Presentation to the: COMMITTEE OF THE WHOLE

May 15, 2008

REVIEW & HIGHLIGHTS

2

The Personnel Commission

The Personnel Commission is responsible for the administration of an effective & efficient merit system of employment for classified employees in order to provide students & the community w/ a quality workforce that furthers the educational program.

MISSIONTo find, develop and build the best talent & create the personnel capacity & organizational structure to make LAUSD one of the topurban school districts in the nation.

VISIONTo be a valued partner with the schools, instructional programs & operations of the District to build personnel capacity that supports the overall mission of the District.

CREDOTo uphold the principles of honesty, fairness, & accountability in advocating a merit-based career system of employment; to be committed to excellence by providing professional, timely, & efficient services.

3

Organization of Personnel Commission Staff

4

National & Local Workforce Trends*/Challenges

Widening gap between the existing workforce & the technical skills demanded by the current job market

Shortage of highly qualified IT professionalsKnowledge gap between IT managers & training professionalsCurrent unemployment rate may be high but workforce w/ specific skills still in critical needLack of funding for classified staff development

Changing workforce demographics1:Aging workforceShrinking workforceDiverse workforce

Increasing employer demand for workers w/:Adaptability & flexibilityA combination of strong “soft skills” & technical skillsAbility & willingness to update competencies

Increasing worker demand for work/life balance & flexible work arrangementsCulture of growing worker discontent2

Disparity between rising costs & budgetsCosts of living, housing, & transportation in greater Los Angeles areaCosts of healthcare & administering employee benefits

Escalating # & costs of employment litigation

* Personnel Commission Five Year Strategic Plan, 2007-2012, Rev. 12/07

1. U.S. Bureau of Labor Statistics and Census Bureau (as cited in Hewitt Associates (2004). Preparing for the Workforce of Tomorrow)

2. Walker Information (as cited in Workforce Management (2003). Fast Forward: 25 Trends That Will Change the Way You Do Business)

5

Personnel Commission Strategies to Address the Challenges

1. Attracting talent must address:Establishing an employer brand for LAUSD as a “best place to work”A plan for competing on salary for many entry-level jobs (clerical, cafeteria, school safety, technical, etc.)Focused recruitment of top managerial & technical talentDecentralized recruitment for school-based positionsManaging the hiring decision cycle time

2. Overcoming chronic talent shortages must address:Clarification of roles & responsibilities for succession planning, vacancy management, & pro-actively managing a talent pipelineManagerial & financial attention to “growing our own” talentDeveloping partnerships w/ trade schools & universities

3. Build employee commitment must address:Career paths & a career planning processJob enrichment & growth in occupationsEmployee development resources Pride in LAUSD as the best place to work

4. Fostering a high performance culture must address: Establishment & communication of organizational goalsSustained attention to organizational alignmentBoundary-less problem-solvingInstitutionalized performance management systemRecognition & incentive programsIntervention in poor performance

From Personnel Commission Five Year Strategic Plan, 2007-2012, Rev. 12/07

6

OVERVIEW & STATISTICSOVERVIEW & STATISTICS

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Administration – Overview

Functions Accomplishments

Direct, coordinate, manage & administer all PC activities under the general direction of the PC

Conduct & document PC meetingsRepresent the District in administrative hearingsServe as a neutral resource for the District &

employee organizations in negotiating sessionsEstablish and recommend procedural rulesEnsure compliance w/ NCLBHear & adjudicate employee discipline & medical

disqualification appealsInvestigate & adjudicate examination protests from

open & promotional candidates

Continued to uphold the merit system provisions of the Education Code

Continued efforts to save District from costly litigation, judgments, & settlements

Continued efforts to ensure operational efficiency & productivity across all PC branches & improve customer svc

In alignment w/ District vision, mission & guiding principles, developed a 5-yr Strategic Plan (2007-2012) to improve the timeliness & quality of svcsprovided by PC

8

Personnel Commission – Statistics

1Figures for classified employees from California Department of Education, Education Demographics Office – data not collected in a manner that allows full time equivalent reporting.

