Bakersfield College Human Resources Planning Matrix

Transcription

1 Budget Management Labor budget management HR Manager VC HR Director Administrative Services / CBO # of labor budget transactions, # of errors, accuracy of budget All HR managers trained and performing labor budget maintenance On-going Conduct training, standardize process and forms Investigate and assist with informal employee complaints HR Manager VC HR HR Director # of complaints, # of complaints turned formal, # of complaints substantiated Reduction of informal complaints going to formal level, increase of resolving complaints at informal level Review process Investigate and assist with formal employee complaints HR Manager VC-HR HR Director # of complaints, # of complaints substantiated, time required to address and resolve District wide policy/procedure in place for handling employee complaints outside of SH or Discrimination Review process Conduct Sexual Harassment and Discrimination investigations HR Manager VC-HR HR Director / Legal Counsel # of complaints, # informal/formal, # meeting deadlines, # requiring legal assistance, cost Board policy and proceedure updated, Management trained/certified on investigating procedure Standardize process, conduct training, update Board Policy and HR operational procedures Employee Relations Process employee disciplinary actions HR Manager VC HR HR Director / Legal Counsel # of disciplinary actions, # of terminations, time required to process Management trained on handling employee discplinary actions, Reduction in repeated discplinary actions On-going Implement and conduct training plan Advise Management on employee working conditions HR Manager VC HR HR Director # of training sessions held Reduction in discplinary actions, reduction in employee turn over, reduction in grievances On-going Implement and conduct training plan Coordinate employee recognition and awards HR Manager HR Director HR # of awards presented, time required, time lapse between recognition Recognition program and schedule in place, Recognition submissions in on time Develop ODS report for years of service, Plan and schedule recognition events Ensure compliance with ed code, Title V, and other directives HR Manager VC HR HR Specialist/ # of infractions, # of legal cases Eliminate regulatory infractions On-going Conduct HR Staff training Ensure compliance with employee contracts HR Manager VC HR HR Specialist/ # of infractions, # of legal cases Management 100% trained on employee contract, Reduction in employee grievances On-going Conduct HR Staff training Process Worker's Compensation claims HR Manager HR Director-Safety HR Coordinator-Safety / HR # of cases / claims Reduce # of claims by 10% Staff; update forms; conduct annual claims review and premium costs Conduct ERGO assessments HR Manager HR Director-Safety HR Coordinator-Safety # of cases, time required to process, # of cases leading to Worker's Compensation claims At least three employees trained on ERGO assessment at each college and district. Conduct two ERGO training sessions per year Staff Process Accommodation Requests HR Manager HR Director-Safety HR Coordiantor-Safety / HR # of cases, time required to process, cost of accommodations Reduction/Elimination of ADA complaints On-going Staff Conduct interactive meeting for Accommodation Requests HR Manager VC HR HR Director-Safety # of meetings, # of accommodations granted/denied, # of ADA legal cases Reduction/Elimination of ADA complaints On-going Conduct training for HR Managers on the interactive process Track employee emergency preparedness training HR Manager HR Director-Safety HR # of employees trained/not trained Employee training tracking system in place, ODS/Banner reports available On-going Establish tracking system and report quarterly Coordinate and assist with emergency planning HR Manager HR Director-Safety HR Plans completed, appropriate ICS staff trained Develop board policy. Review and updat site plans. Coordinate with colleges and develop emergency plans, verify plans are in place, update plan annually Employee Safety, Health & Welfare Coordinate and assist with emergency drills & exercises HR Manager HR Director-Safety HR Drill effectiveness, Plan effectiveness, Participation, # of drills & exercises Each college campus and District hold annual exercise/table top with a satisfactory grade. Lessons learned incorporated into emergency plans Semi-annual Coordinate with colleges in setting up a multi-year drill & exercise plan, develop drill & exercise scenarios 1 of 5

