Workforce Planning Update Staff Council Meeting · Workforce Planning Update Staff Council Meeting...

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”.


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


• 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


Every Vacancy is an Opportunity!


Education Advisory Board (EAB) Recommended Options


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


11

Solving for Greater Efficiency



•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?


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


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


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


February, 2017

Questions??


Workforce Planning Update Staff Council Meeting · Workforce Planning Update Staff Council Meeting...

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