New Supervisor Manual

Congratulations on your new role as a supervisor/manager with the City of Plano.

We want to welcome you to the City and assist in your success as a supervisor/manager (“supervisor”) The essential skills required of effective supervisors today can be very complex Supervisors must have the interpersonal skills needed to create a spirit of collaboration and build trust and respect in employee relationships. Strong supervisors guarantee the continuity of the organization by seeing the potential in employees, identifying skill gaps, and coaching and developing employees into future leaders in order to build a strong line of succession. Additionally, as a supervisor, you will be tasked with critical responsibilities in legal and compliance areas. These skills are often beyond the technical requirements for the position in which you were hired or promoted.

Your responsibilities as a supervisor include:

• Creating an environment supporting the well-being of direct reports in the workplace,

• Managing the performance of direct reports,

• Developing direct reports, and

• Creating a safe and respectful workplace that optimizes effective teamwork and productivity.

To that end, you will be expected to be a role model, and your behavior must consistently demonstrate strong workplace ethics and values. You can greatly influence how productive your workgroup is by understanding the importance and relevance of our core values (SERVE):

• Stewardship – mindful of resources in a consistent and transparent manner

• Engaged – committed to the organization and its mission, the people we work with, and the people we serve

• Respectful – treat all people with dignity and courtesy

• Visionary – embrace our past achievements while maintaining a leading edge focus on short- and long-term success

• Excellence – strive to deliver programs and services that go above and beyond

The City’s culture of SERVE goes beyond the organizational definitions of each of our values. This living culture threads through the lifecycle of each Team Plano member from recruiting, hiring, benefits, compensation, employee relations, etc. creating a place where each employee understands that, here at the City of Plano, every person matters, ever job has purpose, and together We Are Team Plano.

Human Resources, along with other departments, have a wide variety of resources designed to support managers and supervisors. This packet has been provided to introduce you to what resources exist and where to find them.

OUR CORE VALUES:

Stewardship – Engaged – Respectful – Visionary – Excellence r

Introduction to the Human Resources Department

Human Resources (HR) serves as partners to departments within the organization to provide guidance, advice, support, and recommendations to all employees!

Our strategic role is to provide an avenue by which supervisors can attract and retain quality employees. This includes a competitive compensation and benefits package, dynamic recruiting program, sound risk management and safety program, cutting edge training program, and recommending short-term and long-term human resource management decisions

We are also a resource for all employees should they have questions about benefits, City policies, or other HR related matters as well as challenges or concerns related to the workplace, their position, and/or their supervisor(s). We work hard to remain neutral and objective as we provide sound advice that will benefit employees, supervisors, and the organization as a whole. Even though HR staff members are specialized, we try to ensure HR staff is cross-trained enough to be able to answer general questions.

As part of our customer-service model, we have assigned an Analyst in Employee Relations, Benefits, and Compensation to be the points-of-contact for employees and supervisors of assigned divisions/departments. In most cases, your assigned Analyst should be able to assist you. If not, s/he will meet with the appropriate HR/Risk staff member to get you an answer or will direct you to the appropriate person.

When it comes to employee relations issues, if you have a workplace concern and are uncomfortable meeting with the HR Analyst assigned to your division/department, you can contact the other HR Analyst, the HR Manager/Engagement Team, the HR Compliance Administrator, or the HR Director. If you are uncomfortable talking to anyone in HR or in your chain of command, you can always contact the City Manager’s Office. Bottom line, we want to ensure you have a place where you are comfortable talking about ANY concerns you may have while you are employed with the City of Plano.

Human Resources Analysts

Employee Relations

Hector Quiroga and Kym Stinnett-Blasingame serve as a resource for both employees and supervisors to provide guidance on City policies, HR processes and procedures, and other workplace issues. They assist supervisors and department heads with assessing and forecasting HR-related needs and partner with them to provide recommendations/solutions. While they have assigned departments, they work closely together to back each other up as needed. Department assignments are as follows:

• Budget & Research

• City Council, City Manager's Office, & City Secretary

• Communications & Community Outreach

• Legal

• Library Services

• Neighborhood Services

• Parks & Recreation

• Planning

• Police

• Policy & Government Relations

• Public Safety Communications

• Animal Services

• Building Inspections

• Economic Development/Convention & Tourism

• Engineering

• Environmental Health & Sustainability

• Emergency Management

• Facilities

• Finance

• Fire-Rescue

• Human Resources

• Municipal Court

• Municipal Judge’s Office

• Procurement

• Public Works

• Special Projects

• Technology Solutions

Hector Quiroga - x7438

Kym Stinnett-Blasingame - x5135

Human Resources Analysts Benefits

Julia Cherry, Teresa Exley, and Tracy Stack serve as a resource for both employees and supervisors to provide guidance on City benefits. They assist with claims issues, retirement related matters, and answer questions regarding benefit plans/plan changes. While they have assigned departments, they work closely together to back each other up as needed. Department assignments are as follows:

• Fire-Rescue

• Library Services

• Police

• Animal Services

• Building Inspections

• City Attorney’s Office

• City Manager’s Office

• City Secretary/Records Management

• Communications/Media Relations

• Emergency Management

• Engineering/Facilities

• HR/Risk Management

• Municipal Judge

• Planning

• Public Safety Communications

• Public Works

• Budget

• Economic Development

• Environmental Health

• Finance (includes CUS and Courts)

• Neighborhood Services

• Parks and Recreation

• Policy & Government Relations

• Procurement/PMO/ Warehouse

• Retirees enrolled in Medicare

• Special Projects/Development Services

• Technology Solutions

Human Resources Analysts

Compensation/Classification

Jennifer Friday and Lynne Gattis-Cunningham serve as a resource for both employees and supervisors to provide guidance on compensation and job classification studies. They respond to/conduct salary surveys and compile results to aide in making decisions regarding classification studies and/or pay. They also develop and revise job descriptions. While they have assigned departments, they work closely together to back each other up as needed. Department assignments are as follows:

• Budget & Research

• City Council, City Manager's Office, & City Secretary

• Communications & Community Outreach

• Legal

• Library Services

• Neighborhood Services

• Parks & Recreation

• Planning

• Police

• Policy & Government Relations

• Public Safety Communications

• Animal Services

• Building Inspections

• Economic Development/Convention & Tourism

• Engineering

• Environmental Health & Sustainability

• Emergency Management

• Facilities

• Finance

• Fire-Rescue

• Human Resources

• Municipal Court

• Municipal Judge’s Office

• Procurement

• Public Works

• Special Projects

• Technology Solutions

Jennifer Friday - x7353

Lynne Gattis-Cunningham – x5153

Risk Management

Tim Billingham and David Salazar conduct building inspections, accident/injury investigations, ergonomic assessments, safety training and inquiries, safety regulation compliance, Department of Transportation (DOT) random drug and alcohol compliance, insurance reviews and verifications. Both are available to assist any department.

Elsa Gonzales-Diaz assists with Workers’ Compensation claims when employees have workrelated injuries or illnesses. She also assists with claims that people file against the City or with claims that the City files against others.

Tim Billingham, Sr. Risk Analyst - x5658 Cell 972-816-2396

David Salazar, Sr. Risk Analyst- x5779 Cell 469-380-3381

Elsa Gonzales-Diaz, Sr. Claims Specialist - x5653

Human Resources Staff at Your SERVEice!

In your role as a supervisor, or simply as a City of Plano employee, you will possibly interact with the Human Resources Department in a variety of areas. Reference pages for Analysts and their assigned department were provided on pages 2-5, and the Analysts will often be your first point of contact. However, you may need to contact others within Human Resources and Risk Management. Below is a list of functional areas along with the related staff member, the specific area they are responsible for, and the associated contact number. More specifics about what each staff member handles, along with their picture, can be found on pages 9-15.

Please call the City’s Claims administrator first.

It’s best to email “HRBenefits@plano.gov” with questions.

Your assigned HR Analyst will be your first point of contact

Your assigned HR Analyst will be your first point of contact

Your assigned HR Analyst will be your first point of contact

Your assigned HR Analyst will be your first point of contact

Note: if you need a customized training for your department or need recommended training for an employee, Hector or Kym can also assist you

Human Resources/Risk Management Contacts

Staff members are listed alphabetically by last name

Betsy Allen Administrative Assistant, PT (morning)

972-941-7643 betsyal@plano.gov

> Greets and directs callers and walk-in customers to appropriate staff and answers routine questions

> Assists with the new hire process, including but not limited to: coordinating drug testing and physicals; completing new hire paperwork such as I-9s and e-Verify; organizing and preparing paperwork for scanning into Laserfiche; preparing New Employee Orientation folders

> Makes new hire and replacement ID badges

> Assists walk-in customers as needed with the online application process

Tony Beasley Training Coordinator, Senior

972-941-7339 tonyb@plano.gov

> Meets with other departments to determine how HR may be of help with strategic goals

> Meets with instructors to discuss potential classes

> Develops curriculum for continuity, clarity, and to ensure it is meeting City of Plano goals, strategies, and vision

> Coordinates the Leadership for the 21st Century Program

> Leads New Employee Orientation and The Plano Way training

Tim Billingham Risk Analyst, Senior (Interim Risk Manager)

> Conducts:

o Building inspections

o Accident/incident investigations

o Ergonomic assessments

o Safety training and inquires

o Insurance reviews and verifications

> Ensures safety regulation compliance

972-941-5658 timbi@plano.gov

> Ensures DOT Random Drug and Alcohol Compliance

> Collaborates with Senior Wellness Coordinator on incentives and events

Julia Cherry HR Analyst, Senior (Benefits)

972-941-5757 jcherry@plano.gov

> Administers benefit plans; assists employees and dependents with claims issues and plan changes

> Administers Texas Municipal Retirement System (TMRS) and Retirement Security Plan (RSP)

