HIRING MANAGER TRAINING - California · PDF fileOF A HIRING MANAGER’S JOB. ... Make a...
Transcript of HIRING MANAGER TRAINING - California · PDF fileOF A HIRING MANAGER’S JOB. ... Make a...
HIRING MANAGER TRAINING
OFFICE OF HUMAN RESOURCES – 2017
THE PROJECT
Scope: RPA Submission to Tentative offer approval. Does not include:
Background Checks
Medicals
Effective Dates
Goal: Complete 95% of RPAs within 45 days.
Do No Harm No increase in illegal appointments.
Data Driven – Lean Six Sigma
LEAN SIX SIGMA
Lean Six Sigma combines two very powerful methodologies into a single integrated approach to process improvement.
» “Lean” focuses on improving efficiencies and reducing waste.
» “Six Sigma” focuses on improving quality and reducing defects through the proper analysis of data and metrics.
LEAN SIX SIGMA
Data driven
Cross-functional teams
Analytical, quality, and efficiency tools
Methodology
Culture change
THE OLD PROCESS
Average:
147 Days
High:
>500 Days
THE OLD PROCESS
89 steps.
11 management reviews.
81% non-value added steps.
THE OLD PROCESS
From submission to advertisement: 52 days.
From FFD to Tentative Offer: 120 Days.
THE PROBLEMS
Incomplete application packages from candidates.
Incomplete/inaccurate RPA packages.
The number and order of reviews.
No Standard Operating Procedures
Only some timelines on OHR review
No timeline on program during hiring phase
HIRING THE BEST AND BRIGHTEST TALENT
IS THE MOST IMPORTANT ASPECT
OF A HIRING MANAGER’S JOB.
FIXING THE PROBLEMS
Re-engineered the Process Map
Set standards for how long each step can take.
Reduced Management Reviews in OHR
Created this training and online resources.
Created Hiring Toolkit
Updated Duty Statement Template
Empowered programs to collect documents at interview.
THE NEW PROCESS
14 total steps.
3 management reviews.
Forecasted 45 days.
HIRING TOOLKIT
Resources Available:
Application Review
Duty Statement
eSheet
Hiring Guides
Justification
Organization Charts
Tracker
JUSTIFICATION
What is a Justification?
A document that clarifies, amplifies, and warrants what you’re requesting.
It tells the “story” of your RPA.
Required by CalHR.
JUSTIFICATION
Required on some types of RPAs: Reclassifications New positions Demotions Substantial changes in duties Transitioning a T&D to Permanent
Format Hiring Toolkit
Template Guides on the sections.
JUSTIFICATION
Justification Sections:
Nature of Request
Background
Classification Considerations
Conclusion
JUSTIFICATION
C&P Says:
“Don’t just say ‘business need;’ show us the need!”
“Make sure you outline what has changed.”
“Always be descriptive.”
OHR Recommends:Starting with an outline. Make a bulleted list by answering the questions in the hiring toolkit.
DUTY STATEMENT
What is a Duty Statement?
A description of the employee’s tasks, functions, and responsibilities.
Must be ADA/FEHA compliant.
Required by CalHR.
DUTY STATEMENT
New Template!
Standard Administrative Information
Core Values
Position Concept
Special Requirements
Essential and Marginal Functions
Work Environment and Physical Requirements
DUTY STATEMENT
New Template – What is gone?
Bulleted duties
Mental Abilities
Knowledge, Skills, and Abilities (KSAs)
Desirable Qualifications
Interpersonal Skills
Anything advertisement related
DUTY STATEMENT
Standard Administrative Information Be Accurate – Ask PL for help.
Core Values Required – Check appropriate box.
Position Concept Brief description of the position, supervision received, and supervisor
exercised. The overall purpose of the position within your organization.
Special Requirements Check boxes that apply to your position.
COI Medical Background
DUTY STATEMENT
Essential Functions The specialized duties this position exists to perform.
Marginal Functions
Duties that could be easily reassigned, not changing the nature of the job.
