HR Benchmarking Program Data Users Workshop

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HR Benchmarking ProgramData Users Workshop

• From Go to Whoa

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Agenda

• Introduction
• Changes to Definitions
• Getting it Right
• University Experiences
• Melbourne, Victoria
• Wiki
• Lunch
• Medians
• University Experiences
• UTS, USQ, QUT
• Round table

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Getting to know you

• Introduce yourself
• Name
• University
• Role
• Your Dinosaurs

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New this year

• Snapshot Data one point in time
• Data collected for 4 years
• 2008, 2007, 2006, 2005 (2005-2007 carried over
  from previous publication)
• Centralised Staffing Ratios retired
• Functional Staffing Ratios added
• IT, Student Admin, Student Services
• Senior Staff definition tightened (no change in
  intent)

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Considerations when reviewing measure set and
definitions

• Measures should be relevant and useful for the
  majority of members
• Definitions should be designed to maintain a high
  degree of relevance and validity of the results.
• Compare against internal and external markers
• There needs to be a balance between
  completeness/accuracy of data and the effort
  required to collect data in a timely fashion.

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Snapshot Data one point in time

• For Snapshot measures
• FTE (including and excluding Casuals)
• Headcount
• Functional Staffing Ratios (HR, IT, Stud
  Services, Stud Admin)
• Status (Fixed Term/Ongoing, Full Time/Part Time)
• Female Participation
• Age
• Length of Service
• Doctoral Qualifications
• 31 March in relevant year

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Data collected for 4 years

• For this years publication
• 2008, 2007, 2006, and 2005
• 2005-2007 will carry across from last year.
• For next years publication
• 2009, 2008, 2007, 2006, and 2005
• Future publications will maintain 5 years

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Centralised Staffing Ratios retired
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Functional Staffing Ratios added

• New - IT, Student Admin, Student Services
• From current measures Human Resources
• Replaces Centralised Staffing Ratios

10
Senior Staff definition tightened

• Senior Staff / Managers
• Senior Staff / Managers consist of
• General staff that are above HEW Level 10, and
• Academic staff that are above Academic Level E,
  and
• Academic staff at or below Academic Level E who
  have a formal management leadership
  responsibility. This includes Centre Directors,
  Heads of School and Deans.
•  
• This staffing category will take precedence where
  a position may be considered in this
  classification grouping as well as another (ie
  Academic and General Staff) eg Head of School who
  is classified as Level E.
•  
• Research staff are included in the respective
  Enterprise Agreement category, eg. general or
  academic.

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Senior Staff definition tightened

• Previous definition (2008)
• Senior Staff
• Senior staff refers to all General staff that are
  above the award, or above level HEW 10 and Senior
  Academic staff, including Deans, Heads of Schools
  and Directors of Centres. Ensure that Senior
  Academic Staff are entered in this category only,
  and not in the Academic category also.
• Research staff are included in respective
  Enterprise Agreement category eg. General,
  Academic.

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Getting it right

• What is the population of Australia?
• 22 mill
• 21.5 mill
• 21 576 314 people
• How far is it from Brisbane to Melbourne?
• 1700 km
• 1690 km
• 1692 km
• Which one is correct?

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Getting it right

• Reliable
• Ability to be reproduced consistency
• weighs to 2.4 kg every time
• Valid
• True, trusted
• weighs 2.5kg, then 2.48kg, then 2.52kg
• Precision
• Amount of deviation, or amount of detail
• weighs 2.4234 kg

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University Experiences

• University of Melbourne - Revathi Pendyala
• Overall experience with data collection

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Summary of University of Melbournes Experiences

• Revathi detailed a number of her road blocks in
  relation to the program. These included
• Time to take to complete (15 days)
• Different structures
• Manual manipulation of data prior to data entry
• Time to calculate medians
• Potential for data entry errors (when
  transcribing data from reports to entry screens)
• Revathi also noted that a data upload would
  assist in the data entry process

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University Experiences

• Victoria University- Leia Varney
• First time experience as data collector dos and
  donts
• (Presentation slides available)

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Wiki

• What do we want to get out of it?
• Communications
• Ideas generation
• Storage of information (ie manuals etc)
• What is on there and what can be?
• Some of the above but currently low on
  information
• How can it be updated?
• There are a number of ways to update and add.
• https//wiki.qut.edu.au/dashboard.action

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Medians

• What is a median?
• Central measure of tendency
• As opposed to Mean (average) and Mode (most
  frequent)
• Literally, the middle number (when ordered)
• In the sequence - 1, 1, 1, 2 ,5 ,6 ,187
• Median is 2
• Mean is 29
• Mode is 1

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Medians

• In Excel
• MEDIAN(number1,number2,...)