> Meets with employees regarding retirement options

> Oversees general administration of the 457 Deferred Compensation Plan

Supports: > Fire-Rescue > Library Services > Police

Andrea Cockrell Administrative Services Manager

972-941-5116 andreac@plano.gov

> Manages Retention Division in areas of Human Resources which oversees the areas of retirement, benefits, compensation, and training

> Staff liaison to the Risk Pool Trustees, Retirement Security Plan and 457 Deferred Compensation Plan Oversight Committees

> Responsible for the HR oversight of budget, finance, procurement and internal controls associated with the 457 Plan, RSP, OPEB Trust and Health Claims fund

> Responsible for marketing and communication strategy for HR Retention items

Breanna (“Bree”) Douglas HRIS Administrator

972-941-7365 bdouglas@plano.gov

> Partners with Human Resources team to effectively utilize HRIS systems to manage data and drive the efficiency of HR strategic planning, daily operations, and reporting analysis

> Assists with project management for HRIS projects including implementations, upgrades, enhancements, and systems interfaces

> Ensures data integrity and efficient processing of Human Resources data which is used for human resources and payroll processes

Teresa Exley HR Analyst, Senior (Benefits)

972-941-5216 teresae@plano.gov

> Administers benefit plans; assists employees and dependents with claims issues and plan changes

> Administers Texas Municipal Retirement System (TMRS) and Retirement Security Plan (RSP)

> Meets with employees regarding retirement options

> Oversees general administration of the 457 Deferred Compensation Plan

> Responsible for pre-65 retirees

Supports: > Animal Services > Building Inspections > City Attorney’s Office > City Manager’s Office > City Secretary/Records Management > Communications/Media Relations >Emergency Management > Engineering/Facilities > HR/Risk Management > Municipal Judge > Planning > PSC > Public Works

Linda Felder Administrative Assistant, PT (afternoon)

972-941-2731 Lfelder@plano.gov

> Greets and directs callers and walk-in customers to appropriate staff and answers routine questions

> Assists with the new hire process, including but not limited to: coordinating drug testing and physicals; completing new hire paperwork such as I-9s and e-Verify; organizing and preparing paperwork for scanning into Laserfiche; preparing New Employee Orientation folders

> Makes new hire and replacement ID badges

> Assists walk-in customers as needed with the online application process

Jennifer Friday

HR Analyst, Senior (Compensation)

972-941-7353 jfriday@plano.gov

> Responsible for providing customer service to internal and external customers in the areas of Compensation and other duties as assigned

> Partners with employees, managers, and executives to provide information, guidance, and resources regarding compensation programs and practices in support of the objectives and operations of the City; reviews proposed salary plans

> Responds to and conducts salary, benefit, and classification surveys; computes and compiles survey data results

> Develops and revises job descriptions; maintain job descriptions on the website; assists with performing job analysis

Supports: > Budget & Research > City Council > City Secretary > City Manager’s Office > Communications & Community Outreach > Legal > Library Services > NeighborhoodServices > Parks & Recreation > Planning > Police > Policy and Government Relations > Public Safety Communications

Lynne Gattis-Cunningham

HR Analyst, Senior (Compensation)

972-941-5153 lgcunningham@plano.gov

> Responsible for providing customer service to internal and external customers in the areas of Compensation and other duties as assigned

> Partners with employees, managers, and executives to provide information, guidance, and resources regarding compensation programs and practices in support of the objectives and operations of the City; reviews proposed salary plans

> Responds to and conducts salary, benefit, and classification surveys; computes and compiles survey data results

> Develops and revises job descriptions; maintains job descriptions on the website; assists with performing job analysis

Supports: > Animal Services > Building Inspections > Economic Development/Convention & Tourism > Engineering > Environmental Health & Sustainability > Emergency Management > Facilities > Finance > FireRescue > Human Resources > Municipal Court > Municipal Judge’s Office > Procurement > Public Works > Special Projects > Technology Solutions

Michelle Gifford

Wellness Coordinator, Senior

972-941-7227 michellegi@plano.gov

> Develops, implements and maintains Health Promotion/Wellness programs and events

> Administers City’s Premium Incentive Program

> Responsible for organizing City-wide health education, communication, tools and resources

> Oversees flu shots and health screenings

Elsa Gonzales-Diaz Claims Specialist, Senior

972-941-5653 elsag@plano.gov

> Coordinates the City’s Worker Compensation program, payroll for Workers’ Compensation Modified Duty program

> Coordinates subrogation and claims recovery efforts for Risk Management

> Coordinates the day-to day operations of the Third-Party Administrator responsible for handling all claims filed against the City

> Provides technical and administrative support to the Risk Management Division

Page 11

Erica Hurst HR Strategic Solutions Manager

972-941-7526

ericahu@plano.gov

> Manages and participates in the development and implementation of work plan goals; works closely with the HR Director to identify needed changes in departmental structure, methods, and procedures to improve efficiency and effectiveness of operations

