Comprehensive Program Plan UPDATE

Transcription

1 Name of Unit: Human Resources ( HR Unit ) Date: 3/28/2017, 6/14/2017 (see pages 7 8) Comprehensive Program Plan UPDATE 1. College Mission Statement: Cabrillo College is a dynamic, diverse, and responsive educational community dedicated to helping all students achieve their academic, career, and personal development goals. 2. Administrative Unit Outcome, Unit Description, and List of Key Responsibilities (5 10): Present, past and potential Cabrillo College employees will utilize HR Unit services to receive equal employment opportunities, professional development, and fair and equitable personnel services in support of high quality teaching and learning. Unit Description: HR Unit inspires excellence and aspires to make and keep Cabrillo College an employer of choice by listening, supporting, and partnering with our diverse community to support student success. Key Responsibilities 1. District recruitment and employment related services 2. Academic/Classified Staff/Management/Volunteer/and Temp/Hourly services & support 3. Health & welfare benefits administration 4. Compliance, reporting & district legal support 5. Labor relations & collective bargaining support services 6. Classification & compensation services 7. Compliance, reporting and support regarding Title IX of the Education Amendments of Professional development and training Please provide comments or discussion to describe relevant history and new directions for your unit: Relevant Changes since the Last Program Planning Report The Unit has undergone various leadership changes with the retirement of the long time prior director, then the engagement of two consulting interim directors, and now the employment of a permanent director. Additionally, the Unit transferred reporting structure from the VP of Administrative Services to the Superintendent/President. The Unit s operations have evolved with the implementation of two technology solutions for the betterment of the Unit, the College, and the applicant community. The first was the digitizing/indexing project, which has converted massive hard copy files and information into digitally stored, indexed, and searchable electronic files. The second was the implementation of the online requisition process in NEOGOV.

2 Strengths Willingness to learn new things and take risks to offer new and different services and to implement technology advancements; The staff has grown significantly in the last year in terms of personal development and taking on new leadership roles; Adaptability of staff in working through changing leadership styles; Strong commitment to customer service, empathy, and problem solving and desire to continually improve. Opportunities Staff development and training, to lead to expansion of roles and responsibilities and promotional opportunities; College marketing for employment/recruitment purposes; Developing Equal Employment Opportunity (EEO) and general legal compliance best practices; Recruiting and implementation of Title IX compliance officer position for HR Unit. Challenges Acclimation of new Director to college, unit, processes, procedures, and overall college operations; Continue cross training staff so each can assist others during peak hiring and evaluation seasons; Succession planning for the HR Group to capitalize on and preserve the invaluable institutional knowledge and history held by the current staff; Assist with ensuring formal, practical and timely response by the College to HR/labor related mandates and legislation to minimize risk to the College for non compliance and/or informal compliance. Future Directions Development of ongoing and coordinated opportunities for training to help all College faculty/staff/managers reach their professional development and employment goals. Provide specific focus on college wide management training and development so that managers can design and implement programs for their employees with assistance from HR Unit. Provide regular, reinforced training for managers to become better equipped to prevent and address employee issues at a grass roots level when possible. Training and reinforcement for the College on best practices to be implemented and followed for the health of the institution. Page 2 of 8

3 3. Administrative Unit Outcome Assessment and Reflection AUO Reflection (skip if first year): The HR Unit should continue to provide efficient technology services for the College as a whole. Continued training in the proper use and application of the technology service needs to be added and obtaining consistent feedback from the users. AUO Assessment Analysis Form Use this form to summarize the results of the department meeting in which you discussed the results of your AUO assessment. Department Human Resources Meeting Date Number of Staff participating 4 % of department AUO (s) (measured Identify, implement & maintain an on line applicant tracking process to provide overall recruitment picture and specific data to academic and administrative management. Assessment Tool (Briefly describe assessment tool) Assessment Analysis NEOGOV online application product was researched, piloted and implemented in December In 2016 upgrades to the NEOGOV system were implemented (Career Pages, Google Analytics, Online Hiring Center Dashboard, and Insight module for HR users) as well as an online requisition process. A pilot group was developed to assess the online requisition process, approval workflows were created, and training developed for users. The pilot groups (PRO and Grants offices) assessment included the following: Page 3 of 8

