Personnel Cabinet 101

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Personnel Cabinet 101
Serving the People who Serve the People!
2008
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Personnel Cabinet
Serving the People who Serve the People!
Mission
To provide leadership and guidance to attract,
develop, motivate, and retain a talented,
diverse workforce foster an understanding of and
adherence to regulatory requirements and create
a positive, supportive work environment that
values employees.
Vision
To be regarded by our employees and stakeholders
as a trusted and valuable resource for
innovative, accessible and responsive human
resource services.
Integrity We believe in adherence to the highest
standards of conduct and the conviction to do
what is legally and morally right. Quality We are
committed to providing quality customer service.
We will continually review our business processes
based on customer needs and establish measures by
which we will monitor our effectiveness. Diversity
We believe that embracing people from diverse
backgrounds adds to the richness and creativity
of our workforce. We will ensure all people have
equal access to the Commonwealths employment
opportunities and other human resource
services. Innovation We are committed to finding
new and creative ways to serve our customers. We
will apply progressive thinking to our systems,
processes and services.
Values
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Personnel Cabinet
Serving the People who Serve the People!
Office Of the Secretary
Sets Cabinet Vision, Aligns Priorities
Accordingly, Speaks and Acts on the Cabinets
behalf
Legislative Affairs
Media Consultant
Cabinet Transformation

• Works with cabinet staff and other governmental
  agencies to develop Cabinet policy and
  legislation.
• Tracks and reviews House and Senate legislation
  relative to the Cabinet.
• Coordinates with the Governors Office to ensure
  best legislative practices for the Commonwealths
  employees.

• Develops and supports all media initiatives
  including internet sites and press releases.
• Advises the media of Cabinet events, ceremonies
  and news.
• Coordinates cabinet responses to media request
• Supports Cabinet transformation efforts.

• Facilitate Innovation Planning to support
• our mission vision and values
• Research and analysis of best practices
• Promote and provide consultative sources
• regarding talent management
• Development of creative and effective
  communication tools

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Personnel Cabinet
Serving the People who Serve the People!
Office of Legal Services (OLS)
The primary mission of the Office of Legal
Services is to provide legal counsel to the
Personnel Cabinet. OLS also provides legal
services and guidance to the executive branch
agencies and their representatives.
Guidance
Open Records Requests
Litigation
Consultation

• Reviews and approves all settlement agreements
  for the Personnel Board
• Reviews for legal sufficiency and approves all
  requests for special investigative leave and
  temporary reassignments
• Reviews and approves all employment issues and
  potential disciplinary action within the
  Personnel Cabinet

• OLS is the Personnel Cabinets Custodian of
  Records for the Open Records Act
• Processes and responds to all Open Records
  Requests pursuant to statutory requirements

• Provides legal advice and guidance on the
  policies and procedures relating to employee
  benefits, health benefits and flexible benefits
• Provides legal counsel on employment issues to
  all executive branch agencies
• Provides employment law training within the
  Cabinet and other executive branch agencies
• Provides legal advice and guidance during
  implementation of the KHRIS project and Career
  Opportunities System

• Represents the Personnel Cabinet in
  administrative hearings and litigation pending in
  state and federal courts
• Acts as an expert witness in legal proceedings
  involving the merit system and KRS 18A

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Personnel Cabinet
Serving the People who Serve the People!
Office of Administrative Services
The Office of Administrative Services is
responsible for overseeing internal operations
of the Cabinet including cabinet budgeting,
accounting, purchasing, property management,
payroll administration and personnel management.
Budget Management
Purchasing Accounting
HR Administration
Property and Security
Audits

• Prepare Cabinet budget
• request
• Prepare management
• budget reports
• Advise Cabinet
• management on
• budgetary matters
• Coordinate budget activity with the Office of
  the State Budget Director

• Review, approve, and execute agency purchasing
• Interpret statutes and regulations
• Manage Cabinet accounts and properly account for
  expenditures and revenues
• Undertake year-end closing for audits and
  financial reporting
• Coordinate accounting and purchasing with
  Finance and Administration Cabinet.

