DIVISIONOFHUMANRESOURCES
Ms.LaVonneTsosie,DivisionDirector
Telephone:(928)871-6375
Email:[email protected]
FY2016SecondQuarterReport
(January,February,March2016)
TABLEOFCONTENTS
PageNo.
I.
EXECUTIVESUMMARY
2
II.
CRITICALISSUES
2
III.
PROJECTSTATUS
8
IV.
BUDGETSTATUS
14
V.
OPERATIONAL&PROCESSIMPROVEMENTINITIATIVESTATUS
15
DIVISIONOFHUMANRESOURCES|FY2016–2ndQuarterReportPage1
I.
EXECUTIVESUMMARY
TheDivisionofHumanResourceshasatotalof14departmentsthatincludethe
DHRAdministrationOffice,DepartmentofPersonnelManagement,StaffDevelopment
andTrainingDepartment,NavajoDepartmentofWorkforceDevelopment,Department
ofNavajoVeteranAffairs,DepartmentofRetirementServices,OfficeofNavajoLabor
Relations,OfficeofBroadcastServices,NavajoOfficeofVitalRecordsandIdentification,
NavajoOccupationalSafety&HealthAdministration,OfficeofNavajoWomenand
Families,DepartmentofChildSupportEnforcement,NavajoNationBand,andOfficeof
BackgroundInvestigations.
AlldepartmentsunderDivisionofHumanResourcesprovidedirectservicesto
theNavajoPeople.Accordingly,weconsiderourprogramsvitaltotheNavajoNation.
Presentedinthisreportarecriticalissues,projectstatuses,budgetstatus,and
operationalandprocessimprovementreportsfromtheDivisionofHumanResources.
DivisionDirectorLaVonneTsosiehasbeenaddressingmajorandminorconcerns
withalldepartmentssincehereappointmentasDivisionDirectoron12/7/15.Thisisin
anefforttoimproveandupgradeprocessesandprocedureswithinthedivision.All
programsarebeingevaluatedintheirentiretytoseewhatcanbeimprovedforservices
totheNavajoPeople.
AmongtheissuesthatfacetheDivisionistheprojectedbudgetshortfalltotake
placeinFiscalYear’17andtheimprovementofdepartmentprocessesandworkflow.
TheNavajoNationiscurrentlyfacingbudgetshortfallsforFiscalYear’17andthe
departmentsarestrugglingtooperatetotheirfullcapacitywithlimitedfunding.
ThroughtheleadershipoftheBegaye/NezAdministration,theDivisionhasbeentasked
withevaluatingprogramsandtheireffectivenessandtoeliminateanyduplicationof
servicesprovidedbythedepartments.TheDivisionistaskedwithevaluatinghow
programscanbecomemoreefficientandself-sustaining.
TheDivisioncontinuestoworkonhelpingandimprovingthefunctionsofthe
programsasitrelatestothedirectservicesprovidedtotheNavajoPeople.
II.
CRITICALISSUES
A. DivisionofHumanResources
i.
Identifyingthemuch-neededchangestobemadetothePersonnelPoliciesManual,
NavajoPreferenceinEmploymentAct,NOSHA,ChildSupport,OfficeofNavajoWomen
andFamilies,andVitalRecordsandIdentification.
ii. FiscalYear’2017Budgetpreparationwiththeexpectedshortfalls.
B. DepartmentofNavajoVeteranAffairs
DIVISIONOFHUMANRESOURCES|FY2016–2ndQuarterReportPage2
i.
Althoughthedepartmenthasbeenmaintainingstableoperationswiththecurrentstaff,
thedepartments’stillhasashortfallintheadministrativefunction.DNVAdidhirean
ASOthispastquarter,whichshouldhelpwithoperations.Thefollowingpositionsare
stillneeded,CommunityOutreachCoordinator,ExternalContracts/Grants
Management,andaPublicInformation’sOfficer.
ii. SeveralAgencieshavebeenexperiencingInternetandWIFInetworkissues.Thishinders
theoverallprocessofthe6Brolloutandcertificationoftheendusers.
iii. TheFiscalYear’16budgethasbeenanythingbutanimpedimenttoprogresswithinthe
department.Althoughthedepartmentcontinuestomakeprogressincriticalareas,
thereareshortagesandcurrentlyhavenegativebalancesintheadministrativeand
operationalcostsofthedepartment.
iv. Technicallythedepartmentisinthethirdyearhousingconstruction.However,the
departmenthasjuststartedthesecondyearconstructionthisfiscalyear.Thedelaywas
duetovariousinitialconstructionstechnical,operational,andfiscalplanning.The
NavajoVeteransHousingProjectexperiencedayearonesetback,howeverDNVAhas
strenuouslyworkedtodeviseaplantohaveasolidhousingconstructionprogram.
a. DNVAiswritingarequestforproposaltocontractoutthe3rdyearhousing
constructiontomaintainthemomentumofhousingconstructionsetinthe2ndyear
housingconstruction.
v. WiththepassingoftheenablinglegislationtoestablishaNavajoNationVeterans
AdministrationandNavajoVeteransAdvisoryCouncil,thedepartmentsitswithmany
questionsofpossiblereorganization.Whatwillthefunctionsbeofthedepartment,asit
becomestheVeterans,Administration,wherearethedollarscomingtosupportthe
transition?WhatistheprimarydutyandresponsibilityoftheNavajoVeteranLiaisons
undertheOfficeofthePresidentandVicePresident?HowwilltheNavajoAdvisory
Councilandwhenorhowsoonwillanexecutivedirectorcomeonboardtoassistwith
thereorganizationanddevelopmentoftheNavajoNationVeteransAdministration,and
whatisthebigpictureinthetransition?ThecurrentpersonneloftheDNVAunderstand
thepotentialsanditsneedsforthetransitionbutithasexpressedthatthedepartment
islegallyundertheOfficeofthePresidentandVicePresident.Onthecontraryitis
expressedthatitisstillundertheDivision.Atthispoint,theDivisionhasnoclear
directionontheevolutionofthenewVeteransAdministration.
a. DNVArecommendsthatOPVPimplementsomepreliminaryadministrativeplans
pendingthetransition.Intheinterim,thedepartmentwillcontinuetooperateits
dailytasksandfunctionsperthePlanofOperation.
b. Identifytheorganizationalstructureandfundstocreateandimplementtransitional
plans.Theneedsakeyexecutivelevelstrategicplanningtomakethebeststrategic
decisionforallNavajoVeterans.
