KAREN L. SMITH, MD, MPH
Director and StatePublic Health Officer

State of California-Health and Human Services Agency
California Department of Public Health

EDMUND G. BROWN JR.
Governor

October 31, 2017

Suzanne M. Ambrose Executive  Officer State Personnel Board 801 Capitol Mall
Sacramento, CA 95819

Dear Ms. Ambrose,

The California Department of Public Health (CDPH) reviewed the draft Compliance Review Report prepared by the State Personnel Board's (SPB) Compliance Review Team. The draft report summarized findings in the areas of examinations, appointments, Equal Employment Opportunity, and Personal Services Contracts from July 1, 2016 through January 31, 2017 and mandated training from March 1, 2015 through March 1, 2017.

The CDPH regards the audit process with a high degree of respect and views these reports as beneficial to ensure compliance.

Attached (Attachment A) are the department responses to the findings. If you have any questions or would like to discuss further, please contact Faye Borton, Internal Audits Manager
7in the Ofyfi,ce of Compliance, at (916) 552-8715 or email at Faye.Borton@cdph.ca.gov.

Kristanna Rivera, Chief Human Resources Branch

cc:

Brandon Nunes, Chief Deputy Director, Operations Susan Fanelli, Assistant Director
Alan Lum, Deputy Director, Administration Division Monica Vazquez, Chief, Office of Compliance

CDPH-HRB, MS 1700-1702 • P.O. Box 997378 • Sacramento, CA 95899-7378 (916) 445-0983
Department Website (www.cdph.ca.gov)

ATTACHMENT A

Finding NO. 1- Job Analyses Were Not Developed or Used for the Examination Process

Response: The Research Scientist classification series is part of the California Department of Human Resources (CalHR) classification consolidation project. In cooperation with the CalHR, the class series is proposed to be reduced from approximately 50 classifications to 9. CalHR originally proposed placing the Research Scientist consolidation on the SPB calendar for August 2017, but has pushed those dates out. In anticipation of consolidation, the California Department of Public Health (CDPH) was waiting for SPB approval of the new class series specification prior to redoing the exams.

Finding NO. 2- Probationary Evaluations Were Not Provided for all Appointments

Response: The CDPH provides probationary report training to managers and supervisors, performs an annual performance evaluation process for the department and has a tracking system for probationary report completion. Through training, consultation and tracking, the CDPH makes a good faith effort to ensure supervisors and managers are informed of the requirements for completing probationary evaluations.

Finding NO. 3- Complaints Were Not Notified of the Reasons for Delays in Decisions Within the Prescribed Time Period.

Response: CDPH employees were verbally notified of the complaint status by the Civil Rights Unit. The Civil Rights Unit has modified its process to include written notification when a decision exceeds the 90 day time limit. As of October 2017, CDPH is in compliance with California Code of Regulations, title 2, section 64.4, subdivision (a).

Finding No. 4-  Personal Services Contracts Complied with Procedural Requirements

Response: No adverse findings were reported by SPB during the Compliance Review; therefore CDPH has no additional information to provide.

Finding NO. 5- Ethics Training Was Not Provided for All Filers

Response: CDPH was relying on training coordinators in the centers/divisions/offices to track completion of Ethics Training. The CDPH Human Resources Branch has taken over tracking Ethics Training for the department to ensure all conflict of interest filers are completing Ethics Training as required.

Finding NO. 6- Supervisory Training Was Not Provided for All Supervisors

Response: The CDPH, Office of Quality Performance and Accreditation (OQPA) has records that indicate the following:

•	Twenty-eight of the forty-six supervisors have completed the mandatory, 80-hour supervisory training. OQPA is working with training coordinators and invoicing records to validate the completion and will submit documentation with the Corrective Action Plan (CAP) .
•	Nine of the forty-six supervisors have not completed training. CDPH will provide a training plan for each of the nine Supervisor with the CAP.
•	Nine of the forty-six supervisors have separated or retired from CDPH. CDPH will provide the documentation with the CAP.

Finding NO. 7- Sexual Harassment Prevention Training Was Not Provided for All Supervisors

Response: CDPH provides on-line training which is available to all employees. Prior to February 2017, designated training coordinators entered the completion date of the training based on receipt of certificates of completion from employees. As of February 2017, completion dates are automatically populated into CDPH's learning management system upon the completion of the training. This eliminates the manual data entry of training completion and will improve the accuracy of the data in the learning management system. Additionally, the Civil Rights Unit initiated a quarterly review of the learning management system to follow up on training delinquencies to ensure required training is completed in compliance with Government Code 12950.1 subdivision (a).