2010 SHRM Pinnacle Award Winner

Successful Practice Showcase Webinar Series

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HR-PRO: HR – Providing Resources to OrganizationsMeeting Community and HR Professionals’ NeedsMeeting Community and HR Professionals’ Needs

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Human Resources Association of New York – HR/NY

Presented by Barbara Adolf, SPHR, CEBS and Suzanne K. Wakamoto, SPHRPresented by Barbara Adolf, SPHR, CEBS and Suzanne K. Wakamoto, SPHR

About HR/NYAbout HR/NY

• Est. in 1948 as SHRM’s 1st affiliated local chapter

• Chapter represents nearly 2000 members within the 5 boroughs of NYC and the surrounding suburbs

• 32 Committees, Special Interest Groups and Forums

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Three Critical FactsThree Critical Facts

In 2008 - 09, unemployment in NY hit double digits.

– Many HR/NY members were out of work.

– Social service agencies that provide vital services were losing grant money and downsizing staff.

– Many agencies had little or no HR presence.

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The Right Place – The Right TimeThe Right Place – The Right Time

• HR/NY Board Member Barbara Adolf worked with the Federation of Protestant Welfare Agencies (FPWA), an umbrella nonprofit for NYC non-profit social services agencies. She saw:

• A growing need for among member agencies for HR help and

• An opportunity for HR professionals in transition to perhaps meet this need.

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Our PartnerOur Partner

• Federation of Protestant Welfare Agency (FPWA) provides services to about 200 members -- social service agencies based in New York City.

• Agencies provide support to people in poverty, people with HIV/AIDS, children/adults with disabilities, the homeless, senior care, child welfare, soup kitchens etc.

FPWA Membership Services include:

• Advocacy program to NYC and NYS governments

• Group Purchasing Program that helps keep their costs down

• Meetings, newsletters, alerts to help member agencies stay on top of key issues and needs

• HR-PRO is now considered a member service

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Finding Like-Minded LeadersFinding Like-Minded Leaders

• Chapter Support • From the beginning HR/NY leadership provided critical support

for the program as a pilot.

• Leadership Committee (LC) Formation • Committee has grown from 3 to 6 members• First meeting 12/08• Brainstormed, conducted research, began designing a

program.

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The Brainstorm The Brainstorm

• What we knew: Goal - to match specific needs for HR support among social service agencies with HR/NY colleagues in transition.

• What type of volunteer program would best serve both populations?• One-on-one projects to address individual agency needs

• Workshops for general training

• What else should we consider? • How do other volunteer programs work?

• Legal implications of this type of program?

• How long should consultancies be?

• How to assess volunteers’ knowledge and Agency needs?

• How to match volunteers with agencies?

• Types of workshops to conduct?

• How to track projects?

• How to determine success of each consultancy/workshop?

• How to market the project to members and to agencies?

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Creating a Name & Defining the MissionCreating a Name & Defining the Mission

HR-PRO: HR – Providing Resources to Organizations

Mission: Est. January 2009, Program began March 2009• To provide New York City’s nonprofit social service organizations

that have limited HR expertise with volunteer assistance from HR/NY members to help these organizations meet their HR needs.

• To provide HR/NY colleagues with: • means to reach out and assist our local community,

• opportunity to stay active in the field while in transition, and

• chance to work with and assist other HR/NY professionals in rewarding projects.

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Creating MaterialsCreating Materials

• Organization Profile: Detailed information about the agency including its most pressing HR needs

• Project Agreement Form: Created with assistance from an attorney member of HR/NY

• Tracking System: Follow up notes/progress reports for each “active” agency – interview the client and the consultant

• Feedback Forms

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Testing the WatersTesting the Waters

• At HR/NY Special Interest Group (SIG) meetings we shared the idea with members.

• FPWA shared information about HR-PRO with member agencies at FPWA events and in written materials, e.g., the newsletter

• Got very positive reactions.

• May 19, 2009 initiated first Orientation

• 22 volunteers went through Orientation

• Participants expressed strong desire to participate –“to help the agencies in need.”

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HOW HR-PRO WORKSHOW HR-PRO WORKS

Roles ResponsibilitiesRoles Responsibilities

The ProgramThe Program

Typical AssignmentsTypical Assignments

Workshop Topics and Workshop Topics and DesignDesign

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Leadership Roles & ResponsibilitiesLeadership Roles & Responsibilities

• Leadership Committee (LC) oversees HR-PRO• Committee meets twice monthly

• Conducts orientation with “consultants” (HR/NY volunteers)

• Maintains and manages data from consultants and organization recipients, e.g., matches consultants with agencies

• Serve as Project Managers, monitoring and troubleshooting projects

• Designs workshops, identifies presenters

• Solicits ongoing feedback/evaluation of the services.

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Volunteer Consultants: Volunteer Consultants: Roles & ResponsibilitiesRoles & Responsibilities

• Register with HR-PRO • Complete the HR-PRO Volunteers Survey -- identifies skills, knowledge and

interests.

• Email resume to LC -- provides background information and practical experience.  

• Data kept on the HR-PRO website, available only to the LC Committee. 

• One-on-One Consultancies• Work with Agency on a project.

• Provide regular progress/feedback to Project Manager on that project.

• Workshops• Work with LC to create content and presentation

• Track and submit hours spent on projects.14

The ProgramThe Program

• FPWA agencies contact FPWA Director of Member and Faith Based Services.

• FPWA Director or HR-PRO LC member interviews the agency -- creates the Agency Profile.

• Agency Profile includes basic information, HR needs and the presenting issue.

• LC identifies volunteer consultants that match the need, contacts them and connects them with the appropriate agencies.

