HomeMy WebLinkAbout2022_1206_CSC_Packet_OpenREV.pdfCIVIL SERVICE COMMISSION
JEFFREY IIDA, CHAIR BEVERLY GOTELLI, VICE CHAIR
FRANCIS KAAWA, COMMISSIONER SHELLEY KONISHI, COMMISSIONER LAUREN O’LEARY, COMMISSIONER VONNELL RAMOS, COMMISSIONER
Meetings of the Civil Service Commission will be conducted as follows:
• Meetings will be publicly noticed pursuant to HRS Chapter 92.
• Minutes of meetings will be completed pursuant to HRS Chapter 92 and posted to the
Commission’s website upon completion and approval.
Public Comments and Testimony:
• Written testimony will be accepted for any agenda item herein.
o Written testimony indicating your 1) name, and if applicable, you position/title and
organization you are representing, 2) the agenda item that you are providing comment
on, and 3) contact information (telephone number and email address), may be
submitted to smuragin@kauai.gov or mailed to the Civil Service Commission, c/o Office
of Boards and Commission, 4444 Rice Street, Suite 300, Lihue, Hawaii 96766.
o Written testimony received by the Civil Service Commission at least 24 hours prior to
the meeting will be distributed to all Civil Service Commission Members prior to the
meeting.
o Any testimony received after this time and up to the start of the meeting will be
summarized by the Clerk of the Civil Service Commission during the meeting and added
to the record thereafter.
o Any late testimony received will be distributed to the members after the meeting is
concluded.
• Oral testimony will be taken during the public testimony portion of the meeting.
o It is recommended that anyone interested in providing oral testimony to register at least
24 hours prior to the meeting by emailing smuragin@kauai.gov or calling (808) 241-4919.
Any request to register shall include your 1) name, and if applicable, your position/title
and organization you are representing, and 2) the agenda item that you are providing
comment on, and 3) contact information (telephone number and email address).
o The Chair may limit all oral testimony to three-minutes, but such time limit shall not
include pertinent responses by the speaker to questions posed by members of the
commission. The Chair may grant an additional three minutes to provide further
testimony after all interested persons have had an opportunity to provide oral
testimony.
o Individuals who have not registered to provide testimony will be given an opportunity to
speak on an agenda item following the registered speaker.
SPECIAL ASSISTANCE
IF YOU NEED AN AUXILIARY AID/SERVICE, OTHER ACCOMMODATION DUE TO A DISABILITY, OR AN
INTERPRETER FOR NON-ENGLISH SPEAKING PERSONS PLEASE CONTACT THE OFFICE OF BOARDS AND
COMMISSIONS AT (808) 241-4917 OR ASEGRETI@KAUAI.GOV AS SOON AS POSSIBLE. REQUESTS MADE
AS EARLY AS POSSIBLE WILL ALLOW ADEQUATE TIME TO FULFILL YOUR REQUEST. UPON REQUEST,
THIS NOTICE IS AVAILABLE IN ALTERNATIVE FORMATS SUCH AS LARGE PRINT, BRAILLE, OR ELECTRONIC
COPY.
CIVIL SERVICE COMMISSION – December 6, 2022 PAGE 2
COUNTY OF KAUA’I CIVIL SERVICE COMMISSION
MEETING NOTICE AND AGENDA
Tuesday, December 6, 2022
3:00 p.m. or shortly thereafter
Microsoft Teams VIDEO
Click on the URL below or type the URL into your computer or smart phone
https://bit.ly/3O605jf
Microsoft Teams AUDIO
Phone: 1-469-848-0234, Conference ID: 769 698 892#
CALL TO ORDER IN OPEN SESSION (Open to the Public)
ROLL CALL
APPROVAL OF AGENDA
PUBLIC COMMENTS AND TESTIMONY
Individuals may orally testify on any agenda item at this time.
APPROVAL OF MEETING MINUTES
a) Open Session Minutes of October 4, 2022
b) Open Session Minutes of November 1, 2022
DIRECTOR OF HUMAN RESOURCES REPORT
CSC 2022-31 November 2022 period, December 6, 2022 Meeting
a) Grievances, Grievance Arbitration Hearings, Appeal Hearings and Union Issues
b) Investigations
c) Meetings with Other Public Sector Jurisdictions, Unions, etc.
d) HRMS Project
e) HR Trainings
f) Monthly Report from HR Divisions/Sections
a. Administrative Services and Benefits
b. Employee Development and Health Services
c. Other
d. HR Manager, Classification and Pay and Labor Relations
e. Recruitment and Examination
f. Payroll
g. EEO/ADA
CIVIL SERVICE COMMISSION – December 6, 2022 PAGE 3
BUSINESS
CSC 2022-32 Director of Human Resources Goals and Objectives for period February 16, 2021 to June
30, 2022. (on-going)
a) Review updated report
b) Discussion and possible decision-making on other related matters
CSC 2022-33 Discussion and decision-making on possible changes to the format and/or contents
contained in the Director of Human Resources Monthly Report. [Deferred 6/7/22,
Cancelled Meeting 7/5/22, Deferred 8/2/22, Not on Agenda 9/6/22 and 10/4/22, Deferred
11/1/22]
CSC 2022-34 Annual selection of officers for calendar year 2023.
a) Nominate a commissioner to serve as chair.
b) Nominate a commissioner to serve as vice chair.
c) Discussion and possible decision-making on officers and other related matters.
CSC 2022-35 Review and approve 2023 meeting schedule
EXECUTIVE SESSION.
Pursuant to Hawaii Revised Statutes §92-4, the commission may hold executive meetings closed to
the public upon an affirmative vote, taken at an open meeting, of two-thirds of the members present;
provided the affirmative vote constitutes a majority of the members to which the board is entitled.
Any meeting closed to the public shall be limited to matters exempted by section 92-5. The reason
for holding such a meeting shall be publicly announced and the vote of each member on the question
of holding a meeting closed to the public shall be recorded and entered into the minutes of the
meeting. Pursuant to Hawaii Revised Statutes §92-7(d), after posting of the commission meeting
agenda the commission may add an item to the agenda, including an executive meeting closed to the
public, by an affirmative two-thirds recorded vote of all members to which the board is entitled;
provided that no item shall be added to the agenda if it is of reasonably major importance and action
thereon by the board will affect a significant number of persons. Items of reasonably major importance
not decided at a scheduled meeting shall be considered only at a meeting continued to a reasonable
day and time.
ENTER INTO EXECUTIVE SESSION (Closed to the Public)
CALL TO ORDER IN EXECUTIVE SESSION
BUSINESS
ES-14 Executive Session Minutes of October 4, 2022.
Pursuant to Hawai‘i Revised Statutes §92-4, §92-5(a)(4), §92-9 (a)(1-4) and (b), the
commission requests an Executive Session to approve or amend the executive session
minutes of October 4, 2022, where consideration of matters affecting privacy will be
CIVIL SERVICE COMMISSION – December 6, 2022 PAGE 4
involved and to consult with the Deputy County Attorney on issues pertaining to the
Commission’s powers, duties, privileges, immunities, and/or liabilities of the Commission
as they relate to this agenda item.
ES-15 Executive Session Minutes of November 1, 2022.
Pursuant to Hawai‘i Revised Statutes §92-4, §92-5(a)(4), §92-9 (a)(1-4) and (b), the
commission requests an Executive Session to approve or amend the executive session
minutes of November 1, 2022, where consideration of matters affecting privacy will be
involved and to consult with the Deputy County Attorney on issues pertaining to the
Commission’s powers, duties, privileges, immunities, and/or liabilities of the Commission
as they relate to this agenda item.
ES-16 Director of Human Resources Annual Performance Evaluation for period February 16, 2021
to June 30, 2022.
a) Review collated DHR evaluation form and collectively adopt the final overall rating and
clear examples of performance for the evaluation period.
b) Discussion and decision-making on other related matters
Pursuant to Hawai‘i Revised Statutes §92-4, §92-5(a)(4), §92-9 (a)(1-4) and (b), the
commission requests an executive session to consult with the Deputy County Attorney on
the commissions process to complete the Director of Human Resources Annual
Performance Evaluation for period February 16, 2021 to June 30, 2022 and discussion and
possible decision making on other related matters. This discussion and consultation may
involve matters affecting privacy and consideration of the powers, duties, privileges,
immunities, and /or liabilities of the Commission as they relate to this agenda item.
CORRESPONDENCE
ES-17 Correspondence from SHOPO (State of Hawai‘i Office of Police Officers) Business Agent
Kaua‘i Chapter Roy Asher dated July 6, 2022 to Director Human Resources Annette
Anderson
Pursuant to Hawai‘i Revised Statutes §92-4, §92-5(a)(4), §92-9 (a)(1-4) and (b), the
commission requests an executive session to consult with the Deputy County Attorney on
the commissions review and possible response to Business Agent Roy Asher and discussion
and possible decision making on other related matters. This discussion and consultation
may involve matters affecting privacy and consideration of the powers, duties, privileges,
immunities, and /or liabilities of the Commission as they relate to this agenda item.
ENTER OPEN SESSION (Open to the Public)
CALL TO ORDER IN OPEN SESSION
CIVIL SERVICE COMMISSION – December 6, 2022 PAGE 5
RATIFY ACTIONS
Ratify actions taken by the Civil Service Commission in executive session for ES-14, ES-15, ES-16, and
ES-17.
