state of nevada department of administration division of human

FY16-17 BUDGET PRESENTATION

State of Nevada Department of Administration

Division of Human Resource Management

Brian Sandoval, Governor James R. Wells, Interim Department Director Lee-Ann Easton, Division Administrator

Agency Overview

Mission

Vision

Statutory Authority

Mission To provide exceptional Human Resource services

with integrity, respect and accountability.

Vision To be recognized as a leader and partner in the

management of Human Resources.

Statutory Authority Nevada State Constitution, Article 15, Section 15,

and the Nevada Revised Statutes, Chapter 284. Appointment to Merit Award Board is authorized in NRS 285.

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MERIT AWARD BOARD

EMPLOYEE-MANAGEMENT COMMITTEE

COMMITTEE ON CATASTROPHIC LEAVE

PERSONNEL COMMISSION

Admin Assistant IVPCN: 0002

Business Process AnalystPCN: 0094

Human Resource ManagementAdministrator

PCN: 0001

Department of AdministrationDeputy DirectorPCN: (080) 0007

Agency Human Resource Services Personnel Officer III

PCN: 0171

Compensation, Classfication & Recruitment

Deputy AdministratorPCN: 0037

Employee Development Manager(LV)PCN: 0097

Central Payroll & Employee RecordsManagement Analyst IV

PCN: 0021

Equal Employment OpportunityAdministratorPCN: 0040

Admin. Asst. III (LV)PCN: 0086

EEO OfficerPCN: 0085

Supry Personnel AnalystPCN: 0016

Compliance Investigator II PCN: 0230

Central RecordsProgram Officer II

PCN: 0027

PayrollAccountant III

PCN: 0102

PayrollMgmt Analyst III

PCN: 0057

Personnel Tech IIIPCN: 0006

Personnel Tech IIPCN: 0071


Personnel Tech IPCN: 0038

Acct. Asst. IIIPCN: 0033

Acct Asst IIIPCN: 0072

Acct Asst IIIPCN: 0058

Acct Asst IIPCN: 0190

Acct Tech IPCN: 0080

Acct Tech IIPCN: 0059

Training Officer IIPCN: 0018

Training Officer IIPCN: 0098

Training Officer II(LV) PCN: 0034

Training Officer II (LV) PCN: 0240

Admin Asst III (LV) PCN: 0074

Admin Asst I (LV)PCN: 0051

NVCPMContract Trainers

Admin Asst IIIPCN: 0065

Supry Personnel AnalystPCN: 0063

Personnel Analyst IIIPCN: 0004



Admin Asst IIPCN: 0012


Compliance Investigator II (LV) PCN: 0270

Compliance Investigator II (LV) PCN: 0045

ClassificationSupry Personnel Analyst

PCN: 0044



Personnel Analyst IIPCN: 0026


Personnel Analyst III (LV) PCN: 0075

Admin Asst I (LV)PCN: 0007

CompensationPersonnel Analyst III

PCN: 0067

Exam DevelopmentPersonnel Analyst III

PCN: 0093

Admin Asst IIIPCN: 0068

Personnel Officer II PCN: 0533

RecruitmentSupry Personnel Analyst

PCN: 0010

Personnel Analsyt IIIPCN: 0050







Personnel Analyst III (LV) PCN: 0083

Personnel Tech III(LV) PCN: 0043


Personnel Analyst IPCN: 0079




Personnel Officer I(LV) PCN: 1014

Personnel Analyst I LV)PCN: 0170

Personnel Tech III (LV) PCN: 0023

Personnel Tech II (LV) PCN: 0090

Employee & Management ServiceDeputy Administrator

PCN: 0009


Department of AdministrationDirector

PCN: (080) 0001

Budget Account: 1363

Primary Activities

Hire and Retain a Qualified Workforce Compensation, Classification and Recruitment

o Compensation o Exam Development o Classification o Recruitment

Employee Development o State Training Program o Mid-Level Manager’s Academy o Certified Public Manager Program

