WILLIAMSON COUNTY HUMAN RESOURCES EMPLOYEE ANALYTICS GUIDE THIRD EDITION

Transcription

1 WILLIAMSON COUNTY HUMAN RESOURCES 2018 EMPLOYEE ANALYTICS GUIDE THIRD EDITION

2 ABOUT THIS GUIDE The Williamson County Employee Analytics Guide is provided as a comprehensive representation to assist the members of the Commissioners Court as we approach a new budget year. New data is specific to FY17, unless otherwise noted. Statistical data is as reflected in Oracle, Managers Portal, NEOGOV or external entities contacted, as of the date collected. Unless noted otherwise, data comparisons are for full-time Williamson County employees. Municipalities represented for comparison were selected due to similar demographics, size and/or geographical location.

3 REFLECTIONS In the last three years, the Human Resources Department has worked continuously to support its customers by streamlining processes, developing more efficient communication tools and continuously reviewing County policies. The following are just a few highlights of the ways the department has improved in these areas: Developed a quarterly newsletter, "In the Loop", dedicated to keeping County employees informed of important Human Resources information and dates. In-house development of videos related to onboarding, harassment prevention, and organizational development training. Implemented a Benefits Portal - a single location for benefits related information and enrollment accessible from any computer or smart phone. A professionally designed Employee Benefits Guide is now provided each plan year. Implemented an annual benefits fair to give County employees and their spouses an opportunity to learn about benefit offerings, open enrollment and developing a healthy lifestyle. Developed an annual "Employee Analytics Guide" to provide a statistical snap-shot of County employment demographics and comparative historical data. Completed a full review and update of the printed copy of the "Employee Policy Manual." The revised manual is now available online and accessible to all employees. Created a fully automated risk management process for fleet, mobile equipment and property damage claims. Created a streamlined risk product renewal and billing process, resulting in more timely and accurate renewals and potential cost savings. Developed an online performance evaluation tool available for use by all departments/offices. Hosted and presented management training courses for those responsible for staff supervision.

4 CONTENTS RECRUITMENT POSITIONS & PAY DEMOGRAPHICS SPOTLIGHT BENEFITS

5 EMPLOYEE ANALYTICS GUIDE 5 DEMOGRAPHICS Williamson County is supported by a dedicated and diverse population of employees. The following representation is an overview of the statistical make-up of the employee population.

6 EMPLOYEE ANALYTICS GUIDE 6 FY17 Gender Distribution From FY15 to FY17, gender only changed by 1% - from 4 female and 5 male in FY15 to 4 and 56% in FY16, respectively 4 56% Average Age FY15: 44 FY16: 44 FY17: 43 FY17 Age Distribution % to to to

7 EMPLOYEE ANALYTICS GUIDE 7 Average Years of County Service FY % 11% 6% 0 to 5 Years 6 to 10 Years FY16 39% 2 19% 11% 8% 11 to 15 Years 16 to 20 Years FY % 21+ Years Killeen Liberty Hill Hutto Cedar Park Georgetown 28% Taylor Jarrell Leander 6% Employee City of Residence *Includes PT and Grant Austin 8% Other 18% Pflugerville, Florence, Granger, Bertram, etc. Round Rock 1

8 EMPLOYEE ANALYTICS GUIDE 8 Employee County of Residence 77% WILLIAMSON 1 TRAVIS 8% BELL OTHER

9 POSITIONS & PAY As part of the annual budget process, the Williamson County Commissioners Court reviews the need for new positions and/or compensation changes. Compensation changes may include a Cost of Living Adjustment (COLA), merit funding, pay chart adjustments and/or funding of step increases. The following reflects actions taken by the Commissioners Court for the past three fiscal years (FY15, FY16, FY17).

10 EMPLOYEE ANALYTICS GUIDE 10 FY18 Population* & Full-Time Position Counts FY18 Population Hutto Georgetown Cedar Park Round Rock 23,832 67,140 68, ,892 Bell 340,411 Wilco 528,718 Austin 947,890 Travis 1,199,323 FY18 Full-Time Position Count Hutto Cedar Park Georgetown Round Rock Bell Wilco 114** ,164 1,716 Travis 5,402 Austin 14,086 *Estimated population numbers obtained from Texas-Demographics.com as of October 18, 2017 **Includes Full-Time Equivalents (FTEs)

11 Commissioners Court Full-Time Positions Added EMPLOYEE ANALYTICS GUIDE FY14 FY15 FY16 FY17 FY18 *Includes FT positions approved by Commissioners Court, as well as Grant and PT made FT Average County Employee Merit Allocation 3.8% FY15 FY16 FY17

