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Personnel Management FCMAT 2006 Update Delia Ruiz, Executive Officer of Human Resources January 10, 2007

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Page 1: Personnel Management FCMAT 2006 Update Delia Ruiz, Executive Officer of Human Resources January 10, 2007

Personnel Management

FCMAT 2006 Update

Delia Ruiz, Executive Officer of Human ResourcesJanuary 10, 2007

Page 2: Personnel Management FCMAT 2006 Update Delia Ruiz, Executive Officer of Human Resources January 10, 2007

2

PERSONNEL MANAGEMENT: PROGRESS OVER TIME

In the September 2006 FCMAT report, Personnel Management improved its score to 5.2, with 4 standards scoring below 4

2.64 2.80

3.96

4.565.20

6.16

0

1

2

3

4

5

6

7

Sep-03 Mar-04 Sep-04 Sep-05 Sep-06 Sept 2007 -Anticipated

Personnel Management:Overall FCMAT score progression

0.161.16

0.60

0.64

0.96

15 15 9 5 4 0

Base score

Improvement

Legend

No. of Standards with Score <4

Page 3: Personnel Management FCMAT 2006 Update Delia Ruiz, Executive Officer of Human Resources January 10, 2007

3

KEY ACCOMPLISHMENTS BY AUG. 2006

Teacher recruitment – Drafted a Comprehensive Recruitment Plan outlining key activities and

critical dates– Conducted teacher recruitment fairs

Completed transition to Unique Position Control system, requiring funding to be available before an employee may be employed and paid

Established Pay Concern Team

– Staff from HR, Payroll, and Fiscal Services collaborate to identify root causes of pay concerns and appropriate resolutions

Launched On Demand training system with modules on evaluation

Labor relations– Negotiated new three-year contract with OEA– Reached a tentative agreement with SEIU– Truck Drivers ratified contract

Highlights from FCMAT Report

Page 4: Personnel Management FCMAT 2006 Update Delia Ruiz, Executive Officer of Human Resources January 10, 2007

4

ADDITIONAL ACCOMPLISHMENTS

99.5% of classroom positions filled by the first day of school. 12 regular classroom vacancies: 8 regular, 4 special education, 0 math and 0 science

12% increase since June in highly qualified teacher status

Increase since June in highly qualified paraprofessional status

5% increase in average substitute teacher fill rate from 2005-06

Conversion to improved substitute teacher system

Technology initiatives to improve systems

Accomplishments that may not be reflected in FCMAT report because they are not clearly aligned with the 25 standards being monitored

Page 5: Personnel Management FCMAT 2006 Update Delia Ruiz, Executive Officer of Human Resources January 10, 2007

5

PLAN TO ADDRESS FCMAT RECOMMENDATIONS

1. Standards with scores

of 5 or higher

(18 standards)

Enhance current efforts to continue to improve

2. Standards with scores of 4 and below

(7 standards)

Focus areas for 2006-07

Sept. 2006 ratings 2006-07 efforts

Page 6: Personnel Management FCMAT 2006 Update Delia Ruiz, Executive Officer of Human Resources January 10, 2007

6

FOCUS ON STANDARDS WITH A SCORE OF

4 OR BELOW

Key Initiatives to Implement FCMAT Recommendations:

HR activities calendars have been developed for administrator use, as well as for use by HR staff

Calendar is reviewed as a part of regular department meetings to identify priorities, project leads, resources and activities

Organization and Planning

Standard number

StandardSep 2004

Sep 2005

Sep 2006

Projected Sep 07

1.7

The division has a monthly activities calendar and accompanying list of ongoing Human Resources activities to be reviewed by staff at planning meetings.

3 3 4 5

Page 7: Personnel Management FCMAT 2006 Update Delia Ruiz, Executive Officer of Human Resources January 10, 2007

7

FOCUS ON STANDARDS WITH A SCORE OF 4 OR BELOW

Key Initiatives to Implement FCMAT Recommendations:Obtaining clarification regarding FCMAT terminology and expectations regarding desk manuals vs. operation manuals– Operations Procedures Manual and Hiring Managers’ Electronic

Notebook contain extensive reference material used by HR staff– HR will compile existing and new content into a desk manual that is

tailored to specific HR jobs and more in line with FCMAT expectations

Operational ProceduresStandard number

StandardSep 2004

Sep 2005

Sep 2006

Projected Sep 07

6.2

Human Resources Division nonmanagement staff members have individual desk manuals for all of the personnel functions for which they are held responsible.

