hrs/FTE FY 12 use = 16.02 Hrs/FTE + 11.07%
November ‐ December 5 Year Average Use 07 – 11: 14.09 Hrs/FTE FY 12 use = 15.73 Hrs/FTE + 11.70%
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December 2011 – The ReportDecember 2011 – Study findings presented to directors. Awareness of sick leave study results begin to circulate among city staff
Directors begin to have meetings with staff with assistance from Human Resources department.
Does measurement change behavior?
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Comparing Periods November ‐ December 5 Year Average Use 07 – 11: 14.09 Hrs/FTE FY 12 use = 15.73 Hrs/FTE + 11.70%
January‐February 5 Year Average Use 07 – 11: 14.90 Hrs/FTE FY 12 use = 14.65 Hrs/FTE ‐1.73%
Preliminary March ‐ April 5 Year Average Use 07 – 11: 14.26 Hrs/FTE FY 12 use = 12.37 Hrs/FTE ‐14.69%
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The ResultPop the Champagne Corks! – Victory!!! Not so fast…March/April numbers were WRONG! Albany enters monthly timesheets on the 15th
Payroll is processed on the 30th/31st Final April payroll (15th thru 30th) is not processed until May 31!
MORAL – Always re‐check numbers
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What Actually Happened
1.00%
11.07%11.70%
‐1.73%
12.75%
4.15%
6.74%
‐4.00%
‐2.00%
0.00%
2.00%
4.00%
6.00%
8.00%
10.00%
12.00%
14.00%
Jul/Aug Sep/Oct Nov/Dec Jan/Feb Mar/Apr May/Jun ANNUAL
FY12 Total Sick Leave Per FTE: % Change From Prior 5 Year Average
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Fire Department ResultsTotal Non‐FMLA Leave Used in Period
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Sick Leave Questionnaire
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Lessons Learned and Recommendations Sick Leave usage needs to be actively managed. Develop HR policies that provide managers with tools that will enable them to successfully manage sick leave usage.
Employees need to code sick leave correctly (e.g., FMLA). Provide employee training in terms of proper classification of FMLA usage.
Require employees to call and obtain approval from supervisors before sick leave is approved.
Implement reports that facilitate the tracking and management of sick leave.
Your employees know who the sick leave abusers are; it is our responsibility to properly manage sick leave usage and identify potential abusers.