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HomeMy WebLinkAbout2017_0425_CSC_Packet_OpenRichard Jose Members: Chair Fely Faulkner Elizabeth Hahn Karen Matsumoto Jeffrey Iida Vonnell Ramos Vice -Chair COUNTY OF KAUAI CIVIL SERVICE COMMISSION R E D F E VE D NOTICE OF MEETING AND AGENDA Tuesday, April 25, 2017 3:00 p.m. or shortly thereafter 617 APR 17 A 8 *3 Mo'ikeha Building, Liquor Conference Room 4444 Rice Street, Lihu'e, HI 96766 F TH coo CALL TO ORDER ROLL CALL EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes §§92-4 and 92-5 (a) (4), 92-9 (a) (1-4) and (b), the purpose of this executive session is to receive and approve Executive Session minutes and to consult with the Commission's legal counsel on issues pertaining to the Commission's and the County's powers, duties, privileges, immunities, andior liabilities as they may relate to this item, deliberate and take such action as appropriate. ES -007 Executive Session Minutes of March 28, 2017 Pursuant to Hawaii Revised Statutes §92-4, §92-5 (a) (4), the purpose of this Executive Session is to discuss the County of Kauai Grievances and Complaints Policy for Department Heads that can be Removed by County Boards and Commissions. This consultation involves consideration of powers, duties, privileges, immunities and/or liabilities of the Police Commission as the may relate to this agenda item. ES -008 County of Kauai Grievances and Complaints Policy for Department Heads that can be Removed by County Boards and Commissions RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items: ES -007 and ES -008 An Equal Opportunity Employer APPROVAL OF MINUTES Open Session Minutes of March 28, 2017 BUSINESS CSC 2017-04 Discussion and possible decision-making on amended Findings of Fact, Conclusions of Law, and Order Dismissing Appeal for RFA 2017-01 prepared by the Attorney General's Office on behalf of the Civil Service Commission. DIRECTOR'S REPORT CSC 2017-05 a. 2017 April ANNOUNCEMENTS Next Meeting: Tuesday, May 23, 2017 — 3:00 p.m., Mo'ikeha Building, Liquor Conference Room 3 ADJOURNMENT NOTICE OF EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes §92-7 (a), the Commission may, when deemed necessary, hold an executive session on any agenda item without written public notice if the executive session was not anticipated in advance. Any such executive session shall be held pursuant to HRS §92-4 and shall be limited to those items described in HRS §92-5(a). c: Deputy County Attorney Teresa Tumbaga PUBLIC COMMENTS and TESTIMONY Persons wishing to offer comments are encouraged to submit written testimony at least 24 -hours prior to the meeting indicating: 1. Your name and if applicable, your position/title and organization you are representing; 2. The agenda item that you are providing comments on; and 3. Whether you will be testifying in person or submitting written comments only. 4. If you are unable to submit your testimony at least 24 hours prior to the meeting, please provide 10 copies of your written testimony at the meeting clearly indicating the name of the testifier; and While every effort will be made to copy, organize and collate all testimony received, materials received on the day of the meeting or improperly identified may be distributed to the members after the meeting is concluded. The length of time allocated to persons wishing to present verbal testimony may be limited at the discretion of the chairperson or presiding member. Civil Service Commission — April 25, 2017 Page 2 Send written testimony Civil Service Commission Attn: Sandra Muragin Office of Boards & Commissions 4444 Rice Street, Suite 150 Uhu`e, HI 96766 Email: smuragin@kauai.gov Fax: 241-5127 Phone: 241-4919 SPECIAL ASSISTANCE If you need an alternate format or an auxiliary aid to participate, please contact the Boards & Commissions Support Clerk at 241-4919 at least five (5) working days prior to the meeting. Civil Service Commission — April 25, 2017 Page 13 d O c w Q o n U a1 O 4 U O O O O O O Q O .Cn GQ c� cij y . E y O 0 o. ° O QH NC/I° �. 0 O O O ; .. O En 4+ O A 00 ell M O U V1 0 N' y 0 cnO o N 3 .. cd a to x Ud a ° o � cz cz4-4 cn A ,0 V 0 0 w N N O W O = •O °ejW U O C7 O cl , O cn o cd �, w to °o �` x o C's � °°° O r ° N O O .1 ° O c� O w a ~ N Q O> �. 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V)w�0r� u o UQ`.� ¢.QQ cnU En to 0cj) o cz 0 U o' Cd b 0 '� O a U U ; a 3 x 0 M v v O 4) U a) � 1¢' � ami '" O 3 0 > w o N 0 t0 a0n o 0 0= o o .� o •° o Q to U 0) U > 4 ch 4-4 x O 4, �' 0 � y,,, o U 4. > abi M s . 0 Cc a) o U O 0 .� " -o �. a, b Q U r u U� � U 0 0� L44 u z z -0 En a� O� a� o O o -do U 4" a' x 3 x a' 3 �_ A o - Cd U o o O U v� U a) a) a, > o 0 O a) A o Q 0 ' � &. 