HR Technology Systems Arlington County City of Lynchburg. Presented by Arlington County Government & City of Lynchburg Human Resources Departments

Transcription

1 HR Technology Systems Arlington County City of Lynchburg Presented by Arlington County Government & City of Lynchburg Human Resources Departments

2 Major Systems Arlington County Records Management (OnBase) Performance Management (OnBase) On-Boarding (Neogov) City of Lynchburg Learning Management (Cornerstone)

3 About Arlington County Located in Northern Virginia, close to DC Full service local government 3700 employees 13 Departments, 5 elected Constitutional Offices Multiple lines of business public works, technology, public safety, human services, parks and recreation, planning, economic development Multiple locations Human Resources Department faced with increasing demand for services Implemented ORACLE ERP (known as PRISM) in

4 HR Related Technology OnBase first solutions deployed in January business solutions to date: Workgroup, department, and enterprise-level Document/records mgt; process improvement Integration with 13+ line-of-business apps Oracle implemented in 2006 On Demand 11 Modules Neogov implemented in 2003 Early Adopter Recruitment only 4

5 How We Got Started Streamline flow of information into and within Human Resources Department New Hires On-Boarding Benefits Payroll actions Performance appraisals Leverage technology available to all employees 5

6 Records Management Drowning in Paper Outgrowing physical capacity Filing least desirable task 6

7 Business Advantages Continues to leverage PRISM as the primary user interface Lowers risk by alerting HR of missing documents Shares information securely across the distributed HR model Preserves employee records with a full audit trail Improves the retrieval time of HR documents Provides automated backup of documents and data

8 Records Management (cont) Process had to be affordable Time required attention from project manager Conversion Steering committee decided what was uploaded Used combination of agency staff and summer interns Agencies paid for time Required extensive QC by each agency 8

9 Backfile Scanning Process Interns Remove documents not needed in electronic folder Count documents and pages Print and apply barcode labels to each document HR Staff Quality Assurance Assign document types and dates Delete certain documents Scan Quality Assurance

10 Records Management Created Electronic Personnel File Examine current process for personnel files Linked to PRISM by employee number Transparency 10

11 Document Security Human Resources HR Liaison Supervisor Employee Employee A Employee B 11

12 Performance Management 12

13 Challenges Decentralized system Different organizational structures Pressure to customize Access to computers/digital divide Uploading existing data Timing Communications/Training 13

14 The Old System Used Word Template Standardized format Key Work Expectations 3 to 5 tailored for each job Standard County-wide Competencies for 3 levels Development Plan Signatures required Routed through departmental HR Liaison to HR/Payroll Payroll entered performance ratings and salary changes Paper copy filed in central location 14

15 Benefits Easy Access any time from Prism & s Proven OnBase Platform Automatic Login Going Green by Reducing Paperwork Flexible, Electronic Routing & Signature Data Import & Document Upload Automatic Ratings Calculation Version Control Mistake Friendly

16 Structural Features of System Employee worksheet for self appraisal Employee data loaded from PRISM - reduces errors County-wide competencies automatically load based on type/level of employee Key work expectations - can be imported from previous word document Key element weights default - can be changed Calculates Scores Critical fields required to be filled before completing Key work expectations transfer to next year s form 16

17 Workflow Features of System Electronic flow from initiation to filing Access linked to hierarchy in PRISM Flexibility in routing To others for input/review Based on payroll action required Employee Relations when less than satisfactory System can be accessed any time, anywhere links On-Base Direct HRIS record Workflow queues allow tracking, sorting, and trouble-shooting 17

18 Manager Dashboard All appraisals in one place Link to AC Source Click on OnBase Manager Dashboard

19 OnBase Dashboard Box 1 Assigned to me in the Plan & Develop Phase Box 2 Assigned to me in the Appraisal Review Phase Box 3 Sent for my input and/or Approval Box 4 Read and Route Appraisals in my Employee Hierarchy

20 What It Looks Like 20

21 What It Looks Like Routing is easy, clear, and flexible Checks to make sure you wanted to send Allows you to pick person in category based on department 21

