WASHOE COUNTY’S ONLINE RECRUITMENT SYSTEM by Katey Fox, Recruitment & Selection Manager PRESENTING

About Washoe County Over 3000 employees in full-time and seasonal/temporary positions Over 3000 employees in full-time and seasonal/temporary positions 660 job classifications 660 job classifications Ten bargaining units Ten bargaining units

Washoe County Government Structure Washoe County operates under the council (commission)/manager form of government with the elected board of Board of County Commissioners acting as the governing body. Seven departments with elected department heads and 28 departments with directors appointed by the County Manager, the Board of County Commissioners or other executive boards. Washoe County operates under the council (commission)/manager form of government with the elected board of Board of County Commissioners acting as the governing body. Seven departments with elected department heads and 28 departments with directors appointed by the County Manager, the Board of County Commissioners or other executive boards.

Washoe County Government Structure Washoe County fulfills a number of major service provider roles, as an administrative arm-of-the-state, as a regional and community services provider, as well as providing governmental administrative and support service functions to the community. Washoe County fulfills a number of major service provider roles, as an administrative arm-of-the-state, as a regional and community services provider, as well as providing governmental administrative and support service functions to the community. These services cover seven general services lines, which are: General Welfare, Culture & Recreation, Intergovernmental & Community Support, Health and Sanitation, Public Safety, Public Works, and General Government Administration. These services cover seven general services lines, which are: General Welfare, Culture & Recreation, Intergovernmental & Community Support, Health and Sanitation, Public Safety, Public Works, and General Government Administration. A brief review of these roles follows. A brief review of these roles follows.

Washoe County Government Structure State Mandated Services Regional Services Community Services Administrative and Internal Services Property appraisal and assessment (Assessor’s Office) Animal Services Sheriff – patrol, criminal, investigation and dispatch County Manager’s Office Tax collection (Treasurer’s Office) Jail Fire Protection Finance Record, index and archive real estate transactions and marriages (Recorder’s Office) Alternative Sentencing program Community Parks and Recreation programs Human Resources Issue marriage licenses; take public meeting minutes; maintain court records (County Clerk) Libraries Roads (snow removal, street repair) Community Relations Voter registration and elections (Registrar of Voters) Regional Parks Business Licensing Legislative activities Prosecution of criminals (District Attorney) Regional Radio System Land use planning, building permits, building safety inspection, engineering Comptroller Intervention, guidance and control programs for children under 18 (Juvenile Services) Forensic Services Waste Management Franchise Information Technology

Washoe County Human Resources 20 professional and support staff 20 professional and support staff Provide full range of human resources services and activities Provide full range of human resources services and activities Human resources administration Human resources administration Classification & compensation Classification & compensation Benefits administration Benefits administration Contract/code/policy administration Contract/code/policy administration Employee relations Employee relations HRIS/payroll services HRIS/payroll services Labor relations Labor relations Recruitment & selection Recruitment & selection Workforce development & training Workforce development & training

Recruitment & Selection One Recruitment & Selection Manager One Recruitment & Selection Manager Three Human Resources Analysts Three Human Resources Analysts Three Human Resources Specialists Three Human Resources Specialists

Where We Were Paper based application process Paper based application process Multiple documents and applications difficult to track Multiple documents and applications difficult to track Status of number and quality of applicants unknown until after recruitment closed Status of number and quality of applicants unknown until after recruitment closed Applications had to be entered into applicant tracking system- Redundancy Applications had to be entered into applicant tracking system- Redundancy U.S. mail to notify applicants regarding status (2 week minimum) U.S. mail to notify applicants regarding status (2 week minimum)

OVERVIEW Why Why Enhance ability to attract and retain top talent Enhance ability to attract and retain top talent % of WC workforce eligible to retire % of WC workforce eligible to retire 21 st Century applicants demand online functionality and communication – Gen X & Y 21 st Century applicants demand online functionality and communication – Gen X & Y Replace an antiquated system Replace an antiquated system Reduce redundant manual efforts Reduce redundant manual efforts Reduce paper-based activities Reduce paper-based activities

