Transcript Hiring Process Improvement Team

Hiring Process
Improvement Team
February 23, 2007
Project Team

Team Members







Dee Dee Lepley,
Administrative Services
Christine Brady, Human
Resources
Brenda Skiba, Human
Resources
Adam Thompson, Paramedic
Nicole Reutzel, EMT
Scott Tuttle, Deputy Chief
EMS Training
Paul Filla, Manager,
Information Resources

Team Facilitators

Scott Tuttle, Deputy Chief
EMS Training
 Paul Filla, Manager,
Information Resources

Sponsor

John Wilson, Director, Public
Safety
Define Phase

Problem statement

During FY 2006, 342 applications were received for Paramedic or EMT
vacancies. In this same period, 49 applicants, 14%, were captured and
eventually began employment with Lee County.
 The current hiring process for EMT's and Paramedics averages 87 days
with a range of 7 to 212 days from time of application.
 As of Feb. 2007, EMS Operations remains understaffed by 17% (47
vacancies) EMT's and Paramedics.
 Problem results in an increase in EMS operational overtime, field
training idle time, as well as system and administrative workload.

Justification for project

To reach the corporate strategic goal of less than 5% vacancies by
increasing capture rate and reducing variation in range of hiring
process.
Project Impact

Aligned with BoCC County Goals/Objectives 2006-2007




Goal 2, Objective 1, 2, 3 (Benchmark\Excellence)
Goal 4, Objective 3 (Evaluate Core Services)
Goal 6, Objective 1 (Improve Public Awareness)
Goal 7, Objective 1, 2 (Trained & Adequate Workforce)
Project Goal
Increase the capture rate of qualified applicants from
14% to 30%.


Anticipated annual savings:


$262,800-$622,836 in EMS operations overtime standby
Reduce capture cost by at least 50% (from $600 to $300) per
new hire in recruiting, advertising and assessing
Project Scope

In scope
 Individuals
that apply for a paramedic or EMT
position with Lee County EMS

