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Program B: Human Resource Management

Program Authorization: La. Constitution, Article X

PROGRAM DESCRIPTION

The mission and goals of the Human Resource Management Program are reflected in the mission and goals of its component activities. The Human Resource Management program includes the following activities: Personnel Management, Classification and Pay, and Examining.

Personnel Management: The mission of the Personnel Management activity is to promote effective personnel management practices throughout state government, to check and enforce compliance with civil service rules, and to provide assistance with federal and state laws, as appropriate or designated. The goals of the Personnel Management activity are to increase its commitment to and the availability of training and to promote effectiveness and accountability in state agencies and their employees. The Personnel Management activity reviews, develops, and implements Civil Service rules; performs investigations; reviews agency contracts; reviews agency layoffs; maintains the state personnel manual, performs statewide education and training of personnel staff members and supervisory personnel; monitors and provides guidance regarding relevant federal regulations; reviews and accepts or denies performance appraisal programs, staff special requests to the director of Civil Service and the Civil Service Commission; audits agency human resource programs; and issues general circulars and transmittals.

Classification and Pay: The mission of the Classification and Pay activity is to enable state agencies to recruit and retain the competent workforce required to meet their administrative and program goals and objectives by developing, implementing, and administering flexible job evaluation and pay policies and practices that encourage wise management of the state's financial and human resources. The goal of the Classification and Pay activity is to improve the classification and compensations systems. The Classification and Pay activity establishes job evaluation and pay policies; performs position audits; writes job specifications, job studies, and class reviews; establishes new jobs and positions; performs compensation studies and recommends pay adjustments; and allocates and reallocates positions.

Examining: The mission of the Examining activity is to enable agencies to meet their staffing needs in a timely fashion by hiring and promoting the best qualified applicants. The goal of the Examining activity is to improve the hiring process. The Examining activity recruits, tests, and certifies applicants for state employment.

OBJECTIVES AND PERFORMANCE INDICATORS

1. In FY 1998-99, the Human Resource Program, through the Personnel Management activity, will develop a quality assurance program to monitor the new performance planning and review system that was implemented on July 1, 1997.

1 The department will conduct no less than 12 visits to agencies to determine that the system is being used and that it is being used well. Where problems are identified, the department will work with the agency to provide technical assistance to correct these

2 The department will conduct no less than 18 classes for supervisors to provide basic training for new supervisors as well as updates and refreshers for those previously trained.

3 The manner in which the system is impacting employees and supervisors will be monitored through a survey.

4 This is a new performance indicator, effective FY 1998-99. See also the performance indicators under Objective 2.

Explanatory note: A major accomplishment of the Department of State Civil Service was the implementation on July 1, 1997 of the new Performance Planning and Review System for all classified state employees. This system must be carefully monitored if it is to continue to succeed in improving communication between managers and employees.

Quality Indicator: The department received a "Recognition of Achievement" award from the Louisiana Chapter of the International Personnel Management Association for the use of student interns on the Performance Planning and Review Project.

2. In FY 1998-99, the Human Resource Program, through the Personnel Management activity, will increase the capabilities of agency supervisors and human resource managers by offering three separate training courses at various instructional sites, with each course achieving at least a 95% student satisfaction rating.

1 This information was collected beginning in September 1996.

2 Act 18 of 1997 includes an indicator projecting the total number of students instructed In all training courses at 816 in FY 1997-98. In fact, it appears that the total number of students trained will be approximately 2,435.

3 The months of May and June were devoted to "Performance Planning and Review" training.

4 The months of July and August were spent developing "Key Elements of Civil Service Disciplinary Actions".

5 This course was not developed and offered until FY 1997-98.

6 During April 1997, the department conducted 10 Performance Planning and Review "train-the-trainer" classes. The department was able to teach and provide training materials to 330 people from various state agencies. These people carried the training to their own agencies. For those agencies not able to do their own training, the department enlisted volunteers from other agencies to train. This is why the department was able to train the 13,000 supervisors within such a limited time.

Explanatory Note: Continuing training must be done for new supervisors. This is done by the department through the Certified Public Training Program (CPTP)

3. In FY 1998-99, the Human Resource Management Program, through the Personnel Management activity, will identify and implement changes that will simplify and improve current layoff procedures by securing agreement from 20 major agencies on revision of the layoff rules to allow more management input in the layoff, incorporate merit and efficiency into the process, and streamline the process and by proposing revised rules to the Civil Service Commission.

