Oakland Police Department
Bureau of Services
Personnel Division
Annual Report 2012
Annual Report- 2012
Personnel Division
Table of Contents
I.
Section Functions / Responsibilities.......................................................................... 3
II.
Staffing ...................................................................................................................... 3
III.
Fiscal Management.................................................................................................... 4
IV.
Training Received .................................................................................................... 4
V.
Significant Accomplishments.................................................................................... 5
VI.
Performance Data ...................................................................................................... 5
VII.
Other Performance Data ............................................................................................ 6
VIII.
Plans and Goals ......................................................................................................... 7
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Annual Report- 2012
Personnel Division
Section Functions / Responsibilities
The Personnel Division consists of the Personnel Section, including the Payroll
Unit, the Medical Unit and the Recruiting & Background Investigations Unit. The
division is responsible for all personnel activities, payroll, recruiting and background
investigations and the medical aspects of the agency.
On June 8, 2012, the Parking Control Unit was transferred from the City of Oakland,
Finance and Management Agency to the Oakland Police Services Agency. The
result of the transfer added an additional 75 temporary and permanent staff to be
included in the daily processing of personnel-related matters including payroll
processing and managing of existing workers’ compensation claims.
The Personnel Section consists of the personnel and payroll activities of the
Agency. The section is responsible for maintaining and updating approximately
1,000 active personnel files and the files of all ex-OPD employees. Among other
responsibilities, the Section processes and monitors bilingual test requests; processes
annual salary step increases; tracks badge assignment and inventory; generates
personnel rosters; handles the initial processing of all new employees and the final
checkout for separating employees; facilitates movement and transfer of members
and employees, maintaining records in the Personnel Database system that feeds and
updates iPAS; monitors and updates Telestaff; maintains filled/vacancy records and
position control reports and coordinates the Department’s promotional
considerations. The Personnel Section also maintains the Sworn Transfer Book,
coordinates and tracks the performance appraisals, responds to personnel surveys,
Public Records requests and verifications of employment. The Payroll Unit is part of
the Personnel Section and is responsible for handling all aspects of payroll for the
1,000+ employees. The workload includes input of the weekly timecards, process of
payroll corrections and adjustments, request initial and annual uniform allowances,
sort and disperse the check advices, research and respond to payroll questions from
employees and auditors as well as all other payroll related work.
The Medical Unit manages the workers’ compensation program; processes and
tracks all injury reports, maintains medical files, administers payroll for injured
members/employees; coordinates disability retirements; manages the Transitional
Assignment program to return injured workers to limited duty whenever possible;
tracks FMLA requests, and schedules ergonomic workplace evaluations. This unit
tracks on duty injuries and creates and maintains a Workers’ Compensation plan for
the Agency.
The Recruiting and Backgrounds Unit is responsible for actively recruiting, hiring
and developing qualified candidates who advance the goal of Oakland Police
Department, the community, safety and communication channels to maintain a high
quality of life in Oakland. The main function of the unit is to maintain constant
flow of information to the public concerning employment opportunities within the
Police Department; coordinating the extensive selection processes for Police
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Annual Report- 2012
Personnel Division
Officers/Trainees and other civilian positions and conduct extensive background
investigations on perspective members and employees for hire.
Personnel Division Staffing
Classification
Police Services Manager I
Support Services Supervisor
Administrative Analyst II
Administrative Analyst I
Police Records Specialist
Storekeeper II
Payroll Clerk III
Payroll Clerk II
Police Personnel Operations Specialist
Police Officers
Authorized
FTE
1
1
4
1
2
1
1
3
1
5
Actual
FTE
1
1
4
1
2
1
1
3
1
5
Vacancies
(+/-)
-
At the end of 2012, the Personnel Division staff composed of the following:
Personnel Division
Personnel Section
Medical Unit
Recruiting &
Background
Investigations Unit
Police Services Manager I
Police Records Specialist
Support Services Supervisor
Administrative Analyst II
Administrative Analyst II
Administrative Analyst I
Police Records Specialist
Storekeeper II
Payroll Personnel Clerk III
Payroll Personnel Clerk II
Payroll Personnel Clerk II
Payroll Personnel Clerk II
Administrative Analyst II
Administrative Support
Cee Belue
Keith Wilson
Penny Ha
Jennifer Foster
Apryl Belland-Smith
Cynthia Jay
Fe Hanson
Tom Jones
Leticia Gonzalez
Elizabeth Simmons
Monica Carnes
Jean Lin
Jennie Lim
Temp
Police Personnel Operation Specialist
Administrative Analyst II
Police Officer
Police Officer
Police Officer
Police Officer
Police Officer
Antone Hicks
Janet Yan
Juan Sanchez
John O'Reilly
Sly Brewster
Wendy Rae
Panya Sawan
Page 4 of 9
Annual Report- 2012
Personnel Division
Fiscal Management
106210
O&M
Personnel
Overtime
TOTAL
106610
O&M
Personnel
Overtime
TOTAL
Budget
Appropriations
$282,721
$547,661
$13,470
$843,852
Actual Annual
Expenditures
$268,957
$856,116
$28,599
$1,153,672
Difference
$13,764
($308,455)
($15,129)
($309,820)
Budget
Appropriations
$121,001
$573,729
$6,980
$701,710
Actual Annual
Expenditures
$102,279
$794,831
$94,519
$991,629
Difference
($221,102)
($87,539)
$9,661
($298,980)
Overspending in labor for the division resulted in filling two (2) Payroll Personnel
Clerk II vacancies, two (2) Administrative Analyst II vacancies (Personnel Section
& Medical Unit) and adding additional resources to the Recruiting & Background
Investigations Unit for the purpose of the planned Police Officer Trainee Academies.
