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HR Management Performance & Accountability

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HR Management Performance & Accountability

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  1. Plan & Align Workforce Deploy Workforce Hire Workforce Reinforce Performance Develop Workforce Ultimate Outcomes HR Management Performance & Accountability Session 1: HR Management Report Data from HRMS/BI Denise Flatt, Marilyn Hansen, and Pam RupertPlanning and Performance Division Department of Personnel Updated July 2010

  2. Contents • Deploy Workforce – Overtime Usage 44 • Exercise: Average Overtime 44 • Exercise: Percent Employees Receiving Overtime 49 • Exercise: Overtime Cost 54 • Deploy Workforce - Sick Leave 58 • Exercise: Sick Leave 58 • Reinforce Performance - Disciplinary Actions & Reasons 63 • Exercise: Formal Disciplinary Actions Taken 63 • Ultimate Outcomes - Turnover Rates and Types 66 • Exercise: Turnover 66 • Ultimate Outcomes – Workforce Diversity Profile 71 • Exercise: Diversity Profile 71 • Exercise: Percent Age Distribution 73 • Next Steps 77 • Updating Remaining Performance Measures 78 • Cleaning up your HR Management Report 79 • Submitting your HR Management Report 80 • Closing/Course Evaluation 81 • Appendix – Hints / Tips 82 • Customizing the Standard HR Management Report Format 83 • Graph/Chart Scales 83 • BI HRM-Related Reports on the HRMS/BI Portal 85 • Using BI Report Navigation 85 • Adding Free Characteristics 86 • Filtering results 88 • Sorting results 90 • Changing how fields are displayed 91 • Bookmarking results 93 • Welcome / Introductions 3 • Sign-in Sheet / Facilities 3 • Instructors 3 • Course Objectives 4 • HR Management Report Overview 5 • What Is the HR Management Report? 6 • The Big Picture 6 • Report Structure 7 • Who Will See Your Agency’s HR Management Report? 8 • Where Can I Find Information Relevant to the HR Management Reports? 9 • Updating HR Management Reports with Data from BI 10 • Standard HR Management Report Format Overview 11 • Exercise: Copying the Standard HRM Report Format Template 11 • Identifying Fields to Update 14 • Exercise: Updating Report Header / Footer 15 • BI HRM-Related Reports Overview 16 • Exercise: Logging on to the HRMS/BI Portal 17 • BI Report Variables 18 • Exercise: Locating/Running BI HRM-Related Reports on the HRMS/BI Portal 20 • What is the definition of “Executive Branch”? 22 • Updating Your HR Management Report 23 • Plan & Align Workforce - Management Profile 24 • Exercise: Manager to Staff 24 • Exercise: Washington Management Service 27 • Exercise: WMS Management Type 31 • Hire Workforce - Hiring Balance 36 • Exercise: Types of Appointments 36 • Hire Workforce – Separation During Review Period 41 • Exercise: Separation During Period 41

  3. Plan & Align Workforce Deploy Workforce Hire Workforce Reinforce Performance Develop Workforce Ultimate Outcomes I. Welcome / Introductions HR Management Performance & Accountability • Sign-in Sheet / Facilities • Instructors: • Denise Flatt • Marilyn Hansen • Pam Rupert

  4. Course Objectives At the end of this session you will: • Know where to find information available in HRMS Business Intelligence (BI) to update certain performance measures in the HR Management Report. • Know how to update the HRMS/BI sections of the HR Management Report. • Know what is needed to complete your HR Management Report.

  5. Plan & Align Workforce Deploy Workforce Hire Workforce Reinforce Performance Develop Workforce Ultimate Outcomes II. HR Management Report Overview HR Management Performance & Accountability

  6. What Is the HR Management Report?The “Big Picture” Governor’s GMAP for Human Resource Management Report to the Governor Logic Model – Manager’s Accountability for Workforce Management HR Management Report Rollup Performance Measures for Human Resource Management Accountability Agency HR Management (HRM) Reports Statewide rollup of Agency HR Management Report data

  7. What Is the HR Management (HRM) Report?Report Structure Each section of the HRM Report is color-coded by logical unit Each section of the HRM Report corresponds with a Performance Measure

  8. Who Will See Your Agency’s HR Management Report? • Your Agency Directors and Management • HR Managers • Other Agencies • The Governor • Anyone with access to the HR Management Performance & Accountability website

  9. Where Can I Find Information Relevant to the HR Management Reports? HR Management Performance and Accountability Websitehttp://www.dop.wa.gov/strategichr/HRMPerformanceAccountability Click the Strategic HR tab from DOP’s main website and click HR Management Performance & Accountability General Information on HRM Report Process and Due Dates Standard HRM Report Format Template Performance Measure Parameters Past Agency and Statewide HRM reports Past GMAP Presentations on Government Efficiencies / Human Resource Management News and Announcements for HRM Report Contact Information for Questions Regarding HRM Report (also use Contact Us link on this page) Information on Training Related to HRM Report

  10. Plan & Align Workforce Deploy Workforce Hire Workforce Reinforce Performance Develop Workforce Ultimate Outcomes III. Updating HR Management Reports with Data from HRMS BI HR Management Performance & Accountability

  11. Standard HR Management Report Format Overview Exercise: Copying the Standard HR Management Report Format Template The Standard HR Management Report Format template is available from the HRM Performance and Accountability website. The Standard HR Management Report Format template was developed in MS PowerPoint and requires standard MS Office skills to update. To copy the Standard HR Management Report Format template to a local drive (this example saves the template to the Desktop): 1 • Go to the HRM Performance and Accountability website. • Click the ‘Standard Report Format’ link. • Click the ‘Standard HR Management Report Format’ link. 2 2 3

  12. Standard HR Management Report Format Overview Exercise: Copying the Standard HR Management Report Format Template, cont… • Select ‘Save’ at the prompt to open or save file. • Select ‘Close’ at the Download Complete message. • Select a location to ‘Save’ the file (in this example, select Desktop). • Name the file or leave the default template name. • Click ‘Save’. 4 5 6 7 8

  13. Standard HR Management Report Format Overview Exercise: Copying the Standard HR Management Report Format Template, cont… Result: The Standard HR Management Report Format Template has been saved to the Desktop (or whatever location the document was saved in).

  14. Standard HR Management Report Format Overview Identifying Fields to Update Fields that need to be updated by the agency in the HR Management Report are contained in brackets ( [ ] ). Delete instructional text boxes if not being used by selecting the text box and pressing Delete on the keyboard. Utilize space to enter your own Agency’s information. Update the ‘Data As Of’ and ‘Source’ fields for every page. Example: Data As Of 7/1/2010 Source: DOP Business Intelligence

  15. Standard HR Management Report Format Overview Exercise: Updating Report Header / Footer Each page of the report should clearly identify the agency the data belongs to in the event the data is separated from the main report. To ensure an agency identifier is available on each page, agencies can update the Header/Footer of the report to include the agency name. • Update your Agency name in the header/footer section in the PowerPoint template • Select ‘Apply to All’. 2 1 Result: Agency’s name will be located at the top of each page to easily identify which agency the data belongs to. Screen prints of MS Powerpoint processes may vary depending on the version installed

  16. BI HRM-Related ReportsOverview Many performance measures required for the HR Management report are available from the HRMS Business Intelligence (BI) through the HRMS/BI Portal. BI HRM-Related Reports can be accessed from the HRMS/BI Portal under the HRM Performance Measurement tab. Reports are grouped by specific category: Plan and Align Workforce, Hire Workforce, Deploy Workforce, Reinforce Performance, Ultimate Outcomes. The purpose of this workshop is to instruct agencies on running BI HRM-Related Reports from the HRMS/BI Portal and updating the HR Management Standard Report Template. • BI HRM-Related Reports available on the HRMS/BI Portal: • Manager to Staff • Washington Management Service • WMS Management Type • Types of Appointments • Separations During Review Period • Average Overtime • Overtime Cost • Percent Employees Receiving Overtime • Sick Leave • Formal Disciplinary Actions • Turnover • Diversity Profile • Percent Age Distribution

  17. BI HRM-Related Reports Overview Exercise: Logging on to the HRMS/BI Portal Single signon and non-single signon users can log on to the HRMS/BI Portal using the following steps: 1 • Open a web browser (e.g. Internet Explorer). • Type the following URL in the address line of the web browser (save the URL to your Favorites folder for future use): • https://wahrms.wa.gov/irj/portal • Press ‘Enter’ (or Click ‘Go’ button if applicable). • Result: HRMS/BI Portal logon screen is displayed • Enter your HRMS/BI Portal UserID and Password* • Click ‘Log on’ • Result: User is logged on to the HRMS/BI Portal 2 4 5 It may be necessary to click on the BI Reports tab to display Business Intelligence reports. • *HRMS/BI Portal Userid and Password: • Single Signon & Non-Single Signon Users:Userid = E-mail address (ie, janed@dop.wa.gov)Password = Current network password • Outside the State Government Network (SGN):Userid = Domain\Network ID (ie, DOP\JaneD)Password = Portal Password assigned by agency security administrator

  18. BI HRM-Related Reports OverviewBI Report Variables • Variables are the selection criteria you use to filter your report. Deciding which Variables to use will depend on the HR Performance Measure Parameter requirements. In most cases, recommended fields will include: • Business Area, Personnel Area(s) or Organizational Unit Hierarchy • Calendar Month (0CALMONTH) selections* Note: The October 2010 HR Management Report requires Manager to Staff numbers as of 7/1/10 The Calendar month selected for the Calendar Month (Optional) variable would be 6/2010. This would be as of the last day of the month - 6/30/10. Since many of the October 2010 report performance measures are for FY10, Calendar Month variables would be 7/2009– 6/2010 or Cal Quarter variables would be 20093, 20094, 20101, 20102 (Note: these are CALENDAR months and quarters, not fiscal year). Example of Variable selections for Manager to Staff report * Some reports require an “as of” date rather than a date range. Refer to the HRM Report Performance Measure Parameters document for specific data criteria.

  19. BI HRM-Related Reports OverviewBI Report Variables, cont… Variables such as Business Area, Personnel Area, Job, Calendar Quarter, and Calendar Year have been provided to allow more flexible reporting options for users and their reporting needs. Variables can be entered directly into the text boxes if they’re in the required format. To enter multiple values of a specific variable, click the Select Values button for the variable field or separate values with a semi-colon as shown in the screen print below. Click ‘Select Values ‘ to add multiple selections Click ‘Check’ to validate variable values Click ‘OK ‘ to run the report You can substitute Calendar Quarters for multiple months (for example, quarters 20093, 20094, 20101, 20102 include months 7/2009 – 6/2010).

  20. BI HRM-Related Reports Overview Exercise: Locating/Running BI HRM-Related Reports on the HRMS/BI Portal The following section provides instructions for running BI HR Management related reports from the HRMS/BI Portal. Refer to the “Where Can I Find Information Relevant to the HR Management Reports?” section for links to the HRMS/BI Portal as well as links to the HRMS BI Training Materials. To locate/run a report: • Click the BI Reports tab from the HRMS/BI Portal. • Click the HRM Performance Measurement link . • Click the Performance Measurement folder. (this example uses the ‘Reinforce Performance’ folder) • Click on a report.(this example uses the ‘Formal Disciplinary Action Taken’ report) • Enter report variables. • Select the ‘OK’ button. 1 2 3 4 5 6 Click Select Values to enter multiple values or select from a value list or separate values with a semi colon.

  21. BI HRM-Related Reports Overview Exercise: Locating/Running BI HRM-Related Reports on the HRMS/BI Portal, cont… Result: The Formal Disciplinary Action Taken report is displayed:

  22. BI HRM-Related Reports OverviewWhat is the definition of “Executive Branch”? BI HRM-Related Reports have been developed to include a certain population of Washington State employees. BI HRM-Related Reports have a standard set of restrictions placed on the employee population to achieve results that are required for the HR Management Report. To reach the definition of “Executive Branch”, specific agencies (and in some cases, organizations within agencies) are not included. Excluded are legislative and judicial agencies, agencies whose entire population consists of retired firefighters/law enforcement officers, or other non-employees who are paid via HRMS, and agencies with specific organizational units representing non-retired firefighters and work study students. The list below contains the basic “Executive Branch” definition: Employment Status (Exclude): • Withdrawn* Pay Scale Area (Exclude): • Legislative • Higher Ed Classified • HE Special Range E Pay Grade Area (Exclude): • Legislative • Justices & Judges • Higher Ed Exempt • Work Study Students Personnel Area (Exclude): • 0110 House of Representatives • 0120 Senate • 0130 Jt Transportation Comm. • 0140 JtLegislative Audit/Rev • 0200 LEAP • 0350 State Actuary • 0380 JtLegislative Sys Co • 0400 Perm Statute Comm • 0450 Supreme Court • 0460 WA State Law Library • 0480 Court of Appeals • 0500 Comm on Judicial Conduct • 0550 Admin for the Courts • 0560 Off of Public Defender • 0570 Off of Civil Legal Aid • 2201 Vol Firefighters/Res Officers • 2451 Mil Dept Active Duty Organizational Unit (Exclude): • 30002393 Fire Mobility • 31000100 Emergency Fire Fighters • 31000101 Emergency Fire Fighters • 31000175 Emergency Fire Fighters • 31000177 Emergency Fire Fighters • 31000178 Emergency Fire Fighters Personnel Area (Exclude) cont… • 3430 Higher Ed Coord. Board • 3460 Higher Ed Facilities • 4611 Ecology Youth Corps • 4612 Wa Cons. Corps • 5401-5410, 5416 ESD ‘Wex’ • 5411 Americacorp Star Vista • 5412 WA State Americorps • 5413 JTPA 402 Prog Wen • 5414 Washington Service Corps • 5415 Washington Service Team *‘Turnover’ and ‘Separations During Review Period’ Reports do not have Employment Status restriction since employees who have left would have a “Withdrawn” status and wouldn’t be counted if the restriction of excluding withdrawn were applied.

  23. Updating Your HR Management Report The following sections contain step-by-step instructions for updating each performance measure of the Standard HR Management Report Format template with data from the BI HRM-Related Reports that are available on the HRMS/BI Portal.

  24. Plan & Align Workforce – Management Profile Exercise: Updating the Manager to Staff Table The following section provides information to update the Manager to Staff table of the HR Management Report from the ‘Manager to Staff Report’ that is available from HRMS BI. BI Report (HRMS/BI Portal) Standard HR Management Report Format (MS PowerPoint)

  25. Plan & Align Workforce – Management Profile Exercise: Updating the Manager to Staff Table, cont… To update the Manager to Staff table: Locate and run the Manager to Staff Report on the HRMS/BI Portal.

  26. Plan & Align Workforce – Management Profile Exercise: Updating the Manager to Staff Table, cont… Plan & Align WorkforcePM #2 – Management Profile Exercise: Updating the Manager to Staff table, cont… • Locate the Management Profile section of the Standard HR Management Report Format MS PowerPoint document. • Change fields in brackets ( [ ] ) of the Standard HR Management Report Format to numbers from the Manager to Staff report results in BI. 2 3 BI Manager to Staff Report Results (# of all Employees is for information only and not required on the template) Save your HR Management Report

  27. Plan & Align Workforce – Management Profile Exercise: Updating the Washington Management Service Graph (optional) The following section provides information to update the Washington Management Service Graph from the Washington Management Service report that is available from HRMS BI. Standard HR Management Report Format (MS PowerPoint) BI Report (HRMS/BI Portal)

  28. Plan & Align Workforce – Management Profile Exercise: Updating the Washington Management Service Graph, cont… To update the Washington Management Service Graph: • Locate and run the Washington Management Service report on the HRMS/BI Portal. • Click the ‘Export to Excel ‘ button on the BI toolbar. • Click ‘Open’ at the prompt to Open or Save the file. 2 1 3

  29. Plan & Align Workforce – Management Profile Exercise: Updating the Washington Management Service Graph, cont… Highlight and copy all data cells for # WMS Employees in the exported MS Excel spreadsheet (excluding column headings). 4

  30. Plan & Align Workforce – Management Profile Exercise: Updating the Washington Management Service Graph, cont… 5 • Locate the Management Profile section of the Standard HR Management Report Format MS PowerPoint document. • Double-click the Washington Management Service graph to open. • Paste values from the selected cells from the exported MS Excel spreadsheet on previous page (ensure you are in the correct column/cell). • Click anywhere outside the graph/chart when completed to close the datasheet. 6 Fields can also be updated manually by typing values from the BI Report results directly into the cells of the datasheet. 7 Result: The Washington Management Service graph has been updated with data from HRMS BI. Save your HR Management Report

  31. Plan & Align Workforce – Management Profile Exercise: Updating the WMS Management Type Graph/Table The following section provides information to update the Washington Management Service graph/table of the HR Management Report from the WMS Management Type report that is available from HRMS BI. BI Report (HRMS/BI Portal) Standard HR Management Report Format (MS PowerPoint)

  32. Plan & Align Workforce – Management Profile Exercise: Updating the WMS Management Type Graph/Table, cont… To update the WMS Management Type Graph: 2 1 • Locate and run the WMS Management Type Report on the HRMS/BI Portal. • Click the ‘Export to Excel’ button. • Select ‘Open’ at the prompt to open or save file. 3

  33. Plan & Align Workforce – Management Profile Exercise: Updating the WMS Management Type Graph/Table, cont… • Highlight and copy all data cells (including column headings, excluding Overall Results) for # of WMS Employees by Mgmt Type in the exported MS Excel spreadsheet. 4 If using a different version of Excel the exact steps may differ from what is shown.

  34. Plan & Align Workforce – Management Profile Exercise: Updating the WMS Management Type Graph/Table, cont… • Locate the Management Profile section of the Standard HR Management Report Format MS PowerPoint document. • Double-click the WMS Management Type graph to open for edit. • Paste values from the selected cells from the exported MS Excel spreadsheet on the previous page (ensure you are in the correct column/cell) .In some instances, your agency will not have all management types to report. If there is a column in the Datasheet that does not exist in your exported MS Excel spreadsheet, highlight the column in the Datasheet and press Delete on the Keyboard. • Click anywhere outside the graph/chart when completed to close the datasheet. 5 7 6 Result: The WMS Management Type graph has been updated with data from HRMS BI.

  35. Plan & Align Workforce – Management Profile Exercise: Updating the WMS Management Type Graph/Table, cont… To update the WMS Management Type table: Change fields in brackets ( [ ] ) of the Standard HR Management Report Format to numbers from the WMS Management Type report results in BI. 9 Save your HR Management Report

  36. Hire Workforce – Hiring Balance Exercise: Updating the Types of Appointments Graph The following section provides information to update the Types of Appointments graph of the HR Management Report from the Types of Appointments report that is available from HRMS BI. Standard HR Management Report Format (MS PowerPoint) BI Report (HRMS/BI Portal)

  37. Hire Workforce – Hiring Balance Exercise: Updating the Types of Appointments Graph, cont… To update the Types of Appointments Graph: • Locate and run the Types of Appointments report on the HRMS/BI Portal. • Click the ‘Export to Excel’ button. • Select ‘Open’ at the prompt to open or save file. 2 1 3

  38. Hire Workforce – Hiring Balance Exercise: Updating the Types of Appointments Graph, cont… • Highlight and copy all data cells (including column headings) in the report results section.DO NOT INCLUDE TOTAL APPTS (EXC NON-PERM APPTS). THIS WILL BE ADDED TO THE REPORT IN STEP 9. 4 If using a different version of Excel the exact steps may differ from what is shown.

  39. Hire Workforce – Hiring Balance Exercise: Updating the Types of Appointments Graph, cont… • Locate the Hiring Balance / Separations During Review Period section of the Standard HR Management Report Format MS PowerPoint document. • Double-click the Types of Appointments graph to open for edit. • Paste values from the selected cells from the exported MS Excel spreadsheet on the previous page (ensure you are in the correct column/cell) .In some instances, your agency will not have all appointment types to report. If there is a column in the Datasheet that does not exist in your exported MS Excel spreadsheet, highlight the column in the Datasheet and press Delete on the Keyboard. • Click anywhere outside the graph/chart when completed to close the datasheet. 5 6 8 7 Result: The Types of Appointments graph has been updated with data from HRMS BI.

  40. Hire Workforce – Hiring Balance Exercise: Updating the Types of Appointments Graph, cont… Change fields in brackets ( [ ] ) of the Standard HR Management Report Format to numbers from the Types of Appointments report results in BI. 9 Save your HR Management Report

  41. Hire Workforce – Separation During Review Period Exercise: Updating the Separation During Review Period Table The following section provides information to update the Separation During Review Period table of the HR Management Report from the Separation During Review Period report that is available from HRMS BI. BI Report (HRMS/BI Portal) Standard HR Management Report Format (MS PowerPoint)

  42. Hire Workforce – Separation During Review Period Exercise: Updating the Separation During Review Period Table, cont… To update the Separation During Review Period Table: • Locate and run the Separations During Review Period Report on the HRMS/BI Portal. 1

  43. Hire Workforce – Separation During Review Period Exercise: Updating the Separation During Review Period Table, cont… • Locate the Separation During Review Period section of the Standard HR Management Report Format MS PowerPoint document. • Change fields in brackets ( [ ] ) of the Standard HR Management Report Format to numbers from the Separation During Review Period report results in BI. 2 3 Save your HR Management Report

  44. Deploy Workforce – Overtime Usage Exercise: Updating the Average Overtime Graph The following section provides information to update the Average Overtime graph of the HR Management Report from the Average Overtime report that is available from HRMS BI. Standard HR Management Report Format (MS PowerPoint) BI Report (HRMS/BI Portal)

  45. Deploy Workforce – Overtime Usage Exercise: Updating the Average Overtime Graph, cont… To update the Average Overtime Graph: 2 • Locate and run the Average Overtime report on the HRMS/BI Portal. • Click the ‘Export to Excel ‘button. • Select ‘Open ‘at the prompt to open or save file. 1 3

  46. Deploy Workforce – Overtime Usage Exercise: Updating the Average Overtime Graph, cont… • Highlight and copy all data cells for Avg OT Hrs – Agency (OT Eligible only) in the exported MS Excel spreadsheet (excluding column headings).DO NOT COPY STATEWIDE AVERAGES. 4 If you do not have Overtime numbers for every month, you will have to update the numbers manually since the dates will not match up with the statewide overtime data in the datasheet of the graph in the Standard HR Management Report Format MS PowerPoint document. If using a different version of Excel the exact steps may differ from what is shown.

  47. Deploy Workforce – Overtime Usage Exercise: Updating the Average Overtime Graph, cont… 5 • Locate the Overtime Usage section of the Standard HR Management Report Format MS PowerPoint document. • Double-click the Average Overtime (per capita) graph to open for edit. • Paste values from the selected cells from the exported MS Excel spreadsheet on the previous page (ensure you are in the correct column/cell). • Click anywhere outside the graph/chart when completed to close the datasheet. 6 7 Result: The Average Overtime graph has been updated with data from HRMS BI Statewide Overtime results will be provided in the Standard HR Management Report Format template available on the web.

  48. Deploy Workforce – Overtime Usage Exercise: Updating the Average Overtime Graph, cont… To update Overall agency avg. overtime usage – per capita per month amount: Sum the monthly OT averages for your agency and divide by the number of months reporting (or use the “Average” formula in MS Excel). Save your HR Management Report

  49. Deploy Workforce – Overtime Usage Exercise: Updating the Percent Employees Receiving Overtime Graph The following section provides information to update the Percent Employees Receiving Overtime graph of the HR Management Report from the Percent Employees Receiving Overtime report that is available from HRMS BI. BI Report (HRMS/BI Portal) Standard HR Management Report Format (MS PowerPoint)

  50. Deploy Workforce – Overtime Usage Exercise: Updating the Percent Employees Receiving Overtime Graph, cont… To update the Percent Employees Receiving Overtime Graph: • Locate and run the Percent Employees Receiving Overtime report on the HRMS/BI Portal • Click the ‘Export to Excel’ button. • Select ‘Open’ at prompt to open or save file. 2 1 3