Explanatory Note: In FY 1996-97, the Department of State Civil Service reviewed 20 agency layoff plans. The number of layoff plans reviewed by the department is an output indicator that is dependent upon the number of layoff plans that are submitted by agencies to the department.

4. In FY 1998-99, the Human Resource Management Program, through the Personnel Management activity, will complete a pilot program allowing the use of private temporary staffing services in state government.

1 Pilot will involve approximately 300 temporary workers.

2 New indicator for which some performance values are not available.

5. In FY 1998-99, the Human Resource Management Program, through the Personnel Management activity, will conduct a compliance audit program that will review 6,000 payroll records and inspect 900 personnel folder records per year for discrepancies.

6. In FY 1998-99, the Human Resource Management Program, through the Personnel Management activity, will develop and provide state agencies with information on benchmarking and best practices for human resource offices so that the agencies will be able to evaluate the performance of their human resource offices and ultimately have the necessary information to improve the performance of those offices.

1 New indicator

2 Project is being implemented in FY 1998-99

7. The Human Resource Management Program, through the Classification and Pay activity, will increase delegation of classification authority to agencies by completing initial training of agency human resource personnel and increasing the number of delegated titles to 1,500 or more by 1999.

1 Figure is for FY 1997-98, year to date. Quarterly statistics may vary.

2 Initial training will be completed during FY 1997-98. Training during FY 1998-99 will be for employees who are new or have transferred into an agency with delegated classification authority.

3 Number of delegated titles will increase effective March 1998. The department is in the process of assessing program effectiveness in conjunction with participating agencies and will recommend additional titles to be delegated beginning next calendar year.

8. In FY 1998-99, the Human Resource Management Program, through the Classification and Pay activity, will develop policies and/or rules that allow agencies to reward individuals or groups of employees based upon performance or significant achievement.

1 In 1997, the Civil Service Commission adopted new rules and regulations to encourage agencies to reward employees. The new rules give agencies flexibility to develop internal policies to recognize employees or employee teams for significant achievement or performance. This recognition would allow for a one-time annual supplement that would not be included in the employee's base salary. The new rule takes effect July 1, 1998. The department will be training agencies in how to use the new rule.

9. In FY 1998-99, the Human Resource Management Program, through Classification and Pay activity, will regularly review market pay levels in the private sector and comparable governmental entities in order to make recommendations to the Civil Service Commission and the governor concerning pay levels to make sure that state service is competitive.

Explanatory Note: In FY 1997-98 the department recommended salary grade changes for job sin the labor/trades and protective services areas, based on trends in recruiting, retention, and survey market data.

Explanatory Note: A major accomplishment of FY 1997-98 was the implementation of a 4% increase to pay range minimums and a 10% increase to pay range maximums. This enabled state employees who were at the maximums of their pay ranges to get their first merit increases in many years.

10. In FY 1998-99, the Human Resource Management Program, through the Classification and Pay activity, will make or review allocations of positions with an average processing time of 32 days.

1 The number of position allocation requests are contingent upon the number of requests actually received. This is a factor largely outside the control of the department.

11. The Human Resource Management Program, through the Classification and Pay activity, will improve average job study processing time to 160 days by 1999.

1 The number of job studies completed is contingent upon the number of requests for job studies actually received.

12. In FY 1998-99, the Human Resource Management Program, through the Examining activity, will improve service to applicant clients through expanded recruiting and improved access to state employment.

1 When the department increases the ratio of records created per test administration, the number of job opportunities for applicants increases with less investment of their time and effort.

Quality Indictor: The department asked test candidates to complete a questionnaire to determine whether walk-in testing was a positive customer service item. The following charts reflect the results of the questionnaire.

RESULTS OF CUSTOMER QUESTIONNAIRE ON WALK-IN TESTING

Prefer walk-in testing

76%

 

Recommend walk-in testing

98%

Prefer scheduled testing

5%

Discontinue walk-in testing

2%

No preference

19%

 

The following table provides statistics relating to the examining function that were reported by the Department of State Civil Service in prior years. These measures are being phased out as new, more outcome-oriented indicators are identified and reported with program objectives.