0' � cn ao0, 0 � � cz a>i ° Mji 3 A -d o +�cz = 0"0 = Q g cd b C's -0 o O r U b °3 u b cd 0 0 0 ?, 4] b 3• y UO U m0U o o X o b >, m M toU d0 to" 4. o CD Cd 0 o rn 0 r 0. 0 N O � � O 'A>1 00 O W ¢ O �0 Cd U -o cd cd b O U U o O W U 'o -0 o aki f� z �q.Q 0 ii a, yr C � O O •� � � Q > U z 2 is rn 7i cYi 0 00 •� 0 � � o o H o o 0 o � U xo �a o� cb o U N �x o C,3� b U Cl 3 v A 3 aoi 0 Cd coouU U O x W En .0 a U 3 �° H U W z 2 is DEPARTMENT OF HUMAN RESOURCES DIRECTOR'S REPORT TO THE CIVIL SERVICE COMMISSION APRIL 2017 Arbitration awards are anticipated to be received by this month for the Hawaii Firefighters' Association (HFFA) and the Hawaii Government Employees Association (HGEA) Units 2, 3, 4, and 13. Once the awards are received, each legislative body, including the County Council, must approve the funding for these awards. If even one jurisdiction rejects the award, he Employer and Union will need to go back to the negotiation table. Budget hearings have been in full swing with requests for information on overtime, contract hires, short term hires, and collective bargaining awards for the last twenty (20) years coming from the County Council. The department's budget hearing was held on April 10, 2017 where the attached written budget presentation was presented. On March 31, 2017, the County's 2016 Annual Employee Recognition Banquet was held at the Kauai War Memorial Convention Hall. Approximately three hundred (300) guests attended honoring our Employees of the Year as well as those employees with fifteen (15), twenty (20), twenty-five (25), thirty (30) and thirty-five (35) years of service along with our retirees. Back in 1994, the County of Kauai decided to move from an "on time" payroll to a "payroll lag." Rather than have employees miss a paycheck to convert to this payroll change, all employees were notified that their October 16, 1994 paycheck would be considered an "advance" and would need to be paid back upon separation. Many employees are surprised during their exit interview and do not remember this "advance". As such, the department sent out letters to all affected employees (approximately two hundred (200)) reminding them of this "advance" and presenting payment plan options or use of vacation to pay off this "advance" now instead of waiting for their separation. t(4 a0lazo 05 Administrative Services and Benefits Each year, employees have the opportunity to participate in the County's pre-tax Flexible Spending Program for health insurance premiums and medical and dependent care expenses. This year, our administrator, Total Administrative Services Corporation (TASC) will be providing online enrollment opportunities and initial in-person sessions and assistance. In addition, unlike previous years, HR staff (instead of an insurance broker) will be assisting with in-person employee enrollments as needed throughout May. • New Hires: Account Clerk (exempt) Bus Driver (substitute) (exempt) DVR Coordinator (exempt) Executive Assistant to the Mayor (exempt) Janitor II Public Housing & Development Program Specialist IV (exempt) • Exit Interviews Conducted: 5 of 6 • TDI Applications l(approved) • Leave Sharing: 1 (denied) • Reference Checks: 14 • Employment Verifications: 11 • Transactions: New Hires 8 Separations 6 Reallocations 5 Promotions 4 Demotions 1 Transfers 5 Pay Increase 34 Suspension 2 Leave Without Pay 11 Other 45 Seasonal 8 Classification and Pay and Labor Relations An Employer caucus was held on March 16th to discuss and vote on the various United Public Workers (UPW) Unit 1 contract proposals. No new discussions have occurred with the remaining units yet to go to arbitration including the State of Hawaii Organization of Police Officers (SHOPO), Unit 11 and the Hawaii Government Association (HGEA) Unit 14. • Reallocations Processed: Community Service Program Assistant to Community 2 Service Worker Construction Inspector III to Supervising Construction Inspector Legal Clerk I to Legal Clerk II Legal Clerk II to Legal Clerk III Legal Clerk III to Para -Legal Assistant II Liquor Control Investigator III to Liquor Control Investigator Trainee Planner I to Planner III Planner III to Planner IV Planner IV to Planner V Planner VI to Administrative Planning Officer Police Services Officer to Police Sergeant Principal Project Manager to Executive Assistant to the Mayor (exempt) Senior Clerk to Driver License Clerk I Solid Waste Worker I to Solid Waste Worker II Supervising Construction Inspector to Construction Inspector Supervising Legal Clerk to Para -Legal Assistant II Waterworks Inspector II to Waterworks Inspector III • Desk Audits: Legal Clerk II to Legal Clerk III Construction Inspector III to Supervising Construction Inspector • New Classes Adopted: None Recruitment and Exam The On -Boarding