HomeMy WebLinkAboutHUR190 Workforce Management - Position Control PolicyCiN o
PICKERING
CITY POLICY
Policy Title: WORKFORCE MANAGEMENT- POSITION
CONTROL POLICY
Policy Number: HUR 190.
Reference:
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Date Originated:
May 2008
Date Revised:
Approval: ,.
Chief Administrative Officer
Policy Objective
The Corporation of the City of Pickering (the City) recognizes the benefits of human
resources planning and the systematic allocation and control of human resources within the
Municipality.
The objective of this Policy is to:
1. Enable Council and managers to perform accurate budgetary and financial planning
for both current and future years.
2. Provide a means of effective control over the total number of Full-time Equivalent
(FTE) workforce positions and their distribution in the City. An FTE position consists
of Full-time, Part-time, Temporary, Term, or Relief employees.
3. Provide an accurate record of past, current and anticipated changes in the City's
human resource requirements.
4. Facilitate the approval and timely processing of Employment Requisition forms in
accordance with Council approved staffing levels.
Index
01 Definitions
02 Responsibilities
03 General Procedures
04 Establishment of New Positions at Budget Preparation Time
05 Establishment of New Positions after the Budget Process
06 Position Abolishment
01 Definitions:
01.01 Full-time Employee - An employee who works regularly scheduled bi-
weekly hours consisting of 70 hours but no more than 80 hours bi-
weekly. The City may establish a workweek other than 35 or 40 hours
depending on operational or other requirements.
01.02 Full-time Equivalent (FTE) - Refers to one (1) unit of the total number
of regular hours of work of a full-time position over a single budget
year.
01.03 Job Description - A summary of the most important features of a job,
including the general nature of the work performed, specific task
responsibilities and employee characteristics required to perform the
job.
01.04 Part-time Employee - An employee who consistently works less than
the regular hours of work of a Full-time position.
01.05 Permanent Employee - An employee hired into a permanent position
and who has successfully completed the required period of time which
constitutes probationary service.
01.06 Position - The total work assignment of an individual employee
comprised of a specific set of tasks, duties and responsibilities. The
number of positions is equal to the number of employees plus the
number of vacancies.
01.07 Relief Employee - An employee who is hired on a non -permanent
basis to replace an existing employee who is on an approved leave of
absence. The City may terminate the term of employment at any time
in writing without notice except as provided for in the Employment
Standards Act 2000.
01.08 Temporary Employee - An employee who is hired on a non -permanent
basis.
01.09 Term Employee - A non -permanent employee who is hired with an
established start date and an end date to perform seasonal work.
01.10 Vacancy - When the City declares a position open and ready to be
filled by advertising the position by a job posting.
Policy Title: Workforce Management — Position Control Policy Page 2 of 8
Policy Number: HUR 190
02 Responsibilities:
02.01 Council to:
(a) Actively support the Policy.
(b) Increase or decrease the number of positions within the City.
02.02 Chief Administrative Officer (CAO) to:
(a) Approve the Policy and any amendments as required from time
to time.
(b) Actively support the Policy.
(c) Approve any additions to or deletions from departmental staffing
complements.
(d) Approve transfers or reallocations of positions between
departments.
(e) Encourage and assist departments in human resources
planning.
02.03 Director/Division Head to:
(a) Identify and forecast existing and future human resource
requirements for own department/division.
(b) Prepare reports and make recommendations to the CAO
regarding the establishment or abolishment of positions within
own department/division.
(c) Administer the human resources allocations of all categories of
employees as well as contractual services within own
department/division.
02.04 Human Resources to:
(a) Review all Employment Requisition Forms (See Appendix 1) to
verify the following:
(I) All levels of authorization are in place.
(ii) Position title is correct.
Policy Title: Workforce Management — Position Control Policy Page 3 of 8
Policy Number: HUR 190
(iii) Assignment of employee category is correct and if a
Temporary or Term position, the duration of employment
complete with start and end dates.
(iv) Advertising media is appropriate for level and type of
position.
(v) Reason for submission is correctly stated.
(vi) A current job description is provided where the position
has been modified, revised or otherwise re -structured.
(b) Ensure that position control information is maintained in the
Human Resources Information System (HRIS).
(c) Verify that vacancies submitted for filling are approved budgeted
positions.
(d) Prepare Position Control Reports from the HRIS as required.
02.05 Corporate Services to:
(a) Provide a listing of all newly created positions to Human
Resources once the budget is finalized.
03 General Procedures:
03.01 Human Resources planning procedures are an integral part of the
budgetary process. The HRIS will track the hiring of employees
against approved budgeted positions utilizing the following information:
(a) Cost centre by Department
(b) Job description identification number
(c) Authorized wages/salaries and benefits
(d) Status of positions whether vacant or filled
(e) If filled, the names of incumbent employees
(f) Regular hours of work
(g) Percentages of FTE's
Policy Title: Workforce Management — Position Control Policy Page 4 of 8
Policy Number: HUR 190
03.02 For part-time positions, it will be necessary to convert the full-time
equivalency of the part-time position using a conversion factor of either
1820 hours or 2080 hours.
