Workforce Planning Toolkit
Tools For Employee Development
Employee Development
This section includes those items that are available to any employee, whether the employee is a line employee, a supervisor or manager.
PROBATION PERIOD
The development process for a new employee begins upon hire and can last for up to 2 years. This is a “working test period”. Any new employee who does not meet the requirements of the job is not granted “permanent” status and is removed from state service.
DOUBLE INCUMBENCY
Civil Service rules allow two employees to occupy one position at the same time for limited periods. This can be used when an experienced employee is expected to retire in the near future (usually within a year or less). The agency may select the employee’s replacement and place the new employee into the position along with the experienced employee, allowing the two to work at the same level, side by side, for a training period.
DETAIL TO SPECIAL DUTY
This is similar to a Double Incumbency; however, a “detail” is temporary in nature while a double incumbency is most often a permanent assignment. Agencies may use short-term details to a position whose incumbent is anticipating leaving in the near future, to prepare a pool of potential applicants for the duties of the position. This “revolving” method of detail can also be used to assess, over time, the abilities of several employees who are interested in the position that will be vacated, and the assessment can be used during the final selection process.
LEADERSHIP DEVELOPMENT
Through the State’s Comprehensive Public Training Program (CPTP), agencies may begin to prepare newer employees for leadership roles through a “Leadership Development’ series of classes and presentations. Agency Human Resource Offices or Training Coordinators may obtain additional information by contacting the CPTP Administrator at (225) 342-3620.
PERFORMANCE EVALUATION AND REVIEW
The State’s Performance Evaluation and Review (PPR) system was developed specifically to encourage communication between employees and supervisors. The system requires annual performance planning with employees; expectations are established for each employee based on his/her job duties. The system then requires an annual evaluation of the employee’s performance as compared to the expectations and standards communicated to the employee during the planning period; the performance information is used to determine the employee’s eligibility for permanent status and/or a merit increase. There is some flexibility for agencies to develop and use their own system rather than the Civil Service approved form and system. This Department requires annual reporting on the level of compliance with the PPR requirements, and at the current time, more than 96% of employees receive a performance evaluation each year.
Supervisory and Managerial Development
In addition to all of the above items, the following items are available for development of state supervisors and managers:
COMPREHENSIVE PUBLIC TRAINING PROGRAM (CPTP)
The State provides supervisory and managerial training through the Comprehensive Public Training Program (CPTP). This program provides a variety of courses to develop and enhance supervisory and managerial skills.
MANDATORY SUPERVISORY TRAINING
The Civil Service rules mandate certain basic courses for supervisors and managers, who have been placed into one of four groups of supervisors/managers. The training requirements for each group have been tailored to the organizational level of the position. The requirements are minimal, and a supervisor or manager who continues training beyond the basic requirements may obtain a managerial certificate through the CPTP training program. The Civil Service Mandatory Training Policy can be found on the Civil Service website.
SUPERVISORY ASSESSMENT TOOL(COMING SOON!!!)
This web-based tool will soon be available to assess supervisory potential of employees. The assessment will identify training needs for employee development and provide realistic job previews for employees interested in preparing for supervisory duties.
Human Resources Professionals Development
This section includes those activities that are taking place to help agency Human Resource professionals provide the best possible service to their agencies.
HR CURRICULUM
The Human Resources Curriculum consists of a group of core courses for everyone and electives based an individual’s job assignment. Also, special seminars and workshops are developed from time-to-time as needed (for instance, when the Fair Labor Standards Act changed). Courses that are available now include:
• Legal and Ethical Issues for Human Resource Professionals
• Job Profiling
• Controlling Absenteeism and Tardiness
• Documenting for Performance and Discipline
• Performance Planning and Review
• Classification Delegation Training
• Conducting Job / Pay Studies
• Dual Career Ladders
• Managing Your Pay Program
• Introduction to Interpreting Minimum Qualification Requirements
• Optional Pay Adjustments
• Pay Rules for Managers
• Special Entry / Pay Rates
• Rewards and Recognition
• Seminars on “hot topics” as needed
STATE PERSONNEL COUNCIL
This Department is assigned a permanent position on the board of the Louisiana State Personnel Council organization, which produces at least one 3-day professional development conference each year and often hosts or co-hosts one-day conferences during the year.
MONTHLY ‘WORKFORCE HORIZONS’ NEWSLETTER
This Department issues a monthly “Workforce Horizons” newsletter that is sent electronically to all HR directors in the state. This newsletter contains tips and articles of interest for Workforce Planning efforts. The archive of these newsletters can be found on the Civil Service website.
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