311

Inside City Hall

Status Indicators
- Implementing on an ongoing basis
- Working to implement this effort
- Planning to implement this effort
Morale

Adequate Pay

Implementing on an ongoing basis

The FY18 budget includes performance increases (SPIs) for all pay groups, sworn and non-sworn. Human Resources continues to conduct market analysis for non-sworn pay classifications, which will inform future budget decisions. Police and Fire market pay analysis is also conducted annually in conjunction with the collective bargaining process.

Update - 10/9/2017

Ongoing - City leadership is committed to continuing to review employee pay and identify ways to provide consistent and sustainable compensation.  With support from the Mayor, the City Auditor is launching a new Pay and Staffing Analysis to be completed by the end of February 2018.

Benefits - MERP

Implementing on an ongoing basis

The FY18 budget increased the employer contribution to the Municipal Employees' Retirement Plan from 11.5% to 15.5% (+35%). On July 11, 2017, the MERP actuary reported that the plan has a very reasonable employee contribution rate at 6.5%.

Update - 10/9/2017

100% complete as of July 1, 2017

Benefits - Health Insurance

Implementing on an ongoing basis

The FY18 budget includes a 10% increase in employees’ benefit allowance, which is an important part of an ongoing, comprehensive re-evaluation of health insurance options, to take some of the burden of relentless cost increases off of employees. The Mayor also formed a health insurance working group to evaluate the city's current benefit options and make plan recommendations for the 2018 calendar year. After considerable analysis and deliberation, the health insurance working group recommended and the Mayor approved a change in insurance providers.

The new health insurance approach also includes a choice for all employees between full access to Care ATC's network of clinics or a $1500 contribution to a health savings accounts (HSA).

Update - 10/9/2017

Complete - The Mayor announced the new approach to employee insurance on August 14, 2017. Open enrollment will begin in November. 

Revenue Working Group

Working to implement this effort

In an attempt to identify funding opportunities for making sure employees are paid market rates, the City Council and Mayor's Office created this team tasked with evaluating a variety of increased revenue options.

Update - 10/9/2017

The group is working on creating a Citywide Fee Policy to ensure that updated fees are consistent and adequately capture costs to provide services. The goal is to finalize that policy by end of CY 2017.

The group is also working to evaluate potential revenue increases including charging more for services we provide and requiring payment for things we currently give away (e.g. mulch). The goal is to review and update 3-5 fees per quarter.

Sufficient Staffing Working Group

Working to implement this effort

61% of employees taking the first all employee survey reported that their department is not sufficiently staffed. This working group came together to better understand what causes insufficient staffing and identify actionable ways that we can improve staffing levels.

Update - 10/9/2017

80% Complete - The top preferred recommendation from this group was to Improve the time it takes to fill a job vacancy. The new Munis HR software is expected to greatly reduce the time it takes to fill open positions. Once the software is being used full time (early 2018) we will start collecting better data on time to fill positions. In Summer 2018 we expect to review the data and determine if we still have process improvements to make. If so, this will most likely be an Innovation Champion project.

The second preferred recommendation was to c
hange the perception & culture to make the City of Tulsa a more positive & encouraging place to work. The Spirit Ambassadors are working to plan for opportunities in the near and long-term future to make this a reality.

The third preferred recommendation was to u
pdate policies & procedures to make them more positive & employee-friendly. Please see all of the Policies Working Group updates on this page to get more information on the work we've done and plan to do in this area.

Training Improvements

Planning to implement this effort

The Training Task Force began working to identify how we could improve our efforts at providing training, education and development opportunities for City employees. A representative was appointed to the task force from every city department. Representatives identified best practices for providing training and scored their departments and the City as a whole at achieving those best practices. The Task Force presented a written recommendation to the Mayor and Senior Leadership.

Update - 10/9/2017

50% Complete - The Task Force work is complete. A small working group continues to work on creation of the Training, Education and Development Board (TED) and identification of resources to staff TED and implement the recommendations.

This working group is currently assisting the HR department in new Munis software implementation that will help us identify the skills, abilities and knowledge available city-wide so that we can create more adequate training that meets the needs of all employees.

PPR Working Group

Working to implement this effort

Munis HR Management can modernize the way managers and employees do the administrative aspect of employee development. This working group looked at how we currently handle the PPR process and worked to see how we could update the process to deliver better outcomes for supervisors and employees.

Update - 10/9/2017

Leadership hopes to soon move towards a PPR model that focuses more on regular coaching opportunities between supervisor and employee. Once the Strategic Plan is completed in December, the goal will be to include action items for each employee that connect to the organization's strategic plan.

Charter Change for Employees

Working to implement this effort

Mayor Bynum proposed a City Charter change to the City Council which would more clearly allow city employees to participate in politics while off duty.

Update - 10/9/2017

The City Council approved a resolution sending the proposed Charter change to voters on August 16, 2017. Voters will have the opportunity to consider the change in November 2017.

Personnel Policies Working Group

Implementing on an ongoing basis

The Mayor formed a working group comprised of employees from Finance, Human Resources, Streets & Stormwater, Asset Management, Municipal Courts, Fire, AFSCME, and Legal to review the way personnel policies are developed and establish a process for creating and revising future personnel policies. The new process requires that for each newly-proposed policy or policy revision, a Policy Development Committee will be created which includes representation from employees at all levels of the organization, including both administrative and operating departments. 

Update - 10/9/2017

100% Complete as of March 21, 2017

Paid Volunteer Leave

Implementing on an ongoing basis

The Mayor announced the creation of a new paid volunteer leave policy and signed Executive Order No. 2017-03 to create the City of Tulsa Reading Partner Tutoring Initiative. This initiative encourages City employees to volunteer as reading tutors for first through third grade students in select TPS schools.

