WELCOME!HR Contacts Meeting

July 9, 2018 1:00 – 4:30 p.m. Brynhild Haugland Room, State Capitol

Today’s Agenda1:00 – 1:15 p.m. Welcome and Introductions– Becky Sicble, HRMS

1:15 – 2:15 p.m. Universal Performance Evaluation Work Group Update:

* Philosophy and Path-to-date – Mary Selzler, WSI

* Review of Policy – Marcie Wuitschick, DHS

* Training and Timeline – Kim Wassim, HRMS

2:15 – 3:00 p.m. Demo of Universal Performance Evaluation Form in PeopleSoft– Darin Schorsch & Lisa Berg, HRMS

3:00 – 3:15 p.m. ~ Break ~

3:15 – 4:00 p.m. Update on Fingerprinting and Identification Cards Processes – Sgt. Steven Johnson, Highway Patrol

4:00 – 4:15 p.m. Universal Policy Work Group Update – Nicole Ralph, DOT

4:15 – 4:30 p.m. 2018 Voluntary Separation Incentive Program – Becky Sicble, HRMS

4:30 p.m. Adjourn

7-9-18 HR Contacts Meeting

1. Introductions = name and agency please

2. And a few housekeeping items…• We have a number of people connected to meeting remotely. Tricia Bartell is the contact

for those participating remotely. If you need anything during the meeting OR are having technical difficulties, please either email or IM Tricia.

• There is a sign-in sheet being passed around. Please ensure you sign it to receive “credit” for your attendance.

• Please turn cell phones to silent / vibrate mode.

• Restrooms are located down the hall to the right of this meeting room.

• We will send a short survey out within the next few days about this meeting. Your feedback is important to us, so please complete the survey.

7-9-18 HR Contacts Meeting

Today’s Agenda1:00 – 1:15 p.m. Welcome and Introductions– Becky Sicble, HRMS

1:15 – 2:15 p.m. Universal Performance Evaluation Work Group Update:

* Philosophy and Path-to-date – Mary Selzler, WSI

* Review of Policy – Marcie Wuitschick, DHS

* Training and Timeline – Kim Wassim, HRMS

2:15 – 3:00 p.m. Demo of Universal Performance Evaluation Form in PeopleSoft– Darin Schorsch & Lisa Berg, HRMS

3:00 – 3:15 p.m. ~ Break ~

3:15 – 4:00 p.m. Update on Fingerprinting and Identification Cards Processes – Sgt. Steven Johnson, Highway Patrol

4:00 – 4:15 p.m. Universal Policy Work Group Update – Nicole Ralph, DOT

4:15 – 4:30 p.m. 2018 Voluntary Separation Incentive Program – Becky Sicble, HRMS

4:30 p.m. Adjourn

7-9-18 HR Contacts Meeting

Performance and Development

Philosophy

• Continuous process of performance and development discussions (not just once per year)

• Create clarity of expectations

• Focus on learning and development

• Ensure accountability for What and How• What – Core priorities and job duties

• How –Competencies and values that reflect agencies and the state

• Pay for performance

Design

• Connected to agency priorities and values

• Simplicity to ensure it drives the right behaviors and outcomes

• Appropriate structure for manager and team member to be successful

• Purity of the performance discussion (remove the distracting elements from current annual reviews like policy approvals)

• July through June performance year

• Form in PeopleSoft for all to use starting July 1, 2018

Performance and Development Process RHYTHM

Oct - Mar Apr - JuneJuly - Sept

Goal Setting

• Team members do goal setting anddevelopment plans aligned to the agency and state priorities in partnership with their manager

Career Discussions Action Planning

• Use existing 1-1 meeting to have a focused discussion on career aspirations and associated development plan to achieve plus a check in on performance

• Review team member survey results

• Start of new fiscal year

• State/agency priority setting

Annual team member engagement survey

• State/agency Strategic Planning

• Compensation adjustments

Ongoing bi-weekly/monthly manager/team member 1-1 discussions

Performance and Rewards

• Complete annual performance discussion

• Basis to distribute salary increases

• Manager Talent Discussions

• Review JDQs to ensure clarity and relevance

Rating Scale

Excels: Consistently delivers high impact

outcomes; exceeds performance expectations

and competencies routinely; produces

outstanding results all the time

Achieves: Job well done; performs in

accordance with expectations; achieved

performance goals and competencies

Developing: Additional growth needed;

achieving some goals, competencies and

expectations but may be inconsistent or

learning something new

Needs Improvement: Needs improvement

immediately; performance improvement plan

to be developed

Conclusion• First major effort at a universal approach

• Please help by being an ambassador for this change

• Ask questions of us! We want to provide you with the tools you need to make this successful for your employees.