Out of scope
 Existing
paramedic or EMT employees that
promote or return to full time status
 Other than paramedic or EMT vacancies
NEW FTEs
EMS TRAINING
EMS FTO
EMS OPERATIONS
EMS ADMINISTRATION
EMS FINANCE
EMS PIO
COUNTY HR
COUNTY RISK
CANDIDATE
MEDICAL DIRECTOR
COUNTY HEALTH
COUNTY LEGAL
HEALTH LAB
NEOGOV
HIRING MANAGER
DEPARTMENT HR REP
LOCAL MEDIA
FTO VACANCY
BOCC
NEOGOV
MD AVAILABILITY
WORD OF MOUTH
CREDENTIALLING
TRADE MAGAZINES
FTO PROJECTIONS
WEB SITE
24 HOUR STATIONS
6 STATIONS
TRADESHOWS
3 MAN STATIONS
FTO ATTRITION
NEOP
6 MONTH TIMEFRAME
CALL TYPE VOLUME
SUBMIT VACANCY
DESCRIPTION
VACATION/OTHER
0-3 DAYS
FACTORS LIMITING OUTPUT
APPROVAL
LOCAL OUTREACH
DEVELOP VACANCY
DESCRIPTION
90-120 DAYS
EXISTING VACANCY
CANDIDATE QUALITY
POST VACANCY
ANNOUNCEMENT
3 MAN FTO CREWS
COMPLETE AND
SUBMIT APPLICATION
SETUP PHASE
RECRUITING METHODS
TARGETED
RECRUITING
SEND
eCONFIRMATION APP
RECEIVED
RECEIVE
APPLICATIONS
0-5 DAYS
SEND CONFIRMATION
APP RECEIVED
REFER
APPLICATIONS
RETRIEVE
APPLICATIONS
DEEMED
REVIEW
APPLICATIONS
NOTIFY CANDIDATE
NOT VIABLE
SCHEDULE TRAINING
CENTER
INVITE VETERAN
APPLICANTS TO
ASSESSMENT
PHYSICAL FITNESS
DEEMED
NOT VIABLE
NOTIFY CANDIDATE
NOT VIABLE
PRIORITIZE
CANDIDATE
SELECTION
DEEMED
PROVIDE EMS OPS
CANDIDATE LIST
NOT VIABLE
DEEMED
PROVIDE HR
CANDIDATE LIST &
SIGNED DISCLOSURE
NOT VIABLE
PERFORM CRIMINAL
CHECKS
PERFORM DRIVING
CHECKS
UNFAVORABLE
RESULTS
MARGINAL
RECORD
NOTIFY CANDIDATE
NOT VIABLE
NOTIFY EMS
CANDIDATE NOT
VIABLE
DEEMED
NOT VIABLE
SEND TO RISK FOR
OPINION
DEEMED
DEEMED
DEEMED
DEEMED
VIABLE
NOT VIABLE
VIABLE
NOT VIABLE
NOTIFY EMS
OPERATIONS
NOTIFY CANDIDATE
NOT VIABLE
OFFER NOT
NOTIFY CANDIDATE
NOT COMPATIBLE
PROVIDE RESULTS
OF CHECKS
1-30 DAYS
MAKE OFFER
NEGOTIATE WAGE
COMPATIBLE
OFFER
ACCEPTED
1-3 DAYS
NOTIFY ADMIN TO
PRODUCE INTENT
STATUS OF
CERTIFICATES
GAPS IN
EMPLOYMENT
CRIMINAL HISTORY?
COMPLETE
REFERENCES?
DRIVING HISTORY?
NOTIFY CANDIDATE
NOT VIABLE
3-5 DAYS
SEND TO LEGAL FOR
OPINION
PREVIOUS COUNTY
EMPLOYMENT
NOTIFY CANDIDATE
NOT VIABLE
ASSIGN OFFICIAL
START DATE
PRODUCE/MAIL
INTENT LETTER
Intent to Hire Cover Sheet
Stamped in by HR when received.
Temporary position information complete if necessary.
Original Application for Posted Position
Applicant information complete (work history, dates, skills, additional
information, etc.)
Have applicant verify education degree, school, location, and dates.
Review all supplemental questions.
If previous county employee, supplemental question 8 must say ‘yes’
Attach resumes and/or documents that provide additional applicant
information.
Interview Notes for all Interviewees
Reference Checks
Please complete 5 years or to cover minimums of posted position.
Signed Copy of Job Posting by Applicant
Use posting with reference number from www.lee-county.com system.
Information Disclosure Release Form
Drivers must have had valid FL driver’s license for last three years. If
not, provide previous state/s information.
Please provide all states within last ten (10) years with valid driver’s
license held.
Gaps of Employment Explained
Signed documentation provided by applicant.
Gaps of six (6) months or more need to be explained.
Copy of Offer Letter
Interview Statistics Cover Sheet
Veterans Preference Cover Sheets
