January 22, 2024
Wendy Macy
Chief People Officer
Human Resource Services
Agenda
1. HRS Recent Accomplishments
2. HRS Budget Overview
3. HRS Budget Growth Drivers
4. HRS Current Organizational Chart
5. HRS Proposed Organizational Chart
6. HRS Position Changes
7. Summary of Requests
8. Budget Priorities
2 Human Resource Services
Recent Accomplishments
• Completed approximately 80 civil service
recruitments (FY 22/23)
• Filled over 600 positions (381 permanent
civil service positions) (FY 22/23)
• Contingent Offer to Candidate Sooner
• Hired 2 recruiters
• Participated in over 10 Recruiting Events
• Joined USF Partner Program
• Launched Racial Equity Survey / Employee
Engagement Survey
HRS Budget Overview
4 • HRS’s approx. $20M
budget is almost all
labor costs
$19.2M $20.2M $21.0M
HRS Budget Growth Drivers
5 ($ Millions) Total Budget Change $ Change %
FY 2023-24 Adopted 19.2
Labor & Benefits Base COLA Adjustment 0.2
HRS Staff Support 2.1
HRS Staffing to Address New Position Requests 1.0
Offsetting increase in Salary Savings (2.3)
FY 2024-25 Request 20.2 1.0 5% Labor & Benefits Base COLA Adjustment 1.9
Offsetting increase in Salary Savings (1.2)
FY 2025-26 Request 21.0 0.8 4% • Major growth drivers are converting Temp to Perm position and additional staff to support agency wide hiring
• Most new labor costs have been offset by salary savings adjustments Human Resources Services
Current Organizational Chart
6 TOTAL FTE = 88
Human Resources Services
Current Organizational Chart
7 FTE
Temp
Human Resources Services
Current Organizational Chart
8 FTE
Temp
Human Resources Services
Proposed Organizational Chart
9 HRS Position Changes
10 • HRS is requesting 20 new positions, 8 of which are temp-perm conversions • Increases in salary savings offset most of the new position requests Position Type
Budget "Operating" "Project" Change %
FY 2023-24 Adopted 88
New Requests 12 12 -
Temporary to Permanent 8 8 -
Offsetting increase in Attrition Savings (16) (16) -
FY 2024-25 Request 92 4 - 5%
FY 2025-26 Request 92 - - 0%
Summary of Requests
11 Temp to Perm (8)
• (1) 1233 Equal Employment Opportunity Programs Specialist – Equal Employment Opportunities • (1) 1820 Jr. Administrative Analyst – Employee & Labor Relations • (2) 1244 Sr. Human Resources Analyst – Hiring
• (1) 1840 Jr. Management Assistant – Deputy People Officer • (2) 1203 Personnel Technician –Hiring
• (1) 1204 Sr. Personnel Clerk – Hiring
New Positions (12)
• (3) 1244 Sr. Human Resources Analysts – HRS Innovation Team • (1) 1824 Pr. Administrative Analyst – Employee Pipeline Project Manager • (2) 1232 Training Officers – Learning & Development
• (1) 1246 Pr. Human Resources Analyst – Hiring
• (2) 1244 Sr. Human Resources Analysts –Hiring
• (1) 1241 Human Resources Analyst – Hiring
• (2) 1204 Senior Personnel Clerk – Hiring
6 positions added to address FY24/25 & 25/26
agencywide new position requests
How is HRS Addressing Budget Priorities to
Create a Utility of the Future?
