Pay and Classification:
Human Resources Services, Inc. recognizes that wages and salaries constitute the largest cost for municipal budgets. Compensation that is too high is an unnecessary expense; too little compensation leads to problems with staffing and productivity. A well-constructed, properly-administered pay and classification plan helps attract and retain competent employees. It is also a useful tool in ensuring internal and external pay equity, determining promotions, making transfers, and evaluating performance. HRS’ process for developing a comprehensive pay and classification plan includes: (1) job analysis, (2) position classification through an objective rating process, (3) pay determination through analysis of the labor market, and (4) administration and reclassification instructions to assist in maintaining the system. HRS is widely recognized for its excellence in pay and classification consulting. This is a specialty of our firm; we have developed and implemented hundreds of pay and classification systems. Our side-by-side approach in working with our municipal clients helps in the transition and implementation of new pay and classification systems. A typical final product for a comprehensive pay and classification study will address:

• Position Descriptions
• Classification Plan
• Compensation Plan
• Labor Market Survey and Analysis
• Job Evaluation Rating/Comparable Worth
• FLSA Status (Exempt vs. Non-Exempt) 
• Methodology and User Guidelines 
• Implementation Costs
• Final Report and Findings
• Web-Based Data, Information, and Useful Tools 

Custom Salary and Benefit Surveys and Analytics:
Periodic independent custom salary and benefit surveys assist to maintain costs in a manner that reflects the strategic goals of the municipality. These studies provide for an outside objective analysis, and promote efficient cost management and program administration.  HRS can also supplement its custom survey work with information from its powerful compensation database, having access to thousands of government and other industry job titles in more than 9,700 US areas; by industry, organization, budget size, number of employees, years of experience, and geographic location with differentials. Services encompass:

• Evaluate municipality’s total compensation program compared to municipal labor market.
• Review of trends in compensation programs offered by public sector organizations, private, and non-profit organizations.
• Ensure that the compensation program is competitive and recommend necessary changes/enhancements to program.
• Analyze market data with custom criteria, price jobs, research unique pay/benefits characteristics, multi-year planning.
• Provide overall recommendations regarding all areas of compensation strategy and total rewards system.
• Offer economic analytics and cost-of-living comparisons locally, regionally, state-wide, and nationally.
• Offer a secure online site that provides HRS clients with easy-to-use useful tools for accessing and maintaining information.

Job Descriptions:
Job descriptions are important components of more comprehensive personnel, organizational, and administrative systems or plans. They can and should be used not only for recruitment and promotion, but as tools to assist in the administration of the municipal government. They help define initial expectations, provide fundamental building blocks for administering compensation systems, and give additional definition to organizational charts.

HRS provides a standard methodology for developing contemporary and uniform descriptions. This procedure involves an analysis of each job which includes a review of the necessary qualifications as well as the position’s essential functions or job duties, and physical and mental requirements of the job. Job descriptions should be reviewed and updated regularly to ensure accuracy. Positions can change for many reasons: an incumbent starts assuming more responsibilities in addition to the duties in the job descriptions; staff changes; changes in procedures and processes; new technology, tools, or machines; external regulations or legislation; reorganization occurs; new supervisor or manager.

Workforce Analysis:
At the request of the client, Human Resources Services, Inc. can conduct custom workforce reviews. HRS will analyze the allocation of employees both in numbers and types of positions for each municipal department as compared to other comparable municipalities. Comparable data on staffing information will be collected and thoroughly analyzed and compared to the client’s organization. The comparative workforce analysis will relate to titles, job functions, and organizational charts. A custom survey instrument is developed with the client in order to identify the specific variables, and to collect the appropriate comparable staffing data. Such analysis is helpful to the client because municipal functions may be organized somewhat differently within various offices and departments of other communities, and the specific responsibilities of the positions may vary as well.

Design of Performance Evaluation Systems:
Human Resources Services, Inc., has developed performance management systems for municipalities throughout Massachusetts. Specific objectives of the projects include: (1) performance evaluation forms and instructions for evaluating positions; (2) design of a standard system for rating the performance of employees; (3) methods of tying performance to pay; (4) guidelines for administering the system; and (5) the training necessary for the municipality to properly use and maintain the performance evaluation system.   The performance management process is composed of strategic planning, performance measurement, manager and employee accountability, pay and promotion, professional development, training, and discipline. Well developed performance management systems and processes can continously improve the efficiencies and effectiveness of local government services.

Personnel Ordinance or Bylaw:                                                                                                
A personnel ordinance or bylaw can establish a standard legal framework for your personnel system; and, it can promulgate rules and regulations for a more uniform personnel administration in the municipality.  HRS has developed a unique strategy which involves working very closely with officials from the municipality to develop a personnel ordinance and/or bylaw.  A personnel ordinance or bylaw can establish rules and regulations which define the rights and obligations of municipal employees and officials; establish and define the duties and roles of a personnel office, chief administrative officer, and personnel board; centralized record-keeping; provide for the administration of a pay and classification plan and a performance management system, and establish uniform policies and procedures for hiring.

