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Employee Compensation ReviewEmployee Absence by Schools

Human Resources Committee

June 24, 2004

Tim BureshChief Operating Officer

6/24/2004. Employee Compensation--Employee Absence by Schools 2

Today’s Presentation

n School profile overviewn Employee absence by schoolsn Identifying absence patternsn Responses to absences

6/24/2004. Employee Compensation--Employee Absence by Schools 3

Background: Employee Absence

n Based on payroll datan Absence defined by pay codes:

• BV (Bereavement)• IL, IH (Full and half-pay illness)• JU (Jury duty)• MS* (Miscellaneous)• PN (Personal necessity)• UP (Unpaid time)

n Data anomalies• Professional development• Workers’ comp• System is overloaded to do too many things

* MS is not included in absence in subsequent slides unless otherwise explicitly noted

6/24/2004. Employee Compensation--Employee Absence by Schools 4

9

38

71

112

84

58

41

10

24

0

20

40

60

80

100

120

0 1 2 3 4 5 6 7 8 9 10 11 12 13 14

Average Days Absent

Ele

men

tary

Sch

oo

lsDistribution of Elementary Schools by Average Days Absent*

* 2002-03 Certificated and Classified assignments only

6/24/2004. Employee Compensation--Employee Absence by Schools 5

5

1920

11

4

23

8

0

5

10

15

20

25

0 1 2 3 4 5 6 7 8 9 10 11 12 13 14

Average Days Absent

Mid

dle

Sch

oo

lsDistribution of Middle Schools by Average Days Absent*

* 2002-03 Certificated and Classified assignments only

6/24/2004. Employee Compensation--Employee Absence by Schools 6

6

16

11

5

32

4

0

2

4

6

8

10

12

14

16

18

0 1 2 3 4 5 6 7 8 9 10 11 12 13 14

Average Days Absent

Sen

ior

Hig

h S

cho

ols

Distribution of Senior High Schools by Average Days Absent*

* 2002-03 Certificated and Classified assignments only

6/24/2004. Employee Compensation--Employee Absence by Schools 7

Example: Days Absent Pattern*

0%

2%

4%

6%

8%

10%

12%

14%

16%0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

>20

Days Absent Per School Year

Per

cen

tag

e o

f Em

plo

yees

1999-002000-012001-022002-03

* Absence includes MS time

6/24/2004. Employee Compensation--Employee Absence by Schools 8

SchoolEnvironment

LowImpact

Extraordinary

0%

2%

4%

6%

8%

10%

12%

14%

16%0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 >20

Days Absent Per School Year

Per

cen

tag

e o

f E

mp

loye

esSegmenting the Absence Population

* Absence includes MS time

6/24/2004. Employee Compensation--Employee Absence by Schools 9

How to Manage Each Segment

n Expected Circumstances• Regular illnesses & personal necessities• Unrealistic to drive this down

n School Environment• School culture• Community factors• Managed by school administrators

n Extraordinary• Workers’ comp• Surgery• One-on-one case management by the District

6/24/2004. Employee Compensation--Employee Absence by Schools 10

How to Identify the Segments Within Each School?

n Not all schools are aliken Each school may have different

behavioral normsn Cannot paint broad strokes

6/24/2004. Employee Compensation--Employee Absence by Schools 11

Individual School Absence Profile (ISAP)

n Average Days AbsentPresence of Extraordinary absences at a school

n Median Days AbsentAbsence norm at a school (Low Impact)

Average and Median together indicate:• Where the problem is, and• Who is responsible for taking action

6/24/2004. Employee Compensation--Employee Absence by Schools 12

Applying ISAP: Typical Absence Profile

0%

2%

4%

6%

8%

10%

12%

14%

16%0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

>20

Days Absent Per School Year

Per

cen

tag

e o

f Em

plo

yees

1999-002000-012001-022002-03

Median(10.0)

Average(13.4)

Gap

6/24/2004. Employee Compensation--Employee Absence by Schools 13

0%

2%

4%

6%

8%

10%

12%

14%

16%0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 >20

Days Absent Per School Year

Per

cen

tag

e o

f E

mp

loye

es

1999-002000-012001-022002-03

Applying ISAP:Without Long Term Absences…

Median(9.0)

Average(9.5)

