DEPARTMENT OF FIRE AND POLICE PENSIONS 360 East Second Street, Suite 400 Los Angeles, CA (213)

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1 DEPARTMENT OF FIRE AND POLICE PENSIONS 360 East Second Street, Suite 400 Los Angeles, CA (213) REPORT TO THE GOVERNANCE COMMITTEE JUNE 20, 2013 ITEM: 4 FROM: SUBJECT: Raymond P. Ciranna, General Manager SUCCESSION PLAN FOR THE ASSISTANT GENERAL MANAGER POSITIONS AND POSSIBLE COMMITTEE ACTION RECOMMENDATION That the Governance Committee recommend to the Board the approval of the attached Succession Plan for the Assistant General Manager (AGM) positions. DISCUSSION The Strategic Plan includes Project No. 7: Succession Plan Update Project, in response to a recommendation from the last five-year management audit. The current Succession Plan includes the General Manager (GM) and Chief Investment Officer (CIO) positions. The purpose of this project was to enhance the existing Succession Plan by adding the Assistant General Manager (AGM) positions, one in the Pensions Division and one in the Administrative Operations Division. The attached Succession Plan for the Pensions and Administrative Operations Divisions incorporates succession strategies consistent with the duties, skills, knowledge and abilities consistent with the AGM positions. Further, the Plan identifies key department classifications to preserve the continuity of the AGM positions, should a vacancy occur. At this time, the existing Succession Plan for the GM and CIO was not updated but staff views the program as a living Plan which should be updated and amended periodically and as-needed. The Plan is included as one component of the LAFPP Employee Training Program. BUDGET There is no impact on the budget. POLICY There are no policy changes proposed in this report. This report was prepared by: Diana Pointer, Senior Management Analyst Administrative Services Section RPC:WSR:SC:DP Attachment

2 SUCCESSION PLAN GUIDE ASSISTANT GENERAL MANAGER Pensions and Administrative Operations Divisions This Succession Plan Guide identifies the department s key leaders and provides them with an outline of the necessary characteristics, skills, knowledge, and abilities needed for the positions of Assistant General Manager in the Pensions and Administrative Operations Divisions at LAFPP. Identification of Employees in Key Leadership Positions The Department has identified key staff members in job classifications at the level of Senior Management Analyst II or higher (herein after referred to employee or employees ), who are encouraged to seek opportunities to prepare to compete for the Assistant General Manager-Pensions and Administrative Operations Division positions. RESPONSIBILITIES Employee s Responsibility It is the employee s responsibility to: Review the Succession Plan program and identify areas where they would benefit from appropriate training and/or experience. Employees are encouraged to submit ideas for program enhancement to the Administrative Operations Division. Review professional development programs for appropriate training and educational opportunities; review training offered by the City s Personnel Department for appropriate training opportunities; take advantage of the Department s tuition reimbursement program to obtain degrees and/or designations for work-related professional development, and Notify their supervisor of their desire to participate formally in the program. 1

3 Supervisor s Responsibility (General Manager, Assistant General Managers, Chief Investment Officer, Chief Analysts, and Departmental Audit Manager) It is the supervisor s responsibility to: Assist interested staff members in developing their careers in order to meet the requirements of the Assistant General Manager positions. The supervisor will review the Succession Plan and ensure appropriate staff members have an opportunity to become familiar with the program, Identify and assist interested employees in areas to gain skills that will prepare them to compete for the Assistant General Manager positions. Review the program with appropriate new employees when they start with the Department/Division, any time the program is updated/revised, and during the employee evaluation process. (A Succession Plan Guidelines for Counseling form is available for supervisor use.) Review training and educational opportunities available to staff and encourage participation in appropriate areas; answer, or seek answers to, staff questions regarding training and educational opportunities; and process training requests in a timely manner. Review and approve education and training requests. Supervisors are responsible for following up on the request and reporting status to the employee. Coordinate with the Administrative Operations Division to provide recommendations to the program and relative documents as needed. Periodic meetings should be held to identify development areas for employee participation and suggestions forwarded to the Administrative Operations Division for inclusion in the program. Administrative Operations Division It is the Administrative Operations Division s responsibility to oversee the program. This responsibility includes: Provide a copy of this program and relevant forms and amendments to all appropriate staff members; review suggestions for enhancing the program and notify all appropriate persons of the outcome of the review; maintain records of training requests and ensure approved requests are processed in a timely manner; maintain list of professional development programs and process suggestions for amending the list; and assist staff in requesting and registering for training and education. 2

