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Restructuring of the Iowa DOT Hiring Process
Wednesday July 26, 2017
Our vision and mission
8/8/2017 2
Vision: Smarter, simpler, customer driven.
Mission: Getting you there safely,
efficiently, and conveniently.
Organization and functions
8/8/2017 3
Governor
Director
HighwayPlanning,
Programming, & Modal
Motor VehicleOperations &
FinanceInformation Technology
Performance & Technology
Design
Construction
Maintenance
Operations
Systems Planning
5 Year Program
Aviation
Public Transit
Trails, bikes, &
pedestrians
Rail
Program
management
Driver’s License
Identification
Vehicle services
Motor carrier
services
Motor Vehicle
Enforcement
Investigations
Employee
services
Budget &
finance
Support
services
State & federal
relations
IT support for
all divisions
Enterprise
services
Project
management
Network &
radio support
Organizational
improvement
Strategic
communications
Research &
analytics
• Six Divisions• Highway division – Divided into 6 districts
• The highway division is the largest and most visible division in the Iowa DOT. The division is responsible for:
• designing highways,
• acquiring rights of way,
• building and maintaining the interstate and primary highway systems
Scope of operations – highways
9400
highway & ramp miles
4200
bridges
500,000
construction hrs/year
600,000
winter maint. hrs/year
24/7
operations presence
25,000
traffic incidents managed/year
8/8/2017 5
• Six Divisions• Planning, programming, and modal division
• This Division is responsible for:
• long- and short-range transportation system plans
• public involvement sessions
• Office of Aviation
• Office of Rail Transportation
• Office of Public Transit
• River Section
Scope of operations – air, rail, transit, and water
107airports (eight commercial)
supported by grants, planning, inspections and
services
3380aircraft registered under the aircraft registration program
27.8Mannual rides supported by
grants and technical assistance to public transit
systems serving 99 counties
3,823miles of rail and 4200 rail
crossings supported by grants, inspections, and
safety programs
6.8Mtons of freight moving to or
from Iowa by water and supported by policy activities and access
investments
8/8/2017 7
• Six Divisions• Motor Vehicle
• The second largest division is responsible for:
• licensing drivers, including commercial and chauffeur's licenses.
• regulates height and weight restrictions and handles licensing and titling for all vehicles
Scope of operations – drivers and vehicles
2.2M
driver’s license & ID customers
900,000
licenses & IDs issued/year
4.4M
registered vehicles
$580M
title & registration fees/year
120,000
oversize/overweight loads permitted &
routed/year
850,000
commercial motor vehicles weighed or
inspected/year
8/8/2017 9
• Six Divisions• Information Technology Division
• The IT Division is responsible for:
• internal support services
• automation support
• and facilities and equipment support
• Six Divisions• Performance and Technology Division
• This division is responsible for:
• performance management,
• asset management,
• process improvement,
• strategic planning and communication
• Six Divisions• Operations and Finance Division
• This division is responsible for:
• facilities management (design, building and grounds, remodel, lease management)
• procurement and distribution activities
• central motor pool, fueling site, and warehouse and distribution
• printing and assembly, and mail services
• Human resource management,
• financial management,
• accounting and payroll systems
Operations Budget - Distribution
8/8/2017 13
74% in
Highway
& Motor
Vehicle 64%10%
6%
6%
2%1% 7%
4% Highway, $245M
Motor Vehicle, $38M
Operations & Finance, $23M
Information Technology, $25M
Planning, Programming & Modal,
$9M
Performance & Technology, $4M
Special Purpose, $25M
Capital Projects, $16M
Efficiency and improvement
Fewer facilitiesSince FY2000, 56 fewer locations and four
consolidated locations (garages, construction offices, and scales)
Less equipmentSince FY200, 546 fewer plow trucks, vehicles, and
pieces of equipment
More e-services
Online license renewal, electronic driver & vehicle services portal, license & ID kiosks,
automated permitting/routing, 100% e-bidding, contracts and project admin.
