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Monday, March 24, 2014

Whitney Works with DWD

For the last two weeks I have been with the Indiana Department of Workforce Development (DWD). DWD serves the worker and the employer to ensure workplace success. DWD is committed to innovating and invigorating Indiana’s economic future. Primary services include: WorkOne Centers, Unemployment Insurance, Labor Market Information, Regional Workforce Strategies and Professional Training. All of this information can be found on the DWD website at www.in.gov/dwd. During my rotation I have worked closely with the HR Director and HR Generalists who support this agency. Just like most of the HR staff embedded in the agencies, these ladies work together to serve and support the management team and employees of DWD.

During my rotation with DWD I had several tasks I completed and a few projects that I worked on. I researched personnel files on PeopleSoft and verified employment standing (active vs. termed employees). I then would purge the termed employee files to prepare for send off to records. A new part of PeopleSoft I had the opportunity to work with was the recruiting module. In this project, I searched within PeopleSoft to find job descriptions. I then pulled the job descriptions off of PeopleSoft to combine them onto an excel spreadsheet to have them altogether in one file. Another project I had was very similar to the project I had at the Indiana State Department of Health; I emailed supervisors and managers to collect job descriptions and put them onto a shared folder to potentially have readily available on an electronic database. This project/compilation will assist the HR team in populating hiring requests as well as potentially electronic performance appraisals at year’s end.  Finally, a project I worked on the entire time I was with the DWD was with performance appraisals. I would receive the performance appraisals, verify all correct parties had signed the performance appraisal, and then make copies to prepare them for their personnel files.


I had a very good experience at DWD and I thoroughly enjoyed working with the HR team here. I look forward to my next rotation with Talent Acquisition! 

Thursday, February 27, 2014

Whitney works with the Small Agencies Division

For the past two weeks I have been in the Small Agencies Division and working alongside one of the HR Generalists. This particular Generalist works with several small agencies such as the Department of Administration, Hoosier Lottery, Lieutenant Governor’s Office, Department of Agriculture, and many more. She has been a great mentor and fun person to work with.  I have received a lot of good direction from her on my projects the past two weeks.


During my time with the Small Agencies Division, my projects have included: completing employment verifications, researching personnel files and verifying current employees within PeopleSoft. My other project was working on record retention and maintenance for the Department of Administration. All of these projects have given me a lot of exposure to the different things that an HR Generalist may deal with on a daily to weekly basis. The research project of personnel files was a very valuable project for me because of the amount of time I got to spend working in PeopleSoft. I am beginning to feel more comfortable navigating through this system. I have gained a lot of insight on the importance of record retention and documentation of employees as well. I have enjoyed my time working with the Small Agencies Division and I am looking forward to my next rotation.

Tuesday, February 18, 2014

Intern Whitney goes to ISDH!

Hi Everyone! For the last two weeks I have been working with the HR team embedded within the Indiana State Department of Health (ISDH). My project for this agency has been communicating with the different departments to collect all job descriptions of ISDH employees. I then take the job descriptions I receive and divide them accordingly into separate folders on a shared file. The goal of this project is to begin the process of having all job descriptions readily available online. By putting them into a shared file, hiring managers and HR will be able to access the job descriptions easily without having to search or email each other for this information. Going along with Governor Pence’s “Good to Great Plan”, this is another way the state is trying to make things faster, friendlier, and more accessible to state employees. I have just started the process of collecting the job descriptions but this project will continue to be worked on by others going forward. Their goal is to have this done by 2015. This project has been very tedious and challenging at times but I have learned a lot from it. I have learned how to better communicate with people through email. When there are several people who have to be involved to make a project work, I have learned that communication, persistence, deadlines, and check-ins work best (at least for this project). It has been a great learning experience.

This morning I was given a project of a completing a background check on a final candidate for hire. I did the employment verification, professional reference verification, and education verification. I made phone calls to verify the employment and professional references. Then I called and emailed the candidate for her transcripts to confirm her education. Finally, I initiated a background check in PeopleSoft. It was awesome being given this responsibility. It’s a simple process but important to any organization. Getting to do it on my own and learning through experience rather than just watching or reading was great.


The past two weeks at the ISDH have been a lot of work and I have learned a lot! It has also been a lot of fun. I feel I have gained some great knowledge and experience through this time. The HR team was great to work with! I can’t wait for my next rotation with the Field Operations division of the State Personnel Department. 

Tuesday, February 11, 2014

Meet Our New Intern Whitney!

Hi Everyone! My name is Whitney Bryan and I am the spring intern for the Indiana State Personnel Department. I hope you will enjoy reading my blogs over the next several months. I am a senior at the Kelley School of Business in Indianapolis and I will be graduating this May (Yay!) with Bachelor’s Degrees in Human Resources, Management, and International Studies. I would love to work in HR and I have a strong interest in working for the state, so this internship is a great opportunity to explore what it would be like to work for the state. I was first exposed to the SPD when Heather Whitaker came to a business class of mine. I thought her job sounded really interesting and I was intrigued by the idea of having many HR departments working together to serve other entities to reach an overall goal. The state does just this; HR is working to deliver integrated services effectively to meet the goals of the state’s different agencies. I heard of this internship through one of my professors at school and through an informational interview I had with Heather. Heather and my professor both encouraged me to apply for this internship and told me that it would be a great experience. Heather told me an overview of the internship and I really liked the value this internship offers in giving their interns lots of experience with different agencies and the amount of “hands on” work. I am grateful for the opportunity of this internship because I know it is going to be so valuable.

