Item 06 - AW's Annual Staffing Planning Process — original pdf

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Austin Water Staffing Planning Water & Wastewater Commission | July 29, 2026 Austin Water Staffing Planning  Annual Cycle  Developed in Q1 of each Fiscal Year (FY)  Two FYs submitted to City Budget  Plan  Full-time employees (FTEs)  Temporary and contractor conversions  Overtime reduction  Robust Process  Data Informed  Collaborative – Vertical & Horizontal  Repeatable  Aligned & prioritized to Austin Water & Citywide Strategic Goals 2 Planning Cycle Q4: July - September Q2: January - March Q4: July - September Goals & Priorities Align Projects Enter Staffing Requests Budget Approval Finance Review Budget Forecast HR Recruitment Prep Goals & Priorities Align Projects Enter Staffing Requests Budget Approval Q1: October - December Position Requests Visualizations Forecasting 5-Year Plan HR Title Review Q3: April - June Budget Development 3 Connecting Resources & Priorities  Process Improvements  2020 - Staffing System  2022 - Historical Data & Growth Rates  2024 - Position Types  Temporary/Contractor Conversions  2025 - 5-Year Rolling Forecast  Visualizations & Dashboard  Maintain & Enhance Performance  2026 - Aligning Strategic Goals & Projects  Austin Water Strategic Plan  Annual Work Plans  Collaboration  Human Resources  Titles, Job Descriptions, Hiring  Finance  Budget Impact 4 Staffing Planning – Current Process 1 2 3 4 5 Goals & Priorities Goals & Priorities • AW Strategic Plan • AW Strategic Plan • Citywide Strategic Plan • Citywide Strategic Plan Program Area Program Area Planning Planning • Maintain Performance • Maintain Performance • Enhance Performance • Enhance Performance Request Positions Request Positions Visualization Visualization Forecasting • AW Staffing System • AW Staffing System collects data needed collects data needed for City budget process for City budget process • 5-year Organizational • 5-year Organizational and Program Area and Program Area Dashboards Dashboards • Comprehensive 5-year plan 5 1) Goals & Priorities Plan Alignment City of Austin Imagine Austin Citywide Strategic Plan Austin Water Strategic Plan 7 Citywide x Austin Water CITYWIDE STRATEGIC PRIORITIES COMMUNITY HEALTH & SUSTAINABILITY ECONOMIC & WORKFORCE DEVELOPMENT EQUITABLE SERVICE DELIVERY HOMELESSNESS & HOUSING MOBILITY & CRITICAL INFRASTRUCTURE HIGH-PERFORMING GOVERNMENT PUBLIC SAFETY CH.3 CH.4 EW.1 ES.3 HH.1 MC.4 MC.5 HG.2 HG.3 PS.3 Service Excellence Community Trust Community Trust Community Trust Community Trust Proactive Infrastructure Proactive Infrastructure Next Level Thriving Team Proactive Infrastructure Citywide Strategic Plan | Performance ATX 8 Austin Water Strategic Goals Thriving Team • Create a people-first culture. Service Excellence • Deliver high-quality and sustainable water, wastewater and environmental services for our customers. Proactive Infrastructure • Invest in and maintain dependable infrastructure and systems. Community Trust • Foster public confidence, preparedness, and partnership. Next Level • Drive innovation to improve effectiveness and responsibly manage risks. Strategic Initiatives | Austin Water | AustinTexas.gov 9 Strategic Framework Goal Areas Key Results Change Strategies Change Tactics Resource Allocation + Prioritization 10 2) Program Area Planning Maintain vs. Enhance Performance  Maintain  Sustaining the current performance standards.  Enhance  Improving performance standards or scope of services beyond the current state. 