2 Employee Safety, Health & Welfare Coordinating fit for duty examinations HR Manager VC HR HR Coordinator-Safety Timeliness of appointments, availability, # exams required Increase # of authorized doctors at outlying sites. Reduction in scheduling time for appointments On-going Acquire more authorized doctors Manage Injury & Illness Prevention Plan HR Manager HR Director-Safety HR Director/Specialists- Safety # of safety meetings, # of incidents reported, safety suggestions & safety hazards corrections Reduce incidents by 10% thru IPP, Safety training plan in place at each campus. Monthly Update IIPP, provide safety related training, implement Safety Scorecared, Review incidents w/safety Committee Monitor employee sick leave and 100 day benefit HR Manager VC HR HR director-safety/hr Payroll Manager # of sick days taken, cost of sick days, # of sick day absence reporting errors Standardized tracking system in place at each college and District, Reduction of reporting errors by 10% Monthly Generate banner and ODS reports Review and process return to work agreements HR Manager HR Director-Safety HR Coordinator-Safety/HR # of RTW agreements, Time to process, modified duty or lost workdays Standardized return to work form in place, tracking system in place to track # of lost work days, Reduce processing time by 10% On-going Standardize RTW agreements and processing Manage Hazardous Communitcation Program HR Manager HR Director-Safety HR Coordinator- Safety/Safety Officer # of employees trained/not trained; centralized MSDS program MSDS program in place at each appropriate site. Appropriate employees 100% on use of MSDS On-going Update MSDS program, conduct chemical inventory at all District sites and update as necessary; conduct training College Safety Committee HR Manager HR Director-Safety HR Coordinator-Safety/ Safety Officer # of meetings; Safety Scorecard; # of recs. to enhance safety & emergency preparedness College safety committee in place and fully staffed, completion of safety scorecard annually, 100% compliant with mandated safety programs Monthly Implement committee and schedule; implement Safety Scorecard recommendations/action plans "Customer" support and service HR Manager HR Director HR Customer feedback, time to process Positive customer feedback On-going Steamline customer services, provide informational websites Maintaining personnel records HR Manager HR Director # of filing errors, time to research/locate Records properly maintained and filed On-going No action required Review and process Independent Contractor Agreements HR Manager HR Director HR # of Contracts, # approved/disapproved, process time, # of errors, reducing # of mis-classifications All independent contracts meet criteria and approved in advance On-going Develop formalized process, conduct training Track employee vacation and comp time accrual (PEALEAV,NWRLYBA) HR Manager HR Payroll Manager HR / HR Payroll Accuracy, time to process, # of employees exceeding leave or comp time accrual No employees exceeding allowable vacation or comp time accumulation according to contract and policy Monthly Develop standardized monthly report for Management use Review and maintain less than 12 month employee schedules HR Manager Managers / Administrator HR # of calendars generated, # of re-work, time to process Employee 12 month calendar approved prior to new fiscal year Standardize process, Develop schedule, conduct training HR Administration & Customer Service Track personal necessity, family necessity, and floating holiday usage HR Manager HR Payroll Manager Track temporary employment in accordance to ed code HR Manager HR Director HR Payroll / HR Accuracy, time to process, # of employees exceeding use of leave # of temporary employees, # of infractions ODS and Banner reports in place and reviewed monthly, no employees exceeding allowable usage Monthly Develop standard tracking form Temporary employment tracking system in place, 100% compliance to education code Monthly Develop process and report to track temporary employment Schedule and coordinate check-out process for terminated employees HR Manager HR Director HR # of terminations, # of completed check-outs, processing time Standardized employee exit process in place, feedback provided to appropriate managers On-going Develop standard check-out process Calculate and verify faculty load (SIAASGN) HR Manager HR Director HR /Instruction Specialist # of adjunct exceeding.67, time to process All faculty loads accurate and within guidelines of contract and education code, HR managers trained on calculating load and use of Banner Semi-annual Conduct training 2 of 5

3 HR Administration & Customer Service Bakersfield College Human Resources Planning Matrix Process employee status change PEAEMPL/PPAIDEN HR Manager HR Director # of transactions, # of errors, processing time HR Managers and s trained on inputting employees into banner accurately On-going Conduct training Review and process evaluations (PEAREVW/NWRSEVL) HR Manager HR Director HR Specialist/, Manager/ Administrator Processing time, # of evaluations, # of re-work, accuracy Banner updated with new evaluation codes, training of of evaluation schedule, Class Climate critique, evaluation managers in evaluation process completed, evaluations report accuracy completed on time and accurately Monthly Standardize process, conduct training Authorize and process volunteer agreements HR Manager HR Director HR Specialist/ # of volunteer agreements, processing time Updated volunteer agreement and process completed On-going Standardize process, procedure and form, conduct training Preparation and submission of 01/02 payroll HR Manager HR Payroll Manager HR Specialist, HR, HR Payroll Time required to process, # of errors Payroll submitted on time and accurate Monthly Standardize process and forms, conduct training Preparation and submission of 03/04 payroll HR Manager HR Payroll Manager HR Specialist, HR, HR Payroll Time required to process, # of errors Payroll submitted on time and accurate Monthly Standardize process and forms, conduct training Process special compensation HR Manager VC HR HR / HR Specialist / HR Payroll Time required to process, accuracy of calculations, compliant to contract Special compensation submitted and approved prior to services rendered Semi-annual Develop guidelines for special compensation, standardize process and forms, conduct report CCA Payroll & Benefits Collect and track absence reports HR Manager HR Payroll Manager HR Payroll / HR # of absence reports, time to collect, of submission Traning conducted on absence reporting, accurate absence tracking system in place, absence reports turned in Monthly Develop a standard schedule/calendar for submission of reports Review and process overtime/comp time authorizations HR Manager HR Payroll Manager HR Payroll / HR Accuracy of calculations, #of errors, # of authorizations in error, process time Forms updated and in place, training conducted on use of overtime and comp time according to contract and FLSA Monthly Standardize procedures, process and forms, conduct training Collect and verify employee hourly time cards HR Manager HR Payroll Manager HR Accuracy of time cards, timely submission, # processed, time required All time cards submitted on time, time cards 100% accurate, standard forms used across District Monthly Standardize procedures, process and forms, conduct training Coordinate CalStrs/CalPers training and visits HR Manager HR Payroll Manager HR Benefits Specialists # of requests, length of visits, # of employees served CalSTRS/CalPERS visits scheduled and attended Develop District wide training and visit plan Prepare and administer family care leave letters/packets HR Manager HR Director-Benefits HR Specialist Processing time, # of errors, # processed Packets properly prepared and delievered on time On-going Develop standard form letters for different applications Position Management HR Manager VC HR HR Admin / Director Administrative Services # of position requisitions, time for processing, # disapproved or returned, cost savings thru planning, size of budget Adhere to established procedures and processing time lines. Forms reviewed, updated and in place. Consistent use of unit/staffing plans Standardize process, forms, update procedures, develop time line for staffing plans and implementation, conduct training Track position requisitions HR Manager VC HR HR Director / HR Admin # of position requisitions tracked, length of processing, # lost or on hold 100% accountability of position request status, Shared tracking system in place On-going Standardize process, update procedures 3 of 5