C. DepartmentofPersonnelManagement
i. ThedesignationofthechapterCommunityServicesCoordinatorandAccounts
MaintenanceSpecialistpositionshavebecomeissuesbytheHealth,Educationand
HumanServiceCommittee(HEHSC).
DIVISIONOFHUMANRESOURCES|FY2016–2ndQuarterReportPage3
a. TheAuditorGeneralpresentedinformationregardingthereferralof21casesto
EthicsandRulesofficerelatingtoquestionabledisbursementofchapterfunds;and
requestedsupportfromHEHSConthedesignationofthesepositions.
b. SomeHEHSCmembersarenotinsupportofthedesignationbecauseitwillnot
resolvetheauditissuesandthecriminalbackgroundcheckwilldelaythefillingof
vacantpositionsbecauseittakestoolongtocompletethebackgroundprocess.
c. HEHSCisconcernedaboutwhetherthedesignationrequiredtheirapproval.
PursuanttotheNNPPM,SectionK,DPMhasthedirectresponsibilitytomake
designationsforsensitivepositions.ThereisnorequirementforHEHSCapprovalof
designations.
d. TheAdministrativeServiceCenterDepartmentManagerisrequestingthatthe
backgroundchecksbeconductedinphases.Noformaldecisionhasbeenmadeto
date.
ii. DPMhasbeenmeetingwiththeOfficeofthePresidentandVicePresident,SanJuan
County,OfficeoftheSpeaker,NNFire&RescueServices,DOJandDivisionofGeneral
Servicesregardingthetransitionofthree(3)firestationsthattheSanJuanCountyhas
beoperatingtotheNavajoNationFire&RescueServices.
a. DPMadvertised15positionsforthefirestationslocatedinShiprock,Newcomband
OjoAmarillo;andreferralshavebeenmadetotheprogram.DPMreceivednotice
thatselectionshavebeenmadetofill7positions.
b. Thereisanissuewiththebackgroundcheckprocess,whichishinderingtheirefforts
tofillthepositionspriortothe4/1/16transitiondate.
c. Duetootherissuesthatneedtobeaddressedpriortothetransition,adecisionwas
madebytheNavajoNationtorequestforanextensionofthetransitiondatefrom
4/1/16to10/01/16.SanJuanCountygrantedtheextension.
d. Atthistimethereisaconcernastowhetherthesepositionsshouldbefilledsince
SanJuanCountywillcontinuetoprovideservicestotheNation.
iii. ImplementationoftheDPMPerformanceAuditCorrectiveActionPlan,i.e.,the
completionoftherevisionstotheDPMFileMakerPro(Applicant,RequisitionFileand
PCQ)databasestoensurecomplianceandtoimprovethetimelinessoftherecruitment
andclassificationprocesses.
a. TherevisionstotheRecruitmentdatabaseareongoingandareabout60%complete.
TheHRSManagerhasbeenprovidingperiodicupdatesandfeedbackonchangesor
additions.Somechangesandadditionsinvolvemoreresearchandtesting.
b. Anothermajortaskthatneedstobedoneisthecleanupofexistingdata.Thisneeds
tobecompletedpriortofinalconversion.
iv. ThePilotProject,whichallowscertaindivisionstoconductqualificationassessmentson
theapplications,receivedfortheirrespectivepositionadvertisementsneedstobe
evaluated.
a. Thepilotprojectwasoriginallyestablishedforaoneyearperiodbeginning
November2013;however,hasnotbeenreviewedtodetermineitseffectiveness,
norhasitbeenlegallyextended.Thiswillbeacoordinatedeffortbetweenthe
DivisionofHumanResources,OPVPandDPM.
b. Thereareseveraldivisionsthathaverequestedthattheydotheirownassessments;
andone(1)hasexpressedtheneedfortheequivalencyclause.
DIVISIONOFHUMANRESOURCES|FY2016–2ndQuarterReportPage4
v. DPMhasidentifiedissueswiththeEmployeePerformanceAppraisalForms(EPAF)being
submittedbyprogramsfortheemployees.
a. EPAFshavebeensubmittedforemployeeswithoverallratingsof“Doesnotmeet
standards”or“Unsatisfactory”;howeverthereisnoindicationofwhatactionis
beingtakentoimprovetheperformanceoftheseemployees.DPMhasbeenissuing
memostoprogramsrequestingthecorrectivemeasuresbeingtaken,buttherehas
beennoresponse.
D. NavajoOfficeofVitalRecords&Identification
i. FortDefianceenrollmentofficeisclosedduetothewaterpipesbreakingduringthe
winterandtheBIA/BIEFacilitiesDepartmentstatednottooccupythebuildinguntil
furthernoticeorwhentherepairsaredone.
ii. Currentlyintheprocessoflookingforadditionalofficespacefortwoagencyoffices.
E. OfficeofBroadcastServices
i. NavajoFilmOffice
a. TodatetheNavajoFilmOfficeisstillswampedwithrequeststofilmintheNNparks
area.TheNavajoFilmOfficerefersprojectstotheParksDepartment,butmost
timesparksdepartmentisunavailableandthoserequestersreturnbacktothe
NavajoFilmOfficeseekingfurtherassistance.Thereneedstobeanawareness
campaigninitiatedbyNavajoParks,orneedtobeabletoassistthefilmpeople.
OveralltheNavajoNationreceivesbadratingsbytheseoutsidefilmentities.
b. In2013theNavajoNationCouncilHumanServicesCommitteerecommendeda
changeinpolicyfortheNavajoFilmOffice,thiswasdoneaftertheNavajoParks&
RecreationDepartmentchangetheir“BackCountryPacking”permitsto“Film
Permits”andbegantoissueFilmPermitswithouthavingtogothroughtheproper
ReviewProcess.
