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HomeMy WebLinkAboutHUR190 Workforce Management - Position Control PolicyCiN o PICKERING CITY POLICY Policy Title: WORKFORCE MANAGEMENT- POSITION CONTROL POLICY Policy Number: HUR 190. Reference: `, , i i 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