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Array (or CSE) formula

• With variables
• Median(IF(logical_test, value_if_true))
• Calculates Simply Everything
• Control Shift Enter
• Further information at
• http//www.mrexcel.com/tip011.shtml
• http//www.mrexcel.com/tip031.shtml
• http//www.mrexcel.com/tip083.shtml

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University Experiences

• University of Technology, Sydney- Maureen Grinter
• Show and tell Data collection for recruitment
  measures
• (Presentation slides available)

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University Experiences

• University of Southern Queensland Trudi Davidson

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Summary of USQs Experiences

• Trudi explained that the process at USQ was
  generally fairly smooth and efficient because
• Small university
• Long experience with benchmarking (this program
  and others)
• All data is from the same source (PeopleSoft)
• Systems
• Consistency of systems personnel who has intimate
  knowledge of the data

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Summary of University of Southern Queenslands
Experiences

• General tips
• Use award definition (consistency of definitions)
• Be aware of the level of detail that is required
  and used dont get caught up in the granularity
  of the data
• Dont let the external benchmarks overshadow the
  internal trends (internal trends can tell you
  more about your business)
• Understand the differences between external
  benchmarks and internal measures ensure any
  difference in definition are noted

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University Experiences

• Qld University of Technology Michael Hounslow
• Using Pivot Tables to streamline reporting

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How QUT does it

• HRIS Alesco
• Reporting tool Business Objects
• Coordinator WFP unit, Human Resources
• Support HR Systems unit, Human Resources
• Time Required 3-5 days
• People involved 3 (2 of which have minor
  involvement) plus support from systems when
  required
• Measures not captured OHS (will capture in 2008)

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How QUT does it

• For most measures
• Runs SQL script in Business Objects
• Exports data to Excel
• Adds a series of formula in Excel
• Uses Pivot Tables to create
• Steps
• Run report
• Copy data from CSV to Excel
• Fill formula
• Refresh pivot tables
• Enter data

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How QUT does it

• For other measures
• Casual FTE, Staff Ratios, recruitment, academic,
  financial, OHS
• Source
• Runs SQL script in Business Objects or
• Take data from other sources (annual reports,
  excel spreadsheets, other info systems)
• Steps
• Access data
• Copy data from source to Excel control sheet
• Enter data

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Formula used

• Classification converts classification code to
  benchmarking standard
• FTE converts POS_FRACTION to FTE (ie ? 100)
• Status Use term status as indicator if they are
  currently employed
• Age calculates age based on DOB and measure
  date
• LOS - calculates age based on commence date and
  measure date
• Age Group Uses vlookup to put age into age
  group
• LOS Group Uses vlookup to put LOS into LOS
  group
• Tenure converts status code to fixed term,
  ongoing or casual
• Status - converts status code to full time, part
  time or casual
• Doc Qual indicates whether they have a
  qualification
• Term Group uses Term Reason to group into
  turnover category
• Fac/div uses clevel to determine whether it is
  a faculty or division
• Class Group1- Uses classification to determine
  classification group (General, Academic, Senior
  Staff)
• Class Group2 Uses Class Group1 to determine
  General grouping (ie HEW 1-5, 6-10)
• New Uses commence date to determine if the
  employee is new (ie commence that year)
• Measure Date date that the date is current for
• Currency Determines if the employee is current
• Unique ID Determines unique identifier

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Data collected
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Things to consider

• People with multiple records (multiple jobs,
  qualifications etc)
• People separating between end of period and
  report date

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Round table discussion

• Discuss issues previously identified
• Raise new issues

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Dates

• Friday 23 January Definition Manual
  Distribution
• Tuesday 3 February Workshop
• Monday 2 March Data submissions open
• Friday 3 April Data submissions close
• Monday 27 April (target date) Preliminary
  reports distributed

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The Dinosaurs Summary

• Using the final product
• Unplanned submissions
• Affecting quality control of data ?time
  constraints
• Manual processes
• Data that needs to be manipulated or cleansed
• Internal processes
• Translating from internal to external (ie if
  different structure)
• Modifying data if definitions differ (eg senior
  staff)
• Upgrades of systems
• New org structure

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The Dinosaurs Summary

• Using 31 March
• Data
• Data not 100 accurate
• Recruitment data
• Consistency of data
• Fixing data
• Creating scripts
• Clarity of Definitions
• Time
• The whole thing!!!

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Definition Clarification

• Senior Staff
• Please use definition as it stands even if this
  means having a difference to the internal
  definition
• Absence - What is a day?
• To calculate a day, sum all leave hours and
  divide by a standard day
• ie we are counting FTE days not number of days
  where people were absent eg if a part time
  employee is away half a day on Monday and then
  again on Tuesday, that is counted as 1 day
  because of the hours.

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Definition Clarification

• Functional Ratios
• Where there is a centralised unit, all members of
  that unit should be counted, regardless of the
  activity they undertake (eg receptionist in HR)
• The reference in the definitions (p. 15) to
  duties performed on an auxiliary basis refers
  to people outside of a centralised unit
• What is an employee?
• People who are paid by a subsidiary of the
  University (a unit or body that falls under the
  Universities auspice but is run as a separate
  company) are not considered as employees of the
  university