4 I. Education Examples of Duties for Assistant General Manager Pensions and Administrative Operations Divisions (From City of L.A. Class Specifications dated 12/14/2006) A. Graduation from four-year college or university B. Master s Degree and/or CEBS or CFA designation is desired but not required II. Experience Three years of full-time paid professional experience in a position at the level of Senior Management Analyst II or higher in administrative analysis; strategic planning, personnel, financial, systems, contract, and retirement benefits administration or related fields. III. Skills/Knowledge A. A good knowledge of: i. Basic laws establishing and controlling City retirement and pension plans, retiree health plans, and the general laws and legal decisions affecting their operation; ii. Organization, policies, procedures, and functions of the City of Los Angeles Fire and Police Pensions; iii. Provisions of the City Charter, Administrative Code and City Attorney s opinions concerning the Fire and Police Pensions system; iv. City and State conflict of interest laws; v. Office practices and procedures; vi. vii. City personnel rules, policies, and procedures; Actuarial concepts as applied to a retirement system and the ability to explain those concepts to the members, commissioners, and public officials; viii. Actuarial and compound interest tables; ix. Computer systems and administrative systems analysis; x. Retirement systems of other major governmental jurisdictions; xi. Generally accepted accounting principles; xii. Generally accepted auditing principles; xiii. Strategic Planning and project management techniques; xiv. Budgetary development and control principles; xv. Memoranda of understanding as they apply to subordinate personnel; xvi. Safety principles and practices; xvii. Operations and practices of the communication media; 3

5 xviii. xix. Supervisory principles and practices, including planning, delegating, and controlling the work of subordinates; and Techniques of training, instructing, and evaluating subordinates work performance. B. A good working knowledge of: i. Retiree health and dental benefit administration; ii. Health plan carriers and negotiation of rates; iii. DROP administration; iv. Procedures used in the determination of the existence of a disability; v. Procedures used in the reporting of personnel transactions; vi. City ethics laws and reporting requirements; vii. City budget, accounting, and financial processes; and viii. Personnel Laws, regulations and policies including but not limited to hiring, worker s compensation, and equal opportunity employment. C. The ability to: i. Use good judgment in administrative matters; ii. Exercise sound fiduciary responsibility; iii. Oversee and manage major divisions; iv. Develop procedures and prepare forms; v. Compose letters, maintain records, and prepare financial and statistical reports; vi. Communicate tactfully and effectively with employees, elected officials, commissioners, members and their beneficiaries, and the public; vii. Oversee and develop a unified and consistent departmental communications plan; viii. Explain complex Charter and Administrative Code provisions in simplified language and to apply them fairly and consistently to specific cases; ix. Negotiate effectively; x. Identify problems and develop effective solutions; and xi. Present information before groups in a clear and direct manner. 4

6 Succession Plan Guide for Employees in Key Leadership Positions Assistant General Manager Pensions and Administrative Operations Divisions Instructions: Listed below is a guide for you to consider as part of the Department s Succession Plan. Match the suggestions in this guide to the Examples of Duties - Assistant General Manager- Pensions and Administrative Operations Divisions list on the previous page. I II & III Consider earning an advanced degree; consider earning a CEBS and/or CFA (see Listing of Professional Development programs for more information). If you are unsure of whether or which type of degree and/or designation to consider, discuss with your supervisor. Volunteer for/request to be re-assigned to a new Section that you are not as familiar with. This will allow you to gain a better understanding of more (or all) of the Sections within the Pensions or Administrative Operations Divisions. Volunteer for/request a lead or participating role in large Division/Departmentwide projects. Discuss with supervisor opportunities for involvement in large and complex operations. Absent other opportunities, attend Board and Committee meetings where large projects are being discussed and read the associated reports. Discuss your leadership qualities with your supervisor to determine any areas of needed improvement. Volunteer for/request your supervisor to put you in a lead or participating role in large Division/Department-wide projects/operations. Seek training and experience opportunities for leadership development through the Personnel Department s training program and/or the Listing of Professional Development programs including the Institute for Management Studies. Consider taking a lead role in coordinating and participating in CALAPRS Staff Training and Round Tables and other appropriate forums. Consider participation in CALAPRS Staff Training and Round Tables, and other appropriate forums, to gain a global perspective on public sector and/or pension administration. Volunteer for/request your supervisor offer you assignments/tasks where you will have the opportunity to practice and improve your communication skills, including the opportunity to generate written reports. Oral and written communications/reports should contain clear, well-supported recommendations. Discuss your communication skills with your supervisor to determine any areas of needed improvement. Seek training and experience opportunities for communication skills development through the Personnel Department s training program and/or the Listing of Professional Development programs including the Institute for Management Studies. Offer to speak to, or write an article for the 5

