Restructuring of the Iowa DOT Hiring Process Wednesday July 26, 2017
Our vision and mission Vision: Smarter, simpler, customer driven. Mission:Getting you there safely, efficiently, and conveniently. 8/8/2017 2
Organization and functions Governor Director Highway Planning, Programming, & Modal Motor Vehicle Operations & Finance Information Technology Performance & Technology Design Construction Maintenance Operations Systems Planning 5 Year Program Aviation Public Transit Trails, bikes, & pedestrians Rail Driver s License Identification Vehicle services Motor carrier services Motor Vehicle Enforcement Employee services Budget & finance Support services State & federal relations IT support for all divisions Enterprise services Project management Network & radio support Organizational improvement Strategic communications Research & analytics Program Investigations 8/8/2017 management 3
Six Divisions Highway division Divided into 6 districts The highway division is the largest and most visible division in the Iowa DOT. The division is responsible for: designing highways, acquiringrights of way, building and maintaining the interstate and primary highway systems
Scope of operations highways 9400 highway & ramp miles 600,000 winter maint. hrs/year 4200 bridges 24/7 operations presence 500,000 construction hrs/year 25,000 traffic incidents managed/year 8/8/2017 5
Six Divisions Planning, programming, and modal division This Division is responsible for: long- and short-range transportation system plans public involvement sessions Office of Aviation Office of Rail Transportation Office of Public Transit River Section
Scope of operations air, rail, transit, and water 107 airports (eight commercial) supported by grants, planning, inspections and services 3380 aircraft registered under the aircraft registration program 27.8M annual rides supported by grants and technical assistance to public transit systems serving 99 counties 3,823 miles of rail and 4200 rail crossings supported by grants, inspections, and safety programs 6.8M tons of freight moving to or from Iowa by water and supported by policy activities and access investments 8/8/2017 7
Six Divisions Motor Vehicle The second largest division is responsible for: licensing drivers, including commercial and chauffeur's licenses. regulates height and weight restrictions and handles licensing and titling for all vehicles
Scope of operations drivers and vehicles 2.2M driver s license & ID customers $580M title & registration fees/year 900,000 licenses & IDs issued/year 120,000 oversize/overweight loads permitted & routed/year 4.4M registered vehicles 850,000 commercial motor vehicles weighed or inspected/year 8/8/2017 9
Six Divisions Information Technology Division The IT Division is responsible for: internal support services automation support and facilities and equipment support
Six Divisions Performance and Technology Division This division is responsible for: performance management, asset management, process improvement, strategic planning and communication
Six Divisions Operations and Finance Division This division is responsible for: facilities management (design, building and grounds, remodel, lease management) procurement and distribution activities central motor pool, fueling site, and warehouse and distribution printing and assembly, and mail services Human resource management, financial management, accounting and payroll systems
Operations Budget -Distribution 2% 1% 7% 4% Highway, $245M Motor Vehicle, $38M 6% 74% in Highway 6% & Motor Vehicle 10% 64% Operations & Finance, $23M Information Technology, $25M Planning, Programming & Modal, $9M Performance & Technology, $4M Special Purpose, $25M Capital Projects, $16M 8/8/2017 13
Efficiency and improvement Fewer facilities Since FY2000, 56 fewer locations and four consolidated locations (garages, construction offices, and scales) Less equipment Since FY200, 546 fewer plow trucks, vehicles, and pieces of equipment More e- services Online license renewal, electronic driver & vehicle services portal, license & ID kiosks, automated permitting/routing, 100% e- bidding, contracts and project admin. Better performance Winter operations and traffic management dashboards, just-in-time license plate inventory management Better solutions Expanded use of tow plows (one driver clears two lanes), transition from five to eight year licenses and IDs (37% reduction in renewal volume beginning in CY19) 8/8/2017 14