• Feedback is always welcome!

Team members include:

Marcie Wuitschick and Lynn Burgard, Human Services

Nicole Ralph and Troy Schulz, DOT

Becky Sicble, Kim Wassim, Tricia Bartell, Darin Schorsch and Lynn Hart of HRMS

Robin Vesey, ITD

Mary Selzler, WSI

and of course our leader, Chief People Officer Cheri Schoenfish

Universal Performance Evaluation Policy• Universal Policy

• Required for Cabinet Agencies

• Optional for Non-Cabinet Agencies

• Considerably Shortened

• Outlines the Performance Evaluation timeline to be followed

• Outlines the specific activities to take place throughout the year

• Ensures ongoing communication and feedback• Goals

• Career aspirations & professional development

• Ongoing performance check-ins

• Accomplishments, outcomes & development achieved throughout the year

Training Timeline

Training Activities Target Date(s) Who/How?

Introduction to HR Contacts July 9, 2018 P & D Training Team/Meeting

Review online training End of July P & D Training Team andHR Cabinet Leaders/Meeting

Preview online training Early August 2018 HR Contacts/ELM

Launch training to agency Leaders, Managers, and Supervisors

August 2018 ELM

Meetings/discussion with agencyLeaders, Managers, and Supervisors

September 2018 HR Contacts and agencyLeaders, Managers, and Supervisors

Launch training to agency employees September 2018 ELM

Additional online training P&D year ELM

Form Sections

Section 1 – Agency Core Priorities and Values

Section 2 – Goal Setting and Development Plan

Section 3 – Review Career Aspiration and Prof. Development

Section 4 – Learning Section

Section 5 – Competencies

Section 6 – Responsibilities

Section 7 – Performance Discussion(s) During Review Period

Section 8 – Overall Summary

Section 9 – Employee Comments

Section 10 – Manager Comments

Today’s Agenda1:00 – 1:15 p.m. Welcome and Introductions– Becky Sicble, HRMS

1:15 – 2:15 p.m. Universal Performance Evaluation Work Group Update:

* Philosophy and Path-to-date – Mary Selzler, WSI

* Review of Policy – Marcie Wuitschick, DHS

* Training and Timeline – Kim Wassim, HRMS

2:15 – 3:00 p.m. Demo of Universal Performance Evaluation Form in PeopleSoft– Darin Schorsch & Lisa Berg, HRMS

3:00 – 3:15 p.m. ~ Break ~

3:15 – 4:00 p.m. Update on Fingerprinting and Identification Cards Processes – Sgt. Steven Johnson, Highway Patrol

4:00 – 4:15 p.m. Universal Policy Work Group Update – Nicole Ralph, DOT

4:15 – 4:30 p.m. 2018 Voluntary Separation Incentive Program – Becky Sicble, HRMS

4:30 p.m. Adjourn

7-9-18 HR Contacts Meeting

NEW UNIVERSAL PERFORMANCE

EVALUATIONKey Changes

Your Agency’s Core Priorities and Values

7-9-18 HR Contacts Meeting

Drive Performance Expectations thru the Define Criteria step!

7-9-18 HR Contacts Meeting

The Self Evaluation- Reflecting on Outcomes

7-9-18 HR Contacts Meeting

New State-wide Competencies and Rating Scale

7-9-18 HR Contacts Meeting

UNIVERSAL ANNUAL PERFORMANCE

EVALUATIONDemonstration

PeopleSoft Upgrade September

Just like your smart phone! Pick your apps that you use, you decide which page will be you homepage!

