HomeMy WebLinkAbout820822.tiff rho es41
RESOLUTION
RE: PAY-FOR-PERFORMANCE PROGRAM.
WHEREAS, the Board of County Commissiones of Weld County, Colorado, pursuant
to Colorado Statute and the Weld County Home Rule Charter, is vested with the
authority of administering the affairs of Weld County, Colorado, and
WHEREAS, as recommended by the Director of Finance and Administration and
the Director of Personnel, the Board of County Commissioners of Weld County,
Colorado, desires to study a pay-for-performance plan tied to employee evalua-
tions to motivate and reward performance in county staff, and
WHEREAS, the Director of Finance and Administration and the Director of
Personnel, have developed a plan that calls for some outside expertise and have
surveyed available resources in the area to provide the necessary expertise,
and
WHEREAS, the State of Colorado has done a similar project recently and
selected Deloitte, Haskins and Sells, through a State selection process, and
WHEREAS, Weld County uses State bids on bids in the interest of Weld
County, and
WHEREAS, Deloitte, Haskins and Sells has submitted the attached proposal
that is recommended by the Director of Finance and Administration and the
Director of Personnel in order to achieve the goals of the pay-for-performance
study.
NOW, THEREFORE, BE IT RESOLVED that the Board of County Commissioners
of Weld County, Colorado, hereby authorizes the study as proposed, and approves
the acceptance of the attached proposal from Deloitte, Haskins and Sells, and
BE IT FURTHER RESOLVED that the Chairman of the Board of County Commis-
sioners is hereby authorized to sign the necessary engagement letters with
Deloitte, Haskins and Sells for the attached services.
The above and foregoing Resolution was, on motion duly made and seconded,
adopted by the following vote on the 3rd day of March, A.D. , 1982.
BOARD OF COUNTY COMMISSIONERS
•
ATTEST:y}t WELD COUNTY, COLORADO __
- Weld County erk and Recorder L c J/..2.7��a�D
an Clerk to the Bo r n rtin, Chairman
y - _ moo
puty County Clerk C Chuck Carlson, ro-Tem
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APPROVED
AS TO TRrde Norman
p Carlson
et: Coun y Attorney C 117 71 820822
Ju . Steinmark
" C-4-c---1RESENTED: MARCH 3, 1982
nEmoRAnDu
WilkTo The Board Date March 18, 1982
COLORADO From Clerk to the Board
$,met: Pay For Performance Resolution
Don Warden has set a date on this and he .stated that there will
not be any forthcoming engagement letters. Don said that the
attached proposal is sufficient.
Thank you,
Jea n' Ordway
Ditte
Haskins+Sells
633 Seventeenth Street
Denver, Colorado 80202
(303) 534-8153
Cable DEHANDS
Mr. Donald D . Warden January 18, 1982
Director of Finance and Administration
Weld County
Post Office Box 758
Greeley, Colorado 80632
Dear Mr. Warden:
On January 5, 1982, Ms . Lynne E. Clark of our Firm met
with you and Sandra Hunter to discuss our recent engage-
ment with the Colorado Department of Personnel regarding
the development of a pay-for-performance compensation plan
for State employees . At that time you expressed your
interest in implementing a performance-based compensation
system in Weld County as an expansion of the County's
current five percent bonus program. You also mentioned
that you were considering redesigning the County's present
employee evaluation form.
In response to your request at the conclusion of that
meeting we are submitting this proposal letter outlining
the objectives , scope, and approach which we would follow
to assist Weld County in the implementation of a pay-for-
performance compensation system and in the design of a
performance-based employee evaluation form.
OBJECTIVES AND SCOPE
The objectives of our work would be to provide you with
recommendations for the implementation of a performance
compensation system in Weld County including the concep-
tual design for the system and a management plan for its
implementation and ongoing administration. We would also
assist your staff in the design of a performance-based
employee evaluation form.