ANNOUNCEMENTS:
Next Scheduled Meeting: Tuesday, January 3, 2023 – 3:00 p.m.
ADJOURNMENT
cc: Deputy County Attorney Mark Ishmael
cc: Director of Human Resources Annette Anderson
COUNTY OF KAUAI
Minutes of Meeting
OPEN SESSION
Board/Commission: CIVIL SERVICE COMMISSION Meeting Date: October 4, 2022
Location Boards and Commissions Conference Room and Microsoft Teams
Teleconference
Start of Meeting: 2:01 p.m. End of Meeting: 2:05 p.m.
Present Chair Jeffrey Iida. Vice Chair Beverly Gotelli. Commissioners: V. Pamai Cano, Francis Kaawa, and Lauren O’Leary.
Deputy Attorney General Henry Kim. Deputy County Attorney Hugo Cabrera. Director Human Resources Annette Anderson. Office
of Boards and Commissions Staff: Administrator Ellen Ching (left at 2:05pm) and Administrative Specialist Anela Segreti.
Excused Commissioner Vonnell Ramos, Deputy County Attorney Mark Ishmael, and Commission Support Clerk Sandra Muragin.
Absent
SUBJECT DISCUSSION ACTION
Administrative Assistant to the County Clerk Eddie Topenio officiated the oath of office to
Commissioner Lauren O’Leary on Thursday, June 30, 2022 and Commissioner Shelley Konishi
on Friday, September 2, 2022.
Call To Order/
Roll Call
Chair Iida called the Open Session meeting to order at 2:01 p.m. and requested a roll call.
Administrative Specialist Anela Segreti verified attendance;
Commissioner Cano replied present.
Commissioner Kaawa replied present.
Commissioner O’Leary replied present.
Vice Chair Gotelli replied present.
Chair Iida replied present.
Quorum was established with
five commissioners present.
Approval of
Agenda
Chair Iida waived approval of the agenda.
Public
Comments and
Testimony
Chair Iida announced if there were any public comments or testimony. Hearing none he moved
on to the next agenda item.
Executive
Session
There was a discussion on whether the last appeal hearing meeting was held in open session or
executive session. Deputy County Attorney Hugo Cabrera stated for the record that the last
meeting was held in executive session.
a)
Civil Service Commission
Open Session
October 4, 2022 Page 2
SUBJECT DISCUSSION ACTION
Chair Iida asked for a motion to enter executive session.
No one read the Hawaii Revised Statutes and Executive Session paragraph before moving into
Executive Session.
Administrator Ellen Ching announced she was not allowed in executive session and left the
meeting. Before leaving she stated that Appellant Kenneth Cummings, Representative Roy
Asher, Deputy County Attorney Hugo Cabrera and Director of Human Resources Annette
Anderson were also in attendance.
Vice Chair Gotelli moved to
enter Executive Session.
Commissioner Cano seconded
the motion. Motion carried 5:0.
The commission and staff,
ended open session at 2:05 p.m.
Call To Order in
Open Session
The commission did not reconvene in open session to adjourn the meeting.
Ratify Actions None
Announcements Next Meeting: Tuesday, November 1, 2022 – 3:00 p.m.
Adjournment Chair Iida ended the meeting in executive session.
The meeting was adjourned in
executive session at 5:09 p.m.
Submitted by: ________________________________________ Reviewed and Approved by: _________________________________________
Sandra Muragin, Commission Support Clerk Jeffrey Iida, Chair
( ) Approved as circulated.
( ) Approved with amendments. See minutes of________meeting.
COUNTY OF KAUAI
Minutes of Meeting
OPEN SESSION
Board/Commission: CIVIL SERVICE COMMISSION Meeting Date: November 1, 2022
Location Boards and Commissions Conference Room and Teleconference
via Microsoft Teams
Start of Meeting: 3:00 p.m. End of Meeting: 3:42 p.m.
Present Chair Jeffrey Iida. Vice Chair Beverly Gotelli. Commissioners: V. Pamai Cano, Francis Kaawa, Shelley Konishi, and Lauren
O’Leary.
Deputy County Attorney Mark Ishmael (Microsoft Teams – disconnected at 3:18 p.m. and reconnected into the meeting at 3:35 p.m.).
Director Human Resources Annette Anderson (left at 3:15pm). Office of Boards and Commissions Staff: Administrator Ellen Ching
(left at 3:18 p.m. and rejoined the meeting at 3:37 p.m.) and Commission Support Clerk Sandra Muragin
Excused Commissioner Vonnell Ramos
Absent
SUBJECT DISCUSSION ACTION
Call To Order
Roll Call
Chair Iida called the Open Session meeting to order at 3:00 p.m. and requested a roll call.
Commissioner Cano replied present.
Commissioner Kaawa replied present.
Commissioner Konishi replied present.
Commissioner O’Leary replied present.
Commissioner Ramos was excused.
Vice Chair Gotelli replied here.
Chair Iida replied here.
Deputy County Attorney Ishmael replied here.
Director Human Resources Anderson replied here.
Administrator Ching replied here.
Support Clerk Muragin replied here.
Quorum was established with
six commissioners present.
Approval of
Agenda
Vice Chair Gotelli moved to
approve the agenda, as
circulated. Mr. Kaawa
seconded the motion. Motion
carried 6:0.
Public Ms. Muragin reported no one from the public called in or in-person and she did not receive any
b)
Civil Service Commission
Open Session
November 1, 2022 Page 2
SUBJECT DISCUSSION ACTION
Comments and
Testimony
written testimony or request to testify for this meeting.
Approval of
Meeting Minutes
a. Open Session Minutes of September 6, 2022
Mr. Kaawa moved to approve
the Open Session minutes of
September 6, 2022. Vice Chair
Gotelli seconded the motion.
Motion carried 6:0.
Director of
Human
Resources
Report
CSC 2022-26 July/August period, October 4, 2022, meeting.
a) Grievances and Grievance Arbitration Hearings
b) Investigations
c) HRMS Project
d) HR Trainings
e) Monthly Report from HR Divisions/Sections
a. Administrative Services and Benefits
b. Employee Development and Health Services
c. Other
d. HR Manager, Classification and Pay and Labor Relations
e. Recruitment and Examination
f. Payroll
g. EEO/ADA
CSC 2022-27 September/October period, November 1, 2022, meeting.
a) Grievances and Grievance Arbitration Hearings
b) Investigations
c) Meetings with Other Public Sector Jurisdictions, Unions, etc.
d) HRMS Project
e) HR Trainings
f) Monthly Report from HR Divisions/Sections
a. Administrative Services and Benefits
b. Employee Development and Health Services
c. Other
Civil Service Commission
Open Session
November 1, 2022 Page 3
SUBJECT DISCUSSION ACTION
d. HR Manager, Classification and Pay and Labor Relations
e. Recruitment and Examination
f. Payroll
g. EEO/ADA
Director of Human Resources Annette Anderson briefed the commission on the July/August
period, October 4, 2022, report and September/October period, November 1, 2022, report.
(Reports on file)
Ms. Anderson summarized both reports and shared the following updates;
• Received four grievances with different incidences and from different departments. The
four were; termination for misconduct, discipline policy and if it was changed or shared
with the union, transfer request and temporary hazard pay. She said there were no
commonality on the grievances, and it did not require further action on policy or
training.
• Received four complaints:
o A non-employee applicant; this was assigned to HR to investigate from the
police commission. Investigation completed and police commission to
determine outcome.
o Internal complaint from applicant who did not meet the minimum qualifications
(MQ’s). After the investigation it was determined that the applicant met the
MQ’s and proceeded through the recruitment process.
o Internal complaint department withdrew conditional offer of employment from
an outside applicant. After the investigation DHR Anderson determined the
outside applicant was able to proceed through the recruitment process.
o Internal complaint from applicant who did not meet the MQ’s. The
investigation uncovered that the applicant was not certified in certain
requirements and was provided information on how to become certified.
• Attended various meetings;
o HR Directors statewide met with UPW (United Public Workers) to discuss but
did not settle non-cost financial matters.
Civil Service Commission
Open Session
November 1, 2022 Page 4
SUBJECT DISCUSSION ACTION
o HR Directors statewide met with ERS (Employees Retirement System)
management and staff to discuss on-going concerns on compensation and what
differentials qualify as creditable for pension calculations.
o HRS Directors statewide met with various deputy attorney general and county
attorneys on ERS matters
o SHOPO (State of Hawai‘i Organization of Police Officers) invited DHR
Anderson to a presentation on the membership SHOPO survey results regarding
leadership and working conditions.
• HRMS Project - Workday;
o Attended 38 meetings in the last few months.
o Training of county employees completed except for those that were absent.
o Top UPW leadership from O‘ahu and Kaua‘i requested an in-depth Workday
presentation. HR to present a thorough overview this Thursday and assure
UPW that its members were being supported.
o Committed to the January 2023 go live date.
o Departments were batched in phases and began to input time and absences in
Workday. The three phases were October 1, October 15 and November 1.
Although all employees are now entering information in Workday they are
being paid out of the current system; however, beginning January 2023, all
employees will be paid out of Workday.
o Conducted smaller meetings with departments who required extra training.
With no questions from the commission Ms. Anderson left the meeting at 3:15 p.m. and Chair
Iida moved on to the next agenda item.
Executive
Session
Ms. Ching read the Hawai‘i Revised Statutes to move the meeting into Executive Session.