7-9-18 HR Contacts Meeting

Today’s Agenda1:00 – 1:15 p.m. Welcome and Introductions– Becky Sicble, HRMS

1:15 – 2:15 p.m. Universal Performance Evaluation Work Group Update:

* Philosophy and Path-to-date – Mary Selzler, WSI

* Review of Policy – Marcie Wuitschick, DHS

* Training and Timeline – Kim Wassim, HRMS

2:15 – 3:00 p.m. Demo of Universal Performance Evaluation Form in PeopleSoft– Darin Schorsch & Lisa Berg, HRMS

3:00 – 3:15 p.m. ~ Break ~

3:15 – 4:00 p.m. Update on Fingerprinting and Identification Cards Processes – Sgt. Steven Johnson, Highway Patrol

4:00 – 4:15 p.m. Universal Policy Work Group Update – Nicole Ralph, DOT

4:15 – 4:30 p.m. 2018 Voluntary Separation Incentive Program – Becky Sicble, HRMS

4:30 p.m. Adjourn

7-9-18 HR Contacts Meeting

Today’s Agenda1:00 – 1:15 p.m. Welcome and Introductions– Becky Sicble, HRMS

1:15 – 2:15 p.m. Universal Performance Evaluation Work Group Update:

* Philosophy and Path-to-date – Mary Selzler, WSI

* Review of Policy – Marcie Wuitschick, DHS

* Training and Timeline – Kim Wassim, HRMS

2:15 – 3:00 p.m. Demo of Universal Performance Evaluation Form in PeopleSoft– Darin Schorsch & Lisa Berg, HRMS

3:00 – 3:15 p.m. ~ Break ~

3:15 – 4:00 p.m. Update on Fingerprinting and Identification Cards Processes – Sgt. Steven Johnson, Highway Patrol

4:00 – 4:15 p.m. Universal Policy Work Group Update – Nicole Ralph, DOT

4:15 – 4:30 p.m. 2018 Voluntary Separation Incentive Program – Becky Sicble, HRMS

4:30 p.m. Adjourn

7-9-18 HR Contacts Meeting

FINGER PRINTINGID/KEY CARDS

NDHP

Finger Printing • Agencies are going to outside vendors

• Agencies are charged

• A neutral chain of custody is not maintained.

ID card history • ID card

• Created by central duplicating

• Agencies are charged

• No card access

• Central will forward the photo to HP for a fee

• Key Card• Created by Highway Patrol

• No charge

• Multiple photo sources

• Requests come from agency card contacts

• Many agencies use the key card as an ID card

New ID card

• Highway Patrol will conduct all steps in the process.

• The new ID card will have key card access built into it.

• No charge to agencies for employee access cards.

• There will be a $10 charge for contractor cards (39-03-19)• This is a work in progress

New ID card

Current key card requests • Agency fills out NDHP key card request form (sometimes)

• Missing information• Incorrect access levels • Multiple access levels requested

• The agencies designated card contact sends the form to HP• Inside mail• Hand delivered • Emailed to HP Security Info account

• Sworn officer completes the request and delivers the card to the agency.• Hand delivered• Inside mail• US mail

• Slow process

• Files are often misplaced resulting in delays and frustration.

• Easy process to manipulate and bypass

Future request process• A process is being developed with ITD using the HEAT system

• Agencies will start the process online, links will be available on several websites.

• The system will automatically route the request to the agency contact person for approval.

• The request whether for a card, photo, fingerprints or all of the above will be sent to the NDHP.

• NDHP staff both sworn and civilian will be able to take photos and do fingerprints. In time civilian staff will also be making cards

• Heat system will track progress as the request moves through the system.

• The goal is for nearly all requests to be submitted using the electronic system.

Physical location and Hours • For the most part the NDHP should be taking all photos for the ID cards

• Office is behind the info desk at the capitol.

• Hours are yet to be set but will more than likely be between 12-2• Photos and fingerprints will be done during this time

• Special arraignments can be scheduled in advance.

• Cards will be created and printed at other times.

• Requests should be submitted prior to the employee/new hire coming to the info desk for a photo.

Card Contacts Agency Floor Contact Phone Alt. Contact

Phon

e

AGRICULTURE 6 Lindsay Borlaug 4757

ATTORNEY GENERAL Grd Peggy Brunelle 4276

AUDITOR 3 Kathy Jochim 2512

CENTRAL SERVICE 14 Tosha Werner 2683 Linda L. Hanna 2740

C & T ED 15 Brenda Schuler 3181

DOT 2 Cheri Johnson 2560

Ramona Bernard

Cell phone:214-0916 3543

DPI 9 Linda Gibbins 2262

FM 4 Julie Thiery 2471

GOVERNOR Grd Julie Kuennen 2202

HEALTH J-1 Linda Mahlum 2392

HISTORICAL SOCIETY Ron Warner 3561

HRMS 14 Maureen Vosberg 3293

HUMAN SERVICES 305 J-3 Russ Korzeniewski 4190

HWY PAT Steve Johnson 2498

INDIAN AFFAIRS COMM J-1 Marietta Kemmet 2428

INDUSTRIAL COMM 14 Karlene Fine 3722

INSURANCE 5 Rebecca Ternes 4985

ITD J-1 Joshua Patrick 3456

LABOR 13 Loni Grothier 2742

LEG ASSEMBLY 2 Lori Ziegler 2919

LEG COUNCIL 2 Lori Ziegler 2919

LEG TEMP 2 Lori Ziegler 2919

LUNCH ROOM Grd 223-8766

MISC - -

OMB 4 Renae Nelson 2680

PRESS Grd James MacPherson

PSC 12 Darrel Nitsche 2400

SECURITY COMM 5 Diane Lillis 4712

SECRETARY OF STATE 1 Sheila Goehring 3667

ST LIBRARY 1 Michele Balliet Unrath 3499 Cynthia Larson 4652

SUPREME COURT J-1 Renee Barnaby 4216 Penny Miller 4203

ST WATER COMM 1 Dave Laschkewitsch 1956 Rosemary Pederson 4941

TAX 7 Janet Gatzke 3460 Julie McCarren 2719

TAX TEMP 7 Janet Gatzke 3460 Julie McCarren 2719

TREASURER 3 4694

UNIV SYSTEM 10 Terry Meyer 2963

THESE AGENCIES ARE INCLUDED UNDER "MISC" HEADING

EMERGENCY MGMT Doug Friez 8102

LAND DEPT Gary Preszler 2800

RISK MGMT Tag Anderson 7580

Today’s Agenda1:00 – 1:15 p.m. Welcome and Introductions– Becky Sicble, HRMS

1:15 – 2:15 p.m. Universal Performance Evaluation Work Group Update:

* Philosophy and Path-to-date – Mary Selzler, WSI

* Review of Policy – Marcie Wuitschick, DHS

* Training and Timeline – Kim Wassim, HRMS

2:15 – 3:00 p.m. Demo of Universal Performance Evaluation Form in PeopleSoft– Darin Schorsch & Lisa Berg, HRMS

3:00 – 3:15 p.m. ~ Break ~

3:15 – 4:00 p.m. Update on Fingerprinting and Identification Cards Processes – Sgt. Steven Johnson, Highway Patrol

4:00 – 4:15 p.m. Universal Policy Work Group Update – Nicole Ralph, DOT

4:15 – 4:30 p.m. 2018 Voluntary Separation Incentive Program – Becky Sicble, HRMS

4:30 p.m. Adjourn

7-9-18 HR Contacts Meeting

Universal Policy Work Group Update

7-9-18 HR Contacts Meeting

What is it?

• A group comprised of Human Resource professionals from a number of cabinet agencies.

• HRMS, DOT, Human Services, WSI, ITD and Highway Patrol

What does the committee do?

• Writing universal HR policies that all agencies can use

• Final policies will be reviewed / approved by the cabinet leaders and HR Leader work group

Universal Policy Work Group Update

7-9-18 HR Contacts Meeting

What policies are being worked on?

What’s the timeline for rollout?

