HR Management Report Data Lab

Session 2: HR Management Report Data Lab

Sherri Hruby, Marilyn Hansen and Denise Flatt, Planning and Performance Division

Department of Personnel

HR Management Performance & Accountability

Develop Workforce

Reinforce Performance

Deploy Workforce

Plan & Align Workforce

Hire Workforce

Ultimate Outcomes

Updated 8/14/2009

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Contents

I.I. Welcome / Introductions 3Welcome / Introductions 3II.II. Overview 4Overview 4

a)a) Course Objectives 5Course Objectives 5b)b) Where Can I Find Information Relevant to the HR Management Reports? 6Where Can I Find Information Relevant to the HR Management Reports? 6

III.III. Updating HR Management Reports 7Updating HR Management Reports 7a)a) Where does the data come from? 8Where does the data come from? 8b) Updating Sections from HRMS Business Intelligence via HRMS Portal 11c)c) Updating Agency Tracked data 12Updating Agency Tracked data 12

1.1. Performance Expectations and Competencies 13Performance Expectations and Competencies 132.2. Non-disciplinary Grievances 14Non-disciplinary Grievances 143.3. Disciplinary Actions 15Disciplinary Actions 154.4. Disciplinary Grievances 16Disciplinary Grievances 16

d)d) Updating Data from Performance & Accountability Website 17Updating Data from Performance & Accountability Website 171.1. Non-disciplinary appeals 18Non-disciplinary appeals 182.2. Disciplinary appeals 19Disciplinary appeals 19

e)e) Updating E-Recruiting data 20Updating E-Recruiting data 201.1. Time-to-Hire funded vacancies 20Time-to-Hire funded vacancies 202.2. Candidate quality 20Candidate quality 20

f)f) Updating Employee Survey Ratings data 21Updating Employee Survey Ratings data 21g)g) Cleaning up your HR Management report 22Cleaning up your HR Management report 22

IV.IV. Submitting your HR Management Report 23Submitting your HR Management Report 23V.V. Open Lab 24Open Lab 24

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Develop Workforce


Deploy Workforce


Hire Workforce

Ultimate Outcomes

I. Welcome / Introductions Sign-in Sheet / FacilitiesSign-in Sheet / Facilities Instructors: Instructors:

– Sherri HrubySherri Hruby– Marilyn Hansen Marilyn Hansen – Denise FlattDenise Flatt

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II. Overview

Develop Workforce


Deploy Workforce


Hire Workforce

Ultimate Outcomes


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Course Objectives

In this session, students will:In this session, students will:

Learn what’s new for the upcoming HR Management ReportLearn what’s new for the upcoming HR Management Report

Review how to run Business Intelligence (BI) reports from Review how to run Business Intelligence (BI) reports from HRMS PortalHRMS Portal

Learn how to update pieces of the HR Management Report Learn how to update pieces of the HR Management Report that are not available from HRMS Portalthat are not available from HRMS Portal

Use data lab time to update HR Management ReportUse data lab time to update HR Management Report

Receive assistance updating any section of the HR Receive assistance updating any section of the HR Management Report – including reports from HRMS PortalManagement Report – including reports from HRMS Portal

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Where Can I Find Information Relevant to the HR Management Reports?

Standard HRM Report Format Template

HR Management Performance and Accountability Websitehttp://www.dop.wa.gov/strategichr/HRMPerformanceAccountability

Performance Measure Parameters

Past Agency and Statewide HRM reports

Past GMAP Presentations on Government Efficiencies /

Human Resource Management

General Information on HRM Report Process and Due Dates

Contact Information for Questions Regarding HRM

Report Information on Training Related to HRM Report

News and Announcements for HRM Report

Click the Strategic HR tab from DOP’s main website and click


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III. Updating HR Management Reports

Develop Workforce


Deploy Workforce


Hire Workforce

Ultimate Outcomes


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Data for the HR Management Reports can be obtained from five different data Data for the HR Management Reports can be obtained from five different data sources:sources:

HRMS Business Intelligence via the HRMS PortalHRMS Business Intelligence via the HRMS Portal

Agency TrackedAgency Tracked

Performance & Accountability WebsitePerformance & Accountability Website

E-Recruiting E-Recruiting

DOP Employee Survey DOP Employee Survey

Where does the data come from?