Statewide Employee Relations and Management Services Employee & Management Services

o Leave and Attendance o Performance Management, Employee Grievance and Hearing Coordination o Alcohol and Drug Testing Program and Employee Assistance Program

Equal Employment Opportunity o Sexual Harassment/Discrimination Training and Investigations o Mediation Program o Organizational Climate Studies

Central Payroll and Employee Records o Payroll for Executive Branch and Judicial Branch o Employee Records for Executive Branch and Judicial Branch

Agency Human Resource Services o Comprehensive Personnel Services for 41 State Agencies

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DHRM Highlights Agency Budget Request

The Division requests continued funding for 72 positions and associated operating costs as well as the following items:

Significant Enhancement Requests

o E228 - New Personnel Analyst 3 Position for Agency HR Services

o E229 - New Personnel Analyst 3 Position for Veteran's Coordinator

o E230 - New Personnel Analyst 3 Position for Climate Studies

o E550 - Technology Investment Request to complete NEATS Phase 3 including on-line employee service jackets, on-line reports and projections for payroll

Other Enhancement Requests

o E227 - Fund additional Equal Employment Opportunity Commission

training for 1 FTE in FY16 and 3 FTE in FY17

o E231 - Mediation training for 6 employees for the Mediation Program and Resolution Conference Program

o E710 - Replacement of 17 computers and 9 printers in FY16 and 31 computers and 10 printers in FY17 – Per EITS replacement schedule

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E228 – Personnel Analyst 3 Agency Human Resource Services

About Agency HR Services Agency HR Services (AHRS) was established in the 2011 Session in conjunction with the merger of Dept. of Administration, Dept. of Personnel, Dept. of Information Technology and the State Public Works Board which all became divisions within Administration

Why was centralized Agency HR Services created?

o To provide consistent and standardized personnel practices statewide

o To provide agencies/employees with comprehensive personnel services

Why is this position being requested?

o To continue to provide quality customer service and expand on-site staff time

o AHRS has the highest HR staff to employee ratio of all comparable HR offices

• Staff/employee ratio - 224:1 (with new position 205:1)

• Next highest comparable agency HR ratio is 185:1

• 11 FTE total staff - 7 in Carson City, 4 in Las Vegas

o Supports 2,173 employees and 301 board members within 15 depts., total of 41 agencies

o Additional workload factor: Diversity in depts./job classifications - 434 (next highest 234)

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E228 – Personnel Analyst 3 Agency Human Resource Services

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The proposed new Personnel Analyst 3 position will provide highly complex and professional HR services, consultation and assistance to management and employees. This position will be responsible to: o Lead the analyst unit at the advanced journey level in technical HR work activities

o Research and develop HR best practice models and implement in the agencies served o Provide support and expertise to agencies served with complex employee relations issues

o Develop recruitment strategies and processes with agency management for difficult to fill positions in

the classified and unclassified service

E229 – Personnel Analyst 3 Veteran’s Recruitment Coordinator

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As part of the Governor’s “Year of the Veteran,” the Interagency Council on Veteran’s Affairs recommended creating a permanent position in the Division of Human Resource Management to assist our veterans in obtaining gainful employment.

This position will be responsible to: o Develop and implement a new State Veteran’s Recruitment Program

o Work with state agencies to identify possible job opportunities

o Conduct community outreach activities

o Work with veteran’s to identify skills, education, and training gained in the military that are transferable and comparable to those required in State service.

o Assist veterans with applying for state jobs and interview skills and techniques

o Work with agencies and veterans on employee development plans – help measure success

o Measure program success – develop criteria and indicators to evaluate the success of the program

E230 – Personnel Analyst 3 Climate Studies

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What is a Climate Study? Organizational climate studies are an independent study conducted at the request of an agency director by the Division of Human Resource Management to assess and evaluate the culture, effectiveness of management, employee morale and internal communications of an organization. Why are Climate Studies Important? o To assist agency leadership in creating and maintaining an effective, positive work environment

o To gain employees perceptions and perspectives of the workplace

o To provide a voice to employees to be part of an effective solution of fostering a positive work environment which aids in higher productivity

o To increase communication

o To resolve employee conflicts

o To evaluate and determine training needs of an organization


How long does a climate study take? o Depending on the agency size, 2-3 months, survey, feedback sessions

o Evaluate, summarize and present results

o Assist with development of Corrective Action Plan

o Assist with Plan implementation

o 18-24 month resurvey employees to evaluate progress

o Meet with agency leadership to go over progress and reassess plan after 18-24 months

