Comprehensive Administrative Unit Program Review Worksheet

Comprehensive Administrative Unit Program Review

Worksheet 2014-2017

Administrative Unit Area: Human Resources

I. Administrative Unit Description A. Mission Statement

Provide the department/division mission statement that includes its primary functions, modes of delivery, and target audience.

The Human Resources department is committed to attracting, hiring, engaging, developing and retaining a highly qualified staff of faculty, classified, and administrative personnel that support the educational needs of students. To achieve our mission, we foster a culture that values diversity, utilizes technology to deliver quality services to our customers, and systematically evaluates our programs and services to ensure alignment with Institutional goals.

B. Organizational Chart

Provide an organizational chart of your unit Click here to enter text.

Jeffrey Horsley

Interim Vice President Human Resources

Debbie Perez-Flores Interim Executive Assistant

Jeannine Stokes Interim Associate Dean

Human Resources Marcy Huerta Human Resources Analyst Veronica Jones Human Resources Analyst Cindy Rogers Human Resources Technician Vacant Human Resources Analyst Vacant Human Resources Analyst Betty Williams Human Resources Analyst

Human Resources Organizational Chart

C. Staffing (Full, Part Time, Temporary, Consultants/Professional Experts, Student Workers, etc.)

List and briefly describe each position in the unit.

The Human Resources Department currently has 9 full-time employees consisting of a Vice President (Interim), Associate Dean (Interim), Executive Assistant (Interim), Technician, and five analysts (2 vacancies). The department currently has one part-time student worker and is recruiting for a temporary clerical I position to assist the department. The primary functions of the Human Resources Department are to recruit, hire and retain a qualified staff of faculty, classified, and administrative personnel that support the educational needs of students.

Services include the following areas: recruitment; personnel services; professional development; contract management and labor relations; federal/state/district compliance; diversity; and benefits administration.

II. Administrative Unit Needs Assessment

A. DEPARTMENTAL/DIVISION DATA AND RESEARCH

i. Summarize Key Indicators for Department/Division Report the number of customers served and/or provide a general description of the population(s) served by the department (students, faculty, staff, community, etc.) in academic year 2013-2014.

The approximate numbers of customers served are as follows: Administrators – 36; Full-Time Faculty -142, Part-Full-Time Faculty – 519; and Classified & Confidential/Supervisory Staff – 288. The total number of employees including permanent staff, substitutes, temporary employees and student workers in the District for 2013-2014 as of May 2014 was approximately 1,824.

Attached is a copy of the Workload Metric for 2013-2014 in comparison to 2011-2012/2012-2013.

ii. Has there been any change in the status of your unit (since the last program review cycle)? The HR Department has continued to experience multiple changes since the last program review cycle. The Human Resources Department is currently recruiting for a permanent Vice

President of Human Resources and a permanent Associate Dean of Human Resources. Jeannine Stokes has been appointed as the interim Associate Dean of Human Resources effective April 1, 2015 to support the division while we recruit to permanently fill these positions. The Department will be understaffed by two Analysts which will greatly impact our unit. Recruitment for a HR Analyst has been posted to our website, and it is our intention to fill the second HR analyst position in a temporary capacity.

iii. Have activities in other areas of the district impacted your unit?

The Human Resources Department is currently recruiting for 9 Administrative positions and 22 Faculty positions district wide. The goal is to have all 22 recruitments completed by June 30. 2015. We are currently working on 25 classified recruitments.

B. DEPARTMENTAL/DIVISION ASSESSMENT

i. Administrative Unit Outcomes and Assessment a. Number of defined administrative unit outcomes:

1) Designed, launched and continually maintain and update the HR website for effective communication to all customers. 2). The HR department continues to keep a weekly presence at the Menifee Valley Campus. 3) The Human Resources department purchased the NEOGOV system and is in the final stages of launching the online applicant tracking software program which will allow applicants to submit their applications online. 4) The On Base scanning system has been installed and is ready for use.