4 Employment Screeening Process HR Manager VC HR HR Admin, HR Time required to form committee, # of successful committees, effectiveness of committee training, effectiveness of interview questions, time required to screen applicants, # of applicants screened, # of HR guidelines and operating proceedures updated and equivalencies requested/completed, length of interviews, # standardized, update forms, standardized committee of successful recruitments, Time required for background training for screening process, Reduction in time required checks for screening process, full implementation of People Admin On-going Standardize screening process, update procedures and forms as necessary, develop standard committee training guide incorporating EEO compliance and diversity training, conduct training on screening process, develop standard notification and job offer process Process new employee documents (I- 9, TB test, Live scan) HR Manager HR Director HR Payroll Manager, HR Time to process, # processed, # of errors Update hiring forms and employment agreements completed, employment process completed prior to employee working On-going Update procedure, review forms, conduct training Coordinate and authorize preplacement physicals and drug screening HR Manager HR Director HR Specialists / HR # conducted, availability, time to process, # failing # of employees cleared for hire On-going No action required Recruiting, Selection, & Hiring Place new employee in Banner (PPAIDEN, PEAEMPL) HR Manager HR Director HR Time to process, # of errors HR Managers and HR s fully trained On-going Conduct training Create Employee Record-hard copy HR Manager HR Director Time to process Fully functional and accurate filing system in place On-going No action required Coordinate setting up employee accounts HR Manager HR Director Director IT / HR # of s created correctly/incorrectly, processing time 100% of employees with accounts On-going No action required Process temporary employment authorizations HR Manager HR Director HR Specialist/Payroll # of authorizations processed, time required, # of errors, place, Authorizations completed accurately and on time. Monthly Update and standardize process and forms, conduct training Process Professional Expert agreements HR Manager HR Director HR Specialist/Payroll # of agreements processed, time required, # of errors, place, Authorizations completed accurately and on time. Monthly Update and standardize process and forms, conduct training Process Adjunct employment agreements HR Manager HR Director HR Specialist # of agreements processed, time required, # of errors, place, Authorizations completed accurately and on time. All adjunct loads within education code compliance Semi-annual Update and standardize process and forms, conduct training Review and update Board Report HR Manager HR Director HR Time to process, accuracy of updates Board reports submiited on time with 100% accuracy Monthly Develop Board Report schedule which meets deadlines, conduct training, standardize process Maintain and update Adjunct Pool HR Manager HR Director Faculty Chair, Faculty Director, HR # of adjunct in pool, # hired from pool Adequate pool to draw qualified adjunct instructors for all disciplines On-going Develop a plan for adjunct advertising, standardize process for building adjunct pool Calculate faculty overload pay HR Manager HR Director HR Specialist/ HR assistant Accuracy of calculations, time to process HR Managers and s fully trained and standardized methods used across District Semi-annual Conduct training Training/ Professional Development Chair professional development committee per CBA HR Manager HR Director N/A # of employees participating, # of promotions Professional development committee established and consistent across District Quarterly Develop standardize process for committee 4 of 5

5 Training/ Professional Development Review and approve employee wellness program requests HR Manager VC HR HR Director # participating, # of employee health issues Standardized process across District On-going Develop standardize process and forms Schedule and coordinate Local new employee orientation HR Manager HR Director HR / HR Specialist Training critique, # employees attending/not attending, length of training Standardize local orientation in place, all new employees fully orientated prior to working On-going Standardize local orientation, develop check-off list 5 of 5