Completed 49 CFR Form for all Safety Sensitive Positions
Signed Moving Expense Reimbursement Form
Only if applicable.
Completed Original RPA Sent to Compensation
Increased vacation accruals need memo attached with approval from
County Manager or County Attorney.
Copy of RPA Include with Intent to Hire Packet
REQUIRED ELEMENTS FOR ACCEPTABLE INTENT
PACKAGE
1-3 DAYS
INTERVIEW
REVIEW APPLICATION
5-14 DAYS
SIGN/RETURN
INTENT LETTER
1-14 DAYS
HIRING PROCESS PHASE
DETERMINE
CANDIDATE
VIABILITY
1-3 DAYS
WRITTEN EXAM
(EKG WHERE
APPROPRIATE)
SKILLS ASSESSMENT
OUTPUT: INTENT PACKAGE FOR QUALIFIED CANDIDATE
PERFORM
ASSESSMENT
HIRING DECISION PHASE
ELEMENTS OF ASSESSMENT
INVITE APPLICANTS
TO ASSESSMENT
OUTPUT: REVIEWED AND APPROVED CANDIDATE FOR HIRE
ID ASSESSMENT
RESOURCES
NOT VIABLE
OUTPUT: LIST OF INTERESTED CANDIDATES with INITIAL QUALIFICATIONS
START
ID REQUIREMENTS &
NEEDS
ORGANIZATIONS & ROLES INVOLVED
Process Flow Chart
SIGN RPA
OFFER
PERFORM
REFERENCE CHECK
5-10 DAYS
PROVIDE ADDITIONAL
REFERENCE INFO
5-10 DAYS
SCHEDULE COUNTY
HEALTH
ASSESSMENT
SCHEDULE DSI
HEALTH
ASSESSMENT
COMPLETE HEALTH
ASSESSMENT
COMPLETE HEALTH
ASSESSMENT
DETERMINE
RESULTS
UNACCEPTABLE
ACCEPTED
OFFER
DECLINED
MAKE PUBLIC
RECORDS REQUEST
(WHERE APPLICABLE)
DEEMED NOT
VIABLE SECOND
SAMPLE
1-30 DAYS
PROVIDE RESULTS OF
CHECKS
OFFER CANDIDATE
RETEST OF SAME
SAMPLE
PROVIDE RESULTS
OF ASSESSMENT
DEEMED
NOT VIABLE
NOTIFY CANDIDATE
NOT VIABLE
NOTIFY EMS OPS
NOTIFY HR NOT
VIABLE
PREPARE PACKAGE
FOR HR
NOTIFY CANDIDATE
NOT VIABLE
SUBMIT PACKAGE TO
HR
5 DAYS
REVIEW INTENT
PACKAGE
ARRIVE START DATE
DETERMINE
RESULTS
UNACCEPTABLE
NOTIFY CANDIDATE
NOT VIABLE
PAUL FILLA
UPDATED AS OF
11/17/06
EXISTING VACANCY
LOCAL MEDIA
BOCC
NEOGOV
FTO VACANCY
APPROVAL
LOCAL OUTREACH
MD AVAILABILITY
WORD OF MOUTH
CREDENTIALLING
TRADE MAGAZINES
FTO PROJECTIONS
WEB SITE
24 HOUR STATIONS
6 STATIONS
TRADESHOWS
3 MAN STATIONS
FTO ATTRITION
DEVELOP VACANCY
DESCRIPTION
NEOP
6 MONTH TIMEFRAME
CALL TYPE VOLUME
SUBMIT VACANCY
DESCRIPTION
VACATION/OTHER
0-3 DAYS
CANDIDATE QUALITY
POST VACANCY
ANNOUNCEMENT
COMPLETE AND
SUBMIT APPLICATION
RECEIVE
APPLICATIONS
0-5 DAYS
REFER
APPLICATIONS
3 MAN FTO CREWS
SEND
eCONFIRMATION APP
RECEIVED
SEND CONFIRMATION
APP RECEIVED
RETRIEVE
APPLICATIONS
REVIEW
APPLICATIONS
DEEMED
NOT VIABLE
NOTIFY CANDIDATE
NOT VIABLE
SETUP PHASE
90-120 DAYS
NEW FTEs
FACTORS LIMITING OUTPUT
RECRUITING METHODS
TARGETED
RECRUITING
EMS TRAINING
EMS FTO
EMS OPERATIONS
EMS ADMINISTRATION
EMS FINANCE
EMS PIO
COUNTY HR
COUNTY RISK
CANDIDATE
MEDICAL DIRECTOR
COUNTY HEALTH
COUNTY LEGAL
HEALTH LAB
NEOGOV
HIRING MANAGER
DEPARTMENT HR REP
OUTPUT: LIST OF INTERESTED CANDIDATES with INITIAL QUALIFICATIONS
ID REQUIREMENTS &
NEEDS
ORGANIZATIONS & ROLES INVOLVED
Setup Phase
Hiring Phase
SCHEDULE TRAINING
CENTER
INVITE VETERAN
APPLICANTS TO
ASSESSMENT
PHYSICAL FITNESS
PERFORM
ASSESSMENT
DETERMINE
CANDIDATE
VIABILITY
1-3 DAYS
DEEMED
NOT VIABLE
NOTIFY CANDIDATE
NOT VIABLE
PRIORITIZE
CANDIDATE
SELECTION
DEEMED
NOT VIABLE
DEEMED
PROVIDE HR
CANDIDATE LIST &
SIGNED DISCLOSURE
1-3 DAYS
PERFORM CRIMINAL
CHECKS
NOT VIABLE
PERFORM DRIVING
CHECKS
NOT VIABLE
MARGINAL
RECORD
SEND TO LEGAL FOR
OPINION
SEND TO RISK FOR
OPINION
NOTIFY EMS
CANDIDATE NOT
VIABLE
NOTIFY CANDIDATE
NOT VIABLE
DEEMED
