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RTC Short Form

September 24, 2002

SUBJECT:

Request for Authorization to Submit a Grant Application to the International Personnel Management Association/CPS Human Resource Services Innovative HR Practices Grant Program to Assist in Funding Technology Improvements in the Recruitment and Selection Process.

REPORT IN BRIEF

The International Personnel Management Association (IPMA) and CPS Human Resources Services are offering grants to state and local government agencies to support innovative human resources practices in the public sector. The City's Human Resources Department is examining an on-line application and recruitment system to improve the current manual recruitment and selection process. Existing legislative policy requires that City staff present to City Council a notice of intent to submit a grant.

BACKGROUND

Human Resources Department staff have been examining ways to improve current methods used by City staff to recruit and select new employees. The current process is too slow and does not produce candidates who are appropriately quality for the specific job opening. The current manual process is paper based, labor-intensive, subject to error, and limits innovation and efficiency. HR staff are examining several on-line job application and candidate tracking systems. These applications can:

  • Create, submit, and approve job requisitions on-line;
  • Accept and process job applications on-line;
  • Develop supplemental questionnaires on-line, which are used by job candidates in submitting applications on-line;
  • Establish a databank to store and retrieve applications, job descriptions, class specifications, and information on salary ranges and control points.

A combination of new technology and modernized civil service rules will lead to a more efficient and effective recruitment and selection process.

Human Resources Department staff learned of this grant program early in September. The program provides up to $25,000 grants for internal staffing and expenses for programs that are new to the applicant, and linked to its future goals or strategic plan. The deadline for submitting a grant application was September 15, 2002. City staff submitted a tentative application to meet this deadline, while notifying IPMA that the application would be finalized following City Council action. This action allowed staff to potentially offset $25,000 of the costs of the on-line application and job tracking system, while retaining to the City Council the final decision whether to submit the grant application. If the City Council authorizes submitting the application, staff will notify IPMA that the City's grant application should be officially considered. If the City Council decides not to pursue this grant program, the tentative application will be withdrawn.

EXISTING POLICY

Legislative Policy Manual

Fiscal Sub-Element

Policy 7.1B.4 Intergovernmental Funds

Recognize in ten-year planning the lack of stability inherent in intergovernmental funds, and reduce reliance on intergovernmental assistance

Policy 7.1B.4c

Utilize a uniform grants application process to assure that the City Council has the information necessary to make a decision regarding a potential intergovernmental grant. Staff should present to Council a Notice of Intent regarding a possible grant source which shall include at least the following information:

  1. The grant being pursued and the use to which it would be placed.
  2. The objectives or goals of the City which will be achieved through the use of the grant.
  3. The local match required, if any, plus the source of the local match.
  4. The increase cost to be locally funded upon termination of the grant.
  5. The ability of the City to administer the grant.

DISCUSSION

Human Resources staff learned of this grant application last week. The program provides grants up to $25,000 for to fund innovative human resource programs that are new to the applicant, and that are linked to its future goals or strategic plan. Grant funds may only be used for internal staff and program expenses. There is no local match required; if grant funds are awarded, the City will be expected to make a presentation of its efforts to improve the recruitment and selection process at an upcoming IPMA conference.

The deadline for submitting a grant application was September 15, 2002. City staff submitted a tentative application to meet the deadline, while informing IPMA that the application would have to be finalized by the City Council. This action allowed the City to potentially offset up to $25,000 of the costs of the on-line application and job tracking system, while retaining to the City Council the final decision whether to submit the grant application. If the City Council authorizes the grant application, staff will notify IPMA that the application has been officially submitted. If the City Council decides not to pursue this grant program, the tentative application will be withdrawn.

FISCAL IMPACT

City staff plans to use the competitive bidding process to determine final costs for an on-line application and job tracking system. One time costs are estimated at $160,000, to purchase the software, to train staff in using it, and to make necessary revisions to the Civil Service Rules. Continuing costs are estimated at $50,000. No additional staff resources will be required to use this system. Grant funding will be used to offset $25,000 of the staff expenses that will be required to use the system. Staff expects IPMA to notify the City by December 2002 whether its grant application has been approved. Acceptance of the grant award would be considered by the City Council at a regular meeting. Staff would include how one time and on-going costs for this system would be funded with the agenda item addressing acceptance of the grant award. If the City Council did not support funding sources for either one time or continuing costs, the grant award could be not accepted.

PUBLIC CONTACT

Public contact was made through posting of the Council agenda on the City's official note bulletin board, posting of the agenda and report on the City's web page, publication of the Council agenda in the San Jose Mercury News, and the availability of the report in the Library and the City Clerk's Office.

ALTERNATIVES
  1. Authorize City staff to submit a grant application in the amount of $25,000 to the International Personnel Management Association/CPS Human Resource Services Innovative Human Resources Practices in the Public Sector program to offset costs of an on-line application and job tracking system.

2. Do not authorize City staff to submit the grant application.
 

RECOMMENDATION

It is recommended that the City Council approve Alternative 1.

Prepared by:
Mark Gregersen
Director, Human Resources Department

Approved by:
Robert S. LaSala
City Manager

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