7 newsletter of, employee groups through the Communications & Special Projects Section, the Los Angeles Retired Fire and Police Association, the sworn employee unions, etc. Consider joining a group such as Toastmasters, or taking a speech or business writing class, in order to improve your communication skills. Always perform your duties/tasks in accordance with the policies and procedures of the City and Department and in the best interests of Department staff, the Plan and its members/beneficiaries. Attend Board and staff trainings on fiduciary responsibility and ethics. Volunteer for/request your supervisor involve you in projects which will bring you in contact with the Board and its committees. Observe persons who address the Board and its Committees at these meetings. Consider participation in CALAPRS Staff Training and Round Tables, and other appropriate forums, to increase your awareness level and improve your skills in these areas. Attend Council and Council Committee meetings dealing with pension, budget and personnel-related issues, and discuss the dynamics of meetings attended with your supervisor. Discuss your negotiating skills with your supervisor. Volunteer for/request your supervisor offer you assignments/tasks where you will have the opportunity to practice and improve your negotiating skills. Seek training in this area where available the Institute for Management Studies offers seminars on this topic from time to time. Discuss your interpersonal skills with your supervisor to determine any areas of needed improvement or training/education. Volunteer for/request your supervisor offer you assignments/tasks where you will have the opportunity to practice and improve your interpersonal skills. Consider participation in CALAPRS Staff Training and Round Tables, and other appropriate forums, to build relationships with other public plan employees. Offer to speak to employee groups through the Communications & Special Projects Section, the Los Angeles Retired Fire and Police Association, the sworn employee unions, etc. In general, you should analyze and view all projects and assignments from the perspective of a LAFPP Assistant General Manager. Think about what you would do/how you would handle an issue if you were in his/her shoes. Discuss your ideas and considerations with your supervisor and compare/contrast the Assistant General Managers actions taken with your ideas. 6

8 Practical Ways to Gain Experience Succession Plan Guide for Employees in Key Leadership Positions Assistant General Manager Pensions and Administrative Operations Division Participate in Department Actuary processes. The actuary valuation occurs annually. Volunteer for/request your supervisor offer you a related assignment/task. Every three years the process to hire a Department Actuary will occur. Participate, if possible. If not, attend Board and Committee meetings where actuarial issues are discussed and read associated reports. Discuss your discoveries and seek answers to questions your study generates. Read appropriate materials. Read related materials from a variety of sources such as: The City s Office of the Controller and Personnel Department, Government Finance Officers Association, Society for Human Resource Management, Pensions and Investments (P&I), Fundfire, Plan Sponsor, and materials published by the Wharton School, the International Foundation of Employee Benefit Plans, CALAPRS, etc. Discuss with your supervisor other appropriate materials and sources of material. Participate in Systems-related processes. Volunteer to shadow the Director of Systems to gain a perspective on the key system-related concerns that affect the department s operations. Utilize appropriate Department systems on a regular basis. Volunteer to participate in RFPs associated with systems projects. Track systems projects by reviewing strategic plan updates and attend Board and Committee meetings where systems projects are discussed and read associated reports. Volunteer for systems training when appropriate. Participate in appropriate forums. The Communications & Special Projects Section coordinates all member communications, including active and retired member newsletters, and speaks to members at graduation, roll calls, and at pre-retirement seminars. Offer to speak to an employee group, or write an article, through the Communications & Special Projects Section, on your area of expertise. Offer to address active members through the sworn employee unions, either in person or by writing an article for their newsletter. The Los Angeles Retired Fire and Police Association holds monthly meetings. Offer to address retired members through this organization, either in person at a meeting or by writing an article for their newsletter. CALAPRS Staff Training and Roundtables offer opportunities to become involved in state public fund issues. These opportunities range from being a speaker/presenter at a meeting to coordinating and facilitating the meeting. Visit their website and/or contact their administrator for information. Participate in the Department Budget process. Volunteer for/request your supervisor offer you a related assignment/task. If you are already responsible for a Section/Division budget, ask to be assigned at the next level of involvement. Absent other opportunities, attend Board and Committee meetings where budget issues are discussed and read associated reports. Attend Council and Council Committee meetings dealing with 7

