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Hiring Process Improvement Team

Hiring Process Improvement Team. February 23, 2007. 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

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Hiring Process Improvement Team

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  1. Hiring ProcessImprovement Team February 23, 2007

  2. 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 Project Team

  3. 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.

  4. 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

  5. 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

  6. Process Flow Chart

  7. Setup Phase

  8. Hiring Phase

  9. Decision Phase

  10. SIPOC Diagram

  11. Measure Phase

  12. Measure Phase

  13. Analyze Phase

  14. 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

  15. Improve Phase • Solution prioritization matrix

  16. 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

  17. Improve Phase - Pending • Incorporate required supplemental questions into online application • On-site package completion

  18. 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.

  19. 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.

  20. Control Phase • Deputy Chief Scott Tuttle will own the process

  21. 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)

  22. Control Phase

  23. 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

  24. Questions?

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