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The definition, timing (as of date or date range) and source for each human resource management The definition, timing (as of date or date range) and source for each human resource management performance measure in the HR Management Report is located in the Performance Measure Parameters performance measure in the HR Management Report is located in the Performance Measure Parameters document on the document on the HR Management Performance and Accountability Website under the under the Performance Measures & Parameters link: link: http://www.dop.wa.gov/strategichr/HRMPerformanceAccountability/Measures/

Timing: Indicates what time period the measure is reporting. Data as of date or date range.

Definition: Defines what the measure is reporting

Source: Indicates where data comes from.

•Agency-tracked

•DOP BI (via HRMS Portal)

•E-Recruiting

•HRM Performance and Accountability website

•DOP Employee Survey

Where does the data come from?, cont…

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Data sources and parameters for each performance measure can also be found on the Data sources and parameters for each performance measure can also be found on the Performance & Accountability website under each measure linked on the Performance Measures & under each measure linked on the Performance Measures & Parameters page:Parameters page:

Where does the data come from?, cont…

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Updating Sections from HRMS Business Intelligence via HRMS Portal

Sections of the HR Management Report are updated with data that can be obtained from the Sections of the HR Management Report are updated with data that can be obtained from the HRMS Portal. These reports come from the Business Intelligence (BI) system and can be run at HRMS Portal. These reports come from the Business Intelligence (BI) system and can be run at any time.any time.

Plan & Align WorkforcePlan & Align Workforce Washington Management ServiceWashington Management Service Manager to StaffManager to Staff WMS Management TypeWMS Management Type

Hire WorkforceHire Workforce Types of AppointmentsTypes of Appointments Separations During Review PeriodSeparations During Review Period

Deploy WorkforceDeploy Workforce Overtime CostOvertime Cost Average OvertimeAverage Overtime Percent Employees Receiving OvertimePercent Employees Receiving Overtime Average Monthly Sick Leave Hours UsedAverage Monthly Sick Leave Hours Used Average Sick Leave Balance Average Sick Leave Balance

Link to HRMS Portal:Link to HRMS Portal:

Single sign on: Single sign on: https://myhrms.wa.gov/irj/portal

Non Single sign on: Non Single sign on: https://wahrms.wa.gov/irj/portal

Reinforce PerformanceReinforce Performance Disciplinary Actions Taken Disciplinary Actions Taken

Ultimate OutcomesUltimate Outcomes TurnoverTurnover Diversity ProfileDiversity Profile Diversity Profile by EthnicityDiversity Profile by Ethnicity Percent Age DistributionPercent Age Distribution

Changes for these reports are in work at this time. PPD is providing agencies with this information until reports are available from the portal. For questions or sick leave data, contact: [email protected]

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Updating Agency-tracked Data

Sections of the HR Management Report are updated with data tracked by the agencies. Sections of the HR Management Report are updated with data tracked by the agencies. Examples of agency-tracked data include:Examples of agency-tracked data include:

Percent employees with current position/competency descriptionsPercent employees with current position/competency descriptions

Percent employees with current performance expectationsPercent employees with current performance expectations

Percent employees with current individual development plansPercent employees with current individual development plans

Percent employees with current performance evaluationsPercent employees with current performance evaluations

Non-disciplinary grievances filed and disposition Non-disciplinary grievances filed and disposition

Disciplinary grievances filed and dispositionDisciplinary grievances filed and disposition

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Updating Agency-tracked DataPerformance Expectations and Competencies

Performance expectations and competencies are measures that are tracked by the agency. Performance expectations and competencies are measures that are tracked by the agency.

In the example below, agencies are requested to provide the percent of employees with current individual In the example below, agencies are requested to provide the percent of employees with current individual development plans.development plans.

In addition, we request the agency include the number of employees with current individual development plans In addition, we request the agency include the number of employees with current individual development plans ANDAND the total number of employees in the agency. This information will assist the Planning and Performance the total number of employees in the agency. This information will assist the Planning and Performance Division in compiling the statewide rollup HR Management Report for the Governor’s GMAP for Human Division in compiling the statewide rollup HR Management Report for the Governor’s GMAP for Human Resource Management. Resource Management.

Similar agency-tracked data in the HR Management Report includes:Similar agency-tracked data in the HR Management Report includes: Percent employees with current position/competency descriptionsPercent employees with current position/competency descriptions Percent employees with current performance expectationsPercent employees with current performance expectations Percent employees with current performance evaluationsPercent employees with current performance evaluations

Update [XX] fields with data tracked by the agency

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Double-click the graph objects and update the numbers corresponding to the Month/Year or categories in the cells of the Datasheet.