9 pension budget issues. Discuss your discoveries and seek answers to any questions your study generates. Contract Administration. Volunteer for/request your supervisor offer you contract administration assignments and/or related tasks including consultant searches, drafting Requests for Proposals, interviewing candidates for contracts, contract administration, consultant/vendor evaluation/monitoring, termination of contracts, etc. Absent other opportunities, attend Board and Committee meetings where contract issues are discussed and read associated reports. Discuss your discoveries and seek answers to any questions your study generates. Board and Department Policy Issues/Department Internal Controls. Volunteer for/request your supervisor offer you policy issue and or Department internal controls tasks/assignments. These could be in the areas of developing new and/or revising existing policy. Absent other opportunities, attend Board and Committee meetings where policy and/or internal control issues are discussed and read associated reports. Discuss your discoveries and seek answers to any questions your study generates. Follow other City Retirement Fund Issues. The Los Angeles City Employees Retirement System and Department of Water and Power Employees Retirement Plan have published agendas, etc., available on their websites. You may consider following their processes as they go through related issues and/or items of interest. Participation may be at the level of reviewing agendas and/or reports to attending their Board meetings as part of the audience. Take the opportunity to build relationships with your peers at these organizations. Discuss this type of involvement with your supervisor prior to starting. Participate in the Department s Strategic Planning Process. A strategic plan is a constantly evolving strategy. Get involved in the process by volunteering for/requesting your supervisor offer you a related assignment/task and/or developing your own thoughts and ideas for Department strategic planning and submitting them for consideration. Absent other opportunities, attend Board and Committee meetings where strategic planning issues are discussed and read associated reports. Discuss your discoveries and seek answers to any questions your study generates. Management Audit. The Mayor, Council, and Controller are charged with auditing the Department at least once every five years. Volunteer for/request your supervisor offer you assignments and/or tasks related to this audit including preparing for the audit and/or reading the finalized audit document. After the audit is performed, the audit document will be analyzed for areas where Department operations could be improved. Volunteer for/request your supervisor offer you assignments and/or tasks related to responding to audit findings. Absent other opportunities, attend Board and Committee meetings where the management audit and its findings are discussed and read associated reports. Discuss your discoveries and seek answers to any questions your study generates. 8

10 Benefits Management A pension is a benefit. This and many other benefits are offered by our Department including health subsidies and reimbursements, survivor benefits, active member services, maintenance of deductions and tax withholdings, retired member services, cost-of-living processing and maintenance, etc. Volunteer for/request your supervisor offer you assignments and/or tasks associated with benefits management. If you are not currently assigned to the Pensions Division, attend Board and Committee meetings where benefit issues are discussed and read associated reports. Attend Council and Committee meetings dealing with pension benefit issues. Discuss your discoveries and seek answers to any questions your study generates. Project Management. Volunteer for/request your supervisor put you in a lead or participating role in large Division/Department-wide projects/operations (e.g., pension administration system review/replacement project). Consider taking a lead role in coordinating and participating in CALAPRS Staff Training and Round Tables and other appropriate forums. Absent other opportunities, attend Board and Committee meetings where the Division/Department-wide projects/operations are discussed and read associated reports. Discuss your discoveries and seek answers to any questions your study generates. Accounting Practices. Volunteer to shadow the Departmental Chief Accountant in the processing and maintenance of the department s accounting system and associated activities including exposure to the department s revenues and expenditures, investments, budgeting, costs and appropriation, payroll, inventory control, and data processing. Read appropriate accounting materials including Controller Manual, internal documents and audits. Personnel Administration. Personnel decisions are based on Federal and State Legislation, and also the City Charter, Administrative Code, and various Personnel Department policies and procedures. Become familiar with the various personnel guidelines and legislation. Participate in interview panels and personnel issues affecting your Section/Division. Volunteer to shadow the Department Personnel Officer and/or key Administrative Services staff to understand human resources concerns while ensuring that such practices meet the strategic needs of the organization and human resources plans align with the department s strategic plans. Business Continuity Planning. As part of the Department s Business Continuity Plan (BCP), the Assistant General Manager-Pensions and Administrative Operations Divisions is a member of the Emergency Executive Team (EET). The EET is the group of individuals who are in charge of the business and technical recovery of operations and who decide if/when to activate the BCP. The members of this group manage the overall recovery, dictate corporate recovery policy and communicate information to highly sensitive audiences, such as family members, media and shareholders. Volunteer for/request your supervisor offer you a related assignment/task, such as participating in or observing one of the annual BCP tests. Absent other opportunities, review the updated BCP document in its entirety in order to gain an understanding of the steps and other considerations involved when the BCP is (or is not) activated by the EET. 9

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