FY16 BUDGET PRESENTATION

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1 FY16 BUDGET PRESENTATION Human Resources Presented by: Shawn Ross

2 Human Resources Human Resources Human Resources provides a full range of services in support of all City employees, departments and their functions, including (and not limited to): Recruiting Employee benefits and compensation, Performance management, Policies and procedures, Employee relations, FMLA and COBRA administration, Training and development, HR compliance, recordkeeping, and more. We partner with employees and management to help them to provide exceptional services to citizens and the public in The City of Frederick in the most efficient and cost-effective manner Safety & Loss Control Safety and Loss Control provides support for the City s loss prevention initiatives to protect the City from exposure to risk that could have adverse consequences to City operations, financial position, and/or community reputation. Management and coordination of Occupational Loss Prevention activities for the City, Safety and Loss Control Training for employees and supervisors, Worker s Compensation Claims Management and Return-to-Work, Drug and Alcohol Testing, City s Fleet Safety Program, OSHA Compliance. The Safety staff strives to encourage all employees to work proactively to prevent accidents, eliminate or minimize employee injuries and reduce the associated cost to the City.

3 Human Resources Residents Board of Aldermen Mayor Director of Human Resources Human Resources Safety

4 FY 2015 Initiatives and Accomplishments Recruitment and Retention Piloting NeoGov Recruitment Platform Streamlining Hiring Process and Procedures Learning from studying Metrics Gained process efficiencies through profile improvements with medical testing provider Established Request for Proposal (RFP) for Chief of Police Employee Polices and Procedures Inserted Gender Identity language into policies handbook

5 FY 2015 Initiatives and Accomplishments Benefits and Wellness Wellness Initiative Implemented new Spires 6 Wellness Voluntary Training Program (beginning February) Categories: Work, Health/Wellness, Safety, Finance, Managementrelated, and Life Style Management (4 weeks) i.e. nutrition, fitness, blood pressure Includes Planner, Calendar, Reminders Results in first three months: 7 classes; 149 participants Program annual plan will be customized based on experience, need, and claim trends Implemented 10,000 Steps health contest Discussed implementing overall Wellness Strategy Plan Benefits Reviewed insurance utilization and secured lowest possible rates without negative changes to plan design Secured a long term contract with actuarial consultant, i.e. Boomershine, keeping stable consultation and cost containment in tact

6 FY 2015 Initiatives and Accomplishments Classification and Compensation Presented Compensation and Classification Study implementation scenarios for consideration Performance and Development HR Staff: Initiate staff meetings, project focus, delegation of tasks, team approach, responsibility chart updated, back-up training, written standard operating procedures (SOPs) Researched Supervisory/Leadership supplemental online training options and developed core competencies for management, to identify training and development gaps Implemented Spires-6 wellness training platform Offered Diversity and Violence in the Workplace training Separation and Retirement Reviewing and analyzing turnover and retention data to identify trends and partnering with management on areas for improvement Provide performance coaching where applicable

7 FY 2015 Initiatives and Accomplishments Compliance-Fed/State/Local Revamped required Safety training approach and implemented compliance tracking scorecard Installed FMLA software, ensuring consistent administration and tracking Issued required employment law posters Audit(s): contracts, forms, procedures Passed criminal history record audit through Criminal Justice Information System Central Repository (CJIS-CR) and implemented onsite records destruction procedure Safety Initiated Risk Management Plan review process Established a Workers Compensation Claims review strategy to be done quarterly to find opportunities to reduce costs Initiated audit of policies and procedures and structure Gained efficiencies through profile improvements with medical testing provider Achieved upgraded training in Verbal Judo, defensive tactics, etc. for security Identified gaps in security infrastructure and have made recommendations to improve security camera coverage in City Hall

8 Recruitment and Retention FY 2016 Goals Enhance new hire employee experience through upgrading orientation Integrate Onboarding system with existing Applicant Tracking module to fully automate hiring process Make Kiosks available at key locations to assist in online application hiring process Apply Diversity Plan goals Select human capital metrics to use going forward Employee Polices and Procedures Review and update Policies and Procedures Manual where necessary For example, smoking policy to address the use of e-cigarettes

