Skilled Workforce Achievement Program knowledge... · Orange County Utilities Skilled Workforce...

Skilled WorkforceAchievement ProgramFebruary 8, 2017

2017 Utility Management Conference

2017 © American Water Works Association AWWA/WEF Utility Management Conference Proceedings All Rights Reserved

01 02 03 04

Orange County Background

Changing workforce

Opportunities for growth

Framework

Benefits

Team Building (Internal)

Team Building (External)

Policies

Pilot

Validation

Data Management

Policy enactment

Career Day

Drivers for SWAP

Defining SWAP

Designing for Sustainability

Moving Forward

Orange County Utilities Skilled Workforce Achievement Program

Presentation outline

Brown and Caldwell | UMC 20172017 © American Water Works Association AWWA/WEF Utility Management Conference Proceedings All Rights Reserved

Drivers for SWAP

Orange County Background

Changing workforce

Opportunities for growth


Retirement View


“Orange County Utilities provides water resources and solid waste recovery services to protect and enrich the lives of the citizens and guests of Orange County, Florida.”

“One Utility United Through Excellence”


•SWOT Analysis

•Balanced Scorecard

•Effective Utility Management Exercise

•Employee survey

Strategic Planning Process


Succession PlanLeadership ProgramSkilled Workforce Achievement ProgramRecruit and Retain Top TalentEmployee Recognition ProgramTraining Program

Workforce 2018

Unify and Strengthen Our Team

Initiatives

Goals

Strategies

Utilities Strategic Plan


Defining SWAP

Framework

Benefits

Team Building (Internal)


Highly Skilled

Valued and Rewarded

Compelling Purpose

EMPLOYEES

SWAP Vision


SWAP Baseline

What it is?

•Skill-based•Structured•Inclusive•Best practices•Strategic•Pro-employee•Manageable

What it is not?

•Automatic pay raise

•Stand alone program

•Performance pay•Buddy system


Journey from 2013 to 2018

2013

•Employees uncertain about future with OC

•Eligibility for retirement high

•Siloed jobs and progression

•Limited training understanding

•Skilled Workforce Achievement Program (SWAP)

•Pilot – Community Infrastructure Operations

•Refined job descriptions

•Assessed training needs

2018

•Progression Path growth and cross-functional potential

•Benefits•Clear training

understanding•Flexible workforce•Multi-skilled

workforce

SWAP Program


• Reduce turnover

• Quicker knowledge transfer

• Focused training efforts

• Reduction in lost time between hiring – more documented materials to help with knowledge transfer

• Better job descriptions

• Flexibility in staffing as automation and job types change

Benefits to the Entire County


• Reduce turnover

• Clear training understanding

• Cross-over to other divisions, sections

• Multi-skilled workforce

• Cross-over to other departments

• Improved job descriptions

Benefits to Employee Development


Journey from 2013 to the future

Orange County Leadership + Structured Training

Today Future

Learning and Growth = (Skills + Willingness)^OCU Strategic NeedsSk

ills a

nd D

emon

stra

ted

Com

pete

ncie

s

Career

On-the-job Training, Coaching, Mentoring

Employees unclear of progression within Utilities

Employees building progression within Utilities Career Colleges

Employees match personnel progression

with Utilities needs


Career Colleges & Progression Paths


Designing for Sustainability

Building SWAP for the benefit of Utilities and employees


•Development

•Care

SWAP connection to Culture by Design Model


•Clear training understanding

•Clear progression understanding•Cross-over to other divisions, sections•Cross-over to other departments• Improved job descriptions