2016 accomplishments More e- services Implemented on-line voter registration, on-line dealer license renewal, and a web-based ridesharing service (rideshare.org), first state to e-sign all construction projects Smart freight Implemented e-screening system at Dallas and Jasper County scales to bypass safe/legal carriers, initiated seamless permitting and routing pilot across state, county, and local systems Facility consolidation Consolidated four construction, garage and district locations in Britt & Mason City into a single complex Innovation Completed mdl pilot, partnering with HERE of North America, U of I & ISU to develop high definition maps that will support smart vehicle technology Infrastructure Secured a $25.7M US DOT grant for Cedar Rapids logistical park, awarded last three projects needed to complete US 20 by 2018, managing a five-year program investment of $3.5B 8/8/2017 15
A smaller organization 4,250 4,000 3,930 3,851 3,871 3,833 3,859 3,859 3,750-466 FTE -12.1% -1,137 FTE -29.5% TOTAL OPERATIONS FTE 3,500 3,250 3,458 3,442 3,421 3,376 3,375 3,374 3,373 3,393 3,109 3,109-671 FTE -17.4% 3,000 2,750 2,870 2,870 2,870 2,789 2,722 2,722 2,722 2,500 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 FISCAL YEAR 8/8/2017 16
Hiring Process Strategy Retool the department s hiring process with the goals of: Reducing the number of variables in order to increase consistency in hiring Broadening the applicant pool Improving diversity Reducing the time needed to hire 8/8/2017 17
Coordinator 1 Central Highway Division Coordinator 2 Central It, Op Fin, Plan Modal, Performance Coordinator 3 District 1 and District 2 Coordinator 4 District 3 and District 4 Coordinator 5 District 5 and District 6 Coordinator 6 Motor Vehicle
Hiring Process Get approval to fill vacancy P5 is Generated PDQ Review. P5 Approval filters through span of control PDQ Approval Level DAS DOM Review and Approval Post to NEOGOV District gets approval from Division Director for approval to fill vacancy Develop and Attach PDQ Write Hiring Justification Write Posting Verbiage Office Applies Entry Level Approval Review PDQ and Posting Approve P5 at PDQ Review Level Final PDQ and Posting Review DAS reviews and approves PDQ and hiring justification DAS sends hiring justification to DOM for approval DOM sends hiring justification to Division Director Support who applies DAS DOM approval on P5 8/8/2017
Hiring Process Receive Applicant List from NEOGOV HDJ Process with AA Officer Interview Candidates Candidate Selection Offer Position to Selected Candidate Create HDJ in P5 of the position Load candidates spreadsheet into HDJ Determine interview team Schedule interviews Interview scoring matrix 8/8/2017
New Hire Onboarding Process Drug and alcohol testing and Physical Capacity Profile (PCP) exam (if required) New Hire Letter and Onboarding info letter is sent to employee from Staffing Coordinator Begin P1 and enter 1st level approval. Complete New Hire Onboarding Form by selecting the employees name in Service Now Onboarding Tasks completed by New Employee HR Agent completes P1 tasks from completed PDF s in Service Now Form's automatically sent to ERMS Schedule Drug and Alcohol Test Receive Results If Failed Stop Here If Passed Proceed Schedule Physical Capacity Profile exam Receive Results from Workers Comp Personnel If Failed Stop Here If Passed Proceed 8/8/2017 It is crucial that all of the following fields are completed and are accurate Last Name First Name Middle Name if Available Payroll Name Sex Race Social Security # Birth Date Home Address Home City Home State Home Zip Code +4 if available County of Residence Home Telephone (New) Personal Email (New) Cost Center County of Employment Position Number Base Salary Base Step Step Increase Date Shift Designation Monday thru Friday Week Hours Per Week Hourly Pay Email automatically goes to EE giving link, login and password information along with instructions on how to complete documents All hire paperwork will be completed online and will be available to HR Agent within Service Now. Supervisors will receive an email when the I9, Employee Handbook and Medical Emergency forms are completed by the employee so they can complete their portion of these forms. Once all hiring documents including the supervisors sections are complete, the status will show 100% complete in the HR Cases in favorites Create Auto Deposit P1 Create Comp Time Payout P1 if needed Enter the following items into the Hire P1: Tax Marital Status Federal Exemptions Voluntary Federal Withholding State Exemptions Voluntary State Withholding State Code Pretax Benefits Emergency Contacts and Phone Position Type Employee Status Condition of Employment Service (State) Employee Date (DOT) Seniority Date Vacation Anniversary Date Probation Review Date State Disability Date FICA Exemption IPERS Exemption FICA Other Employment IPERS Other Employment When the case is complete and forms have been used in P1 completion, the HR agent will click on the Closed Complete at the Case level. This pushes the PDF documents into a folder for ERMS to file.
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