(I) 6BRollout
c. FMIStrainingneededforstaffthatdealwithOBSbudgetsandpurchases.
d. FMIS6-BRollOuthasbeenanongoingpurchasingprocessforALLNavajoNation
programsandwillcontinuetobeOOC’sprioritytostreamlinedepartment
purchases.Thereforeallstaffthatimplementandapproves/purchasesshouldbe
FMIStrained.StaffhaveoptiontosetFMIStrainingwithOOC,trainingisoffered
onlineandcanbeaccomplishedduringregularworkhours.CurrentlyMedia
ProductionSpecialististheonlystaffmemberFMIStrained.
e. ThedisconnectionofFNXprogrammingfromNNTV5becauseoflackoffunding.
f. In2014NNTV5negotiatedwithFNX,nativeTVStationfromSanBernardino,CAto
itsprogrammingtoaugmentitsdailyTVprogramming.
g. FNX/NavajoNationwentthroughtheSASProcesswiththeretransmissionandwas
signedbytheNNPresidentandFNXBoardofDirectors.
h. FNXconnectivityanticipatedtobedisconnected;conversionofDVDsneedstobe
implementedtoensureplayboxhasprogrammingbytheendofthismonth.
F. NavajoOccupationalSafetyandHealthAdministration
i. AddressingdeficitaccountswiththeadditionalIndirectCostBudgetreceived.
DIVISIONOFHUMANRESOURCES|FY2016–2ndQuarterReportPage5
ii. NOSHAoperatingwithlimiteddutiesintheareasofconsultations,trainings,
investigations,andworkplaceeducation.
iii. PerformanceCriteriaviatheabilitytomeetOSHAStandardsintheareasof
employer/employeeawarenesspubliceducation,workplaceinspection/assessments,
implementationofcorrectivemeasures,andprovidingconsultationsandtechnical
assistance.
iv. WillbesubmittingrecommendedchangestothecurrentPlanofOperationthroughthe
164ReviewProcess.
G. StaffDevelopmentandTrainingDepartment
i. StaffDevelopmentisstillinneedofaproposedExecutiveOrderforalloffNavajoNation
travelthathasbeenanongoingissuewithmanydivisionasfewseemtohavereceiveda
memofromtheOfficeofthePresidentandVicePresidentreceivingpermissiontoonly
havetheirdivisiondirectorsapproveoffNavajoNationtravel.AnewExecutiveOrder
wouldbeadequateduetotheaccountantsatOOCrequiringthememorandumforall
NavajoNationtraveltobesignedbythePresidentsoffice.Asoftoday,noExecutive
OrderhadbeenissuedfromOPVP.
H. OfficeofNavajoWomen&Families
i. TravelfundslimitingthecompletionofResourceManual.Travelfundslimiting
attendanceattraining,conference’sandmeeting’s.
I. DepartmentofRetirementServices
i. SensitivePositionsbeingdesignatedandconductingbackgroundchecksfor9
employees.
ii. DefinedBenefit
a. eepoint.
b. ScanningProject.
c. Establishnewfiscalyear2017estimatefringerate.
d. CompletetheFY’15actuarialvaluationreport.
iii. DefinedContribution401(K)SavingsPlan
a. CommunicationandEducationtoEmployees.
iv. DeferredCompensation
a. SearchfornewDeferredCompensationPlanprovidertobeeffectiveJune30,2016.
J. NavajoDepartmentofWorkforceDevelopment
i. TechnicalassistanceandFMISworkisneededtocloseoutoldbusinessunitsandclose
outNDWDgrants.OfficeoftheControllerContractAccountingneedstohelpwithall
outstandingFinancialReportstocompletethecloseoutprocess.Meetingshavebeen
heldwithOOCandOMBContractsandGrantsSection.(On-goingIssue,noresponse
yet).
ii. AssistanceisneededfromtheNavajoNationExecutiveBranchinresolvingaudit
findings,whichrequireinvolvementfromotherdepartments.Wecannothaveawork
sessiontoagreeonwhatisacceptabletobeimplementedwithintheNavajoNation.
TheDepartmentManagerisrequiredtoimplementcorrectiveactionplans;however,
DIVISIONOFHUMANRESOURCES|FY2016–2ndQuarterReportPage6
otherresponsiblepartiesdonotrespondwiththeirtimelyassistance.TheChief-of-Staff
needstore-initiatemandatorymeetingsonSingleAuditfindingsandotherauditsfor
externallyfundeddepartments.
K. OfficeofBackgroundInvestigations
i. CurrentlytheOBIofficeisshortstaffedandas2staffhaveleft.Asaresultitiscausing
highturnovertimeforthebackgroundcheckprocess.
ii. OBIisnowlocatedintheTrainingcenterbuildingwhichprovideslimitedofficespacefor
dailyoperationsaswellasonlyonetelephonelinefortheoffice.Anotherphonelineis
needed.
iii. TheDivisionDirectorrevampedtheproceduresforthebackgroundchecks.Awork
sessionwillbeheldwithDPMandtheproposedprocedureswillbeforwardedtoDOJ
forreview.
L. OfficeofNavajoLaborRelations
i. NavajoPreferenceinEmploymentActAmendments.TheNPEATaskForcecontinues
monthlymeetings.ONLRhassubmittedproposedamendmentstothetaskforce.
ii. TubaCityandChinleLaborComplianceofficerpositionsarewaitingtobefilled.The
ChinleLCOisawaitingabackgroundchecktobecompletedbyOBI,andtheTubaCity
positionremainsanopenuntilfilledbasis.
