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HR Technology Systems Arlington County

City of Lynchburg

Presented by Arlington County Government &

City of Lynchburg

Human Resources Departments

Major Systems

• Arlington County

– Records Management (OnBase)

– Performance Management (OnBase)

– On-Boarding (Neogov)

• City of Lynchburg

– Learning Management (Cornerstone)

About Arlington County

• Located in Northern Virginia, close to DC

• Full service local government

– 3700 employees

– 13 Departments, 5 elected Constitutional Offices

– Multiple lines of business – public works,

technology, public safety, human services, parks

and recreation, planning, economic development

– Multiple locations

• Human Resources Department faced with increasing

demand for services

• Implemented ORACLE ERP (known as PRISM) in 2006

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HR Related Technology

• OnBase first solutions deployed in January

2005 – 50+ business solutions to date:

– Workgroup, department, and enterprise-level

– Document/records mgt; process improvement

– Integration with 13+ line-of-business apps

• Oracle implemented in 2006 – On Demand

– 11 Modules

• Neogov implemented in 2003 – Early Adopter

– Recruitment only

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How We Got Started

• Streamline flow of information into and within

Human Resources Department

– New Hires

– On-Boarding

– Benefits

– Payroll actions

– Performance appraisals

– Leverage technology available to all

employees

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Records Management

• Drowning in Paper

– Outgrowing

physical capacity

– Filing least

desirable task

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Business Advantages

Continues to leverage PRISM as the primary

user interface

Lowers risk by alerting

HR of missing

documents

Shares information

securely across the distributed HR model

Preserves employee records

with a full audit trail

Improves the

retrieval time of HR documents

Provides automated backup of

documents and data

Records Management (cont)

• Process had to be affordable

• Time required attention from project manager

• Conversion

– Steering committee decided what was uploaded

– Used combination of agency staff and summer

interns

– Agencies paid for time

– Required extensive QC by each agency

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Backfile Scanning Process

Interns Remove documents not

needed in electronic folder

Count documents and pages

Print and apply barcode labels to each

document

Scan

Quality Assurance

HR Staff

Quality Assurance

Assign document types and dates

Delete certain documents

Records Management

• Created Electronic Personnel File

• Examine current process for personnel files

• Linked to PRISM by employee number

• Transparency

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Document Security

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Human Resources

HR Liaison

Supervisor

Employee • Employee A

• Employee B

Performance Management

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Challenges

• Decentralized system

• Different organizational

structures

• Pressure to customize

• Access to computers/digital

divide

• Uploading existing data

• Timing

• Communications/Training 13

The Old System

• Used Word Template

• Standardized format

• Key Work Expectations – 3 to 5 tailored for each job

• Standard County-wide Competencies for 3 levels

• Development Plan

• Signatures required

• Routed through departmental HR Liaison to HR/Payroll

• Payroll entered performance ratings and salary changes

• Paper copy filed in central location

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Benefits

Easy Access any time from

Prism & Emails

Proven OnBase Platform

Automatic Login

Going Green by Reducing

Paperwork

Flexible, Electronic Routing & Signature

Data Import & Document

Upload

Automatic Ratings

Calculation Version Control Mistake Friendly

Structural Features of System

• Employee worksheet for self appraisal

• Employee data loaded from PRISM - reduces errors

• County-wide competencies automatically load based

on type/level of employee

• Key work expectations - can be imported from

previous word document

• Key element weights default - can be changed

• Calculates Scores

• Critical fields required to be filled before completing

• Key work expectations transfer to next year’s form

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Workflow Features of System

• Electronic flow from initiation to filing

• Access linked to hierarchy in PRISM

• Flexibility in routing

– To others for input/review

– Based on payroll action required

– Employee Relations when less than satisfactory

• System can be accessed any time, anywhere

– Email links

– On-Base Direct

– HRIS record

• Workflow queues allow tracking, sorting, and

trouble-shooting

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Manager Dashboard

• All appraisals in one

place

• Link to AC Source

• Click on OnBase

Manager Dashboard

OnBase Dashboard

Box 1 – Assigned to me in the Plan & Develop Phase

Box 2 – Assigned to me in the Appraisal Review Phase

Box 3 – Sent for my input and/or Approval

Box 4 – Read and Route Appraisals in my Employee Hierarchy

What It Looks Like

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What It Looks Like

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• Routing is easy, clear, and flexible

• Checks to make sure you wanted to send

• Allows you to pick person in category based on

department

What It Looks Like

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• Performs calculations for you based on weights

