human resources department metamorphosis: the launching of a new department!

Fairfield-Suisun Unified School District Human Resources Department Metamorphosis: “The Launching of a New Department!”

ACSA Leadership SummitNovember 8, 2013

Marylou Wilson, Ed.D., Assistant Superintendent of Human

Resources◦ marylouw@fsusd.org

Robert A. Martinez, Ed.D., Director of Human Resources

◦ robm@fsusd.org, @DrRobM_FSUSD

WELCOME AND INTRODUCTIONS

Transformational Leadership approach to change

Share our process, challenges and success

Engage, enlighten, and elicit conversation regarding transformational change

PRESENTATION OBJECTIVES

The mission of the Department of Human Resources is “dedicated to the District’s mission of creating a data driven, research based, student centered, learning community through the recruitment, retention and advancement of highly-qualified employees to achieve those goals and objectives defined by Fairfield-Suisun Unified School District in its role as the leader in public education in Solano County”.

HUMAN RESOURCES MISSION

Review of long-standing goals:

◦ Whom do we serve?◦ How do we provide services to those we serve?◦ Is there a need to transform our Human

Resources Department in our district?◦ What is the best course of action to take to realize

the expected improvement?◦ What did the collected data demonstrate?

REFLECTIVE ANALYSIS

Department analysis & reorganization◦Principal and other department

perspectives ◦Examination of workflow, efficiencies,

effectiveness◦Recommendations & feedback◦Reorganization

Staff Building structure

MOVING OUR MISSION FORWARD

Advancement of Technology

ESCAPE/SubFinder conversionExpansion of EdJoin for recruitmentConsider “Evaluat’d” to monitor,

promote effective evaluation for all employees

Electronic storage of documentsIntegration of electronic practices

MOVING OUR MISSION FORWARD

Table Talk: Characteristics of Transformational Change

TRANSFORMATIONAL CHANGE

A shift in the business culture of an organization resulting from a change in the underlying strategy and processes that the organization has used in the past. A transformational change is designed to be organization-wide and is enacted over a period of time.

TRANSFORMATIONAL CHANGE

“You as a manager, must accept full responsibility for the success of failure for your employees.

You are the greatest influence over the success or failure of your employees.”

Ferdinand Fournies, Coaching for Improved Work Performance

LEADERSHIP

DYNAMICS OF TOP TEAMS Shared Goals Shared Values Shared Plans Clear Leadership Continuous Evaluation and Appraisal

RenewRefreshRebuildReenergizeImproved Customer Service

OUR INITIAL BIG GOALS FOR TRANSFORMATION

Building Relationships

Conversation

Collegial Inclusion

PLANNING PROCESS

Transformational Leadership, a discussion:◦ Definitions Provided◦ Inclusive Design Process◦ Communication Was Essential

Free Think, let the ideas flow:◦ No Idea Is A Bad Idea

ENGAGING OUR EMPLOYEES

World Café and Appreciative Inquiry:◦ Begin a conversation

ENGAGING OUR EMPLOYEES

Overall Systems Review:◦ What’s working, needs to be changed, can’t do

without?

Innovative Technologies:◦ How do we make things easier for us all?◦ Will these ideas help or create confusion?

Review the growth, change, and reassess our direction:

ENGAGING OUR EMPLOYEES

Let The Ideas Cook, Provide time to:◦ Reflect◦ Consider◦ Rethink◦ Create◦ Examine◦ Analyze◦ Re-group◦ Adjust◦ Plan◦ Act◦ React◦ Grieve◦ Repeat

“PERCOLATION”

Change was needed! Our processes needed to be redesigned Our physical space needed to be modified We needed to become paperless We needed to improve our customer service We needed to increase our cross-training We needed to increase our efficiency We needed to be creative and flexible We needed a new identity throughout the

District.

THE TEAM’sCOLLECTIVE IDEAS

Silos:◦ Task Specific Jobs◦ Limited Cross-Training◦ Limited Personalization◦ Routine and Mundane Duties

One-Stop Model:◦ Personal Touch◦ Increased Cross-Training◦ Support For Employees From Hire to Retire◦ Variety of Assignments

FROM SILOS TO THE ONE-STOP MODEL

Responsible for, and provide support services in the areas of, recruitment, retention, and advancement of highly qualified employees.

Dedicated Personnel Specialists to assist our employees:◦Hire◦New Employee Induction◦Address Changes◦Change Pay Cycles◦Employment Verifications◦Leaves of Absence◦Timesheets◦Professional Growth◦Salary Credit◦Retirement

PERSONNEL SPECIALISTS

District Branding◦ Customer service is priority one!◦ Expunge the “Black Hole” tag!

