Report 2016-130 Recommendation 13 Responses

Report 2016-130: The University of California Office of the President: It Failed to Disclose Tens of Millions in Surplus Funds, and Its Budget Practices Are Misleading (Release Date: April 2017)

Recommendation #13 To: University of California

To ensure that its staffing costs align with the needs of campuses and other stakeholders, by April 2018 the Office of the President should complete phase one of CalHR's best-practice workforce planning model by developing a strategic direction for its workforce plan.

1-Year Agency Response

The workgroup completed Phase One: Setting the Strategic Direction of CalHR's best practice workforce planning model. The resulting whitepaper has been reviewed and discussed with key stakeholders, including the president, senior staff, Executive Budget Committee, Academic Senate representatives, Council of Chancellors and the UC Regents.

The March 2018 Regents Item: Update of University of California Office of the President Audit of Administrative Expenditures on Workforce Planning can be found here: http://regents.universityofcalifornia.edu/regmeet/mar18/g5.pdf

California State Auditor's Assessment of 1-Year Status: Fully Implemented

The Office of the President presented a draft version of the strategic direction for its workforce plan as a discussion item at the March 14, 2018 Regents' meeting. We reviewed the draft copy of Workforce Planning for UCOP Setting the Strategic Direction and found that it was consistent with phase one of CalHR's best-practice workforce planning model. Specifically, the document outlined the strategic goals for the Office of the President's five largest divisions and identified both internal and external factors that impact the Office of the President's workforce needs. We look forward to seeing the finalized copy of the strategic direction report.

6-Month Agency Response

The workgroup has reviewed the CalHR workforce planning model and is is reviewing practices at other public and private AAU institutions to determine how each define the approach to workforce planning.

The group has completed the stakeholder analysis and is focused on the early development of the UCOP workforce planning model.

There was a conference call with CalHR in early October to discuss the current state of the CalHR workforce planning activity. Members of the workforce planning workgroup participated in the CalHR Quarter Workforce Planning forum on in early October.

California State Auditor's Assessment of 6-Month Status: Pending

The status of this recommendation is pending the Office of the President's completion of CalHR's best-practice workforce planning model.

60-Day Agency Response

A work group has been formed and has begun identifying and reviewing different workforce planning models currently in place at state and like university systems to better understand the best practices. The work group consists of staff members from compensation, talent acquisition, HR Generalists, the program management office, departments from OP and campuses/medical centers. Meetings are being scheduled bi-weekly.

An initial call with CalHR's Director of Human Resources took place the week of May 15, 2017 to discuss CalHR's workforce planning model. A follow up call with the Division Chief in charge of workforce planning for CalHR took place the week of June 12, 2017.

California State Auditor's Assessment of 60-Day Status: Pending

The status of this recommendation is pending the Office of the President's completion of CalHR's best-practice workforce planning model.

All Recommendations in 2016-130

Agency responses received are posted verbatim.