> Serves as a strategic liaison between HR and Technology Solutions

> Manages system implementation projects to include staff supervision and development of project specification documents and directing the work of employees and consultants

> Analyzes data, processes, patterns and trends to identify the impact of existing and proposed HR systems and practices to determine departmental and organizational direction to support a positive employment experience

Victoria Huynh HR/Risk Director

972-941-7313 victoria@plano.gov

> Responsible for directing the staff and activities of the Human Resources and Risk Management division and for developing City strategies by providing recommendations to City management in accordance with organizational goals and objectives

> Serves as the Civil Service Director

Haley Kreidler Administrative Assistant, Senior

972-941-5660 haleyk@plano.gov

> Provides administrative support to the Risk Management division and the claims staff

> Coordinates subrogation and claims recovery efforts for Risk Management

> Reviews Lytx driving incidents

> Reviews and responds to the How's My Driving Line

> Assists with the Budget

> Processes all invoices, purchase orders, check requests and office supply orders

> Manages all claim documents in Laserfiche to keep the system organized

> Supports the Risk Division with special projects

Kimberly (“Kim”) Kreidler HR Analyst, Senior (Employment)

972-941-5650 kimk@plano.gov

> Provides recruitment and hiring assistance for all departments except Fire, Police, PSC, and Emergency Management, including but not limited to, posting and managing open positions, assisting supervisors with extending job offers if needed, and coordinating pre-employment screenings

> Assists and backs up Barbara Slay as it relates to recruiting and hiring for Fire, Police, PSC, and Emergency Management

> Attends and coordinates onsite/external recruitment fairs

Larry Lockley

HR Compliance Administrator

972-941-7435

llockley@plano.gov

> Monitors organizational compliance concerning employment law and Human Resources policies and procedures with the goal of mitigating employer liability

> Manages complex and highly sensitive investigations, including allegations of discrimination and harassment

> Serves as ADA Coordinator (employment related only) and assists with complicated FMLA cases

> Develops and provides formal training to managers, supervisors, and employees on employment laws and Human Resources policies

> Partners with departments to evaluate, develop, and implement departmental operation policies and procedural improvements to ensure effective and consistent Human Resources Management

> Assists with FMLA administration to include coordination with FMLASource (outside vendor); assists employees when they have questions that cannot be resolved through FMLASource; reviews return-to -work notices and coordinates with supervisors when restrictions are notated

Hector Quiroga

HR Analyst, Senior (Employee Relations)

972-941-7438

hquiroga@plano.gov

> Advises, consults with, and assists employees and City management in a wide range of human resources matters and employee relations issues

> Looks into employee complaints, analyzes findings, makes recommendations for resolution, and takes action when necessary

> Works with departments to analyze trends impacting their operation (that HR can assist with) and assists with making recommendations to address those trends including, but not limited to, departmental SOP review/edits/development and supervisory or employee training

> Assists with interviews as requested

Supports: > Budget & Research > City Council > City Secretary > City Manager’s Office > Communications & Community Outreach > Legal > Library Services > NeighborhoodServices > Parks & Recreation > Planning > Police > Policy and Government Relations > Public Safety Communications

Vacant

Risk Manager

972-941-5651

> Responsible for protecting the City’s financial and tangible assets from losses by managing Workers’ Compensation, insurance and loss control programs, including the management of Risk Loss Fund

> Supervises and directs all safety related activities for the City of Plano

> Manages all Certificate of Insurance requests from procurement

> Ensures compliance to all State and Federal regulations related to Workers’ Compensation or liability claims

> Analyzes all aspects of Risk Management and proposes and measures new techniques to reduce the cost of risk

Carla Romine

HR Manager

972-941-5573

cromine@plano.gov

> Manages the Engagement Division in areas of Human Resources programs such as recruitment, hiring, onboarding, policy formulation and interpretation, employee relations and retention/recognition efforts

> Collaborates with departments in evaluating and implementing departmental operating policies and procedural improvements to ensure effective and consistent HR management; creates policy and compliance training and guidance material, and may facilitate various HR policyrelated trainings

> Develops and supports the implementation, administration and continuous improvement of HRrelated processes related to the employment life cycle

Stacie Ross Administrative Coordinator

> Supports Director of HR/Risk and the HR team

972-941-5424

> Coordinates the Civil Service Commission meetings and minutes

> Pays departmental invoices and orders supplies

> Processes payments for Tuition Assistance

> Assists with the Budget process and helps to monitor spend

David Salazar Risk Analyst, Senior

> Conducts:

o Building inspections

o Accident/incident investigations

o Ergonomic assessments

o Safety training and inquires

o Insurance reviews and verifications

> Ensures safety regulation compliance

stacier@plano.gov

972-941-5779

dsalazar@plano.gov

> Ensures DOT Random Drug and Alcohol Compliance

> Collaborates with Senior Wellness Coordinator on incentives and events

Barbara Slay HR Analyst, Senior (Civil Service/Employment)