Better performance
Winter operations and traffic management dashboards, just-in-time license plate
inventory management
Better solutions
Expanded use of tow plows (one driver clears two lanes), transition from five to
eight year licenses and IDs (37% reduction in renewal volume beginning in CY19)
8/8/2017 14
2016 accomplishments
More e-services
Implemented on-line voter registration, on-line dealer license renewal, and a
web-based ridesharing service (rideshare.org), first state to e-sign all
construction projects
Smart freightImplemented e-screening system at Dallas and Jasper County scales to bypass safe/legal carriers, initiated
seamless permitting and routing pilot across state, county, and local systems
Facility consolidationConsolidated four construction, garage and district locations in Britt & Mason
City into a single complex
InnovationCompleted mDL pilot, partnering with HERE of North America, U of I & ISU to develop high definition maps that will
support smart vehicle technology
InfrastructureSecured a $25.7M US DOT grant for
Cedar Rapids logistical park, awarded last three projects needed to complete US 20 by 2018, managing a five-year program
investment of $3.5B
8/8/2017 15
A smaller organization
8/8/2017 16
3,930
3,851 3,8713,833 3,859 3,859
3,458 3,442 3,4213,376 3,375 3,374 3,373 3,393
3,109 3,109
2,870 2,870 2,870
2,7892,722 2,722 2,722
2,500
2,750
3,000
3,250
3,500
3,750
4,000
4,250
1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019
TO
TA
L O
PE
RA
TIO
NS
FT
E
FISCAL YEAR
-466 FTE
-12.1%-1,137 FTE
-29.5%
-671 FTE
-17.4%
Hiring Process Strategy
• Retool the department’s hiring process with the goals of:
• Reducing the number of variables in order to increase consistency in hiring
• Broadening the applicant pool
• Improving diversity
• Reducing the time needed to hire
8/8/201717
Coordinator 1 Central Highway
Division
Coordinator 2 Central It, Op
Fin, Plan Modal, Performance
Coordinator 3 District 1 and
District 2
Coordinator 4 District 3 and
District 4
Coordinator 5 District 5 and
District 6
Coordinator 6 Motor Vehicle
Hiring Process
Get approval to fill vacancy
•District gets approval from Division Director for approval to fill vacancy
P5 is Generated
•Develop and Attach PDQ
•Write Hiring Justification
•Write Posting Verbiage
•Office Applies Entry Level Approval
PDQ Review.
•Review PDQ and Posting•Approve P5 at PDQ
Review Level
P5 Approval filters through span of
control
PDQ Approval Level
•Final PDQ and Posting Review
DAS DOM Review and Approval
Post to NEOGOV
• DAS reviews and approves PDQ and hiring justification
• DAS sends hiring justification to DOM for approval
• DOM sends hiring justification to Division Director Support who applies DAS DOM approval on P5
8/8/2017
Hiring Process
Receive Applicant List from NEOGOV
•Create HDJ in P5 of the position
•Load candidates spreadsheet into HDJ
HDJ Process with AA Officer
Interview Candidates
•Determine interview team
•Schedule interviews•Interview scoring
matrix
Candidate Selection
Offer Position to Selected Candidate
8/8/2017
New Hire Onboarding Process
Drug and alcohol testing and Physical Capacity Profile (PCP) exam (if
required)
•Schedule Drug and Alcohol Test
•Receive Results
•If Failed Stop Here
•If Passed Proceed
•Schedule Physical Capacity Profile exam
•Receive Results from Workers Comp Personnel
•If Failed Stop Here
•If Passed Proceed
New Hire Letter and Onboarding info letter is sent to employee from
Staffing Coordinator
Begin P1 and enter 1st level approval.
•It is crucial that all of the following fields are completed and are accurate•Last Name•First Name•Middle Name if Available•Payroll Name•Sex•Race•Social Security #•Birth Date•Home Address•Home City•Home State•Home Zip Code +4 if
available•County of Residence•Home Telephone (New)•Personal Email (New)•Cost Center•County of Employment•Position Number•Base Salary•Base Step•Step Increase Date•Shift Designation•Monday thru Friday Week•Hours Per Week•Hourly Pay
Complete New Hire Onboarding Form by
selecting the employees name in Service Now
•Email automatically goes to EE giving link, login and password information along with instructions on how to complete documents
Onboarding Tasks completed by New
Employee
•All hire paperwork will be completed online and will be available to HR Agent within Service Now.
•Supervisors will receive an email when the I9, Employee Handbook and Medical Emergency forms are completed by the employee so they can complete their portion of these forms.
•Once all hiring documents including the supervisors sections are complete, the status will show 100% complete in the HR Cases in favorites
HR Agent completes P1 tasks from completed PDF’s in Service Now
Form's automatically sent to ERMS
•When the case is complete and forms have been used in P1 completion, the HR agent will click on the Closed Complete at the Case level. This pushes the PDF documents into a folder for ERMS to file.
• Create Auto Deposit P1• Create Comp Time
Payout P1 if needed• Enter the following
items into the Hire P1:• Tax Marital Status• Federal Exemptions• Voluntary Federal
Withholding• State Exemptions• Voluntary State
Withholding• State Code• Pretax Benefits• Emergency Contacts
and Phone• Position Type• Employee Status• Condition of
Employment• Service (State)• Employee Date (DOT)• Seniority Date• Vacation Anniversary
Date• Probation Review Date• State Disability Date• FICA Exemption• IPERS Exemption• FICA Other
Employment• IPERS Other
Employment8/8/2017
Find your future at www.iowadot.gov/careers
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