1.1 Conduct an evaluation of the Workday process – The Civil Service Commission should conduct a Workday process evaluation to document and detail the Workday process flow. This evaluation should include:
- Defining and connecting each hiring step to its associated Workday step.
- Identifying necessary Workday steps and removing or discontinuing excess Workday steps.
- Determining which steps of the hiring process must occur consecutively and which steps may occur nonconsecutively.
Civil Service Commission – Agree, Implementation Date – Oct. 31, 2025
1.2 Improve Workday integration with hiring process – While conducting an evaluation of the hiring process, the Civil Service Commission should also work with Workday analysts from the Office of Human Resources to improve Workday’s integration with its hiring process and stop using external spreadsheets.
Civil Service Commission – Agree, Implementation Date – Dec. 31, 2025
1.3 Create a detailed process guide – Once the evaluation and integration improvements are complete, the Civil Service Commission should create a detailed process guide for processing candidates in Workday and ensure staff are trained on using this information. This guide should have unit-specific information, detailing:
- Each position’s roles and responsibilities within the hiring process.
- How staff should process candidates within Workday, including explanations on Workday steps and when and how they should be used.
- How staff should communicate details on unique candidate cases, adjusting the process as needed.
Civil Service Commission – Agree, Implementation Date – Dec. 31, 2025
2.1 Develop and implement background investigation policies and procedures – The Civil Service Commission should conduct a review of the background investigation process. The review should result in the commission developing, documenting, and implementing comprehensive policies and procedures for background investigators. These policies should include uniform guidance for:
- Investigation procedures such as steps, resources, frameworks, and deadlines.
- Quality assurance procedures.
- Investigation assignment and time spent tracking procedures.
- Use of a central, standardized management system, such as Workday, to document all investigation data.
Civil Service Commission – Agree, Implementation Date – Dec. 31, 2025
2.2 Develop and document a security and privacy policy – The Civil Service Commission should ensure the policies and procedures for background investigators include uniform processes for using city-issued devices to handle and store candidate documentation in a central, secure file repository that adheres to the city’s record retention rules and can be monitored by managers.
Civil Service Commission – Agree, Implementation Date – Dec. 31, 2025
2.3 Issue city approved devices to background investigators – The Civil Service Commission should issue devices, such as laptops, to background investigators and ensure that all work, in accordance with city policy, is conducted on city-issued devices.
Civil Service Commission – Agree, Implementation Date – June 30, 2025
2.4 Develop a time and attendance policy – The Civil Service Commission should ensure the policies and procedures for background investigators include time and attendance policies that provide reasonable assurance that employee-reported time is accurate, reflects work performed, and is sufficiently detailed for supervisory review. In accordance with city Fiscal Accountability Rules, the policies should detail which supervisor is responsible for review of background investigator time and attendance and how often the review should occur.
Civil Service Commission – Agree, Implementation Date – May 28, 2025
2.5 Develop a conflict-of-interest and outside employment policy – The Civil Service Commission should ensure the policies and procedures for background investigators include, in accordance with city requirements, processes for:
- Identifying and documenting conflicts of interest in the hiring process.
- Documenting and approving all outside employment.
Civil Service Commission – Agree, Implementation Date – May 14, 2025
2.6 Develop formal written guidance to ensure oversight and monitoring – The Civil Service Commission should develop and document written guidance for oversight and monitoring of work completed by commission staff processing candidates in the hiring process. This guidance should include information about who should be conducting these reviews and how frequently.
Civil Service Commission – Agree, Implementation Date – Dec. 31, 2025
2.7 Contract monitoring and oversight – The Civil Service Commission should develop and implement policies and procedures to ensure third-party agreements are appropriately established and monitored for compliance. These policies and procedures should include identifying and outlining responsibilities related to contract management.
Civil Service Commission – Agree, Implementation Date – Dec. 31, 2025
2.8 Develop and implement formal procedures for communication with other departments – The Civil Service Commission should work with the Denver Police Department, Denver Fire Department, and the Department of Public Safety to develop, document, and implement policies and procedures outlining a plan for regular quality communication and data sharing.
Civil Service Commission – Agree, Implementation Date – Oct. 31, 2025
2.9 Review communication processes – The Civil Service Commission should review its communication processes. This review should include:
- Collaborating with Workday analysts from the Office of Human Resources to identify whether and where automation is appropriate.
- Formalizing deadlines for completion.
- Determining whether other methods of communication, like text messages, could be effective.
- Examining the templates used to determine whether the information provided when an applicant is disqualified is sufficient.
Once this review is complete, the commission should document and implement a formal policy outlining applicant communication.
Civil Service Commission – Agree, Implementation Date – Oct. 31, 2025
2.10 Develop and implement policies and procedures to obtain applicant feedback – The Civil Service Commission should develop and implement policies and procedures related to obtaining, reviewing, and using applicant feedback to improve the hiring process.
Civil Service Commission – Agree, Implementation Date – Oct. 31, 2025
2.11 Review and update communication processes – In conjunction with recommendations 2.8 and 2.9, the Civil Service Commission should develop and implement policies and procedures to establish how often it should evaluate and update all communication processes.
Civil Service Commission – Agree, Implementation Date – Oct. 31, 2025