UNFAVORABLE
RESULTS
NOTIFY CANDIDATE
NOT VIABLE
3-5 DAYS
DEEMED
DEEMED
DEEMED
DEEMED
VIABLE
NOT VIABLE
VIABLE
NOT VIABLE
NOTIFY EMS
OPERATIONS
NOTIFY CANDIDATE
NOT VIABLE
OFFER NOT
NOTIFY CANDIDATE
NOT COMPATIBLE
PROVIDE RESULTS
OF CHECKS
1-30 DAYS
MAKE OFFER
NEGOTIATE WAGE
COMPATIBLE
OFFER
ACCEPTED
1-3 DAYS
NOTIFY ADMIN TO
PRODUCE INTENT
PRODUCE/MAIL
INTENT LETTER
5-14 DAYS
SIGN/RETURN
INTENT LETTER
1-14 DAYS
SIGN RPA
ASSIGN OFFICIAL
START DATE
SKILLS ASSESSMENT
INTERVIEW
REVIEW APPLICATION
PREVIOUS COUNTY
EMPLOYMENT
STATUS OF
CERTIFICATES
GAPS IN
EMPLOYMENT
CRIMINAL HISTORY?
COMPLETE
REFERENCES?
DRIVING HISTORY?
NOTIFY CANDIDATE
NOT VIABLE
REQUIRED ELEMENTS FOR ACCEPTABLE INTENT
PACKAGE
PROVIDE EMS OPS
CANDIDATE LIST
WRITTEN EXAM
(EKG WHERE
APPROPRIATE)
Intent to Hire Cover Sheet
Stamped in by HR when received.
Temporary position information complete if necessary.
Original Application for Posted Position
Applicant information complete (work history, dates, skills, additional
information, etc.)
Have applicant verify education degree, school, location, and dates.
Review all supplemental questions.
If previous county employee, supplemental question 8 must say ‘yes’
Attach resumes and/or documents that provide additional applicant
information.
Interview Notes for all Interviewees
Reference Checks
Please complete 5 years or to cover minimums of posted position.
Signed Copy of Job Posting by Applicant
Use posting with reference number from www.lee-county.com system.
Information Disclosure Release Form
Drivers must have had valid FL driver’s license for last three years. If
not, provide previous state/s information.
Please provide all states within last ten (10) years with valid driver’s
license held.
Gaps of Employment Explained
Signed documentation provided by applicant.
Gaps of six (6) months or more need to be explained.
Copy of Offer Letter
Interview Statistics Cover Sheet
Veterans Preference Cover Sheets
Completed 49 CFR Form for all Safety Sensitive Positions
Signed Moving Expense Reimbursement Form
Only if applicable.
Completed Original RPA Sent to Compensation
Increased vacation accruals need memo attached with approval from
County Manager or County Attorney.
Copy of RPA Include with Intent to Hire Packet
HIRING PROCESS PHASE
ELEMENTS OF ASSESSMENT
INVITE APPLICANTS
TO ASSESSMENT
OUTPUT: INTENT PACKAGE FOR QUALIFIED CANDIDATE
ID ASSESSMENT
RESOURCES
OFFER
5-10 DAYS
PROVIDE ADDITIONAL
REFERENCE INFO
5-10 DAYS
SCHEDULE COUNTY
HEALTH
ASSESSMENT
SCHEDULE DSI
HEALTH
ASSESSMENT
DETERMINE
RESULTS
UNACCEPTABLE
OFFER
DECLINED
COMPLETE HEALTH
ASSESSMENT
COMPLETE HEALTH
ASSESSMENT
MAKE PUBLIC
RECORDS REQUEST
(WHERE APPLICABLE)
DEEMED NOT
VIABLE SECOND
SAMPLE
1-30 DAYS
PROVIDE RESULTS OF
CHECKS
OFFER CANDIDATE
RETEST OF SAME
SAMPLE
PROVIDE RESULTS
OF ASSESSMENT
DEEMED
NOT VIABLE
NOTIFY CANDIDATE
NOT VIABLE
NOTIFY EMS OPS
NOTIFY HR NOT
VIABLE
PREPARE PACKAGE
FOR HR
NOTIFY CANDIDATE
NOT VIABLE
SUBMIT PACKAGE TO
HR
5 DAYS
REVIEW INTENT
PACKAGE
ARRIVE START DATE
DETERMINE
RESULTS
UNACCEPTABLE
NOTIFY CANDIDATE
NOT VIABLE
PAUL FILLA
UPDATED AS OF
11/17/06
HIRING DECISION PHASE
PERFORM
REFERENCE CHECK
ACCEPTED
OUTPUT: REVIEWED AND APPROVED CANDIDATE FOR HIRE
Decision Phase
SIPOC Diagram
Suppliers
Input
Process
