Session 2:  HR Management Report Data Lab Sherri Hruby, Marilyn Hansen and Denise Flatt,  Planning and Performance Divisio...
Contents <ul><li>Welcome / Introductions  3 </li></ul><ul><li>Overview  4 </li></ul><ul><ul><li>Course Objectives  5 </li>...
I.  Welcome / Introductions HR Management  Performance & Accountability <ul><li>Sign-in Sheet / Facilities </li></ul><ul><...
II.  Overview HR Management  Performance & Accountability Develop Workforce Reinforce Performance Deploy Workforce Plan & ...
Course Objectives <ul><li>Learn what’s new for the upcoming HR Management Report </li></ul><ul><li>Review how to run Busin...
Where Can I Find Information Relevant to the HR Management Reports? Standard HRM Report Format Template HR Management Perf...
III.  Updating HR Management Reports HR Management  Performance & Accountability Develop Workforce Reinforce Performance D...
Where does the data come from? <ul><li>Data for the HR Management Reports can be obtained from five different data sources...
Where does the data come from?, cont… The definition, timing (as of date or date range) and source for each human resource...
Where does the data come from?, cont… Data sources and parameters for each performance measure can also be found on the  P...
Updating Sections from HRMS Business Intelligence via HRMS Portal Sections of the HR Management Report are updated with da...
Updating Agency-tracked Data Sections of the HR Management Report are updated with data tracked by the agencies.  Examples...
Updating Agency-tracked Data Performance Expectations and Competencies Performance expectations and competencies are measu...
Updating Agency-tracked Data Non-Disciplinary Grievances Double-click the graph objects and update the numbers correspondi...
Updating Agency-tracked Data Disciplinary Actions The Issues Leading to Disciplinary Action table is updated with data pro...
Updating Agency-tracked Data Disciplinary Grievances List disciplinary grievance dispositions Example: Dismissed, Overturn...
Updating Data from Performance & Accountability Website Sections of the HR Management Report are updated with data that is...
Updating Data from Performance & Accountability Website Non-Disciplinary Appeals Non-Disciplinary Appeals data can be foun...
Updating Data from Performance & Accountability Website Disciplinary Appeals Enter total disciplinary appeals filed with P...
Updating E-Recruiting Data <ul><li>Time-to Hire Definition </li></ul><ul><ul><li>Start date = the date the hiring supervis...
Updating Employee Survey Ratings Employee Survey Ratings can be copied from the Employee Survey Excel file provided to age...
Cleaning up your HR Management Report <ul><li>All Agency HR Management Reports will be published on the HR Management Perf...
IV.  Submitting your HR Management Report HR Management  Performance & Accountability Upon completion of your agency’s HR ...
V.  Open Lab <ul><li>Save updated report to flash drive </li></ul><ul><li>Complete the course evaluation </li></ul>HR Mana...
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HR Management Report Data Lab

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HR Management Report Data Lab

  1. 1. 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 Updated 8/14/2009 Develop Workforce Reinforce Performance Deploy Workforce Plan & Align Workforce Hire Workforce Ultimate Outcomes
  2. 2. Contents <ul><li>Welcome / Introductions 3 </li></ul><ul><li>Overview 4 </li></ul><ul><ul><li>Course Objectives 5 </li></ul></ul><ul><ul><li>Where Can I Find Information Relevant to the HR Management Reports? 6 </li></ul></ul><ul><li>Updating HR Management Reports 7 </li></ul><ul><ul><li>Where does the data come from? 8 </li></ul></ul><ul><ul><li>Updating Sections from HRMS Business Intelligence via HRMS Portal 11 </li></ul></ul><ul><ul><li>Updating Agency Tracked data 12 </li></ul></ul><ul><ul><ul><li>Performance Expectations and Competencies 13 </li></ul></ul></ul><ul><ul><ul><li>Non-disciplinary Grievances 14 </li></ul></ul></ul><ul><ul><ul><li>Disciplinary Actions 15 </li></ul></ul></ul><ul><ul><ul><li>Disciplinary Grievances 16 </li></ul></ul></ul><ul><ul><li>Updating Data from Performance & Accountability Website 17 </li></ul></ul><ul><ul><ul><li>Non-disciplinary appeals 18 </li></ul></ul></ul><ul><ul><ul><li>Disciplinary appeals 19 </li></ul></ul></ul><ul><ul><li>Updating E-Recruiting data 20 </li></ul></ul><ul><ul><ul><li>Time-to-Hire funded vacancies 20 </li></ul></ul></ul><ul><ul><ul><li>Candidate quality 20 </li></ul></ul></ul><ul><ul><li>Updating Employee Survey Ratings data 21 </li></ul></ul><ul><ul><li>Cleaning up your HR Management report 22 </li></ul></ul><ul><li>Submitting your HR Management Report 23 </li></ul><ul><li>Open Lab 24 </li></ul>
  3. 3. I. Welcome / Introductions HR Management Performance & Accountability <ul><li>Sign-in Sheet / Facilities </li></ul><ul><li>Instructors: </li></ul><ul><ul><li>Sherri Hruby </li></ul></ul><ul><ul><li>Marilyn Hansen </li></ul></ul><ul><ul><li>Denise Flatt </li></ul></ul>Develop Workforce Reinforce Performance Deploy Workforce Plan & Align Workforce Hire Workforce Ultimate Outcomes