12 EMPLOYEE ANALYTICS GUIDE 12 Annual COLA/Merit Round Rock, N/A Round Rock, N/A Travis, Cedar Park, Wilco, Austin, 1. Bell, Georgetown, Hutto, Wilco, Cedar Park, 2. Bell, Hutto, Austin, 3. Georgetown, 2. FY14 FY15 Round Rock, Travis, Bell, Cedar Park, Cedar Park, Georgetown, Round Rock, Hutto, Austin, 2. Austin, FY16 Travis, FY18 Bell, Georgetown, Travis, Hutto, Wilco, Wilco, 1% Austin, Cedar Park, Georgetown, Hutto, COLA Round Rock, FY17 Travis, 2. Bell, Merit *Cedar Park - Received up to in FY14, up to 4.2 in FY15, and up to in FY16/17/18 *Hutto - Received up to 3. in FY16/17 *Round Rock - Increases were not awarded or were awarded in lump sums in FY14/15; Received up to in FY18 Wilco,

13 Elected Official Increase History Bell Brazoria Cameron Ft. Bend Galveston Lubbock EMPLOYEE ANALYTICS GUIDE 13 Montgomery Nueces Wilco Avg % Judge Commissioner Treasurer County Attorney County Clerk District Clerk Sheriff Tax Assessor Justice of the Peace Constable FY14 FY15 FY16 FY17 FY18 FY14 FY15 FY16 FY17 FY18 FY14 FY15 FY16 FY17 FY18 FY14 FY15 FY16 FY17 FY18 FY14 FY15 FY16 FY17 FY18 FY14 FY15 FY16 FY17 FY18 FY14 FY15 FY16 FY17 FY18 FY14 FY15 FY16 FY17 FY18 FY14 FY15 FY16 FY17 FY18 FY14 FY15 FY16 FY17 FY18 4.8% 4.8% 4.8% 4.8% 4.8% 4.8% 4.8% 4.8% 4.8% 4.8% 1.7% % 3.8% % % 5.8% N/A* 9% N/A* 9% 3. 9% 3. 9% 3. 9% 3. 9% 3. 9% 3. 9% N/A* N/A N/A N/A N/A N/A N/A* N/A* N/A* N/A* % 1. N/A* *Galveston - Excluding Judge, FY18 $750 lump sum; Galveston County does not have a County Attorney *Lubbock - FY15 Min 1 Max 1 *Nueces - Received additional 2. continuance pay every FY for 3+ years of service; Nueces County does not have a Treasurer % N/A* N/A N/A N/A N/A N/A $10K/7. $5K/3. $3,858/2.

14 EMPLOYEE ANALYTICS GUIDE 14 RECRUITMENT Recruiting and selecting the right employees is vital to the continued successful support of the community. As you will see in the following illustrations, this is a constant effort carried out every day across many departments/offices.

15 EMPLOYEE ANALYTICS GUIDE 15 Number of External Job Postings Number of Views for External Job Postings *FY17 as of report run 01/05/18 FY FY FY15: 275,657 FY16: 213,928 FY17: 254,411 FY Total Number of Employees Attending New Hire Orientation FY FY16 FY17 *Orientation includes FT, PT, Seasonal, Grant, CAMPO, WCCHD and Museum

16 EMPLOYEE ANALYTICS GUIDE 16 Applications Received FY15 19,535 FY16 15,272 FY17 16,894 Position Titles with the Most Job Applications 797 Correctional Officer Sheriff's Office 793 Motor Vehicle Specialist Tax Assessor/Collector 542 Deputy Sheriff Sheriff's Office 533 Telecommunicator/ Dispatcher 911 Communications 497 Admin Specialist All District Courts

17 EMPLOYEE ANALYTICS GUIDE 17 SPOTLIGHT Unfortunately, turnover is a reality for any organization and the County is no exception. The following illustrations are an overview of the County's turnover for the last fiscal year. The data is not to highlight any specific area as an issue; only to provide a summary review. Turnover may be attributed to various circumstances and it is the goal of Human Resources to continue to work with individual departments/offices, as requested, to assist in reviewing the impact and causes. We are also providing a deeper look into two position classifications.

18 EMPLOYEE ANALYTICS GUIDE 18 FY17 Highest Turnover in Departments/Offices with 10 or Fewer Employees Commissioner Precinct 1 Average EEs: 3 Total Terms: 1 Total Transfers: 2 Turnover Rate 33. Turnover Including External Transfers 10 Personal Bond Office Average EEs: 3 Total Terms: Total Transfers: 0 All District Courts Average EEs: 1 Total Terms: Total Transfers: 0 The maximum number of employees in a department of this size is 10 External transfers include transfers to different departments and/or offices within the County Data may be impacted by organizational changes of department heads or newly elected/appointed officials