M. DepartmentofChildSupportEnforcement
i. InternalRevenueService(IRS)auditoftheNewMexicoChildSupportEnforcement
Division’ssafeguardingofFederalTaxInformation(FTI)hasresultedinquestionable
accessforNavajoNationDepartmentofChildSupportEnforcement(NNDCSE).NNDCSE
contactedIRSforclarificationandseekingalternativesavailable.
ii. DepartmentofJusticenotprovidingadequatelegalserviceforchildsupportthus
NNDCSEquotasarenotbeingmet.DCSEstaffareaskedbyDepartmentofJustice(DOJ)
legaldepartmenttodraftlegalpleadingsdespitethedemandbyDOJforNNDCSEstaff
torefrainfrom“illegalpracticeoflawthatmaybeacriminaloffense”.
iii. NNDSCEisnotreceivingresponsestoRequestforService(RFS)senttoDOJforchild
supportcasetransfersandIntergovernmentalcasestodeterminejurisdiction.Thus
resultingincasesidlingsinceSeptember2015andthereareoutstandingrequestfor
servicesatDOJ.
iv. DOJoversteppingauthorityintheadministrationportionofprogramactivities.Thus,
theIntergovernmentalAgreementwiththeStateofArizonaisatastandstill.IGAwill
expireSeptember30,2016,andthe164ReviewProcessisverylengthy.
v. RFSforreviewandresponseregardingthePitney-BowescontractremainsidleatDOJ
for164Review.Meanwhile,theprogramcontinuestopurchasestampsformailing
CertifiedLettersandregularmail.ThePitney-Bowescontractwouldeliminatethe
programfrompurchasingpostagestampsfrequently.
vi. IncorrectdatesonNoticeofHearingsweresenttotheabsentparentsbyNavajoNation
OfficeofHearingsandAppeals(OHA).OHApersonnelwereinformedoftheerroron
theNoticessothecorrectedNoticesofHearingweresentfour(4)businessdaysbefore
DIVISIONOFHUMANRESOURCES|FY2016–2ndQuarterReportPage7
thedateofthehearing.Thismayhaveresultedininsufficienttimeofthenoticetothe
absentparentsandviolationoftheprocessforaffectedparent.
vii. Alltwenty-five(25)-childsupportcasesscheduledforadministrativehearingsbyOHAin
MarchwerecontinuedbecausetheHearingOfficerwasnotavailable.TheChiefHearing
Officerappearedtohearthecases,howeverstatedhedidnothaveanyhearingfolders
togoby,andthereforeadvisedtocontinueallthecasesuntilanotherhearingdateis
set.InadditiontonothavingthehearingfoldersavailableOHAdidnothaveanyone
availabletorecordthecasesscheduledtobeheard.Somepartiestothecaseappeared
butwereinformedthehearingsarecontinued.ThecontinuancesresultsintheNavajo
children’spaternityandchildsupportobligationsnotbeingdeterminedandremainan
issue.
viii. ProgramhiringwillbedelayedduetothecomplianceoftheBackgroundCheck
requirementsincethedesignationofsensitivepositionforallNNDCSEpositionsarenow
designated.
ix. NNDSChasseven(7)vacantpositions;four(4)positionshavebeenadvertised.NNDCSE
iswaitingforthereferralofapplicants;interview/selectionprocesswillbescheduled
uponreceiptofthereferrals,thantheapplicantisrequiredtocompletebackground
checktoprocesstheirPersonnelActionForm(PAF)foremployment.Theinterviewwas
completedforone(1)position;theapplicantisintheprocessofcompletingthe
backgroundcheck.Theotherpositionsarestillgoingthroughtheterminationprocess.
Oncetheterminationsarecompletedthepositionswillbeadvertised.
III.
PROJECT(S)STATUS
A. DivisionofHumanResources
i. AssistingallDHRprogramswiththeirprojects,concerns,andplanningfortheir
departments.
B. DepartmentofNavajoVeteranAffairs
i. DepartmentWebsiteenhancementprojectwithincludesmonthlynewslettersforeach
agency.
ii. OrganizationalRecordsManagement.
iii. NavajoVeteransLoanProgramPolicyrevision,andpartneringwithNavajoNationCredit
Services.
iv. Operationalimplementationofthe6BRolloutprogramattheWesternNavajoAgency
office.
v. VeteransServiceOfficertrainingforaccreditation,whichenablestheVSO’stoprepare,
processandexecuteVeteransbenefitsclaims.AnMOUwillbeinitiatedupon
completionofthedraftMOUandapprovalbuytheHealth,Education,AndHuman
ServiceCommittee.
vi. ComprehensiveNavajoVeteranspopulationregistrationdrive,inwhichwearelooking
tocreateadigitalpopulationplatformforVeterans.
vii. PreparationfortheNavajoNationVeteransStandDown,June2016.
viii. AssistNavajoHousingAuthoritywiththeHUD-VASHimplementationplan.
ix. NavajoVeteranshousingPrograminfrastructurecostproposaltotheNTUA.
DIVISIONOFHUMANRESOURCES|FY2016–2ndQuarterReportPage8
x. NavajoVeteranhousingProgram3rdyearhousingconstructionRequestforProposalsto
construct75homes,thismayalsoincludeadditional11homesundertheDNVA-Fort
DefianceAgencyduetoinconsistency,andpersonnelmatters.
xi. NavajoNationVeteranscemeteryinitiativethroughtheVAviapartnershipwith
RosebudSiouxIndianTribe.
xii. Reviewofthe2010auditreportand2014FortDefianceAuditreporttoensurethe
departmentisincompliance.
xiii. ReclassificationoftheSeniorPlannerpositiontoSeniorProgramandProjectsSpecialist,
inwhichtheywillstrictlyoverseetheprocessmanagementoftheNavajoVeteransTrust
FundandtrainingoftheVeteransServiceOfficers.
xiv. Stabilizethecurrentadministrative,operational,andlogisticalfunctionoftheDNVA’s
FortDefianceAgency.