Gap shrinks

6/24/2004. Employee Compensation--Employee Absence by Schools 14

Interpretation of ISAP Model

Median

Gap

Extraordinary:Case Management

Intervention

School Environment:School Administrator

Manage

Low Impact:Case Management

as needed

Severe Absences:School Administrator &

Case Manager

HighLow

Low

Hig

h

6/24/2004. Employee Compensation--Employee Absence by Schools 15

Lowest Average Days Absent:Elementary Schools*

0 1 2 3 4 5 6 7 8 9 10 11 12 13 14

6192-RANCHITO EL4795-LATONA EL

2986-CHAPMAN EL2781-CANTERBURY EL

7432-COLUMBUS AVE EL4130-GLEDHILL EL

5459-NEVADA EL5808-156TH ST EL

6890-STAGG EL4137-GLEN ALTA EL4082-GARVANZA EL

6952-STONER EL4671-IVANHOE EL

6329-ROCKDALE EL7836-WINNETKA EL

3164-COLFAX EL6616-7TH ST EL

3397-DELEVAN DRIVE EL4762-KNOLLWOOD EL

4767-LANE EL

Employee Days Absent

Median

Average

* 2002-03 Certificated and Classified assignments only

6/24/2004. Employee Compensation--Employee Absence by Schools 16

Highest Average Days Absent:Elementary Schools*

0 1 2 3 4 5 6 7 8 9 10 11 12 13 14

7397-VALLEY VIEW EL3068-CIENEGA EL3219-CORONA EL

5014-LOYOLA VILLAGE EL7649-WEST HOLLYWOOD EL

7863-WOODCREST EL6013-PARK WESTERN EL

7548-VINEDALE EL3767-15TH ST EL

3640-ESHELMAN EL5887-122ND ST EL

3082-CIMARRON EL2378-NUEVA VISTA EL

7164-BRIGHT EL5505-9TH ST EL

6438-RUSSELL EL4315-GULF EL

7342-MEYLER EL3452-DOLORES EL

5781-FLOURNOY EL

Employee Days Absent

Median

Average

* 2002-03 Certificated and Classified assignments only

6/24/2004. Employee Compensation--Employee Absence by Schools 17

Lowest Average Days Absent:Middle Schools*

0 1 2 3 4 5 6 7 8 9 10 11 12 13 14

8354-PORTER MS8434-VAN NUYS MS

8047-BELVEDERE MS8168-GRIFFITH MS

8264-NIGHTINGALE MS8462-VIRGIL MS

8038-BANCROFT MS8102-COLUMBUS MS

8200-LOS ANGELES ACAD MS8272-NOBEL MS

8228-MACLAY MS8230-MADISON MS8321-PACOIMA MS8107-PORTOLA MS

8137-FROST MS8182-HOLMES MS

8189-IRVING MS8363-SEPULVEDA MS

8344-PARKMAN MS8406-SUTTER MS

Employee Days Absent

Median

Average

* 2002-03 Certificated and Classified assignments only

6/24/2004. Employee Compensation--Employee Absence by Schools 18

Highest Average Days Absent:Middle Schools*

0 1 2 3 4 5 6 7 8 9 10 11 12 13 14

8060-BETHUNE MS8493-WRIGHT MS

8112-DREW MS8099-CLAY MS

8103-CURTISS MS8127-FLEMING MS

8340-PALMS MS8268-NIMITZ MS

8208-KING MS8113-EDISON MS

8090-CARNEGIE MS8151-GAGE MS

8490-WILMINGTON MS8028-AUDUBON MS

8377-SOUTH GATE MS8255-MUIR MS

8066-BURBANK MS8306-OLIVE VISTA MS

8356-REVERE MS8352-PEARY MS

Employee Days Absent

Median

Average

* 2002-03 Certificated and Classified assignments only

6/24/2004. Employee Compensation--Employee Absence by Schools 19

Lowest Average Days Absent:Senior High Schools*

0 1 2 3 4 5 6 7 8 9 10 11 12 13 14

8893-VAN NUYS SH8583-CHATSWORTH SH

8679-GARFIELD SH8814-RESEDA SH8878-SYLMAR SH8600-DORSEY SH

8571-CANOGA PARK SH8621-FAIRFAX SH8729-LINCOLN SH

8614-EAGLE ROCK HS8686-HAMILTON SH-COMPLEX

8683-GRANT SH8880-TAFT SH

8914-VERDUGO HILLS SH8557-BIRMINGHAM SH

8617-EL CAMINO REAL SH8779-NARBONNE SH

8907-VENICE SH8725-KENNEDY SH

8590-CLEVELAND SH

Employee Days Absent

Median

Average

* 2002-03 Certificated and Classified assignments only

6/24/2004. Employee Compensation--Employee Absence by Schools 20

Highest Average Days Absent:Senior High Schools*

0 1 2 3 4 5 6 7 8 9 10 11 12 13 14

8636-POLYTECHNIC SH8928-WASHINGTON PREP SH

8650-FREMONT SH8871-SOUTH GATE SH

8536-BELL SH8700-HUNTINGTON PARK SH