Update - 10/9/2017

100% complete as of March 21, 2017

Employee Investigations Working Group

Working to implement this effort

The Mayor formed a working group comprised of Mayor's Office staff, department heads, City legal, and employees throughout the organization to review the employee discipline process.

Update - 10/9/2017

85% Complete - The working group will present a draft proposed policy for approval at Civil Service on October 12, 2017. Once approved the final policy changes will be presented to all employees.

Premium Pay Review

Working to implement this effort

The Mayor formed a policy development committee including employee representatives from Human Resources, Finance, Streets & Stormwater, Water & Sewer, Asset Management, IT, and Communications. The committee met for several weeks to refine the city's premium pay policy. The committee also conducted an employee focus group to receive feedback on the potential changes from employees who would be affected by them.

Update - 10/9/2017

50% Complete - The committee is continuing to refine its proposed policy change and intends to present the change to department heads and the Mayor in accordance with the city's new policy development process by the end of October.

Sick Leave Policy Working Group

Planning to implement this effort

Sick Leave is an important benefit for individuals to care for themselves and their families. The Mayor is committed to ensuring policies that promote health and well-being of employees. This Working Group will look at the existing policies in depth and ensure that the policy is clear, consistent, fair and promotes employee well-being.

Update - 10/9/2017

Upcoming

Spirit Ambassadors

Implementing on an ongoing basis

Tulsa Spirit exists to improve communication and increase interaction among employees, provide for a variety of employee activities and help recognize employees for the work they do for the City of Tulsa.

Update - 10/9/2017

Ongoing - Every city department has a representative who participates in Tulsa Spirit. These representatives serve on four committees: Events & Fundraising, Wellness, Recognition & Compassion, and Charter & Bylaws. The Mayor specifically allocated $5000 for Tulsa Spirit initiatives in the FY18 budget. Tulsa Spirit is planning a Fall Festival for all employees to take place on October 28.

Safety Committees

Working to implement this effort

In accordance with the City of Tulsa's commitment to safety, each department will be responsible for establishing a health and safety committee.  Each department will be responsible for determining the number of safety committees needed at a department and/or division level, giving consideration to the particular size of their department and ability to appropriately address safety needs.  The safety committee will be established with the following objectives in mind. (1) To maintain and enhance employee interest in health and safety issues, (2) Help ensure managers, supervisors and employees are aware that working together they are primarily responsible for the prevention of workplace accidents, (3) Provide an opportunity for the free discussion of health & safety issues and possible solutions, (4) Reduce the risk of workplace injuries and illnesses, (4) To inform, educate and train management and employees about health and safety issues, (5) to assist with the City's safety excellence recognition program.  

Update - 10/9/2017

A number of departments have provided safety committee information, however there are other departments that have not.  Safety will be working with department leadership and the Safety Oversight Committee to establish a complete safety committee list.  This is also a safety policy requirement

ERP Project

Working to implement this effort

Enterprise Resource Planning software will replace the old software used to manage financial data. In implementing the software we will also be updating processes to improve flow of work for employees and provide greater customer satisfaction.

Changes in this system include changes to Utility Billing, Core Financial data, and Document Storage

Update - 10/9/2017

20% Complete - Training in the new software has begun and will continue as new components are available to work groups.

Communications shares updates on this projects through the MyFoundation monthly newsletters so keep an eye out for those with more details on what's to come.

HR Munis Software

Working to implement this effort

Existing Human Resources software will be replaced. This includes updates to employee applications, storing information on employee skills and training, and payroll processing. This should greatly reduce the time it takes to update, post, and fill vacant positions.

Update - 10/9/2017

20% complete - There are many components of the new system. There will be spaced out Go Live dates between October 2017 and July 2018.

Human Resources and Payroll will go live January 2018.

Communications shares updates on this projects through the MyFoundation monthly newsletters so keep an eye out for those with more details on what's to come.

KANA Software

Working to implement this effort

When citizens and customers need assistance or guidance it should be as simple as possible for find the best person to help them. The Customer Care Center recently launched a Customer Relationship Management system (CRM) to simplify the process for a citizen to make a request.  The system allows citizens to make a requests by (1) the traditional method of dialing 311, (2) through the internet at www.Tulsa311.com, (3) a new live chat feature online, or (4) through a new mobile phone app called Tulsa311.   Once a request is submitted Customer Care is able to effeciently submit work orders to the departments and work groups responsible for fulfilling the request. 

Update - 10/9/2017

90% Complete - Customer Care Business Systems Liaisons are interacting with departments across the enterprise to improve and streamline service request processes. 

This service is not just for citizens. Employees are encouraged to download the Tulsa311 app and submit requests for improvements that they see throughout the city as well. For example, if you see a pothole, you can report it from the mobile app or online and feel confident that Customer Care will notify the right department and crew and that the pothole will get filled much more quickly than if you personally try to find the right person to fix it.

Permit & Licensing Software

Working to implement this effort

Energov/Tyler Technology software will replace the old software used to manage Planning and Development permitting processes.  In implementing the software we improve flow of work for employees and provide greater customer satisfaction through efficient and timely services.

Project Goals are to design a system to reduce duplication of efforts and errors when processing permit documentation; Improve the flow of information between departments, agencies, employees and citizens - allow easy access to information that is transparent and allows the City to analyze data.  To allow City customers to do business with the City through an online portal that improves efficiency of submitted required applications and plans, the review and issuance of permits, and access for citizens and employees to track process.

Update - 10/9/2017

70% Complete - Staff began planning and initiation of the software buildout with Tyler Technology in June.  In May training, configuration and testing began.  November 2017 end user training and testing will begin.  March 2018 is the scheduled "Go-Live" date.