orientation was recently revised to include information on the Employee Self Service Program. The policy and procedures for administering written and performance tests are being reviewed to try and streamline the process for applicants. • Recruitments: Background Investigator (exempt) Budget/Fiscal Specialist Building Plans Examiner Clerk -Dispatcher (exempt) Custodian I (exempt) Departmental Accounting Technician Deputy Prosecuting Attorney (exempt) Drivers' License Examiner & Inspector Electronics/Plant Electrician Tradesperson I Equipment Operator III Executive Assistant to the Mayor (exempt) 3 Field Operations Clerk Golf Course Groundskeeper Groundskeeper Heavy Vehicle & Construction Equip Mechanic I Janitor II Laborer I Landfill Laborer I Landfill Operations Assistant Landfill Operator III Legal Clerk I Legal Clerk II Legal Clerk III Liquor Control Investigator Trainee Mechanical Repair Worker (exempt) Park Caretaker I Park Caretaker II Personnel Support Clerk (exempt) Pipefitter Program Compliance Specialist (exempt) Program Specialist II Public Housing & Development Specialist IV (exempt) Special Investigator Summer Youth Programs (exempt) Supervising Building Inspector Tax Clerk Victim Witness Counselor I Victim Witness Counselor II Victim Witness Counselor Trainee Wastewater Plant Working Supervisor • Lists Referred to Departments: Background Investigator (exempt) Bus Driver (substitute) (exempt) Construction Inspector II Deputy Prosecuting Attorney (exempt) District Road Overseer I DVR Clerk (exempt) DVR SYEP Program Coordinator (exempt) Equipment Operator III Executive Assistant to the Mayor (exempt) Fire Fighter II- Hazmat Fire Fighter II -Rescue Heavy Vehicle & Construction Equp Mechanic I Mechanical Repair Worker (exempt) Ocean Safety Officer III 4 • Written Exams Administered: Ocean Safety Officer IV Park Caretaker II Personnel Support Clerk (exempt) Police Officer I Police Services Officer Program Compliance Specialist (exempt) Program Specialist III Public Housing & Development Program Specialist IV (exempt) Recreation Coordinator II Special Investigator Spring Fun Program (exempt) Tax Clerk (exempt) Van Driver (substitute) (exempt) Vehicle Registration & Licensing Manager Wastewater Plant Operator Assistant District Road Overseer I Construction Inspector II • Performance Exams Administered: None • Administrative Reviews Payroll Construction Inspector II (accepted) Recreation Coordinator (accepted) Special Investigator (accepted) Field Operations Clerk (accepted) • Implementation of the Employee Self Service (ESS) Program was not without glitches. Initially, the change in program updates and upgrades led to an employee's record being changed. There are still a few other items that are not reporting correctly. Staff are currently working with the vendor to resolve the issues. • Gross Payroll: 03/15/2017 $3,646,266 03/31/2017 $3,546,048 EUTF (Health Fund) $1,328,260 ERS (Retirement) $1,374,865 Social Security $271,320 Medicare $96,192 Employee Development and Health Services • Eight (8) new workers' compensation claims were filed this month with five (5) cases being medical -only claims, one (1) indemnity claim, and two (2) controverted claims. • Another DiSC Behavior Assessment training was held on March 10, 2017 with nineteen (19) employees in attendance. • A Human Resources Information Systems (HRIS) Task Force meeting was held on March 22, 2017. Updates for the various projects were discussed as well as the unfortunate news that our current Information Technology (IT) Manager who was instrumental in moving our projects forward will be relocating to the mainland. • Following two (2) investigations and one (1) grievance, the department recommended and has coordinated federal Mediation services for employees involved. • Equipment/Driver Training: Grader (CAT) (2 Public Works employees) Front End Loader (3 Parks employees) COUNTY OF KAUA'I Department of Human Resources 2018 Budget Presentation April 10, 2017 Janine M.Z. Rapozo Director flab Nolo 2020 K -'I ��, DEPARTMENT OF HUMAN RESOURCES I. Mission The Department of Human Resources (DHR) shall provide efficient and respectful customer service to all County departments and agencies with the full range of human resources functions based upon merit principles and devoid of any bias or prejudice including recruitment and exam, classification and pay, labor relations, payroll and benefits coordination, employee development and training, employee relations, and health and safety by offering effective and innovative solutions for the successful achievement of Countywide goals. II. Successes and Achievements/Highlights After several years of working with departments in reconciling employees' vacation and