List products/services delivered by suppliers
List 5-7 "high-level steps"
describing your process
Outputs
EMS Operations
Dashboard/Informal Communication
Needs Assessment
List products/services delivered to
customers
Accurate and timely needs
identification
Public Safety Information Resources
EMS Operations & Public Safety
Administrative Services
Recruiting Methods
Targeted Recruiting
Interested Applicants
Complete description of needs of position
Publish Vacancy Announcement Vacancy Announcement
EMS Training
Assessment Methods
EMS Operations
Assessment Methods
Perform Assessment
Provide EMS Operations List of
Qualified Applicants
Provide HR Candidate List &
Signed Disclosure & Job
List two or three of the your key suppliers
Qualified Applicant
Favorable Operational
Recommendation
Customers
List two or three of your key
internal and external
EMS Training
EMS Training
Lee County Human
Resources
EMS Operations
EMS Operations
Lee County Human
EMS Training & Lee County Human Resources Background and Driving Record Review
Favorable HR Recommendation
Resources
Negotiate based on labor agreement and
Cost-effective starting salary for
Lee County Human
EMS Operations
experience schedule
Negotiate Wage
employee
Resources & Public Safety
EMS Operations & Public Safety
salary, start date, drug screening and physical Notify Administration to Produce
Candidate & Lee County
Administrative Services
assessment
Intent
Letter of Intent
Human Resources
signature of employee, self-addressed return
Lee County Human
Candidates
envelope
Officially Accept Offer
Signed and Returned Letter of Intent Resources
health assessment screenings, valid reference Perform Reference Check &
EMS Operations & Public
Lee County Human Resources
information
Health Assessment
Favorable Recommendation
Safety Administrative
signed application, signed disclosure, interview
Complete package of documents
Lee County Human
Public Safety Administrative Services
notes, signed intent letter, ????
Prepare intent package for HR required to hire desired candidates
Resources
Official Notification & Confirmation of EMS Operations & Public
Lee County Human Resources
Valid, complete hiring package
Review of intent package
Start Date
Safety Administrative
Measure Phase
2005 Paramedic New Hire
180
160
140
120
100
80
60
40
20
0
0
1
2
3
4
5
6
7
8
9
10
Measure Phase
2005 EMT New Hire
250
200
150
100
50
0
0
5
10
15
20
25
30
35
40
Analyze Phase
Technology
Methods
EXAM
SCORING
SOFTWARE
LIMITS
NEGOTIATE
WAGE
EXAM
SCORING
DELAY IN
SCANNED
APP
ASSIGN
START DATE
HEALTH
ASSESS
SCANNED
DATA
INTENT/
OFFER
PACKAGE
APPLICANT
DEFAULTS
HR
PACKAGE
REVIEW
APPLICATION
QUESTION
INCOMPLETE
APPLICANT
REVIEW
APPLICANT
FILTERS
MISSING
PORTIONS
OF APP
APPLICANT
AVAILABLE
Paramedic and
EMT Hiring
Process
HEALTH
ASSESS
QUANTITY
FACILITIES
PROCTORS
HR
PERSONNEL
APP REVIEW
INTENT
PACKAGE
CREATION
DISCLOSE
FORM
HEALTH
ASSESS
TIMELINE
BACK
GROUND
CHECK
TIMELINE
REFERENCE
CHECK
FTO
THROUGH
PUT
Resources
Author: HIRING PROCESS TEAM
Policies
Date: 2/5/2007
Analyze Phase – Root Causes
Failure to measure processes – only
looking at the end, not the means
 Lack of complete understanding of hiring
processes
 Lack of continuity between processes
 Failure to utilize technology to the fullest