Pursuant to Hawaii Revised Statutes §92-4, the commission may hold executive meetings
closed to the public upon an affirmative vote, taken at an open meeting, of two-thirds of the
members present; provided the affirmative vote constitutes a majority of the members to
which the board is entitled. Any meeting closed to the public shall be limited to matters
exempted by section 92-5. The reason for holding such a meeting shall be publicly announced
and the vote of each member on the question of holding a meeting closed to the public shall be
Civil Service Commission
Open Session
November 1, 2022 Page 5
SUBJECT DISCUSSION ACTION
recorded and entered into the minutes of the meeting. Pursuant to Hawaii Revised Statutes
§92-7(d), after posting of the commission meeting agenda the commission may add an item to
the agenda, including an executive meeting closed to the public, by an affirmative two-thirds
recorded vote of all members to which the board is entitled; provided that no item shall be
added to the agenda if it is of reasonably major importance and action thereon by the board
will affect a significant number of persons. Items of reasonably major importance not decided
at a scheduled meeting shall be considered only at a meeting continued to a reasonable day
and time.
Chair Iida asked for a motion to enter executive session.
Vice Chair Gotelli moved to
enter Executive Session.
Commissioner O’Leary
seconded the motion. Motion
carried 6:0.
Open session ended at 3:18 p.m.
Call To Order In
Open Session
Chair Iida called the Open Session meeting back to order at 3:37 p.m.
Deputy County Attorney Ishmael and Administrator Ching rejoined the open session meeting.
Quorum was established with
six commissioners present.
Ratify Actions Ratify actions taken in executive session for ES-12 and ES-13. Vice Chair Gotelli moved to
ratify actions taken in executive
session for ES-12. Mr. Kaawa
seconded the motion. Motion
carried 4:0. (Commissioner
Cano, Commissioner Kaawa,
Vice Chair Gotelli, and Chair
Iida)
Ms. Cano moved to ratify
actions taken in executive
session for ES-13. Mr. Kaawa
Civil Service Commission
Open Session
November 1, 2022 Page 6
SUBJECT DISCUSSION ACTION
seconded the motion. Motion
carried 6:0.
Business CSC 2022-28 Director of Human Resources Goals and Objectives for period February 16,
2021 to June 30, 2022 (on-going)
a) Review updated report
b) Discussion and possible decision-making on other related matters
Ms. Muragin shared that the report was updated through July 2022.
Vice Chair Gotelli moved to
receive CSC 2022-28 DHR
Goals and Objectives for period
February 16, 2021 to June 30,
2022, for the record. Mr.
Kaawa seconded the motion.
Motion carried 6:0.
CSC 2022-29 Discussion on the process and tools used to evaluate the Director of Human
Resources for period February 16, 2021 to June 30, 2022.
a) Review Overview DHR Evaluation Process
b) Review Evaluation Timeline
c) Review Evaluation Form
Mr. Kaawa moved to defer CSC
2022-29 Discussion on the
process and tools used to
evaluate the Director of Human
Resources for period February
16, 2021 to June 30, 2022.
Vice Chair Gotelli seconded the
motion. Motion carried 6:0.
CSC 2022-30 Discussion and decision-making on possible changes to the format and/or
contents contained in the Director of Human Resources Monthly Report. [Deferred 6/7/22,
Cancelled Meeting 7/5/22, Deferred 8/2/22]
Ms. Ching asked that this agenda item be deferred; they have not met to discuss.
Vice Chair Gotelli moved to
defer CSC 2022-30 Discussion
and decision-making on
possible changes to the format
and/or contents contained in the
Civil Service Commission
Open Session
November 1, 2022 Page 7
SUBJECT DISCUSSION ACTION
Director of Human Resources
Monthly Report. Mr. Kaawa
seconded the motion. Motion
carried 6:0.
Announcements Next Meeting: Tuesday, December 6, 2022 – 3:00 p.m., in the Boards and Commissions
Conference Room, Piikoi Building, 4444 Rice Street, Suite 300, Līhu‘e, HI 96766
Adjournment Chair Iida asked for a motion to adjourn.
Vice Chair Gotelli moved to
adjourn the meeting. Mr.
Kaawa seconded the motion.
Motion carried 6:0.
Chair Iida adjourned the
meeting at 3:09 p.m.
Submitted by: ________________________________________ Reviewed and Approved by: _________________________________________
Sandra Muragin, Commission Support Clerk Jeffrey Iida, Chair
( ) Approved as circulated.
( ) Approved with amendments.
DEPARTMENT OF HUMAN RESOURCES
DIRECTOR’S REPORT
TO THE
CIVIL SERVICE COMMISSION
December 6, 2022 Meeting
Report Covering October/November 2022
Grievances, Grievance Arbitration Hearings, Appeal Hearings and Union Issues
Prepared for and testified at Civil Service Commission Appeal Hearing on October 4, 2022
regarding appeal from Internal Complaint investigation.
Attended council meeting on October 19, 2022 for final approval of BU 12 and BU 15 cost bills
for pay increases from arbitration awards.
Heard two UPW Step 2 Grievances on October 20, 2022 regarding the same Grievant pertaining to
return to work conditions and providing information pursuant to union’s request. Decision issued
denying one grievance and sustaining in part, and in denying in part, the other grievance.
The allegations in these grievances and the appeal hearing do not reveal evidence of any frequent
root causes that would benefit from a training plan for departments. The incidents are from
different departments and divisions and the conduct is not similar.
[Goal 4, Objective G4A., Success Measurement 1 – ongoing]
Investigations
One of HRD’s investigators was tasked with conducting an investigation into a department
employee wherein a non-employee alleged inappropriate behavior by the employee. The
investigation is on-going.
The allegations do not reveal evidence of any frequent root causes that would benefit from a
training plan for departments.
[Goal 4, Objective G4A., Success Measurement 1 – ongoing]
Meetings with Other Public Sector Jurisdictions, Unions, etc.
A meeting was held on October 12, 2022 with all public sector HR directors and their staff to
discuss various issues stemming from the meeting with UPW regarding non-cost items. State will
contact UPW regarding next steps.
A meeting was held on October 20, 2022 with all public sector HR directors to discuss a ruling by
the Intermediate Court of Appeal. HR directors will submit testimony when the case is transferred
back to the Hawaii County Merit Appeals Board.
CSC 2022-31
2
A meeting was held on November 9, 2022 with all public sector HR directors to discuss a
response to HFFA Unit 11 regarding its request to meet regarding salary schedule changes
following arbitration award.
These meetings did not reveal a need to draft or revise any existing HR policies.
[Goal 1, Objective G1B., Success Measurements 2. – ongoing]
HRMS Project:
The HRD continues to attend the numerous HRMS meetings, approximately sixteen since the last
Civil Service Commission meeting on November 1, 2022. Modifications and amendments
regarding implementation details are being made as necessary.
The phased in “live drill” of Workday is on-going and allows us to learn from issues that are
raised by employees and managers.
The Kauai Police Department (KPD) continues to have the most challenges due to their unique
work schedules, extensive types of differentials that may change based upon a schedule, etc. The
HRMS core team and KPD are working closely with Accenture (implementation vendor for the
Workday product) to address various configuration changes with Workday in order to better serve
KPD.
On November 3, 2022, at the request of UPW, a presentation and training workshop was presented
to the leadership of UPW (State Director and Deputy from Oahu), the local Kauai union agents,
and the Chief Stewards to address questions posed by membership. Another meeting is tentatively
scheduled for early January at UPW’s request.
Unfortunately, an employee of Accenture made a mistake the week of November 14, 2022 and
transferred data from one portal to the wrong portal, resulting in the system not working on the
day that managers were to approve time entries. The HRMS core team and Accenture had multiple
meetings to diagnosis and fix the error. Managers were given an extra day to input their approvals.
Accenture has advised that the problems have been resolved. We have communicated with all
Associates to keep them apprised of the problem and the fixes that have been implemented.
[Goal 2, Objective G2A., Success Measurements 1 and 2. – ongoing]
[Goal 3, Objective G3A & G3B., Success Measurements 1, 2, 3.– ongoing]
HR Trainings:
As noted above, members of the HRMS Core Team presented UPW staff with a presentation and
training on Workday on November 3, 2022.
[Goal 3, Objective G3A & G3B., Success Measurements 1, 2, 3.– ongoing]
3
Monthly Report from HR Divisions/Sections
Administrative Services and Benefits:
• Provided guidance to departments on various personnel issues, including internal
investigations, disciplinary actions, performance reviews and improvement plans, employee
assistance program (EAP), conflict/complaints, attendance/leave, benefits, drug/alcohol
testing, mediation coordination, ADA accommodations, etc.
• New Hires: 1 Assistant Wastewater Plant Operator I
1 Criminalist II
1 Information Technology Specialist I
1 Parking Enforcement Worker
2 Planning Inspector I
1 Public Safety Worker I
1 Senior Groundskeeper
1 COVID-19 Administrative Technician (exempt)
2 COVID-19 Laboratory Assistant (exempt)
1 Deputy Prosecuting Attorney (exempt)
1 Dispatch Manager (exempt)
1 Economic Development Specialist IV (exempt)
1 Executive Operations Manager (exempt)
1 Legal Clerical Assistant (exempt)
1 Van Driver-Substitute (exempt)
• Exit Interviews (Retirees): 5 of 5
• TDI Applications None
• Family Leave: 5 approved, 1 denied
• Leave Sharing: 1 approved
• Reference Checks: 6
• Employment Verifications: 12
• Transactions Totals:
New Hires 11
Separations 16
Reallocations 2
Promotions 2
Demotions 0
Transfers 1
Pay Increase 477
Suspension 2
Leave Without Pay 0
*Misc. Change
Forms
21
**Other 30
89-Day 24
Seasonal 0
4
*Miscellaneous Change Forms include expense distribution changes, schedule changes, personal
data changes, etc.