Training Received by Staff
The Personnel Division staff is in compliance with all required training:
• All members are in compliance with NSA and DMS training
• All certified background investigators attended the annual POST background
training.
• PPOS completed the POST training and is now a certified background
investigation.
• PPOS completed the Notary certification.
Significant Accomplishments
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Maintain full compliance of NSA Tasks 19, 23, 44 and 46.
Rolled out Self Service Timekeeping to all civilian and executive sworn level
classifications within OPD;
Replaced the antiquated identification card system for a new upgraded
system;
Jointly worked with DHRM to streamlined the personnel requisitions and
examination process
New contracts for the mental behavior vendors - Michael Palmertree (all
members) and MHN (sworn members only).
Maintained accurate Transfer and Order of Merit information;
Hired a dedicated Administrative Analyst II for the OPD Medical Unit. This
staff member monitors employees who are off of work or on light duty and
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Annual Report- 2012
Personnel Division
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ensures up-to-date medical slips are submitted in a timely manner.
Transitional assignments are assigned as soon as the employee is released to
light duty and those assignments are rotated when the 90 days are up.
Held two (2) Health Fairs – One for flu shots and tips for preventing the flu
or to stop the spread of flu that was done in conjunction with the Oakland
Fire Department and Public Works. One to promote healthy eating exercises,
etc.
Submitted the required report in response to the OSHA abatement that
included rolled out of training, incorporated annually and approval to
purchase two (2) OSHA approved respiratory masks for field personnel.
Successfully initiated the recruiting activities for the hiring of sworn
members and attended the following recruiting events:
2012 Veteran's Career Fair
African Methodist Episcopal Church Block Party
ALCO Diversity Employment Day
ALCO Independent Living Skills Program Career Night Location
Center for Elders Independence Health Fair
City of Oakland Career Day
Diversity Fair Centre Concord
Lockwood Gardens Career Fair
LPS College Park School Career Fair
McClymonds High School Career Fair
Oakland Police Department 1st Annual Open House
Oakland PRIDE Parade
T. Lawson Foundation Family Day
Willie Wilkins Park Event
Successfully fill the first academy since 2008, 166th Academy.
Initiated and conducted monthly practice Physical Ability Test
Initiated and conducted seminar/workshops for:
o Women/Policing in Oakland Seminar
o Selection Process Seminar
Ensured all units within the department are in compliance with the
Department of Justice background requirements.
Hired an Administrative Analyst II dedicated to the OPD Medical Unit. This
staff member monitors employees who are off of work or on light duty and
ensures up-to-date medical slips are submitted in a timely manner.
Successfully implemented a Transitional Assignments program to assigned
employee medically released to light duty into modified duty assignments
and ensure rotation every 90 days when possible.
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Performance Data
In 2012, the Personnel Division:
• Processed the following sworn promotions:
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Annual Report- 2012
Personnel Division
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Date
Member
Rank
2/1/2012
2/4/2012
2/4/2012
9/1/2012
9/1/2012
9/1/2012
12/22/2012
12/22/2012
12/22/2012
12/22/2012
10/13/2012
10/13/2012
10/13/2012
10/13/2012
10/13/2012
10/13/2012
10/13/2012
10/13/2012
10/13/2012
10/13/2012
10/27/2012
10/27/2012
10/27/2012
Jordan, Howard A.
Toribio, Anthony G.
Whent, Sean C.
Williams, Sharon J.
Chan, Robert D.
Lewis, Eric D.
Joshi, Nishant
Walker, Steven L.
