Chairman Grama details workforce improvements and digital records transition

In a recent meeting of the Legislative Audit and Fiscal Review Committee, the atmosphere was charged with accountability and progress as officials addressed critical staffing and record-keeping issues within the North Dakota University System (NDUS). Chairman Grama and Representative Huddleston led the discussion, focusing on the significant strides made to rectify past shortcomings in personnel management.

The committee learned that the NDUS had previously operated with a severely understaffed human resources department, consisting of just one HR director and a half-time generalist. In response to these challenges, the system has doubled its HR staff without increasing the overall number of full-time employees. This strategic reallocation of resources underscores the urgency with which the NDUS is tackling its personnel records project, which has been designated a high priority.

One of the key issues discussed was the transition from a traditional paper filing system to a digital one. This shift, while necessary, revealed gaps in policy implementation. The NDUS acknowledged that it had not established its own digital policy in line with existing guidelines, leading to confusion and errors during the transition. The committee was informed that the process of scanning paper files into a digital format was hampered by staff turnover, which left the verification of these documents incomplete. As a result, inaccuracies that would have been caught in a paper system slipped through into the digital realm.

To address these challenges, the NDUS has contracted with external entities, including CTS, to assist in ensuring that personnel files are accurate and complete. This collaboration aims to rectify past errors and establish a more reliable digital filing system moving forward.

As the meeting progressed, the commitment to accountability and improvement was palpable. The NDUS representatives expressed their determination to own the findings of the audit and to implement the necessary corrections. This proactive approach not only aims to enhance the efficiency of personnel management but also reflects a broader commitment to transparency and responsibility within the state's educational institutions.

The discussions at this meeting highlight a pivotal moment for the NDUS as it navigates the complexities of modernizing its operations while ensuring that past mistakes are addressed. The path forward appears promising, with a clear focus on building a robust and accurate personnel record system that will serve the needs of the university system and its employees.