Fort Walton Beach Council agenda — 09-10-13--regular — reading text

salary and benefits survey. UnifAngthe After determining the appropriate division of work and market position, Solution the compensation structure can be created. There is not a single, perfect solution for every client partner. The nuances and unique characteristics of each client necessitate a customized solution to best meet the organization' s needs. The Evergreen Team has considerable experience In developing multiple solutions and working with client partners to determine the one that best meets their needs. Our analytical team uses a variety of tools to produce various potential solutions: regression analysis, market thresholds, and other human resource models. Several major options are presented to the client' s team before the implementation plan is created. It is at this stage in the process that we typically meet with the client to identify the direction of the final solution. We will present to the client a draft report for review and comment. We typically ask the client to examine the draft solution objectively and provide Insights and recommendations on the direction of the report. When this process is completed, Evergreen' s consultants will proceed with the final solution. The solution also contains information regarding fiscal impact and implementation. Compensation In order for clients to maintain the recommended compensation system, Administration Evergreen develops compensation administration guidelines for use by Guidelines the client after completion of the study. The guidelines will include recommendations on installation and continuing administration of the system. The team first conducts a review of current practices and procedures then assesses their effectiveness, compliance with legal guidelines, and applicability to the recommended system. Once this review and assessment are complete, revisions to the current practices and /or new guidelines can be recommended, as needed. At a minimum, the recommendations will address areas such as: MM EaergreenEaergreen Solutions,Solutions, LLCLLC PagePage zz- - aoao 8Red8L0-Efd=INJ0PJemtl: 405Z) oil' suopnloS u08,16JaAa- lesod0Jd PIG 8W- C L dd21. 7uawyoeffy r a m how employees will move through the pay structure /system as a result of transfers, promotions, or demotions; aw0- how to pay employees whose base pay has reached the maximum of their pay range or value of their position; the proper mix of pay and benefits; how often to adjust pay scales and survey the market; timing of implementation; and how to keep the system fair and competitive overtime. System Our goal is to produce recommendations that are effective and that can Maintenance be maintained by our clients. We are strongly committed to Providing transparent and replicable solutions. In essence, when we complete our core assignment, our goal Is that our client' s staff can maintain and update the system on their own. We are readily available to provide assistance, but our goal is to give our clients all the tools and training that are needed, Towards this end we will provide the Human Resources Department with all necessary tools and training to maintain the system over time. 2.2 The detailed work plan that Evergreen Solutions proposes to use for the Detailed Work Pay and Classification Study for the City of Fort Walton Reach is provided Plan in this section. We have identified each task based upon whether it applies to Option # 1 or Option # 2 ( or both) identified in the scope of services of the RFP. Task 1. 0 TASK GOALS Project Kick Off Finalize the project plan with the City of Fort Walton Beach ( City). Option # 1 and 2) Gather all pertinent data. Finalize any remaining contractual negotiations. Establish an agreeable final time line for all project milestones and deliverables. TASK ACTNITIES 1. 1 Meet with the City' s Project Manager (CPM) to discuss the following objectives; understand the City' s mission and current compensation philosophy (if any); Evergreen SoluNona, IJ,C Page 2 -11  8 Aed 81, 0- Ef d:18 fo pJemy : YOSZ) 011' suonnloS UOGJBJan3 - lesodOAd PIG 8l0-Ef dJH : Iuawgoeuy 0 a OYu review our proposed methodology, approach, and project work n plan to identify any necessary revisions; reach agreement on a schedule for the project including all assignments and project milestones/ delivembles; and establish an agreeable communication schedule. 1. 2 Identify potential challenges and opportunities for the study. Discuss the strategic direction of the City and some of the short- and long t-erm priorities. This activity serves as the basis for assessing where the organization is going and what type of pay plan will reinforce current and future goals. 1. 3 Obtain relevant materials, including: any previous projects, research, evaluations. or other studies that may be relevant to this project; organizational charts for the departments and divisions, along with related responsibility descriptions; current position and classification descriptions, salary schedule(s), and classification system; strategic business plans, budgets, and performance evaluation forms; and personnel policies and procedures, and the step placement policies. 1.4 Review and edit the project work plan and submit a schedule for the completion of each project task. KEY PROJECT MILESTONES Comprehensive project management plan Comprehensive database of City employees Task 2.0 TASK GOAL Collect and Review '.. Curren Conduct statistical and anecdotal research into the current Environment Data environment within the City of Fort Walton Beach. Option # 2) Guide subsequent analytical tasks. M Evergreen Solutions, LLC Page z -rz  9 bed 8L0-EL ddtl 10 ple- V : V08Z) Oil `suollnloS u0aU6J8A3 - lesodoid Pig 81,(YE L dAl uluawgoeRV Yi W TASK ACTMTIES 2. 1 Schedule and conduct employee orientation sessions. au, m 2.2 Meet with department heads to obtain relevant information and statistical /anecdotal data on specific compensation issues and policies. Obtain insight into perceived current compensation system strengths and weaknesses. 2. 3 Hold focus groups with a sample of employees to obtain additional relevant information and statistical /anecdotal data on specific compensation issues and policies. 2.4 Work with the CPM to administer the JATs and MITs. Our staff utilizes a web -based tool for data collection, but we can provide paper copies as well as those for classifications without computers or Internet access. We will seek approval from the CPM before distribution of the JAT /MIT questionnaire. 2. 5 Review any data provided by the City that may provide additional relevant insight. 2. 6 Review internal career ladders and make recommendations to keep positions competitive. KEY PROJECT MILESTONES AT and MIT distribution Department head or senior management interviews Employee