RECEIVED SEP 0 4 2024 BY.. Puchoiy  Board of Commissioners Agenda Item Transmittal Form Procurement/ContractTransmital Form  Type of contract: 1yearD Multi-yearD Single Event D Contract #:  BOC Approval Date:  D Submission Information Contact Name: Toni Holmes Department: Talent Management  . Vendor Information Vendor Name: Association County Commissioners of Georgia Civic Affairs Foundation, Inc Address: 191 Peachtree Street, Suite 700 Email: mnesmith@accg.org Phone #: 404-992-8737 Contact: Michele NeSmith  ProjectTitle: General Georgia County Internship  Program (GCIP) -Classification Management: Systems Address: Atlanta, GA 30303  Intern Applicetion  Funding Account Number: 25D  Contract amount: $3,000 INTERNSHIP ley Contract Type: Goods0 Services() Labor(x) Contract Action: New (x) Renewal0) ChangeOrder0)  $400 COST SHARE  Term of contract: May 1,2025-sepemberi,0s  Original Contract Number: Finance Director Signature Ihave reviewed the: attached contract, and the: amounti is apprgved for processing. Signature: Lenuclyaz  Procurement Manager Signature Ihave reviewed the attached contract, andi iti isi in compliance with Purchasing Policies of Rockdale County. BiMatey  9l20z4  Signature:  Date:  415124  Detailed Summary of Contract: $400COSTSHARE Applicution  Rockdale County Talent Management Department is requesting a Classification Management Systems Intern through ACCG. Thei intern will work directly with the Human Resources Information Systems division of Talent Management. This intern will focus on a comprehensive set of activities integral to the successful execution of the project. These tasks include Special Training and Collaboration, Research and Integration, System Data Support, and Standard Operating  Procedure Development. $400 COST SHARE  Department Head/Elected Official Signature: Sgmi 990k  Date:  81364  2444409    ACCG Civio Affaire Foudation  Section :: Grant Category  Select (X) the grant category for this application.  General GCIP Grant Kundell Environmental Grant Garner Health and Human Services Grant  Verizon Grant  Section I: General Grant Information  County Name: County E-Verify Number: Number ofl Interns Requested:  Rockdale County 381341  Are you submitting an application that includes a partner?  Yes XNo Yes D No  List partners: Isy your partnera nonprofit, college, or university? List contribution level contribution, from those entities.) other Primary Contact: County: Position: Address: Email:  $600_(25%)  Other  (Partners can include other counties, regional commissions, colleges/universttes, and/or non-profit organizations. Partnerships with colleges/universttes, and/or non-profit organizations must include at least a 25%funding  Name of Grant Coordinator or Chantall Hunt Department: Talent Management  Rockdale County  Recruitment & Retention Mananger 958 Milstead Avenue, Ste 120, Conyers GA 30012 Chantal.Funterockialecountypagow  Phone: 770-278-7578  Ist the county providing partial funding of the amount needed to fund the internship? (Total cost of thei internship is $3,000 plus FICA and' WCS supplement)  OYes XNo $:  What amount? OR  ACCG Civic Affairs Foundation, /191 Peachtree. Street, NE, Suite 700/A Atlanta, Georgia 30303 ph.(404)522-5022  2    ACCG Civo Affalra Foundation  Ist the county providing additional funding? (on top of the grant amount) D Same as grant coordinator or other primary county contact  XYes D No $: 400  What amount? X Other Name: Position: Address: Email:  Who will bei the supervisor for the intern?  Kimberly Redd  Department: Talent Managemt  DeputyDirector, Talent Management 958 Milstéad Ave., Ste 120; Conyers GA 30012 Kinberly.redd@rockdalecountygagovy  Phone: 770-278-7570  Has this individual previously supervised interns? Isa adequate space available to support ani intern? intern to complete the proposed project(s)?  XYes ONo XYes XYes OYes XYes DYes XNo XYes Yes XNo XYes  ONo No XI No D No ONo ONo  Isa adequate equipment available (computer, software programs, etc.) for the Will outside technical assistance be required for thei intern to complete the  project?  Ify Yes, who will provide it: Has your county previously! had an intern? Has your county ever had an intern int this field? Ist there a college or university located in your county? Ist there ai technical college located iny your county? so years of worki in a certain field should not bei included.) proficiencyi in researching, analyzing, and compiling data. Will any special training be provided to thei intern?  Has your county previously received a Georgia County Internship Program  (GCIP) grant for interns?  What special skills should thei intern have to be able to complete the project, such as knowledge of certain types of software, experience using certain types of equipment, etc.? (Note thisi is for a student The intern would need to have knowledge oft the Microsoft Office Suite -to include, but not limitedto- Word; Excel, PowerPoint, Outlook, Teams, Publisher, and Access. The intern should also demonstrate. IfYes, please describe: 'Intern will be taught how. to navigate and utilize our Human Resources  XYes  No  Informational. System (HRIS) of ADP Workforce Now: They will also receive training applicable to their intérnship via our fully integrated  Learning Management, System (LMS).  Please describe how your county plans to recruit and advertise the internship position: The county will utilize our internal Recruitment: & Retention: division team to post the internship opportunity to both our: internal and external job site, as well asj jobl boards such as ZipRecruiter ACCG Civic Affairs Foundation/ /1 191 Peachtree Street, NE, Suite 700/A Atlanta, Georgia 30303 ph.404)522-5022  and Indeed.  