4 (Summarize the assessment results; discuss what needs and issues were revealed) Still need a tool to know where the hire process is once the requisition is approved Training material needed for individuals who will be inputting the requisitions Next Steps (How will you address the needs and issues revealed by the assessment?) Timeline for Implementation (Make a timeline for how you will implement the next steps outlined above) HR Unit has already implemented an excel spreadsheet for hire process tracking and follow up; HR Unit has presented training to the process in managers meetings, college planning council meetings, and in department meetings as the hire process was started; continued training will be implemented as part of the hire process for all upcoming hire committees where the committee chair has not had training. The hire process tracking spreadsheet is now distributed weekly to all College academic and administrative management. This has already started with 2016 hire processes and will continue through 2017 hire processes. Trainings are set to update managers, governance leadership and division leads throughout spring As NEOGOV enhancements become available, HR Unit will implement & train appropriate staff and committees on refinements to processes. Page 4 of 8

5 4. Multi year Goals based upon AUO reflection Numbered Goals (list in priority order)* 1 Continue to identify and implement technological processes to improve efficiencies and improve use experience. Primary Effectiveness Link* Technology Plan Actions (include year) Action: Online NEOGOV Requisition Status Description: Continue to train Cabrillo hiring managers on the NEOGOV Requisition process. Action: Implement NEOGOV s Onboarding module for New Employee Pathways Status Description: Roll out NEOGOV online Onboarding that communicates New Hire documentation to candidates as well as transfers new hire information to Colleague database. Funding is required for subscription renewal. $ Year 1: 2018 Action: Project support in Tenure Track, classified, administration recruitment. Status Description: Additional funding for Temp Hourly support. Funding is needed $10,000. Action: Continue to Expand Portal Capabilities Status Description: In conjunction with IT and BSO, continue to build the Portal project with the goal of Employee Self Service. Action: Develop/implement lateral transfer on line processes Status Description: NEOGOV has the capability to allow for online transfer opportunities Year 3: 2019 Action: Implement NEOGOV ratings enhancement module Status Description: Explore & evaluate NEOGOV capabilities Measure(s) Days from requisition to hire and on commencement of New Employee Pathways Page 5 of 8

6 Numbered Goals (list in priority order)* 2 Continue HR Technology process improvements in the area of document management. Primary Effectiveness Link* Technology Plan Actions (include year) Action: Digitize Inactive Personnel files from warehouse. Status Level: Completed Status Description: Digitize Personnel files and Temp/Hourly documents for improved retrieval and reduction of warehouse space. Action: Digitize Workers Comp files from warehouse. Status Description: Scan Workers Comp files currently in warehouse (9 boxes). Funding is required, $8000 Action: Implement Soft Docs software for permanent Personnel file storage Status Description: Scope of project in conjunction with IT is unidentified. Scanned documents have been prepared for SoftDoc pairing when available. Action: Digitize issue, legal and other miscellaneous files; destroy files no longer needed, consistent with college/education code document destruction & retention policies. Status Description: Preliminary thought process and review of file cabinet materials is underway. Funding is required $5000 Action: Continue to Digitize Inactive Personnel files from warehouse to keep current. Status Description: Scan personnel files since the initial scanning activity. Funding is required; $2000. Year 6: Enter year Action: Click here to enter text. Status Level: Choose an item. Status Description: Click here to enter text. Measure(s) Square footage of document storage. Page 6 of 8

7 Numbered Goals (list in priority order)* 3 Professional & Staff Development Primary Effectiveness Link* SP1: Professional Development Actions (include year) Action: Director, Assistant Director and Personnel Analyst attendance at Association of Chief Human Resource Officers/ Equal Opportunity Officers conference; Director attendance at Association of California Community College Administrators Admin 101 conference; Assistant Director and Dept. Assistant attendance at NEOGOV training; additional NEOGOV training for entire HR Unit on site or web based; Personnel Analyst attendance at Leadership Academy training conferences; Director to hold monthly lunch & learn program for staff training Status Description: Funding needed for programs not budgeted in EEO of approximately $ Action: Professional membership to CA and Santa Cruz Co. Bar Association, MCLE for Director Angela Hoyt Status Description: Continued legal memberships for Angela Hoyt. Funding needed $ Action: Liebert Cassidy Whitmore Consortium Membership/Professional Development Status Description: Continue Membership in Consortium that provides legal information specific to community colleges as well as professional development. Funding is needed $ Action: Same as above, plus additional training for Director on labor relations, bargaining, and education code topics. Status Description: Funding needed of approximately $13,500. ADD Action: Professional Development Opportunities for new Title IX Coordinator/Compliance Officer Measure(s) Each HR employee completes at least one professional development activity annually Page 7 of 8

8 To Include Civil Rights Investigative Training, Coordinator Training & Certification and Campus Threat Management. Funding Needed: ADD Action: Membership to ATIXA (Association of Title IX Administrators) Discounted rates to conferences, resources, contacts and legal updates geared to Title IX Coordinators and Administrators. Funding Needed: $600 (individual) Page 8 of 8