Designing for Employee Development


•Program costs and avoided costs• Onboarding

• Career engagement and development

• Career movement

• Succession planning

• Reduce turnover

•Multi-skilled workforce•Meet mayor goals…

Designing for Organizational Sustainability

Onboarding

Career placement

Career development

Career movement

Succession planning


1 LS 1

2 LS 2 3

3 LS 3

4 LS 4 50

5 LS 5

6 LS 6 6

7 LS 7 1

1 APCS 1

2 APCS 2 3

3 APCS 3

4 APCS 4

5 SCADA Systems Analyst or Process Control Analyst

1

6 APCS Administrator

1 PS 1 4

2 PS 2 20

3 PS 3 21

4 PS 4 10

5 Operations Specialist 1

6 Sr Operations Specialist 9

Work on Pilot College

Facilities Infrastructure OperationsLandfill

SpecialistPlant

SpecialistAutomation and Process Control

Specialist


Example progression path levels

EXAMPLE Progression Path Levels

Proposed SWAP Level→ LS1 LS 2 LS 3 LS 4 LS 5 LS 6

Placement (Automatic or Interview) I A A A I I

Pay grade 107 110 111 112 015 016 017

Union or Nonunion U U U U N N

Job Code (existing) EO II7540

EO IV7546

Op Spec8865

Sr. Op Spec8866


Allow for multiple methods of advancement


• Scale of needs, helped clarify that we needed to look for County-wide approach

• More than just job description form…lead to multiple forms with potential impact on all phases of an employee cycle

• Biweekly, half-day workshops with Core Team

• Extensive work between meetings

• Consensus on policy, framework, protocol decisions

Refined Job Description Template

Onboarding

Career placement

Career development

Career movement

Succession planning


• Existing• 5 overlapping forms• Approximately 260 data points• Multiple names for critical fields• Multiple sources and platforms of

data

• Revised• 3 distinct forms• Reduced to 125 data points• Consistency between all forms• One source for all data• Improved readability of all forms

Streamlined HR datapointsForm Category Subcategory Form Category SubcategoryJob Description Justification for Changes in Authorized Positions (page 2)

General GeneralJob Code DepartmentPay Grade Class TitleFLSA Status Job codeCollege General FunctionsProgression Path Major duties to be performed - narrativeProgression Path Level Major duties to be performed - percent time involved with each item

General Functions How are these duties currently performedRepresentative Duties and Assignments (based on ABC categories) Describe any new service and why it needs to be provided

Provide Asset Construction and Operations Services what would be the consequences o fnot funding the positionProvide Asset Maintenance Services Additional information / comments to justify this request. Include output / workload indicators that describe the need for this positionProvide Customer Care SignaturesParticipate in Business Systems / Data Processing Services Division manager signaturePerform Supervisory, Administrative or Human Resources functions department director signatureParticipate in Regulatory Management Programs department fiscal analyst signatureParticipate in Financial and Physical Resources Management department hr analyst signatureParticipate in Managing Internal and External Relationships OMB analyst signatureOther duties HR analyst signature

Knowledge, Skills and Abilities / Minimum Qualifications deputy county administrator signatureExperience - years

Experience - description Job Analysis QuestionnaireEducation GeneralLicense and Certification Class CodeCustomer skills Job titleH&S Knowledge dateWork place physical internal equityDrug and Alcohol testing market adjustmentSystems knowledge new classificationData management Purpose of the job analysis requestSupervisory DepartmentLeadership Development DivisionBasic abilities SectionTechnical Skills Incumbent / nameProcess / Facilities Knowledge years in position

Preferences supervisorTesting and Training Requirements name of person completing form

title of person completing the form

Essential Job Functions Worksheet dateGeneral Current

Position Title job codePosition Number Pay GradeJob Code Number position titleDepartment ProposedDivision job code

Duties/ Responsibilities Pay GradeDoes this position exist to perform this function? position titleNumber of employees available to perform this function, if incumbent does not? Organizational structureIf this function is taken away, to what degree will it change the job? positions reporting to this position - titlesWhat will the significant consequences be if this function is not performed? positions reporting to this position - numberDescribe the special competencies, judgment, or training required for this position. other positions reporting to the supervisor - titleWhat licenses or certifications are required to perform this function? immediate supervisor / manager - titlesDid the former incumbent perform this function? immediate supervisor / manager - nameApproximately what percentage of time is spent performing this function? next level supervisor / manager - titleConclusion: Is this an ESSENTIAL job function or only MARGINAL? General Functions

Signatures Principal duties of the position - what the position does - narrativeHiring Authority new duties last 6 monthsDate Percent of time for each dutyDepartment HR Representative Importance

Position summary

Essential Physical, Environmental and Cognitive Factors Change in duties and responsibilitiesGeneral Education required - Minimum required

Job Title Master's degreeDepartment Bachelor's degreePosition Number associate's degreeJob Code vocational trainingSection high school diploma or equivalentDivision less than high school graduationLocation field of study