**Other includes end of/extension of TR, add/delete add pay codes, amended PCs, extension of
initial probation, rescinded PCs, term of contract/contract appointment PCs, etc.
Employee Development and Health Services:
• Provided guidance to department supervisors and employees on various safety-related issues
and concerns.
• Six (6) new workers’ compensation claims were filed this month: Six (6) medical only claims.
• Bi-monthly reviews of selected workers’ compensation claims were held on October 11, 2022.
Twenty-eight (28) claims were reviewed and discussed. Next scheduled WC review is
November 29, 2022.
• Supervisory Training for Office of the Prosecuting Attorney supervisors (7 attendees) held on
October 28, 2022. Reviewed responsibilities/roles of a supervisor, effective feedback,
challenging situations, performance reviews, and regulatory information.
• Equipment/Driver Training: Mini Excavator (5 Publics Works Employees)
Payloader (4 Public Works Employees)
Annual Driver Improvement Training (60 Employees-Various
Departments)
Other:
HRMS Project:
• Live Drill began on October 1, 2022 for over half of the County employees. Employees were
required to submit time entry (i.e., timesheets), leaves, and overtime requests in Workday.
Public Works and Water Departments started on October 16, 2022 and the Parks and Recreation
and Police Departments will be on November 1, 2022. The Live Drill will continue through
December 15, 2022.
• Continue updating training tenant with catch-up transactions, supervisory organization and
approval chain changes, etc.
• Data extract/migration tasks for the build of the Gold (Go Live) tenant will begin in mid -
November. Staff will be busy working with Accenture and the Finance/IT Division to prepare
the Gold tenant to be deployed on December 19, 2022 (first paycheck in Workday will be
January 15, 2022.)
HR Manager, Classification and Pay and Labor Relations:
• HRMS Workday meetings occur on an ad-hoc basis with various departments and divisions as
needs arise. Many changes are being made to supervisory organizations along with setting up
Alternate Managers for employees to ensure that timesheets and absence requests do not sit in
an absent Manager’s in-box. In addition, four (4) “Workday Wikis” have been sent out to all
employees on topics which included two (2) week population of schedules, pay slips and
Outlook email notifications. These “Wikis” are intended to provide quick updates and
instructions to all employees.
• Two (2) arbitration decisions were received regarding a termination and disciplinary action. In
both cases, the arbitrator’s decisions were against the County returning one (1) employee back
to work and back paying the other employee back for suspension days.
5
• Reallocations Processed:
Background Investigator to Executive Operations Manager
Construction Equipment Operator to Equipment Operator II
Emergency Management Staff Specialist II to Emergency Management Staff Specialist III
Fire Assistant Chief to Battalion Fire Chief
Fire Fighter Trainee to Fire Program Manager
Fleet Coordinator Trainer to Evidence Custodian Assistant
Laborer II to Laborer I
Ocean Safety Officer II to Ocean Safety Officer I
Parks Project Manager to Senior Project Manager
Procurement Clerk I to Procurement Clerk II
Program Support Technician II to Administrative Support Assistant
Recycling Specialist II to Recycling Specialist III
Recycling Specialist Trainee to Recycling Specialist I
• Desk Audits: KEMA Emergency Management Specialist III
• New Classes Adopted: None
• Administrative Reviews: None
• Class Amendments Completed:
Battalion Fire Chief
Personnel Management Specialist I
Personnel Management Specialist II
Recruitment and Examination
Recruitment:
Beautification & Park Maintenance Supervisor
Building Permit Clerk I
Bus Driver (Substitute) (Exempt)
Computer Systems Support Technician
Deputy County Clerk (Exempt)
Equipment Logistics Crew Leader
Evidence Custodian Assistant
Executive Assistant to the Prosecuting Attorney (Exempt)
Executive Operations Manager (Exempt)
Fire Program Manager (Exempt)
Fixed Route Assistant Manager (Exempt)
Groundskeeper
Heavy Vehicle & Construction Equipment Mechanic
Highway Construction and Maintenance Supervisor
Housing Assistance Specialist III (Exempt)
Human Resources Specialist I
Information Technology Specialist V
Landfill Operations Assistant
Landfill Operator II
Landfill Operator III
Mechanic Helper (Exempt)
Paratransit Assistant Manager (Exempt)
Park and Recreation Aide (Exempt)
6
Park Caretaker II
Park Maintenance Operations Superintendent
Personnel Management Specialist I
Personnel Management Specialist II
Program Support Technician II
Sanitary Chemist
Scale Attendant
Senior Groundskeeper
Sexual Assault Forensic Nurse Examiner (SANE) (Exempt)
Solid Waste Worker I
Transit Cleaner
Van Driver (Substitute) (Exempt)
Veteran’s Cemetery Caretaker
Winter Fun Program (Exempt)
• Lists Referred to Departments:
Account Clerk
Accountant I
Accounting Technician
Building Inspector
Bus Driver (Substitute) (Exempt)
Civil Engineer I
Computer Systems Support Technician I
Deputy County Clerk (Exempt)
Electrician (Exempt)
Executive Assistant to the Prosecuting Attorney (Exempt)
Executive Operations Manager (Exempt)
Fire Captain
Fire Fighter II (Rescue)
Fire Fighter III
Fire Program Manager (Exempt)
Golf Course Groundskeeper
Groundskeeper
Housing Assistance Specialist III (Exempt)
Investigator (Exempt)
Legal Clerk II
Mechanic Helper (Exempt)
Ocean Safety Officer I
Park & Recreation Administrative Aide (Exempt)
Park Caretaker I
Park Security Officer I
Planner IV
Police Evidence Custodian Assistant
Police Lieutenant
Police Sergeant/Detective
Police Services Officer
7
Program Specialist I (Fixed Route Assistant Manager)
(Exempt)
Program Specialist I (Paratransit Assistant Manager)
(Exempt)
Public Housing and Development Specialist III (Exempt)
Real Property Tax Clerk
Senior Clerk
Sexual Assault Forensic Nurse Examiner (SANE) (Exempt)
Solid Waste Program Engineer (Exempt)
Tractor-Mower Operator
Van Driver (Substitute) (Exempt)
Victim/Witness Counselor II
• Written Exams Administered:
Emergency Services Dispatcher I
Fire Fighter II – Hazmat
Fire Fighter II – Rescue
Fire Fighter III
Park Security Officer I
Police Services Officer
Public Safety Worker I
Solid Waste Worker I
• Performance Exams Administered:
Fire Fighter – Rescue
Tractor-Mower Operator
• Administrative Reviews: None
Payroll:
• HRMS System/Project
o Daily training of employees on how to use Workday system
o Revision of training materials and agendas as needed
• Continuing standing Meetings with Accenture/Payroll Support Staff to go over questions
• October 2022 Gross Payroll:
15th
$
4,161,026
EOM
$
4,197,101
EUTF ACTIVE
$
769,539
EUTF ACTIVE -
DOW
$
48,414
EUTF OPEB
$
527,846
8
EUTF RETIREE
$
913,321
ERS
(RETIREMENT)
$
2,245,167
SOCIAL
SECURITY
$
324,585
MEDICARE
$
115,273
PTS SS SAVINGS
$
6,144
EEO/ADA
Employee Investigations
KPD
ADA Technical Guidance
Provided to OCA, CHA, CTA, DOPR, KPD
Complaints Received
All complaints received were not related to County buildings and programs are referred to Title
III ADA assistance organizations
Training Provided
No trainings occurred.
On-Going Projects
1. Monitoring ADA & EEO policy changes
2. Creating ADA training specifically for DOPR
3. DOH
COK CSC DHR Goals & Objects 2.16.21 to 2.15.22 06.30.22 (Approved 04.06.21) (Extension Approved 03.01.22) 1 | Page
Goals and Objectives Report – COK Civil Service Commission
Director of Human Resources Annette Anderson – Period February 16, 2021 to February 15, 2022 June 30, 2022
Goal #1 – Conduct review of Human Resources policies to determine if policies should be revised and/or new policies created. Develop
communications action plan for staff, including any future updates on policies.
Objectives Success Measurements Desired Outcome Status
G1A. Identify and create
a plan to address any
outstanding items from
“Follow-up Audit of
County Hiring Practices:
Report No. 18-01
G1B. Identify any
Human Resources
policies that should be
revised and any gaps in
existing policies.
G1C. Draft and
implement revised and/or
new policies as deemed
necessary to include a
communications action
plan.
1.Outstanding issues
from “Follow-up
Audit of County
Hiring Practices:
Report No. 18-01 are
addressed.
2. Revised and/or new
policies as
implemented as
needed.
3. Revised and/or new
policies are
successfully
communicated to
County personnel.
4.Quarterly reports are
provided to the CSC
to include update on
outstanding audit
issues and list of
policies to be revised
and/or created.