972-941-5099

bslay@plano.gov

> Coordinates and administers Police and Fire entry and promotional testing (including coordination of the alternate promotional system for certain Police ranks) and promotional appeals

> Provides recruitment and hiring assistance for PSC, Emergency Management, and non-civil service positions in Police and Fire, including but not limited to, posting and managing open positions, assisting supervisor with job offer extensions if needed, and coordinating pre-employment screenings

> Assists and backs up Kim Kreidler as needed with recruitment for other departments

> May attend and coordinate onsite/external recruitment fairs

Debbie Speed Training Coordinator, Senior

972-941-7217

debbies@plano.gov

> Meets with other departments to determine how HR may be of help with strategic goals

> Meets with instructors to discuss potential classes

> Develops curriculum for continuity, clarity, and to ensure it is meeting City of Plano goals, strategies, and vision

> Oversees Tuition Assistance program. Coordinates UTD LGM, and Texas CPM

> Initiates, tracks, and manages training contracts, interlocal agreements, and education provider LOIs

Tracy Stack HR Analyst, Senior (Benefits)

972-941-7746

tstack@plano.gov

> Administers benefit plans; assist employees and dependents with claims issues and plan changes

> Administers Texas Municipal Retirement System (TMRS) and Retirement Security Plan (RSP)

> Meets with employees regarding retirement options

> Oversees general administration of the 457 Deferred Compensation Plan

> Responsible for post-65 retirees and administration of Medicare benefits

Supports: > Budget > Economic Development

> Environmental Health

> Finance (includes CUS and Courts) > Neighborhood Services

> Parks and Recreation

> Policy and Government Relations > Procurement/PMO/Warehouse > Special Projects/Development Services > Technology Solutions

Kymberlie (“Kym”)

Stinnett-Blasingame

HR Analyst, Senior (Employee Relations)

972-941-5135

kstinnett@plano.gov

> Advises, consults with, and assists employees and City management in a wide range of human resources matters and employee relations issues

> Looks into employee complaints, analyzes findings, makes recommendations for resolution, and takes action when necessary

> Works with departments to analyze trends impacting their operation (that HR can assist with) and assists with making recommendations to address those trends including, but not limited to, departmental SOP review/edits/development and supervisory or employee training

> Assists with Interviews as requested

Supports: > Animal Services > Building Inspections > Economic Development/Convention & Tourism > Engineering > Environmental Health & Sustainability > Emergency Management > Facilities > Finance > FireRescue > Human Resources > Municipal Court > Municipal Judge’s Office > Procurement > Public Works > Special Projects > Technology Solutions

Victoria Tang

HR Benefits Coordinator

972-941-5616 vtang@plano.gov

> Supports HR Benefits team, including final processing of retirement paperwork

> Coordinates Risk Pool Trustees, Retirement Security Plan and 457 Oversight Committee meetings and minutes

> Serves as liaison to investment consultants, investment managers, trustee bank, auditors and actuaries for materials; reviews and recalculates all trust expenditures and coordinates payment

> Maintains the City’s benefits website and pension transparency website

> Coordinates retirement-related meetings/lunch and learn classes

Online Resources

TEAM PLANO

The City’s TeamPlano site provides an online option for immediate information.

There is an Employee Resources as well as a Manager Resources link at the top.

A lot of great information is available on the Employee Resources site, including, but not limited to, information on the City of Plano’s policies and procedures, training and development (including online training through SoftSkills), dress code, wellness (called “Connect4Health”), and City-wide contracts that could impact your operation

The Manager Resources site will provide you resources related to compensation, employment law, recruiting, onboarding (hiring), offboarding (employees leaving the organization or their position within the department), performance management (which includes discipline information), wellness, payroll, Risk/safety, and the City’s values. An example of how to access discipline information as well as training information is included on the following pages.

EXAMPLE 1: Interested in information about discipline?

OPTION 1 FOR ACCESSING INFORMATION

After you access the TeamPlano site, if you are on the Employee Resources site, you can click on Manager Resources.

Next, click on the Performance Management button.

Once you click on the Performance Management button, you will see information for the Disciplinary Process Policy and Memo Templates.

OPTION 2 FOR ACCESSING INFORMATION

Alternatively, you can go directly to the Manager Resources site from the main page of TeamPlano.

This will take you to the same page with all of the buttons pictured in Option 1.

EXAMPLE 2: Interested in information about Training and Development?

There are two ways to access training and development. You can follow the same process for accessing the TeamPlano/Employee Resources site, then click on Training and Development:

You can also access training and development directly from the main page of TeamPlano.

Once you click on the Training icon, the following page will appear. On this page, you will find information about mandatory training requirements, some of Plano’s management/leadership certificate programs, tuition reimbursement, virtual trainings, and a calendar of learning opportunities.

If you are interested in browsing on-line learning opportunities through Percipio, with a network account, log in to https://plano.okta.com (note: you will be taken to the Okta My App Site. Once there, click on the Percipio tile).