12 Thank you!
13 HRS Appendix
Operating
A. Operating Budget by Category & Position Summary
B. Position Change Summary
C. Ne
w Proposals
HRS Appendix
A. Operating Budget by Category & Position Summary
Category
FY 2023-24
Adopted
FY 2024-25
Request
FY 2024-25
versus
FY 2023-24
FY 2025-26
Request
FY 2025-26
versus
FY 2024-25
Labor 11,730,546 12,801,233 9.1% 13,611,563 6.3%
Mandatory Fringe Benefits 4,107,556 4,394,841 7.0% 4,524,603 3.0% Non-Personnel Services 2,297,554 1,930,274 -16.0% 1,754,425 -9.1% Materials & Supplies 73,273 81,332 11.0% 72,408 -11.0%
Capital Outlay 0 0 100.0% 0 0
Services of Other Departments 1,026,457 995,773 -3.0% 995,773 0.0% Grand Total 19,235,386 20,203,453 5.0% 20,958,772 3.7%
Category
FY 2023-24
Adopted
FY 2024-25
Request
FY 2024-25
versus
FY 2023-24
FY 2025-26
Request
FY 2025-26
versus
FY 2024-25
Full-Time 88.00 143.37 55.37 152.01 8.64 Off-Budget (2.00) (2.00) - (2.00) -
Total Positions 86.00 141.37 55.37 150.01 8.64 Attrition (5.37) (18.28) (12.91) (23.55) (5.27) Grand Total 80.63 123.09 42.46 126.46 3.37
POSITION SUMMARY
Appendix A
HRS
OPERATING BUDGET BY CATEGORY
A1
HRS Appendix
B. Position Change Summary
Appendix B
HRS FY 2024‐25 Position Changes
Indicator Position Position Title HRS
Health &
Safety
EW
Planning Grand Total
AN 1204 Senior Personnel Clerk 3 3
1232 Training Officer 22
1233 Equal Employment Opportunity Programs Specialist 1 1 1241 Human Resources Analyst 1 1
1244 Senior Human Resources Analyst 7 7
1246 Principal Human Resources Analyst 1 1
1820 Junior Administrative Analyst 1 1
1824 Principal Administrative Analyst 1 1
1840 Junior Management Assistant 11
1203 Personnel Technician 2 2
AR 0923 Manager II 1 ‐10
0932 Manager IV 1 ‐10
1241 Human Resources Analyst 1 ‐10
1244 Senior Human Resources Analyst 2 ‐20
1426 Senior Clerk Typist 1 ‐10
1824 Principal Administrative Analyst 2 ‐20
AS 0922 Manager I1 1
0923 Manager II 1 1
0932 Manager IV ‐2 ‐2
0941 Manager VI 2 2
1820 Junior Administrative Analyst ‐1 ‐1
1822 Administrative Analyst 1 1
1823 Senior Administrative Analyst ‐1 ‐1
1824 Principal Administrative Analyst 0 0
1844 Senior Management Assistant ‐1 ‐1
AT 1204 Senior Personnel Clerk ‐1 ‐1
1246 Principal Human Resources Analyst 1 1
1406 Senior Clerk 1 1
1426 Senior Clerk Typist ‐1 ‐1
1824 Principal Administrative Analyst ‐2 ‐2
1825 Principal Administrative Analyst II 1 1
1203 Personnel Technician 1 1
Grand Total 28 ‐1 ‐72 0
AN Operating New Position
AR Operating Position Reassignment
AS Operating Position Substitution
AT Position substitution used to identify an existing TX'd position(Operating budget) B1
HRS Appendix
C. New Proposals
Appendix C
HRS New Proposals
Division Proposal Operating Off-Budget Request
HRS 22 HRS Staff Retention & REAP Implementation 14 - 2, 128,307 163 HRS Staffing to Address New Position Requests 6 - 958, 391 Grand Total 20 - 3, 086,699
FY 2024-25
C1
Budget Request Summary by Proposal
Fiscal Year: 2024-25
Organization: PUB010601 - PUB010601 Human Resources (292644) Proposal: 22 - HRS Staff Retention & REAP Implementation Fund/Dept/Auth/Proj/Act: 27180/292644/10000/10026772/0006 HRS is faced with increasing requests to improve processes, communications, and transparency, to modernize, develop, and maintain strategic partnerships, and to strategically plan for the future using increased data analytics while driving an engaged and resilient workforce. Our approach to address these requests in addition to continuous citywide changes and initiatives has been adding temporary exempt positions (Category 18s) and TX'ing positions to align with the duties that need to be performed. HRS is requesting temp to perm positions and substitutions to help retain staff, get ahead of attrition and align funding with the appropriate work classifications. As the SFPUC continues to grow, HRS needs to maintain hiring activity without disruption in services.
On top of day to day responsibilities, the work within HRS has expanded and mandates and policies keep going up. We need an innovation team (3 - 1244's) who will act like a strike team, focusing on bottlenecked areas, addressing new business needs, and being tasked to streamline processes. Directly related to the Racial Equity Action Plan, to invest in diverse and equitable talent pool and provide equal opportunity towards permanent employment. This 1824 will serve as a project manager to further develop apprenticeship programs, specifically for the trade classifications, creating pipeline positions to reduce hiring barriers and create a more diverse employee pool available for promotive opportunities. HRS is also requesting 2 - 1232 training officer positions as two trainers for the entire agency is not sustainable. Directly related to the SFPUC Racial Equity Plan, the Supervisor Academy series will be part of our required training for supervisors and managers. They will be trained to handle situations consistently, and to be fair and equitable when handing out discipline. In order to move the agency along and build our maturity, we need more training, speak the same language and have the same framework.