Policies reflect best
industry practices and
meet the legal/operational
needs of the County of
Kauai. Policies are
continually reviewed and
amended to meet
evolving circumstances
and are successfully
communicated to County
personnel.
5/4/21-G1A-1&4: Quarterly report submitted with update on outstanding audit issues and list of policies to be revised and
/or created. Goal completed for Audit Recommendations 1,4 and 8; on-going for Audit Recommendations 2 and 7.
5/4/21-G1B&G1C -2&3: Goal completed for Audit Recommendations 1,4 and 8; on-going for Recommendations 2 and 7.
Motor Vehicle Policy---The revised motor vehicle policy has now been acknowledged by all County employees either
through the electronic PowerDMS System or by wet signature.
Travel Policy—The draft Travel Policy developed by the Finance Department and reviewed by edited by HR remains with
Finance for consideration of suggested edits. HR will review any further edits that are made.
Violence in the Workplace Policy—HR is in the process of revising and updating the Violence in the Workplace Policy.
When completed, it will be sent to employees for review and acknowledgement.
Drug and Alcohol Testing Pools—HR is in the process of revising and updating the procedures used in connection with
random drug and alcohol testing pools to assure timely and accurate compliance with Commercial Drivers’ License (CDL)
federal law, and in accordance with applicable collective bargaining agreements.
7/6/21-G1A-1&4: Recommendation 7 of the 2018 Follow-Up Audit states. - DHR should consult with the County Attorney
to implement a comprehensive policy that ensure compliance with document retention and maintenance requirements at the
federal, state, and county levels. This recommendation was included as Goal #2, Objective G2B., Success Measurement 1
in last year’s Goals and Objectives for this Director. As noted in the August 4, 2020 Director’s Report to the Commission,
a draft HRD Retention & Destruction policy was created and sent to the Office of County Attorney for review and
approval. As subsequent Director’s Reports have noted, we await response and approval. Once HR is informed by the
Office of the County Attorney the update will be included in subsequent Director’s reports.
7/6/21-G1B&G1C -2&3: Travel Policy—The draft Travel Policy developed by the Finance Department and reviewed by
edited by HR has now been finalized, approved by HRD, and forwarded for approval by others.
8/3/21-G1B&GIC-2&3: At the request of the Mayor’s office, a revised Recruitment Incentive Policy increasing the amount
and duration of hiring bonuses and relocation expense reimbursements was drafted for optional use for certain hard to fill
positions, subject to approval by HR. The above serves as the second quarterly progress report for Goal 1.
8/31/21-G1B&G1C-2&3: No additional information to report regarding this matter.
10/5/21-G1B&G1C-2&3: HRD has revised the County-Wide Language Access Policy and Plan. Its distribution will be
through the County’s PowerDMS electronic platform.
12/07/21-G1B&G1C-2&3: As mentioned in a previous HRD report during this past quarter, HRD has revised the County-
Wide Language Access Policy and Plan.
01/04/22-G1B&G1C: No new policies or procedures were drafted or revised this past month.
04/04/22-G1B&G1C-2&3: As our new Safety Officer updates our safety policies, HR has started a bi-weekly “Safety
Message” to all county employees giving them tips on safe protocols and practices, “How To’s” on performing tasks safer,
reporting unsafe conditions, and links to various safety resources.
Recruitment staff is working on revising the “Certification of Eligibles for Civil Service Positions” policy that describes the
proper referral, consideration, and selection of individuals for public service to assure compliance with the merit-based
civil service system. The revised policy covers the entire recruitment cycle from beginning to end and is meant to be a
valuable resource tool for all departments.
07/05/22-G1A-2&4: As was briefly discussed in a past commission meeting, news outlets continue to report on The Great
Resignation, causing businesses to be understaffed and negatively impacting operations. SHRM (Society for Human
Resource Management) reported on June 1, 2022 that April was the eleventh consecutive month that more than four
million workers left their jobs, representing 2.9% of the labor force. Fortunately, the County of Kauai is not experiencing a
greater number of voluntary resignations or retirements than in years past. The following tables provide the numbers of
resignations and retirements and, as can be seen, there was no dramatic change since the beginning of COVID-19 in March
2020 through present.
Total resignations (non-retirees) through May 31, 2022: Year Total Resignations
2017 43
2018 46
2019 47
2020 46
2021 48 CSC 2022-32 a)
COK CSC DHR Goals & Objects 2.16.21 to 2.15.22 06.30.22 (Approved 04.06.21) (Extension Approved 03.01.22) 2 | Page
2022 YTD 23
Total retirements through May 31, 2022: Year Total Retirements
2017 53
2018 64
2019 30
2020 52
2021 49
2022 YTD 6
This data supports the view that it is currently not necessary to recommend the creation of new policies that would address
staffing needs and enhance retention.
11/01/22 (Sept/Oct) G1B-2: A meeting was held on September 28, 2022 with all
public sector HR directors and their staff along with the head of Hawaii’s Employees
Retirement System (ERS) and his staff to discuss
various issues regarding compensation that may be credited for pension benefit
calculations. More information will be forthcoming from ERS.
The HRD was invited to a meeting with attorneys from the public sector jurisdictions,
along with one of the County’s deputy county attorneys, to discuss other issues
pertaining to ERS. More information will be forthcoming.
The HRD accepted an invitation by the police union, SHOPO, to attend a presentation
on September 28, 2022 to share the results of its survey of SHOPO members
regarding working conditions, morale, staffing needs, and leadership by the police
chief. SHOPO indicated it would provide HRD with a copy of the survey questions
and answers but it has not yet been received.
These meetings did not reveal a need to draft or revise any existing HR policies.
COK CSC DHR Goals & Objects 2.16.21 to 2.15.22 06.30.22 (Approved 04.06.21) (Extension Approved 03.01.22) 3 | Page
Goal #2 – Review and monitor the HRMS Human Resources Management System (HRMS) Project; assist with any multi-department issues.
Objectives Success Measurements Desired Outcome Status
G2A. Complete the
process of implementing
new HRMS.
1. Timelines and
benchmarks are
established and met
for the completion of
the work.
2. Monthly progress
updates are provided
to the CSC.
Complete the migration
to the new HRMS in
order to realize the
benefits of the project.
4/6/21-G2A-1&2: Notices of award were issued on February 17, 2021 to four (4) vendors: Accenture, LLP (integrators),
Workday, Inc. (software solution), ADP, Inc. (tax services), and TimeClock Plus, LLC (Fire & Police scheduling). We did
not receive any protests to these awards and proceeded with the review of the contracts, statements of work, and services
agreements with the vendors. We are continuing to work with our attorneys, Finance Department, and the vendors on
acceptable terms of these contracts. Once the contracts are signed, the implementation of the new system can commence.
The go live date for the new HRMS system is still projected for January 1, 2022.
5/4/21-G2A-1&2: Continued review by attorneys for the vendors and County attorneys to reach agreement regarding
acceptable contract terms.
6/8/21-G2A-1&2: Contracts with two of the four HRMS vendors have been executed, Accenture, LLP (integrators),
Workday, Inc. (software solution). Contracts for the remaining two vendors, ADP, Inc. (tax services), and TimeClock
Plus, LLC (Fire & Police scheduling), are being reviewed by the attorneys for the vendors and County attorneys to reach
agreement regarding acceptable contract terms.
Due to significant delays in reaching agreement with the two primary vendors, mostly due to attorneys’ review and
disagreements over specific contracts terms, the go-live date has been postponed from January 1, 2022. Because the
vendors require a start date only on the first of a quarter, the go-live date will now occur on April 1, 2022. The Mayor has
been apprised and commented that due to the magnitude of this project, delays are understandable and the April 1, 2022
go-live date is acceptable.
7/6/21-G2A-1&2: Training has begun for the core implementation team, with a kick-off meeting with all department
leads and Accenture, LLP (integrators) and Workday, Inc. (software solution) on June 16, 2021. The Executive Project
Team are attending Workday trainings pertaining to their functional areas while also completing implementation tasks.
Over the next four (4) months, the Kaua‘i Workday tenant (system) is being configured for unit testing which is
anticipated to begin in October. Contracts for the remaining two vendors, ADP, Inc. (tax services), and TimeClock Plus,
LLC (Fire & Police scheduling), are being reviewed by the attorneys for the vendors and County attorneys to reach
agreement regarding acceptable contract terms. Accenture/Workday are using a project management software system and
certain team members have been trained on the new system. Others will be trained via train the trainer method.
8/3/21-G2-1&2: Training continues for the core implementation team. Human Resources (HR) staff, as well as other
department leads, are participating in many days and hours of training. Unfortunately, due to the trainers being located in
multiple time zones on the mainland, some training sessions begin at 5:30 or 6:00 a.m. The vendors are not able to adjust
their trainers’ schedules to work into the evening hours; hence, we must accommodate with early sessions for many of the
trainings. Nevertheless, we have willing participants eager to learn the new system.
HR staff continues to meet and discuss with County of Maui staff since the new HRMS system is mirrored after Maui’s
product. It is a benefit to the County of Kaua‘i to learn from Maui’s experience. Contracts for the remaining two vendors,
ADP, Inc. (tax services), and TimeClock Plus, LLC (Fire & Police scheduling), continue to be reviewed by the attorneys
for the vendors and County attorneys to reach agreement regarding acceptable contract terms. Accenture/Workday, who
are using a project management software system, have noted that we are currently on schedule.