If you are not on the network, log in to https://cityofplano.percipio.com/login#/classic (Login Name is your 5-digit employee ID #, Password is the same as your default PeopleSoft password:

First 3 letters of your LAST name (in CAPS) and the LAST 4 digits of your Social Security Number…followed by typing in the “#” (hashtag).)

How to Sign Up for Training

The process to sign up for training will vary depending on whether the course is an on-line course through Percipio, a virtual class through Zoom (which a link will be provided in the training announcement), or in-person class that will require sign up through PeopleSoft. When it is a Percipio training, the link to register will typically be on the right side of the screen. When sign up is required through PeopleSoft, a link will typically be on the calendar or training announcement.

Percipio sign up location

PeopleSoft sign up location

MANDATORY TRAINING REQUIREMENTS

There are some mandatory classes that all employees are required to take. As a supervisor, we need your assistance to ensure compliance.

New employees will be provided a flyer during New Employee Orientation with more information about how to access the mandatory training for new employees in Percipio. There are also some courses required from time to time for all employees and/or supervisors.

Once you click on the Training & Development Link, you will see an option for Compliance Courses to the left.

Once you click Compliance Courses, you will see the Compliance Training for New Employees and the Compliance Training for all employees required for the year.

There are a variety of classes that will be required within an employee’s first two weeks of employment. Additional FEMA NIMS training is required within 6 months of employment. And, as a supervisor, there are four (4) additional classes you will be required to take within your first twelve (12) months of employment or promotion:

• The Emotionally Intelligent Leader,

• Difficult Conversations for Supervisors,

• Documentation Basics, and

• The C2 Organization: Compliance & Law.

Your Training Liaison should be able assist you in determining what mandatory classes you and your employees will need to take.

Training Liaison information can be found on the Training and Development page on the far right side toward the bottom. See the screenshot on the next page.

Other Resources for New Supervisors

Accidents or Injuries

Contact: Risk Management

Claims - 972-941-5654

Email: RiskReports@plano.gov

Accidents

If an employee has an accident, instruct them to notify you or others in the chain of command immediately. Instruct the employee to NEVER admit fault or state that “The City will take care of it.” You or the employee should also notify Risk Management.

It is important for you complete a “Risk Management Report” form within 24 hours. This form can be found on the shared drive (S:\FORM\City Forms\Risk_Management_Report_of_Incident).

Gather as much information as you can regarding witnesses and the property owner.

Injuries

Please see the flow chart for more information regarding employee injuries in the workplace.

For patron/citizen injuries, complete the “Patron Injury Report” form. This form can be found on the shared drive.

(S:\FORM\City Forms\Patron_Injury_Report)

Also, if a patron/citizen expresses the City is in the wrong and is seeking reimbursement, notify Risk Management and complete a “Notice of Claim Against the City of Plano” form. This form can be obtained from here: Notice of Claim Form

City Council Agendas

Contact: CMO

Lisa Henderson – 972-941-7551

City Secretary

Email: Lisah@plano.gov

Alice Snyder – 972-941-7515

Assistant City Secretary

Email: Alices@plano.gov

What is Novus?

City Council agenda are created through Novus, which is a software that assists in the management of the City Council Agenda process. Not all supervisors are responsible for agenda items, and therefore, will not need to utilize this system. Verify with your Department Director if you will be responsible for preparing City Council agenda items.

How do I access Novus?

If you will be preparing City Council agenda items and need access to Novus, call the City Secretary’s Office. They will add you to the Novus system and will follow up with some initial oneon-one training. They also typically offer a training session once a year, as a refresher course for those who do not use the system that often or to answer questions.

There is a Novus agenda folder on the shared drive (S drive) with instructions and other helpful documents (S:\Novus Agenda).

Facilities

Contact:

Terry Maiale – 972-941-5513

Sr. Administrative Assistant

Email: acagan@plano.gov

Shyra Taylor – 972-941-5514

Sr. Administrative Assistant

Email: staylor@plano.gov

If you or one of your employee’s needs assistance related to the workspace or notice an issue within the building, submit an email to Facilities Management at: facilityservices@plano.gov

Be sure to include the location and a description of the issue. Once the email is received, a work order will be completed by a member of Facilities Management. Unless it is an emergency situation, such as with plumbing, electrical, or security issues, Facilities Management staff has up to 30 days to take care of the request.

For after-hours building emergencies, call the Ridgeview Pump Station at 972-727-1623. They will notify someone in Facilities Management. Note, do NOT call Facilities Management for afterhour emergencies, as their phones do not forward and your emergency will go unaddressed.