9 FY 2016 Goals Benefits and Wellness Wellness Implement an overall Wellness Strategic Plan that leads to a Wellness Culture Initiate a new Health Week that encompasses training, assessments and biometric screenings Provide training and initiatives that target high health trends, e.g., diabetes Continue to customize the Spires-6 training platform Benefits Initiate benefits RFP, where needed Explore cost saving and benefit enhancement opportunities Improve upon Flexible Spending (i.e. USBA Flex) vendor experience through dedicated service representative and online enrollments Explore technology process streamlining opportunities, such as online enrollment systems and integration of HRIS with benefit systems

10 FY 2016 Goals Classification and Compensation Upgrade Compensation and Classification pay structure in conjunction with recent study Performance and Development Build upon initial Risk Management Plan, exploring areas for improvement in the Four Quadrants of Risk (Strategic; Operational; Financial; and Hazard) Implement Supervisory and Leadership development training Provide better service experience for employees Capture efficiencies through process improvements internally and through vendor partnerships Establish a HR Strategic Operational Plan, look for synergies, and align with City Strategic Plan Research Employee Relations management software Gain insight and engagement of workforce through tools such as surveys Establish a Communication Plan in conjunction with Risk Management plan

11 FY 2016 Goals Separation and Retirement Gain better intelligence through Exit Interview metrics Offer succession planning support in regards to projected turnover Compliance-Fed/State/Local Implement comprehensive Record Retention Policy Train all HR staff on CJIS Security Awareness protocols with regards to criminal history information Train workforce on sexual harassment avoidance and other areas of liability Revamp diversity plan

12 FY 2016 Goals Safety Expand training compliance scorecard approach to entire workforce Provide customized training approach (i.e. schedule, location, etc.) Increase site and facility audits and inspections Integrate current Safety practices with Risk Management plan Gain knowledge to better manage General Liability and WC claims Gain instructor certification in Forklift and Defensive Driving Review and revamp dated training products and tools Update Personal Protective Equipment as needed Create top five lists, leading to accident free culture FY17 Updated CPR/AED & First Aid training manual and material Security Increase Security awareness through education and training

13 FY 2016 Budget Request FY 2016 FY 2015 FY 2014 Proposed Adopted Actual Revenues Charges for Services $ - $ - $ 40 Miscellaneous 2,300 2,300 - Total Revenues $ 2,300 $ 2,300 $ 40 Expenditures Salaries and Benefits $ 879,676 $ 882,653 $ 759,368 Supplies 12,787 8,910 8,483 Other Professional Services 176, ,141 86,851 Total Expenditures $ 1,068,550 $ 1,064,704 $ 854,702 Full-Time Equivalents

14 FY 2016 Budget Highlights Training Learning Portal (1241) This pilot investment will allow supervisors/ managers with access to a plethora of management and leadership topics to enhance their skillset capabilities. ($7000) Personnel N/A Significant Cuts Recruitment Advertising (1241) - Advertising needs have increased due to an increase in full-time employee recruitment. (-$5000) Onboarding and Performance Software (1241) This future investment will allow for more efficiencies in the hiring and performance areas. (-$34,600) Learning Portal (1241) This investment would extend learning opportunities to all full and part-time graded employees. (-$14,177) ID Badge Printer and Software (1241) This investment will allow HR to make ID badges for City employees. (-$4,596) Professional Services (1241) Decreased amount budgeted for consulting services obtained from Whiteford, Taylor & Preston, Bolton Partners, and Boomershine. (-$22,500) Significant Increases Kiosk Units (1241) - Placed in key City locations to provide job candidates with a means to complete the online application through the Neogov online applicant tracking system. ($2,800) Learning Portal (1241) - This pilot investment will allow supervisors/ managers with access to a plethora of management and leadership topics to enhance their skillset capabilities. ($7000) Advertising (1241) - Advertising needs have increased due to an increase in full-time employee recruitment. ($1890)

15 FY 2016 Budget Wish List Recruitment Advertising (1241) - Funds will allow HR to meet recruitment advertising needs. ($5,000) Onboarding Software (1241) Investment will allow for more efficiencies by automating hiring process. (-$14,600) Performance Software (1241) Investment will allow for more efficiencies in performance evaluation process. (-$20,000) Learning Portal (1241) Investment will extend learning opportunities to all full and part-time graded employees. (-$14,177)

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