sick leave balances, the DHR was successful this past year with having "no findings" in the County's single audit report for fiscal year 2016. Currently, the DHR requires all departments to submit summary employee timesheets for each pay period to validate that timesheet records of hours worked and leave taken coincides with data entered into the system. In addition, during each payroll period, departments are provided with the Human Resource Information System (HRIS) accrual reports to reconcile with their manual leave records. If errors are detected, departments inform payroll staff if adjustments are needed due to data entry errors or payroll codes that accrue inaccurately. Finally, payroll staff have implemented a quarterly "Accrual Monitoring Program" whereby departments' timesheet and leave records are randomly audited for accuracy and completeness. The DHR continued to streamline and centralize human resource functions as well as move towards increasing paperless initiatives. This year, funding for the County's drug and alcohol testing program was centralized to the DHR for better fiscal management and efficiency. In addition, the DHR staff coordinates random selections, prepares employee notifications and trains supervisors to ensure the necessary protocols are followed when notifying and accompanying employees to the testing site. A reasonable suspicion training was held earlier in the fiscal year to provide supervisors with skills to recognize drug and alcohol use. This past summer, funding for the Mayor's Summer Internship Program was transferred to the DHR. The DHR is now responsible for the coordination and receipt of departmental requests for interns, the placement of interns, and payroll for these employees. Recruitment for this internship program and other summer and seasonal programs have been centralized to the DHR. Once selected, summer and other seasonal hires now complete their pre-employment forms electronically through the NeoGov On -Boarding Program allowing flexibility and creating efficiencies. An on-going supervisory training program was established this year. The program provides for in depth workshops and trainings that focus on not only critical laws, regulations, and rules (e.g., safety and health, disciplinary process, union contracts, 2018 Budget Presentation Page 1 etc.), but more importantly, the development/enhancement of core competencies (e.g., effective communication, interpersonal skills/conflict management, etc.) that an effective supervisor leader must have. Much effort has been dedicated to supervisory training, with the expectation that in providing these trainings, County supervisors will be able to properly handle situations as they arise, if not (proactively) before problems occur, strengthening our position in protecting the County. An Employee Self -Service (ESS) module from the County's HRIS was launched in February. Employees now have the ability to make changes to demographic information such as address, phone number and marital status, and federal withholding allowances.'amounts, which will feed directly into our payroll/personnel system. In addition, forms for employees to change their direct deposit amounts and accounts, beneficiary information and state tax withholdings can be accessed on ESS. Finally, employees can do "what if' calculations to see how their take home pay would be affected if withholdings, benefits, etc. are changed, in addition to viewing priorcurrent pay statements and W-2 information. III. Fiscal Year 2016-2017 Goals and Objectives Goal: To support all County departments, employees and the general public with the full range of human resource functions Will objective(s) be accomplished by 6/30/2017? Objective: Provide responsive, fair and consistent recruitment Yes and examination and classification and pay services to departments, employees and job applicants Thus far this year, there have been two hundred forty-two (242) classification actions taken and two hundred fifty-two (252) recruitments that have been posted. The backlog of classification actions has been reduced to two (2). The Civil Service Commission sustained two (2) appeals that were filed and five (5) of thirteen (13) recruitment administrative reviews were accepted. Objective: Provide training and guidance to all departments on Yes interview and performance evaluation procedures including guidelines and best practices On-going training and guidance are being provided to all departments on a variety of issues including performance evaluations and interview procedures. An interview checklist has been drafted and is being finalized that will provide guidelines and information to departments in planning the interview, choosing an