1.) Step-By-Step Data Gathering Process
Data for this KPI comes from the Employee and Labor Relations “Activity Log” which can be accessed by Employee and Labor Relations Division (ELRD) personnel only.
To obtain data:
1.) Open the shared Employee and Labor Relations file (named Employe Rel on \\As141).
2.) Open the subfolder named “ACTIVITY LOGS & REPORTS” and select the folder for the relevant fiscal year.
3.) In the correct fiscal year folder, open the Excel spreadsheet titled “Master Copy of FY__ Activity Log”
4.) On the spreadsheet, filter the information by the “Activity Type” column and select “Appeal”
5.) Then sort the date by “Date Received” in chronological order.
6.) Look for any appeals received during the month and previous month you are reporting data for and select those appeals.
7.) Then look at the column for “Date of Step 1 Response Letter” and look for any dates in the month you are reporting for.
8.) The total number of step 1B response letters sent in the month you are reporting for will be recorded in the KPI spreadsheet in ClearPoint in the “total # issued” column.
9.) Review notes in the “Status or Outcome” column to determine dates for the beginning of the step 1B process.
10.) Subtract the date of the step 1 response letter from the date the step 1B process began and determine how many were completed in 25 business days. Record this number on the KPI spreadsheet in ClearPoint in the “# on time (25 days)” column.
11.) If there is missing data on the ELRD activity log or additional information needed, you will need to review the appeal case file, which can be found in the PeopleSoft grievance tracking module (access granted only to ELRD staff) or review the paper file in ELRD. If needed, you can speak with the assigned ELRD staff for additional information.
2.) ClearPoint Data Series Descriptions & Formulas
Series, Formula, & Target Information:
• The series/column B is a record of how many step 1B response letters are timely (25 business days) in accordance with the guidelines set forth in the City’s Personnel Rules and Regulations (PRRs).
• The series/column C is a record of how many total step 1B response letters were issued (both those that were timely in accordance with the PRRs and those that were not).
• A percentage of those step 1B response letters that were timely is calculated by a division of series/column B divided by series/column C (For example, for a given month, if 3 was recorded in column B and 4 were recorded in column C, that would mean ELRD was timely with step 1B response letters for 75% of the time for that month).
3.) Target Calculations
Target:
The data comes from the excel data entry spreadsheet housed on the ClearPoint server at \\opendata\ClearPointData\HR. The target is calculated by dividing column B by column C to determine monthly percentages and by adding column B data and adding column C data and for the period in review (such as the FY) and dividing totals to obtain percentages (i.e. total of column B for period in review/total of column C for period in review).
4.) Evaluated Series
The percentage of those step 1B response letters which are considered timely in accordance with the PRR guidelines is the evaluated series.
Actual = (# on time / Total # issued) * 100
HR.2.1 Employee Relations
