HomeMy WebLinkAbout12-08-2010 Administration Committee Agenda
12/08/10 Administration Committee Agenda Page 1 of 4
Orange County Sanitation District
Regular Meeting of the
Administration Committee
Wednesday, December 8, 2010 5:30 P.M. Administration Building Board Room
10844 Ellis Avenue
Fountain Valley, CA
(714) 593-7130
AGENDA
PLEDGE OF ALLEGIANCE:
DECLARATION OF QUORUM:
PUBLIC COMMENTS: If you wish to speak, please complete a Speaker’s Form and give it to the
Clerk of the Board. Speakers are requested to limit comments to three minutes.
REPORTS: The Committee Chair and the General Manager may present verbal reports on
miscellaneous matters of general interest to the Committee Members. These reports are for information
only and require no action by the Committee.
REPORT OF DIRECTOR OF FINANCE AND ADMINISTRATIVE SERVICES:
A. Workers’ Compensation Update.
CONSENT CALENDAR:
1. Approve Minutes of the October 13, 2010, Administration Committee meeting.
ACTION ITEMS:
2. Recommend to the Board of Directors to:
A. Authorize the General Manager to permanently establish Motorola radio
system equipment as the Orange County Sanitation District’s (OCSD)
standard for the licensed, privately operated, mobile radio system, and;
B. Authorize use of Resolution No. OCSD 07-04, Section 3.08: Cooperative
Procurement, for purchases of equipment and services of Motorola radio
systems, for a total amount not to exceed $250,000, to include all tax and
freight.
12/08/10 Administration Committee Agenda Page 2 of 4
ACTION ITEMS: (cont’d)
3. Recommend to the Board of Directors to:
A. Reject bids submitted by Intratek Computer, Inc., and Psomas in accordance
with specification requirements, Specification No.CS-2010-470BD, for
Facilities Records Group Staffing Support; B. Approve a Professional Services Agreement with Project Partners, Inc., the
lowest responsive and responsible bidder, for Facilities Records Group
staffing support and related services, Specification No. CS-2010-470BD, for a
total amount not to exceed $163,200 for one six-month period; C. Approve an option of one additional six-month renewal for a total amount not
to exceed $163,200; and,
D. Approve a $16,320 contingency (10%) per year.
4. Recommend to the Board of Directors to:
Authorize the General Manager to add or delete qualified firms as necessary to
Purchase Order Agreement No. CS-2009-000OB for Safety Training Services
(Specification No. CS-2009-402BD and Specification No. CS-2009-402BD(a)) to meet work requirements as identified by the Risk Management Division.
5. A. At the recommendation of the Audit Ad Hoc Committee, approve an additional
one-year renewal period to the Purchase Order Contract with Lance, Soll & Lunghard, Certified Public Accountants for internal auditing services for the period of March 1, 2011 through February 29, 2012, in an amount not to
exceed $58,670; and,
B. Direct Lance, Soll & Lunghard to perform specific internal auditing
assignments as the Administration Committee deems necessary.
INFORMATIONAL ITEMS:
6. Succession Management Program.
12/08/10 Administration Committee Agenda Page 3 of 4
CLOSED SESSION:
During the course of conducting the business set forth on this agenda as a regular meeting of the Committee, the
Chair may convene the Committee in closed session to consider matters of pending real estate negotiations, pending or potential litigation, or personnel matters, pursuant to Government Code Sections 54956.8, 54956.9, 54957 or 54957.6, as noted
Reports relating to (a) purchase and sale of real property; (b) matters of pending or potential litigation; (c) employee actions or negotiations with employee representatives; or which are exempt from public disclosure under the California
Public Records Act, may be reviewed by the Committee during a permitted closed session and are not available for public inspection. At such time as final actions are taken by the Committee on any of these subjects, the minutes will
reflect all required disclosures of information.
Convene in closed session.
(1) CONFER WITH DISTRICT NEGOTIATORS
(Government Code Section 54954.5(f))
• Agency Designated Representatives: James D. Ruth, General Manager;
Robert Ghirelli, Assistant General Manager; Jeff Reed, Human Resources &
Employee Relations Manager; and, Richard Spencer, Human Resources
Supervisor.
• Unrepresented employees: executives, managers, supervisors and
professionals.
Reconvene in regular session.
Consideration of action, if any, on matters considered in closed session.
OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY:
ADJOURNMENT
The next Administration Committee meeting is scheduled for Wednesday,
February 9, 2011, at 5:30 p.m.
12/08/10 Administration Committee Agenda Page 4 of 4
Accommodations for the Disabled: The Board of Directors Meeting Room is wheelchair accessible. If you require any special disability related accommodations, please contact the Orange County Sanitation
District Clerk of the Board’s office at (714) 593-7130 at least 72 hours prior to the scheduled meeting. Requests must specify the nature of the disability and the type of accommodation requested.
Agenda Posting: In accordance with the requirements of California Government Code Section 54954.2,
this agenda has been posted outside the main gate of the Sanitation District’s Administration Building located at 10844 Ellis Avenue, Fountain Valley, California, not less than 72 hours prior to the meeting
date and time above. All public records relating to each agenda item, including any public records distributed less than 72 hours prior to the meeting to all, or a majority of Committee Members, are
available for public inspection in the office of the Clerk of the Board.
Items Not Posted: In the event any matter not listed on this agenda is proposed to be submitted to the Committee for discussion and/or action, it will be done in compliance with Section 54954.2(b) as an
emergency item or because there is a need to take immediate action, which need came to the attention of the Committee subsequent to the posting of agenda, or as set forth on a supplemental agenda posted in
the manner as above, not less than 72 hours prior to the meeting date.
Matters of interest addressed by a member of the public and not listed on this agenda cannot have action taken by the Committee except as authorized by Section 54954.2(b).
The Committee Chair will determine if any items are to be deleted from the consent calendar.
Items Continued: Items may be continued from this meeting without further notice to a Committee
meeting held within five (5) days of this meeting per Government Code Section 54954.2(b)(3).
Meeting Adjournment: This meeting may be adjourned to a later time and items of business from this agenda may be considered at the later meeting by Order of Adjournment and Notice in accordance with
Government Code Section 54955 (posted within 24 hours).
Notice to Committee Members:
For any questions on the agenda or to place any items on the agenda, Committee members should contact the Committee Chair or Clerk of the Board ten days in advance of the Committee meeting.
Committee Chair: Larry R. Crandall (714)593-4400 General Manager: James D. Ruth (714) 593-7110
General Counsel: Brad Hogin (714) 415-1006 Clerk of the Board: Donna N. Terrones (714) 593-7130
E-mail: dterrones@ocsd.com
Page 1 of 2
ADMINISTRATION COMMITTEE Meeting Date 12/08/2010 To Bd. of Dir. 12/15/10
AGENDA REPORT Item Number 2 Item Number
Orange County Sanitation District FROM: James D. Ruth, General Manager
Originator: Lorenzo Tyner, Director, Finance and Administrative Services
GENERAL MANAGER'S RECOMMENDATION
A. Authorize the General Manager to permanently establish Motorola radio system
equipment as the Orange County Sanitation District’s (OCSD) standard for the
licensed, privately operated, mobile radio system, and;
B. Authorize use of Resolution No. OCSD 07-04, Section 3.08: Cooperative Procurement, for purchases of equipment and services of Motorola radio systems,
for a total amount not to exceed $250,000, to include all tax and freight.
SUMMARY
OCSD currently operates a Motorola radio system to communicate with staff in the
support of the operations of the treatment plants and collection system. The Federal
Communications Commission (FCC) has mandated the conversion of existing systems
to technology that will allow more channels to operate in the existing licensed frequency spectrum, otherwise known as “narrowbanding.” The existing Motorola radio system
must be replaced or upgraded to comply with this FCC mandate. The majority of the
existing components can be reprogrammed to meet the new standards.
The County of Orange Cooperative Agreement, No. MA-060-10012594, addresses equipment and services that are required to replace and/or reprogram the components
in OCSD’s existing radio systems to meet the narrowbanding standards. OCSD will use
this contract to procure such parts and services.
This capital requirement is included as SP-165, Communication Radio System Replacement.
PRIOR COMMITTEE/BOARD ACTIONS
N/A
Page 2 of 2
ADDITIONAL INFORMATION
The majority of the radio system components consist of handheld portable radios. Of the current 350 radios, 200 can be reprogrammed and reissued. The remaining radios,
as well as the main transmitters and other various accessories/devices, will have to be
replaced. New radios will be installed in approximately 25 vehicles that are commonly
used outside the treatment plant facilities. This will ensure that communications continue in the event of local cell and/or telephone service disruptions.
CEQA
This action is considered a continuing administrative activity and is not defined as a project in the CEQA Guidelines under Section 15378 (b)(2) and is not subject to review
under CEQA.
BUDGET / DELEGATION OF AUTHORITY COMPLIANCE
This request complies with authority levels of the Sanitation District’s Delegation of
Authority. This item has been budgeted. (Line item: Section 8, Page 79). Project
contingency funds will not be used for this project.
JDR:LT:RC
Page 1 of 3
BOARD OF DIRECTORS Meeting Date 12/08/10 To Bd. of Dir. 12/15/10
AGENDA REPORT Item Number 3 Item Number
Orange County Sanitation District FROM: James D. Ruth, General Manager
Originator: Lorenzo Tyner, Director, Finance and Administrative Services
GENERAL MANAGER'S RECOMMENDATION
A. Reject bids submitted by Intratek Computer, Inc., and Psomas in accordance with specification requirements, Specification No.CS-2010-470BD, for Facilities Records
Group Staffing Support;
B. Approve a Professional Consultant Services Agreement with Project Partners, Inc.,
the lowest responsive and responsible bidder, for Facilities Records Group Staffing Support and related services, Specification No. CS-2010-470BD, for a total amount
not to exceed $163,200 for one six-month period;
C. Approve an option of one additional six-month renewal period for a total amount not to exceed $163,200; and,
D. Approve a contingency of $16,320 (10%).
SUMMARY
The Orange County Sanitation District (OCSD) is presently in the midst of expansions to
its facilities through a program made up of various Capital Improvement Projects (CIP)
projects. The Facility Records Group (FRG) is now a division of OCSD’s Information Technology Department, responsible for facility records management and maintenance. These records include all facility engineering drawings, specifications, shop drawings,
and other project-related documents and data. As CIP projects close out, high volumes
of drawings and documents are turned in to FRG. There is a need for temporary
staffing provided by an outside consultant (Firm) to incorporate records received from these CIP projects into baseline models, drawings, and the Engineering Library. With increased workload and limited OCSD staff availability, it is necessary to obtain
temporary resources.
Three sealed bids were received on November 30, 2010. Bids submitted ranged from $105,600 to $163,200. After evaluation of the bids by the Evaluation Team, the two lowest bids were deemed to be “non-responsible” bidders, due to lack of required
minimum qualifications and experience in wastewater along with the use of OCSD’s
Page 2 of 3
current software Computer Assisted Design (CAD) applications. The OCSD Evaluation Team recommended awarding the contract to the lowest, responsible and responsive
bidder, Project Partners, Inc., in an amount not to exceed $163,200, with a 10%
contingency per year.
PRIOR COMMITTEE/BOARD ACTIONS
June 2010 - Approved Amendment No. 1 to the Professional Consultant Services
Agreement with Project Partners, Inc., for Facilities Records Group Staffing Support, Specification No. CS-2009-408BD, for a time extension from July 1, 2010 through December 31, 2010, and decreasing the contract by $200,000, for a total amount not to
exceed $679,000.
July 2009 - Approved the Professional Consultant Services Agreement with Project Partners, Inc., for Facilities Records Group Staffing Support, Specification No. CS-2009-408BD, for an amount not to exceed $879,000 for the period through
June 30, 2010.
ADDITIONAL INFORMATION
The Information Technology Facility Record Group Division is in charge of receiving,
validating, and maintaining the electronic facility records generated for completing CIP
projects. These records include engineering drawings and databases, specifications, and sewer system and treatment plant atlas maps.
Staff uses record drawings for completed projects which are obtained from contractors
and consultants to update the official facility records. These records include all the
constructed facilities owned by OCSD and must be kept up to date to safely maintain and operate the treatment plants and sewers, and provide accurate information for future rehabilitation and improvement designs.
To date, $584,734 of the contract authorization amount of $679,000 has been spent.
This amounts to 86% of the contract total. Staff projects expending $665,000 through December 31, 2010.
Additional staffing is needed through June 30, 2011, at an estimated cost of $183,000.
This item does not impact the overall CIP budget. Funds are included in the individual project budgets to cover the cost of the proposed professional services contract.
Page 3 of 3
Below are the tabulated bid results. Project Partners Inc. was the “lowest qualified”
responsive bidder:
FACILITIES RECORDS GROUP STAFFING SUPPORT Bid Date – 11/30/2010 @ 2:00 PM CS-2010-470BD
BID
ITEM
Intratek Computer, Inc. Psomas Project Partners, Inc.
1 $ 74,880 $109,440 $119,040
2 30,720 38,400 44,160
Total $105,600 $147,840 $163,200
CEQA
This action is considered a continuing administrative activity and is not defined as a project in the CEQA Guidelines under Section 15378 (b)(2) and is not subject to review under CEQA.
BUDGET / DELEGATION OF AUTHORITY COMPLIANCE This request complies with authority levels of the Sanitation District’s Delegation of
Authority. This item has been budgeted.
Date of Approval Contract Amount Contingency
12/15/10 $163,200 $16,320 (10%)
JDR:LT:RC
Page 1 of 2
ADMINISTRATION COMMITTEE Meeting Date 12/08/10 To Bd. of Dir. 12/15/10
AGENDA REPORT Item Number 4 Item Number
Orange County Sanitation District FROM: James D. Ruth, General Manager
Originator: Lorenzo Tyner, Director of Finance and Administrative Services
GENERAL MANAGER'S RECOMMENDATION
Authorize the General Manager to add or delete qualified firms as necessary to Purchase Order Agreement No. CS-2009-000OB for Safety Training Services,
Specification No. CS-2009-402BD and Specification No. CS-2009-402BD(a), to meet
work requirements as identified by the Risk Management Division.
SUMMARY
Risk Management Division currently has a training contract with four (4) vendors and
wants to add more local training vendors to the pool of training providers used by OCSD. The original Board approval for the program was January 28, 2009 for the procurement of bids for training services, subsequent award of purchase orders
agreements to qualified firms. Risk Management Division is requesting additional firms
be added to the Safety Training program without additional cost being added to the
contract. Risk Management Division is also requesting that the General Manager or his designee be given the authority to add or remove vendors from the list of approved trainers.
PRIOR COMMITTEE/BOARD ACTIONS January 28, 2009 – Authorized the General Manager to procure bids for Safety Training
Services, Specification No. CS-2009-402BD, and subsequently award purchase order
agreement to qualified firms for the time period of April 1, 2009 through June 30, 2010,
in an amount not to exceed $312,500, and four one-year renewal options, for a total annual amount not to exceed $250,000 per year, with a 5% annual cost escalation contingency.
ADDITIONAL INFORMATION N/A
CEQA
N/A
Page 2 of 2
BUDGET / DELEGATION OF AUTHORITY COMPLIANCE
Date of Approval Contract Amount Contingency
01/28/09 $250,000 $12,500 (5%)
JDR:LT:WB
Page 1 of 4
ADMINISTRATION COMMITTEE Meeting Date 12/08/10 To Bd. of Dir.
AGENDA REPORT Item Number 5 Item Number
Orange County Sanitation District FROM: James D. Ruth, General Manager
Originator: Lorenzo Tyner, Director of Finance and Administration
GENERAL MANAGER'S RECOMMENDATION
A. At the recommendation of the Audit Ad Hoc Committee, approve an additional one-
year renewal period to the Purchase Order Contract with Lance, Soll & Lunghard,
Certified Public Accountants, for internal auditing services for the period of March 1,
2011 through February 29, 2012, in an amount not to exceed $58,670; and,
B. Direct Lance, Soll & Lunghard to perform specific internal auditing assignments as
the Administration Committee deems necessary.
SUMMARY
At the direction of the Committee in FY 2005-06, staff solicited a Request for Proposal
(RFP) to provide 600 hours of Internal Auditing Services, with the option of auditing the
following two years at the Administration Committee’s discretion. The RFP was
submitted to eight firms specializing in providing auditing services for local governments. After completion of the RFP process, Lance, Soll & Lunghard’s (LSL)
proposal was deemed to be the most qualified, and responsive to the Orange County
Sanitation District’s (Sanitation District) needs, and LSL was selected to serve as the
internal auditors.
Based on the high level of work performed by LSL, and their willingness to conform to
the Committee’s reporting timelines, the Administration Committee renewed their
contract over the next four fiscal years. At this time, staff is again recommending that
their contract be renewed for an additional year beyond the original five-year agreement
at the same not-to-exceed amount of $58,670 proposed during the initial contact year, and the following four option renewal years.
Recommended Areas to Be Considered in Future Internal Audits
Although staff has no knowledge of any improprieties or irregularities within the
accounting or operational activities of the Sanitation District, following are typical areas the Committee may want to consider in future internal audits:
1. Audit large contractor’s progress payments for accuracy and appropriateness.
This would mean auditing their books and records to the progress payments.
2. Contract Management.
Page 2 of 4
3. Proper billings to end-users, including permittees. 4. Expenditures conform to District Ordinances, Resolutions, policies and
procedures.
5. Employee Expense Reports conform to Board Ordinances and Resolutions.
6. Employee Salaries and Benefits conform to Board Ordinances and Resolutions.
7. Credit Card purchases conform to policies and procedures. 8. District Contributions are Board approved.
9. District memberships conform to policies and procedures.
10. Comprehensive review of all key Accounting policies, procedures, and
processes to ensure that all related internal controls are well designed, properly
implemented, and adequately maintained.
Staff recommends that the Committee direct the Sanitation District’s contracted internal
auditors to perform an internal audit review of the first item listed above. Staff believes
that auditing large contractors for appropriate billings could generate the largest
possible return on funds spent on contracted internal auditing services.
PRIOR COMMITTEE/BOARD ACTIONS
December 2009 - Administration Committee approved the renewal of the contract with
Lance, Soll & Lunghard, Certified Public Accounts, for an additional year to serve as the
District’s contracted internal auditors for the period of March 1, 2010 through February
28, 2011, for an amount not to exceed $58,670 February 2009 - Administration Committee approved the renewal of the contract with
Lance, Soll & Lunghard, Certified Public Accounts, for an additional year to serve as the
District’s contracted internal auditors for the period of March 1, 2009 through February
28, 2010, for an amount not to exceed $58,670 February 2008 - Administration Committee approved the second year of the two-year
renewal option on the Purchase Order Contract with Lance, Soll & Lunghard, Certified
Public Accounts, to serve as the District’s contracted internal auditors for the period of
March 1, 2008 through February 28, 2009, for an amount not to exceed $58,670. February 2007 - Administration Committee approved the first year renewal of the two-
year renewal option on the Purchase Order Contract with Lance, Soll & Lunghard,
Certified Public Accounts, to serve as the District’s contracted internal auditors for the
period of March 1, 2007 through February 28, 2008, for an amount not to exceed $58,670.
February 2006 - Board approved a Purchase Order Contract with Lance, Soll &
Lunghard, Certified Public Accountants, to serve as the Sanitation District’s contracted
internal auditors for fiscal year 2005-06, for the period of March 1, 2006 through February 28, 2007, for an amount not to exceed $58,670.
Page 3 of 4
ADDITIONAL INFORMATION
An Evaluation Team comprised of the Director of Finance, Controller, and Accounting Manager determined that Lance, Soll & Lunghard (LSL) was the best qualified firm to serve as the Sanitation District’s internal auditors based on the following observations:
1. The firm has provided auditing services to local governments for over 75 years,
and has consistently been named one of the “Top Accounting Firms” in Orange County by the Orange County Business Journal.
2. They provided extensive examples on internal auditing services provided to other
governmental clients.