• Manage agency leasesbuildings, copiers, etc.
• Manage building issues.
• Manage moves
• Coordinate property inventory and insurance
• Manage keys, parking, proximity cards, and eMARS
  financial system security
• Coordinate activity with the Department for
  Facilities Management

• Manage Cabinet payroll
• Manage Cabinet HR
• Coordinate Cabinet employee benefits
• Conduct employee orientation
• Coordinate security access to HR Systems

• Works with external auditors
• Conducts internal audits
• Reviews security plans on new systems
• Works with other departments on program and
  finance audit
• issues including system and software security

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Personnel Cabinet
Serving the People who Serve the People!
Office for Employee Relations
The Office for Employee Relations provides
benefits and assistance to public employees and
citizens of the Commonwealth
Division of Employee Benefits
Division of Employee Services Recognition

• Kentucky Employee Assistance Program provides
  services for employees and dependents addressing
  mental health, substance abuse or job stress
  issues also provides crisis management and
  traumatic event response to state agencies.
• Family and Medical Leave Program provides up
  to 12 weeks of unpaid, job-protected leave to
  eligible employees for certain family and
  medical reasons.
• Sick/Annual Leave Sharing enables eligible
  employees to receive donated leave time from
  other employees.
• Adoption Benefit Program provides financial
  assistance to state employees who adopt a child.
• Employee Recognition Branch Administers the
  Kentucky Employee Suggestion System and produces
  and distributes Employee Recognition/Career
  Certificates for years of service and retirement.
• Workplace Relations Branch-Mediation (KEMP)
  Is a free service for all state employees who
  have conflicts with co-workers or managers
  reducing appeals and complaints.
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• Workers Compensation Branch Provides covered
  employees benefits in the event of an on-the-job
  injury. Works closely with the Safety and Return
  to Work Programs for injury and cost reductions..
• Return to Work Branch coordinates
  Return-to-Work efforts with injured employees and
  provides Ergonomic Evaluations to prevent
  injuries
•   Kentucky Safety Program promotes a safe and
  healthy workplace for state employees and others
  in the state workers compensation program.
• Life Insurance Branch Provides Life Insurance
  for over 148,000 employees under the Commonwealth
  sponsored life insurance policy.

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Personnel Cabinet
Serving the People who Serve the People!
Office of Governmental Services Center (GSC)
The Governmental Services Center (GSC) has been
instrumental in enabling the Personnel Cabinet to
meet its statutory duties and responsibilities in
the areas of employee and organizational
development. GSC is in the business of change -
helping to improve individual and organizational
performance throughout Kentucky government. Our
mission is clear to provide innovative learning
and performance consulting services that assists
individuals and organizations in Kentucky state
and local governments to continuously improve
performance and meet future challenges. GSC will
strive to establish and strengthen training and
performance partnerships with all cabinets and
agencies across the state.
Training and Employee Development
Performance Management
Tuition Assistance
Organizational Dev. And Special Projects

• Provide performance management administration
  leadership and assistance
• Offer evaluation system training
• Conduct and document legally required supervisor
  evaluation training
• Overview of performance management in current
  and upcoming leadership courses

• Oversee Strategic Planning process
• Develop workforce / succession planning tool
• Provide agency specific training template
  services
• LMS KHRIS project

• Develop and implement staff and leadership
  course offerings
• Orientation / On-Boarding design and
  implementation
• Oversee CMF / GMMTP programs
• Oversee KCPM program and KSU partnership

• Review current EEAP policy implement process
• Work within the Personnel and other cabinets for
  following process consistently
• Create internal audit system

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Personnel Cabinet
Serving the People who Serve the People!
Office of Human Resources Planning and Diversity
Initiatives
Monitors State Compliance with Equal Opportunity
Laws, Affirmative Action Goals Diversity
Initiatives
EEO
Affirmative Action
Programs/Training
Diversity

• Coordinate State Enforcement
• Advise on Complaint Process
• Provide Training Resources
• Conduct Investigations

• Develop Implement Initiatives
• EEO Workforce Analysis
• Diversity Resume Database
• Recruitment Initiatives Consult

• Prepare State AAP
• Monitor Compliance Utilization
• Accountability Reporting
• Recruitment Retention Consult

• Governors EEO Conference
• Governors Diversity Day
• Awareness Month Programs
• Sexual Harassment Training
• Workplace Diversity Training

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Personnel Cabinet
Serving the People who Serve the People!
Kentucky Public Employees Deferred Compensation
Authority
Administers a voluntary supplemental retirement
savings program for public employees of the
Commonwealth
Payout Branch
Participant Services Branch
Executive Directors Office
Investments Records Branch