Organizational Design of Personnel System/Human Resource Department:
Human Resources Services, Inc., has designed entire personnel systems for cities and towns.  In these projects we carefully consider the specific needs of the community and examine all aspects of personnel/human resource management. This would include areas such as recruitment and selection, promotion, training and professional development, pay and classification, EEO/affirmative action, labor relations, fringe benefits administration, record-keeping, worker’s compensation, civil service, disciplinary procedures, and staffing needs which are studied in depth when designing the personnel/human resource system.   HRS also considers the municipality's form of government, its unique organizational characteristics, and any pertinent statutory requirements as it relates to personnel and/or human resource management.

Personnel Policies, Procedures and Handbooks:
Human Resources Services, Inc. regularly writes detailed personnel policies and personnel handbooks for cities and towns. These policies provide management and employees with a ready reference and detailed information regarding all personnel and employment administration aspects. HRS ensures that polices and procedures are written to reflect the most current local, state, and federal laws. Understanding the application and implications of such policies can be complex, so HRS also provides custom training workshops in any specific policy area.

Human Resource Audits and Assessments:
Human Resources Services, Inc. is prepared to conduct custom human resource audits to ensure that the municipality is in compliance with local, state, and federal laws, and to also ensure that the best practices in human resource management are being used. The following are some examples of what would typically be reviewed in an HR Audit.

ADA COBRA Conflicts of Interest Disciplinary Procedures Drug Testing EEO Reporting Internet Policy Employee Assistance Program Employment Contracts FLSA FMLA HIPAA Job Application Forms Job Descriptions Job Postings Maternity Leave Orientation Personnel Records Probationary Period Record-keeping Grievances Health Insurance

Recruitment and Selection:
Attracting and retaining capable management personnel for local government is essential for effective service delivery. Human Resources Services, Inc. provides technical assistance in the recruitment and selection process for supervisory and management level employees. Our objective is to assist the municipality through an organized, structured process, to reach out and attract the largest possible pool of qualified candidates. Services provided include: (1) development of a timetable for the recruitment effort; (2) advice on outreach activities and advertising; (3) development of a recruitment profile of the professional qualities of the intended candidate; (4) development of a record system for managing the recruitment process; (5) review and rating of resumes; (6) assistance in determining the appropriate applicants for interview; (7) assistance in conducting the interviews; (8) participation in the interview process with the search committee or panel; (9) preliminary background reference checks on semi-finalists; and (10) presentation of sample contracts for negotiating purposes.

Training and Development:
A structured professional development or training program can maximize the skills and value of employees and policy leaders in an organization.  HRS develops and conducts training programs tailored to the specific needs of the municipality.  Custom training sessions are provided to employees, supervisors and managers, and board/commission members.  Some of our more recent and popular training workshops have related to performance management: guidelines for effective performance management; communication; making decisions on evaluations; legal issues and concerns; setting goals and objectives.  Other areas for training have included: customer service; strategic planning; supervisory skills; hiring process; progressive discipline; maintenance of a compensation administration program.  HRS can assist in identifying training needs and develop an appropriate program and/or workshop to meet your specific requirements.

Staffing and Utilization Studies:
Although there are seldom quick fixes that can improve a local government’s organization and service delivery, a well-managed staffing and utilization study can help identify deficiencies in staffing, organization, and technology and suggest improvements that can be implemented within the constraints of local resources. Staffing and utilization studies examine “what the organization does, how much it does, how well it does it, how its workload has changed over time, and how these things compare with the organization’s performance expectations.” The process often studies the structure, staffing, employee workload, resource requirements and consumption, and the use of technology within the various levels of government. A local government that commissions a staffing and utilization study should be prepared for an in-depth examination and analysis of its functions and processes. (See Stapczynski's detailed analysis on this subject in ICMA's IQ Report, Volume 36/Number 12, December 2004.)

Municipal Management Studies:                                                                                                                                 A diagnostic service that assists local officials in defining opportunities to strengthen their local governments.  Once defined, specific strategies are developed to ensure that opportunities can be effectively captured. Best management practices that have been successful elsewhere will be tailored to meet individual needs and implemented with follow-up assistance.  These management improvement projects address a specific and focused scope of services that are defined by the municipality.

The study may focus on a particular unit, division, department, or the municipality as a whole; it may focus on the consolidation of departments or departmental functions (i.e. town/school, DPW, public safety); or the feasibility of regionalization and outsourcing options for the municipality.  HRS also identifies fundamental operational weaknesses, recommending various alternatives to improve efficiencies and effectiveness, and advising on the best procedural approaches to implement change.  Human Resources Services, Inc. has conducted a variety of studies including police, fire, public works, recreation and parks, water and sewer, facilities management, general government, school administration, public utilities, libraries, and more.

Labor Relations Technical Support:                                                                                                                       HRS provides a number of technical support services that are intended to assist in developing and presenting management's position in fact-finding, arbitration, and other situations. These support services include:

• Independent objective analysis, development and presentation of information to support or dispute labor comparables. 
• Collection and analysis of information from other entities on contractual matters.
• Development of comprehensive labor comparison data charts, statistics, and exhibits. 
• Analysis of budgetary information and development of "ability-to-pay" comparisons.
• Assistance in providing objective strategies for management team.
• Expert witness services.