Finance

Contact:

Allison Friloux – 972-941-5225

Assistant Director

Email: allisonf@plano.gov

Terry Lawson – 972-941-7648

Strategic Finance Manager

Email: terryl@plano.gov

Mark Whittaker – 972-941-7333

Treasurer

Email: markw@plano.gov

Forms for expense reimbursement, check requests, and wire transfer requests can be found at S:\FORM\City Forms. Departments are responsible for submitting their revenue to Accounting with a Daily Cash Report unless instructed otherwise. Departmental Daily Cash Report templates can be found at S:\Daily Cash. Terry Lawson is a resource on all matters pertaining to JDEdwards. The web form to request a new JDE user can be found on the Finance SharePoint site. Questions related to this web form are directed to Technology Solutions by a Help Desk Ticket. Requests and questions regarding payment acceptance solutions are directed to Mark Whittaker.

Fleet Services

Contact:

Mark Jackson – 972-769-4180

Fleet Financial Asset Management Coordinator

Email: mjackson@plano.gov

If you or your employees are using and City vehicles or equipment, you may need to contact Fleet Services. You can access information relevant to fleet management on SharePoint (e.g., Fleet insurance card, a link to the FASTER customer portal to request a service, look up a repair history, view upcoming maintenance, etc.).

SharePoint is located at cityofplano.sharepoint.com. (https://cityofplano.sharepoint.com/pages/default.aspx)

Mail Services

Contact:

Billie Clayton – 972-941-7222

City Records Manager/Archivist

Email: Billiec@plano.gov

Mail Services performs a variety of duties in the processing and distribution of City mail, including:

• Providing services with an inserting machine,

• Preparation of large mail-outs,

• Recording and maintaining records for incoming and outgoing mail as well as financial records pertaining to postage.

More information, including the mail run schedule, how to handle a suspicious piece of mail, instructions on how to prepare mail, and business reply mail templates, is provided on the Mail Services page on SharePoint. (https://cityofplano.sharepoint.com/pages/default.aspx)

Contact: HR or Payroll

Brandon Potemra – 972-941-5227

Payroll Supervisor

Email: BrandonP@plano.gov

Megan Medrano – 972-941-7616

Sr. Payroll Technician

Email: Mmedrano@plano.gov

Erica Hurst – 972-941-7526

HR Strategic Solutions Manager

Email: Ericahu@plano.gov

What is PeopleSoft?

PeopleSoft is a Human Resources Information System that includes “Employee Self-Service” information as well as “Manager Self-Service” information, including an electronic timekeeping component. This allows time entries to be entered though a web interface and/or terminal device and has eliminated any manual time reporting process.

How do I access PeopleSoft?

As an authorized user, you can access PeopleSoft by going to https://sso.plano.gov You will login to SSO with your network user name and your network password (the same you use to log into your computer).

You will see a tile for PeopleSoft Internal. Upon selecting this tile, you will be automatically logged into PeopleSoft.

Your supervisor, and in some cases, the administrative person for your department can provide more information on how to navigate PeopleSoft as an employee. If you are a supervisor, you will also need your supervisor or the administrative person for your area to show you how to access the information related to your direct reports.

Once you log into PeopleSoft, you will have access to “Employee Self Service.”

Within “Employee Self Service,” you can access the following:

• Your timesheet, - This will need to be completed every two weeks for payroll

• Information regarding RSP and December Leave Election Information is located under “COP Employee Self Service,”

• Direct deposit information,

• Training and development course enrollment,

• Job opportunities under “Careers,”

• Paycheck stubs, W2s and W4s under “Payroll,”

• Personal Details; - This is where you can review/update your address

• Your benefits details;

• Confirmation of your benefit enrollment elections under “COP OE Confirmation Statement,” and

• Your public access form (which you completed as part of your onboarding paperwork)

As a supervisor, when you are logged into PeopleSoft Internal tile, you will also have access to “Manager Self Service.”

If you do not see this menu option, please email Erica Hurst for access or put in a Service Desk ticket with Technology Solutions.

Within “Manager Self Service,” you can access the following:

• Approvals: in the event there is something for you to approve in PeopleSoft, you will see a number in the bottom right corner. If it is “0,” then you have no pending approvals.

• My Team: Names of employees reporting to you along with:

o Their department/location (important to know if you have people working in different facilities),

o City email address,

o Compensation information including their current salary and the midpoint and minimum/maximum for their pay range;

o Sick and Vacation leave balances (note: comp time balances are not available on this screen. Comp time information will be found in the “Time and Labor WorkCenter”)

• Recruiting Home: This is our recruiting platform. If you have any open jobs that you are recruiting for, you can access applicant information here. On the Manager Resource site under the recruiting tile, you will find process notes on how to create a job posting, review applications, and the onboarding process. Please contact your HR Recruiter if you have questions regarding the recruiting process.

• Reporting: You should have access to two report: Authorized Positons and a Vacancy Report.

• Update Team Information. This is where you will submit changes for existing employees who report to you including, but not limited to, salary adjustments (outside of any annual across-the-board increases that are approved through the budget process), demotions, position reporting changes, promotions, transfers, separations, and retirement notification to the Benefits team. Please note that this is NOT where you’d input salary information for a new hire or for a promoting, demoting, or transferring employee who has applied for an open position. This information is input in the Recruiting module.

Please refer to the Manager Resources site under the ePAF button for more information for processing changes electronically.