62,618

38,823

17,152

15,829

21,128

61,124

36,490

31,950

20,301

19,022

69,198

36,891

22,409

22,000

19,909

0 10,000 20,000 30,000 40,000 50,000 60,000 70,000

Vacancies filled

Applications received online

Participants in OrganizationalExcellence classes

Classified employees1

Assignment transactionsprocessed annually

2004-05 2005-06 2006-07

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Personnel Commission – Statistics

319

660

1,169

436

583

1,192

400

577

1,150

0 200 400 600 800 1000 1200

Examinations in process

New positions classified

Classifications

2004-05 2005-06 2006-07

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Examination & Disciplinary Appeals – Statistics

2005-06 2006-07 2005-06 2006-07 2005-06 2006-07 2005-06 2006-07

Appeals Granted Appeals DeniedDisciplinary Action

Modified

Appeals Withdrawn and/or Closed by

Settlement Agreement

Suspension 1 3 6 2 3 3 18 10

Dismissal 3 1 5 2 0 2 13 12

Suspension & Dismissal 2 0 3 0 0 1 4 8

Suspension & Demotion 0 0 0 0 0 0 1 0

Demotion 1 0 0 0 0 0 0 1

TOTAL 7 4 14 4 3 6 36 31

DISCIPLINARY ACTION

2

23

250

209

5

11

125

66

44

14

1

0

0 50 100 150 200 250 300

Withdrawn

AdministrativelyResolved

Granted

Rejected

Denied

Received

2005-06 2006-07

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Classification & Compensation Branch – Overview

Functions Accomplishments

Create new job classifications & reclassify existing classes by conducting job analysis & auditing positions to ensure that classifications are reflective of the work being performed

Determine salary allocation of new classificationsRecommend salary adjustments for classifications &

those exempt from collective bargainingConduct special salary & benefits studiesAssist the District with reorganizations & staffing

needs

40 New Classifications added20 Classifications abolished219 Existing Classifications revised577 New Positions classifiedApprox. 500 Positions reclassifiedApprox. 50 Salary Surveys conducted

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Classification & Compensation Branch – Statistics

71

159

292

227

203

363

366

660

41

201

162

240

246

203

606

583

40

185

219

222

225

259

459

577

0 100 200 300 400 500 600 700

Class Descriptions Approved(New)

Case Studies Reported to PC

Class Descriptions Approved(Revised)

Cases Opened

Position Audits

Class Descriptions Approved

Positions Reclassified by RDA

New Posit ions Classified

2004-05 2005-06 2006-07

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Personnel Recruitment Branch – Overview

Functions Accomplishments

Identify, develop & utilize recruitment sources and strategies that attract & retain highly qualified job applicants from diverse segments of the population

Process new employeesConduct recruitment for school-based positionsConduct special recruitment for hard-to-fill

positions, management & technical positions

Increased # of TAs processed by 37%Reduced response time to phone calls by 38%

since last yrExpanded computerized testing from 20 to 50

workstationsTested 2,200+ Cafeteria Helper applicants in just

over 5 months via targeted outreachIncreased community presence by increasing

participation in recruitment eventsConducted specialized job fairs for IT, Cafeteria,

School Police, Special Ed, & TransportationStreamlined employee processing through the use

of computer-assisted schedulingCreated a recruitment survey form to track

effectiveness of recruitment outreach

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Personnel Recruitment Branch – Statistics

GOAL: Increase # of School-based Positions Filled

2

1

23

98

52

30

70

134

27

54

112

144

0 20 40 60 80 100 120 140 160

Building & GroundsWorkers Hired

Special EdTrainee/Assistants

Hired

CafeteriaHelpers/Food Services

Workers Hired

Teaching AssistantsProcessed*

JULY 2007 MARCH 2008 APRIL 2008

* For TAs processed: July 2007 data based on average from 1/2/07-6/30/07, and March 2008 data based on average from 7/1/07-4/7/08.

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Personnel Recruitment Branch – Statistics

GOAL: Increase Recruitment Fair Participation & Improve Attendance*

72,910 Attendees

176,480 Attendees

0 2 4 6 8 10 12 14 16 18

# of Organized Events

JULY 2007 MARCH 2008 APRIL 2008

* Data not available for July 2007

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Personnel Recruitment Branch – Statistics

* Data not available for July 2007

GOAL: Improve Response Time

3,416

1,543

2,236

1,148

2,530

1,282

0 500 1,000 1,500 2,000 2,500 3,000 3,500

Phone calls received

Phone calls made

JULY 2007 MARCH 2008 APRIL 2008

89%

85%

83%

Phone calls answered

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Personnel Recruitment Branch – Statistics

Aug-07 Apr-08

Sep-07 Oct-07 Nov-07 Dec-07 Jan-08 Feb-08 Mar-08 Apr-08

8/24/07M & O Job Fair850 Attendees

10/6/07A Family Day/SpEd

350 Attendees

10/19/07Para Los Ninos

Job Fair 600 Attendees

11/8/074th Annual

Magic Johnson Fall Job Fair

300 Attendees

11/13/07Hire a Hero Hire a Vet

Job & Resource Fair500 Attendees

1/30/08DeVry University So. CA Internship

Career Fair 500 Attendees

2/22/08E. LA Career

Fair We Build Program

500 Attendees

2/15/08Career Connections

Fair200 Attendees 3/13/08

Kennedy HS Job Fair

for Seniors900 Attendees

3/15/0813th Annual Community

Job & Info Fair1,000 Attendees

4/2/08LA 2008

Latinos for Hire Career Expo

800 Attendees

4/17/08Working World

Job Fair1,000 Attendees

Highlights of Participation in Major Career Fairs*: 8/2007 – 4/2008

* Does not show all career fairs attended during the time period indicated – representative diagram only.

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Personnel Selection Branch – Overview

Functions Accomplishments

Construct, administer & analyze job related employment & promotional assessment procedures that are in compliance w/ State & federal laws, regulations, guidelines & professional standards

Develop &administer proficiency tests that assess fluency in a wide variety of foreign languages & HS equivalency for use by the District & clients

Compile lists of candidates who are eligible to be hired at the District

Provide customer service to candidates applying for employment w/ the District & to hiring departments trying to fill job vacancies

Operate 2 satellite employment offices offering a full range of HR svcs to school sites

Reduced turn around time req’d to produce an eligibility list by 50% (from 115 days last yr to 57 days this yr)

Expanded Rapid Hire program to expedite hiring of well qualified candidates to fill entry-level Food Svcs positions

Expanded continuous employment testing pgm Expanded svcs in Mid-Cities Employment Office by

offering pre-employment processing svcs & extended office hrs

Added new features on web site that allow candidates to access their ranks on eligibility lists & find out upcoming test dates

Continued efforts to transition all employment testing from paper-and-pencil to computer format

Achieved 40% increase in # of applicants applying online1

1Applicants for centralized examinations – fiscal years 2004-05 through 2006-07

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Personnel Selection Branch – Statistics

STATISTIC YEARLY AVERAGE

Applications received per year 26,000

Applicants tested per year 32,500

Candidates processed for employment 4,500

Emails answered 6,000

Exams given in a year 400

Time spent (in minutes) reviewing credentials for candidates applying for positions requiring NCLB certification

2,860

Candidates taking District Proficiency (NCLB requirement)

5,500

Candidates taking Instructional Assistance Test (NCLB Requirement)

1,560

Eligibility lists generated in a year 360 (school based); 325 (non-school based)

Candidates on eligibility lists 5,000 (school-based); 3,000 (non-school based)

Bilingual candidates tested 1,500

Phone calls answered 55,250

Candidate walk-ins to Employment Offices 6,600

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Employment Transactions Services Branch –Overview