Wehrly, Brandon
Wingate, Randell D.
Griffin Jr., William L.
Lau, Wilson W.
Mendoza, Angelica
Neri, Seth D.
Nguyen, Hamann D.
O'Connor, Charles
Oliver, Mildred L.
Rhoden, Mark
Shavies, Frederick W.
Small, Jr., Tyman E.
Haney, John E.
Reed, Byron
Tom, Jeffrey E.
Chief of Police
Assistant Chief of Police
Deputy Chief of Police
Captain of Police
Lieutenant of Police
Lieutenant of Police
Lieutenant of Police
Lieutenant of Police
Lieutenant of Police
Lieutenant of Police
Sergeant of Police
Sergeant of Police
Sergeant of Police
Sergeant of Police
Sergeant of Police
Sergeant of Police
Sergeant of Police
Sergeant of Police
Sergeant of Police
Sergeant of Police
Sergeant of Police
Sergeant of Police
Sergeant of Police
Processed 105 new hires
Processed 104 separations due to retirements/resignations
Processed approximately 6,500 payroll adjustments.
Background Investigations processed and completed:
Sworn - 420
Civilian - 188
Tested 1,500 POT applicants.
Processed 22 disability retirements
Held two (2) Health Fairs – one for flu shots and tips for preventing the flu or to
stop the spread of flu, healthy eating, exercises and mental health, and the second
in conjunction with Oakland Fire Department and Public Works.
Successfully responded to the OSHA Abatement report
a. Establish a Contagious Disease program
b. Establish lesson plan and incorporated into the annual CPT for field
personnel
c. Obtained approval to purchase the OSHA approved masks (P100 and
N95) for field personnel.
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Annual Report- 2012
Personnel Division
Other Performance Data
A review of the Personnel Division employees’ performance data, including uses of
force, discharges of firearms, personnel complaints, vehicle pursuits, and vehicle
collisions, showed no patterns of behavior needing corrective action.
Plans and Goals
The Personnel Division plans and goals for 2013 are to improve customer services, to
serve as a subject matter expert to the internal customers in relation to recruiting,
personnel and medical inquires and promptly provide service to customers:
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Maintain compliance with all Negotiated Settlement Agreement training
requirements;
Improve the controls to process accurately and timely payroll charged to
Measure Y;
Maintain full compliance with NSA Tasks 19, 23 & 46;
Continue to work with vendor to identify and streamline process to update
records in Telestaff;
Continue to work with DHRM to minimize vacancies through the timely
submission of personnel requisitions and examination requests;
Enhance the Personnel Database to incorporate certain functionality that will
streamline and reduces the manual entry required during annual watch change;
Develop Standard of Operating Procedures and roll out self-service time
reporting to all OPD Divisions;
Process all member/employee transactions accurately and timely; and
Succession planning for supervisor/manager level positions
Enhanced and broaden newly hired front line Supervisor training with
coaching/feedback and customer service modules
Implement self service time to entire OPD organization
Improve Medical Unit processes; ensuring prompt service for on-the-job
injuries, return to work program and increase employee, supervisor and
command staff training.
Increase efforts for promoting preventive measures to reduce on-line injury
and increase wellness.
o Health Fairs – October timeframe - before the flu season consisting of
flu shots as well as other health monitoring services, blood pressure,
blood sugar testing, BMI (Body Mass Index) measuring, etc. This will
be done in conjunction with the Fire Department and Public Works
Agency. A second one will be held during the springtime that focus
on healthy eating, exercising, ergonomic tips and desk exercises to
prevent work injuries, such as carpal tunnel, strains and reduce
adverse reaction affects and to provide resources to promote healthy
mental health.
o Distribution of Information – Posters and signs around the work areas
or e-mails providing employees with tips on avoiding the flu;
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Annual Report- 2012
Personnel Division
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resources for seeking help when feeling adverse reactions; notices
from local fitness centers of yoga and dance classes or membership
discounts; reminders of services provided by MHN (for sworn) and
Claremont (for non-sworn) which extends to childcare and eldercare
assistance, financial services, legal services, and other daily living
services.
Transition to an on-line background investigation process
Recruit and hire candidates for the 167th and 168th academies
Improve processes and provide quality background investigations through
ongoing training.
Continue establishing relationships with the community, local educational
establishments and faith based organizations to increase applicant pool
Maintain an ongoing pool of qualified candidates for the positions of Police
Officer, Dispatcher and Police Cadet.
Attend available POST approved courses dealing with both background
investigations and methods of recruiting that are offered throughout the year.
Attend recruiting opportunities that increase the pool of female, Oakland
resident and selective language candidates.
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