Improve Phase
0.40
0.40
0.40
0.40
0.40
0.20
0.13
0.26
0.18
0.23
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0.22
0.22
0.24
0.06
0.29
0.20
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ui
ck
0.05
0.01
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0.04
0.05
0.22
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To
ta
ls
em
Im
pl
0.11
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0.03
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0.06
0.16
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0.16
0.16
0.11
0.23
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0.26
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Ra
nk
im
to
Ea
sy
Co
st
e
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en
tq
pl
em
e
ffe
ct
iv
ne
w
ity
Q
ua
l
On-site Health Assessments
Modify Online Application
Refine Online Application
On-Site Package Completion
Application Review Process
ly
en
t
Solution prioritization matrix
hi
re

4
5
2
3
1
Improve Phase - Pilot






Electronic assessment scoring
Develop new hire assessment packages
consistent with the administrative staff’s needs
Increase data tracking from human resources
Annually scheduled assessments roughly every
60 days
Retrieve & review applications every 30 days
Comprehensive application review
Improve Phase - Pending
Incorporate required supplemental
questions into online application
 On-site package completion

Improve Phase –
Initial Results of Pilot




22 new employees hired in FY 2007
48 vacancies remain to be filled in FY 2007.
Decrease vacancies to 13 to reach 5% goal.
83 applicants qualified to attend assessment on Mar. 3.
(this includes 15 applicants that rescheduled from previous assessment)



50 applicants have accepted the invitation.
52 applications rejected for not meeting minimum
requirements.
Start date for qualified applicants scheduled for Apr. 12,
2007.
Improve Phase-Pilot


Phase 1: Yielded a reduction in variability from
205 to 115 days.
Phase 2: Begins Mar. 3, 2007.
 Variation
not to exceed 93 days
 Implement supplemental questions

Phase 3: Begins May 7, 2007.
 Implement

on-site package completion
Results available Sept. 2007.
Control Phase

Deputy Chief Scott Tuttle will own the
process
Control Phase
Current vacancies
 Current overtime standby utilization
 Time intervals (in days)

 Minimize
variability in the interval ranges
Applicants (count)
 Applicant status (% of overall applicants)
 Range (application date to start date)

Control Phase
value type
date
date
short text
date
date
short text
date
date
date
number
INTERVALS
Applied
Invited
Invite
Status
Assessed
Offer
Presented
Offer
Status
Offer
Accepted
Cleared
Start
Total
0
0
0
0
0
Applicant X
compiled
Applicant Y
compiled
0
0
0
0
0
0
0
Paramedics Applied
Paramedics Scheduled Interviewed
Paramedics Hired
Paramedics Rejected
EMTs Applied
EMTs Scheduled Interviewed
EMTs Hired
EMTs Rejected
Paramedic Applicants Pending
EMT Applicants Pending
Current Vacancy Count
0
0
0
0
Parking Lot Issues
FTO program throughput
 Pre-employment health assessments
 Pre-employment DMV Check
 Pre-employment risk assessment
verification
 Replace current online application service
 Establish internal HR

Questions?