C. DepartmentofPersonnelManagement
i. The164ReviewofthetechnicallanguagecorrectionstotheNNPPMamendmentshas
been completed and was forwarded to Chairman Hale, sponsor for appropriate
legislation.
ii. TheEIGSectioncompletedthesamplePAFsandforwardedthemtotheDelegatedHR
Directorforreviewandapproval.
iii. The EIG Section continues to coordinate participation in the upcoming project for online PAF entry, on-line timesheet entry and the proposed customized modification of
HRIS modules to streamline processes for various employment changes within the
NavajoNation.
iv. DPM continues to revise its Applicant, Requisition/JVA and PCQ databases and to
develop reports and internal controls to address concerns pursuant to the DPM
Performance Audit Corrective Action Plan and accountability of DPM. This project is
ongoing.
v. TheFY’16ConditionsofAppropriations#7and#10havebeencompleted.
vi. The thorough review of the Collective Bargaining Agreement (CBA) for the Executive
Branch by the DPM supervisors to identify areas that may impact provisions of the
NNPPMandrequirechangestoHRIStoensurecompliancestillneedstobeconducted. vii. The Quick Hire project for the Navajo Department of Workforce Development and
Office of Dine Youth participants and is pending feedback from the Employee
InformationGroup(EIG)staffonwhenwecanrestartthisproject..
viii. The automation of the Arizona New Hire reporting needs to be completed and is
pendingameetingwiththestafftodiscusstaskassignments.
ix. ThebudgetdevelopmentprocessisbeginningandDPMisreviewingitscurrentprocess
to determine its effectiveness and is looking at other methods to accommodate the
upcomingFY’17budgetprocess.DPMhasbeenpreparingreportsregardingthevacant
generalfundpositionsandthebudgetvsactualtodeterminesavingsforthevacancies.
ThisinformationisneededtoaddresstheFY’16shortfallandpotentialFY’17shortfalls.
x. DPM has been meeting with the Office of the Controller and Retirement Services to
addressanissuewithindividualswhoarecurrentlyreceivingannuitypaymentsthruthe
Nationandwhoseassignmentshavetoremainactivesothatthesystemcangenerate
theirpayments.ThishascausedsomeproblemsforDPMastheycontinuetoappearon
DIVISIONOFHUMANRESOURCES|FY2016–2ndQuarterReportPage9
thePayStatusCode9whichshouldnotbeoccurring.Analternativemethodisbeing
exploredonhowtocontinuetogeneratepayments.
xi. TheDPMwillbemeetingwiththeOfficeofBackgroundInvestigations(OBI)todiscuss
the establishment procedures relating to obtaining investigating and adjudicating
backgroundcheckspursuanttotheNNPPM.
xii. Theissueof“waivers”needstobeaddressedbyOPVP.
D. NavajoOfficeofVitalRecords&Identification
i. EnrollmentmembershipDatabaseisupandoperational,andallofficesareencoding
daily.
ii. NavajoNationIdentificationCardsarependingproductionduetothewebcamnotbeing
recognizedbytheSQLserverdatabase.TheTribalDataResourcessystemprogrammers
areworkingtoresolvethisincompatibility.Theyhaveshippedarevisedversion,which
willbeinstallednextweekatalloffices.
iii. DocumentManagementDatabaseisstillundergoingtroubleshootinganddiagnosticsin
whichthenewreleaseofsoftwarewillfixthecompatibilityissues.
E. OfficeofBroadcastServices
i. NNTV5disconnectsFNXprogrammingandwillloseadditioncontentandprogramming.
Status-OBS submitted the appropriate disconnect notice through Navajo
TelecommunicationsandUtilitiesDepartment.Wearenowexploringotheroptionsto
bringtheFNXprogramming.AsmallsatellitedishmightworkbutourTechniciansare
lookingatthespecifics.
ii. TheNNTV5programmingcontinuesthroughproductionswithavarietyofcontent.
iii. TheuseofDronesforfilmmakingontheNavajoreservationhasfinallybeenopenedby
the Navajo Department of Justice. Filmmakers will now be required to submit
documentationbeforeobtainingpermits.
iv. LocalvideocoverageandwebcastingfordailyNNTV5programs.
v. DailyNNRNRadioprograms.
vi. Maintaining www.obs.navajo-nsn.gov website with current events and Navajo
Government,Navajoentitiesnews.
vii. RockyMountainSpottedFeverVideoprojectforNavajoNationLivestockandVeterinary
ProgramPre-productioniscompletedandhasbeenforwardtoNNLVPforreview,after
we’llstartproductionandpost-production.
viii. AssistElectronicTechnicianRichardMitchellwithanalternativesolutiontorestoreFNX
programwithNNTV-5.Foundoutthatweneedtopurchasesatellitesystemandsetup
for free PBS signal. Equipment will cost approximately $1000.00 not including
installationservices,alsonotincludingannualserviceof$2500.00peryeartocontinue
FNXfeed.
ix. Dezza Translator K38AU, replaced faulty LPDC power distributor IC board and Dezza
TranslatorK38AUworkingagain.TranslatorwentdownagainduetoWindowRockMCR
Transmitterpowersupplyburnout,whichwasreplacedlastJanuary.
F. NavajoOccupationalHealthandSafety
DIVISIONOFHUMANRESOURCES|FY2016–2ndQuarterReportPage10
i.
ii.
iii.
iv.
NOSHAPLANofOperationsAmendments.
ContinueNOSHAActAmendments.
ProposeNOSHADepartmentexpansion.
PresentationstonewNavajoNationEmployeesorientations.
G. StaffDevelopmentandTrainingDepartment
i. Administrative Professionals Conference to take place in Albuquerque New Mexico at
theendofApril2016.164ReviewProcesscompleteandcontractisinplace,wearenow
justworkingonfillingthequotaof300seatsfortheevent.
ii. StaffDevelopmenthasalsobeenworkingonthe2016YouthandElderlyEmpowerment
Summit.However,theOfficeofthePresidentandVicePresidentassignedYvonneKee
BillisonoverseetheprojectandStaffDevelopmentisminimallyinvolvedintheplanning
ofthisevent.