0 4 3 4

6.3The Human Resources Division has an operations procedures manual for internal department use in order to establish consistent application of personnel actions.

2 5 6 7

Page 8: Personnel Management FCMAT 2006 Update Delia Ruiz, Executive Officer of Human Resources January 10, 2007

8

FOCUS ON STANDARDS WITH A SCORE OF 4 OR BELOW

Key Initiatives to Implement FCMAT Recommendations:

Compensation and Classification study (see next slide for detail)

Positions and Position DescriptionsStandard number

StandardSep 2004

Sep 2005

Sep 2006

Projected Sep 07

6.4

The Human Resources Division has a process in place to systematically review and update job descriptions. These job descriptions should be in compliance with the Americans with Disabilities Act (ADA) requirements.

1 1 3 4

7.6

Duties to be performed by all persons in the classified service and other positions not requiring certification are fixed and prescribed by the governing board. Education Code § 45109.

2 2 3 4

7.8Current position descriptions are established for each type of work performed by certificated and classified employees. Education Code § 35020.

2 2 3 4

Page 9: Personnel Management FCMAT 2006 Update Delia Ruiz, Executive Officer of Human Resources January 10, 2007

9

Compensation & Classification Study: Overview

Examining compensation and classification of all employees

Outlining new job families, job descriptions, and salary ranges

New job descriptions will be written and presented to Board for approval– Job descriptions will be in compliance with ADA

requirements and will contain essential functions

Board Policies related to employee compensation will be revised and presented to Board for approval following study completion

The Comp and Class Study has begun

Page 10: Personnel Management FCMAT 2006 Update Delia Ruiz, Executive Officer of Human Resources January 10, 2007

10

Key Initiatives to Implement FCMAT Recommendations:HR will establish clearer and more consistent procedures for processing and monitoring FMLA

HR has distributed FMLA flyer for posting

Once defined, procedures will be communicated to employees

Comp & Class study will create new job descriptions that integrate essential job functions for ADA compliance

Risk Management will redesign process for reasonable accommodations and develop training manual for staff

State and Federal ComplianceStandard number

StandardSep 2004

Sep 2005

Sep 2006

Projected Sep 07

7.12The district is in compliance with the Family and Medical Leave Act (FMLA), including posting the proper notifications.

3 3 4 5

7.13

The district is in compliance with the Americans with Disabilities Act (ADA) of 1990 in application procedures, hiring, advancement or discharge, compensation, job training and other items, conditions and privileges of employment.

5 4 4 5

FOCUS ON STANDARDS WITH A SCORE OF 4 OR BELOW

Page 11: Personnel Management FCMAT 2006 Update Delia Ruiz, Executive Officer of Human Resources January 10, 2007

11

CONCLUSION

We expect that by the end of 2007, we will complete the initiatives outlined in this presentation

To be able to reach our target score for Personnel Management, HR needs:– Support in completing the Comp & Class Study– Support getting technology projects accomplished– Consistency of HR staff

With persistent staff effort and adequate support, we are confident that we can improve the FCMAT score for Personnel Management to 6.16

Page 12: Personnel Management FCMAT 2006 Update Delia Ruiz, Executive Officer of Human Resources January 10, 2007

12

APPENDIX

Page 13: Personnel Management FCMAT 2006 Update Delia Ruiz, Executive Officer of Human Resources January 10, 2007

13

MAINTAIN AND IMPROVE STANDARDS RATED 5+

Standard number

StandardSep 2004

Sep 2005

Sep 2006

Projected Sep 07

1.5The division has established goals and objectives directly related to the district’s goals that are reviewed and updated annually.

5 5 5 6

1.6Individual staff members have developed goals and objectives in their areas of responsibility and also a personal professional development plan.