12 Level of Service: Examples Definition Sustaining the current performance standards. Improving performance standards or scope of services beyond the current state. Maintaining Enhancing Scenario • AW has 1 Public Information Request Specialist • Austin has experienced multiple severe droughts • AW is required to respond to Public Information Requests (PIRs) within 10 business days • Currently AW utilizes additional AW staff to respond to PIRs • PIRs have increased from 1,000 to ~1,250 • AW would like to hire 1 PIR Specialist & 1 PIR Coordinator in recent years • AW would like to improve its resiliency by increasing its reserve water supply • AW has determined the best way to do this is through Aquifer Storage Recovery (ASR) • AW would like to hire an Engineer to manage this project Explanation The standard of responding to PIRs within 10 business days is being maintained. The performance standard of resiliency is being improved. 13 3) Request Positions Staffing Plan System 15 Staffing App 16 4) Visualization Staffing Dashboards  Rolling 5-Year Forecast  FY27 – 31  Features  Unique Identifiers (ID Numbers)  Totals  Organizational Dashboard – Enhance Performance  Strategic Goal, Program Area, Fiscal Year  Titles & Categories  Program Area Dashboard – Maintain Performance  Program Area, Division, Fiscal Year  Titles and Categories  Historical Data & Growth Rates 18 Historical Data & Growth Rates Number of Approved FTEs by Fiscal Year Proposed Growth Rate by Fiscal Year s E T F d e v o r p p a f o r e b m u N 100 80 60 40 20 0 10 10 FY24 8 21 FY25 11 20 FY26 Fiscal Year 13 12 19 6 9 21 FY27 FY28 s E T F d e v o r p p a f o r e b m u N 100 80 60 40 20 0 0.7% FY24 1.5% FY25 1.4% FY26 Fiscal Year 2.3% FY27 2.1% FY28 FTE FTE - Cost Neutral Temp / Contract FTE FTE - Cost Neutral Temp / Contract Growth Rate 10.0% 8.0% 6.0% 4.0% 2.0% 0.0% e t a R h t w o r G 19 FY27 FTE Totals Strategic Goal Thriving Team Service Excellence Proactive Infrastructure Community Trust Next Level FY27 Position Breakdown Cost Neutral - Overtime Temp / Contract Conversion New FTEs Total 12 3 7 3 2 7 5 2 3 2 10 24 5 3 44 20 FY28 FTE Totals Strategic Goal Thriving Team Service Excellence Proactive Infrastructure Community Trust Next Level FY28 Position Breakdown Cost Neutral - Overtime Temp / Contract Conversion New FTEs Total 3 5 1 6 4 7 6 4 8 18 6 4 36 21 5) Forecasting Start Staffing Kick Off. Timeline: September AW FTE STAFFING PLAN TIMELINE Enter & Compile Data ADs enter requests and ratings. ESS prepares data for meetings. Timeline: Early October Staffing Plan Meeting 1 Review and validate requests Timeline: October Staffing Plan Meeting 2 Create Year 1 Staffing Plan Draft. Timeline: Early November Staffing Plan Approved Director approves Year 1 & 2 Staffing Plans. Timeline: December Staffing Plan Meeting 4 Finalize Year 2 Staffing Plan. Create 5-Year Staffing Plan Draft. Timeline: Late November Staffing Plan Meeting 3 Finalize Year 1 Staffing Plan. Create Year 2 Staffing Plan Draft. Timeline: November Finish Final Staffing Plan shared with Executive Team & key stakeholders. Timeline: December 23 Executive Review  Rolling 5-Year Forecast  Year 1 – 100%  Year 2 – 95%  Years 3 – 5 - Draft  Priorities  Critical, High, Mid, Low, Very Low  Growth Category  Maintaining & Enhancing Performance  Right-Sizing Teams  Expanding programs  Position Type  New FTE, Temporary/Contractor Conversion, Cost Neutral-Overtime 24 Planning Cycle Q4: July - September Q2: January - March Q4: July - September Goals & Priorities Align Projects Enter Staffing Requests Budget Approval Finance Review Budget Forecast HR Recruitment Prep Goals & Priorities Align Projects Enter Staffing Requests Budget Approval Q1: October - December Position Requests Visualizations Forecasting 5-Year Plan HR Title Review Q3: April - June Budget Development 25 Building Austin’s water future, together.