H. OfficeofNavajoWomenandFamilies
i. OfficeofNavajoWomen&Familiesnetworks/collaborateswithall8NavajoNation
DistrictCourtstopursueclientreferralstoourofficeforreferralassistance.
ii. Attend20CourtHearingsinsupportofourclients,whoarefacingDomesticViolence
issues.
iii. Provide105referralservicesinsupportofHealthyMarriages&Initiative’s.
iv. Provide81clientservices-TemporaryProtectionOrder’s.
v. CollaboratewithStaffDevelopment&TrainingDepartmenttopromote2016Navajo
NationAdministrativeProfessional’sDayConference;70%complete.
I. DepartmentofRetirementServices
i. AdministrativeProjects:
a. FiscalYear2017Operatingbudgetpreparationandsubmittal.
b. XeroxContract:Negotiateandapprovecontractualserviceagreement.
c. Hiretwoadditionalstaffwhichconsistsofadvertising,reviewingandassessingthe
applicationsandinterviewing.
d. RetirementPlanAdministrationCommittee(RPAC)monthlymeetings.
ii. DefinedBenefitPlanProjects:
a. Maintaincloseworkingrelationshipwithactuarialconsultant,WillisTowerWatson
ofLasVegas,NevadaandLosAngeles,California.
b. ApprovingtheamendedplandocumentfortheNavajoNationRetirementPlan.
c. eepointPensiondatabasesystem:Whenfullyautomatedwillprovidepension
calculationandretainrecords.ThedatabasewillprovideNavajoNationemployeesa
retirementkitwhennearingretirementage.
d. ScanningService:anewprojectwithintheDepartmentofRetirementtoscanand
electronicallystoremajorityofthepaperrecordstoadatabase.
e. LawEnforcementRetirementPlan:ProvideareviewoftheLawEnforcement
retirementprovisionandcomparewithotheraffiliatedplans.
f. 16thAnnualRetireeRecognition:272retireestoberecognizedforcalendaryear
2015.
DIVISIONOFHUMANRESOURCES|FY2016–2ndQuarterReportPage11
g. FinalizetheAnnualActuarialValuationReportforcalendaryearendingSeptember
30,2015.
h. WorkingwithDOJoncourtorlegalissuesregardingparticipatesbenefitsandreview
ofanymajorchangestotheplandocument.
iii. DeferredCompensationPlan:
a. MaintaincloseworkingrelationshipwiththePlanProvider:CurrentlyJPMorgan
ChaseofPhoenix.Arizona.
b. Approvalofeligibilityforcertainelectedofficials,politicalappointeesandstafftobe
ontheplan.
c. Maintainrecordsforparticipatesandtheirbeneficiaries.
d. Providequarterlystatementtoeligibleparticipateontheplan.
e. WorkingwithDOJonanycourtsandlegalissuesregardingparticipatesbenefitsand
reviewofanymajorchangestotheplandocument.
J. NavajoDepartmentofWorkforceDevelopment
i. TheNDWDfiledofficesprovideemploymentandtrainingservicestothelocal
communities,basedonapprovedbudgetsandplannedallowableprogramactivities.
ForProgramYear2015,atotalof1,566participantshavebeenservedforNDWD
programsasfollows:
a. WIOASection166ComprehensiveServicesProgram:721
b. WIOASection166SupplementalYouthServicesProgram:609
c. NativeEmploymentWorksProgram:236
ii. TheDepartmentManagerreceivedaresponsefromtheDepartmentofPersonnel
ManagementonJanuary20,2016,regardingthedesignationof74sensitivepositions.
NDWD’srequesthadbeensubmittedonFebruary5,2014;therefore,thedesignationof
sensitivepositionstooktwoyears.AllsupervisorswereorientatedonFebruary16,
2016andnoticeswereissuedtoemployeesindesignatedpositions.Astatusreporthas
beensubmittedtotheExecutiveDirectorofDivisionofHumanResources,forthis
department-wideinitiative.AsofMarch18,2016,allrequiredemployeeshave
submittedtheirdocumentstoOfficeofBackgroundInvestigations.
iii. TheFY2014SingleAudithasbeencompletedbyKPMG.KPMGhadanoverallentrance
conferencewithNavajoNationprogramsonJanuary14,2016.TheDepartment
normallyisauditedwiththeOfficeoftheController,accordingtorequirementsthat
needtobereviewedbytheauditors.Theauditforthedepartmentwasconductedfor
fourweeks.Theassignedauditorreviewedmoredocumentsthanlastyear’saudit.The
pre-exitconferencewasheldononMarch8,2016.Thefinalexitconferenceispending
atthistime.
iv. TheDepartmentsFMISCoordinatorhasdesignatedanumberofsupportstaffandthe
DepartmentManagertocompletetrainingandcertificationforFMISandthe6BRollout
Project.Employeesareinprogresswiththeironlinetrainingsandtheyhavetopassall
requiredtestingforcertifications.Theprojectshouldbeimplementedforthe
DepartmentbytheendofMarch2016.
v. TheNDWDDepartmentManagerattendedthemeetingoftheNativeAmerican
EmploymentandTraining(NAET)CouncilheldonFebruary23and24,2016in
Washington,D.C.TheNAETmeetingwasheldinconjunctionwiththeNational
DIVISIONOFHUMANRESOURCES|FY2016–2ndQuarterReportPage12
K.
L.
M.
N.
CongressofAmericanIndiansconvention.Thetwo-dayagendacomprisedofupdate
reportsfromETA/U.S.DepartmentofLaborunitsupervisors,onWorkforceInnovation
andOpportunityActinitiatives,i.e.programperformancemeasures,rulesand
regulations,apprenticeshipsandprogramservicesforadultsandyouth.TheVeterans
AdministrationOfficeofTribalGovernmentRelations,ETA/U.S.DepartmentofLabor
OfficeofFederalContractComplianceandtheBIAActingDirector(P.L.102-477)also
providedreports.Mr.ChrisLu,DeputySecretaryofU.S.DepartmentofLaborcameto
themeetingandprovidedcommentsofsupporttotheCouncil.TheCouncilreceiveda
reportfromMr.NormDeWeaverontheCensusanalysistobenefitNativeAmerican
programs.Thetwo-dayagendaswereveryfullandtheCouncilcoveredallagenda
items.CouncilworkgroupmeetingswillbescheduledfortheWesternRegionalWIOA
TrainingtobeheldinApril2016.
vi. On-sitevisitswereconductedbytheNDWDPlanningandMarketingUnitProgramsand
ProjectsSpecialist,toprovidetechnicalassistanceandreviewoftheNativeEmployment
Worksrequirements.AllfiveWorkforceCenterswerevisitedfromJanuary11,2016to
March14,2016.Theon-siteassistanceresultedinanincreaseofnewprogram
enrollmentsandupdatesofprogramrecords.