If the datasheet does not appear when the graph is double-clicked, select View > Datasheet from the MS Powerpoint menu bar

Updating Agency-tracked DataNon-Disciplinary Grievances

The Number of Non-Disciplinary Grievances Filed graph, Top 5 Non-Disciplinary Grievance Types, and Non-The Number of Non-Disciplinary Grievances Filed graph, Top 5 Non-Disciplinary Grievance Types, and Non-Disciplinary Grievance Disposition table information is updated with data provided by the agency.Disciplinary Grievance Disposition table information is updated with data provided by the agency.

List the disposition of all non-disciplinary grievances.

Enter total of all non-disciplinary grievances.

List the top 5 Non-Disciplinary Grievance Types and how many grievances were filed.

Contact Melinda Aslakson with LRO on questions regarding Grievance data: [email protected]

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Updating Agency-tracked DataDisciplinary Actions

The Issues Leading to Disciplinary Action table is updated with data provided by the agency. Use this area The Issues Leading to Disciplinary Action table is updated with data provided by the agency. Use this area to record types of issues that resulted in disciplinary actions.to record types of issues that resulted in disciplinary actions.

Examples:Examples:

Misuse of State Resources

Sexual Harassment

Inappropriate Comments/Behavior

Insubordination

Poor performance

List types of issues that resulted in disciplinary action

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Updating Agency-tracked DataDisciplinary Grievances

List disciplinary grievance dispositions

Example: Dismissed, Overturned, Settled, Upheld, Withdrawn

The Disciplinary Grievances graph and Disposition (Outcomes) of Disciplinary Grievances table is updated The Disciplinary Grievances graph and Disposition (Outcomes) of Disciplinary Grievances table is updated with data provided by the agency.with data provided by the agency.

Double-click the graph object and update the numbers corresponding to the Month/Year or categories in the cells of the Datasheet.

Enter total of all disciplinary grievances filed

Contact Melinda Aslakson with LRO on questions regarding Grievance data: [email protected]

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Updating Data from Performance & Accountability Website

Sections of the HR Management Report are updated with data that is available from the HR Sections of the HR Management Report are updated with data that is available from the HR Management Performance & Accountability Website under Performance Measures & Management Performance & Accountability Website under Performance Measures & Parameters: Parameters: http://www.dop.wa.gov/strategichr/HRMPerformanceAccountability/Measures/http://www.dop.wa.gov/strategichr/HRMPerformanceAccountability/Measures/

Examples of data available from the HRM Performance & Accountability website include:Examples of data available from the HRM Performance & Accountability website include: Non-Disciplinary appeals filed (section 3.3 “Deploy Workforce” measures)Non-Disciplinary appeals filed (section 3.3 “Deploy Workforce” measures) Disciplinary appeals filed (section 3.5 “Reinforce Performance” measures)Disciplinary appeals filed (section 3.5 “Reinforce Performance” measures)

Click the link to the HR Management Data category

Click the appropriate link under the Source section

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Updating Data from Performance & Accountability WebsiteNon-Disciplinary Appeals

Non-Disciplinary Appeals data can be found on theNon-Disciplinary Appeals data can be found on the Performance Measures & Parameters Performance Measures & Parameters web page under web page under the the Non-disciplinary grievances/appeals filed and outcomes measure (as shown on previous page). Select the appropriate reporting period.

Enter number of Filings that were submitted for the DOP Director’s Review

Enter total filings for the reporting period

Double-click the graph objects and update the numbers corresponding to the categories in the cells of the Datasheet.

Note: Agencies may prefer to show graph numbers in a table rather than percentages if the amounts are smallNote: Agencies may prefer to show graph numbers in a table rather than percentages if the amounts are small

Enter number of Filings that were submitted to the PRB

Enter total filings for the reporting period

Double-click the graph objects and update the numbers corresponding to the categories in the cells of the Datasheet.

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Updating Data from Performance & Accountability WebsiteDisciplinary Appeals

Enter total disciplinary appeals filed with PRB for the reporting period

The Disciplinary Appeals table and Disposition (Outcomes) of Disciplinary Appeals graph data can be found The Disciplinary Appeals table and Disposition (Outcomes) of Disciplinary Appeals graph data can be found on theon the Performance Measures & Parameters Performance Measures & Parameters web page under the web page under the Disciplinary actions and reasons, disciplinary grievances/appeals filed and outcomes measure. Select the appropriate reporting period.

