Post on 09-Aug-2018
Saint Mary’s College Workforce Planning Update
Staff Council Meeting
Eduardo Salaz,
Associate Vice President, Human Resources
February 14, 2017
1 Human Resources Confidential
Today……
Review WFP objectives & Alignment to Strategic Plan
Review WFP pilot progress to date
Engage Staff Council members in preliminary discussion
Identify next steps
Success for today will be to inform, obtain input and feedback on our overall WFP pilot direction and objectives
2
Review the Pilot design and implementation work completed to date on the College’s Workforce Planning (WFP) Taskforce Initiative
Human Resources Confidential February, 2017
Workforce Planning Task Force Members
(Selected by the Cabinet)
1.Zhan Li
2.Richard Carp
3.Sue Hooks
4.Julia Odom
5.Evette Castillo-Clark
6.Kathy Warren
7.Cesar Ramos
8.Bill Sullivan
9.Peter Chen
10. Eduardo Salaz (Taskforce Chair)
11. Susan Wallace (Cabinet Liaison)
Human Resources Confidential 3 February, 2017
President’s Strategic Plan Anticipated Outcomes in the First Two Years
Goal 6
1. Develop revised expectations to ensure annual philanthropic participation for all boards, committees and advisory groups
2. Redefine and develop new alumni engagement strategies
3. Improve alumni and donor support for institutional goals and priorities
4. Develop a financial aid philosophy
5. Develop five- year enrollment management plan
6. Develop and implement a workforce planning process for staff positions
7. Undertake a new strategic plan process for intercollegiate athletics and recreational sports
4 Human Resources Confidential February, 2017
Saint Mary’s College Workforce Planning Mandate
The Strategic Workforce Planning Taskforce mandate was:
“conduct and implement workforce planning and efficiency analysis to optimize quality, apply disciplined cost management, demonstrate efficiency in the context of dynamic market forces and strategic priorities and implement rigorous performance management programs aimed at ongoing, sustainable people performance and productivity”.
5 Human Resources Confidential February, 2017
Saint Mary’s College Workforce Planning What This IS and What This IS NOT
IS
A sub-goal for one of the College’s six (6) key Strategic Planning Priorities focusing on affordability, efficiency and performance management
An opportunity to re-assess, repurpose and refocus staff vacancies
A more disciplined and consistent approach to workforce management measured by the Administrative Program Review Process and other cabinet review mechanisms (TBD)
An opportunity to reduce costs primarily through planned vacancy management, and attrition
An opportunity to save the College approximately $2M in staff salary expenditures and $600,000 in benefit cost savings
IS NOT
A deliberate attempt to reduce headcount or to significantly downsize the College workforce
An attempt to eliminate positions solely based on incumbent non performance
A drastic change or departure from how we manage our current staffing vacancy process
Intended as a set of bureaucratic procedures and red tape.
Designed or intended to replace the College’s current PSD, performance management or other HR processes
6 Human Resources Confidential February, 2017
• A disciplined approach to work, expectations, staffing plans, and all workforce actions.
– Mindset that everything is an opportunity for reassessing, repurposing and refocusing all future vacancies
– Also we need to be more “intentional and focused” as we plan our workforce needs
• WFP efforts will include:
– Efforts to identify opportunities for new work, combining job functions and the re-evaluation of possible openings
– Not “automatically” filling some positions when an opening occurs
– An opportunity to revisit position upgrade requests
– Conscious planning around short and long term retirements
– Staff vacancy hold period and task by task assessments
– Create opportunities for staff professional development and mobility
Saint Mary’s College Workforce Planning Further Defined
7 Human Resources Confidential February, 2017
Workforce Planning Target Saint Mary’s College of California
10
“If You Don’t Know Where You’re Going. You’ll End Up Somewhere Else”
SMC Vacancy Review Savings Target
$2.0M
Savings Target for 2017-18
Key Advantages of Setting a Vacancy Savings Target Increases rigor in the evaluation and assessment of
vacant positions Maximize saving potential Induces more thorough scrutiny of positions to achieve greater efficiency Generate valuable and timely data input for management decision making Provides a lever for prioritization across the campus footprint
Human Resources Confidential February, 2017
12 Human Resources Confidential
•Are any of these positions highly specialized and require a unique skill set? Please identify which ones.
•Can work be done differently? (positions redefined or reorganized to improve efficiencies or receive re-directed work). Please provide specific information.
•Can any of the work be outsourced, automated or re-purposed?
•Please identify the essential work, services or processes associated with these positions.
February, 2017
13
Questions We All Should Be Asking
•Can any of the work, services or processes associated with these positions be discontinued? If yes, please provide specific information.
•Can the work, services, or processes performed be redirected or absorbed by other positions internal to the department?
•Can the work, services, or processes associated with these positions be transferred to another department?
•Will pending changes in technology impact the work, services, or processes assigned to these positions?
Human Resources Confidential February, 2017
Workforce Planning Timeline
Cabinet Approval
2013/14
WFP Research
WFP Taskforce Kick-off
Fall 2015
WFP Taskforce Tool Assessment
Win-Spring 2016
WFP Model Questionnaire Assessment
WFP Hold Period
WFP Model & Questionnaire
Completed
14
WFP Pilot Rollout
Nov - Feb 2016 / 2017
WFP Pilot Review and Assessment by
Taskforce
Human Resources Confidential February, 2017
WFP Task by Task
Assessment Approved
Workforce Planning Timeline
March / April 2017
Complete WFP Campus Wide Implementation
Ongoing 2017
15
WFP Campus Wide Implementation
Campus Leaders Complete WFP tools
Campus Wide Communication
Updates
WFP Outcomes Reviewed by Cabinet
Supervisor Training and Preparation for
WFP
Feb 2017
WFP Design Process Completed
Complete WFP
Tools and Guidelines
WFP Budget Committee
Review
WFP Cabinet Review
WFP Outcomes Determined
Human Resources Confidential February, 2017
Next steps
1.Taskforce will continue to meet to refine and tweak WFP tools & processes
2.HR will guide and facilitate the WFP pilot design and implementation process (Launch and Learn)
1. Facilities Services
2. School of Economics and Business Administration (SEBA)
1.Final Facilities Services and SEBA pilot WFP tools will be reviewed by the WFP taskforce and approved by the Cabinet
2.Campus wide launch in March / April 2017
Saint Mary’s College Workforce Planning Update
16 Human Resources Confidential
February, 2017