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Home My WebLink AboutVII (A 1 & 2) Discussion/ Action re: Employee Survey Presentations: Cody & Associates, Inc.; Office of Corporate Services for Valencia Community College Agenda 1-19-99p "CENTER OF GOOD LIVING-PRIDE OF WEST ORANGE" I1r,Rb�.l4O )Ss15N'f�rz S-SCOTT VANDERGRIFT %Ocoee COMMISSIONERS CITY OF OCOEE DANNY HOWELL �� a.— 150 N. LAKESHORE DRIVE SCOTT ANDERSON �' SCO A. GLASS G OCOEE,FLORIDA 34761-2258 NANCY J.PARKER (407)656-2322 CITY MANAGLR fy Of GOOa ELLIS SI IAPIRO MEMORANDUM TO: The Honorable Mayor and City Commissioners FROM: Joyce Meridith, BuyeLC)"3 ) DATE: January 11, 1999 RE: Candidates for Administering the Employee Survey The (2) firms that were selected at the City Commission meeting on January 5, 1999 to administer the employee survey, Cody & Associates and Office of Corporate Services for Valencia Community College, will be giving a (10) ten minute presentation at the January 19, 1999 Commission meeting, per the direction of the Commission Attached are the firms' comments to the concerns of the selection committee, per commission direction, for your review. RECOMMENDATION It respectfully is recommended that the City Commission: 1) Review the attached comments, 2) Select the firm to administer the employee survey, and to collect and analyze the data resulting from the survey and provide management comments, 3) authorize the Mayor and City Clerk to execute all documents necessary to consummate an agreement between the City and the selected firm. 11, DA "WELL (ii) CITY OF OCOEEHAPIRO January 6, 1999 Cody&Associates,Inc. 305 Jack Drive Cocoa Beach,FI. 32931 Attn: N.C.Pellegrino Re: Letters of Interest for Employee Survey The City Commission has requested a ten (10) minute presentation at the January 19, 1999 City Commission meeting from Cody & Associates and Office of Corporate Services for Valencia Community College two (2) of the firms that submitted responses to our request for letters of interest for an employee survey. The meeting will begin at 7:15 p.m.. Please call to confirm your attendance at the meeting. I can be reached at(407)656-2322,ext. 190. Additionally,the City Commission requests that both❑nns address the following concerns, in writing,by Monday,January 11, 1999: I� Maximum confidentiality for employees allowable under applicable regulations regarding public record. 2) How would your firm handle administering the survey to persons with a language or literacy barrier without causing those persons to be uncomfortable or embarrassed in any way? 3) How would your firm provide a way for additional comment by employees on questions and still protect the individual's confidentiality? Would the representative(s)of the selected firm instruct the employees on how to generalize comments to get the point across productively? 4) There is a concern that disgruntled employees might skew results with unfair or undeserved criticisms. In your experience is there a`margin of error"type factor or other method that is applied to results that takes into account without minimizing valid criticisms? 5) What type of questions would be used to determine demographics yet protect the confidentiality of the employee? All comments may be faxed to my attention at(407)656-7835. The City's wishes the selected firm to administer, collect and analyze the data resulting from the survey and provide management comments. Should there be any questions on the above,please contact me at extension 190. Si rely, J ce eridith Buyer cc: City Manager Mayor&Commissioners RFP/Selection Committee -CENTER op 0OOD LIMO-PRIDE O,:W4.17 OBE" s.scarry nuea RIFT Ocoee teinvtu DANNY HOWELL Ol .c CITY OF OCOEE SCOTT ANDERSON Rry �'i�j �p Ira r✓.eursnau oww score A.GLASS i(y� ANCY I.PAPXE6 V .: OIXRE FrwIBA ln6Lzz5e OOMnn r. _ �r 2 t,ap 6ssnzz Lws SIYPIRO f ?V 41f4 Of G00�%.S January 6, 1999 Valencia Community College Office for Corporate Services P.O.Box 3028 Orlando,Florida 32802-3112g Ann: Kevin Faubel Re: Letters of Interest for Employee Survey The City Commission has requested a ten (10) minute presentation at the January 19, 1999 City Commission meeting from Cody&Associates and Office of Corporate Services for Valencia Community College two (2)of the firms that submitted responses to our request for letters of interest for an employee survey. The meeting will begin at 7:15 p.m.. Please call to confirm your attendance at the meeting. I can be reached at(407)656-2322,ext. 190. Additionally,the City Commission requests that both firms address the following concerns, in writing, by Monday,January I I, 1999: 1) Maximum confidentiality for employees allowable under applicable regulations regarding public record. 