8/31/21-G2A-1&2: The fourth and final vendor contract with ADP has been executed.
10/5/21-GSA-1&2: Most implementation team members have received the required training. The next phase of the project
entails testing of uploaded data to ensure accuracy. It is anticipated that certain individual employees in DHR and IT will
be required to spend three to six hours per day during October/November on testing. In addition, sixty-two Change
Ambassadors have been selected to assist with being the eyes and ears for the various departments and to assist with
marketing the product and training employees on how to use the system. Accenture/Workday, who are using a project
management software system, continue to report that the project is on schedule. Go live date is April 1, 2022.
12/07/21-G2A-1&2: The County of Kauai’s implementation team is currently working with our vendor, Accenture,
concerning changes that need to occur to the Maui configuration of the Workday tenant. During the past two months of
unit testing, the team has identified numerous examples of County processes and job profiles that differ from Maui and
must be aligned to Kauai. As such, a change order will be submitted that will incorporate these changes. It will also impact
the go-live date, which must start on the first day of a quarter. Both County and Accenture agree that this is the best course
to assure success.
01/04/22-G2A-1&2: Continued training of the core implementation team has been on-going with Human Resources (HR)
staff, as well as other department leads, participating in many days and hours of training.
Continued data conversion from old system to the new has occurred over a number of weeks, with both HR and IT staff
involved along with the vendors, followed by making necessary corrections.
Continued testing of uploaded data with various employment and payroll scenarios has been on-going over a number of
weeks with thousands of test scenarios created and tested. Certain employees in HR and IT have spent three to six hours
per day doing testing.
COK CSC DHR Goals & Objects 2.16.21 to 2.15.22 06.30.22 (Approved 04.06.21) (Extension Approved 03.01.22) 4 | Page
04/02/22-G2A-1&2: Meetings with Managing Director Dahilig and the core HRMS team members from the Human
Resources Department (HR) and Information Technology Division (IT) to review project status, timelines, and necessary
resources, among other things.
No additional changes from last month’s report regarding training, data conversion, testing, and working with the field,
which are repeated below.
Continued training of the core implementation team has been on-going with HR staff, as well as other department leads,
participating in many days and hours of training.
Continued data conversion from old system to the new has occurred over a number of weeks, with both HR and IT staff
involved along with the vendors, followed by making necessary corrections.
Continued testing of uploaded data with various employment and payroll scenarios has been on-going over a number of
weeks with thousands of test scenarios created and tested.
Update on implementation and field trainings will be published in the near future. Coordinating with the Mayor’s office
for information sharing.
05/03/22-G2A-1&2:
Change Order agreed to wherein additional services will be provided by the vendor assisting with preparing for
implementation, e.g., building a training module to allow employees to learn the system and practice entering timesheets,
overtime pay, and leaves of absence, with similar trainings for supervisors who must approve the entries. Time-line for go-
live is postponed until January 1, 2023---go-live needs to occur at the beginning of the quarter and not in-between.
Communication to employees is occurring now regarding details concerning the change.
Continued training of the core implementation team has been on-going with HR staff, as well as other department leads,
participating in many days and hours of training.
Continued data conversion from old system to the new has occurred over a number of weeks, with both HR and IT staff
involved along with the vendors, followed by making necessary corrections. 2
Continued testing of uploaded data with various employment and payroll scenarios has been on-going over a number of
weeks with thousands of test scenarios created and tested.
06/07/22-G2A-1&2: The HRD is now attending virtually allow HRMS meetings, which average four to six per day,
Monday through Friday. The HRD is working closely with the two Project Managers and the Core Project Team (six
members) to assure that the project is on-schedule, decisions are made, and that the implementation is successful.
Continued data conversion from old system to the new has occurred over a number of weeks, with both HR and IT staff
involved along with the vendors, followed by making necessary corrections.
Continued testing of uploaded data with various employment and payroll scenarios has been on-going over a number of
weeks with thousands of test scenarios created and tested. Once completed, the vendor will begin the final build of the new
system, which will take many weeks to build.
Expanded training will begin for all employees and managers. There will be in-person training, virtual training, as well as
“job aids” which give an overview of what is required in order access and input employee information into the new
system. In addition, during the last quarter of the calendar year, employees will be able to enter their schedules and
timesheets into the system, as if it was live. The information will then be moved over to the current system which will
continue to issue paychecks through December 31, 2022. This will give employees many weeks of practice prior to the go-
live date.
07/05/22-G2A-1&2: The HRD continues to attend the numerous HRMS meetings, which average four to six per day,
Monday through Friday. Some meetings start as early as 6:00 a.m. due to the vendors’ international workforce.
Testing of the various employment and payroll scenarios is close to completion. It will inform if we have met the
thresholds established for variances so that the final tenant for Go-Live can be built. “Roadshows” for each department,
which provide an overview of the Workday system, are happening in June with HR staff attending each department’s first
Roadshow. July will entail reviewing and testing the “job aids” (how to use features in Workday) in preparation for
training all employees, hopefully beginning in August. There will be in-person training, virtual training, frequently asked
questions, and job aids. In addition, during the last quarter of the calendar year, employees will be able to enter their work
schedules and timesheets into the new system, as if it were live. The information will then be moved over to the current
payroll system which will continue to issue paychecks through December 31, 2022. This will give employees many weeks
of practice prior to the go-live date.
11/01/22 (July/Aug)-G2A-1&2: The HRD continues to attend the numerous HRMS
meetings, approximately thirteen since the last Civil Service Commission report by
the HRD was presented on September 6, 2022. Modifications and amendments
regarding implementation details are being made as necessary. Training continues
throughout the month of September. As of September 19, 2022, 1,103 employees
have been trained out of a total workforce of 1,337. Of those are yet to be trained,
some are on long term leave and will be trained once they return from leave.
11/01/22 (Sept/Oct)-G2A-1&2: The HRD continues to attend the numerous HRMS
meetings, approximately twenty-five since the last Civil Service Commission report
COK CSC DHR Goals & Objects 2.16.21 to 2.15.22 06.30.22 (Approved 04.06.21) (Extension Approved 03.01.22) 5 | Page
presented on September 22, 2022. Modifications and amendments regarding
implementation details are being made as necessary.
The Kauai Police Department (KPD) has the most challenges due to their unique
work schedules, extensive types of differentials that may change based upon a
schedule, etc. An advance schedule program that was procured as part of the overall
HRMS project (Humanity/TCP) was not totally compatible with Workday and thus
was not beneficial for KPD. The HRMS core team, as well as KPD, are exploring
other options for the future. The HRMS core team and KPD are working closely with
Accenture (implementation vendor for the Workday product) to address various
configuration changes with Workday in order to better serve KPD.
Beginning October 1, 2022, there will be a phased in “live drill” of Workday. Certain
departments will begin on October 1, 2022, followed by other departments on
October 16, 2022 and November 1, 2022. This live drill will result in all employees
using Workday for the remainder of the year rather than paper timesheets and leave
requests. This will give employees (and managers) the ability to learn how to
successfully use Workday before the January 2023 go-live date when paychecks will
be issued through Workday.
COK CSC DHR Goals & Objects 2.16.21 to 2.15.22 06.30.22 (Approved 04.06.21) (Extension Approved 03.01.22) 6 | Page
Goal #3 – Identify training priorities for Department of Human Resources staff and/or staff from other departments including developing
plan for delivery of the training.
Objectives Success Measurements Desired Outcome Status
G3A. Work with HR
Department staff and/or
other departments to
assess where they feel
training is needed to
address gaps in
knowledge/skills.
G3B. Based on
assessment, develop a
training program for HR
Department staff and/or
other departments to
address improvements in
knowledge/skills.
1. For HR staff training,
each HR staff
member is surveyed
to determine needs.
2. For staff in other
departments, work
with
department/division
heads to identify
training needs for the
Department.
3. A training program is
developed to address
the priority training
needs.
4. Quarterly progress
reports are provided
to the CSC.
County Staff are better
equipped to meet the
needs of the County of
Kauai.
5/4/21-G3A&G3B-1to4: The following is the first quarterly report regarding training priorities: HR, working with other
departments, assessed the training needs, developed training programs, and where noted provided the following training:
Transportation—HR is developing new content for bus driver training regarding customer service, and specifically the
process to follow when dealing with difficult passengers.
Parks & Recreation—To address workplace issues, HR coordinated individual employee trainings with WorkLife Hawaii
on best practices for addressing employee/team conflict.
Department of Water—At the DOW’s request, HR developed a training program and provided training to DOW
supervisors regarding timesheets for various bargaining unit employees. 4
Police—HR is developing a training program, with handouts, regarding policy against discrimination, harassment and
retaliation.
Training priorities for HR Staff---HR managers and the Director are working on content for a survey for internal HR staff
to determine their training needs and desires. Future reports will identify the responses to the survey.
6/8/21-G3A&G3B-1&3: EEO/ADA Coordinator enrolled in EEOC Webinar to enhance skills and knowledge.
6/8/21-G3A&G3B-2&4: As noted in the Administrative Services report below, HR coordinated mediation for Police
Department staff, which resulted in the participants reaching an agreement that addressed the need for improved
communication and the ability to respectfully settle minor issues amicably.
7/6/21 G3A&G3B-1&3: HR staff as well as other departments are participating in the HRMS project training.