b. List all Administrative Unit Outcomes for the Department/Division

#1 Implement Human Resources electronic processes to allow the district to move towards becoming a more efficient, effective, and paperless district. a. Select and implement a comprehensive district-wide employment applicant tracking system (11-12) b. Design and implement a comprehensive district-wide electronic Human Resources Service Request (12-13) c. Select and implement a comprehensive district-wide performance evaluation system (12-13) d. Design, launch and maintain an enhanced HR Website for effective communication to all

customers (11-13) #2 Provide a multi-year approach for increasing faculty and staff to support student learning programs and district-wide services. a. Develop a district-wide staffing plan (11-12) #3 Promote personal, professional and organizational growth for the employees of Mt. San Jacinto Community College. a. Design and implement a comprehensive district-wide Professional Development program (11-12)

ii. Assessment Reports

Has the department/division generated any type of report summarizing performance on the Administrative unit outcomes? Yes/no No

If so, please attach the summary files.

iii. Dialogue about Assessment Results

Summarize the most recent academic year assessment results. (250 words or less)

Prompt: What types of dialog regarding assessment results have taken place within the department/division? What specific changes have been made to respond to outcome assessment results? Describe recommendations for the short and long-term.

There has been no dialog regarding assessment results within the HR department due to the on-going transitions and vacancies within the department. It is our goal to incorporate monthly meetings, for updates and progress within the Human Resources department, to collect data/information, to begin strategizing to enhance the customer services by implementing new processes where they are needed, and to streamline processes that will ultimately assist us to be more efficient and effective with the daily operations of the Human Resources Department. These assessments are department driven and it is the plan for two HR staff members to attend regular IPRC meetings and other related strategic planning meetings to enhance our knowledge of the strategic plan for the institution, so that we can begin to expand our goals and incorporate our divisions’ expectations in maintaining quality customer service for the District.

III. Planning and Resource Requirements

To inform the next round of institutional planning, please list and discuss your goals and objectives, along with any additional facilities, staff, technology, equipment, and professional development that would improve effectiveness or increase department productivity. Specifically connect your goals and needs with the analysis of department/division data and assessment above.

A. Program Goals

i. Identify goals and objectives of your program and describe how you will attain them. Which

of these will you begin addressing this year?

1) Increase customer satisfaction by 10% over the end of the calendar year (2015). 2) Restructure the Human Resources Department to create balance in workload which will provide efficiency and support our customers/business partners within the Mt. San Jacinto College and the Community. 3) Identify opportunities to develop online learning resources especially for the Diversity/EEO training. 4) Systematically review the

performance evaluation process for administrative and professional faculty and staff.

ii. Briefly summarize how department/division goals/objectives support the 2014-2017 MSJC Strategic Plan. Please address how the department/division goal supports the Strategic Plan goal(s), what action(s) will be taken, and the timeline for anticipated completion of the action.

GOAL/OBJECTIVE STRATEGIC PLAN GOAL(S)

ACTION PLAN TIMELINE FOR COMPLETION Design and implement a

comprehensive District-Wide electronic Human Resources Service (HRSR).

Strategic Plan Goal 5 ( 5.1)

A Technology initiative Proposal (TIP) was submitted 08/15/13 for consideration of an Electronic Human Resources Request (HRSR).

Waiting to find out the status of TIP. Promote quality of institution through enhanced communication within the community

Strategic Plan Goal 7 (7.3)

Develop an online survey that will be sent out district wide at the end of each year to collect suggestions, view concerns and to make changes as necessary to better serve the district and community.

The survey will be sent out at the end of each fiscal year, the next survey will be sent out in June and each fiscal year thereafter.

Enhance Customer Relations between instructional services,

Strategic Plan Goal 9 (9.4)

Promote

division/departmental “open house” functions

Continue holding a regular “open house” at the end of each

student services, and administrative services to better serve our students.

for staff and faculty within all divisions.

calendar year.

Enhance outreach and in-reach efforts to better inform the community about Mt. San Jacinto College

Strategic Plan Goal 7 (7.3)

Continue participation in the CCC Registry Job Fair to promote Mt. San Jacinto College

The CCC Registry Job Fairs are held annually, it is our

recommendation that MSJC participate yearly. Enhance outreach and

in-reach efforts to better inform the community about Mt. San Jacinto College

Strategic Plan Goal 7 (7.3)

Continue to participate in the San Jacinto Valley Women’s Conference.

The SJVW conference is held yearly in February and MSJC will continue to support and

participate in this community event.

B. Resource Requirements

i. Facilities - Identify facility needs (i.e. new facilities, improvements to existing facilities) based on the data and analysis above that would improve student success and

department/division effectiveness.