How many studies have been conducted and what is the status? o 8 agencies have had climate studies conducted, with over 1200 employees participating

o 2 fully completed the process, twice

o 2 completed the process and are independently working on their own corrective action and implementation plans

o 2 completed the study and are implementing plan and will be resurveyed in the fall of 2015

o 1 completed the process and is implementing their plan and will be resurveyed in the spring 2016

o 1 study is on hold due to leadership changes

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What will this position do and why is it needed? o Act as project lead in coordinating the efforts of the climate study process

o Work with agency leadership throughout the process

o Work with employees to coordinate the survey and feedback sessions

o Conduct one-on-one meetings as requested with employees

o Evaluate surveys, develop the Executive Summary and present results

o Assist agencies in developing corrective action plans

o Work with agencies to ensure continuous effort of plan implementation

o Conduct follow-up survey to measure results

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E550 – Technology Investment Request - NEATS

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What is NEATS? NEATS is the Nevada Employee Action and Timekeeping System What are the 3 Phases of NEATS?

Phase Module Date Deployed

NEATS Phase I Training Feb-04

Timesheets Aug-05

NEATS Phase II

On-line Job Applications Sept-06

Leave/Overtime Approval May-07

Incident Tracking Jan-08

Application Processing Aug-11

Application Testing Aug-11

Location Scheduling Aug-11

NEATS Phase III

On-line ESMT’s Ongoing

Work Performance Standards Ongoing

Performance Evaluations Ongoing

Essential Functions Ongoing

Security Administration Ongoing

E550 – Technology Investment Request - NEATS

What are the Benefits of These New Modules? o On-line Employee Service Jackets

• Allows agencies and employees to view employee service jackets on-line

• Eliminates the need for agencies to keep duplicate personnel files in-house

• Extends the life of NEATS, improve NEATS functions, and move more HR functions from ADVANTAGE HR to NEATS.

o Electronic Payroll Report and Projections Module

• On-line access to payroll records for agency reconciliation process

Immediate access to reports after payroll runs

Eliminate the mailing of 140 CD’s to 70 agencies bi-weekly

• Agencies will have the ability to accurately project payroll

Terminal leave payouts

Vacancy savings estimation

• Increased security with assigned roles in a protected environment

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Budget Request Summary - 1363 FY16 FY17 Total

Enhancements E228 New Personnel Analyst 3 position for Agency Human Resource

Services 60,431 81,228 141,659

E229 New Personnel Analyst 3 position for veteran's recruitment position

62,565 81,213 143,778

E230 New Personnel Analyst 3 position for Climate Studies 60,588 79,150 139,738

E550 TIR request for next NEATS development phase including on-line employee service jackets, on-line reports and projections for payroll

197,774 202,781

400,555

E227 Fund additional Equal Employment Opportunity Commission training for 1 FTE in FY16 and 3 FTE in FY17

2,656 3,089 5,745

E231 Mediation training for Mediation Program and Resolution Conference Program

11,883 11,883

E710 Replacement of 17 computers and 15 printers in FY16 and 31 computers and 15 printers in FY17 – Per EITS schedule

26,226 44,538 70,764

Subtotal Enhancements 410,240 503,882 914,122

Base and Adjustments 9,424,578 9,462,544 18,887,122 Total Budget Request

9,834,818 9,966,426 19,801,244

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Expenses by Activity - 1363

FTE

Activity FY16 FY17 Total FY16 FY17 Total

Hire and Retain a Qualified Workforce $4,178,788 $4,167,681 $8,346,469 31.45 31.45 31.45

Statewide Employee Relations and Management Services $1,985,233 $1,977,139 $3,962,373 15.22 15.22 15.22