8/3/21-G3A&G3B-1&3: HR staff (both HR Managers and EEO/ADA Coordinator) gave an all-day training to the newly
promoted Sergeants and Lieutenants at KPD. Topics included performance management, evaluations, EEO/Civil Rights,
and ADA accommodations.
HR coordinated and retained an outside trainer to conduct “customer service” training for Finance and Planning employees
pursuant to the Department Heads’ request. A total of 63 employees attended.
EEO/ADA Coordinator provided two ADA trainings for new hire orientations.
The Department of Water is currently requesting HR assistance for future training. The above serves as the second
quarterly progress report for Goal 3.
8/31/21-G3A&G3B-1&3: No additional information to report regarding this matter.
10/5/21-G3A&G3B-1,2&3: As noted above, numerous HRMS trainings have been presented to core implementation team
members in DHR and IT. EEO/ADA Coordinator attended webinar trainings involving workplace diversity and
compliance with EEO Guidance related to COVID-19 vaccinations, accommodations, and testing. HR Manager and
EEO/ADA Coordinator attended webinar trainings regarding workplace investigations, and vaccines and masks in the
workplace. Finally the HR Director and HR Manager attended a webinar regarding marijuana issues in the workplace.
12/01/21-G3A&G3B-1&3: Supervisory Training on Effectively Addressing Employee Conflict presented by Alt Kagesa
on October 21, 2021 at the Kaua‘i Veterans Center. There were two (2) three and a half (3.5) hour sessions held. A total of
eighty (80) supervisors attended plus the Mayor.
Leadership Training w/Glenn Furuya – Training entitled “Leading Yourself Through Tough Times” for all Department
Heads and Deputies, including the Mayor, was held virtually on November 9, 2021 from 10:00 a.m. – 3:00 p.m.
01/04/22-G3A&G3B-1&3: As noted above, numerous HRMS trainings have been presented to core
implementation team members in DHR and IT.
04/05/22-G3A&G3B-1&3: EEO Coordinator provided two accommodation trainings for new hires.
05/03/22-G3A&G3B-1&3: EEO Coordinator provided two accommodation trainings for new hires during each month.
Customer Service Training held for Police Department on March 29, 2022.
06/07/22-G3A&G3B-1&3: EEO Coordinator provided two accommodation trainings for new hires during each month.
Also provided ADA technical guidance to seven departments
07/05/22-G3A&G3B-1,2&3: The HRD continues to attend the numerous HRMS meetings, which average four to six per
day, Monday through Friday. Some meetings start as early as 6:00 a.m. due to the vendors’ international workforce.
Testing of the various employment and payroll scenarios is close to completion. It will inform if we have met the
thresholds established for variances so that the final tenant for Go-Live can be built. “Roadshows” for each department,
which provide an overview of the Workday system, are happening in June with HR staff attending each department’s first
Roadshow. July will entail reviewing and testing the “job aids” (how to use features in Workday) in preparation for
training all employees, hopefully beginning in August. There will be in-person training, virtual training, frequently asked
questions, and job aids. In addition, during the last quarter of the calendar year, employees will be able to enter their work
schedules and timesheets into the new system, as if it were live. The information will then be moved over to the current
payroll system which will continue to issue paychecks through December 31, 2022. This will give employees many weeks
of practice prior to the go-live date.
07/05/22-G3A&G3B-1,2&3: EEO Coordinator provided two accommodation trainings for new hires during each month.
COK CSC DHR Goals & Objects 2.16.21 to 2.15.22 06.30.22 (Approved 04.06.21) (Extension Approved 03.01.22) 7 | Page
Also provided ADA technical guidance to seven departments 11/01/22 (July/Aug)-G3A&G3B-1,2&3: The HRD continues to attend the
numerous HRMS meetings, approximately thirteen since the last Civil Service
Commission report by the HRD was presented on September 6, 2022. Modifications
and amendments regarding implementation details are being made as necessary.
Training continues throughout the month of September. As of September 19, 2022,
1,103 employees have been trained out of a total workforce of 1,337. Of those are yet
to be trained, some are on long term leave and will be trained once they return from
leave.
As mentioned above, there is a massive amount of HRMS trainings that began in
early August and will continue through end of September.
11/01/22 (Sept/Oct)-G3A-1,2&3: The HRD continues to attend the numerous
HRMS meetings, approximately twenty-five since the last Civil Service Commission
report presented on September 22, 2022. Modifications and amendments regarding
implementation details are being made as necessary.
The Kauai Police Department (KPD) has the most challenges due to their unique
work schedules, extensive types of differentials that may change based upon a
schedule, etc. An advance schedule program that was procured as part of the overall
HRMS project (Humanity/TCP) was not totally compatible with Workday and thus
was not beneficial for KPD. The HRMS core team, as well as KPD, are exploring
other options for the future. The HRMS core team and KPD are working closely with
Accenture (implementation vendor for the Workday product) to address various
configuration changes with Workday in order to better serve KPD.
Beginning October 1, 2022, there will be a phased in “live drill” of Workday. Certain
departments will begin on October 1, 2022, followed by other departments on
October 16, 2022 and November 1, 2022. This live drill will result in all employees
using Workday for the remainder of the year rather than paper timesheets and leave
requests. This will give employees (and managers) the ability to learn how to
successfully use Workday before the January 2023 go-live date when paychecks will
be issued through Workday.
11/01/22 (Sept/Oct)-G3A&G3B-1,2&3: On October 6 and 10, 2022, members of
the HRMS Core Team presented HR management with follow-up training on
Workday
COK CSC DHR Goals & Objects 2.16.21 to 2.15.22 06.30.22 (Approved 04.06.21) (Extension Approved 03.01.22) 8 | Page
Goal #4 – Review employee complaints in an effort to identify common root causes and implement appropriate training programs designed
to address the most frequent root causes.
Objectives Success Measurements Desired Outcome Status
G4A. Review complaints
filed over the past five
years, if possible, to
identify most frequent
root causes.
G4B. Work with
Department Heads and
key management
personnel to review most
frequent root causes and
assess related training
needs.
G4C. Based on
assessment, develop a
training program for
County of Kauai
departments to address
highest priority root
causes.
1. Five year, if possible,
review is completed
and frequent root
causes identified.
2. Department Heads
and key management
personnel participate
in the development of
the training plan.
3. A training
plan/schedule is
developed and
implemented.
4. Claims are reduced
over time.
5. Quarterly progress
reports are provided
to the CSC including
statistics on the
number of HR related
litigation/lawsuits
and settlements or
awards that they are
aware of. Report
shall also include
statistics by category
on separation,
termination,
retirements, etc. to
identify trends.
Employee complaints are
reduced for the County of
Kauai, saving money,
time and resources and
creating a more positive
work environment for all
employees.
5/4/21-G4A&G4B-1&5:
The following is the first quarterly report regarding employee complaints, root causes, and training:
Review of Previous Complaints—HR has maintained a directory of complaints filed by employees since
January 2020. Previous complaints are located in multiple folders and/or directories, with some under
names of HR staff assigned, thus, efforts to review five years back, if possible, will take longer.
Root causes—Over half of the complaints submitted to HR since January 2020 pertain to one or more of
the following allegations: harassment, discrimination, hostile work environment, retaliation. The remaining
complaints involve allegations against management such as unprofessional conduct, misuse of grant funds,
disclosure of personal information, recruitment and/or civil service violations, and wrongful termination.
For the next quarterly report, there will be further analysis, including if the complaints were substantiated,
and options for reducing future complaints.
Training— For the next quarterly report, there will be further analysis to determine if and when further
training should occur with respect to the COK’s policy against Discrimination, Harassment, and
Retaliation. All employees are trained upon hire and receive the policy. Periodic updated training within
individual departments occur as needed. There have been additional methods used in the past including
mediation and talk story sessions to address the issues as well.
8/3/21-4: HR is not aware of any new litigation/lawsuits/settlements related to HR matters. This serves as
the second quarterly progress report for Goal 4.
10/5/21-G4A&G4B-2&3: DHR is aware of one new lawsuit related to non-selection and alleged race
discrimination. Numerous Internal Complaints were filed by employees in one
Department/Division/Section regarding workplace issues such as bullying, harassment, behavioral issues,
etc. during August and September. DHR is working directly with the Deputy Director and Division/Section
heads to address the issues. EEO/ADA Coordinator is also conducting investigations concerning the
various issues.
12/07/21-G4A-1/4/5: As mentioned in a previous HRD report during this past quarter, DHR is aware of one new lawsuit
related to non-selection and alleged race discrimination. DHR has compiled data from the past six years regarding the type
of employee complaints received in an effort to identify common root causes and implement appropriate training programs
designed to address the most frequent root causes.
YEAR Age Race Sexual Wkpl
Violence
Retaliate *Other Total
2016 8 1 1 10
2017 1 3 2 6
2018 1 3 1 5
2019 1 1 1 2 5
2020 1 1 10 2 9 23
2021 1 18 2 10 31
Total 3 3 1 42 9 22 80
*e.g., resume falsification, improper use of authority, unfair treatment, improper handling of grant funds, unprofessional
management, violation of Civil Service Laws, promotion process unfair, wrongful termination, Drug and Alcohol testing
discriminatory practices, applicant claims to meet minimum qualification requirements, applicant denied entry to testing
due to late arrival, questions on Fire Captain exam vague or misinterpreted.