3    ACCG Civic Affairs Foundatlon  Section H!: Project Description and Intern Position Title  Project Information  Internship position title: Intern Classification Management Systems Int the gray space below, please FULLY describe the internship position being proposed, the need it addresses, the benefits to the county, and the necessary intern qualifications. The space will expand when you start to type. Include no more than 1-2 additional pages to describe the internship. More information can be found The proposed project aims to employ an intern for the development of a. comprehensive Classification Management System, This system, accessible to both internal employees and external citizens, seeks to significantly enhance accuracy and transparency in our job classifications. Given the existence of over 425 active job classifications, the creation of a centralized platform will prove invaluable. The. system will provide easy access to job descriptions, salary rangesy and related information, benefitting our émployées and fostering collaboration: with other çounties who rely, on this information, when conducting salary The intern will play a pivotal role in the creation of the new systèm by working directly with the Human Resources Information Systems (HRIS) division of the Rockdale County Department ofTalent) Management Additionally, the project will receive crucial support from ourinternal Technology Services Department.: This collaborative effort will involve. extensive research, analysis, and data compilation to ensure the system is efficiently managed and easily accessible to multiple stakeholders on an ongoing basis. By leveraging expertise from HRIS and Technology Services subject matter experts, the intern will work to establish a Subject to, available funding, the proposed internship for the Summer Grant Period will focus on ac comprehensiye; set of activities integral to the successful. execution of the project. During  in the GCIP Application Process and Guidelines document.  surveys and classification research for theirorganizations:  system that meets the diverse needs ofusers within the organization,  this4 4-month timeframe, the intern will engage in thet following key tasks:  Spécialized' Training and Collaboration:  Collaborate with subject matter experts (SMES) to receive specialized training in the Dedicate time to gaining a dlear understanding of classfication-related data. Research how ather counties centralize their classification data, Work towards integrating relevant information into our proposed system;  navigation of our county's) HRIS and LMS systems.  Research and Integration:  ACCG Civic Affairs Foundation/191) Peachtree Street, NE, Suite 700/A Atlanta, Georgia 30303 ph.(404)522-5022  4    ACCG Civic Affairs Foundation  Data Accuracyand: System Support:  Ensure the accuracy of data entered into the system.  Work with HRIS: division and Technology Services: Department to develop. a system that supports easy, updates for users who will manage it post-implementation. Work on creating a Standard Operating Procedure as. an integral part of the new: Ensure the SOPis designed to streamline processes for ongoing management, These tasks collectively, aim to equip, the intern with the, necessary. skills and knowledge to contribute effectively to the successful implementation of the proposed: project, fostering à The current need for the proposed project is critical, with direct implications possible for our: day-to-day operations, A recent internal audit highlighted inconsistencies in our job descriptions; including discrepancies in classification codes, job titles, and pay grades as they have shifted: over the years with our recruitment: and retention strategies. Overtime, limited revisions) to: these documents have been made, as using the existing manual process not only hinders the speed of necessary, updates but also raises, concerns about the acçuracy of the information provided in the accumulated paperwork. The sheer volume of descriptions exacerbates the challenge of timely updates and ends up impacting the time it takes to post for new positions, vaçancies, and upcoming promotions. Addressing these issues: isi imperative forefficient workflow. Establishing the proposed system to manage thej job classifications: will streamline: thej process, ensuring accuracy and efficiency in handling classification data within Moreover, the current classification: and compensation information is accessible: only to our çounty employees via our internal Sharepoint. Site, requiring an Open Records request for external access -as the corresponding data would have to be pulled in. accordançe: with the request: Not only is this time consuming, but the process is also not very, efficient. for both parties involved. Aligning, with our departmental goals in Talent Management, and the county's. vision, as outlined in the Strategic Plan, we recognize the citizens' call for greater transparency, By making classification and compensation information readily available, to the public, we aim to demonstrate our commitment to transparency, responsiveness to citizen feedback, and. continuous improvement: across all aspects of the County organization,  Standard Operating Procedure. (SOP) Development classification: management system.  robust and streamlined. classification management system.  HR; as wéll as throughout our organization's departments.  particularlyin) Human Resources.  For questions, email mnesmitheaccg.org or call (404) 992-8737  The Georgia County Internship Program is offered by the ACCG Civic Affairs Foundation thanks to the generosity and support of our donors and supporters. The Foundation is a nonprofit 501 (c) (3) organization. For more information, visit www.cvicattars.or. ACCG Civic Affairs Foundation /191 Peachtree Street, NE, Suite 700/A Atlanta, Georgia 30303 ph.404)522-5022  5    Contract No. 2024-  The Rockdale County Board of Commissioners hereby accepts the Internship Grant funds for $3,000 from Association County Commissioners of Georgia (ACCG), Civic. Affairs Foundation,  Inc.  ROCKDALE COUNTY, GEORGIA  By:  Osborn Nesbitt, Sr., Chairman  Date  Attest:  Jennifer Rutledge, Executive Director/  County Clerk