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Productivity Committee Minutes 10/13/2005 COLLIER COUNTY PRODUCTIVITY COMMITTEE MINUTES OF MEETING OCTOBER 13, 2005 3` 10 Attending: Joe Swaja, Syd Blum, John Barlow, Steve Harrison Crystal Kinzel, Len Price, Carol Golightly, Greg Smith, Gail Addeson,Harvey Lewis and Mike Sheffield Purpose of the meeting was to discuss a Presentation of Administrative Efficiency Recommendations scheduled for presentation to the Board of Commissioners and the Constitutional Officers November 9, 2005 The theme of the Presentation is to agree upon areas of collaboration that will benefit all Agencies in the functional areas of Finance, Information Technology and Human Resources. Three significant areas were tentatively agreed upon by those in attendance that will be defined further Recruiting—It was proposed, and tentatively agreed to by Chief Smith, that the Sheriffs Office would take the lead in Recruiting for all County Agencies. The scope of this work would include all advertising, all web site postings, all screening of applicants and the distribution of Collier County benefit information to applicants. Hiring managers would have to supply copy for advertisements, specify the screening to be done, and select the screened candidates to be interviewed. They would also have to provide feedback to CCSO on the screened candidates for recordkeeping and possible consideration for other open positions. Wage & Salary Administration and Performance Measurement- It was proposed, and tentatively agreed to by Len Price, that her organization would coordinate/prepare job evaluations using their Archer evaluation methodology, conduct community wage surveys and recommend pay ranges for all positions in all County Agencies This evaluation would presumably include specifying the types of qualifications needed by incumbents and candidates and the types of pre-employment screening required. Not discussed, but a possible addition to this, may be the coordination of Employee Performance Evaluations and the maintenance of a County-wide data base of employees that are promotable and transferable among County Agencies. Accounts Payable- It was proposed, and tentatively agreed upon by Crystal Kinzel, that the Clerk of Courts would assume more responsibility for processing of accounts payable including their coding and distribution to various Funds and Ledgers. We discussed routing all invoices, both electronic and paper, directly to the COC who would seek appropriate approvals via e mail from users, and pay vendors electronically wherever possible. Also discussed was processing all purchasing authorizations, accounts payable processing and postings to ledgers through a single financial system to eliminate the need for other similar systems in each Agency. More discussion on these topics should be expected in the weeks ahead. 41/ COLLIER COUNTY PRODUCTIVITY COMMITTEE MINUTES OF MEETING OCTOBER 13, 2005 Attending: Joe Swaja, Syd Blum, John Barlow, Steve Harrison Crystal Kinzel, Len Price, Carol Golightly, Greg Smith, Gail Addison,Harvey Lewis and Mike Sheffield Purpose of the meeting was to discuss a Presentation of Administrative Efficiency Recommendations scheduled for presentation to the Board of Commissioners and the Constitutional Officers November 9, 2005 The theme of the Presentation is to agree upon areas of collaboration that will benefit all Agencies in the functional areas of Finance, Information Technology and Human Resources. Three areas were tentatively identified by those subcommittee members in attendance as warranting further study: Recruiting—The possibility of consolidating recruiting for all County Agencies was discussed. The scope of this work would include all advertising, all web site postings, all screening of applicants and the distribution of Collier County benefit information to applicants. Hiring managers would have to supply copy for advertisements, specify the screening to be done, and select the screened candidates to be interviewed. The hiring managers would have to provide feedback to the central facilitator on the screened candidates for recordkeeping and possible consideration for other open positions. The subcommittee agreed that this idea should be studied further. Wage & Salary Administration and Performance Measurement- The possibility of standardizing and centralizing these policies and practices across all agencies was discussed. A possible solution discussed by the subcommittee was to centralize these responsibilities under BCC Administrative Services Division. This Division now has formal practices and procedures covering job evaluations using their Archer evaluation methodology, conducts community wage surveys and recommends pay ranges for all positions in the Board of Commissioner Agencies. Standardized position evaluations would presumably include specifying the types of qualifications needed by incumbents and candidates and the types of pre-employment screening required. Not discussed,but a possible addition to this, may be the coordination of Employee Performance Evaluations and the maintenance of a County-wide data base of employees that are able to be promoted and transferable among County Agencies. Accounts Payable- We discussed further centralization of invoice routing, seeking appropriate approvals via e mail from users, and paying vendors electronically wherever possible. Also discussed were processing all purchasing authorizations, accounts payable processing and postings to ledgers through a single financial system to eliminate the need for other similar systems in each Agency. The subcommittee agreed that this had some merit and warrants further study. More discussion on these topics should be expected in the weeks ahead.