The HR department would like to request improvements to the existing facility by evaluating the current structure of the layout of HR office and identify a possible restructure. There is a dire need for additional storage space to accommodate the recently purchased file cabinets.

ii. Staffing - Identify staffing needs (i.e. reclassification, new positions) from the data and analysis above that would improve student success and department/division effectiveness. The Human Resources Office is currently recruiting for a Temporary Clerical I to support the front desk, answer phones, direct calls, pick up and deliver mail, and to greet guests through the end of the 2014-2015 fiscal year. Due to the continued growth at MSJC, the HR

department is requesting a permanent Clerical I be hired to support the front reception area.

iii. Technology - Identify any technology needs (i.e. new/updated equipment, new/updated software, etc.) from the data and analysis above that would improve student success and department/division effectiveness.

HR is requesting updated equipment for all workstations including larger monitors for each work station.

iv. Equipment - Identify any equipment (i.e. office supplies, equipment too expensive for the department budget) from the data and analysis above that would improve student success and department/division effectiveness?

The HR department recently purchased two new Fire King file cabinets to house our terminated files. The cost for two file cabinets was approximately $5,000.00 which was used from the department’s discretionary funds. It is the request of the department that an annual allocation of $5,000 be available in the (New Equipment) budget line to purchase file cabinets as needed yearly to support the filing system in the Human Resources

Department and to maintain compliance with records retention laws.

v. Professional Development - Identify professional development opportunities that would improve student success and department/division effectiveness?

Click here to enter text.

IV. Budget Allocation

RAP (Resource Allocation Proposal) Submissions

For which needs identified previously in this program review will you be submitting a RAP? There are no RAP Submissions for the Human Resources Division at this time.

V. Final Summary

A. Based on the data and analysis contained in this review, please forward your three greatest needs to your dean/division vice president.

Transfer all timesheet and attendance functions to the payroll staffing

Hire a permanent Clerical I to perform the basic receptionist functions for the front desk in the HR department

Additional Storage Space

B. Discuss any major activities/highlights/achievements and any innovations during the past year. A job rotation was implemented in August of 2014 by the former Associate Dean of Human Resources. The implementation allowed Human Resources Analysts to develop a wider range of work experience which enhanced and broadened their knowledge and skill set.

The NEOGOV software program was purchased and is in the final stages of being launched and implemented.

MSJC participated in the 2015 CCC Registry Job Fair in January 2015. It was the first time MSJC had participated in this type of event in over 20 years. The MSJC booth attracted many visitors and candidates for some of our vacant recruitments. It was a wonderful opportunity and it definitely provided exposure for our district.

The MSJC Human Resources department attended the San Jacinto Valley Women’s Conference and was instrumental in assisting with the registration process.

C. Please list all staff who participated in this review. Debbie Perez-Flores, Veronica Jones, Jeannine Stokes

D. Any suggestions, concerns or constructive criticism regarding the MSJC program review process? Click here to enter text.

2011-2012 2012-2013 2013-2014

RECRUITMENTS Number Number Number

Classified/Confidential

Number of Applications Received/Reviewed

Number of Applicants Interviewed

Management

Number of Applications Received/Reviewed

Number of Applicants Interviewed

Faculty

Number of Applications Received/Reviewed

Number of Applicants Interviewed

Total Recruitments

Number of Applications Received/Reviewed

Number of Applicants Interviewed

Associate Instructor Applications Received/Reviewed

EMPLOYEES HIRED

All HRSRs Processed No information

Classified/Confidential

Management

Faculty

Associate Instructors

Short-term / Substitute Employees Hired 80 64

Professional Experts Processed/Hired 67 72

Student Workers Processed/Hired 433 375

Total Hired

274

MSJC Human Resources Department

Workload Metrics

2014-2017 Comparison

Employees on 39 Month Reemployment List 0 2 3

Re-Classification Reviews 0 5 5

Formal Complaints of Discrimination/Harassment 1 5 5

Disciplinary Cases (Formal) No information 12 12

Benefit Accounts Maintained

Health*

Dental*

Vision*

All Life

All Retiree Medical

All COBRA Enrollees

TRAINING CLASSES OFFERED - HR Related

Consortium - Ed Code Provisions & Labor Law

Benefit Orientation

Equal Employment Opportunity Training

Sexual Harassment Training

Total Training Classes Offered 45 44 44

* Denotes inclusion of dependents

Note: Recruitments and hires may not be reflected in the same fiscal year. For example, a recruitment started in 11/12 may result in a hire reported in 12/13. Also, one recruitment may result in more than one hire.