HR Service Bureau

Overview

The Department of Human Resource Management (DHRM) Service Bureau provides human resource services to agencies through discussion with relevant managers, coordination of various activities and programs, and review of documents to assist with the responsibilities for managing the agency’s workforce. In this capacity, DHRM provides HR services typically provided by an agency’s HR staff. DHRM is accountable for the accuracy and appropriateness of its advice and consultation to agency management on all HR related matters. Consistent with Commonwealth management practices, the agency serviced by DHRM retains accountability for any management decisions it makes and the appropriateness of those decisions based on the situation and the application of sound management practices.

The HR Service Bureau consists of a staff of eight, including a lead manager, two Service Bureau managers, one HR analyst, one HR assistant, and three supporting wage staff. As of June 30, 2007 all staff supports an average of 450 salaried and wage employees in 13 agencies. Management staff provides comprehensive oversight and assistance to professional and support staff assigned to the service bureau while the other HR staff provides administrative assistance

HR Service Bureau General Benefits

HR and Information based technologies to provide comprehensive and reliable employee processing to small agencies
Significant improvement of best practices
A one-stop-HR Shop for employees and manager
Administration of processes by HR experts
On-going support from HR consultants
Reduces the time spent by HR staff, managers and employee

HR Service Bureau Operational Benefits

Secured access to employee data and personnel files
Standard reports taken from statewide information systems (i.e. HuRMAN, RMS, etc.)
Interfacing with state payroll systems

Services Offered by the HR Service Bureau

Human resource program areas include:

Assistance with compensation management to include classification actions; processing of position establishments, abolishments, and redefinitions; conducting position audits; designing or reviewing compensation programs proposals for addressing HR issues; developing, reviewing and/or revising the agency’s salary administration plan; justifying and applying compensation differentials and supplements; acquiring market data for comparison of agency positions; and advising managers of outcomes and recommended actions. All compensation actions are to be endorsed by the agency head or designee in accordance with DHRM policy.
Assistance with Equal Employment Opportunity (EEO) and Affirmative Action (AA) issues by serving as a consultant and resource on relevant policy and procedural issues. The agency is responsible for responding to Freedom of Information requests, seeking advice from the Office of the Attorney General as needed, and all investigative reports.
Assistance with recruitment activities by advising on recruitment strategies and tactics; reviewing, advising, or preparing draft advertisements; posting advertisements; collecting all applications and referring them to the agency for screening or if desired, conducting an initial screening of applications; managing application flow process; conducting and/or advising managers on references and background checks; determining, negotiating, reviewing and/or recommending salary offers; preparing offer letters and other relevant correspondence; preparing appointment records; conducting new employee orientation and exit interviews for departing employees; and documenting the selection process. The agency is to bear the cost of all advertisements and background checks.
Assistance with performance management by counseling managers on development and application of performance standards; counseling employees on meeting standards; and publishing performance management evaluation timelines and monitoring managers’ actions to assure that deadlines are met. The agency is responsible for developing performance plans in accordance with DHRM policy.
Assistance with Employee Relations (ER) issues by serving as a consultant and providing information on policy, procedure, and practice. Advising managers and employees on procedures, expectations, standards, rules, regulations, and laws applied to human resource administration (hiring, compensation, training, discipline, dismissal, grievances, conflict management). Maintaining records of grievances, etc. and provide information to others as appropriate (hearing officer, circuit courts, EEOC). Also providing training as mutually agreed upon. The agency is to exercise decision authority related to formal disciplinary actions including termination, grievance responses, and other ER issues.
Assistance with HR policy development, revision and interpretation and advising managers on proper application of policy in accordance with established DHRM policies and procedures. The agency is to exercise decision authority in relation to policy application.
Assistance with benefits administration to include communicating benefits information, resolving benefits issues, maintaining benefits data and issuing reports as required, coordinating VSDP reporting requirements, coordinating return to work programs and workers’ compensation issues and designing and implementing work/life and work safety programs as sanctioned by the agency.
Notification of human resource training being offered by DHRM. The agency’s staff may attend with no additional cost. Advising or identifying other training resources as needed. The agency evaluates and monitors its own training needs.
Assistance with transactions and HR information systems by preparing and/or reviewing initial transaction forms; advising managers on proper transactions; establishing or amending position records; assisting employees in maintaining current personal and benefits data; entering data into automated HR systems; maintaining manual files and records (employee, position, classification); archiving standard summary reports; issuing ad hoc reports from current and archived data; and developing and maintaining HRIS with assistance of IT staff.

HR Service Bureau Fees

The fee structure is one that includes a Base Fee for transactions plus a Position Fee that is based on the number of positions authorized each agency in the Appropriations Act. The Base Fee is similar to the approach DOA uses for its payroll Service Bureau Customers, and the Position Fee is calculated from the salaries and benefits costs of Service Bureau staff. This fee structure will be adjusted at the beginning of each fiscal year to reflect any position level changes and the percentage of salary increase provided employees on the previous November 25 salary increase.

Also, a standard Memorandum of Agreement (MOA) is used with all agencies supported by the Service Bureau. The period of this agreement is mutually decided upon by both parties and continues in force until terminated by either of the parties in writing with notice of 90 days

Additional Information about the HR Service Bureau

If you are interested in any of these services or would like additional information , please contact a Service Bureau staff person.