8843-SAN FERNANDO SH8943-WESTCHESTER SH

8575-CARSON SH8750-MARSHALL SH8543-BELMONT SH

8714-JEFFERSON SH8596-CRENSHAW SH8829-ROOSEVELT SH

8736-LOS ANGELES SH8850-SAN PEDRO SH

8786-NO HOLLYWOOD SH8643-FRANKLIN SH8529-BANNING SH

8886-UNIVERSITY SH

Employee Days Absent

Median

Average

* 2002-03 Certificated and Classified assignments only

6/24/2004. Employee Compensation--Employee Absence by Schools 21

Observations

n Average Days Absent tells only part of the story

n Vast majority of employees have good attendance

n Need to work on outliersn Extraordinary absences require

specialized care

6/24/2004. Employee Compensation--Employee Absence by Schools 22

ISAP Model

Median

Gap

Extraordinary:Case Management

Intervention

School Environment:School Administrator

Manage

Low Impact:Case Management

as needed

Severe Absences:School Administrator &

Case Manager

HighLow

Low

Hig

h

6/24/2004. Employee Compensation--Employee Absence by Schools 23

0

1

2

3

4

5

6

7

8

9

10

0 1 2 3 4 5 6 7 8 9 10Median

Gap

ElementaryMiddle SchoolSenior High

Roadmap for Action

Extraordinary

School EnvironmentLow Impact

Severe Absences

6/24/2004. Employee Compensation--Employee Absence by Schools 24

Ways to Improve Attendance

Majority of employeesn Has good attendance that could be

bettern Responds to leadership and school

culture

Minority of employeesn Requires individual case management

6/24/2004. Employee Compensation--Employee Absence by Schools 25

Leadership and Culture

n Establish expectations of leaders and peers

n Reward good attendance with recognition

n Recognize issues impacting attendance

n Track, monitor and enforce rulesn Report suspected abuse

6/24/2004. Employee Compensation--Employee Absence by Schools 26

Case Management

n Every case is unique; every solution is unique

nOverlapping issues usually presentn Complex legal issues related to WC,

entitlements, due process, conflicting laws

n Requires combined Staff Relations, Risk Management and Legal support

6/24/2004. Employee Compensation--Employee Absence by Schools 27

Case Management

n Lessons learned from workers compensation experience

n Solicit TPA for case managementn Integrated workers compensation,

leave, illness, disability and discipline response

6/24/2004. Employee Compensation--Employee Absence by Schools 28

Administrative

n Reduce data anomaliesn Clarify use of existing time codes

(e.g., Miscellaneous Time)n Create professional development

codesn Begin standard reporting to managers

at all levels

6/24/2004. Employee Compensation--Employee Absence by Schools 29

Implement Legal Changes

n Remove the 100-day sick leave lawn Replace with short-term disability and

long-term disability programnBetter long-term protection for

employeesnLower cost to District

6/24/2004. Employee Compensation--Employee Absence by Schools 30

Financial Incentives for Schools

n Current: no fiscal reward for good attendance

n No fiscal disincentive for poor attendance

n Absence cost: $430 millionn School books, supplies and capital

budget: $500 millionFuture: reduce absence cost, send to

school accounts

6/24/2004. Employee Compensation--Employee Absence by Schools 31

Financial Incentives for Schools

Wait one year in order to... n Reduce data anomaliesn Improve reportingn Improve training, create accountabilityn Implement case manager programn Resolve most problematic employee

casesn Implement legal changes