01/04/22-G4A-1/4/5: No new complaints or lawsuits received since the submission of last month’s
meeting.
05/03/22-G4A,G4B,G4C-2,3,4: In addition to reviewing internal complaints submitted by employees, the HRD is
required to handle either Step II or Step III grievances (depending upon the bargaining unit) and render decisions as the
last step prior to grievance arbitrations. After the decision is issued, the employee/union may elect to take the matter to
grievance arbitration. Over the past two months, there has been an increase in grievance filings. An analysis by the HRD
shows that they are being filed by different unions, i.e., UPW, HGEA, SHOPO, and HFFA, and for many different
reasons, e.g., suspensions/terminations, transfers/promotions, temporary hazard pay, holiday pay, etc. There is no specific
pattern detected, nor are they coming from one particular department.
COK CSC DHR Goals & Objects 2.16.21 to 2.15.22 06.30.22 (Approved 04.06.21) (Extension Approved 03.01.22) 9 | Page
With respect to the grievances that proceed to arbitration, there is some evidence that the unions are pursuing matters
which, in the past, would not have warranted the time and expense of arbitration, i.e., grieving written warnings.
As such, at present there is no evident root causes, which would warrant development of training plans for the departments
that would result in reduced grievances/arbitrations.
07/05/22-G4A-1: The HRD attended a grievance arbitration hearing from June 14, 2022 through June 16, 2022 that
pertained to a termination from employment. The matter did not conclude so it was rescheduled to resume on Saturday
July 16, 2022.
The HRD is scheduled to attend a grievance arbitration hearing from July 18, 2022 through July 22, 2022 pertaining to an
unpaid disciplinary suspension.
The HRD attended a step 2 grievance on June 8, 2022 pertaining to a disciplinary written warning.
The allegations in these grievances do not reveal evidence of any frequent root causes that would benefit from a training
plan for departments. The incidents are from different departments and divisions and the conduct is not similar.
11/01/22 (July/Aug)-G4A-1: A Step 3 grievance meeting pertaining to a transfer
request by an employee was heard on August 31, 2022. Thereafter, a decision was
issued denying the grievance. A Step 2 grievance meeting pertaining to the
termination of an employee for misconduct was heard on September 14, 2022. A
written decision is being drafted. Three other grievances that pertain to the terminated
employee were also filed, one as a class grievance regarding the discipline policies
and the two others pertaining to responses to requests for information. Three separate
Grievances meetings are being scheduled. A Step 3 class grievance pertaining to
temporary hazard pay was submitted and will be heard in the next few weeks.
The allegations in these grievances do not reveal evidence of any frequent root causes
that would benefit from a training plan for departments. The incidents are from
different departments and divisions and the conduct is not similar.
The HRD is currently the lead investigator regarding a number of matters:
• The Police Commission requested that an investigation be conducted
regarding a complaint from a non-employee that was submitted to the
Commission. The investigation is on-going.
• An internal complaint that is required to be submitted to the HRD was
investigated. It concerned an internal candidate who was informed she did
not meet the minimum qualifications for the position. Following further
clarification of information submitted, it was determined that the candidate
did meet the minimum qualifications.
• An internal complaint that is required to be submitted to the HRD was
investigated. It concerned a department that withdrew a conditional offer of
employment that was made to an outside candidate. The HRD issued a
decision that allowed the candidate to continue with the recruitment process.
• An internal complaint that is required to be submitted to the HRD is currently
being investigated. It concerns an internal candidate who was informed that
he did not meet the minimum qualifications for the position because of lack
of County certification on two vehicles/equipment. A decision by the HRD
will be issued shortly
The allegations in these complaints do not reveal evidence of any frequent root causes
that would benefit from a training plan for departments. The incidents are from
different departments and divisions and the conduct is not similar.
11/01/22 (Sept/Oct)-G4A-1: A follow-up Step 2 grievance meeting pertaining to the
termination of an employee for misconduct was heard on September 26, 2022. A
written decision was issues denying the grievance. A related class grievance
COK CSC DHR Goals & Objects 2.16.21 to 2.15.22 06.30.22 (Approved 04.06.21) (Extension Approved 03.01.22) 10 |
Page
regarding the discipline policies was also heard, and the union will be providing
additional information to DHR before a decision is issued. The HR directors from the
various public sector employer jurisdiction met with UPW to discuss non-cost times
from the last round of negotiations to attempt to reach agreement on some issues.
The allegations in these grievances do not reveal evidence of any frequent root causes
that would benefit from a training plan for departments. The incidents are from
different departments and divisions and the conduct is not similar. The same is true
of the meeting with UPW to discuss non-cost items. The HRD is currently the lead investigator regarding:
• An internal complaint that is required to be submitted to the HRD was investigated
following a meeting on September 20, 2022 with the complainant. Although the
internal candidate did not meet the minimum qualifications for the position because
of lack of County certification on two vehicles/equipment, he was provided with
information as to how he can apply for positions that will allow for training on such
equipment in the future. A decision was issued following the meeting.
The allegations do not reveal evidence of any frequent root causes that would benefit
from a training plan for departments.
COK CSC DHR Goals & Objects 2.16.21 to 2.15.22 06.30.22 (Approved 04.06.21) (Extension Approved 03.01.22) 11 |
Page
Goal #5 – Optimize payroll division functions and staffing related to eventual 100% centralized payroll and in connection with future
automation with new HRMS system.
Objectives Success Measurements Desired Outcome Status
G5A. Identify any
changes necessary within
the payroll division in
order to meet the needs of
a 100% centralized
system integrated with
the new HRMS system.
G5B. Implement
necessary changes.
1. Develop timeline for
movement of all
county payroll
functions to the HR
Department.
2. Payroll functions are
successfully
integrated with
HRMS in accordance
with the
implementation plan.
3. Quarterly progress
reports are provided
to the CSC.
Payroll functions are
consolidated within HR
and automated to the
greatest extent possible.
Payroll is efficient and
accurate, and meet the
needs of the County of
Kauai and its various
departments.
5/4/21-G5A&G5B-1to3: Currently some payroll staff have been re-deployed to be part of HRMS implementation team.
Continued analysis regarding timing for 100% centralized payroll, and staffing needs, is on-going; however, decisions are
dependent upon information received during the training and testing phases of HRMS.
8/3/21-G5-3: The go-live date for HRMS is April 1, 2022. Converting to 100% centralized payroll will not occur until
after the new system is in place. Departments conducting their own payroll recordkeeping are included in the HRMS
implementation team, and transition from departments to payroll will be staggered over a period of time once all
stakeholders are trained and the new system is fully implemented. This serves as the second quarterly progress report for
Goal 5.
12/07/21-G5-3: Converting to 100% centralized payroll will not occur until after the new system is in place. Departments
conducting their own payroll recordkeeping are included in the HRMS implementation team, and transition from
departments to payroll will be staggered over a period of time once all stakeholders are trained and the new system is fully
implemented.
01/04/22-G5-3: Converting to 100% centralized payroll will not occur until after the new system is in place. Departments
conducting their own payroll recordkeeping are included in the HRMS implementation team, and transition from
departments to payroll will be staggered over a period of time once all stakeholders are trained and the new system is fully
implemented.
CSC Rules
- 48 - 2020
F.Any vacancy occurring on any board or commission shall be filled for the
unexpired term.
G.Each board or commission shall elect its chair or other officers. The term of
office of the chair of any board or commission shall be one year, and no member of any
such board or commission shall serve two consecutive terms as chair.
H.No member of any board or commission shall be eligible for more than two
consecutive terms on the same board or commission or on two different boards or
commissions of the county. After the expiration of two consecutive terms, no person
shall be eligible for appointment to any county board or commission until one year has
elapsed after such service. Any partial term of more than two years shall be
considered a term as used herein. (Amended 1976)
I.Employees and officers of the state or county may be eligible to serve on
boards or commissions, provided that such service does not result in a conflict of
interest or is expressly prohibited by law.
J.A majority of all the members to which a board or commission is entitled
shall constitute a quorum to do business, and the concurrence of a majority of all the
members to which such board or commission is entitled shall be necessary to make
any action of such board or commission valid.
K.All boards and commissions shall have the power to subpoena witnesses and
administer oaths to witnesses as to all matters within the scope of such boards or
commissions.
L.The members of boards and commissions shall receive no compensation but
shall be entitled to be paid for necessary expenses incurred by them in the
performance of their duties.
M.Except for purposes of inquiry, no board or commission, nor its members,
shall interfere in any way with the routine administrative affairs of its department
normally administered by the department head.
N.Each board or commission shall have power to establish its own rules of
procedures necessary for the conduct of its business, except as otherwise provided in
this charter.
Section 23.03. Title to Property. Except as otherwise provided by law, title to all
property acquired by any agency of the county shall be vested in the county.
Section 23.04. Facsimile Signatures. Whenever any person is required to sign
negotiable instruments or multiple bonds, the signature may be a facsimile.
Charter
COUNTY OF KAUA‘I
CIVIL SERVICE COMMISSION
2023 MEETING DATES
1st Tuesday each Month at 3:00 p.m.
Boards and Commissions Conference Room
January 3, 2023
February 7, 2023
March 7, 2023
April 4, 2023
May 2, 2023
June 6, 2023
July 11, 2023
August 1, 2023
September 5, 2023
October 3, 2023
November 7, 2023
December 5, 2023
CSC 2022-35