interview panel, and conducting the interview. In addition, staff have participated as interview panelists at various departments. Annually and at the end of a probation period, job performance evaluations are due for all employees. The DHR notifies respective 2018 Budget Presentation Page 2 departments at least one (1) month before job performance evaluations are due and assist with developing performance improvement plans for those employees that are not satisfactorily meeting expectations of their job duties. Objective: Develop a Countywide drug and alcohol testing On -Going policy to ensure compliance with existing legal and collective bargaining requirements Preliminary research and work has been done to develop a comprehensive drug and alcohol testing policy. Beginning in July, funding for the County's drug and alcohol testing program was centralized to the DHR for better fiscal management and efficiency. In addition, the DHR centralized the coordination of random drug and alcohol selections and testing for the various departments, ensuring necessary protocols are followed when notifying and accompanying employees to the testing site. Objective: Work with departments and other jurisdictions to Yes recommend new or revisions to existing contract language in negotiating new contracts for all eight (8) bargaining units Negotiations for all eight (8) bargaining units have been in full swing since the start of the fiscal year. Along with the entire Employer group, Kauai County recommended clarifying language to a number of articles of the various contracts to avoid misinterpretation in the future. Unfortunately, the Hawaii Firefighters Association (HFFA) and four (4) of the five (5) units of the Hawaii Government Employees Association (HGEA) have filed for impasse halting further negotiations. Arbitration hearings were held with HFFA and the four (4) HGEA units that filed for impasse. The HGEA and Employer group agreed to drop all contract proposals except for Wages and Duration to expedite the arbitration hearings. The HFFA proceeded with a large number of contract proposals but eventually ended the arbitration hearings with just Wages and Duration for consideration. The arbitration awards are expected in mid-April. Goal: To streamline, standardize and centralize various human resource functions that will lead to greater efficiencies Objective: Develop, update and maintain standardized Yes organizational charts for all departments Standardized organizational charts for all departments were completed and posted on the County's internal SharePoint site. Trainings were held with all departmental staff to ensure upkeep and maintenance of these documents on an on-going basis. 2018 Budget Presentation Page 3 Objective: Centralize and standardize recruitment and hiring Yes efforts for the various youth summer programs This past summer, the DHR was successful in streamlining and centralizing all summer employment programs to the office's Recruitment Division. One (1) application for all summer internship programs was available online and the hiring of these summer workers was centralized at the DHR. In addition, the administration and budget of the Mayor's Summer Internship Program was transferred to the DHR this past year. The DHR is now responsible for the coordination and receipt of departmental requests for interns, the placement of interns, and payroll for these employees. An additional summer internship program was offered this year by the Office of Economic Development (OED) through a contract with the Department of Human Services, Division of Vocational Rehabilitation (DVR). The Summer Youth Employment Program (SYEP) provided employment for students at least sixteen (16) years old and not older than twenty-four (24) years of age with a disability and/or other vocational rehabilitation consumers. The DHR will continue to work with OED to place those individuals referred by the DVR at various worksites within the County this summer. Goal: To attract, support, and retain a qualified and diversified workforce by fostering employee development and providing a safe environment Objective: Research alternative recruitment methods and On -Going incentives for hard -to -fill positions Recruitment staff have begun to research alternative methods and incentives for hard -to -fill positions. Positions are currently being reviewed to see if shortage differentials are appropriate. In addition, the DHR has begun to include several dates and/or times for testing of Police Services Officers to maximize the ability to take the entry level test. Other options that are being considered include testing or interviewing in the evenings or at facilities on the Northshore, Kapa`a area and