22 What It Looks Like Performs calculations for you based on weights Must enter something in narrative Automatically routed to employee relations if below

23 What Went Well Close collaboration between Training/Organizational Development, Compensation, and Technology Services Technical staff who understood business needs Multiple demonstrations tailored to department needs Process and expectations already established for performance appraisals Support from management to use the system Many staff already used to online processing through other systems Multi-stage roll out enabled continuous improvement 23

24 Lessons Learned Make sure needs of all departments are understood Find good way to reach managers and employees at the right time communicate, communicate, communicate Data needs to be up to date and accurate Get all involved in administration early in the process Be prepared for extensive customer service and decide who will do it Need a Systems Owner (Analyst) Quick reference guide would have been helpful upfront Remote meeting capability helpful for assistance 24

25 Update Nearly three annual cycles completed Multiple enhancements based on customer feedback Access for non-county users Change in employee signature wording More power to administer and route System making life easier and in some cases harder Reporting capability not fully used yet More training What s next (our wish list) Remote Access to OnBase Ability to accommodate alternative pay programs Additional HR forms 25

26 NeoGov On Board Module Applicant Department Liaison HRD Staff Applies for County Job through NeoGov NeoGov prepopulates OnBoarding site record. New employee completes and submits completed HR forms through New Hire portal before first day. Supervisors and Liaisons can track progress When required forms have been submitted, new PRISM record is initiated. Additional workflows can handle non- HR Onboarding Compensation staff creates PRISM record and completes other HR form data entry directly from NeoGov record. Workflow allows flow of forms from new hire thru multiple work units for final retention in OnBase

27 On-Boarding What it looks like 27

28 OnBoarding Lessons Learned Start with a small test group Make sure all involved are trained and able to provide help to applicants and staff Test system thoroughly with all users Have a management champion Have a hands-on champion/project manager Set up protocols and naming conventions Enforce data updates One document for each attachment Patience is a virtue QC will take more time Have a plan for non-neogov applicants 28

29 Themes Across All Projects Ask for what you want Do a thorough needs analysis and understand workflow Make sure all stakeholders involved Test thoroughly and with all involved Leverage what you have Consider implementation options and timelines Justify beyond saving $$ or FTE Have a management and project champion 29

30 Learning Management System

31 About Lynchburg Full Service City including Airport, Water & Waste Water Operations, Juvenile Detention Center Support regional efforts 1150 FTE Rich history of workforce development Training funds protected during recession, budget cuts and downsizing

32 Workforce Development Basics HR s vision Unparalleled Service to the Citizens HR s mission Champion Great Performance It s all about engaging and developing great employees

33 Workforce Development Basics Public Professional Certificate 7 foundational courses IS 100 and 700 Supervisory Certification Continuous Learning Succession Planning

34 Why an LMS? Drowning in paperwork and multiple systems Needed a more efficient, effective and userfriendly tool to support workforce development Convenient Web-based Centralized Employee owned & managed

35 Needs Employee request for learning kicks off work flow of supervisor approval and registration Supervisors may also assign learning Employees, Supervisors and HR track internal and external learning

36 Features Track and monitor certifications and licenses Deliver content through on-line classes, materials and links Track and monitor team member progress Strong reporting capability - ROI

37 System Implemented Cornerstone on Demand Met our specs at reasonable cost Full functionality instructor or web based training, performance management, certification tracking, included 100 on line courses through Element K user friendly supervisor features and workflow Great on line training and implementation model On-going customer care, support and attention

38 Manager s Dashboard

39 User Transcript

40 Event Calendar

41 Successes Executive support Effective implementation Wide acceptance Over half the workforce has completed foundational curriculum

42 Challenges Staff resources needed to support such robust functionality All EDGE, All the Time Set up requires tech savvy staff Access for operational line staff Support for non-technical learning Supervisory attention

43 Questions? Arlington County Jeanne Wardlaw Lynchburg Margaret Schmitt