  4. 4. II. Overview HR Management Performance & Accountability Develop Workforce Reinforce Performance Deploy Workforce Plan & Align Workforce Hire Workforce Ultimate Outcomes
  5. 5. Course Objectives <ul><li>Learn what’s new for the upcoming HR Management Report </li></ul><ul><li>Review how to run Business Intelligence (BI) reports from HRMS Portal </li></ul><ul><li>Learn how to update pieces of the HR Management Report that are not available from HRMS Portal </li></ul><ul><li>Use data lab time to update HR Management Report </li></ul><ul><li>Receive assistance updating any section of the HR Management Report – including reports from HRMS Portal </li></ul>In this session, students will:
  6. 6. Where Can I Find Information Relevant to the HR Management Reports? Standard HRM Report Format Template HR Management Performance and Accountability Website http://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 HR Management Performance & Accountability
  7. 7. III. Updating HR Management Reports HR Management Performance & Accountability Develop Workforce Reinforce Performance Deploy Workforce Plan & Align Workforce Hire Workforce Ultimate Outcomes
  8. 8. Where does the data come from? <ul><li>Data for the HR Management Reports can be obtained from five different data sources: </li></ul><ul><ul><li>HRMS Business Intelligence via the HRMS Portal </li></ul></ul><ul><ul><li>Agency Tracked </li></ul></ul><ul><ul><li>Performance & Accountability Website </li></ul></ul><ul><ul><li>E-Recruiting </li></ul></ul><ul><ul><li>DOP Employee Survey </li></ul></ul>
  9. 9. Where does the data come from?, cont… 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 document on the HR Management Performance and Accountability Website under the Performance Measures & Parameters 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 <ul><li>Source: Indicates where data comes from. </li></ul><ul><ul><li>Agency-tracked </li></ul></ul><ul><ul><li>DOP BI (via HRMS Portal) </li></ul></ul><ul><ul><li>E-Recruiting </li></ul></ul><ul><ul><li>HRM Performance and Accountability website </li></ul></ul><ul><ul><li>DOP Employee Survey </li></ul></ul>
  10. 10. Where does the data come from?, cont… 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 & Parameters page:
  11. 11. 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 HRMS Portal. These reports come from the Business Intelligence (BI) system and can be run at any time. <ul><li>Plan & Align Workforce </li></ul><ul><ul><li>Washington Management Service </li></ul></ul><ul><ul><li>Manager to Staff </li></ul></ul><ul><ul><li>WMS Management Type </li></ul></ul><ul><li>Hire Workforce </li></ul><ul><ul><li>Types of Appointments </li></ul></ul><ul><ul><li>Separations During Review Period </li></ul></ul><ul><li>Deploy Workforce </li></ul><ul><ul><li>Overtime Cost </li></ul></ul><ul><ul><li>Average Overtime </li></ul></ul><ul><ul><li>Percent Employees Receiving Overtime </li></ul></ul><ul><ul><li>Average Monthly Sick Leave Hours Used </li></ul></ul><ul><ul><li>Average Sick Leave Balance </li></ul></ul><ul><li>Link to HRMS Portal: </li></ul><ul><ul><li>Single sign on: https://myhrms.wa.gov/irj/portal </li></ul></ul><ul><ul><li>Non Single sign on: https://wahrms.wa.gov/irj/portal </li></ul></ul><ul><li>Reinforce Performance </li></ul><ul><ul><li>Disciplinary Actions Taken </li></ul></ul><ul><li>Ultimate Outcomes </li></ul><ul><ul><li>Turnover </li></ul></ul><ul><ul><li>Diversity Profile </li></ul></ul><ul><ul><li>Diversity Profile by Ethnicity </li></ul></ul><ul><ul><li>Percent Age Distribution </li></ul></ul>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_address]
  12. 12. Updating Agency-tracked Data Sections of the HR Management Report are updated with data tracked by the agencies. Examples of agency-tracked data include: <ul><li>Percent employees with current position/competency descriptions </li></ul><ul><li>Percent employees with current performance expectations </li></ul><ul><li>Percent employees with current individual development plans </li></ul><ul><li>Percent employees with current performance evaluations </li></ul><ul><li>Non-disciplinary grievances filed and disposition </li></ul><ul><li>Disciplinary grievances filed and disposition </li></ul>
  13. 13. Updating Agency-tracked Data Performance Expectations and Competencies 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 development plans. In addition, we request the agency include the number of employees with current individual development plans AND 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 Resource Management. Similar agency-tracked data in the HR Management Report includes: <ul><li>Percent employees with current position/competency descriptions </li></ul><ul><li>Percent employees with current performance expectations </li></ul><ul><li>Percent employees with current performance evaluations </li></ul>Update [XX] fields with data tracked by the agency