PHYSICAL FACTORS Experience required - Minimum requiredLifting - Light (under 15 lbs) 0 to 6 monthsLifting - Moderate (15 to 45 lbs) 1 yearLifting – Heavy (over 45 lbs) 2 yearCarrying – Light (under 15 lbs) 3 yearCarrying – Moderate (15 to 45 lbs) 4 yearCarrying – Heavy (over 45 lbs) 5 yearStretching / Pulling 6 yearPulling hand over hand 7 yearReaching above shoulder 8 yearWalking 9 yearStanding – 0 to 2 hrs 10 yearStanding - >2 but <4 hrs Type of experience requiredStanding - >4 hrs Type of experience preferredSitting – 0 to 2 hrs Equipment or machinery used regularlySitting - >2 but <4 hrs equipment - typeSitting - >4 hrs equipment - percent time used dailyCrawling Required machinery or equipment usageKneeling List any certifications or licenses required for the positionBending / Stooping Major challenges - describe the most difficult types of problems or the major challenges faced in the positionClimbing, legs only List and describe the decisions made by this position on a regular basisClimbing, use of legs and arms decisionTalking decision makerHearing provides recommendationsSight Internal contactsSight – Ability to distinguish between colors does position provide info to or work specifically for other County depts - responseSight – Depth perception does position provide info to or work specifically for other County depts - percent timeSight – visual clarity of > 20 ft describe the information type and for whomSight – visual clarity of < 3 ft External contactsOperation of heavy equipment, truck, tractor does position provide info to or work specifically for otheroutside Orange County - responseOperation of light motor vehicle or bus does position provide info to or work specifically for other County depts - percent time

ENVIRONMENTAL FACTORS describe the information type and for whomWork outside Physical EffortExposure to excessive heat StandingExposure to excessive cold WalkingExposure to excessive humidity, dampness or chilling SittingExposure to respiratory hazard – dust, fumes, smoke, gasses Adverse ConditionsExposure to high noise levels Exposure to temperature extremesWorking below ground or tight spaces dangerous equipment

COGNITIVE FACTORS chemicalAnalyzing information or data noisePlanning – Simple noxious odors / fumesPlanning – Complex threat to personal safetyDecision Making - Simple Risk of bodily injury or harmDecision Making – Complex stressful conditionsLogic – Define problems, draw conclusions, interpret information Body movementMath skills – Basic physical exertionMath skills – Complex liftingWritten Language – Basic instructions Mental and visual effortWritten Language – Technical typingWriting skills – Basic memos attention to detailWriting skills – Professional monitoring equipmentVerbal Language – Simple detailed inspectionVerbal Language – Complex reading / editingEnglish – Speak ResponsibilityEnglish – Read hiringEnglish – Write terminiationForeign Language Requirement: performance appraisalSpecify (foreign language): salary changes

Additional Physical Requirement & Environmental Factors settingn staff objectivesSignatures eemployee counseling

Hiring Authority employee disciplineDate employee trainingDepartment HR Representative granting time off / overtime

rivising or changing proceduresBudgetary responsibilities

if position is responsible for control of funds, show size of budget for which position has authority to commit expendituresSignatures

Incumbent / namedatesupervisor


•Bigger than we imagined

•Our capabilities

•Building common training language

•Assessing training needs based on data management framework

Build training understanding


Orange County Training (2015)Course Category Abbreviation Description

Professional Development PDGeneral career and professional development courses open to employees at any level: including soft skills training and growth development

Equipment Operation EOInstruction based upon proper use and operation of job required equipment and machinery

Health, Safety & Security HSCourses to prevent injury to employees and customers, to outline job safety and facilities security, to minimize organizational liability, and to promote employee health

Leadership Development LDCareer enhancing courses for leaders in the organization who manage or supervise the work of other employees

License & Certification LC Required training to achieve and maintain credentials

Compliance & Regulatory Training

CREducation of employees on laws, regulations, and policies which affect job functions and/or federal, state, local and organizational requirements

Computer & Software CSInstruction on the use of specific computer software, Office applications, business systems applications, and automation and instrumentation systems

Emergency Management Training

EMCourses required for Emergency Management Responders for the entitlement of Emergency Pay as outlined in County Policy.