DUTY STATEMENT
Task Statements Statement clearly identifying the work assigned and
performed by an employee.
What action is performed?
For whom or what purpose are the actions performed?
What is produced?
What aids, equipment, software, or tools would they use?
With what supervisory oversight?
DUTY STATEMENT
Task Statement Example Department of Wines and Vines – Vineyard Worker
35% Removes Weeds
30% Irrigates Vineyards
20% Harvest Crops
10% Maintains Equipment
DUTY STATEMENT
Task Statement Example Department of Wines and Vines – Vineyard Worker
35% Removes Weeds
Apply: What action is performed?
Removing weeds and debris
For whom or what purpose are the actions performed? To promote maximum use of water and soil nutrients
What is produced? Adequate crop harvest
What aids, equipment, software, or tools would they use? Appropriate tools and machines
DUTY STATEMENT
Task Statement Example Department of Wines and Vines – Vineyard Worker
35% Removes Weeds
Result:35% Removes weeds and debris from the vineyard using appropriate tools and machines to promote maximum use of water and soil nutrients by vines to ensure adequate crop harvest.
DUTY STATEMENT
Task Statement Example Department of Wines and Vines – Vineyard Worker
35% Removes weeds and debris from the vineyard using appropriate tools and machines to promote maximum use of water and soil nutrients by vines to ensure adequate crop harvest.
30% Irrigates Vineyards using automated watering mechanisms to promote maximum yield while conserving water and protecting roots from nematodes to ensure adequate crop harvest
20% Applies injury avoiding techniques with all tools used in the cutting of grapes from vines and lifting of harvested fruit to avoid personal injury.
10% Cleans irrigation pipes, and cleans and sharpens hand weed removal tools and harvesting hand tool using oils and sands to ensure maximum sharpness and safety of all tools.
DUTY STATEMENT
Percentages How much time does your employee spend on that
task?
Chart in Hiring Toolkit
Each group, no more than 35%
Each group no less than 5%
Marginal no more than 5%
Total must = 100%
RPA PACKAGE SUBMISSION
Personnel Liaison Can help you with Duty Statement and Justification
Provides OHR with your office’s org chart
Obtains budget approval
Submits all required documents and information to OHR.
If the duty statement and justification are done correctly, the RPA will be advertised within 10 days.
HIRING PHASE
Review Applications on a Flow Basis It’s faster and more efficient.
They start arriving electronically quickly.
Block out your application review time in Outlook
Set aside time every day, if you don’t block it, someone will schedule it!
Make sure your interview questions are completed.
HIRING PHASE
Hiring Guides In the hiring toolkit.
Flow charts to help determine if the applicant meets the minimum qualifications.
OHR makes the final determination.
If it’s not there now, it will be by the time your position is advertised!
HIRING PHASE
Interviews Once your position is advertised, schedule your
interviews on your calendar.
You can begin interviewing immediately. You cannot make an offer until after your position closes.
You have two weeks from the final filing date to hold interviews and check references.
HIRING PHASE
Top Candidate(s) Check references and/or OPFs for your top candidates.
Submit up to five of your top candidates to OHR through your PL.
Your PL will need the application(s) and any supplemental documents you had the candidate bring at the interview.
You don’t have to submit five, but you cannot submit more than five.
FINAL ELIGIBILITY
Final Eligibility OHR will have results within five days after your PL
submits for a final eligibility check.
Once that comes back, you have approval to make a tentative offer to any of the candidates submitted.
If no candidates are eligible: Re-Advertise
Submit additional candidates for eligibility.
Meet with C&P to discuss options.
UPDATED DATA
Pilot began: December 1, 2016 ETS, OBAS, OHR, ORIM, OAH, OFS
38 RPAs submitted
15 Completed
UPDATED DATA
Averages: Total Time: 36 Days (147)
(82% within 45 Days)
Time from Submit to Advertised: 7 Days (52)
Time in Hiring Phase: 28 Days (120)
Questions?