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Home My WebLink About05.b. Receive update on Mentorship ProgramPage 1 of 9 Item 5.b. F__1_448�411C_S0 January 18, 2022 TO: ADMINISTRATION COMMITTEE FROM: CHRISTINA GEE, MANAGEMENT ANALYST REVIEWED BY: TEJI O'MALLEY, HUMAN RESOURCES AND ORGANIZATIONAL DEVELOPMENT MANAGER ROGER S. BAILEY, GENERAL MANAGER SUBJECT: RECEIVE UPDATE ON MENTORSHIP PROGRAM Since 2016, Central San has offered its BOOST Mentorship Program for full-time employees to be a mentee or mentor in a cross -divisional, project -based staff development opportunity. The program is highly interactive and unique in that mentees and mentors work together to successfully complete and present a project to the Executive Team and Board Members. The delivery of the project provides a basis upon which a relationship can be built and gives each mentee exposure to Central San's senior leadership, as well as a chance to hone their presentation skills. In addition to the project and monthly mentorship meetings, mentees have the ability to learn technical skills and job shadow within the mentor's division, and explore other areas of Central San in which they may have an interest. The Mentorship Program has been a successful and popular part of Central San's Organizational Development and Talent Management program. Seven mentees recently "graduated" from the third cycle of the program, bringing the total number of mentees who have participated in the program thus far to 17. Over the years, the mentees have included entry-level and mid -management staff. The 17 mentors who have participated in the program - some being repeat mentors in multiple cycles - have included mid - management, management, and executive staff. Each cycle, feedback from program participants has been used to continuously improve the program. The recent cycle added a dedicated program coordinator; additional support and training tools for mentors and mentees; longer, year -long mentorships with one "primary" mentor and additional "technical skills" mentors as needed; performance measurement to gauge program effectiveness; and stronger emphasis on the traditional aspects of mentorship, including coaching, relationship development, soft skills, and learning about the mentor's realm of responsibility. The Mentorship Program is designed to foster employee growth, break down silos within Central San, and develop win -win outcomes between the District and its employees. Mentees and mentors develop themselves professionally and personally, feel more valued and confident in the workplace, can explore lateral and promotional career opportunities and advancements, have a greater understanding of Central San's operations, and build lasting cross -divisional relationships. The program also enhances succession planning efforts, encourages collaborative interdepartmental relationships, emphasizes the value of developing people, develops leaders' coaching skills, and produces January 18, 2022 Regular ADM IN Committee Meeting Agenda Packet - Page 24 of 38 Page 2 of 9 projects - often optimizations - to enhance Central San's ability to deliver high -quality service to customers. The program assists Central San in becoming a learning organization and in retaining and strengthening its greatest asset: its people. Cycle 3 On October 5, 2021, the third set of mentees "graduated" from the program by presenting on their mentorships and their projects to their first -line supervisors, their fellow mentees, the mentors, the Executive Team, and Board Members. As always, mentees and mentors were paired cross -divisionally and based upon the mentee's interests. The mentees and mentors from Cycle 3 were as follows: • Chathu Abeyrathna, Associate Engineer — Mentor: Roger Bailey, General Manager • Blake Brown, Supervising Chemist — Mentor: Paul Seitz, Collection System Operations (CSO) Division Manager • Steve Diethelm, Utility Systems Engineer— Mentor: Alan Weer, Plant Operations Division (POD) Manager • Ashley Freeman, Administrative Assistant, CSO — Mentor Neil Meyer, Plant Maintenance (PM) Division Manager • Bryan McGloin, Management Analyst, Planning & Development Services (PDS) Division— Mentor: John Huie, Information Technology Manager • Velisa Parks, Administrative Services Assistant — Mentor: Kevin Mizuno, Finance Manager • Lee Sutherland, Maintenance Supervisor, Machine Shop — Mentor: Danea Gemmell, PDS Division Manager Cycle 4 Four mentees have been accepted into the program for its fourth cycle, kicking off in January 2022. Year- long mentorships will take place until December 2022, followed by an additional six months for the mentee to complete their project, before presenting it in summer 2023. Another program update will be presented to the Board in fall/winter 2023. Strategic Plan Tie -In GOAL FOUR: Workforce Development Strategy 1— Proactively plan for future operational staffing needs, Strategy 2 — Foster relationships across all levels of Central San, Strategy 3— Inspire employee engagement ATTACHMENTS: 1. Presentation January 18, 2022 Regular ADMIN Committee Meeting Agenda Packet - Page 25 of 38 Page 3 of 9 BOOST MENTORSHIP PROGRAM UPDATE Administration Committee January 18, 2022 Christina Gee, Management Analyst •• l BOOST MENTORSMIP PROGRAM Build relationships Offer your skills Own your career Share experiences Transform 2 2 January 18, 2022 Regular ADMIN Committee Meeting Agenda Packet - Page 26 of 38 1 Page 4 of 9 PROGRAM STRUCTURE • One mentor assigned to each mentee • Mentors meet with mentees regularly • Technical skills mentors assigned as needed • Check -in meetings quarterly • 18-month mentorship • Completion of a project • Traditional mentorship in desired areas • Focus on building relationships, providing exposure to new functions, and soft and technical skills mentoring 3 3 BENEFITS FOR PARTICIPANTS • Professional and personal development • Value and confidence in the workplace • Project providing opportunity to suggest operational improvements/optimizations to broad audiences • Exposure to career advancements and opportunities • Greater understanding of Central San's operations • Lasting cross -divisional relationships CFNTPAISAN 4 2 January 18, 2022 Regular ADMIN Committee Meeting Agenda Packet - Page 27 of 38 Page 5 of 9 BENEFITS FOR CENTRAL SAN • Strengthens Central San's greatest asset: its people • Aids in succession planning • Assists Central San in becoming a learning organization • Breaks down silos and encourages more collaborative interdepartmental relationships • Emphasizes the value of coaching and developing people • Optimization projects enhance ability to deliver high -quality service to customers 5 5 PROGRAM PARTICIPATION Cycle 1 4 14 (FY 2016-17) Cycle 2 6 12 (January 2018 — June 2019) Cycle 3 7 7 (January 2020 — October 2021) Cycle 4 4 4 (January 2022 —August 2023) 6 I January 18, 2022 Regular ADMIN Committee Meeting Agenda Packet - Page 28 of 38 3 Page 6 of 9 7 CYCLES 1 & 2 PARTICIPANTS Mentee (DEPT) Mentor #1 (DEPT) Mentor #2 (DEPT) Mentor #3 (DEPT) Mentor #4 (DEPT) Rita Chang (ENG) Jean -Marc Petit (ENG) Qoint w/Ian Morales) Danea Gemmell (ENG) Elaine Boehme (ADM) Paul Seitz (OPS) Christina Gee (ADM) Danea Gemmell (ENG) Ann Sasaki (OPS) Alan Weer (OPS) Emily Barnett (ADM) Ian Morales (ENG) John Huie (ADM) Qoint w/Rita Cheng) Jean -Marc Petit (ENG) Thea Vassallo (ADM) Ann Sasaki (OPS) Oman Nwansi (OPS) Neil Meyer (OPS) (skipped) Ann Sasaki (OPS) (skipped) 2019) Mentee (DEPT) Mentor #1 (DEPT) Mentor#2 (DEPT) Michael Cunningham (ENG) Nate Morales (OPS) Roger Bailey (ADM) Heather Fryman (OPS) Teji O'Malley (OPS) Jerry Ledbetter (OPS) Matt Hart (ADM) Jean -Marc Petit (ENG) Melody LaBelle (ENG) Shenae Howard (ENG) Ann Sasaki (OPS) Teji O'Malley (OPS) Jeff Skinner (ENG) Danea Gemmell (ENG) Paul Seitz (OPS) k1k, Jim Wan (OPS) Starlin Jones (OPS) Neil Meyer (OPS) CYCLE 3 PARTICIPANTS Mentee (DEPT/DIV) Mentor (DEPT/DIV) Project Technical Skills Mentor(s) Chathu Abeyrathna (ENG/CP) Roger Bailey (ADM) Treatment Plant Asset Handover Process Optimization Blake Brown (ENG/LAB)* Category One Sanitary Sewer Overflows Paul Seitz (OPS/CSO) Lab Reporting Procedure Steve Diethelm (OPS/PM)* Alan Weer(OPS/POD) Retrofit of Electrical and Control Systems for Rob Urine and Mark Cavallero Service Air Compressor #2 Ashley Freeman (OPS/CSO) Neil Meyer (OPS/PM) Digitized Operator Routes Nick Hansen and Ian Morales Bryan McGloin (ENG/P&D) John Huie (ADM/IT) Ransomware Audit Tim Hiteshew Velisa Parks (ADM) Kevin Mizuno (ADM/FIN) Budget Book and Integration with Todd Smithey Enterprise Resource Planning Software ` Lee Sutherland (OPS/PM) Danea Gemmell (ENG) Asset Health Indicator Tool Nitin Goal and Khae Bohan - *promoted during the program 7 8 January 18, 2022 Regular ADM IN Committee Meeting Agenda Packet - Page 29 of 38 M Page 7 of 9 PROGRAM FEEDBACK 100 - of projects implemented or undergoing implementation 4 : All mentees rated their mentor pairings 51 4 - d N,avttiLG P�StYLGt oewtyaL Saw Ls a awd pant of Lts sucthe I eadersh�p coVWue)6wceawd of lnowLw9 s�L�Ls of tM future geweratLow vwoderwtz�w9 D Str,,ctwLde oPerat ows to stveRVVLC We pypGesses. — The challenge presented doubts at times, but the end results gave [me] confidence. SURVEY RATINGS OF OVERALL VALUE OF THE PROGRAM FOR PERSONAL AND PROFESSIONAL GROWTH to ° W Lu H d z Lu !2 : C oON °(o%) o(o%) Not of any value Rating of Overall Program Value Very valuable fn w 0 H z w 2 ac ° No%) °') °'4%l 1 2 3 d 5 Not of any value Rating of Overall Program Value Very valuable PROGRAM FEEDBACK I learned a lot about leadership structure, planning, follow through, and presentation. It gave me the opportunity to present in front of upper management that I would not have had otherwise. I feel more comfortable (and less intimidated) presenting now that I have had this experience. There's always an Opportunity to learn and, whether you're a mentee or a mentor, you do have that opportunity. [The program] is very fulfilling. I believe that this program was beneficial to both the mentee and myself. Outside of our project, we discussed many different aspects of supervision. L demonstrated rn to kly learn new conty to cepts identifyThe Mentorship Program shows me that eas for imCentral San is dedicated to the provement, and bepro-active and creative indevelopment of the employees. mendintion g p°tential courses of and resolving issues. _ 10 10 January 18, 2022 Regular ADM IN Committee Meeting Agenda Packet - Page 30 of 38 Page 8 of 9 CYCLE 4 PARTICIPANTS Heather Ramamurthy (ENG/P&D) Khae Bohan (ENG/P&D) Matthew Chambers (OPS/CSO) Chad Jaschek (OPS/PM) 11 Kevin Mizuno (ADM/FIN) TBD Roger Bailey (ADM) Greg St. John, Land Surveyor Lori Schectel (ENG/ERC) TBD Phil Leiber (ADM) TBD CYCLE 4 TIMELINE AND MILESTONES • January 2022 — December 2022: Mentorship meetings • September 2022: Mid -Program Check -In • January 2023 — June 2023: Project completion • July 2023: Presentation to Executive Team • August 2023: Celebration event • Fall/Winter 2023: Report to Board 12 CFNTPAISAN 12 a January 18, 2022 Regular ADMIN Committee Meeting Agenda Packet - Page 31 of 38 Page 9 of 9 4400��-� CENTRALSAN BOOST MENTORSHIP PROGRAM 13 13 January 18, 2022 Regular ADMIN Committee Meeting Agenda Packet - Page 32 of 38