Sr-
{'1
Mr. Donald D. Warden January 18, 1982 2
APPROACH
Our approach to this work would include the following
tasks :
PAY-FOR-PERFORMANCE COMPENSATION SYSTEM
. Outline County objectives for a pay-for-performance
system for its employees
• Develop a comprehensive listing of performance compensa-
tion policy issues to be addressed in the administration
of a pay-for-performance system
. Examine relevant County ordinances , State laws , County
rules and regulations governing County compensation
. Analyze current policies and procedures in the County
related to employee compensation including a review of
the current compensation system, classification system,
performance evaluation system, and retirement system
. Review related administrative support systems such as
finance and data processing
. Gather additional information required of County staff
and any additional sources outside of the County
indicated by our analysis
• Based upon an analysis of the information obtained,
present an overview of the policy issue options avail-
able to the County along with alternative approaches to
implementation of pay-for-performance in Weld County
• Prepare a final report outlining the conceptual design
of the recommended pay-for-performance approach includ-
ing an implementation plan for the development of the
detailed level procedures necessary to establish and
administer the recommended system
PERFORMANCE-BASED EMPLOYEE EVALUATION FORM
. Outline County objectives in designing a performance-
based evaluation form
. Present an overview of the advantages and disadvantages
of various performance evaluation approaches and
recommend a preferred approach to the County
Mr. Donald D . Warden January 18, 1982 3
• Assist County staff in conducting a survey of current
employees to determine the positive and negative aspects
of the current evaluation form. Assistance would
include identification of the sample and development of
the survey instrument
. Review the results of the employee survey conducted by
County staff and recommend a design for the
performance-based evaluation form
. Provide assistance to County staff in the design of the
form and the associated user manual
. Review the final form and user manual and issue a final
report letter summarizing our recommendations
TIMEFRAME AND STAFFING
We understand that should the County accept our proposal ,
it is interested in obtaining a final report on the pay-
for-performance system no later than May 31 , 1982 to allow
sufficient time to include compensation recommendations in
the budget process for fiscal year 1983. We propose to
conduct all necessary field work between March and May
1982 with a final report no later than May 28, 1982.
Our services would be provided by our Denver Management
Advisory Services group under the direction of Mr. Joseph
J. Masi, partner. Mr. Thomas A. Romero would serve as
project manager, and Ms . Lynne E . Clark would perform the
necessary field work. This consulting team has been
selected based on their experience in human resources
management and with government systems.
As discussed in the January 5 meeting , we conduct our
engagements to include ongoing involvement of client
staff. We will require the participation of you and your
staff throughout both projects . In developing a recom-
mended approach to pay-for-performance , your staff
involvement would be primarily to provide necessary County
information, to assist in collecting information from
non-County sources , and to review and provide feedback on
each of the oral presentations and written products . The
role of your staff in the design of the performance evalu-
ation form would include conducting the employee survey
and drafting the recommended evaluation form and user
manual under the direction of our staff.
n
Mr. Donald D . Warden January 18 , 1982 4
SERVICE FEES
The fees for our services depend on the time of the
assigned individuals needed to complete the project and
the amount of time available from your staff. We have
estimated our fees separately for the two projects as
requested. We estimate that the fees for our services in
the development of the conceptual design of a pay-for-
performance compensation system will be $8,500 plus out-
of-pocket expenses. Our fees for assistance in the design
of the performance-based evaluation form will range
between $2,000 and $2 ,500. Our fees will not exceed the
maximums stated above without first discussing with you
the need for additional work.
* , *
We would be pleased to assist the County in enhancing its
current compensation system. Should you have any
questions on this proposal, please contact Mr. Romero or
Ms . Clark at (303) 534-8153.
Yours truly, VA C
n rl
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WELD COUNTY
PAY-FOR-PERFORMANCE COMPENSATION PLAN
WORK PLAN
A. PROJECT ADMINISTRATION AND ORGANIZATION
1. Organize and orient project team
a . Identify project team
b. Arrange workspace and clerical support
c . Review proposed work plan
d . Revise work plan as necessary
e . Determine assignments of project team
2 . Provide ongoing project administration
a. Monitor overall project activity
b. Report resource expenditures
c . Attend initial meeting with project team and
presentation of draft report
d. Review deliverables
2
B. CONDUCT INITIAL MEETING WITH PROJECT TEAM
1. Identify the objectives of the County in pursuing
PFP (deliverable)
2. Discuss current PFP approach of the County
a. Outline advantages
b. Outline disadvantages
3. Identify prior performance compensation surveys
or analysis performed
a. Discuss results of prior surveys or analysis
b. Identify information available from prior
surveys or analysis