Recruiting◦ Targeted and early identification of needed

positions◦ Edjoin-Use it at full capacity

Employee Induction◦ Personal Touch: Marylou or Rob personally meet

with every certificated hire for a final interview

ADVANCING AND IMPLEMENTING OUR MISSION

Ed-Join: ◦ Recruitment, Interviewing

Evaluat’d:◦ Certificated Evaluations◦ Classified Evaluations◦ Administrative Evaluations

Tracking is simplified Accessibility-iPads, desktop, secure servers Analytics

Document Scanning:◦ Clear the clutter

INNOVATIVE TECHNOLOGIES

Sub-Finder Management

Risk Management ◦ Employee Assistance Program◦ Reasonable Accommodation◦ Training◦ Wellness◦ We-Tip Program◦ Workers Compensation

Investigations, Employee Discipline

ADDITIONAL HR SERVICES

http://www.youtube.com/watch?v=LGxMpimf1pg&feature=em-share_video_user

OUR TEAM

OUR TEAM

2013-03-22 12.06.58.mov

Process

NEXT STEPS

“Provide an uncommon experience for your students, your employees, your colleagues, and they will reward you with an uncommon response, effort, engagement and attitude”

Dave Burgess “Teach and Lead Like a Pirate”

PERSEVERANCE

Questions and Discussion

FSUSD Web Site www.fsusd.org◦ Board Policies◦ Contracts◦ Professional Development Request Forms

FSUSD Facebook Page: www.facebook.com/fsusd

FSUSD Human Resources Twitter Account: @FSUSDHR

Additional Resources

Personal Conversations Professional Expectations Oath & Affirmation Child Abuse Laws/Mandatory Reporting Drug/Alcohol-Free Workplace Sexual Harassment Anti-Discrimination Technology Acceptable Use

Induction Process

BP 4119.21, 4219.21, 4319.21

Professional attire, appropriate to position

Appropriate interactions with students

Technology

Professional Expectations

BP 4112.3, 4212.3, 4312.3

Public employees are disaster workers Subject to disaster service activities as

assigned by supervisor Administer Oath Acknowledgement form signed/returned

Oath & Affirmation

Penal Code Section 11166

Mandatory Reporter

Provide/review mandated reporter booklet◦ What to look for

What happens when you don’t report

How to report & to whom

Acknowledgement form signed/returned

Child Abuse Laws/Mandatory Reporting

BP 4020

Zero Tolerance

Applies anywhere on premises at all times, even in your car

Read Board Policy

Acknowledgement form signed/returned

Drug/Alcohol Free Workplace

BP 4119.11, 4219.11, 4319.11

Video

District policy and brochure

Complaint Procedure

Acknowledgement form signed/returned

Sexual Harassment

BP 4030, AR 4032

District policy

Reasonable accommodation

Complaint Procedure

Anti-discrimination

BP 4040

Review Board Policy

Review process for getting e-mail

Acknowledgement form signed/returned

Technology Acceptable Use

Employee Benefits

Reporting Absences

Workers’ Compensation

Pre-Designation of Personal Physician

HR PROCEDURES

Contact Benefits Technician at 399-5095 for: Medical Dental Vision Life Insurance Section 125 Retirement information

Employee Benefits

Sub-Finder

Leave requests

Medical verification of injury/illness

Reporting Absences

Reporting workplace injuries:◦ Company Nurse: 877-778-2567◦ Provide Company Nurse Card

Incident only vs. Medical care

Medical provider network◦ Occupational Health/NorthBay◦ Kaiser Occupational Health: Vacaville or Vallejo

Workers’ Compensation

Complete form if you want your doctor to treat work-related injuries

Form must be complete and on file in HR prior to injury to be valid

Doctor must be DO or MD; no chiropractor or acupuncturist

Acknowledgement form signed/returned

Pre-Designation of Doctor

Injury & Illness Prevention Program Bloodborne Pathogens Ergonomics Fire Safety Emergency Procedures/Preparedness Indoor Air Quality

SAFETY PROGRAM

What is it?

Where is it?

Key components of the program

How to report a safety hazard

Safe work practices

Acknowledgement form signed/returned

Injury & Illness Prevention Program

Video

Exposure Control Plan

Hepatitis B Vaccination

Declination Form

Bloodborne Pathogens

General Office Ergonomics◦ Distribute educational materials◦ Tips for adjusting workstation

How to request a workstation evaluation

Ergonomics

Key practices

Electrical

Exits

Protective devices

Fire Prevention & Safety

Site-specific plans

Drills

Roles/Responsibilities

Emergency Procedures/Preparedness

IAQ – Tools for Schools

Authorized cleaning agents only

Impact of air fresheners

Reporting air quality concerns

Indoor Air Quality

Recycling

Energy Conservation

Other District Programs

APA: Ancillary Professionals Association◦ President: Bill Pasichow

CSEA: California School Employee Association - Clerical◦ President: Sandi Fallon, Vice President: Anastacia Duncan-Hall

CSEA: California School Employee Association - Support◦ President: Sandi Fallon, Vice President: Michael O’Brien

F-SUTA: Fairfield-Suisun Unified Teachers Association◦ President: Laurel Salerno-White

MOS: Mutual Organization of Supervisors◦ President: Troy Smith

Employee Representative Groups

Our Mission is to Provide a Quality Educational System that Assures Opportunities for Every Student to Learn and Meet the Challenges of the Future.

FSUSD District Mission

We Believe:

All students are capable of achieving excellence through hard work and persistence.

All students must be challenged to meet the highest educations and behavioral standards.

All students have inherent value and deserve to be members of classrooms and schools that affirm their worth.

All students have the right to be served by competent and caring adults who are provided the resources and the professional development to meet clear performance criteria.

FSUSDBelief Statements

We Believe:

All students benefit from positive communication and healthy relationships among members of the school community

All students are inspired by a positive image of our school system. All students deserve the close involvement of parent/guardians in

their education. All students are to be regularly assessed for continuous learning

and are due educational programs that are evaluated for their effectiveness.

FSUSD Belief Statements