  14. 14. Updating Agency-tracked Data Non-Disciplinary Grievances 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 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. 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_address]
  15. 15. Updating Agency-tracked Data Disciplinary Actions 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. <ul><li>Examples: </li></ul><ul><ul><li>Misuse of State Resources </li></ul></ul><ul><ul><li>Sexual Harassment </li></ul></ul><ul><ul><li>Inappropriate Comments/Behavior </li></ul></ul><ul><ul><li>Insubordination </li></ul></ul><ul><ul><li>Poor performance </li></ul></ul>List types of issues that resulted in disciplinary action
  16. 16. Updating Agency-tracked Data Disciplinary Grievances List disciplinary grievance dispositions Example: Dismissed, Overturned, Settled, Upheld, Withdrawn The Disciplinary Grievances graph and Disposition (Outcomes) of Disciplinary Grievances table is updated 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_address]
  17. 17. Updating Data from Performance & Accountability Website Sections of the HR Management Report are updated with data that is available from the HR Management Performance & Accountability Website under Performance Measures & Parameters: http://www.dop.wa.gov/strategichr/HRMPerformanceAccountability/Measures/ Examples of data available from the HRM Performance & Accountability website include: <ul><li>Non-Disciplinary appeals filed (section 3.3 “Deploy Workforce” measures) </li></ul><ul><li>Disciplinary appeals filed (section 3.5 “Reinforce Performance” measures) </li></ul>Click the link to the HR Management Data category Click the appropriate link under the Source section
  18. 18. Updating Data from Performance & Accountability Website Non-Disciplinary Appeals Non-Disciplinary Appeals data can be found on the Performance Measures & Parameters web page under 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 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.
  19. 19. Updating Data from Performance & Accountability Website Disciplinary 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 on the Performance Measures & Parameters 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
  20. 20. Updating E-Recruiting Data <ul><li>Time-to Hire Definition </li></ul><ul><ul><li>Start date = the date the hiring supervisor notifies the agency HR Office to commence the process to fill the vacancy. </li></ul></ul><ul><ul><li>End date = the date that the job offer is accepted.   </li></ul></ul><ul><li>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. </li></ul>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 source other than E-Recruiting in the Source field of the HR Management report. E-Recruiting reports include: <ul><li>Time-to-Hire funded vacancies </li></ul><ul><li>Candidate quality </li></ul>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.
  21. 21. Updating Employee Survey Ratings 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 moved to the last page of the HRM Report template. To add context and better analysis, agencies are encouraged to compare most recent survey results to baseline survey results in past Employee Surveys. Click on the Comparison tab to get information for Employee Survey Ratings table.
  22. 22. Cleaning up your HR Management Report <ul><li>All Agency HR Management Reports will be published on the HR Management 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 submitting it. Cleanup includes: </li></ul><ul><ul><li>Delete charts/graphs with sample data! 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. </li></ul></ul><ul><ul><li>Ensuring all required performance measures have been updated and the chart/graph information can be read </li></ul></ul><ul><ul><li>Performing a spell check using the standard MS Office spell check functionality in MS Powerpoint </li></ul></ul><ul><ul><li>Removing all template instructional text (identified by brackets [ ] ) that is not being used </li></ul></ul>Removing all template instructional text can be done by using the Edit > Find functionality available from MS Powerpoint’s standard menu. 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 that needs to be completed (if required) or removed.
  23. 23. IV. Submitting your HR Management Report HR Management Performance & Accountability Upon completion of your agency’s HR Management Report, please submit to the following email distribution list: DOP MI HRM Performance & Accountability This link is also available from the HR Management Performance and Accountability website: http://www.dop.wa.gov/strategichr/HRMPerformanceAccountability/ Outside the SGN? [email_address]
  24. 24. V. Open Lab <ul><li>Save updated report to flash drive </li></ul><ul><li>Complete the course evaluation </li></ul>HR Management Performance & Accountability Before leaving:

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