c . Identify subsequent proposed surveys not yet
conducted
4. Present listing of policy issues to be addressed
by the County
a. Review Colorado Department of Personnel PFP
policy issues worksheet and make necessary
additions or deletions
b. Prioritize revised worksheet (deliverable)
c . Identify issues requiring additional infor-
mation for inclusion or prioritization of
policy issues and note sources of additional
information
5. Determine individuals or entities to be contacted
or interviewed within the County and outside the
County to obtain necessary information identified
in Tasks A-3 and A-4 above (deliverable)
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C. GATHER ADDITIONAL INFORMATION ON CURRENT SYSTEM BY
CONDUCTING INTERVIEWS AND OBTAINING AVAILABLE WRITTEN
INFORMATION
1 . Review legal constraints regarding compensation
a. County ordinances
b. State statutes
c . County rules and regulations
2. Review human resources systems in relationship to
PFP
a. Compensation system including 5% bonus
program
b. Classification system
c . Performance appraisal system
d . Promotional system
e . Personnel data processing system
f. Retirement system
3. Review financial system in relationship to
personal services
a. Personal services budgeting
b. Personal services accounting
c . Personal services auditing
4. Review County Administrative Organization-
organization chart and responsibilities related
to Personal Services Expenditure Control
a. Finance Department
b. Personnel Department
c . Accounting Department
d . County commissioners
e. Operating departments
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D. GATHER ADDITIONAL INFORMATION FROM IDENTIFIED SOURCES
OUTSIDE OF THE COUNTY
1. Develop survey instrument such as telephone
questionnaire or interview guidesheet
2 . Conduct survey
3. Review written information obtained from outside
sources
E. ANALYZE INFORMATION OBTAINED AND OUTLINE ALTERNATIVE
APPROACHES FOR PFP IN WELD COUNTY BASED ON THE RESULTS
OF THE ANALYSIS
1 . Perform analysis
a. Analyze County information obtained in Tasks
A and B
b. Analyze other information obtained in Task C
c . Review completed PFP policy issues worksheet
from Colorado Department of Personnel
engagement
d . Review alternative PFP approaches presented
to Colorado Department of Personnel
2 . Prepare summary of analysis
a . Complete the Weld County policy issue work-
sheet developed in Task A-4(b) to include
brief descriptions of feasible options and
the advantages and disadvantages of each
(deliverable)
b. Prepare a description of recommended concep-
tual approaches to PFP for Weld County
(deliverable)
3 . Present policy options and PFP approaches to
project team
a. Present written deliverables developed in
Tasks D-2(a) and 2(b) above for project team
review and feedback
b. Conduct oral presentation of these deliver-
ables
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F. PREPARE FINAL REPORT
1. Develop draft of report for project team review
a. Select best approach to PFP based on
analysis and County feedback
b. Write draft report to include the recom-
mended conceptual design and an implementa-
tion plan for the development of detailed
administrative procedures (deliverable)
2. Present draft to project team
a. Present written draft for review and feedback
b. Conduct oral presentation of draft report
3. Prepare final report incorporating County feed-
back (deliverable)
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WELD COUNTY
PERFORMANCE-BASED EVALUATION FORM
WORK PLAN
A. PROJECT ADMINISTRATION AND ORGANIZATION
1. Organize and orient project team
a. Review proposed work plan and revise as
necessary
b. Determine project team assignments
2. Provide ongoing project administration
a. Attend initial meeting with project team and
presentation of recommendations on final
evaluation form and user manual
b. Review deliverables
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B. CONDUCT INITIAL MEETING WITH PROJECT TEAM
1. Identify objectives of the County in designing a
performance-based evaluation plan (deliverable)
2 . Discuss Weld County' s current approach to perfor-
mance evaluation
a. Outline advantages
b. Outline disadvantages
3. Identify prior surveys conducted or forms
obtained by the County regarding performance
evaluation and obtain related written information
4. Present a listing of advantages and disadvantages
of various performance evaluation approaches and
related issues for discussion by project team
5. Recommend preferred approach for the development
of a performance-based evaluation form
C. OBTAIN ADDITIONAL INFORMATION ON ADVANTAGES AND
DISADVANTAGES OF CURRENT EVALUATION FORM FROM EMPLOYEES
1. Select a sample of employees who are evaluators
and employees who are evaluated including manage-
ment and nonmanagement personnel (deliverable)
2. Design a survey instrument such as questionnaire
or interview guidesheet (deliverable)
3. Conduct survey
4. Summarize results of the survey
5. Review survey results in relationship to pre-
ferred approach determined in Task A-5 above
D. DEVELOP PERFORMANCE-BASED EVALUATION FORM BASED ON
RESULTS OF TASKS A AND B
1. Recommend form design
2. Develop form
3. Evaluate form and present further recommendations
to project team
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E. PREPARE AND REVIEW USER MANUAL
1 . Recommend format and manual content
2. Prepare manual
3. Evaluate manual and present further recommenda-
tions to project team
F. PREPARE FINAL REPORT LETTER •
1. Review final version of evaluation form and user
manual
2 . Issue report letter summarizing recommendations
and final comments on the form and manual
(deliverable)
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