Double-click the graph object and update the numbers corresponding to the categories in the cells of the Datasheet.

Enter number of Disciplinary Appeals filed with the Personnel Resources Board by type

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Time-to Hire Definition

• Start date = the date the hiring supervisor notifies the agency HR Office to commence the process to fill the vacancy.

• End date = the date that the job offer is accepted.

As requested by agencies, the defined Start and End date fields are now available in E-Recruiting as of 7/1/08. Agencies will need to decide how they will identify the Start Date for requisitions that are already in the system.

Updating E-Recruiting Data

Sections of the HR Management Report can be updated with data from E-Recruiting.Sections of the HR Management Report can be updated with data from E-Recruiting.Note: Some agencies continue to use agency tracked data for these measures. Please be sure to note data comes from a Note: Some agencies continue to use agency tracked data for these measures. Please be sure to note data comes from a

source other than E-Recruiting in the Source field of the HR Management report. source other than E-Recruiting in the Source field of the HR Management report.

E-Recruiting reports include:E-Recruiting reports include:

Time-to-Hire funded vacanciesTime-to-Hire funded vacancies

Candidate qualityCandidate quality

To ensure consistent Time-to-Hire data statewide, all agencies should now be tracking Time-to-Hire using these start/end date definitions, regardless of tracking method.

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Updating Employee Survey Ratings

Employee Survey Ratings can be copied from the Employee Survey Excel file provided to Employee Survey Ratings can be copied from the Employee Survey Excel file provided to agency survey contacts in December of 2007. All Employee Survey Rating data has been agency survey contacts in December of 2007. All Employee Survey Rating data has been moved to the last page of the HRM Report template.moved to the last page of the HRM Report template.

To add context and better analysis, agencies are encouraged to To add context and better analysis, agencies are encouraged to compare most recent survey results to baseline survey results in past compare most recent survey results to baseline survey results in past Employee Surveys.Employee Surveys.

Click on the Comparison tab to get information for Employee Survey Ratings table.

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Cleaning up your HR Management Report

All Agency HR Management Reports will be published on the HR Management All Agency HR Management Reports will be published on the HR Management Performance and Accountability website and may be viewed by a wide audience. Performance and Accountability website and may be viewed by a wide audience. Because of this, we request you perform basic cleanup steps on your report before Because of this, we request you perform basic cleanup steps on your report before submitting it. Cleanup includes:submitting it. Cleanup includes:

• Delete charts/graphs with sample data!Delete charts/graphs with sample data! If your agency does not have data for a If your agency does not have data for a particular chart/graph, it is important to remove the chart/graph or delete the sample data.particular chart/graph, it is important to remove the chart/graph or delete the sample data.

• Ensuring all required performance measures have been updated and the chart/graph Ensuring all required performance measures have been updated and the chart/graph information can be readinformation can be read

• Performing a spell check using the standard MS Office spell check functionality in MS Performing a spell check using the standard MS Office spell check functionality in MS PowerpointPowerpoint

• Removing all template instructional text (identified by brackets [ ] ) that is not being usedRemoving all template instructional text (identified by brackets [ ] ) that is not being used

Removing all template instructional text can be done by using the Edit Removing all template instructional text can be done by using the Edit > Find functionality available from MS Powerpoint’s standard menu. > Find functionality available from MS Powerpoint’s standard menu. From here, you can search and find all open brackets ( “[“). Since all From here, you can search and find all open brackets ( “[“). Since all instructional text is contained in brackets, you will be able to find any instructional text is contained in brackets, you will be able to find any instructional text that needs to be completed (if required) or removed.instructional text that needs to be completed (if required) or removed.

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IV. Submitting your HR Management Report


Upon completion of your agency’s HR Management Report, please submit to Upon completion of your agency’s HR Management Report, please submit to the following email distribution list:the following email distribution list:

DOP MI HRM Performance & AccountabilityDOP MI HRM Performance & Accountability

This link is also available from the HR Management Performance and Accountability This link is also available from the HR Management Performance and Accountability website: http://www.dop.wa.gov/strategichr/HRMPerformanceAccountability/ website: http://www.dop.wa.gov/strategichr/HRMPerformanceAccountability/

Outside the SGN? [email protected]

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V. Open Lab


Save updated report to flash driveSave updated report to flash drive

Complete the course evaluationComplete the course evaluation

Before leaving:Before leaving: