HIRING MANAGER TRAINING

OFFICE OF HUMAN RESOURCES – 2017

THE PROJECT

Scope: RPA Submission to Tentative offer approval. Does not include:

Background Checks

Medicals

Effective Dates

Goal: Complete 95% of RPAs within 45 days.

Do No Harm No increase in illegal appointments.

Data Driven – Lean Six Sigma

LEAN SIX SIGMA

Lean Six Sigma combines two very powerful methodologies into a single integrated approach to process improvement.

» “Lean” focuses on improving efficiencies and reducing waste.

» “Six Sigma” focuses on improving quality and reducing defects through the proper analysis of data and metrics.

LEAN SIX SIGMA

Data driven

Cross-functional teams

Analytical, quality, and efficiency tools

Methodology

Culture change

THE OLD PROCESS

Average:

147 Days

High:

>500 Days

THE OLD PROCESS

89 steps.

11 management reviews.

81% non-value added steps.

THE OLD PROCESS

From submission to advertisement: 52 days.

From FFD to Tentative Offer: 120 Days.

THE PROBLEMS

Incomplete application packages from candidates.

Incomplete/inaccurate RPA packages.

The number and order of reviews.

No Standard Operating Procedures

Only some timelines on OHR review

No timeline on program during hiring phase

HIRING THE BEST AND BRIGHTEST TALENT

IS THE MOST IMPORTANT ASPECT

OF A HIRING MANAGER’S JOB.

FIXING THE PROBLEMS

Re-engineered the Process Map

Set standards for how long each step can take.

Reduced Management Reviews in OHR

Created this training and online resources.

Created Hiring Toolkit

Updated Duty Statement Template

Empowered programs to collect documents at interview.

THE NEW PROCESS

14 total steps.

3 management reviews.

Forecasted 45 days.

HIRING TOOLKIT

Resources Available:

Application Review

Duty Statement

eSheet

Hiring Guides

Justification

Organization Charts

Tracker

JUSTIFICATION

What is a Justification?

A document that clarifies, amplifies, and warrants what you’re requesting.

It tells the “story” of your RPA.

Required by CalHR.

JUSTIFICATION

Required on some types of RPAs: Reclassifications New positions Demotions Substantial changes in duties Transitioning a T&D to Permanent

Format Hiring Toolkit

Template Guides on the sections.

JUSTIFICATION

Justification Sections:

Nature of Request

Background

Classification Considerations

Conclusion

JUSTIFICATION

C&P Says:

“Don’t just say ‘business need;’ show us the need!”

“Make sure you outline what has changed.”

“Always be descriptive.”

OHR Recommends:Starting with an outline. Make a bulleted list by answering the questions in the hiring toolkit.

DUTY STATEMENT

What is a Duty Statement?

A description of the employee’s tasks, functions, and responsibilities.

Must be ADA/FEHA compliant.

Required by CalHR.

DUTY STATEMENT

New Template!

Standard Administrative Information

Core Values

Position Concept

Special Requirements

Essential and Marginal Functions

Work Environment and Physical Requirements

DUTY STATEMENT

New Template – What is gone?

Bulleted duties

Mental Abilities

Knowledge, Skills, and Abilities (KSAs)

Desirable Qualifications

Interpersonal Skills

Anything advertisement related

DUTY STATEMENT

Standard Administrative Information Be Accurate – Ask PL for help.

Core Values Required – Check appropriate box.

Position Concept Brief description of the position, supervision received, and supervisor

exercised. The overall purpose of the position within your organization.

Special Requirements Check boxes that apply to your position.

COI Medical Background

DUTY STATEMENT

Essential Functions The specialized duties this position exists to perform.

Marginal Functions

Duties that could be easily reassigned, not changing the nature of the job.

DUTY STATEMENT

Task Statements Statement clearly identifying the work assigned and

performed by an employee.

What action is performed?

For whom or what purpose are the actions performed?

What is produced?

What aids, equipment, software, or tools would they use?

With what supervisory oversight?

DUTY STATEMENT

Task Statement Example Department of Wines and Vines – Vineyard Worker

35% Removes Weeds

30% Irrigates Vineyards

20% Harvest Crops

10% Maintains Equipment

DUTY STATEMENT

Task Statement Example Department of Wines and Vines – Vineyard Worker

35% Removes Weeds

Apply: What action is performed?

Removing weeds and debris

For whom or what purpose are the actions performed? To promote maximum use of water and soil nutrients

What is produced? Adequate crop harvest

What aids, equipment, software, or tools would they use? Appropriate tools and machines

DUTY STATEMENT

Task Statement Example Department of Wines and Vines – Vineyard Worker

35% Removes Weeds

Result:35% Removes weeds and debris from the vineyard using appropriate tools and machines to promote maximum use of water and soil nutrients by vines to ensure adequate crop harvest.

DUTY STATEMENT

Task Statement Example Department of Wines and Vines – Vineyard Worker

35% Removes weeds and debris from the vineyard using appropriate tools and machines to promote maximum use of water and soil nutrients by vines to ensure adequate crop harvest.

30% Irrigates Vineyards using automated watering mechanisms to promote maximum yield while conserving water and protecting roots from nematodes to ensure adequate crop harvest

20% Applies injury avoiding techniques with all tools used in the cutting of grapes from vines and lifting of harvested fruit to avoid personal injury.

10% Cleans irrigation pipes, and cleans and sharpens hand weed removal tools and harvesting hand tool using oils and sands to ensure maximum sharpness and safety of all tools.

DUTY STATEMENT

Percentages How much time does your employee spend on that

task?

Chart in Hiring Toolkit

Each group, no more than 35%

Each group no less than 5%

Marginal no more than 5%

Total must = 100%

RPA PACKAGE SUBMISSION

Personnel Liaison Can help you with Duty Statement and Justification

Provides OHR with your office’s org chart

Obtains budget approval

Submits all required documents and information to OHR.

If the duty statement and justification are done correctly, the RPA will be advertised within 10 days.

HIRING PHASE

Review Applications on a Flow Basis It’s faster and more efficient.

They start arriving electronically quickly.

Block out your application review time in Outlook

Set aside time every day, if you don’t block it, someone will schedule it!

Make sure your interview questions are completed.

HIRING PHASE

Hiring Guides In the hiring toolkit.

Flow charts to help determine if the applicant meets the minimum qualifications.

OHR makes the final determination.

If it’s not there now, it will be by the time your position is advertised!

HIRING PHASE

Interviews Once your position is advertised, schedule your

interviews on your calendar.

You can begin interviewing immediately. You cannot make an offer until after your position closes.

You have two weeks from the final filing date to hold interviews and check references.

HIRING PHASE

Top Candidate(s) Check references and/or OPFs for your top candidates.

Submit up to five of your top candidates to OHR through your PL.

Your PL will need the application(s) and any supplemental documents you had the candidate bring at the interview.

You don’t have to submit five, but you cannot submit more than five.

FINAL ELIGIBILITY

Final Eligibility OHR will have results within five days after your PL

submits for a final eligibility check.

Once that comes back, you have approval to make a tentative offer to any of the candidates submitted.

If no candidates are eligible: Re-Advertise

Submit additional candidates for eligibility.

Meet with C&P to discuss options.

UPDATED DATA

Pilot began: December 1, 2016 ETS, OBAS, OHR, ORIM, OAH, OFS

38 RPAs submitted

15 Completed

UPDATED DATA

Averages: Total Time: 36 Days (147)

(82% within 45 Days)

Time from Submit to Advertised: 7 Days (52)

Time in Hiring Phase: 28 Days (120)

Questions?