PR & HR -5-10-13 Hiring Kenwood Cove1
A3 Problem Solving
Concern/Problem There are significant delays when hiring temporary positions at Kenwood Cove
Departments that may
be impacted
Parks & Rec and HR
Date problem was
identified
March 12, 2013
Originator
Jennifer Perry
Contacts
Heather Stanek, Chris Curtis, Linda Lockhart
Problem Solving Team
Jennifer Perry, Heather Stanek, Darrin Stineman, Nancy Schuessler
Describe Current
Situation
There are numerous problems that currently hinder the efficient processing of new
hires for Kenwood Cove. The underlying cause of these problems appears to be the
youthful age of the applicants and their lack of experience in completing required
HR forms. As a consequence a different approach may be required in order to tailor
a process that can resolve our concerns and facilitate hiring.
Analysis
The following issues create delays when hiring temporaries for Kenwood Cove
1. Job Description revisions are not being submitted to HR from Parks & Rec in a
timely manner
2. Applicants do not complete applications correctly, whether on-line or on paper
3. Forms required by HR are not being completed in a timely manner
4. HR is not receiving completed paperwork in time to process it by the intended
hire date
5. Sometimes employees have actually started working prior to HR approval
6. Applicants are not always being notified if not selected.
7. Recruitment is difficult, particularly for life guards
Recommendation
Problem
1. Job Description revisions are not being submitted to HR from Parks & Rec in a
timely manner
Solution - HR
• Establish a new time frame – December 1 – December 15
(Human Resources staff will pay close attention to the instructions
they provide to Parks & Recreation.)
• At the end of the two week timeframe, have HR provide the Director of
P&R with a list of those who have not responded with their job
description revisions.
Problem
2. Applicants do not complete applications correctly, whether on-line or on paper
Solution - HR
NOTE: The software prompts applicant should they fail to properly
complete the form
• HR will follow up on with applicants where additional information is
needed.
• HR will place returning employees as inactive on the AS400 (one year
maximum). Returning employees will only need to update their
application forms each year. This will greatly facilitate the ease of
hiring and increase HR capacity by reducing the amount of time spent
on these applications. This will start beginning 2014.
Solution – Parks & Rec
• At the interview provide applicants a list of those items to bring with
them when returning their paperwork to HR
• As needed P&R supervisors will follow up with applicants who failed to
complete all of their hiring forms in order to ensure an adequate
number of qualified applicants.
2
Problem
3. Forms required by HR are not being completed in a timely manner
Solution - HR
• HR will perform background checks using the applicant interest list.
•
Solution – Parks & Recreation
• If the applicant is to be hired, a P&R Supervisor will inform them of
exactly what documents they will need to bring with them on their first
day of employment/orientation.
• Two weeks prior to first day of employment, P&R supervisors will send
a reminder to the employees of what documents to bring with them on
their first day of employment/orientation.
• Schedule hiring in stages (Maintenance, Assistant Managers, Life
Guards)
• Hold an orientation on the first day of employment for Kenwood Cove
employees and obtain all information not previously provided (this
may be done jointly by an HR representative & a P&R Supervisor)
Problem
4. HR is not receiving completed paperwork in time to process it by the intended
hire date
Solution – Parks & Recreation
• For the people the P&R Supervisor wishes to hire from the certification
class, she will send the information to HR to run their background
check by the end of the first day of the class. The P&R Supervisor will
provide those passing the certification class with the application and
list of documents needed.
Problem
5. Sometimes employees have actually started working prior to HR approval
Solution – Parks & Recreation
• A P&R Supervisor (who has been thoroughly trained by HR) will do all
of the hiring.
.
Problem
6. Applicants are not always being notified if not selected.
Solution – HR
• HR will notify applicants who were not selected
Problem
7. Recruitment is difficult, particularly for life guards
Solution – Parks and Recreation
• A P&R Supervisor will contact all high school swim teams and swim
club(s) personally about job opportunities
Labor and Cost Savings
Annual dollar savings:
None
Annual hours of increased capacity:
• 26.25 hours of increased capacity by placing returning employees as
inactive in the AS 400. These employees will only need to update their
applications.
Use bullet points to identify customer service or employee benefits:
• Finding solutions to the each of the problems identified will greatly
facilitate the hiring process, making it easier for everyone
Implementation Plan Those solutions which can be implemented immediately will be. The remainder will
be in place to facilitate next year’s hiring.
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Attachments (include current and proposed process documentation forms, or before and after
photos, or other before and after descriptions as appropriate)
Approval Process
Parks & Recreation
Director’s Approval
Instructions: This form is submitted through the chain of command to the Director
Date: May 3, 2013
Approved/Denied:
Comments: This seems like a great start to improving efficiency and capacity for
both departments. Additionally, the quality control should improve as well.
HR Director’s Approval
Instructions: Approval authority is delegated to each Director for all
recommendations that results in $5,000 or less in annual savings, or 250 hours or
less of annual increased capacity.
Date: May 9, 2013
Approved/Denied:
Comments: We will explore ways to increase efficiency with KC and other seasonal
hiring on an ongoing basis, with intermittent follow-up/feedback to be obtained
from the individuals directly involved in the processes. One note – receiving the I-9
form no later than the first day worked is not optional as it is a Federal regulation
and our failure to comply could result in fees/penalties.
Process Improvement
Director’s Approval
Instructions: Upon approval this form is sent to the CMO Executive Assistant, who
forwards a copy to members to the Executive Support Team. They determine how to
convert hours into budgetary savings.
Date: May 10, 2013
Approved/Denied:
City Manager’s
Approval
Instructions: Final sign off for all recommendations that exceed $5,000 in annual
savings, or 250 hours of annual increased functional capacity is by the City
Manager, who also signs off on any plans to convert hours to budgetary savings. The
CMO Executive Assistant converts the approved form into a pdf file that is saved on
the P drive and in Laserfiche.
Date:
Approved/Denied: