Rebecca Jones NJDEP, Human Resources IT & Reporting

1. Automating Performance ReportingHuman Resources Leadership and Management Conference October 25, 2011 Rebecca Jones NJDEP, Human Resources IT & Reporting

2. Automating Performance Reporting • Why are we doing this? • Why automate Performance Reports? • How do we accomplish this? • How can this investment can cut costs?

3. Part 1 Why are we doing this?

4. 2011 Human Resources - Industry Trends • Employee Self-Service Strategies for: • Benefits Management • Online Training • Retirement Plan Administration • Outsourcing of: • Recruitment • Payroll and Timekeeping • IT systems • Employee Assistance Programs • Retention of Critical and Sensitive Functions: • Strategic Planning • Workforce Planning • Labor and Employee Relations • Performance Management

5. State Government HR Trends • On-line Training implemented • Outsourcing of Deferred Compensation Plan management • New Jersey Privatization Task Force 2010 recommendation to privatize Payroll, Pensions, & Benefits Disbursements

6. Human Resources Challenges in State Government • A focus on “Creating Strategic Value” • Transitioning staff from “Transactional” to more “Transformational” responsibilities • 1970’s Information Technology and Infrastructure • Shrinking Resources • Last in line for IT Solutions • Rapidly “Maturing” workforce of future retirees

7. STRATEGIC HUMAN RESOURCE MANAGEMENT IN GOVERNMENT Adapted from Greer, C.R. (2001) Strategic Human Resource Management: A General Manaterial Approach (2nd Ed.), Upper Saddle River, NJ Prentice Hall. • Performance Enhancement • Organizational Development Consulting • Employee Relations • Compensation (Unclassified Employees) • Employee Development • Management Development • Recruitment Interviewing High • Workforce Development • Strategic Planning & Performance Measurement STRATEGIC VALUE OF ACTIVITY TO MANAGEMENT • Payroll • Benefits Administration • Employee Records • Recruitment & Promotion Information Processing • Performance Reviews • Recruitment and Promotion Information Processing • Leave Management • Employee Assistance Programs Low Transactional TYPE OF HR ACTIVITY Relationship

8. NJDEP HR Management Objectives & Strategy • Support the NJDEP’s Transformation Efforts • Improve the NJDEP’s training needs analysis • Automate transactional activities to: • Reduce transaction processing times • Reduce data-entry tasks • Improve transaction tracking ability • Reduce paper filing and warehouse storage by leveraging imaging technology • Leverage low-cost, customizable-off-the-shelf (COTS) software (i.e. Microsoft SharePoint platforms and InfoPath & Adobe Livecycle forms solutions) • Advocate for statewide partnering and use of COTS solutions which have many cost-saving uses

9. Part 2. Why Automate Performance Reports?

10. Performance Reports(aka PAR and PES documents) • Well-crafted performance agreements link to an agency’s strategic goals and transformation efforts • “What Gets Measured Gets Done” (Accountability) • Employee Development Plans are key to workforce development

11. Shortcomings of the Current Process • Required data-entry into the PMIS system is time-intensive. • The current process is resource-intensive (tracking accountability, imaging, data-entry, paper, warehousing space, staff time). • No way to gather information for: • determining strategic goal integration success • a training needs analyses

12. Part 3. How do we accomplish this?

13. Use Smart Forms Technology Forms that: • Pull employee information into the form • Write information to tracking databases • Travel through email • Contain digital signatures • Lock with “hashing” when signed • End their life as an image • Save PAPER!

14. But don’t we need the Employee’s Signature on a piece of paper? NO! • New Jersey Public Law 2001 Chapter 116: Uniform Electronic Transactions Act (UETA) allows electronic signatures • Smart Forms Technology (Adobe LiveCycle and Microsoft Infopath) can hash/encrypt forms so tampering can be detected

15. What if the PAR/PES forms change? • Make modifications to the form • Make modifications to the underlying database • Everything else remains the same.

16. What about Confidentiality? • Forms are routed and accessed using Microsoft’s SharePoint product which works with your network’s security features • Forms will be accessible to only the ratee, rater, reviewer, and a limited number of Human Resources professionals

17. Part 4 How can this investment cut costs Statewide?

18. Isn’t building something like this expensive? It doesn’t have to be…. • Software is licensed either through an agency Enterprise Agreement (Microsoft SharePoint and InfoPath) or statewide (Adobe Livecycle) • Can use trained in-house developers • Hardware costs for servers and storage space have become much less expensive. • Systems can “feed” mainframe systems by serving as a user-friendly front-end.

19. Cost Savings FORMS TECHNOLOGY HAS MANY USES: • Recruitment • New Hire and Promotion Processing • Benefits Management • Ethics Disclosure Forms • Employee Sign-offs on Policies and Procedures • Employee Records via a centralized e-Personnel file PLUS MANY NON-HUMAN RESOURCES ONES… • Forms for business (i.e. permit applications, document submissions, etc.) • Procurement forms • Open Public Records Management

20. The Future of Automation • PAR/PES Documents are the first step • With technology such as the “Cloud”, Smart Form Technology could be adapted for inter-agency transactions • Smart Forms Technology could be a potential front-end when the State’s aging mainframe infrastructure is replaced • Make the State “GREENER”

21. QUESTIONS? Automating Performance Reporting Rebecca Jones NJDEP, Human Resources IT & Reporting (609) 984-4423