Operational ProcessOP

Required training to perform a job function that is not tied to licensure or certification.

• May be more process/method driven, rather than systems driven• May be division- or process-specific• May include organization- or division-specific SOP-related training


• Scale of data needs pointed to data management framework requirements

• Single source where data resides – PeopleSoft HRIS 9.2

• Parallel with HRIS strategic development

• County-wide applicability through PeopleSoft upgrade

• Numbers of courses vs. streamlined approach

• Cleaning up included categorization, methodology

• All training in county at single point, greater access to individuals –(Transcript)

• Management tool applicability Tracking forms (Job Description, PJR, JAQ)

Data Management - Critical to SWAP Sustainability


Expand pilot to all areas of UtilitiesCommunity Infrastructure Operations. Customer Field Representative Performs non-routine, highly independent field work for the Meter Reading and Delinquent Account sections. Responsibilities include executing service related work orders to initiate or terminate service, evaluate meter condition and address customer service issues in the field.

Progression Path Level CFR I CFR II Senior CFR

Job Code 8894 new 8895 Placement (Automatic or Interview) I A I

Pay grade 109 new 013 Union or Nonunion Union Union Nonunion

Experience and Education Required years of experience in this line of work 2 3 4

Education █ H █ H █ H Supervisory Experience License / Certifications

Valid Florida Drivers License █ █ █ Water Systems Operation and Maintenance (Sacramento Correspondence)

► 6 months ► 6 months

Systems Syclo Software █ █ Customer Care and Billing Software █ █ Basic Microsoft Office Skills █ █ Orange County Vehicle █ █ █ GIS (user) █ █ Leadership and Development

Utilities general knowledge █ █ █ OC Leadership Development ► 18 months


Icon SWAPColleges Managers Steering

Team RepHR TeamSupport

Volunteer Team Lead

VolunteerTeam Members

Oversight & Support

Crimson

Tide

BusinessSystems

Glenn Kramer

TroyLayton

AndresSalcedo

TimArmstrong

RayHanson

ToddSwingle

TeresaRemudo-Fries

KristineSarmiento Matthew Lopez

Alan Robinson, David Boiani, Gary Framo, Henry Zamora, Jackie Arnett, JeannetteJordan, John Provido, Jorge Reyes, Kim Kunihiro, Lindon Rampersadsingh, RaphaelNuguid, Addie Soto, Jorge Collado

Jackie Torbert

Dorothy Richards

JenniferMyers

JeromeMadigan

Gators

Community Infrastructure

Operations

Pati Giambarberee

Samantha Maxwell--------

Sharen PatelBryan

Hackebeil

Brian Matejcek, Jimmie Carter, Karen Allen, Mike Hudkins, Bob Dudas, Robert Bird, Robert Roman, Terri Seligman, Victor Gonzalez, Carl Smith, Joshua Rou

Ducks

Environmental Stewardship

JimBecker Matt Christoffersen Wendy

Jorgenson

Andrea Balauat, Brian Clark, Kenneth Rivera, Maranda Johnson, Scott Rampenthal, Stacy Wright, Susanna Littell, Terri Thill, William Rente

Bulls

Infrastructure Maintenance

ServicesLarry

Tunnell

Rita Brothers--------

Sharen Patel

BillRichard

Anthony Bourne, Bryan Elliott, Cameron Higgs, Danial Williams, Jim Flynt, Mark Robinson, Milton Rodriguez, Shane Benner, Bill Jackson

BlueDevils

Planning and Logistics Kevin

Simmonds Matthew Lopez DeloresSamuels

Bridgett Tolley, Dustin Putney-Hoke, Fritz Goode, Jason Parrillo, Orville Watson, Remi Lopez, Robin Urbina, Tammy Ross, Tim Madhanagopal, Travis Raker, Valerie King, Melissa Matthews

Tigers

StakeholderCare Craig

Lee

Matt Christoffersen--------

Karen Ross

Michele Driscoll- Begy

Armando Aguilar, Edgar Cuartas, Felipe Perez, Irene Taylor, Jayne Koon, Laura Tatro, Paul Wagner, Rachelle Bailey, Russell Stoner