3 4 5 6

Organization and Planning

Standard number

StandardSep 2004

Sep 2005

Sep 2006

Projected Sep 07

2.2

The Human Resources and Business Divisions have developed and distributed a menu of services which includes the activities performed, the individual responsible, and the telephone numbers where they may be contacted.

7 7 7 8

2.5The Human Resources Division holds regularly scheduled staff meetings.

6 7 7 8

Communications: Internal/External

Page 14: Personnel Management FCMAT 2006 Update Delia Ruiz, Executive Officer of Human Resources January 10, 2007

14

MAINTAIN AND IMPROVE STANDARDS RATED 5+

Certificated Recruitment and Selection

Classified Recruitment and Selection

Standard number

StandardSep 2004

Sep 2005

Sep 2006

Projected Sep 07

3.7A summary or evaluation of the results of the year’s recruitment efforts is provided in written form.

5 5 6 7

3.9The district systematically initiates and follows up on experience and reference checks on all applicants being considered for employment.

5 6 7 8

Standard number

StandardSep 2004

Sep 2005

Sep 2006

Projected Sep 07

4.2

Employment procedures and practices are conducted in a manner that ensures equal employment opportunities. Written hiring Procedures are provided. Education Code 44100-44105.

4 4 5 6

Page 15: Personnel Management FCMAT 2006 Update Delia Ruiz, Executive Officer of Human Resources January 10, 2007

15

MAINTAIN AND IMPROVE STANDARDS RATED 5+

Employee Induction and Orientation

Operational Procedures

Standard number

StandardSep 2004

Sep 2005

Sep 2006

Projected Sep 07

6.3The Human Resources Division has an operations procedures manual for internal department use in order to establish consistent application of personnel actions.

2 5 6 7

6.6

The Human Resources Division has procedures in place that allow for both personnel and payroll staff to meet regularly to solve problems that develop in the processing of new employees, classification changes and employee promotions.

4 4 5 6

Standard number

StandardSep 2004

Sep 2005

Sep 2006

Projected Sep 07

5.2

The Human Resources Division provides orientation handbooks for new employee orientation in all classifications: substitutes, teachers and classified employees.

5 5 5 6

Page 16: Personnel Management FCMAT 2006 Update Delia Ruiz, Executive Officer of Human Resources January 10, 2007

16

MAINTAIN AND IMPROVE STANDARDS RATED 5+

Standard number

StandardSep 2004

Sep 2005

Sep 2006

Projected Sep 07

8.1An online position control system is utilized and is integrated with the payroll/financial systems.

5 5 6 7

8.4The Human Resources Division has in place a program of providing funds and time for staff training and skill development in the use of computers.

3 5 6 7

Standard number

StandardSep 2004

Sep 2005

Sep 2006

Projected Sep 07

9.7The division develops handbooks and materials for all training components.

5 6 7 8

Use of Technology

Staff Training

EvaluationStandard number

StandardSep 2004

Sep 2005

Sep 2006

Projected Sep 07

10.1The Human Resources Division provides a process for the monitoring of employee evaluations and the accountability reporting of their completion.

5 5 5 6

Page 17: Personnel Management FCMAT 2006 Update Delia Ruiz, Executive Officer of Human Resources January 10, 2007

17

MAINTAIN AND IMPROVE STANDARDS RATED 5+

Employer/Employee Relations

Employee Benefits/ Workers’ Compensation

Standard number

StandardSep 2004

Sep 2005

Sep 2006

Projected Sep 07

12.2The Human Resources Division involves sitelevel administrators in the bargaining and labor relations decision-making process.

5 6 6 7

Standard number

StandardSep 2004

Sep 2005

Sep 2006

Projected Sep 07

13.9The district's Workers' Compensation experiences and activities are reported periodically to the Superintendent's cabinet.

4 4 5 6

13.12The district has provided the third party administrator with a copy of all current job descriptions and updates them, if needed, quarterly.

4 4 5 6

13.13The Workers’ Compensation Unit is actively involved in providing injured workers with an opportunity to participate in a modified duty program.

6 7 8 8