Workforce Planning

Reporting Privatized Positions

Beginning October 1, 2006, whenever a layoff transaction is processed, the PMIS user will be prompted to specify (Y/N) whether the position is being eliminated due to privatization. This information will allow DHRM to provide information to the Secretary of Administration to meet future reporting requirements of § 2.2-203.2:1 of the Code of Virginia. Agencies will be asked next summer to report any positions that were privatized during the period July 1, 2006 to September 30, 2006. If an agency wishes to report this information sooner, it may be provided at any time to Bob Weaver, at bob.weaver@dhrm.virginia.gov

Partitioning Reports

A new six-character field called “Partition” has been added to the position create, change, and display screens. It is defined as a “code used to partition agency data based on agency specifications to allow analysis and reporting of data in DHRM's web tools or other processes where partitioning is needed.”

This field will be used to subdivide large and complex agencies for reporting purposes. The primary uses of this capability are the Training Metrics and EEO Assessment reports. The field will remain blank for most agencies; values are not required.

Agencies may request use and information on the Partition field by sending a request to the DHRM Help Desk at http://web1.dhrm.virginia.gov/itech/ . Agencies wishing to use the field may choose one of two methods:

• First, if there are rules that will apply consistently to positions in the agency, the agency can send DHRM the rules and DHRM will be able to load and maintain the field based on those rules. For example, a rule might be that all positions in location codes 760, 085, 087, and 041 would be given the Partition value “A,” with a label of “Richmond District.” Any existing PMIS field(s) may be used to establish the rules.
• Alternatively, if there are not consistent rules, agencies may simply send a list of the values that they will use and then maintain the designations themselves. For example, an agency might say that its values are “A=Richmond Region,” “B=Roanoke Region,” and “C=Norfolk Region.” DHRM would establish “A,” “B,” and “C” as valid values for the field and the agency could then assign one of those codes to each position. If the agency sent DHRM a spreadsheet with the value for each position, DHRM would be able to load the initial values from the spreadsheet. However, without rules, DHRM would not be able to maintain the field after the initial load.

Agencies will be able to designate employees' security access to reports for specific Partition values. For example, an agency may want HR staff in its Richmond Region to have access only to Richmond Region data. Values for the Partition filed will be available on PME480 files beginning October 31, 2006.

Agencies wishing to subdivide their statistics on the EEO reports should discuss their needs with Angela Barnes-Hargress, angela.barneshargress@dhrm.virginia.gov

Summary of Written Notices
FY 2005 - 2006

The Personnel Management Information System (PMIS) Written Notice subsystem was implemented November 1, 2005. It required that all agencies enter all written notices issued after June 30, 2005 into PMIS, enabling statewide statistical analyses of the progressive discipline system.

Below is a summary of the Fiscal Year 2005 – 2006 data as entered into the system by mid-September 2006. It considers the Group Notice levels (1 least severe, 2 moderately severe, 3 most severe), the number of reasons cited for each case (the system allows up to five to be reported), and the specific reasons cited (as allowed by the coding structure).

The number of cases having offenses in FY05-06 for which written notices were issued were:

The two most frequently reported reasons associated with each level were:

The data were also examined in terms of the number of cases occurring each month.

The above summary is provided for informational purposes only. While it is too early to determine if there is an annual pattern of offenses it may be helpful for agencies to consider their own experiences in terms of the statewide data in this report.

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