3. They described in detail their thoroughness in conducting internal auditing services.
Based on the Evaluation Team’s recommendation, the Committee approved the
selection of LSL to serve as the Sanitation District’s internal auditors. During FY 2005-06, LSL completed an internal review of the Sanitation District’s capital
improvement program’s procurement procedures and related internal controls, and
issued their independent account’s report to the Committee in October 2006.
During FY 2006-07, LSL completed an internal review of the Sanitation District’s agreement with the Orange County Water District (OCWD) regarding the construction of
the Groundwater Replenishment System, and audited the subsequent billings from
OCWD to ensure conformity with the agreement.
During FY 2007-08, LSL completed an internal review of the Sanitation District’s on the collection and remittance of capital facilities capacity charge fees by member agencies
on behalf of the Sanitation District.
During FY 2008-09, LSL completed internal reviews of the Sanitation District’s key
Accounting policies, procedures, and processes to ensure that all related internal controls are well designed, properly implemented, and adequately maintained; and
performed an internal review on chemical purchases to ensure that they are reasonable
and the policies and procedures over the control of chemicals are adequate.
During FY 2009-10, LSL completed internal reviews of the Sanitation District’s CIP Construction Completion Schedule and Regulatory Compliance Requirements.
CEQA
N/A
Page 4 of 4
BUDGET/DELEGATION OF AUTHORITY COMPLIANCE
This request complies with authority levels of the Sanitation District’s Delegation of
Authority. This item has been budgeted.
JDR:LT:MW
Page 1 of 4
ADMINISTRATION COMMITTEE Meeting Date 12/09/10 To Bd. of Dir.
AGENDA REPORT Item Number 6 Item Number
Orange County Sanitation District FROM: James D. Ruth, General Manager
Originator: Robert P. Ghirelli, Assistant General Manager
GENERAL MANAGER'S RECOMMENDATION
This is an informational item re the Succession Management Program.
SUMMARY
OCSD implemented a Succession Management Program (SMP) in 2007 to ensure
leadership continuity and appropriate qualified talent in order to prepare for its future.
The program consists of multiple elements that address organizational needs to ensure
that OCSD has the right person in the right place at the right time with the right knowledge and skills doing the right thing. The SMP provides a talent management
approach that aligns organizational efforts with anticipated future needs. This proactive
focus on business continuity helps the organization avoid lost productivity despite
workforce changes.
Since its inception in 2007, the SMP has progressed and encompasses various
elements. Workforce planning analysis, succession management for leadership
positions, career planning for staff at all levels, and program resources comprise the
current program.
PRIOR COMMITTEE/BOARD ACTIONS
N/A
ADDITIONAL INFORMATION
Background
Succession planning is an organization-wide effort that addresses leadership and
business continuity. The organization began to focus on these issues in 2007, initially
due to the projected wave of Baby Boomer generation retirements and its anticipated
significant impact on the public sector. It is projected that by 2016 approximately 70% of employees will be eligible to retire, including over 90% of management and over 65%
Page 2 of 4
ADDITIONAL INFORMATION (cont’d)
of staff. OCSD continues to experience a steady increase in employees’ average age
and years of service. The average was 46.27 years with 12.0 years of service in 2006,
and in 2010 the average is 47.75 with 13.07 years of service. The recent economic crisis may have caused some employees to delay retirement over the past two years. However, as the economy recovers the attrition rate through retirements and external
job opportunities is expected to increase. The organization’s proactive focus on
workforce continuity will prove to be valuable as this shift occurs.
The General Manager and Executive Management Team are the sponsors of OCSD’s Succession Management Program. They partner with Human Resources in steering
the efforts and providing essential management support that as a result extends to all
levels of management. Each management employee is held accountable through
performance goals for the succession planning efforts in their respective divisions. Therefore, the Succession Management Program is not a Human Resources program, but rather an overall organizational philosophy focused on preparing for the future.
By identifying the organization’s future needs, OCSD is able to anticipate what job skills
and competencies will be needed and compare those to the current state. Management prepares action plans to address the areas of need and continues to develop staff, organizational structure, and organizational systems accordingly to ensure future
success.