Functions Accomplishments

Process employment, transfer, promotion, leaves of absence & other classified personnel transactions in accordance w/applicable laws, rules & policies for classified employees

Ensure that all assignment transactions are in compliance w/ Ed Code provisions, PC rules, collective bargaining agreements & District policies & procedures

Implement PC &Board of Education HR actionsInitiate the performance appraisal process

Significantly reduced the vacancy rate for school-based M & O classifications & expedited hiring process through successful Placement Fair initiatives

Partnered w/ Recruitment Branch & Selection Branch – streamlined assessment process for Food Svcs Worker, B & G Worker, & SpEd Trainee

Partnered w/ AVID & School Police – reduced vacancy rates & improved quality of applicants

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Employment Transaction Services Branch – Statistics

REDUCTION IN VACANCY - HIGHLIGHTS JUL 2007 FEB 2008

212 122

7

2

APR 2008

41

162

23

32

NOV 2007

Superintendent’s 10 High Priority Middle Schools 59 31%

Superintendent’s 17 High Priority High Schools 250 35%

% REDUCTION IN VACANCY

Building & Grounds Worker (F/T: 4 hrs or more) 42%

School Facilities Attendant 70%

Plant Manager Series (PM I-IV) 94%

21,128

62,618

19,022

61,124

19,909

69,198

0 10,000 20,000 30,000 40,000 50,000 60,000 70,000 80,000

Vacancies Filled

AssignmentTransactionsPerformed

2004-05 2005-06 2006-07

* Chart is for comparison purposes. The # of middle schools now tracked is 17.

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Organizational Excellence Branch – Overview

Functions Accomplishments

Design & deliver staff development to enhance the technical, communication & customer service skills of classified employees

Provide classified employees a full range of training opportunities to acquire skills that meet current & future District needs

Coordinate mentor programs for school officesEducate classified supervisors re: District policies,

legal mandates & organizational best practices

Provided training to 17,000+ employees & maintained a customer satisfaction rating of 4.5-4.8 out of 5.0

Facilitated $78,000 in scholarships from State of CA for select classified employees to complete CBO training

Successfully conducted & produced graduates from School Business Mgmt Certificate Pgm (USC) & AA degree pgm (Pierce Community College)

Conducted & evaluated Training Needs Assessment of Principals & Asst. Principals for Classified Staff

Continued efforts to evaluate & enhance the New Employee Orientation pgm in alignment w/ the District’s mission, vision, & Guiding Principles

Achieved production cost-saving for OE catalog by offering advertising opportunities

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Organizational Excellence Branch – Statistics

TRAINING SESSIONS

5361 57

33 36

22

75

107

95

6857 55

0

20

40

60

80

100

120

2006 2007 2006 2007 2006 2007 2006 2007 2006 2007 2006 2007

JUL AUG SEP OCT NOV DEC

JUL AUG SEP OCT NOV DEC

2006 2007 2006 2007 2006 2007 2006 2007 2006 2007 2006 2007

TRAINING PARTICIPANTS 1,214 1,158 1,494 776 707 434 2,556 2,007 2,162 2,129 1,161 940

AVERAGE RATING(5 = HIGHEST) 4.7 4.8 4.6 4.7 4.8 4.5 4.7 4.8 4.8 4.7 4.7 4.6

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Organizational Excellence Branch – Statistics

ON-THE-JOB RESPONSES

239287 295

362325

398

265

496

280

463

242

376

0

100

200

300

400

500

600

2006 2007 2006 2007 2006 2007 2006 2007 2006 2007 2006 2007

JUL AUG SEP OCT NOV DEC

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Organizational Excellence Branch – Statistics

TUITION REIMBURSEMENTS

3342

78

35

54

30

5650

125

38

86

50

0

20

40

60

80

100

120

140

2006 2007 2006 2007 2006 2007 2006 2007 2006 2007 2006 2007JUL AUG SEP OCT NOV DEC

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Q & AQ & A