19 EMPLOYEE ANALYTICS GUIDE 19 FY17 Highest Turnover in Departments/Offices with 11 to 25 Employees Turnover Rate Turnover Including External Transfers Constables Precinct % Average EEs: 12 Total Terms: Total Transfers: 8 Elections Average EEs: 11 Total Terms: Total Transfers: 0 Parks Average EEs: % 28.6% Total Terms: 6 Total Transfers: 0 The maximum number of employees in a department of this size is 21 External transfers include transfers to different departments and/or offices within the County Data may be impacted by organizational changes of department heads or newly elected/appointed officials

20 EMPLOYEE ANALYTICS GUIDE 20 FY17 Highest Turnover in Departments/Offices with 26 to 100 Employees Turnover Rate Turnover Including External Transfers Juvenile Grant Average EEs: 29 Total Terms: % 44.8% Total Transfers: 0 District Attorney Average EEs: Total Terms: 11 Total Transfers: 1 County Attorney Average EEs: 52 Total Terms: 8 Total Transfers: % The maximum number of employees in a department of this size is 64 External transfers include transfers to different departments and/or offices within the County Data may be impacted by organizational changes of department heads or newly elected/appointed officials

21 EMPLOYEE ANALYTICS GUIDE 21 FY17 Highest Turnover in Departments/Offices with More Than 100 Employees Corrections Average EEs: 300 Total Terms: 56 Total Transfers: 3 Turnover Rate 18.7% Turnover Including External Transfers 19.7% Sheriff's Office Average EEs: Total Terms: 39 Total Transfers: 1 Juvenile Services Average EEs: Total Terms: 24 Total Transfers: 0 The maximum number of employees in a department of this size is 300 External transfers include transfers to different departments and/or offices within the County Data may be impacted by organizational changes of department heads or newly elected/appointed officials

22 EMPLOYEE ANALYTICS GUIDE * Corrections Officer Position Stats *Grade C1 Budgeted Positions 11/2017 (FY16: 155) Applications Received FY17 New Hires (FY16: 26) FY15 FY16 FY17 3 Vacancies 11/2017 (FY16: 11) Turnover Rate 20.7% 18.8% 17.9% 49 Average Days Vacant Calendar 2017 (2016: 105) FY15 FY16 FY17 *Increase in "Budgeted Positions" from FY16 to FY17 due to reclassification of Control Room Operators

23 Juvenile Detention Officer Position Stats *Grade B.19 EMPLOYEE ANALYTICS GUIDE Applications Received Budgeted Positions 11/2017 (FY16: 56) FY17 New Hires (FY16: 16) FY15 FY16 FY17 4 Turnover Rate 29.7% 26.8% 24. Vacancies 11/2017 (FY16: 0) 39 FY15 FY16 FY17 Average Days Vacant Calendar 2017 (2016: 38)

24 EMPLOYEE ANALYTICS GUIDE 24 BENEFITS The employee total compensation package consists of salary and benefits. The County provides a wellrounded benefits package to eligible employees and their families; but how do we compare? The following data is provided to allow a review of where we stand in relation to neighboring municipalities. This information is based on current plan year rates and costs.

25 EMPLOYEE ANALYTICS GUIDE 25 Calendar Year Employee Enrollment Comparison 2017 Seton Whole Health Choice POS II 8 Of Enrollees Chose the Low Cost - Seton Whole Health Plan Nexus ACO OA Choice Plus 8 Of Enrollees Chose the Low Cost - Nexus ACO OA Plan

26 EMPLOYEE ANALYTICS GUIDE 26 Employee Health Plan Tier Coverage Overview NEXUS ACO OA Employee Only (523) Employee + Children (219) 47% Employee + Spouse (114) Employee + Family (260) Choice Plus Employee Only (77) Employee + Children (49) 28% 18% 16% 39% Employee + Spouse (44) Employee + Family (108) Retiree Health Plan Tier Coverage Overview NEXUS ACO OA 1% Retiree Only (40) Retiree + Children (1) 57% 2 19% Retiree + Spouse (16) Retiree + Family (13) Choice Plus Retiree Only (16) Retiree + Children (0) 59% 3 11% Retiree + Spouse (8) Retiree + Family (3)

27 EMPLOYEE ANALYTICS GUIDE 27 Employee Dental Tier Coverage Overview Low Plan Employee Only (209) Employee + Children (53) 56% 1 9% 2 Employee + Spouse (34) Employee + Family (74) High Plan Employee Only (314) Employee + Children (149) 3 16% 1 3 Employee + Spouse (130) Employee + Family (322) Retiree Dental Tier Coverage Overview Low Plan Retiree Only (5) 8 17% Retiree + Children (0) Retiree + Spouse (0) Retiree + Family (1) High Plan 1% 51% 27% 21% Retiree Only (34) Retiree + Children (1) Retiree + Spouse (18) Retiree + Family (14)