Westside to increase the applicant's ability to be considered for various positions. Objective: Implement and maintain an on-going supervisor Yes training program that institutionalizes and reinforces leadership qualities and survival skills for new and current supervisors An on-going supervisory training program was finalized and implemented to ensure that new and current supervisors are 2018 Budget Presentation Page 4 equipped with leadership qualities and survival skills. Trainings will focus on interpersonal skills such as conflict management, effective communication, team leadership/building, employee engagement, coaching/mentoring and developing talent, and competency skills of planning and organization, resource management, and problem solving. In addition, supervisors will be provided with training on employment laws (E.g., ADA, FMLA, Workers' Compensation, EEO, etc.), collective bargaining agreements, drug and alcohol testing, discipline and job performance evaluations, workplace violence, safety and health and recruitment and hiring. Objective: Establish Countywide safety committees comprised Yes of supervisors and line employees The United Public Workers (UPW) union and the DHR worked together to establish a Countywide Safety Committee to address departmental safety issues for blue collar workers. Five (5) members of the committee were selected by the union and five (5) members were selected by the County. Representatives of the Department of Public Works, Department of Parks and Recreation, Department of Water, Transportation Agency and the DHR make up the County's representatives. A Countywide Safety Committee will be tailored similarly with representatives from the various departments. Objective: Provide on-going drug and alcohol training Yes including reasonable suspicion training for all departments In coordination with Worklife Hawaii, a Reasonable Suspicion Drug training was held in July for sixty-two (62) supervisors in the various departments. Aside from providing supervisors with the tools needed to recognize drug use, the DHR staff provided guidance and information on drug testing procedures, processes involved when a positive drug test result is received and return to duty and follow up requirements. Goal: To enhance the quality and efficiency of services with technological advancements Objective: Interface the current HRIS Sungard system with the Yes NeoGov online application system to streamline the flow of information Interfacing the current HRIS SunGard system with the NeoGov online application system to streamline the flow of information was initially successful but has since experienced problems with the file 2018 Budget Presentation Page 5 format that was being sent from NeoGov to our HRIS system. Recruitment staff are currently working with the Finance -IT Division to correct the problem. Objective: Successfully implement the HRIS Employee Self Yes Service and Performance Evaluation modules and ensure continued progress to advance the implementation of the Time and Attendance module The HRIS Task Force has been meeting on a regular basis and continues to make strides towards implementation of the various modules. After months of working out the various challenges to the Employee Self -Service module, the program was launched in February. A PowerPoint presentation was created and presented to all department heads prior to roll-out. The Employee Self Service module provides employees with online access to pay stubs, "what if' benefit calculations, demographic change requests automatically routed to the DHR, and other functions. The NeoGov Performance Evaluation module will allow departments/agencies to automate and streamline their performance review activities while providing the DHR with centralized insight and management capabilities. The program will start with a pilot implementation with the Kauai Fire Department with rollout to other departments and agencies to follow. Continued implementation efforts for the Time and Attendance and Advanced Scheduling modules were slightly delayed due to a change in ownership from ExecuTime to Tyler Technologies. The pilot group made up of select members of the Fire Department, Police Department, DHR and the Finance -IT Division have been working closely with the vendor to ensure that departments' needs are met. Design of the program includes all County departments to ensure that all considerations are taken into account at the outset. When implemented, this program allows employees to submit their leave requests and timesheets electronically each pay period, increasing efficiencies and decreasing errors and oversights by eliminating several of the manual tasks associated with requesting leave, collecting