Central Payroll and Employee Records $1,978,060 $1,964,564 $3,942,624 15.63 15.63 15.63 Agency Human Resource Services $840,623 $853,175 $3,873,896 12.70 12.70 12.70

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41%

20%

20%

[PERCENTAGE]

Hire and Retain a Qualified Workforce

Statewide Employee Relations and Management Services

Central Payroll and Employee Records

Agency Human Resource Services

Performance Indicators

Primary Activity Hire and Retain a Qualified Workforce This activity meets the current and future human resource staffing requirements of State agencies including developing and managing recruitment strategies, succession planning, classification and compensation activities, and employee training and development activities.

Performance Indicator Number of Days to Fill Request for Recruitment Number of days from the time the Division receives a request for a list of eligible applicants from an agency to the date the agency receives the list. *Total number of days to produce recruitment lists 32,318 divided by total number of initial lists 1,619.

Caseload

**Updated projections based upon current trends.

Indicator FY14 Projected/ Actual*

FY15 Projected FY16 Projected FY17 Projected

Average Number of Days to Produce List 25 days/19.96 days 25 days

22 days** 25 days

22 days** 25 days

22 days**

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Indicator FY14 Projected/ Actual

FY15 Projected FY16 Projected FY17 Projected

Job Recruitments Conducted 2480/2444 2560 2640

2625** 2720

2625**

Applications Evaluated for State Positions 124,000/89,483 128,000

102,300** 130,000

105,000** 134,000

105,000**


Primary Activity Hire and Retain a Qualified Workforce Cont.

Performance Indicator

Value of Hours Saved from Online Training versus Classroom The cost savings of employees taking mandatory supervisory classes online (at their desktop) vs. in a classroom setting.

*The difference of:

* Number of hours to complete classroom version of the classes 9242.5 x average salary of classified employees $22.24 for first six months plus the number of hours to complete classroom version of the classes 8360 x average salary of classified employees $22.36 for second six months. Minus the number of hour to complete online version of the classes 771 x average salary of classified employees $22.24 for first six months plus the number of hours to complete online version of the classes 695 x average salary of classified employees $22.36 for second six months.


Indicator FY14

Projected/ Actual*

FY15 Projected

FY16 Projected

FY17 Projected

Savings of Online Training $244,329/$359,796 $244,329

$262,416** $302,088

$262,416** $302,088

$262,416**

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Performance Indicators Primary Activity

Statewide Employee Relations and Management Services Provide consultation and assistance to employees and agency personnel staff regarding performance management, attendance and leave, EEO, the employee assistance program, and testing for alcohol and drugs. Provide staff support to the Employee-Management Committee, Committee on Catastrophic Leave, and personnel hearings.

Performance Indicator Percent of Mediations that are Successful The percent of mediations performed through the Mediation Unit with an agreed/resolved outcome.

*Number of successful mediations 38 divided by the total number of mediations 40.

Percent of Resolution Conferences Successful The percent of employee relations issues that are resolved through the agency, employee and a neutral facilitator working together to resolve a grievance.

* Number of successful resolution conferences 14 divided by the total number of resolution conferences 32. FY15 19 conducted 68% successful.


Indicator FY14 Projected/Actual* FY15 Projected FY16 Projected FY17 Projected

Percentage of Successful Outcomes 94.44%/95% 95% 95% 95%

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Indicator FY13 Actual/FY14* Actual FY15 Projected FY16 Projected FY17 Projected

Percentage of Successful Outcomes 58.33%/43.75% 40%

50%** 40%

50%** 40% 50%


Primary Activity Statewide Employee Relations and Management Services Cont.


Days to Close Sexual Harassment/Discrimination Complaints The average number of days from when a complaint of sexual harassment or discrimination is received to the date that the case is closed. (Waiting time beyond the control of the investigator is not included if it exceeds 1 week.) * The total number of investigation days for closed complaints 1,322 divided by the number of complaints 98.

Caseload **Updated projections based upon current trends.


