Loudoun County Public Schools Department of Personnel s Proposed FY16 Operating Budget. January 22, 2015

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1 Loudoun County Public Schools Department of Personnel s Proposed FY16 Operating Budget January 22,

2 Overview of DPS Activities Recruitment, Staffing, Licensure, Contracts Employee Relations Mentoring and Coaching Substitute Management Evaluation Compliance Data Entry Oracle Phase II 2

3 DPS Core Questions Success What is your proposed solution? How can we do that? What if this were happening to me? How do the decisions I make today affect our students? How do the decisions I make today affect our employees? 3

4 FY 16 DPS Budget Priorities Success Strategic Transparency Pursue objectives that have the biggest impact on quality in the classroom Reallocate existing resources to be more efficient with 0% overall budget change requested, even with growth and Oracle Improve efficiency and service Reduce costly attrition and close the staffing gap with comparator personnel departments 4

5 Overall Picture of DPS Budget 0% change in the budget is requested 5

6 Operations and Maintenance Strategic A reduction of 34.2% is proposed More in house printing as opposed to vendors Monroe students designed our new recruiting banner instead of a costly outside vendor ESQ, an outdated applicant test, eliminated Fewer print ads No movie advertising 6

7 Operations and Maintenance Strategic Reduce Health Department TB Nurse MOU More modest service awards program Reduced 3 LCPS vehicles, which produced lower requests in other budgets 7

8 Personnel Strategic Increase of 7% Offset by reductions in Operations and Maintenance within DPS and reductions in Department of Transportation Requesting addition of 4 positions Proposing elimination or reallocation of 3 positions 8

9 Position Elimination/Reallocation Strategic Two secretary positions that have become vacant are proposed for elimination One computer specialist position is proposed to transfer to DTS due to the way Oracle workflow will be designed, lowering staffing requests in that department 9

10 Positions Requested Elementary Personnel Supervisor Transportation Personnel Supervisor Data and Monitoring Specialist High School Specialist 10

11 Staffing Priorities Little mid level administrative support compared to other school divisions and other departments No mid level administrative support for elementary personnel matters Little mid level administrative support for secondary personnel matters as the individual must function as a high school specialist in the absence of one 11

12 Staffing Priorities Lower levels of administrators than comparator school divisions Higher attrition rate among personnel administrators 18.9% (10 year average) as opposed to 7.3% (3 year average) for LCPS as a whole 3757 tracked, uncompensated hours worked by small number of personnel administrators in one year period 12

13 Elementary Supervisor Reduce service delays to elementary schools Work with hiring managers on screening techniques Help hiring managers with techniques for managing large elementary applicant grade level pools Meet with principals individually 13

14 Elementary Staff Organization Director of Personnel Services Elementary & Support Elementary Personnel Specialist Elementary Personnel Specialist 14

15 Elementary Staff Organization Director of Personnel Services Elementary & Support Elementary Personnel Supervisor Elementary Personnel Specialist Elementary Personnel Specialist 15

16 Transportation Supervisor Provide more guidance to transportation personnel in conducting personnel functions Ensure that policies are applied evenly Provide checks and balances for additional personnel requirements in transportation because of federal guidelines and Commercial Drivers Licenses 16

17 Transportation Supervisor One comparator school division has used this model since 2004; another comparator division is considering a similar model Cost offset by transportation reductions 17

18 Data and Monitoring Specialist Duties Monitors salary offers, salary lane changes, levels, steps, and experience credit, among other items Need to centralize data requests to understand, implement, and maximize the Oracle system 18

19 Data and Monitoring Specialist By pulling sample from a high hiring period, we determined this position more than pays for itself Part of this function currently being provided by a parttime retiree Represents succession planning as well as planning for greatly enhanced Oracle data duties 19

20 High School Specialist Need Currently the secondary supervisor staffs all the high schools as well as: Hires all coaches Plans all recruiting events for all levels Manages employee relations issues at high schools Manages many data projects Many supervisory duties are currently performed at higher management levels because this is really a hybrid position (specialist & supervisor) at this time 20

21 High School Specialist Services Work with hiring managers on applicant screening techniques More time spent recruiting for areas in which we have fewer applicants higher level math, science, tech education, library, etc. 21

22 Secondary Staff Organization Director of Personnel Services Secondary Secondary Personnel Supervisor Middle School Personnel Specialist 22

23 Secondary Staff Organization Director of Personnel Services Secondary Secondary Personnel Supervisor High School Personnel Specialist Middle School Personnel Specialist 23

24 Transparency Transparent A one to three page justification will be provided for every new position requested We anticipate that if all positions were approved, we would still be slightly behind the comparator division but the gap would be reduced (Comparator division is also making requests and does not yet provide transportation support through personnel) 24

25 Summary Success Strategic Transparency Pursue objectives that have the biggest impact on quality in the classroom Reallocate existing resources to be more efficient with 0% overall budget change requested, even with growth and Oracle Improve efficiency and service Reduce costly attrition and close the staffing gap with comparator personnel departments 25