• Provides a variety of customer services to
  participants (exchanges, option changes,
  increases, etc.)
• Enters weekly business into record keeping system
• Oversees update of web site information
  enhancements
• Assists with production of quarterly participant
  statements
• Provides receptionist, telephone mail service
• Explains 457/401(k) Plan differences to
  potential/current participants

• Processes periodic non-periodic participant
  payouts
• Processes participants financial
  hardship/unforeseen emergency withdrawal requests
• Processes participant requests to purchase
  service credits from various state retirement
  systems
• Advises participants/beneficiaries of applicable
  IRS payout regulations
• Provides general tax information regarding
  receipt of payouts

• Responsible for overall administration of the
  Authority program
• Introduces new products such as Roth
• 401(k) Deemed IRAs
• Prepares oversees budget
• Oversees the marketing communications process
  by third-party administrators
• Maintains appropriate technology
  applications/equipment for the Authority
• Works with Authoritys external auditor and
  outside legal counsel

• Oversees the investment of
• all participant deferrals
• Processes participant loans
• Oversees the document imaging process
• Processes participant rollover transfer
  requests
• Works with Authoritys external auditor
• Serves as liaison with payroll personnel from
  various employers

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Personnel Cabinet
Serving the People who Serve the People!
Department for Personnel Administration ______ Di
vision of Employee Management
The Division of Employee Management is
responsible for administration of the
Commonwealths personnel, classification,
compensation and payroll systems.
Classification Compensation
Processing Records
Payroll

• Job Classification Administration
• Enterprise Salary Schedule Administration
• Classification and Compensation Consulting
• Agency Reorganizations

• Maintain State Personnel Records
• Enterprise Personnel Administration
• Enterprise Payroll Consulting
• Employee Service Records
• Workforce Reporting

• Enterprise Payroll Administration
• Wage Tax Administration
• Enterprise Payroll Consulting
• Workforce Financial Administration

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Personnel Cabinet
Serving the People who Serve the People!
Department for Personnel Administration
______ Division of Staffing Services
The Division of Staffing Services is responsible
for delivering applicant and agency recruitment
services in a fair and equitable manner.
Applicant Processing
Employment Counseling
Register
Staffing Analysis

• Certified Register Administration
• Veterans and Applicant Education Verification
• Re-employment Process Management

• Applicant Assistance
• Written Examination Administration
• Immediate Fill Administration
• Web and Telephone Customer Assistance

• Qualification of Applicants
• Applicant Counseling
• Agency Recruitment Consultation

• Selection Method Administration
• Written Exam Development
• Remote Test Center Management

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Personnel Cabinet
Serving the People who Serve the People!
Department for Personnel Administration
______ Division of Human Resource Projects
The Division of Human Resource Projects is
responsible for the design, development and
implementation of Cabinet information technology
projects which impact internal and external human
resource administration initiatives.
Systems Management
Special Projects
Kentucky Human Resource Information
System (KHRIS)

• KHRIS
• Project Management
• Business Analysis
• System Development
• Application Support
• Database Management
• Production Control Management
• Vendor Management
• Technical Support - Reporting
• Project Budget Management

• Career Opportunities System (COS)
  Administration
• Written Examination System Administration
• COS Training and Communications
• State Employee Extranet Project

• Server Management
• Network Management
• Web Site Management
• Desktop Management
• Phone and Blackberry Administration
• Systems Security Administration

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Personnel Cabinet
Serving the People who Serve the People!
Department of Employee Insurance
The Department of Employee Insurance administers
the Kentucky Employees Health Plan (KEHP), a
1.1 Billion, self-funded, health insurance
program which provides benefits to over 280,000
public employees and their dependents.
Insurance Administration
Financial and Data Services
Special Programs

• Member Services Branch provides
• customer service to KEHP members and
• assists each year with open enrollment.
• Enrollment Information Branch
• maintains the KEHP enrollment database
• and works with insurance coordinators for
• governmental and quasi-governmental
• agencies which participate in KEHP.

• Data Analysis Branch analyzes and
• interprets health insurance data and
• provides reports to the Kentucky Group
• Health Insurance Board and the KEHP
• Employee Advisory Committee.
• Financial Management Branch collects
• KEHP premiums and administrative fees
• maintains and reconciles KEHP financial
• records and oversees the KEHP Trust Fund.

• Flexible Benefits Branch administers
• Flexible Spending Accounts (FSAs) and
• Health Reimbursement Accounts (HRAs)
• for KEHP members.