2) How would your firm handle administering the survey to persons with a language or literacy barrier without causing those persons to be uncomfortable or embarrassed in any way? 3) How would your fine provide a way for additional comment by employees on questions and still protect the individual's confidentiality? Would the representative(s)of the selected firm instruct the employees on how to generalize comments to get the point across productively? 4) There is a concern that disgruntled employees might skew results with unfair or undeserved criticisms. In your experience is there a"margin of error"type factor or other method that is applied to results that takes into account without minimizing valid criticisms? 5) What type of questions would be used to determine demographics yet protect the confidentiality of the employee? All comments may be faxed to my attention at(407)656-7835. The City's wishes the selected firm to administer, collect and analyze the data resulting from the survey and provide management comments. Should there be any questions on the above,please contact me. 9cerely, ce Meridith Buyer cc: City Manager Mayor&Commissioners RFP/Selection Committee JAN 11 '99 88:42 CODY 8 ASSOCIATES, INC P.2/4 Andy & cglsoclatEs,Llna. MANAGEMENT CONSULTANTS 305 Jack Drive Cocoa Beach, FL 82931 (407)788.8780 January II, 1999 Ms. Joyce Meridith Buyer City of Ocoee ISO North Lakeshore Drive Ocoee, Florida 34761 via Fax (407) 656-7835 Dear Ms. Meridith: Attached are the responses to the various concerns raised by the City Commission. We look forward to discussing this survey In more detail on January 19, 1999. If you have any further question, please call. Sincerely, 1,Fet U N. E. Pellegrino Senior Partner JHN 11 'yy bd:43 CODY & ASSOCIATES, INC P.3/4 t RESPONSES TO CITY CONCFRNS 1 . To Insure maximum confidentiality within the perimeters of the Public Records Act, the following basic steps will be employed: a) the survey questionnaire will not be signed by the employee;' b) after the questionnaire has been completed by the respondent, they will place it in a sealed envelope and forwarded to a central collection place in the City for eventual transmission to the Consultant; and, c) after analysis by the Consultant, the final product (Report) will identify the results by subgroups. 2. Individuals with a language or literacy barriers will be addressed on an Individual basis depending upon the circumstances, without exposing the Individual(s) to any embarrassment or discomfort. In our experience, we find employees do not have any problems explaining themselves or opening up to an "outsider" once they feel certain that their Input is anonymous and confidential. 3. Since the survey information (raw data) will be reviewed and analyzed only by the Consultants, sensitive comments identifying specific employees will be reported by the Consultant in a manner that will maintain the confidentiality of the Individual(s). The Consultant will Instruct the employees on how to approach the survey questions and any additional written comments that they may wish to include. JAN 11 '99 08:43 CODY 8 ASSOCIATES. INC P.4/4 4. Since the results and analysis will provide trends and patterns of perception on the part of the respondents, the usual number of unfair or undeserved criticisms does not usually skew the results In a significant manner. If there are an "above average" number of"disgruntled employees" who make unfair or undeserved criticisms, the organization should consider this as significant and worthy of analysis. 5. Employees will be asked to provide the following background Information: Department, Length of Service, Marital Status, Age, Education, Employment Status, Occupational Grouping (clerical, supervisor, trades, etc.], and Sex. The purpose of tins Information is to develop a variety of survey analysis by similar groups of employees. This is not intended to develop a profile for identifying individual respondents. The objective of the descriptive information Is to obtain the respondents' perceptions by like groupings of employees. It may be used to identify and aid in distinguishing why a particular subgroup might differ from the total organizatlon's values (le: high number of young employees with short lengths of service might explain negative responses toward salary). The purpose of the demographic information Is to understand, as a whole, the survey results and not to single out any Individual respondents. Since the raw data is processed and analyzed by the Consultant, the demographic Information will remain secure and confidential at all times. V VALENEJA A BETTER PLACE TO START. 