• Work group’s goal is to have all universal policy DRAFTS complete December 2018

Americans w/ Disabilities Act (ADA) Additional Employment Annual Leave

Equal Employment Opportunity (EEO) Conflict of Interest Sick Leave

Workplace Violence Drug & Alcohol Free Workplace Funeral Leave

Classification & Compensation Nepotism Honor Guard Leave

Criminal History Record Checks Smoking & Tobacco Use Performance Management

Workplace Anti-Harassment Return-to-work/Light Duty Service Awards

Ethics & Compliance and more…

Today’s Agenda1:00 – 1:15 p.m. Welcome and Introductions– Becky Sicble, HRMS

1:15 – 2:15 p.m. Universal Performance Evaluation Work Group Update:

* Philosophy and Path-to-date – Mary Selzler, WSI

* Review of Policy – Marcie Wuitschick, DHS

* Training and Timeline – Kim Wassim, HRMS

2:15 – 3:00 p.m. Demo of Universal Performance Evaluation Form in PeopleSoft– Darin Schorsch & Lisa Berg, HRMS

3:00 – 3:15 p.m. ~ Break ~

3:15 – 4:00 p.m. Update on Fingerprinting and Identification Cards Processes – Sgt. Steven Johnson, Highway Patrol

4:00 – 4:15 p.m. Universal Policy Work Group Update – Nicole Ralph, DOT

4:15 – 4:30 p.m. 2018 Voluntary Separation Incentive Program – Becky Sicble, HRMS

4:30 p.m. Adjourn

7-9-18 HR Contacts Meeting

2018 Voluntary Separation Incentive Program

7-9-18 HR Contacts Meeting

A Voluntary Separation Incentive Program (VSIP) is being offered to agencies as a tool to assist them when planning for the 2019-21 biennium budget. Agencies will independently determine whether or not it is beneficial to offer the program to their employees. This will be determined based on each agency’s budget planning process and specific business objectives.

Under the VSIP, eligible staff in participating agencies will be offered a financial incentive if they voluntarily choose to separate from employment. Following are specific program details and requirements:

• 2018 VSIP Online Presentation of Program Details and Requirements (recommended)• 2018 VSIP Summary of Impact to NDPERS Benefits Document• 2018 VSIP Program FAQ Document• 2018 VSIP Employee Participation Application Form• 2018 VSIP Separation Agreement and Release Form

The application period for this program starts on July 9, 2018 (TODAY) and ends August 24, 2018

Key Differences of 2018 Program vs 2017 Program

• Available to all current full-time and part-time employees filling regularly-funded FTE positions provided that NONE of the following apply:

• Employee has a temporary or probationary status.

• Employee has previously participated in a voluntary separation program with the state after January 1, 2017.

• Employee has previously submitted notice of retirement or resignation.

• Two severance options provided (instead of three)

• Separation date of program participants must be no later than April 30, 2019.

• If employee returns to state employment w/in three months of separation date, he/she must repay a prorated portion to former employing agency.

7-9-18 HR Contacts Meeting

2018 Program Resources Available

Information is available on OMB’s website:

https://www.nd.gov/omb/agency/news/2018-voluntary-separation-incentive-program-vsip-2018-06-29-1130

• 2018 VSIP Online Presentation of Program Details and Requirements (recommended)

• 2018 VSIP Summary of Impact to NDPERS Benefits Document

• 2018 VSIP Program FAQ Document

• 2018 VSIP Employee Participation Application Form

• 2018 VSIP Separation Agreement and Release Form

HRMS staff is here to help!

7-9-18 HR Contacts Meeting

Today’s Agenda1:00 – 1:15 p.m. Welcome and Introductions– Becky Sicble, HRMS

1:15 – 2:15 p.m. Universal Performance Evaluation Work Group Update:

* Philosophy and Path-to-date – Mary Selzler, WSI

* Review of Policy – Marcie Wuitschick, DHS

* Training and Timeline – Kim Wassim, HRMS

2:15 – 3:00 p.m. Demo of Universal Performance Evaluation Form in PeopleSoft– Darin Schorsch & Lisa Berg, HRMS

3:00 – 3:15 p.m. ~ Break ~

3:15 – 4:00 p.m. Update on Fingerprinting and Identification Cards Processes – Sgt. Steven Johnson, Highway Patrol

4:00 – 4:15 p.m. Universal Policy Work Group Update – Nicole Ralph, DOT

4:15 – 4:30 p.m. 2018 Voluntary Separation Incentive Program – Becky Sicble, HRMS

4:30 p.m. Adjourn

7-9-18 HR Contacts Meeting

ANY QUESTIONS?Thank you for attending this

HR Contacts Meeting!

REMINDER: We will send a short survey out within the next few days about this meeting. Your feedback is important to

us, so please complete the survey.