CIVIL SERVICE EXAMINING

 

ACTUAL

FY 1993-94

ACTUAL

FY 1994-95

ACTUAL

FY 1995-96

ACTUAL

FY 1996-97

ESTIMATED

FY 1997-98

Number of applicants

86,695

89,038

72,094

62,448

55,000

Number of tests given

33,157

35,655

29,566

29,512

25,000

13. In FY 1998-99, The Human Resource Management Program will respond to agency needs by issuing certificates within an average of 16 days and issuing at least 90% of hiring authorities within three weeks.

1 New indicator for which some data are not available.

The following table provides statistics relating to the examining function that were reported by the Department of State Civil Service in prior years. These measures are being phased out as new, more outcome-oriented indicators are identified and reported with program objectives.

CIVIL SERVICE EXAMINING

 

ACTUAL

FY 1993-94

ACTUAL

FY 1994-95

ACTUAL

FY 1995-96

ACTUAL

FY 1996-97

ESTIMATED

FY 1997-98

Number of certificates issued

5,532

6,242

5,009

5,073

4,500

Average number of days to issue certificates

14

14

16

16

16

14. By the end of FY 1998-99, the Human Resource Management Program, through the Examining activity, will strengthen validity evidence for exams by completing at least two more criterion-related validity studies.

1 Criterion studies demonstrate a statistical relationship between the test and job performance. These studies are necessary due to changes in professional standards and test consolidation and are in addition to other studies. Funding was provided for two studies in FY 1997-98 and these are underway. Two additional studies are planned for FY 1998-99.

2 New indicator for which some data are not available,

3 The total number of written exams remains at 12. The percentage of criterion-related validity studies (in relationship to the number of written exams) increases each year that the department can do more studies.

SOURCE OF FUNDING

In accordance with R.S. 42:1383 this program is funded with interagency transfers from all state budget units with classified employees and self-generated revenue from non-budgeted and ancillary state agencies with classified employees. This funding approach maximizes the utilization of non-general fund support for the program.

ANALYSIS OF RECOMMENDATION

GENERAL FUND

TOTAL

T.O.

 

DESCRIPTION

 

 

 

 

 

$0

$2,695,096

61

 

ACT 18 FISCAL YEAR 1997-1998

 

 

 

 

 

 

 

 

 

BA-7 TRANSACTIONS:

$0

$0

0

 

None

 

 

 

 

 

$0

$2,695,096

61

 

EXISTING OPERATING BUDGET - December 10, 1997

 

 

 

 

 

$0

$44,491

0

 

Equipment/Major Repairs Adjustment(s)

$0

$23,098

0

 

Annualization of 1997-'98 Merit Pay Adjustment(s)

$0

$51,783

 

 

1998-'99 Merit Pay Adjustment(s)

$0

($47,549)

0

 

Attrition Adjustment(s)

$0

$15,993

0

 

Adjustment(s) for Civil Service, Training and Other Statewide Interagency Transfer Activities

$0

($44,491)

0

 

Reductions in various Expenditure Categories; Including Reductions to fully fund salaries

$0

($4,000)

 

 

Retirement Rate Adjustment(s)

$0

$468,917

15

 

Transferred the Records Management Section to the Administrative Program

 

 

 

 

 

$0

$3,203,338

76

 

TOTAL RECOMMENDED

 

 

 

 

 

$0

$508,242

15

 

DIFFERENCE (TOTAL RECOMMENDED AND EXISTING OPERATING BUDGET)

The total means of financing for this program is recommended at 118.8% of the existing operating budget. It represents 112.3% of the total request ($2,850,927) for this program. The increase is primarily due to the transfer of the Records Management Section from the Administrative Program and increased funding for acquisitions.

PROFESSIONAL SERVICES

$80,000

 

Test validation consultant

 

 

 

$80,000

 

TOTAL PROFESSIONAL SERVICES

OTHER CHARGES

This program does not have funding for Other Charges for Fiscal Year 1998-1999.

ACQUISITIONS AND MAJOR REPAIRS

This program does not have funding for Acquisitions and Major Repairs for Fiscal Year 1998-1999.


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