COM 0636.000 2020-2022 - Laserfiche WebLink

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Department Actions 1. DHR eliminated the Staffing Review Committee. DHR updated their rules, policies, and procedures to ensure hiring selection rests with the appointing authority. Top 5 ranked applicants plus ties replaces the previous practice of referring the entire list without proper vetting of the applicant pool. 2. DHR agreed to the initial recommendation and through multi-department discussions it was determined the independent Office of the County Auditor would administer a whistleblower hotline. 3. DHR audited hiring packets to ensure departments were following rules and enforcing updated procedures. 4. In May 2017, DHR required departments use NeoGov, the applicant tracking system. 5. DHR updated interview and selection procedures. They administered "Conducting an Effective Job Interview"training. This training is mandatory for employees and non-employees serving on interview panels. Several other training modules are also offered. DHR tracks training attendance. 6. In December 2016, DHR closed recruitments for positions that were not difficult-to-fill. 7. DHR affirmed their recruitment and examination system were consistent with equal opportunity, state statutes, selections were impartial, and training materials were consistent with merit principles. In October 2018, DHR developed, adopted, and circulated, "Human Resources Best Practices" to re-enforce their actions and decisions. Attachments 1.2 - 1.4. 8. DHR contacted and was unable to convince the state to seek reinstatement of provisions to address prohibited personnel hiring practices. DHR mitigated the risk internally by reinstating written examinations and testing applicant's ability and fitness for identified classes of work. Conclusion We commend the Department of Human Resources for their efforts to improve hiring practices for the County of Hawaii. To further strengthen internal controls over the County's hiring process, we've identified some opportunities. DHR should continue ongoing monitoring of all department's interview packets as a best practice and address the following in their rules, policies, and procedures: • Adopt monitoring and oversight procedures • Define nepotism • Define conflict of interest • Define familial relationships including Hanai, relationships • Establish a policy addressing nepotism and conflict of interest • Disclose any potential conflict of interest on the interview panelist acknowledgment form We commend the Department of Human Resources for their commitment to the impartial selection of individuals for public services by means of competitive tests which are fair, objective, and practical in serving the people of Hawaii County. It is the policy of the County to ensure hiring departments are filling all civil service positions with the most suitable applicants available for the position based on the merit principle using fair and uniformly administered procedures. 2 1 Executive Summary