Collaborative Review of Position Management
Last updated
Share PrintDue to limited funding, the mission is stay within the authorized position allocations and operating budgets for the three appropriations by analyzing cumulative and non-cumulative numbers for which funding has been received to operate efficiently without exceeding planned projections in the current or future fiscal years.
Origin:
October 2018, Erie VA Medical Center
Adoptions:
1 successful
Awards and Recognition:
Diffusion of Excellence Promising Practice
Recent Updates
Overview
The problem
Beginning in 2018 Veterans Affairs funding remained static or was reduced from previous years. As additional programs were added, additional personnel were needed to ensure efficient operations of both the traditional services offered as well as the new initiatives. However, additional funding was not always provided. In order to stay within budget, and fill
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Beginning in 2018 Veterans Affairs funding remained static or was reduced from previous years. As additional programs were added, additional personnel were needed to ensure efficient operations of both the traditional services offered as well as the new initiatives. However, additional funding was not always provided. In order to stay within budget, and fill the right positions at the right time, a more robust analysis of positions, vacancies, and onboarding of personnel was needed to stay within allocated FTE not only for the current fiscal year, but for the beginning of the new fiscal year.
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The solution
At the bi-monthly Quadrad Budget Committee Meeting (Resource Management Board) Erie's Finance Department would present the FTE Standardization Tracker, which included the three appropriations for Administrative, Medical and Facilities. The members of the committee would analyze the Planned FTE which was allocated at the beginning of the fiscal year, the curr
...
At the bi-monthly Quadrad Budget Committee Meeting (Resource Management Board) Erie's Finance Department would present the FTE Standardization Tracker, which included the three appropriations for Administrative, Medical and Facilities. The members of the committee would analyze the Planned FTE which was allocated at the beginning of the fiscal year, the current state of the cumulative and non-cumulative FTE, and the current and projected gains and losses. This would provide not only the current and projected funding expenditures, but it would also give a current and projected look at whether or not the facility was on track to be over, under or on target for FTE allocation throughout the current year. This analysis would also allow for a projection of the state of FTE as the new fiscal year began on October 1st.
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Files
- Salary, Cumulative and Non-Cumulative FTE with Projections MNX1
The results
The Erie VAMC has continued to maintain its planned and authorized FTE each year since the process was implemented without having to ask VISN 4 leadership for additional "bail out" funds at the end of the fiscal year or the beginning of the next fiscal year because of the meticulous review and approval process of requests, as well as the strategic onboarding
...
The Erie VAMC has continued to maintain its planned and authorized FTE each year since the process was implemented without having to ask VISN 4 leadership for additional "bail out" funds at the end of the fiscal year or the beginning of the next fiscal year because of the meticulous review and approval process of requests, as well as the strategic onboarding of personnel in a deliberate and structured timeline.
Because of this process the Erie VAMC Director and HR Officer were personally asked by the VISN 4 Network Director to lead a FTE Standardization Workgroup to start the process of continuity across the VISN on several fronts. The Human Resources Language and FTEE Standardization workgroup utilized the fundamentals of the cumulative/non-cumulative tracking by pay period, along with reconciliation of FTEE onboard with facility org charts, for each VISN facility. This project was successfully completed. Project began in October 2019 and ended in September 2021. See more
Because of this process the Erie VAMC Director and HR Officer were personally asked by the VISN 4 Network Director to lead a FTE Standardization Workgroup to start the process of continuity across the VISN on several fronts. The Human Resources Language and FTEE Standardization workgroup utilized the fundamentals of the cumulative/non-cumulative tracking by pay period, along with reconciliation of FTEE onboard with facility org charts, for each VISN facility. This project was successfully completed. Project began in October 2019 and ended in September 2021. See more
Metrics
- At the beginning of FY21, the facility was 15.49 FTE under its projected plan even after proportional FTEs from FY20 became full FTEs for FY21
Diffusion tracker
Does not include Clinical Resource Hubs (CRH)
Implementation
Departments
- Human resources
- Finance department
- Administration
Core Resources
| Resource type | Resource description |
|---|---|
PEOPLE |
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TOOLS |
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About
Origin story
Due to limited funding, the mission was to stay within the authorized position allocations and operating budgets for the three appropriations by analyzing cumulative and non-cumulative numbers for which funding has been received to operate efficiently without exceeding planned projections in the current or future fiscal years. The process was initiated by th
...
Due to limited funding, the mission was to stay within the authorized position allocations and operating budgets for the three appropriations by analyzing cumulative and non-cumulative numbers for which funding has been received to operate efficiently without exceeding planned projections in the current or future fiscal years. The process was initiated by the Medical Center Director and the committee members helped refine the process for analysis.
Original team
John A. Gennaro
Director
David C. DiGiacomo
Associate Director
Dorene Sommers
Associate Director, Patient Care Services
Borys Loza, D.O.
Chief of Staff
Geralynn Nies
Chief, Human Resources
Joann Pritchard
Chief, Finance
Connie Faluszczak
Executive Assistant to the Director
Edward J. Jackowski
Executive Assistant to the Associate Director
Rebecca Vogt
Executive Assistant to the ADPCS
Lorrie Szablewski
Executive Assistant to the COS
Patrick Agnello
Assistant Chief, Finance
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