Buckeyes

Strategic Management

ScottBadger

Shreya Moolchandani---------

Matthew Lopez

SteveMarshall

Annabell Lipworth, Carlos Torres, Lynne Allen, Jeff Phillips, Sonia Galeas-Ramirez, Steve Bucher, Jose Hernandez, Marchelle Allen

Larry TunnellJim Becker

Dorothy RichardsPati Giambarberee

Scott Badger

Jacqueline Torbert

Jacqueline Torbert, Dorothy Richards, Kristine Sarmiento, Pati Giambarberee, Jim Becker, Larry Tunnell, Kevin Simmonds, Craig Lee, Scott Badger, Dawn Hooks

Bulldogs

Facilities infrastructure

OperationsBrown and Caldwell | UMC 2017


Establishing a structured approach to developing the program

Data Collection and Review Documentation Development

Documentation Validation and

Approval Implementation

2018 +2013 2014 2015

Implementation Team

Assessment Team Strategy Team

Governance TeamExecutive TeamSteering Team

SWAP Assessment Team evaluated existing employee structure and provided recommendations for implementation.

SWAP Steering Team provided format and extents of initial program.

Executive Team hears recommendations and gives approval for next steps.

Strategy Team for Facilities Infrastructure Operations created to oversee development and implementation of pilot college.

Implementation Team works with other Teams and subject matter experts to expand college materials.

Governance Team to provide long-term input to maintaining SWAP.

2016 2017

Steering TeamSteering Team works with HR to validate all materials and stand up the program.

Executive TeamExecutive Team hears reviews validation recommendations and gives approval for next steps.


•Reviewed materials from:• Peer utilities across country• National organizations with many participants (AWWA

Survey, ERI Salary Assessor)

•Geographically adjusted and aged data

•Compared SWAP progression paths skills and levels• Noted number of peers with similar job levels• Noted differences in pay grades• Noted differences in number of levels

Validation Process


Maximum

Midpoint

Minimum

Maximum

Midpoint

Minimum

Maximum

Midpoint

Minimum

Maximum

Midpoint

Minimum

Grade

Maximum

Minimum

Conceptual Valuation Process for Career Ladders


Validation Process: example

Very good alignment of skills and levels with many peers

4

3

2

1

Benchmark Comparison

Ski

ll le

vels

Alignment of levels, but with different number of peers

at various levels

4

3

2

1

Ski

ll le

vels



Skills / Grade of peers outside range of OCU

4

3

2

1

Ski

ll le

vels

The more the box is filled in, without going outside the line, the better the agreement with peer agencies.

Benchmark Results

County Results


Moving Forward with SWAP

Career day

Policy enactment

Select rollout


• Created a Core County Team

• County HR revised templates ready

• Defined training protocols – naming, work flow, governance

• Training assessment

• All college curriculums completed

• Developed a quick reference guide

• College presentations to Utilities Management

Accomplishments

Data Collection and Review

Documentation Development

Document Validation

Program Approval


• Awareness of each College• Customer Care• Environmental

Stewardship• Infrastructure (all three

areas)• Business Systems• Utilities Support

Functions• Leadership

Characteristics• Certificate of

completion

Common SWAPortunities: Utilities 101


http://www.iconarchive.com/show/icons8-metro-style-icons-by-visualpharm/Management-Manager-icon.html

• How do we prepare our employees for leadership roles?• Academy – leadership, budgeting, managing people and

projects• Offer SWAPortunities to Lead• Career ‘Carrots and Mini Bumps’

Unique SWAPortunities in Leadership

Processes / Tasks

Base Leadership

Skills

Projects

Qualifying Leadership

Skills

Programs

Mastery Leadership

SkillsBrown and Caldwell | UMC 2017


http://www.iconarchive.com/show/icons8-metro-style-icons-by-visualpharm/Management-Manager-icon.html

• Steering team to evaluate the validated data

• SWAP Volunteer Teams reboot

• Address data management needs (Learning Management System)

• Training tracking and evaluation

• Implementation strategy and plan

• Career Day in August 2017

Moving forward with SWAP


Questions??

Contact Information:

Jacqueline TorbertOrange County [email protected]

Jennifer MyersBrown and [email protected]


Skilled Workforce Achievement Program knowledge... · Orange County Utilities Skilled Workforce...

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