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06-001 Succession Management Policy and PlanPolicy #6-001 Human Resources Succession Management Policy and Plan Policy# HR6-001 Approval Date : December 13 , 2021 Approval Authority: Council , Resolution# 2021-542 Effective Date : December 13, 2021 Next Scheduled Review Year: 2023 Department: Human Resources Last reviewed: September 30 , 2024 Revision Date/s : October 7 , 2024 Schedules : POLICY STATEMENT This policy states that the HR Manager shall , maintain a Succession Plan for all leadership positions , which shall be reviewed at least annually and confidentially shared with Council upon request. The CAO , Senior Leadership Team and HR Manager will identify the key positions requiring succession planning and determine which employees will be suitable to compete for these positions in the future . The Town of Tillsonburg shall provide educational , skills and leadership development opportunities to suitable employees , as determined by the CAO, SLT and HR Manager. The development progress of the employee will be monitored through the performance management process and appropriate records will be kept within the Human Resources Department. PURPOSE The purpose of this policy is to identify and develop employees as potential successors for key mid -level and senior management positions in the organization. The goal is to have between 33 % -50 % of all mid -level to senior positions filled by internal candidates by 2023 , and every year thereafter. Page 1 of 3 Policy #6-001 SCOPE This policy applies to all Town of Tillsonburg employees. DEFINITIONS Definition of Succession Planning: A strategic approach to ensure that necessary talent, skills and core competencies will be available when needed, and that essential knowledge and abilities will be maintained when employees in critical positions leave. IMPLEMENTATION PROCEDURE 1. General Provisions The key for successful succession management is to identify those areas where the Town is most susceptible to operational/service disruption as the result of (early) retirement or resignation. The SL T and HR Manager is responsible for this task. The SL T is responsible to advise and assess subordinate staff for their capacity and suitability for promotion. 2. Tracking The accurate tracking of data associated with succession planning will assist Town staff in maintaining a successful program. Data tracking will be used to identify the following: • The number of high potential staff • Employee gap analysis and training plans for potential candidates • Training or task opportunities designed to enhance capacity • Number of key positions without an heir apparent • Number of mid-to-senior level positions filled internally All data will be tracked in an HR database that will be used to monitor progress in enhancing the capacity and core competencies of high potential staff. 3. Training and Development The Town of Tillsonburg will provide education and workplace opportunities for employees that have been identified as being high potential staff members. In order to effectively groom these candidates for any potential upward change in career, they may be provided with any or all of the following opportunities: Page 2 of 3 Policy #6-001 Mentoring: Senior employees that have been identified as those that may be leaving their post in the near future will provide mentoring for candidates by sharing their wealth of knowledge and experience pertaining to the roles and duties of the position. This will help the candidates by teaching them the essential skills necessary to perform the required tasks. Cross-Training: Employees will be trained by other employees on the duties and required skills for other jobs at the Town of Tillsonburg. This will help to increase the knowledge base of potential candidates, and allow them to gain a deeper understanding of the overall work done at the Town and help to identify potentially beneficial areas of work that best suit the candidate. Educational Opportunities: Most professional organizations to which staff belong offer educational courses or seminars. In support of both ongoing education requirements and to prepare staff for more senior roles, the Town will continue to pay for some courses and training provided there is a connection between the education and the employee's current or potential future role. Page 3 of 3 I Personal Information First Name La st Name Position I Education Completed level of Education Ph .D Master Degree Undergrad Degree College Diploma Secondary School Diploma Designations Other Talent Inventory Town of Tillson burg Staff YES r Degree / Certificate Relevant Training -Certificates, Licenses, Courses Date Personal information, as defined in the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), is collected and authorized under Section 10(1) of the Municipal Act, 2001 , and will be used to process your Ta lent Inventory and contact you with any pertinen t information related to your Succession Management Policy Talent Inventory Form. Questions about this collection can be directed to Joanna Kurowski, Human Resources Manager at 10 Lisgar Ave, Tillsonburg ON N4G 5A5 519-688-3009 ikurowski@tillsonburg.ca . I career History including Position Title and length of stay Organization Sector / Field Position Held Employment Dates Key Strengths Talents/ Specific Skills Commun ications Computer Skills Leadership Organization/Planning Customer Service Problem Solving Decision Making Teamwork Development of Employment Workload Management Independent working Goals and Aspirations Position - Department - Other- Personal information, as defined in the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), is collected and authorized under Section 10(1) of the Municipal Act, 2001 , and will be used to process your Talent Inventory and contact you with any pertinent information related to your Succession Management Policy Talent Inventory Form. Questions about this collection can be directed to Joanna Kurowski, Human Resources Manager at 10 Lisgar Ave, Tillsonburg ON N4G 5A5 519-688-3009 jkurowski@tillsonburg.ca.