OfficeofBackgroundInvestigations
i. OBIserved314visitorstotheiroffice.
ii. Invoiced216customerswhorequestedforservices,201forbackgroundchecks,7for
documentsfees,and9forfingerprintingservices.Outofthenumber108wereregular
statusemployees,99wereapplicants,and9wereoutsidetheNavajoNation.
OfficeofNavajoLaborRelations
i. ONLRcontinuestoworkonprojectNavajoNationwidetoensurecompliancewiththe
NavajoPreferenceinEmploymentActfromemployersconductingbusinessonthe
NavajoNation.TheyhaveagencyofficesthatmonitorthereareasandreporttoONLR
Centralonprojectstatusandcompliance.
ii. AmendingtheNavajoPreferenceinEmploymentActviatheNPEATaskForce
establishedbytheHealthEducationandHumanServicesCommittee.
DepartmentofChildSupportEnforcement
i. IRSSafeguardingCompliance-CAPduetoIRSon3/31/16.
ii. RenewalofIntergovernmentalAgreementwiththeStateofArizona–Nextmeetingon
03/28/16withArizona,NNDOJandNNDCSEtocontinuethenegotiation.
iii. RevisionofChildSupportActandGuidelines–RFSsenttoNNDOJonMarch25,2016.
iv. RevisionofNNDCEPolicyandProcedures–inreview
v. Newofficefacility(formerCIBuilding)forTubaCity–completelyfurnishedandawaiting
data/phonelinesconnectivity,conductedWalk-ThruInspectionwithBusiness
EnvironmentonMarch3,2016–deficienciesbeingaddressedbyBusinessEnvironment.
TheNavajoNationBand
i. NavajoNationBandisondowntimeduringthisquarter.Thenextscheduled
performanceforthefullmarchingbandisJune4,2016inShonto,Arizona;however,the
DIVISIONOFHUMANRESOURCES|FY2016–2ndQuarterReportPage13
requestingorganizationwasinformedbyletterthatthereisashortageoffundstomeet
theirrequest.Theprogramisabletocontribute$5,000,however,anestimateof$3,500
isstillneeded.ShontoChapterCoordinatorwasinformed.TheNNBProgramdoeshave
aFundManagementPlantoacceptsponsorshipsonbehalfofthechapterevent"Rock
theCanyon".
ii. Therearecurrently76registeredmembersoftheNavajoNationMarchingBand.This
includesmembersfromalloverthereservationsandoutskirtcitiesofAlbuquerque,
Farmington,Durango,Phoenix,andFlagstaff.Agesrangefrom13-58.
iii. DuetolimitedFY’2016budget,theNNBwillparticipateintheGallupCeremonial,The
NavajoCodesTalkers’Day,andtheNavajoNationFair.
IV.
BUDGETSTATUS
Department
Personnel Balance
%
Operating
%
Used
Balance
Used
DPM
938,695.64
36.1
160,594.28
27.66
SDTD
161,159.48
36.73
39,725.63
33.2
32%
$670.00
0%
NDWDGenFunds
$71,431.00
NDWD-External
Federally Funded
Federally Funded
DNVACentral
374,795.00
32.16
4,776.00
181.08
DNVAChinleGenFunds
130,679.00
44.88
69,894.00
50.63
DNVACHTrustFundsCVO
391,396.70
73.5
DNVACHTrustFundsHousing DNVAEasternGenFunds
204,513.00
36.12
DNVACPTrustFundsCVO
370,456.76
58.35
DNVACPTrustFundsHousing DNVAFt.Def.GenFunds
183,344.00
40.77
DNVAFDTrustFundsCVO
413,485.43
77.65
DNVAFDTrustFundsHousing DNVAWesternGenFunds
199,517.00
35.79
DNVATCTrustFundsCVO
314,643.82
54.56
DNVATCTrustFundsHousing DNVAShiprockGen.Funds
166,143.00
44.43
DNVASRTrustFundsCVO
563,154.67
24
DNVASRTrustFundsHousing RetireePensionFund
DRS
RPAC
Broadcast
VitalRecordsGeneral
NOSHA
N/A
120,489.00
N/A
294,943.00
FederalFunded
130,049.19
N/A
35,528.00
47.51
N/A
66,159.00
48
N/A
17,992.00
53.08
N/A
43,914.00
91.1
N/A
18,334,648.00
55
62
523,521.00
47
59,485.00
84
42.73
195,769.72
41.08
35.79
FederalFunded
14,079.29
43.17
DIVISIONOFHUMANRESOURCES|FY2016–2ndQuarterReportPage14
NavajoWomen
58,217.00
56.82%
OBI
363,750.89
4
ONLR
DCSEGen.Funds
DCSEExternalFunds
NNBand
DHRAdmin
393,023.72
AllFederal
37.12%
1,823,688.91
0
179,728
17.29
811.00
27,726.89
$95,316.87
AllFederal
73.3
44
32.70%
835,451.86
34
0
33,115
45.42
44.05%
36,390
59
V.
OPERATIONAL&PROCESSIMPROVEMENTINITIATIVESTATUS
A. DivisionofHumanResources
i. DHRcurrentlyintheprocessofcreatingataskforcetoaddressthemanyissueswiththe
NavajoNationPersonnelPolicesmanual.
ii. AssessmentsbeingconductedattheDivisionLevel.DHRiscurrentlyindiscussionwith
OPVPondecidingiftheprocessshouldbediscontinued.TheDivisioniscurrentlylooking
attheeffectivenessoftheprojectandproperimplementation,ifitisdecidedto
continuetohavedivisionsdotheirownassessments.
