personnel hiring process improvement plan · standardize formation of search committees hiring...
TRANSCRIPT
PERSONNEL HIRING
PROCESS IMPROVEMENT PLAN
Human Resources
February 2016
1
Topics
Analysis of Hiring Process Times
PAF Documentation Requirements Review
Process Improvements
Early Completion of Search Plan
Standardize Search Plan Activity Dates
Standardize Minimum Qualifications
Standardize Formation of Search Committees
PROCESS ANALYSIS
Informed Improvements
https://www.mesacc.edu/human-resources/maricopa-hr-mcc-informed-improvement-efforts
2015 Hires vs. Average Days
Formal Searches Informal Searches
No. of Searches 47 11
Avg Days 100.5 46.4
0
20
40
60
80
100
2015 Divisional Hires vs. Average Days
AcademicAffairs
AdministrativeServices
CollegeTechnicalServices
Office of thePresident
Student Affairs
Formal Searches 21 9 3 1 13
Formal Avg Days 94.7 81.8 81.7 80 128.7
Informal Searches 6 0 1 1 3
Informal Avg Days 35.8 0 26 18 83.7
0
20
40
60
80
100
120
Average Hiring Timeline (formal)
0 25 50 75 100 125
Avg Days
Avg Days
PAF Approval to Job Post 33.3
Closed Internal; Open External 5.6
Internal Screening 7.2
Internal Interviews 20.3
External Screening 9.1
External Interviews 19.9
Final Interview 15.4
Job Offer 11.2
PAF Approval to Job Posting
13
74
1421
14
28
14
70
36
1421
2735
76
20
123 123
21
41
98
0 0
2128 31 28
1420 21 21
5
2520
14
34
0
50
100
150
200
Average of 33 Days
Days
Significant Delays from Approval to Posting
Current PAF Documentation Plan
Cabinet Review & President’s Approval
Post Cabinet
PAF Summary & Approval Search Plan / Timeline
PAF Funding Hiring Team
Job Description Screening Rubrics
Position Justification Presentation Evaluations
Essential Functions Interview Questions
Organization Chart
Current process averages 54 days in length
Process Improvement #1
Reconfigure PAF documentation to include Search Plan Reduces PAF Approval to Job Posting time on average by 78.9%
Hiring Manager gains greater control and buy-in
Cabinet gets to see the entire search picture
Process Improvement #2
Institute standard but flexible Search Timeline Reduces Time to Hire on average by 48%
Keeps Hiring Team focused and on-track
Dictated by position type/grade level
100
6045
25
50
75
100
125
Current Avg Ext Target Int Target
Days
Reduces Need for Informal Search Process
Improved Search Timeline Parameters
PAF Approval to Job Open Date (internal)………..........................
Job Opened (internal)……..................................................................
Job Closed / Open (external) to Screening Complete.……………..
Schedule Interviews / Interviews Complete……………………..….
External Screening Complete.………………………………...…….
Schedule Interviews / Interviews Complete..……………………….
Schedule Final Interview / Final Interview Complete…..…………
Background Check / Target Offer Date.……………………............
Target Time from PAF Approval to Job Offer: 45-60 Days
7 Days
7 Days
2 Days
14 Days
2 Days
14 Days
7 Days
7 Days
Improved Search Timeline Plan
Internal Process Dates
- -22 Feb 2016
- -
Internal Open
Internal Close
Screening Complete
Contact Candidate(s)
to Schedule Interview
Internal Interviews
Complete By
Reference Checks
Complete By
Final Interview
Complete By
Target Job Offer Date
- -
- -
- -
- -
- -
- -
02 Mar 2016
09 Mar 2016
16 Mar 2016
23 Mar 2016
30 Mar 2016
06 Apr 2016
External Process Dates
29-Feb-2016
06-Mar-2016
Internal Open
Internal Close
Screening Complete
Contact Candidate(s)
to Schedule Interview
Internal Interviews
Complete By
Reference Checks
Complete By
Final Interview
Complete By
Target Job Offer Date
18-Mar-2016
25-Mar-2016
01-Apr-2016
08-Apr-2016
15-Apr-2016
22-Apr-2016
28 Feb 2016- -
Job Posting Time By Grade Level
PSA/M&O/Crafts/Safety….......………………...….7/14 Days
MAT 13-15…………………………………………..7/14 Days
MAT 16-19…………………………………………….14 Days
MAT 20-21…………………………………………30-60 Days
Residential Faculty………………………………...45-60 Days
Process Improvement #3
Begin Standardizing Min Quals Bare minimums to do the job; a “3” employee
Utilize most popular positions by quantity Admin Secretary III
Student Services Specialist
Program Advisor
Fiscal Services Coordinator
Example Administrative Secretary III (PSA08)
– 1. Experience working as an administrative secretary
– 2. Experience working with multiple computer software programs such as MS-
Word, MS-Excel, Adobe, etc.
– 3. Experience providing customer service to a diverse population
– 4. Experience providing training and work direction for other employees
All will be standardized at completion of C&C Study (2017)
Process Improvement #4
Standardize Formation of Search Committees Hiring Manager
– Department Manager Role
– Participates as screener and interviewer
Screeners– Minimum of two are required
– Also participate as interviewers
Interviewers– Minimum of three are required
Committees must be diverse in terms of gender and ethnicity Include at least one female, one male, and one person of ethnic diversity
Must include at least one residential faculty member for MAT positions
Second Interviews MAT 18 and above – Cabinet Members
Questions?