1998 Community College of the Year January 11, 1999 National Alliance of 13usiness City of Ocoee 150 N. Lakeshore Drive Ocoee, FL 34761-2258 To Whom It May Concern: I am pleased to see that we are one of two firms having the opportunity to defend our proposal to conduct the Confidential Employee Survey to the City of Ocoee. The following represents the answers to the questions which were sent to me on January 6. 1) Maximum confidentiality for employees allowable under applicable registration regarding public record. Response: The relationship of the survey is between Wonderlic, an independent third party, and the participant, an employee of the City of Ocoee. The individual surveys and responses are not shared with any party, including the City of Ocoee; only the results are presented. 2) How would your firm handle administrating the survey to persons with a language or literacy barrier without causing those persons to he uncomfortable or embarrassed in any way? Response: The survey can be presented in both English and Spanish for delivery methods of interactive telephone or paper. To create a comfortable environment for any literacy barriers, the use of the interactive telephone method is suggested. The administrator would be available to work out any other issues on a one-on-one basis. The resources of Valencia Community College are such that we have trained professionals in this area of counseling who are bi-lingual in several languages, Spanish, Creole, Haitian, French, to name just a few. They are available to assist in this project. 3) How would your firm provide a way for additional comment by employees, and still protect the individual's confidentiality? Would the representative(s) of the selected firm Post I3 1O1n Orlando,Florida 32 2a2n (Joe)294501L,Sun con 319-1111 vtlmdn Cwnnunny Calle& 4 an equal oppo,wmly mstimlion instruct the employees on how to generalize comments to get the point across productively? Response: At the conclusion of the survey there is an option for an employee to make any additional comments. If the interactive telephone method is used, they will be asked if they would like to provide any additional comments or suggestions on how the company could become even a better workplace (or similar verbiage). The participant would then select #1 for no response or #2 for yes, then voice their comments. The responses are transcribed and listed at the end of the report. They will be reviewed and summarized by the facilitator, to maintain confidentiality of the employees. 4) There is a concern that disgruntled employees might skew results with unfair or undeserved criticisms. In your experience is there a "margin of error" type factor or other method that is applied to results that takes into account without minimizing valid criticisms? Response: First we must welcome and accept employees' opinions and consider them as valuable insight into the company or organization. There are however, certain safeguards within the system to ensure validity of the survey. The first safeguard allows only response from each participant. This safeguard is provided through the use of a unique identification code for each participant. 'this code can be either a portion of their social security number or a code for each location or department; either ensures only one response is accepted. Either method provides the ability to break down the survey results by corresponding location or department. The second safeguard is confidence intervals that express a level of confidence in the accuracy of survey ratings. Similar to political opinion polls, confidence intervals are typically expressed as margins of error that surround a rating-for example, a poll might indicate that 45% of voters view a candidate favorably, with a margin of error of plus or minus 3%. This example indicates that the true favorableness rating falls somewhere between 42% and 48%. When margins of error overlap, this indicates that true differences do not exist. When margins of error don't overlap, this indicates that true differences do exist. Confidence intervals are computed based on the number of cases and the Favorability Rating. That is, few cases and moderate ratings (e.g. ratings between 40% and 60%) result in larger confidence intervals; many cases and extreme ratings (e.g. ratings of 0% or 100%) result in smaller confidence intervals. 5) What type of questions would be used to determine demographics yet protect the confidentiality of the employee? Response: Demographic data may he obtained in two ways. The first way is by providing the information as part of the company or organization data file submitted to the third party. This data file includes the unique codes of each participant and the total number of participants in the survey. This allows only valid participants to enter the system and determines when the entire group has completed the survey. Using this method the company or organization may receive results on age, gender, race, tenure, position, department, and location (subject to the information provided on the data file). The second method is to select demographics as one of the modules. However, position, department, and location breakdowns cannot be performed. I am providing to you three report samples that may provide additional insight into the integrity of our proposal and illustrate the answers to questions I and 4. • The Response Rate Report — indicates the number of respondents overall and in each department as a percentage of total employees —overall and per department. • The High-Low Report—clarifies the 5 highest areas of employee satisfaction. Also, the 5 areas which standout as requiring further attention showing the percentages of respondents who "Strongly Disagree" to "Strongly Agree". In addition, using a scale of 1- IOU, the Favorability Score is charted. • The Department Report — states the number of respondents from that department, the percentages of satisfaction and each category's Favorability Score. To assist in preserving employee confidentiality, there will only be reports generated for groups that have provided five or more completed surveys. Again, thank you for this opportunity to earn you're your confidence. Should you have any additional questions, please feel free to call me at 407-299-5000 ext. 3112. Sincerely, n Kevi Manager, Government Accounts ACME Manufacturing - Employee Opinion Survey Response Rate Report 1) Overall Total Surveys Rale o 10 20 30 40 50 60 70 80 90 100 Overall 431 337 78% I 2) Department Total Surveys Rate 0 10 20 30 40 50 60 70 80 90 100 Collections 5 5 100% Software Development 7 7 100% Warehouse 20 18 90% Maintenance 19 16 84% Human Resources 6 5 83% Customer Service 29 24 83% Manufacturing 179 142 79% Sales 12 9 75% • • technical Assistance 20 15 75% Graphic Design 49 36 73% Accounting 11 8 73% Advertising 54 39 72% — Engineering 13 8 62% • Administration 3 ' ' Information Processing 4 Wondedic Personnel Test, ACME Manufacturing - Employee Opinion Survey High - Low Report Top Five Items through strongly Favorability Rating N Nava mama. aww Yin* aw.. 0 10 20 30 40 50 60 70 80 90 100 9 I am personalty committed to help the company achieve Be goals. 330 1% 0% 5% r43% 51% I I I ' 17 lam proud of my work. 330 1% 1% 9% 45% 44% —I— I 48 I am aware of the Quality Standards at my company. 327 1% 4% 9% 62% 24% y_' 30 Overall,I like working for this company. 330 1% 5% 9% 49% 37% 10 I am proud to say that I am an employee of this company. 330 1% 4% 10% a 32% 53 I r V Y Y Y Bottom Five Items swnWy &rough Favorability Rating N or..w..Dingo* Neutral 4an. •v.. 0 10 20 30 40 50 60 70 80 90 1 W 41 I receive frequent performance feedback. 328 9% 29% 28% 29% 5% iF� I t--i— I ti r- t _r 4 Promotions are awarded fairly. 328 25% 25% 20% 26% 4% —40— 48 There are barriers that keep me from providing quality products and 317 4% 21%j 18% 46% 10% y_ servlce5.(Reversed) 38 Management shares control with employees. 327 ;9% 23% 35% r19% 5% - I t t F r_- 47 Sometimes things get so hectic that quality goes down.(Reversed) 327 2% 16%I 12% 45% 25% ' y_ • wonderge Personnel Test ACME Manufacturing - Employee Opinion Survey Department Report Department: Favorability Rating Accounting N us/avows. unr.vnr.u. Moira' F.rorMl. Favorable ngly r 0 10 20 30 40 50 60 70 80 90 100 Overall Satisfaction 8 0% 0% 13% is-75% 13% _ Job Attitudes 8 0% 6% 8% '75% 10% ~~ a '_ _.1--i_ . Commitment 8 8% 3% 6% r66% 19% - --�- -_�__- - --r {Y - .. Quality 8 10% 17% 7% 55% 10% _.1� f-� -I 1- -- a- � �_ - t Performance Feedback 8 3% 23% 13% �83% 0% , - r Coworkers 8 6% 22% 9% '56% 6% --_. r--- t A- - t -_ I - t- t— -_ Supervkbn 8 13% 21% 6% �48% 13% a_ Communication ---_--� 8 3% 26% 13% '51% 8% -r- --I- y __r-- - - ' Empowerment 8 5% 20% 17% 55% 3% a I t. ._.i Be Pay and Benefits 8 3% 23% 33% '38% 5% r 1 - ~ —. -1_-__1_. _ F__-1 —r__ ' Career Opportunities 8 0% 47% 19% r34% 0% i Wonderlic Personnel Test