Account Lvl3 Account Base Budget Total Request Change
Labor 50100 Permanent Salaries-Misc. 0 1,447,828 1,447,828 Labor 0 1,447,828 1,447,828
Mandatory Fringe Benefits Mandatory Fringe Benefits 0 680,479 680,479 Mandatory Fringe Benefits 0 680,479 680,479
Summary 0 2,128,307 2,128,307
Position Change
Organization Proposal Indicator RefCode Position Title Count Total Request
Justification
PUB010601
-
PUB010601
Human
Resources
(292644)
22 - HRS Staff
Retention &
REAP
Implementation
AN 1233 Equal
Employment
Opportunity
Programs
Specialist
1 105,308 TEMP TO PERM (EEO) - We have been paying for this current temp position with attrition savings. EEO ensures every employee can perform the necessary work of the SFPUC without fear of discrimination, harassment, or retaliation, and partners with managers to foster a culture of inclusion, respect, and equity. We need a permanent position to retain staff
for
this
crucial
unit.
22 - HRS Staff
Retention &
REAP
Implementation
AN 1244 Senior Human
Resources
Analyst
1 122,853 TEMP TO PERM (TA) - We have been paying for this current temp position with attrition savings. We need a permanent position to retain staff in temp and borrowed positions and sustain
level
of
service
in
hiring
which
includes
work
conducted
by
temp
employees
22 - HRS Staff
Retention &
REAP
Implementation
AN 1840 Junior
Management
Assistant
1 77,132 TEMP TO PERM (TA) - We have been paying for this current temp position with attrition savings. We need a permanent position to retain staff in temp and borrowed positions and sustain
level
of
service
in
hiring
which
includes
work
conducted
by
temp
employees.
22 - HRS Staff
Retention &
REAP
AN 1203 Personnel
Technician
2 158,967 TEMP TO PERM (TA) - We have been paying for these current temp positions with attrition savings. We need permanent positions to retain staff in temp and borrowed positions and sustain
level
of
service
in
hiring
which
includes
work
conducted
by
temp
employees
Dec 1, 2023 1 of 3 12:33:47 PM
C2
Budget Request Summary by Proposal
Fiscal Year: 2024-25
Organization: PUB010601 - PUB010601 Human Resources (292644) Proposal: 22 - HRS Staff Retention & REAP Implementation Organization Proposal Indicator RefCode Position Title Count Total Request
Justification
PUB010601
-
PUB010601
Human
Resources
(292644)
Implementation
22 - HRS Staff
Retention &
REAP
Implementation
AN 1204 Senior
Personnel
Clerk
1 75,786 TEMP TO PERM (TA) - We have been paying for this current temp position with attrition savings. We need a permanent position to retain staff in temp and borrowed positions and sustain
level
of
service
in
hiring
which
includes
work
conducted
by
temp
employees
22 - HRS Staff
Retention &
REAP
Implementation
AN 1820 Junior
Administrative
Analyst
1 72,329 TEMP TO PERM (Leaves) - We have been paying for this current temp position with attrition savings. We need a permanent position to retain staff and sustain a level of service in leaves
which
includes
work
conducted
by
a
temp
employee.
22 - HRS Staff
Retention &
REAP
Implementation
AN 1232 Training
Officer
2 215,681 We are requesting 2 - 1232 training officers as we need more resources to deliver and maintain all the training at the PUC. We only have two trainers for the whole agency of over 2,300 employees. Learning & Development teaches in-person and virtual courses like New Employee Orientation (twice a month), Crucial Conversations, Lead to Succeed, Situational Leadership II, Interviewing Skills, Project Management Essentials, and the Senior Employee Leadership Development Program. In addition to these courses, L&D will be adding on a key piece of the Racial Equity Action Plan, Supervisor Academy. This series contains 13 more course sections that will become a part of our required training for supervisors and managers, in which we prepare and train them to handle situations consistently and be fair and
equitable
when
handing
out
discipline.