Workforce Planning The foundation of the succession planning efforts is workforce planning. The
organization originally focused on the anticipated increase in retirements, and concerns
about business sustainability continue to drive the organization’s efforts. Recently the
program’s focus has been revised to address workforce vulnerability in general. Analysis is being conducted with supervisor and manager input to identify specific staffing risks for positions at all levels within the organization. Risks are identified based
on any of three criteria: retention, criticality, and difficulty to fill. Subsequently, divisions
will develop appropriate strategies to prioritize and address each position that is
identified as a potential risk, utilizing staffing and development approaches to help minimize vulnerabilities.
Leadership Development
The Succession Management Program for Supervisors, Managers and Department Heads aims to develop leaders for potential future openings in positions at a higher level. To date, 31 employees have participated in the program. The SMP has
contributed to two promotions within the management group. The SMP’s goal is to
provide leadership continuity by having appropriate qualified talent (“bench strength”) to
fill key positions. Implemented in 2007, the program guides interested employees to
Page 3 of 4
ADDITIONAL INFORMATION (cont’d)
develop based on an assessment of their talents and career interests. Employees
strengthen their skills through individualized development activities selected specifically based on individual needs. Employees may work with a coach/ mentor on appropriate activities such as stretch assignments, mentoring, or job rotation; or independently on
self-development activities such as training, education, or certifications. This portion of
the SMP is currently undergoing revision to simplify its processes and better align
efforts with organizational need. Consulting services have been procured to serve as a resource for staff in updating the program based on best practices.
Career Planning
The Career Planning Program (CPP) is a new complementary program that addresses employees’ individual career interests and development for all levels of the organization. Participation in this program will be employee-initiated and voluntary. Employees work
with their direct supervisor to pursue appropriate development opportunities based on
individual career interests and organizational needs. Available program tools include
job shadowing, job rotation, mentoring, education, certification, and training. CPP implementation is targeted for January 2011 for Professional and Administrative/ Clerical staff, with development and implementation for the trades to follow the
successful implementation for the pilot groups.
Succession Management Tools OCSD’s Succession Management Program incorporates a variety of tools to support the
various efforts. A centralized page on the intranet site will serve as the development
toolbox, housing both leadership development and employee self-development
resources. The various program documents, including guidelines, related forms, and reference reading, will be available in one spot. This provides a one-stop place for employees at all levels of the organization who seek to develop, whether their interest is
a managerial or technical track.
Talent Management System
Additionally, a Talent Management System is planned for implementation in 2011. This
software product will integrate multiple HR-related elements: performance
management, succession planning, training, goals and objectives, and employee profile information. The Talent Management System will create clearer links among these processes, providing a big-picture and whole-person view that integrates these
elements to reflect the multiple aspects that comprise the workforce. Leaders will have
access to information appropriate to the scope of their roles and will use the software
tool to support their responsibilities for the workforce and development planning efforts for their groups.
Page 4 of 4
ADDITIONAL INFORMATION (cont’d)
Knowledge Management
Knowledge Management is aimed at capturing organizational knowledge gained through experience that may be lost through attrition. With the workforce planning analysis implemented in September 2010, OCSD will identify specific workforce risks in
terms of retention, criticality, and difficulty to fill. This effort will result in updates to the
Succession Management Program that ensure the management and transfer of
organizational knowledge through planned activities, such as cross training, after action reviews, knowledge mapping, best practice transfer, master-apprentice relationships, and collaborative technologies.
Next Steps
To better support organizational needs, the program is currently undergoing revisions. The General Manager requested simplification of the program to streamline processes
and provide flexibility to make it easier to address workforce continuity. The Human
Resources Division is leading these efforts to tailor the new program format to fit with
OCSD’s needs. A consultant with extensive experience in public sector succession planning has been contracted to provide consulting services to assist with implementing best practices as the SMP is revised through early 2011.
The underlying purpose of the succession planning efforts remains consistent: to
ensure that the organization has the appropriate qualified talent (“bench strength”) to fill key vacant positions. The program ensures leadership continuity and talent maximization throughout the organization and into the future.
CEQA
N/A
BUDGET / DELEGATION OF AUTHORITY COMPLIANCE
N/A
JDR:RPG:JR:LK