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School District U-46

Human Resource Audit

ByHRAudit, Inc.

Jim Bastian

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Introduction

On-site 4/14-4/18/08

20 interviews, 4 school visits, 2 Focus

groups Files, forms, manuals, data

HR practices, policies and proceduresare shared

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Performance Appraisal Process

District Administrators pay significantattention to performance evaluation

Recommendations1. Replace Gnomen-Webb with more

quantifiable, objective measures

1. Continue the phased introduction ofCharlotte Danielson Rubric

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Recruitment

HR provides posting, sourcing and screeningservices

Recommendations

1. Modify the selection/screening process forspecial education professionals2. Redesign general interview template3. Communicate compensation in offer letters

using pay-period figures rather than

annual salary when possible

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Employee Files

Both electronic and manual files arekept. Best practices are employed toensure confidentiality and limit access

Recommendation

Remove unnecessary materials

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Retention

Employee turnover in the District is7.8%, the low end of the range.

Recommendations1. Begin conducting exit interviews,

including employee ethnicity &gender

2. Expand the employee recognitionprogram

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Policies and Procedures

The District maintains customarypolicies and procedures.

Recommendations1. Consider adding a pre-employment

drug screen policy, and at a laterdate post-accident drug screens

2. Expand sexual harassment policy andtraining to include ethnicity & religion

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Compensation

District combines pay for performanceand cost of living into one amount foradministrators pay.

Recommendation

Add cost of living increase to basesalary, but make merit pay a

separate, year end payout and notincluded in base salary.

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Communications

HR internal communications includenews bulletin, benefits newsletter,training, District web-site postings,e-mail etc.

Recommendation

1. HR should establish a Departmental

communication plan.

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Job Descriptions

The sample reviewed included customary contentand best practices.

Recommendations1. Separate essential and marginal duties

2. Add a review/up-date of job descriptions to theperformance appraisal process

3. Provide a copy to all new employees duringtheir orientation and a copy to all interviewers

4. Add proficiency using applicable software to allDepartment job descriptions

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Employee Handbook

Contains appropriate and customarycontent

Recommendation

Secure a signed receipt; or a signedacknowledgement that the employeeunderstands it is their responsibility

to visit the web-site, regularly for up-dates and read and understand thehandbook

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Regulatory Compliance

Generally good procedures to ensurecompliance are in place. During the audit,new Minimum Wage poster was up-dated.

Recommendations1. Provide I-9 training to applicable HR staff

2. Elevate the requirements for HR specificcredentials/expertise for staff

3. Hire summer temp. to purge files of thoseno longer required to retain

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Training and Orientation

Job specific training for HR staff is completedwithin HR and the Department participatesin other District-wide training programs.

Recommendations1. Redesign and expand the Dept. training

program for new hires

2. Design, develop and implement training

program for administrators to includecompliance, performance management andeffective interviewing and hiring.

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Benefits Administration

Benefits package is comprehensive.Particular strengths are EAP,wellness, new employee orientation,

compliance, communication,Workers Comp and unemploymentadministration.

Recommendation

Discontinue printing copies just poston the web-site

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Use of Technology

Peoplesoft program was installed in 2000, foremployee data and payroll, plus Connect-Ed, Great Plains and Subfinder.

Recommendations1. Consolidate all payroll functions into HR

(This is already under review)

2. Redeploy the post-payroll response team

to establish ownership and expertise onspecific types of errors for expedientresolution

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Recommendations Continued

3. When errors not due to employee actionsoccur and result in costs to employees, theresponse team should have authority toapprove reimbursement

4. Provide a list of unsolvable payroll glitchesto an outside expert to fix

5. Consider a dry run prior to issuing payroll6. Reduce the number of processes requiring

hard copies7. Establish and communicate dataprocessing procedures

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HR Department Staffing, Structureand Strategies

There are 23 full time staff in HR. Thisis at the low end of the range forcomparable districts. (Staffing is

lean)Recommendations

1. Re-evaluate all HR positions to

determine optimum skills, education,credentials and expertise required

2. Add an HRIS position to the Dept.

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Recommendations - Continued

3. Collect internal customer evaluationsfor off-sight service delivery

4. Incorporate the Departments Missionobjectives into the strategic plan

Thank You