Today is my second day here at the SPD and so far I have been very impressed with what this internship has to hold for me. I have a schedule for the course of this internship and it involves rotating into different divisions and some job shadowing opportunities. This internship is very exciting and fast moving which I like. I look forward to rotating with the different divisions and seeing many different perspectives of HR. Today I had a day full of meet and greets. I met several directors from different divisions and learned a little more about how the SPD works. One really interesting part of the state is the idea of centralized HR. All HR positions are controlled here and the different HR directors and generalists work for all the different agencies in the state. I think this is a really neat way to handle all of the agencies’ HR needs and I like the feeling of so many HR people working together to meet the needs of the state and agencies.

I am really looking forward to this internship. I know I am going to get a lot of exposure and will gain a lot of experience. I’m excited for the opportunity to work with so many different people and work with the many different divisions. I have high expectations for this internship and I know I will not be disappointed. So far, everything has been exciting and above my expectations. Stay tuned to read and follow my journey in this internship. I know I am going to learn a lot and I hope you can learn something too from my experience!


Wednesday, January 29, 2014

Bianca Says Goodbye to SPD!

The past two weeks I spent  working with the Indiana Department of Child Services. During my time with the Indiana Department of Child Services I have had the opportunity to work on various projects. Some of the various projects I worked on consisted of employment verifications, completing background checks, and assisting in a retention strategy. Also during my time with Indiana DCS, I helped with the transition process of a new Human Resource Generalist.

As my internship comes to a conclusion I am spending my last week assisting the Department of Bureau of Motor Vehicles (BMV) with the implementation of the online performance management process. My project consists  adding selected competencies into PeopleSoft for each position within the BMV. Once complete the BMV will be able to launch the new process for completing appraisals via PeopleSoft (called ePerformance) making it easier for managers to complete appraisals from year to year and helps cut down on paper-based forms. 


Overall, I have enjoyed my time with the Indiana State Personnel Department and I am grateful for the experience and opportunity to expand my knowledge with the various components of human resources.  I hope you enjoyed reading about my journey. I highly encourage anyone who has an interest in human resources to apply for an internship with the Indiana State Personnel Department. If you are granted such an amazing opportunity you will be able to receive so much from this experience! 

Jon's Final Week

I have had a great time during the fall internship at the State Personnel Department. I have spent 192 hours over the past ten weeks learning and growing. The experiences the internship provided could not been taught in class. Indiana State Personnel Department is truly a leader when it comes to human resources. Managing the employment needs of the third largest employer in the state is not an easy task.

I spent the last two weeks at the Indiana Department of Health (ISDH). The mission of the ISDH is to promote and provide essential public health services. I was exposed to a multitude of areas concerning human resources during my time there. I worked on projects involved with I-9s, filing, information gathering, recruiting, and was able to sit in on some employee relation conversations.
The I-9 project picked up where the other fall intern left off. In addition to this I had the chance to visit the Indiana School for the Deaf.While at the School for the Deaf, I updated the HR board with some required postings and notices. Filing was kept to a minimum, and I only spent a couple hours total in the file room. I had the opportunity to assist in gathering documentation for an unemployment hearing and information pertaining to employees that are required to maintain a CDL.

Most of my time was spent on employment efforts. I logged a lot of hours using PeopleSoft. I would change the disposition of applicant to initiate background checks by a 3rd party. I would also need to print off applications and create a packet for candidates that were being considered for employment. Before a candidate may be hired, their packet must be complete with all the items required by SPD policy. I was responsible for maintaining a handful of applicants during the hiring process. Once the top candidate was selected I would create an offer letter and send it to the candidate. I was able to complete a few reference checks and employment verifications. However, at ISDH the hiring managers usually complete these tasks. After the offer letters were sent I would change the applicant’s disposition and prepare them for hire in PeopleSoft. I would also complete the Onboarding registration form and send it to the appropriate people.


The employee relations issues I had the opportunity to sit in on are confidential. If you want more information on them, apply to be the next intern at SPD. I came into this internship hoping to be exposed to how a large agency handles their HR needs. I also wanted to experience what it is like to work in a government organization. I feel that my expectations have been surpassed. If anyone reading this is considering the SPD HR internship, I would encourage them to apply. I know I am glad I did!

Thursday, January 23, 2014

Our Intern Bianca Works with ISDH

For the past two weeks I have had the opportunity to work with the Department of Health (ISDH). During my time here I learned about I-9 forms and that they are used to verify employment and to protect employees because an employer cannot ask for certain documentation to verify employment. Common documents used by employers to verify employment are social security numbers. My main project was to complete an audit of the I-9 files for ISDH employees.  In addition to spending time working on I-9 forms I had an opportunity to sit in on an employee relations issue and an accommodation and also complete benefit packets for individuals who are out on leave.

As stated above, my main project consisted of going through ISDH employee files and looking for a completed a I-9. While doing this is I ran into some issues as some were missing. After further investigation, I found that this was mostly due to employees who were hired before November of 1986 and were not required to complete this form at that time. For the employees who began state employment after 1986,  I found that a possible reason why they were missing was because that employee transferred to ISDH from a different agency.

Another wonderful opportunity I had was to sit in on an employee relations issue. The issue came from an employee who was concerned about working in a hostile work environment. To help solve the issue the employee was recommended to call SPD’s employee relations hotline or fill out a form to have an investigation completed.

I also had firsthand experience with benefits. For this project, I had to compile packets containing information pertaining to the upcoming benefit’s open enrollment for individuals who were out on leave and then mail these packets to their home addresses.  During open enrollment, employees are allowed to update their insurance policies.


In addition to working on an employee relations issue I had an opportunity to sit in on an accommodation request. An employee was concerned about her working environment affecting  her health. The employee was advised to complete a J.A.N. form and schedule a follow-up meeting to discuss this form. By sitting in on this accommodation I learned that J.A.N. stands for Job Accommodation Network and how important it is that all employees’ needs are being meet to lead to better performance.