Having two instructors is not sustainable to handle the entire L&D schedule. In order to move the agency along and build our maturity, we need more training. We need to learn to speak the same language and have the same framework. Ultimately, having more trainers will help others in HR. EEO will have less interventions, there will be less coaching supervisors, etc. Individual HR analysts can't move the needed on an agencywide level. We need
a
holistic
HR
program,
and
it
starts
with
training.
22 - HRS Staff
Retention &
REAP
Implementation
AN 1244 Senior Human
Resources
Analyst
3 368,559 1244 Innovation Team - RIGHTSIZE ATTRITION: increase HRS attrition to total 7 FTE. The work within HRS has expanded and mandates and policies keep going up, while still taking care of the day to day responsibilities. The innovation team will act like a strike team, focusing on bottlenecked areas, addressing new business needs, and being tasked to streamline processes. This work needs to be at a 1244 level as they will conduct some classification
work.
22 - HRS Staff
Retention &
REAP
Implementation
AN 1824 Principal
Administrative
Analyst
1 128,360 AN NEW - (1824 PM for Apprentice Programs) RIGHTSIZE ATTRITION: increase HRS attrition to total 7 FTE. Section 1.3 of the Hiring and Recruitment area of the Racial Equity Plan is to invest in diverse and equitable talent pool and provide equal opportunity towards permanent employment. This 1824 will serve as a project manager to further develop apprenticeship programs, specifically for the trade classifications, creating pipeline positions to reduce hiring barriers and create a more diverse employee pool available for promotive opportunities.
22 - HRS Staff AN 1244 Senior Human 1 122,853 TEMP TO PERM (TA) - We have been paying for this current temp position with attrition Dec 1, 2023 2 of 3 12:33:47 PM
C3
Budget Request Summary by Proposal
Fiscal Year: 2024-25
Organization: PUB010601 - PUB010601 Human Resources (292644) Proposal: 22 - HRS Staff Retention & REAP Implementation Organization Proposal Indicator RefCode Position Title Count Total Request
Justification
PUB010601
-
PUB010601
Human
Resources
(292644)
Retention &
REAP
Implementation
Resources
Analyst
savings. We need permanent positions to retain staff in temp and borrowed positions and sustain
level
of
service
in
hiring
which
includes
work
conducted
by
temp
employees
Position Total 14 1,447,828
Dec 1, 2023 3 of 3 12:33:47 PM
C4
Budget Request Summary by Proposal
Fiscal Year: 2024-25
Organization: PUB010601 - PUB010601 Human Resources (292644) Proposal: 163 - HRS Staffing to Address New Position Requests Fund/Dept/Auth/Proj/Act: 27180/292644/10000/10026772/0006 With over 170 new positions and over 150 substitutions being requested agency-wide in this next budget cycle, HRS requests to enhance staffing resources to assist in meeting the demand of the
newly
requested
agency
positions,
aiming
to
support
the
team
responsible
for
executing
the
hiring
processes
in
filling
the
agency's
vacancies.
Account Lvl3 Account Base Budget Total Request Change
Labor 50100 Permanent Salaries-Misc. 0 651,967 651,967
Labor 0 651,967 651,967
Mandatory Fringe Benefits Mandatory Fringe Benefits 0 306,424 306,424 Mandatory Fringe Benefits 0 306,424 306,424
Summary 0 958,391 958,391
Position Change
Organization Proposal Indicator RefCode Position Title Count Total Request
Justification
PUB010601 - PUB010601
Human Resources (292644)
163 - HRS Staffing to
Address New Position
Requests
AN 1246 Principal Human
Resources Analyst
1 149,381 To supervise and assign work to staff responsible for the hiring
processes
and
resolve
complex
hiring
issues.
163 - HRS Staffing to
Address New Position
Requests
AN 1244 Senior Human
Resources Analyst
2 245,706 To conduct complex recruitments, develop selection processes
to
fill
vacancies.
163 - HRS Staffing to
Address New Position
Requests
AN 1241 Human Resources
Analyst
1 105,308 To conduct recruitments, review and submit requisitions for DHR
/
MBO
approval
163 - HRS Staffing to
Address New Position
Requests
AN 1204 Senior Personnel
Clerk
2 151,572 To
process
onboarding
of
new
hires.
Position Total 6 651,967
Dec 22, 2023 1 of 1 10:22:47 AM
C5