time and entering data into the payroll system. At this point, implementation plans are for the pilot groups to begin testing the program before the end of the calendar year. 2018 Budget Presentation Page 6 Objective: Establish a Memorandum of Understanding with theYes Employer -Union Health Benefits Trust Fund (EUTF) to obtain accurate detailed billing information A Memorandum of Understanding with the Employer -Union Health Benefits Trust Fund (EUTF) is being finalized. Prior to signing off on the agreement, the County is working on developing policies and procedures for the receipt of the information to ensure security _rotocols for access and storage. IV. FY 2017 Challenges In an attempt to streamline and go paperless, the DHR has embarked on various online tools to gain efficiencies in various processes. Unfortunately, even after extensive testing prior to implementation, electronic glitches have occurred leading to initial frustration and inconvenience for staff and employees. The DHR worked diligently with the outside vendors to resolve the issues. Some examples include: o The NeoGov On -Boarding program, which has provided our new hires with an online/electronic means of completing their new hire employment forms, has been up and running since October 2015. Most of the problems encountered have followed upgrades and enhancements, which resulted in new hires being unable to complete their forms online. In addressing this issue and to ensure overall business continuity, the DHR now has regularly scheduled teleconference meetings with NeoGov to discuss upcoming On -Boarding initiatives that may affect operations. o During online enrollment for the Flexible Spending Program, several employees who completed electronic enrollments did not appear on the enrollment listing. After resolving the problem, the DHR has been in close contact with the third party administrator to ensure for a smooth Open Enrollment Period coming up in May 2017. o The recently launched Employee Self -Service Program provides employees with online access to pay stubs, "what if' benefit calculations, demographic change requests and tax exemption requests automatically routed to the DHR. After launching the program, due to a change in program updates and upgrades, the record for the last employee to use the system was initially affected but resolved expeditiously. 2018 Budget Presentation Page 7 V. Fiscal Year 2017-2018 Goals and Objectives 1. To support all County departments, employees and the general public with the full range of human resource functions a) Provide continuous training and guidance to all departments on collective bargaining interpretations and other labor issues b) Develop in-house supervisory training videos for use by all departments c) Update the County's Workplace Violence Policy d) Develop library of heavy vehicle operating manuals and quizzes 2. To streamline, standardize and centralize various human resource functions that will lead to greater efficiencies a) Update and standardize classification forms b) Centralize data maintenance functions to the Administrative Division allowing the Payroll Division to audit entries 3. To attract, support, and retain a qualified and diversified workforce by fostering employee development and providing a safe environment a) Provide responsive, fair and consistent recruitment and examination and classification and pay services to departments, employees and job applicants b) Evaluate and revise testing admissions procedures to maximize participation while maintaining the integrity of the process c) Maintain on-going training programs including an initial supervisory orientation module utilizing in-house resources as available 4. To enhance the quality and efficiency of services with technological advancements a) Continue the implementation of the online Performance Evaluation module to include all departments b) Successfully implement the HRIS Time and Attendance and Advanced Scheduling modules C) Electronically store the County's class specifications and post on the County's shared drive for easy access d) Transition official leave accrual balances to the County's HRIS system 2018 Budget Presentation Page 8 VI. FY 2016 and FY 2017 to Date Statistics Recruitment, Examination and Certification Recruitment _ Classes Recruited _ Applications Received FY 2016 268 4,130 FY 2017 (July 2016 to February 2017) 252 2,736 Applications Accepted 3,005 1,849 Applications Rejected 1,125 895 Types of Examinations Held 75 50 Open Competitive 140 138 Promotional 123 66 Non Competitive 9 10 Registration 12 6 Eligible Placed on List 6 5 Open Competitive 977 975 Promotional 35 146 Registration 1,069 555 Return -to -Work 2 0 Re -Employment 2 0 