Average Number of Days 36 days/13.50 days 36 days

18 days** 36 days

18 days** 36 days

18 days**

Indicator FY14 Projected/Actual FY15 Projected FY16 Projected FY17 Projected

Number of Complaints

Investigated 70/98 74

95** 100 105

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Primary Activity Central Payroll and Employee Records The purpose of this activity is to serve as the central repository of employee information and to pay employees accurately and on time.


Percentage of Paychecks Issued Without an Overpayment This measure represents the percentage of employees that were issued paychecks without an overpayment. (Overpayments are recovered.) * Number of paychecks issued without overpayment 455,132 divided by paychecks processed 455,897.

Caseload


Percent of Paychecks w/out Overpayment 99.67%/99.83% 99.67% 99.67% 99.67%

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Paychecks Issued 455,000/455,897 455,000 455,000 455,000

Paychecks Issued Without Overpayment 455,132 453,500 453,500 453,500


Primary Activity Central Payroll and Employee Records Cont.

Performance Indicator Employee Status Maintenance Transaction Documents Timely and without Errors This measurement represents the percentage of Employee Status Maintenance Transaction (ESMT) documents that are submitted timely and without errors.

* Number of documents without errors 18,929 divided by the number of documents processed 25,191.

Caseload * All 6,262 documents that were submitted with errors were corrected. **Updated projections based upon current trends.

Indicator FY13 Projected/ FY14 Actual* FY15 Projected FY16 Projected FY17 Projected

Percent of Documents Without Errors 70.10%/75.14% 72.97%

80.14%** 72.97%

90.14%** 72.97%

95.14%**


# of ESMT’s Audited in a Year 20,000/25,191 22,200

31,191** 22,200

37,191** 22,200

43,191**

# of ESMT’s Without Errors 18 ,929 16,200

24,997** 16,200

33,525** 16,200

41,093**

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Primary Activity Agency Human Resource Services Provide primary human resource services for 41 State agencies.

Performance Indicator Percent of Customers with Satisfactory Responses The percentage of customer satisfaction survey responses that are “3” or better on a 5-point scale. (A “3” represents a neutral score and “4” and “5” scores represent increased levels of customer satisfaction.)

* Responses with “3” or better 315 divided by number of survey questions 321

Caseload **Updated projections based upon current trends.

Indicator CY13 Projected/ Actual* CY14 Actual CY15 Projected CY16 Projected CY17 Projected

Percent Satisfied 56%/98.13% 98.5% 62% 90%** 90% 90%

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Average Number of Employees Served Per

Month 2,100/2458 2100

2474** 2458

2474** 2458

2474**

Proposed Bill Draft Requests

Title: State Personnel System Policy Changes S.B. 62 - NRS Chapter 284

Allows the Personnel Commission to adopt regulations regarding:

o The rights of a promotional employee that fails to attain permanent status in the position the employee had been promoted to.

o For the non-competitive appointment of a current employee with a disability to a position at or below his/her grade level.

o The method for providing notification to State employees of certain personnel actions.

o Regarding medical marijuana.

And would allow:

o An employee to be tested for drugs and/or alcohol following a work-related accident or injury.

o The Division and its delegated agencies to receive the results of applicants’ positive screening tests for controlled substances.

Status

Heard by Senate Legislative Operations and Elections February 25, 2015 – Amend, and do pass as amended

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Proposed Bill Draft Requests cont.

Title: State Personnel System Housekeeping A.B. 61 - NRS Chapter 284 This BDR amends three statutes removing references to biennial reports made to the Governor.

Status Heard by Assembly Government Affairs February 13, 2015 – Amend, and do pass as amended.

Title: DHRM Cost Allocation BDR# 15A0701152 NRS Chapter 284 This change will remove the requirement to use gross salaries as an allocation base for allocating Division of Human Resource Management costs to State agencies. This change will add flexibility to how the Division charges State agencies for its services. As a result, the Division will be able to allocate its costs to State agencies in a more equitable manner.

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FY16-17 BUDGET PRESENTATION

State of Nevada Department of Administration

Division of Human Resource Management

Brian Sandoval, Governor James R. Wells, Interim Department Director Lee-Ann Easton, Division Administrator