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Home My WebLink AboutA-24-506 - DSS HR Interdepartmental Agreement FY24-25 002.pdf A-24-506 Inter-Departmental Agreement This Inter-Departmental Agreement (Agreement) is entered into between the Fresno County Department of Social Services (DSS) and the Department of Human Resources (HR) for centralized countywide human resources management, oversight, and other related services. Scope of Services and Responsibilities The parties mutually agree to provide the services and fulfill the responsibilities identified in Exhibit A, Scope of Services and Responsibilities, attached hereto, and incorporated herein by reference. Term The term of this Agreement shall be for the period of July 1, 2024 through June 30, 2025. Compensation In consideration of the services provided pursuant to this Agreement, DSS shall compensate HR based on actual staff time incurred, at the applicable Master Schedule of Fees (MSF) rates for the HR position siclassifications providing services. Invoicing and payment for services provided shall be processed in accordance with the terms identified in Exhibit S, Invoices and Payment Terms, attached hereto, and incorporated herein by reference. Amendment This Agreement may only be amended in writing, by mutual agreement of the parties. This Agreement shall become effective on July 1, 2024. l(/2- Sala y, Director Date De a ent of Social Services Hollis Magill, Director Date Department of Human Resources ACCOUNTING INFORMATION: DSS: HR: Org: 56107001, 5611 Org: 1010 Account: 7295 Account: 5990 Exhibit A Scope of Services and Responsibilities HR AGREES TO: 1. Maintain the County Classification Plan and conduct compensation planning and job classification studies; 2. Maintain employment records in the County's Human Resources Information System based on received job transactions; 3. Maintain the County's Salary Resolution and Personnel Rules; 4. Develop and disseminate recruitment publicity; 5. Process all employment and promotional applications, including verifying candidate qualifications; 6. Develop, schedule, administer, and score all examinations which measure candidates' relative abilities to perform the Essential Functions of the vacant position, and develop an annual plan for recruitment and testing; 7. Refer names and addresses of eligible applicants for employment consideration; 8. Communicate with management, labor representatives, and County employees to obtain and provide information regarding labor relations issues; 9. Advise management regarding programs, policies, and procedures; 10. Serve as management representative in meet and confer sessions with labor representatives; 11. Advise management regarding the interpretation and application of the terms and conditions of memoranda of understanding and other agreements, including related addenda and side letter agreements; 12. Advise management in responding to Unfair Labor Practice Charges; 13. Facilitate investigations related to complaints of potential discrimination, harassment, and/or retaliation and administer the County's discrimination complaint process and the employee grievance and dispute resolution process; 14. Provide an annual cost estimate for services performed timely to DSS based on all known factors including previous year historical charges and service levels; 15. Bill pass-through expenses and direct labor per Exhibit B; and 16. Other human resources services as necessary. DSS AGREES TO: 1. Adhere to the County Personnel Rules, Salary Resolution, bargaining unit Memoranda of Understanding, and HR processes and promptly addressing any concerns raised by HR; 2. Confer with HR regarding changes in terms and conditions of employment of DSS employees; 3. Timely compensate HR for services billed in accordance with the Master Schedule of Fees based on actual work performed (hours worked) by HR staff; and 4. Maintain fiscal and contractual responsibility for the full amount and term of this Agreement regardless of changes in DSS direction or foreseen or unforeseen fiscal impacts. Exhibit B Invoices and Payment Terms In consideration of the services provided pursuant to this Agreement, DSS shall compensate HR based on actual staff time incurred (hours worked), at the applicable Master Schedule of Fees (MSF) rates for the HR positions/classifications providing services. Invoicing and payment for services provided shall be processed as follows: I. Pass-through Expenses HR will invoice and charge DSS for pass-through expenses monthly. Pass-through expenses may include, but are not limited to recruitment advertising, investigator and attorney fees, Civil Service Commission charges, and other professional services for which HR has paid in advance, on behalf DSS. HR shall provide DSS with copies of the journal vouchers and the vendor invoices for the pass-through expense items at the time the journal voucher is processed by the HR Business Office. U. Labor Charges HR will invoice and charge DSS for work performed by HR staff as identified in Exhibit A of this Agreement, and for any other services performed on behalf of, or for the benefit of DSS and its employees. Labor charges will be based on actual hours worked at the Master Schedule of Fees rates for the HR positions/classifications providing said services. Labor charges will be processed no less than monthly, and no later than quarterly. Invoices will include detailed information including HR positions/classifications, pay period date ranges for services provided, applicable MSF rates, and a summarized description of the work performed. A report of activity and work performed for the billing period will also be provided to DSS in Excel format for ease of sorting, review, and analysis by DSS management. Invoices for labor charges shall include a PeopleSoft journal voucher (JV) for review and approval by DSS. Once an invoice and JV is received, DSS shall respond to the HR Business Office with an approval or denial of the charges within four (4) business days. If no response is received from DSS within four(4) business days, the HR Business Office shall proceed to post the JV for the charges. However, DSS will have an additional, three (3) business days to finalize its review of the charges (for a total of seven (7) business days) and notify HR of any billing disagreements and/or errors. HR strives to ensure that all charges to County Departments, including those billed to DSS, are complete and accurate, but agrees to reverse charges erroneously billed to DSS no later than the end of the invoice date fiscal quarter. FY-24 Actual Charges and FY-25 Estimates The table below contains a summary of actual charges paid by DSS in FY-24 for services provided by HR totaling $600,555. Estimates for FY-25 totaling $732,482 are also provided. The FY-25 estimates for HR labor and pass-through expenses are based on FY-24 actual service levels with the application of the projected increase to average Master Schedule of Fee (MSF) hourly rates. Pass-through estimates are also based on FY-24 service levels but include a projected increase to contracted service with outside vendors and/or service providers. As with past practice, this is an estimate that should be reviewed and adjusted as needed by DSS management based on anticipated HR service levels for FY-25. DSS management acknowledges and understands that HR labor charges will be based on actual hours worked at applicable MSF rates, and pass-through expenses will be recovered by HR at cost. Vcwtment of Human Resource: Sulninary of Labor and Pa:.-Through Charge:to Department of Social Service: FY-24 Actual: by Function and FY-2S E:timata:* FY-24 Actual re-23 9:tlrAOU O HR Chotria by Funetlon HR Chorgc:by Function Functlon Ore.3910 Org.5611 Total Ore.3610 Org,3611 Total Cla::i5cation/1ob Analy:i5 G 24,565 C 37 5 24,6Q2 5 29,723 f -5 29,769 Di:Crimination Compl-,in`,c 1,r_ 1,.3 15 1,,?6 - 1.676 Employee Record:P-laintenance 3,273 3.273 3,961 - 3,961 Employee/Labor Relation: 315,537 1.042 316,379 33,2.163 1,260 353,-" e-xarn�Recruitn�ent 151,231 181,231 219,290 - 119.290 General HR_uppor; 559 559 676 - 6i6 ToralLaborBillin; t 5' $ -c c ^c-c g c _ _6.S5Q 1.Q 5_ E3;<$ $ 1305 c 638,7�= Pas,,,-Through Expenses 2.322 3Q= 72,E26 93,296 392 93,6SS TOTAL HR CHAROO: $ 599,172 $ 1,393 S 600,535 S 730,794 S 1,699 5 732,492 o :ej cr:_aree:Ervice level:.=v-_;.