Certification 3 2 Request from Departments 237 150 Job Opportunities filled by Certification 254 118 Eligibles Certified 1 4,760 2,875 Classification and Pav Classification and Pay FY 2016 FY 2017 (July 2016 to February 2017 Initial Allocation 15 11 Reallocation 71 49 Reallocation of Vacant Position 75 50 Temporary Reallocation 12 7 End of Temporary Reallocation 7 12 Redescription Review 96 106 No Chane 0 0 Withdrawal 6 5 Class Retitled 37 0 Backlog of Classification Requests 9 2 Classification Requests 334 242 Classification Appeals 0 0 Number of Classes Established 13 10 Number of Classes Retitled 3 2 Number of Classes Abolished 1 0 Number of Classes Amended 17 8 Number of Classes Reactivated 1 0 2018 Budget Presentation Page 9 Transactions Transactions FY 2016 FY 2017 (Jul 2016 to February 2017 Total Personnel Transactions Audited 3,620 2,978 Promotions 26 38 Demotions 5 2 Transfers 48 23 Pay Increase 1,701 1,723 Reallocations 120 55 Suspensions 10 13 Other 1,208 735 Leave Without Pay 319 168 Seasonal 187 54 New Hires 109 78 Separations 88 89 Pavroll Payroll FY 2016 FY 2017 (July 2016 to February 2017) Employer Union Trust Fund (EUTF) $14.6 million $9.6 million Employee Retirement System (ERS) $15.5 million $10.2 million Social Security $ 3.1 million $ 2.1 million Medicare $ 1.1 million $740 thousand 2018 Budget Presentation Page 10 Heaw EQuiument Training Heavy Equipment Training FY 2016 FY 2017 Jul 2016 to February 2017) Promotional 0 0 Temporary Assignment 0 0 Re -certification (Forklift) 0 35 Refresher/Retraining 43 2 New Equipment/New Vehicle 73 40 Evaluation (Qualifications/Skills) 0 0 Total 116 77 General Training GENERAL TRAINING FY 2017 (July 2016 to February 2017) Driver Improvement Program 77 A Day in the Life of an Effective Supervisor 40 Customer Service Training 107 New Supervisor Training: Leadership and HR -Related Topics 12 EEO Rights and Responsibilities -Supervisors 11 EEO Rights and Responsibilities Employees 80 Reasonable Suspicion 61 Dealing with Difficult People 56 DiSC Workplace Behavioral Assessment Training 54 Workers' Compensation 83 Total 581 2018 Budget Presentation Page 11 VII. FY 2018 Budget Overview Fund: GENERAL FUND Department: HUMAN RESOURCES FY 2017 Operating Budget FY 2018 Operating Budget ■ Salary and Wages o Salary and Wages 0% Benefits 0% 4ho Benefits 0% 0% Utilities j Utilities 2656 Vehicle/Equip, I 29% Vehicle/Equip, Lease Lease ■ Operations L-7 Operations FY 2017 and FY 2018 Comparison 1,400,000 1,200,000 1,000,000 800,000 � FY 2017 600,000 ©FY 2018 400,000 200,000 0 Salary and Wages Benefits Utilities Vehicle/Equip, Operations Lease FY 2017 FY 2018 $+/- %+/- Salary and Wages 1,264,178 1,280,651 16,473 1.3% Benefits 618,792 715,980 97,188 15.7% Utilities 0 0 0 0.0% Vehicle/Equip, Lease 0 0 0 0.0% Operations 485,201 447,101 -38,100 -7.9% 2,368,171 2,443,732 75,561 3.2% FY 2017 Operating Budget FY 2018 Operating Budget ■ Salary and Wages o Salary and Wages 0% Benefits 0% 4ho Benefits 0% 0% Utilities j Utilities 2656 Vehicle/Equip, I 29% Vehicle/Equip, Lease Lease ■ Operations L-7 Operations FY 2017 and FY 2018 Comparison 1,400,000 1,200,000 1,000,000 800,000 � FY 2017 600,000 ©FY 2018 400,000 200,000 0 Salary and Wages Benefits Utilities Vehicle/Equip, Operations Lease VIII. Operating Budget Discussion Overall, the DHR's FY 2018 budget request reflects a $75,561 or 3.2% increase from FY 2017. Salaries and Wages show an increase of $16,473 or 1.3% primarily due to Salary Commission and collective bargaining raises and an increase for the Summer Hire Internship Program, partly due to the increase in the minimum wage on January 1, 2017. Some savings were achieved by reducing the Vacation Credit Payout by $10,614. The Benefits' aggregate increase of 15.7% or $97,188 reflects the corresponding increase in salaries and wages as well as for the Employee Retirement System's (ERS) proposed increased contribution amount and an allowance for pending collective bargaining raises. Operationally, there is an aggregate decrease of 7.9% or $38,100 over the previous budget. Aside from various smaller adjustments in various operational accounts, the primary reason for the cost decrease is budgeting $42,000 less for training. Personnel within the department have been able to provide various trainings in-house including First Aid/CPR, DiSC (Dominance, Influence, Steadiness, and Conscientiousness) training, customer service training, and new supervisor training, significantly lowering the County's out of pockets costs. Additional savings were realized within the DHR budget due to the transfer of funding for the NeoGov maintenance fees which will now be centrally housed in the Finance Department -IT Division ($13,900). 2018 Budget Presentation Page 13