Wednesday, May 17, 2017
Action Required: Claim Your Contractors by May 19
 
In mid-June, DPS will implement new processes for non-employee fingerprinting and systems access (for example, DPS email, Infinite Campus, Principal Portal, phone and voicemail, etc.). Human Resources will distribute instructions for the new processes in the June edition of Manager Monthly.

In order to implement these new processes, the support teams in Human Resources and the Department of Technology Services are actively working to update current non-employee records in Infor HR and the Identity and Access Management systems.

Please review the list of "unclaimed" non-employees. If you identify a non-employee you're currently working with, please contact Carole Ibarra by May 19 or the non-employee will lose access to DPS systems, including email.
 
Please review this FAQ for more information on:
  • Your required action items.
  • The non-employees impacted by this project.
  • Why the process is changing.
  • Key details and features of new processes.
  • Critical dates.
Have You Scheduled Year-End Conversations for LIFT/EPMP and CCE-Eligible Team Members?
 
Norming sessions should be scheduled now through June 16. If you haven't already, please work with your HR partner to get one scheduled. Once you've completed norming, it's time to prepare for year-end performance conversations with LIFT/EPMP and Core Competencies Evaluation (CCE)-eligible team members. The Growth, Performance and Training team offers workshops that include tips for conducting effective conversations, opportunities to practice using the Studer model and an introduction to the resources available. Register for a workshop here and keep these tips in mind for year-end conversations:
  • Clarify performance expectations. Develop a mutual understanding of how the employee's individual performance aligns to the framework and what the expectations are for that specific role. 
  • Evaluate the performance, not the individual. It's more productive to have a conversation about the work/performance than it is about the employee and it's typically better received. For example, use phrases like, "Your performance is not meeting my expectations," or, "Your performance is exceeding my expectations."
  • Use the Studer model. We recommend using the Studer model to group employees into categories based on their performance level: high, middle or low.
  • Document, document, document. You know the mantra: "If you didn't write it down, it didn't happen."  
Click here for the year-end timeline and visit the Growth, Performance and Training section on The Commons for more information. 
Sign Up for Free Project Management Professional Development
 
Do you have a project but don't know where to start? Consider a project management professional development opportunity for you and your teams.  The Program Management Office (PMO) offers ongoing project management professional development through the Project Management Community of Practice (PM CoP). The PM CoP topics are based on what members want to learn and include networking opportunities. Save the date for upcoming sessions: 
  • Meet-and-Greet and Interactive Project Management Problem-Solving: Meet other project managers, learn about teams' projects and share/solve problems of practice (11 a.m.-noon Wednesday, May 24, at Emily Griffith Campus, room 835).
  • RACI (Responsible, Accountable, Consulted, Informed) Overview (1-2 p.m. June 28 at Emily Griffith Campus, room 835).
The PM CoP is open to all DPS employees. For more information, visit the PM CoP site,
contact Tamera Rynshoven at 720-423-3338 or sign up to receive PM CoP event invitations for workshops and forums. 
Close the Opportunity Gap: Attend an African-American Equity Task Force Community Meeting May 24
 
DPS and the Board of Education have asked the  African-American Equity Task Force to create a recommended set of actions, efforts and resources needed to address factors contributing to the opportunity gap for our African-American students and educators.

DPS educators and the Denver community are invited to a public meeting from 5-7 p.m. Wednesday, May 24, at Bruce Randolph School, 3955 Steele St., for an opportunity to review and respond to these recommendations. RSVP online or email AAETF@dpsk12.org if you have questions.
Our DPS Day is Going Virtual: Save the Date
 
Our DPS Day is an annual values-based event for members of Team DPS to gather to connect to our shared work, to each other, to our Shared Core Values and to our vision, Every Child Succeeds. This year, Our DPS Day is expanding to reach every member of Team DPS by moving to a virtual platform that can be viewed from schools and team locations.
 
Please block time on your team's calendar as you begin planning for the 2017-18 school year. This is a districtwide priority and all teams are expected to participate. The event will be held 8:30-10 a.m. Aug. 16. More information will be shared with school leaders and managers to arrange the viewing session and activities for each team. 
Coming Soon: A New Exit Interview Process for Your Teams
 
Exit interviews can be an effective tool to gather valuable information. An exit interview process was formalized for teachers two years ago, and the data from exit surveys has informed retention and recruitment efforts. Now, this process will be extended to school support teams. 

The new exit interview uses a Google Form to survey employees and collect data. All employee answers will be recorded by department once submitted. HR partners will sort and analyze the data and share with each department leader monthly as needed. HR partners will reach out to all school-support managers soon to share details about the new process and ask for their partnership in rolling it out to employees who leave voluntarily. If you have questions, contact your HR partner. 
Infor HR Questions? Resources and Support Are Available
 
Have you struggled to navigate Infor HR, process a transaction in the system or figure out what tools Infor HR has for you? The Growth, Performance and Training team is here to help.  The team has resources available to familiarize you with Infor HR and step-by-step instructions to guide you through common transactions. Register yourself and your proxy for an upcoming webinar to learn more about what resources are available and how to locate them in Learning Space. Upcoming webinars are scheduled for June 22, July 20, Aug. 24, Sept. 21 and Oct. 19 (all at 1 p.m.).
Review a Summary of New Purchasing Guidelines
 
The Board of Education approved a policy change on purchasing guidelines effective July 1.  The new policy will ensure the district is compliant with all Uniform Grant Guidance for federal and state grants.  If you facilitate purchases for your school or department, review a summary of changes below or click here to see what's changed:
  • For purchases under $3,499: Pcard is the preferred method of payment in accordance with district policy.
  • For purchases $3,500-$149,999: Two price quotes must be obtained for all purchases including professional services that are not under current contract.
  • For purchases over $150,000: Formal competition (bid or RFP) is required, including contract modifications.
Strategic Sourcing is also implementing a simplified Independent Contractor Agreement (ICA) process. Improvements include a user-friendly online form in lieu of a paper contract, supplier online contract negotiation, DPS online budget approval and electronic storage of documentation.
 
Look for more information on training, reference materials and a schedule of important roll-out dates. If you have questions, contact StrategicSourcing@dpsk12.org.
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