OVERVIEW How How Collaborative effort between HR, WINnet and EPI-USE via SAP Collaborative effort between HR, WINnet and EPI-USE via SAP Wrote Business Case to replace applicant tracking system Wrote Business Case to replace applicant tracking system Developed a custom OLR system to meet needs of Washoe County and public sector merit requirements Developed a custom OLR system to meet needs of Washoe County and public sector merit requirements Web-based for applicants (100% apply on-line) Web-based for applicants (100% apply on-line) Portal based for internal business processes Portal based for internal business processes Phased implementation Phased implementation No migration of existing applicant data No migration of existing applicant data

Benefits Benefits to applicants Benefits to applicants Access to high quality, accurate, up-to-date information Access to high quality, accurate, up-to-date information 24/7 access to self service system 24/7 access to self service system Kiosks in HR and Libraries Kiosks in HR and Libraries One master DYNAMIC employment application One master DYNAMIC employment application Decrease response time from HR regarding application/selection status Decrease response time from HR regarding application/selection status Reduce trips to HR office Reduce trips to HR office Reduce costs Reduce costs

Benefits Benefits to HR and County Departments Benefits to HR and County Departments Lower administration costs Lower administration costs Reduced processing time Reduced processing time Free up staff to work on more mission critical strategic activities Free up staff to work on more mission critical strategic activities Increased quality and quantity of applicants Increased quality and quantity of applicants Ability to share information across department lines with the click of a mouse Ability to share information across department lines with the click of a mouse

Benefits Benefits to HR and County Departments Benefits to HR and County Departments Real time information now available electronically Real time information now available electronically Desktop functionality Desktop functionality Fewer transactions with fewer errors Fewer transactions with fewer errors Departments complete and submit position requisition in real time Departments complete and submit position requisition in real time Departments provided with prospective candidates in less than 30 minutes when eligibility list is available Departments provided with prospective candidates in less than 30 minutes when eligibility list is available More efficient services to applicants, employees, hiring departments and Washoe County More efficient services to applicants, employees, hiring departments and Washoe County

OLR Functionality Position Requisition – Step 1 Position Requisition – Step 1

OLR Functionality Position Requisition – Step 2 Position Requisition – Step 2

OLR Functionality Position Requisition – Step 3 Position Requisition – Step 3

Jobs Available Website

OLR Functionality Applicant Dashboard Applicant Dashboard

OLR Functionality Human Resources Dashboard Human Resources Dashboard

OLR Functionality Department Dashboard Department Dashboard

Exam Plan & Testing Functionality Test definition library maintained in system Test definition library maintained in system Ease of attaching exam plan to recruitment Ease of attaching exam plan to recruitment Upload scores from Scantron Upload scores from Scantron Manually enter scores Manually enter scores Easy to read exam statistics Easy to read exam statistics Ability to delete items, adjust pass point Ability to delete items, adjust pass point

Online Recruitment System Reports Applicant list report Applicant list report Item analysis report Item analysis report Test statistics report Test statistics report Examinee performance report Examinee performance report Adverse impact report Adverse impact report Eligible list report Eligible list report Referral list report Referral list report

Where Are We Going? HR will focus on data and systems that provide for strategic workforce development including succession planning (Manager Dashboard) HR will focus on data and systems that provide for strategic workforce development including succession planning (Manager Dashboard) Enhancements to current OLR functionality Enhancements to current OLR functionality SAP Qualifications Bank SAP Qualifications Bank Training and Events Management Training and Events Management

Lessons Learned Develop a project plan- key to implementation Develop a project plan- key to implementation Document as-is and to-be process flows Document as-is and to-be process flows Focus on process improvements Focus on process improvements Challenge the consultants Challenge the consultants Speak common language with consultants Speak common language with consultants

Questions?