28 EMPLOYEE ANALYTICS GUIDE 28 Calendar Year 2018 Employee Premium Comparison Single Rate Per Month Cedar Park (PPO) Hutto (HDHP) Travis (Consumer Choice) $0 $0 $0 Austin (PPO) $10 Wilco (ACO) $50 Georgetown (PPO) $75 Round Rock (PPO) $105 Family Rate Per Month Wilco (ACO) $210 Round Rock (PPO) $410 Travis (Consumer Choice) $447 Hutto (HDHP) $481 Georgetown (PPO) $549 Austin (PPO) $642 Cedar Park (PPO) $731 *Data is based on lowest cost plan offered

29 Calendar Year 2018 Co-Pay & Co-Insurance Comparison EMPLOYEE ANALYTICS GUIDE 29 Co-Pay Physician Austin (PPO) $10 Round Rock (PPO) $25 Cedar Park (PPO) $30 Georgetown (PPO) $30 Wilco (ACO) $30 Hutto (HDHP) Travis (Consumer Choice) Deductible & Co-Insurance Deductible & Co-Insurance Co-Insurance Georgetown (PPO) N/A Round Rock (PPO) 1 Austin (PPO) 2 Cedar Park (PPO) 2 Hutto (HDHP) 2 Travis (Consumer Choice) 2 Wilco (ACO) 2 *Data is based on lowest cost plan offered

30 EMPLOYEE ANALYTICS GUIDE 30 Calendar Year 2018 Annual Benefit Cost - Single Round Rock (PPO) Premium $1,260 Deductible: $500 Out of Pocket Max $2,500 Travis (Consumer Choice) No Premium Deductible: $500 Out of Pocket Max $3,500 Austin (PPO) Premium: $120 Deductible: $500 Out of Pocket Max $4,000 Georgetown (PPO) Premium $900 Deductible Out of Pocket Max $3,000 $4,000 Cedar Park (PPO) No Premium Deductible Out of Pocket Max $2,500 $4,500 Wilco (ACO) Premium $600 Deductible Out of Pocket Max $1,750 $5,500 Hutto (HDHP) No Premium Deductible Out of Pocket Max $2,600 $6,350 *Data is based on lowest cost plan offered

31 EMPLOYEE ANALYTICS GUIDE 31 Calendar Year 2018 Annual Benefit Cost - Family Round Rock (PPO) Premium Deductible: $1,500 Out of Pocket Max $4,920 $5,000 Travis (Consumer Choice) Premium Deductible: $1,250 Out of Pocket Max $5,364 $7,000 Georgetown (PPO) Premium Deductible Out of Pocket Max $6,588 $6,000 $8,000 Cedar Park (PPO) Premium Deductible Out of Pocket Max $5,000 $8,776 $9,000 Wilco (ACO) Premium $2,520 Deductible $3,500 Out of Pocket Max $11,000 Austin (PPO) Premium Deductible: $1,500 Out of Pocket Max $7,701 $12,700 Hutto (HDHP) Premium Deductible Out of Pocket Max $5,000 $5,767 $12,700 *Data is based on lowest cost plan offered

32 PLANNING FOR THE FUTURE As the population of Williamson County continues to increase, the need for high quality efficient services and support becomes essential to the successful operations of the County. Human Resources will continue to seek ways to improve efficiency and effectiveness in all applicable areas. Below are just a few of the current and future projects and activities that will achieve these goals: Develop a salary study process to review every position classification at least once every five fiscal years Create a comprehensive online "Risk Management and Safety Guide" Create additional training and informational videos Develop automation and efficiency of the onboarding process Review and implement new employee reward and recognition programs Continuously seek opportunities to enhance the administration of the employee benefits program Perform continuous reviews of the "Employee Policy Manual", recommending updates as needed Continue to build strong relationships with internal and external business partners

33 Meet Our Team EMPLOYEE ANALYTICS GUIDE 33 Tara Raymore Kaylan Diederich Kristy Sutton Senior Director of Human Resources Compensation Analyst Senior HR Specialist Organizational Development & Analytics Holly Jung Heather Kirkwood Rachel Nekolaichuk Director of Organizational Development & Analytics HR Risk & Safety Coordinator Senior HR Specialist Benefits Administration Shelley Loughrey Sally Goetz Suzanne Diaz Director of Benefits Administration Benefits Analyst Senior Benefits Specialist

34 EMPLOYEE ANALYTICS GUIDE 34 Meet Our Team Workforce Services Tammy Fennell Theresa Klosterhofff Kayla Marek Director of Workforce Services HR Generalist Coordinator HR Generalist Lori Granillo Laura Drewry Fernando Romero HR Generalist HR Generalist HR Generalist

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36 Presented By Williamson County Human Resources Tara Raymore, Senior Director Prepared By Williamson County Organizational Development and Analytics Team Holly Jung, Director Rachel Nekolaichuk, Senior HR Specialist