• Time and Labor WorkCenter. This is where you will approve time for employees who report to you.

You will need to approve time every other week, at a minimum. Approval is required no later than the Monday before paychecks are cut. Exceptions are made when we have a short week due to a holiday, which Payroll will send email communication to notify supervisors of the deadline in those situations.

A comprehensive Payroll Guide can be found on the SharePoint under the Accounting button:

Once you click the Accounting button, you will see some Announcements:

Once you click on “Payroll Comprehensive Training Guide,” click the attachment

Purchasing

Contact:

Kellie Pendleton – 972-941-7248

Chief Procurement Official

Email: Kelliep@plano.gov

If you have to purchase, validate, or authorize expenditures for goods and/or services for the City of Plano, you will be required to follow the procurement laws, policies, and procedures. There are specific processes and procedures to follow. A wealth of information is available on the Purchasing page on SharePoint, including their policies/procedures, forms, FAQs, a library with previous bid information dating back to FY 2007/2008, etc. Information for training is also available on this page.

(https://cityofplano.sharepoint.com/pages/default.aspx)

Records Management

Contact:

Billie Clayton – 972-941-7222

City Records Manager/Archivist

Email: Billiec@plano.gov

As a public sector organization, most of our records are subject to the Public Information Act, which means we have to make our records (includes paper and electronic files, emails, call logs, etc.) readily available to members of the public, if requested. This includes employee information related to pay, performance, and discipline. It is important you let employees who may not be familiar with public sector organizations know this information to better manage any expectations they have regarding privacy of what they may consider “personal” information.

It is also important to know this so that written words can be measured carefully. A good rule of thumb when it comes to putting anything in writing: would you be comfortable with the words you wrote being published on the front page of a newspaper? If not, then don’t write it!

We also have to comply with laws related to how long we keep original documents. The Records Management Division is available to assist with records storage and destruction. More information can be found on the Records Management page on SharePoint. (https://cityofplano.sharepoint.com/pages/default.aspx)

Technology Solutions

Contact:

Amy Greer – 972-941-7556

Service Desk Supervisor

Email: Agreer@plano.gov

When you hire a new employee and they are entered into PeopleSoft, an email will be autogenerated to Technology Solutions. The auto-generated email will notify them to create a network ID and email (if needed). If your new employee will need anything more than network and phone access, you will need to coordinate that directly with Technology Solutions, though.

If you or one of your employees needs assistance from Technology Solutions, it is best to create a request online at https://plano.service-now.com/plano_portal. Once on the site, you will need to click on “Report an Issue.”

Reported issues are received and reviewed by the Service Desk and will be assigned to the appropriate group in Technology Solutions to handle the request.

If you (or your employee) do not have a log-on or are unable to get logged into a computer, call the Service Desk at x5306. Alternatively, you can stop by the Service Desk in the Technology Solutions building located at 1117 E. 15th St (located next to City Hall).

Website/Plano Brand Standards/Information Resources

Contact:

Shannah Hayley – 972-941-5669

Director of Communications

Email: shannah@plano.gov

Joel Pena – 972-941-5294

Webmaster

Email: jpena@plano.gov

Website

The City’s website address is www.Plano.gov. If you need updates to the City’s website for your department/division, you will need to contact your department’s webpage coordinator.

Requested web projects include: new pages, page redesigns, event webpages, and working with marketing specialists to update and/or create content for department webpages. The prioritization for these projects is determined by the Webmaster and Director of Communications.

Web request process:

Information for webpages should first be sent to your department’s webpage coordinator who will work with the webmaster and assigned marketing specialists in the Communications department. Departments have an opportunity to review (maximum of two review sessions) to edit incorrect information or graphics, not design. If new information is available after original request was sent, the communications team will update accordingly.

Web content must follow the City’s website governance policy, available on SharePoint. As well, there are several policies regarding web content and the type of links that can be used on the City’s website.

Plano Brand Standards

Whether you redesign a webpage, create a flier to promote an upcoming event or develop an informational piece about a City program, you are influencing the impression our citizens and community members have about the City of Plano. Because of the work we collectively produce builds the City of Plano brand, you are expected to follow the City’s logo policy and branding guidelines. This document includes the guidelines for the approved email signature format to be used by all City of Plano employees.

Information Resources

The more you know about what is going on in the city of Plano, the better customer service you can provide. You can follow the City’s social media pages to get the latest news and updates. The City’s main channels are Facebook, Twitter, Instagram and YouTube.

The City also publishes podcasts, which you can subscribe to from your favorite platform or access on the City’s website.

You can also access all City social media channels by visiting the City’s website for a full list of current City and departmental pages.

Please be mindful of the City’s policies regarding the use of social media.

You can also access all City social media channels by visiting the City’s website for a full list of current City and departmental pages.

The City sends a weekly internal newsletter to all Team Plano members. You are also encouraged to sign up to receive email updates from the City of Plano or by clicking the ”Sign Up” button on the City’s website.