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The ProgramThe Program

• Volunteer Consultant meets with the Agency and determines the scope of work.

• Throughout the project, a member of the LC acts as Project Manager, checking in regularly with consultant and client and tracking project activities.

• Upon completion, Project Manager follows-up with both the consultant and the Agency.

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Typical AssignmentsTypical Assignments

• Review of employee handbook

• HR Audit

• Setting up the HR department

• Ongoing coaching of HR manager

• Training on group process

• Assistance with compliance of HIPPA

• Help implementing and communicating new policy requiring employee contributions to health care plan

• Compensation analysis

• Assistance in closing an agency

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Workshop Topics and DesignWorkshop Topics and Design

• Based on needs of the agencies

• Initial workshop: Downsizing: Human Resources Challenges, Issues and Answers

• Series: Lifecycle of the Employee• I: Getting Them There (Recruitment)• II: Critical Benefit Issues• III: Performance Management

• Presenters – HR/NY members with special expertise

• Scheduled 3 per year

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DID THE PILOT WORK?DID THE PILOT WORK?

OutcomesOutcomes

TestimonialsTestimonials

Success FactorsSuccess Factors

ChallengesChallenges

SurprisesSurprises

The FutureThe Future

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OutcomesOutcomes

• Since March 2009 HR-PRO worked with 21 agencies individually.

• Including those attending workshops, we have worked with 45 agencies.

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Agency TestimonialsAgency Testimonials

Project: Job EvaluationProject: Job Evaluation“[Our volunteer consultant]has been so wonderful!..She has gotten us to the point where we needed to be…She has been right spot on. First I needed someone to help us organize… then to keep us focused and on task –“[Consultant] did a plan and helped us stick to She was good – very professional, respectful. I really appreciate the follow up and the service. It was very valuable for us. “

Project: Compensation AnalysisProject: Compensation Analysis

“…[Consultant] helps me through

talking and working together. …It’s

good to have someone to bounce

ideas off who is very experienced…She is the perfect

HR person.”

Project: Employee Handbook:Project: Employee Handbook:

“The consultant brought the

handbook up to date and updated

the agency’s HR policies. She

helped me a lot – She streamlined

what I was doing.”

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Consultant TestimonialsConsultant TestimonialsProject: Job Descriptions, Project: Job Descriptions, Performance Reviews & TrainingPerformance Reviews & Training“It is a terrific program. You have a sense of double satisfaction in helping out a wonderful organization and also having a chance to use your HR skills to complete an interesting project. I work in a different environment – I really enjoyed getting to know the people who do this work.”

-VP, Human Resources

Project: Agency shutdownProject: Agency shutdown“It was rewarding to be able to offer guidance to a staff that were undergoing a painful experience.” - Director HR & Administration

Project: Volunteer OrientationProject: Volunteer Orientation

“I still remember all the details of

our kickoff meeting. It was a

pleasant evening and career-

turning event in my life!”

- HR-PRO Committee Member

Project: FLSA/CompensationProject: FLSA/Compensation

“Having been unemployed for

some time now it was great to be

able to do some real HR work and

know it helped an organization

that provides such great services

to the community.”

- HR Professional in transition

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Workshop FeedbackWorkshop Feedback

Average Workshop rating

– Very Helpful: 73.8% – Helpful: 26.2%– Not Very Helpful: 0%– Unhelpful: 0%

What, if anything, will you be doing differently as a result of this workshop?

• Develop better job descriptions, make a set of required documents for each new staff and improve recordkeeping for the organization.

• Share information with upper management. Do a safety/violence assessment at my workplace.

• Almost everything! I intend to go back, share with the executive staff, review and hopefully use the sample forms, and get help from my HR-PRO consultant in developing an effective structure for a Performance Evaluation system.

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Success FactorsSuccess Factors

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• Identifying good matches

• Expertise and enthusiasm of volunteer consultants

• Responsiveness and appreciation of client agencies = Bonding with HR-PRO Consultants

• Monitoring the projects – troubleshooting when necessary

• Enthusiasm and commitment of the Leadership Committee

RecognitionRecognition

In addition to the Pinnacle Award:

•Awarded FPWA’s Keystone Award for service to the New York City social service community.

•HR/NY Breiger Award for most valuable contribution to HR/NY.

•Received recognition from Community Training and Employment Resources (CTER).

•Due to 2009-2010 pilot year’s success, program elevation to full HR/NY committee status with Board reporting responsibility.

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What We Learned Along the WayWhat We Learned Along the Way

• There are a multitude of ways to work with the agencies.

• We can also provide volunteers with development opportunities.

• It is better to have fewer forms to complete.

• The program not only suits those in transition; many of our volunteers hold down a full-time job.

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Responses to the Challenges: Responses to the Challenges: Plans for the FuturePlans for the Future

• Agencies overloaded with other demands

• Consultants having to drop out

• Inability to find appropriate projects for some consultants

• LC team members having to pull away at times if too busy with own work

• Time demands on the LC

Continue following up with the agencies – don’t give up!

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Provide opportunities to partner with other consultants to gain new skills. Be prepared to step in/back each other up as needed.

Increase use of systems and technology.

Keep the pipeline full

Knowledge is one of the few things in Knowledge is one of the few things in life that we can give away and still keep.life that we can give away and still keep.

The HR-PRO program is a bridge between The HR-PRO program is a bridge between our colleagues and our community that our colleagues and our community that provides opportunities for knowledge provides opportunities for knowledge

exchange and contribution.exchange and contribution.

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Thank You!Thank You!

Pinnacle Awards Programhttp://www.shrm.org/Communities/VolunteerResources/

ResourcesforChapters/Pages/award_info.aspx

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