• Must enter something in narrative

• Automatically routed to employee relations if below 3.0

What Went Well

• Close collaboration between Training/Organizational

Development, Compensation, and Technology Services

• Technical staff who understood business needs

• Multiple demonstrations – tailored to department needs

• Process and expectations already established for

performance appraisals

• Support from management to use the system

• Many staff already used to online processing through

other systems

• Multi-stage roll out enabled continuous improvement

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Lessons Learned

• Make sure needs of all departments are understood

• Find good way to reach managers and employees at

the right time – communicate, communicate,

communicate

• Data needs to be up to date and accurate

• Get all involved in administration early in the process

• Be prepared for extensive customer service and decide

who will do it

• Need a Systems Owner (Analyst)

• Quick reference guide would have been helpful upfront

• Remote meeting capability helpful for assistance

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Update

• Nearly three annual cycles completed

• Multiple enhancements based on customer feedback

– Access for non-County users

– Change in employee signature wording

– More power to administer and route

• System making life easier and in some cases harder

• Reporting capability not fully used yet

• More training

• What’s next (our wish list)

– Remote Access to OnBase

– Ability to accommodate alternative pay programs

– Additional HR forms

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NeoGov On Board Module

Applicant

• Applies for County Job through NeoGov

• NeoGov prepopulates OnBoarding site record.

• New employee completes and submits completed HR forms through New Hire portal before first day.

Department Liaison

• Supervisors and Liaisons can track progress

• When required forms have been submitted, new PRISM record is initiated.

• Additional workflows can handle non-HR Onboarding

HRD Staff

• Compensation staff creates PRISM record and completes other HR form data entry directly from NeoGov record.

• Workflow allows flow of forms from new hire thru multiple work units for final retention in OnBase

On-Boarding – What it looks like

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OnBoarding – Lessons Learned

• Start with a small test group

• Make sure all involved are trained and able to provide

help to applicants and staff

• Test system thoroughly with all users

• Have a management champion

• Have a hands-on champion/project manager

• Set up protocols and naming conventions

• Enforce data updates

• One document for each attachment

• Patience is a virtue

• QC will take more time

• Have a plan for non-neogov applicants

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Themes Across All Projects

• Ask for what you want

• Do a thorough needs analysis and understand

workflow

• Make sure all stakeholders involved

• Test thoroughly and with all involved

• Leverage what you have

• Consider implementation options and timelines

• Justify beyond saving $$ or FTE

• Have a management and project champion

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Learning Management

System

About Lynchburg

• Full Service City including Airport, Water &

Waste Water Operations, Juvenile Detention

Center

• Support regional efforts

• 1150 FTE

• Rich history of workforce development

• Training funds protected during recession,

budget cuts and downsizing

Workforce Development Basics

• HR’s vision – “Unparalleled Service to the

Citizens”

• HR’s mission – “Champion Great

Performance”

• It’s all about engaging and developing

great employees

Workforce Development Basics

• Public Professional Certificate

– 7 foundational courses

– IS 100 and 700

• Supervisory Certification

• Continuous Learning

• Succession Planning

Why an LMS?

• Drowning in paperwork and multiple systems

• Needed a more efficient, effective and user-

friendly tool to support workforce development

– Convenient

– Web-based

– Centralized

– Employee “owned & managed”

Needs

• Employee request for learning kicks off

work flow of supervisor approval and

registration

• Supervisors may also assign learning

• Employees, Supervisors and HR track

internal and external learning

Features

• Track and monitor certifications and

licenses

• Deliver content through on-line classes,

materials and links

• Track and monitor team member progress

• Strong reporting capability - ROI

• Cornerstone on Demand – Met our specs at reasonable cost

– Full functionality • instructor or web based training,

• performance management,

• certification tracking,

• included 100 on line courses through Element K

• user friendly supervisor features and workflow

– Great on line training and implementation model

– On-going customer care, support and attention

• http://lynchburg.csod.com

System Implemented

Manager’s Dashboard

User Transcript

Event Calendar

• Executive support

• Effective implementation

• Wide acceptance

• Over half the workforce has

completed foundational curriculum

Successes

• Staff resources needed to support such robust functionality

– All EDGE, All the Time

• Set up requires tech savvy staff

• Access for operational line staff

• Support for non-technical learning

• Supervisory attention

Challenges

Questions?

• Arlington County

– Jeanne Wardlaw

– 703 228-3449

– [email protected]

• Lynchburg

– Margaret Schmitt

– 434-455-4208

– [email protected]

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