04 Establishment of New Positions at Budget Preparation Time:
04.01 (a) During the budget preparation process, each department will
forecast all staffing requirements for the current budget year.
(b) The department will recommend any changes from the existing
distribution of personnel among the various categories of
employees, as well as any additions or reductions in the number
of positions approved by Council for the department.
(c) This information will be collected and integrated into the
municipal budget document and presented for consideration to
Council or its designated committee through the CAO. Following
budget approval, the Director, Corporate Services & Treasurer,
or his designate, in conjunction with Human Resources, will
review and balance necessary changes and update the position
control document. Each Director will verify this document.
(d) Each position will have a job description and an assigned job
description identification number that will interface with the
HRIS.
(e) Any changes in the number of positions within a department will
require the endorsement of the CAO, prior to Council's approval.
05 Establishment of New Positions After the Budget Process:
05.01 For authorization of new positions during the budget year that have not
been established and approved during the budget process, the
following steps must be taken:
(a) The Director will submit a Request For Change in Staff
Complement Form (Appendix 2) as well as a written report to
the CAO outlining the reasons for the increase in complement.
This written report must be accompanied by a proposed job
description, identification of proposed funding where
appropriate, and a revised organization chart for the department
indicating the proposed location of the new position in the
organization structure. The CAO will review the report and
approve or deny the request as appropriate.
Policy Title: Workforce Management — Position Control Policy Page 5 of 8
Policy Number: HUR 190
(b) In the case of a new position or one significantly modified from
the existing one, the CAO will forward the job description to
Human Resources to ensure the job description is consistent
with organizational requirements. The job description will be
finalized and authorized by the CAO. Where appropriate,
Human Resources will arrange for a job evaluation to be
conducted.
(c) Upon approval by the CAO, the Director will submit an
Employment Requisition Form to Human Resources for
processing and for documentation of changes in the HRIS.
06 Position Abolishment:
06.01 At least two (2) months prior to giving notice of job redundancy to an
employee, written notification of such intent to abolish a position must
be submitted to the CAO.
06.02 Notification shall include the name(s) of employee(s); classification(s);
the effective date of such abolishment(s); departmental plans to
discontinue, postpone or re -assign work done by the position to be
abolished; the reason(s) for the position abolishment(s) and the
departmental recommendations and plans with respect to continued
employment or termination of incumbent employee(s).
06.03 The CAO, within two (2) weeks, shall approve or deny as appropriate.
06.04 If the CAO's approval is obtained, the Manager, Human Resources, in
consultation and collaboration with the Director, will assess what
actions must be taken to implement the abolishment and make joint
recommendation to the CAO for consideration and approval.
06.05 The Director shall keep Human Resources apprised of any changes in
staffing levels.
Policy Title: Workforce Management — Position Control Policy Page 6 of 8
Policy Number: HUR 190
HUR-190
Appendix 1
Employment Requisition
•epa men
livision
'osi ion i e
❑ New ❑ Existin•
•ay rase
a Daa anicpaes
n• Dae 1 app Ices e
Affiliation
❑ Non Union
❑ CUPE 129
❑ PPFA
Type ❑ Permanent ❑ Relief ❑ Term ❑ Temporary
(Of Whom
Employee Hours ❑ Full -Time
❑ Part -Time
Key Position Requirements (i.e.: special credentials, shift work, physical demands, environment, etc.)
Additional Information
Authorizations
Initiated By Date:
Immediate Non -Union Supervisor
Endorsed By Date:
Director
Reviewed By Date:
Human Resources
Approved By Date:
Chief Administrative Officer (for all Permanent Full-time and Part-time positions)
HR Use Only
Posted On
❑ External Advertising
Position Filled By
❑ External ❑ Internal
Date of Hire
Pay Grade Step
Probation / Trial Period
Additional Information
Employment Services Coordinator Date
Distribution:
HR0304-07/04
Human Resources Services
Originator
HUR-190
Appendix 2
Request For Change In Staff Complement
Department
Division
Proposed Position Title
❑ New ❑ Change Existing Position
Pay Grade
Start Date (anticipated)
End Date (it applicable)
Location
Affiliation
❑ Non Union
❑ CUPE 129
❑ PPFA
Type ❑ Permanent ❑ Relief ❑ Term ❑ Temporary
(Of Whom)
Employee Hours ❑ Full -Time Bi -Weekly Hours
❑ Part -Time
Authorizations
Date
Director
Date
Chief Administrative Officer
Attachment Report including (check appropriate boxes)
❑ (a) Proposed Job Description
❑ (b) Proposed Funding
❑ (c) Revised Organizational Chart
HR0304-07/04