B. DepartmentofNavajoVeteranAffairs
i. Implementationofthe6BRolloutProgram,whichincludedfinaldraftoftheStandard
OperatingProcedures.
ii. CreatingandimplementingStrategicManagementPlanforFY’2016.
iii. NavajoVeteranTrustFundPolicyrevision.
iv. NavajoVeteransHousingProgramPolicyRevision.
v. LogisticalandOperationalPlanningofthe2ndyearhousingconstruction.
vi. PassingoftheNavajoNationVeteransAct.
vii. DNVAassistingNHAwiththeNHA’sNavajoVeteranshousingAssistanceProgram.
viii. VAMCfeereimbursementStandardOperatingProcedures.
C. DepartmentofPersonnelManagement
i. CommunicationisstillattheforefrontforimprovementwithinDPM.
ii. Thereareseveralareaswherethecurrentprocessneedstobereviewedtodetermineif
changesareneededbecausethecurrentprocesskeepsgeneratingthesameproblems.
Certainchangeshavebeenrecommendedbutnoresponsefromsectionstaff.
iii. DPMneedstobecomemoreproactiveinusingfeaturesofexistingsoftwaretofacilitate
processes, i.e., an electronic document management system for file storage and
retrieval. This system is only being use mostly for personnel records. The other is a
more efficient use of hardware and software to facilitate access to files and backups.
AnotherissoftwareusedbyDPMhavebeenupgradedbutnoactioniscontemplatedfor
upgrade.
iv. DPM needs to identify staff that can learn to maintain the existing databases. DPM
needspeoplewhohavetheskillsettoperformtheseessentialandnecessaryfunctions.
D. NavajoOfficeofVitalRecords&Identification
DIVISIONOFHUMANRESOURCES|FY2016–2ndQuarterReportPage15
i.
E.
F.
G.
H.
I.
J.
Theenrollmentinformationmanagementsystemrefreshisunderwayandworkingwith
theSystemDevelopersbyrequestingforbidsforaprofessionalservicescontract.The
enrollmentandvitalrecordsservicesisworkingtoexpanditssysteminformation
capacitytomeetclients’demandsforresearch,membershipverification,andproviding
certifieddocumentstothecustomers.
ii. TheProgramwillbeworkingwiththeKayentaUnifiedSchoolDistrictandtheKayenta
TownshipofficetoacquireanofficespacefromwhichtoprovideservicesinKayenta,
AZ.
OfficeofBroadcastServices
i. ContinuousNavajoNationTV-5videoproductions,programsrecordedforarchival
recordsandlivewebTVprograms.JAN–SpecialSessions,NABI,WinterSessions.FEB-
NNCSpecial,andNABISessions.MAR–WebcastedNavajoNationCouncilSpecial
Session.
ii. TotalhoursofNNRNradiotransmitting,106:50hrs.10minsx9stations=90minsx63
days=5670mins/60mins=94:50hrs+12onehrKGLPprograms=106:50hrs.
iii. Ourwebsitewww.obs.navajo-nsn.govisupdateddailywithlocalnews,eventsand
activitiesfromallareaoftheNavajoNationandothertribalentities.Wepostedfor
thesemonths.JAN100flyers,FEB89flyers,andMAR96flyers
iv. DezzaTranslatorKU38halttransmissionduetoLPUinoperable,TSwasgreen,triedto
openStatusMenutodiagnoseanyFaultsbutwillnotaccessMenuList.ResetAC/DC
powertoLPUandPAB.
v. Assistwithvideorecording/coverageasrequestedbyNNdepartmentprograms.
NavajoOccupationalHealthandSafetyAdministration
i. IncreasetrainingcostandimplementNOSHAupdatedrequestforms.
StaffDevelopmentandTrainingDepartment
i. Completingthe6BRolloutinitiativebytheendofthemonth.
ii. OfferedthevacantComputerTrainingInstructorpositiontooneorthreeapplicants.
OfficeofNavajoWomenandFamilies
i. AmendOfficeofNavajoWomenandFamiliesPlanofOperation.
ii. SupportandassistNavajoWomen’sCommissiontoamendtheirPlanofOperation.
DepartmentofRetirementServices
i. ToimprovetheprocessestoprotectandkeepconfidentialtheNavajoNation
RetirementRecordsandDatafilesforemployees,retirees(activeand/orinactive),and
entities.
ii. Re-doPositionClassificationQuestionnairefortheDepartmentofRetirementServices
tobeincompliancethatallsensitivepositionsareinaccordancewiththeNavajoNation
DepartmentofPersonnelPolicies&ProcedureManualbytheendofthefirstquarterof
FY2016
NavajoDepartmentofWorkforceDevelopment
DIVISIONOFHUMANRESOURCES|FY2016–2ndQuarterReportPage16
i.
TheprocessingofPersonnelActionFormsneedstobeautomatedwithDepartmentof
PersonnelManagementandtheOfficeoftheControllerContractsandGrantsSection.
ii. TheOfficeoftheControllerAccountingManagersandtheControllerneedtoschedule
orientationsfortheirpolicies,proceduresandaccountingmanuals,includingthe6B
Roll-outPlanofAction.
K. OfficeofBackgroundInvestigations
i. OBIFundManagementPlanFiscal&RevenuePoliciesandProcedurestobesubmitted
bytheSeniorOfficeSpecialist.
L. OfficeofNavajoLaborRelations
i. WorkingwiththeNavajoNationTelecommunications&Utilitiestocompleteasite
assessmentforthecommunicationanddatacircuitlinesforChinle,TubaCity,and
WindowRockofficestoupgradethecurrenttelephoneunitsfromthemeridianunitsto
theCiscounit.Thewillresultincostsavingof4,764.00annually.
DIVISIONOFHUMANRESOURCES|FY2016–2ndQuarterReportPage17