Virginia Employees 2010 - 2018

Tom Nash filed this request on behalf of Ben Goehring with the Department of Human Resource Management of Virginia.

It is a clone of this request.

Due Sept. 23, 2022
Est. Completion None
Status
Awaiting Response

Communications

From: Ben Goehring

To Whom It May Concern:

Pursuant to the Virginia Freedom of Information Act, I hereby request the following records:

I would like to request quarterly electronic listings of all employees of the Virginia Executive Branch from January 1, 2010 to December 31, 2018. Specifically, I am seeking electronic listings of all individuals employed within the offices of the Governor and Lieutenant Governor and all state agencies, commissions, and departments for each quarter from January 1, 2010 to December 31, 2018.

For each quarter, I’m seeking a spreadsheet, database, or delimited text file(s) — not paper records or a PDF created from data — with the following fields for each employee: Agency Name, Employee Name (First and Last only), Role Title, Position Number, Location Name, Status (Classified/Faculty/Appointee/etc.), Annual Base Salary, State Begin Date, and State End Date.

In addition, please include any lookup tables that may be needed to interpret the data. For example, if departments are listed with codes linked to a separate table, I will be happy to join the records myself, rather than require your staff to do so.

The requested documents will be made available to the general public, and this request is not being made for commercial purposes.

In the event that there are fees, I would be grateful if you would inform me of the total charges in advance of fulfilling my request. I would prefer the request filled electronically, by e-mail attachment if available or CD-ROM if not.

Thank you in advance for your anticipated cooperation in this matter. I look forward to receiving your response to this request within 5 business days, as the statute requires.

Sincerely,

Tom Nash, a citizen of Virginia, in coordination with Ben Goehring.

From: Department of Human Resource Management

Good afternoon -
Confirming receipt of your request under the Virginia FOIA. Due to staff
availability, we are invoking the 7 additional days allowed under FOIA to
respond.

Thank you,
Anne Waring
FOIA Officer
DHRM Communications
804-592-8241

Anne F. Waring
DHRM Communications
(804) 592-8241

From: Department of Human Resource Management

Good afternoon –

We have reviewed your request of July 25, 2022, under the Virginia Freedom
of Information Act (FOIA). These are large files. We estimate that to
produce these files (36 files – 9 years x 4 quarters each year) would take
approximately 80 hours of staff time. That would include the time to do
research, conduct file verifications and deal with system and other
contingencies. Our standard fee for large requests is $40 per hour, with
the first hour free. To provide these files would be prohibitively
expensive for you.

That being said, you may want to consider narrowing your request. Please
let me know how you wish to proceed.

Thank you,

Anne F. Waring

FOIA Officer

Communications & Public Relations Manager

Department of Human Resource Management

101 N. 14th Street, 12th Floor

Richmond, VA 23219

Phone: (804) 592-8241

[image: cid:image001.png@01D8A361.7136ED90][image: twitter]
<http://twitter.com/VirginiaDHRM> [image:
cid:image001.png@01D1F320.DDE80B10] <http://www.facebook.com/CommonHealthVA>

www.dhrm.virginia.gov

From: Ben Goehring

Hi Anne,

Thanks for getting back to me. Could I please update my request above to annual rather than quarter files? Everything else remains the same. Only now I am requesting 9 files rather than 36.

Thanks,
Ben

From: Department of Human Resource Management

Thank you, Ben. I will look into a cost estimate and provide as soon as
possible. DHRM is invoking the additional 7 days allowed under FOIA to
respond to your request.

Sincerely,

Anne F. Waring

FOIA Officer

Communications & Public Relations Manager

Department of Human Resource Management

101 N. 14th Street, 12th Floor

Richmond, VA 23219

Phone: (804) 592-8241

[image: twitter] <http://twitter.com/VirginiaDHRM> [image:
cid:image001.png@01D1F320.DDE80B10] <http://www.facebook.com/CommonHealthVA>

www.dhrm.virginia.gov

From: Department of Human Resource Management

Good afternoon –

In response to your revised request, we can produce 9 annual fiscal year
snapshots (as of June 30 each year) for an estimated reduced cost of $760.

Let me know how you wish to proceed.

Sincerely,

Anne F. Waring

FOIA Officer

Communications & Public Relations Manager

Department of Human Resource Management

101 N. 14th Street, 12th Floor

Richmond, VA 23219

Phone: (804) 592-8241

[image: cid:image001.png@01D8A727.7FD7C580][image: twitter]
<http://twitter.com/VirginiaDHRM> [image:
cid:image001.png@01D1F320.DDE80B10] <http://www.facebook.com/CommonHealthVA>

www.dhrm.virginia.gov

From: Ben Goehring

Hi Anne,

Thanks for getting back to me. I would like to further revise my request to data for calendar years 2013, 2014, 2017, 2018. Can you please let me know how much that would cost and where to send the check? Also, before I send the check, would you be able to confirm that the requested variables I list above are in fact available for these dates?

Thank you for your time and assistance.

Ben

From: Department of Human Resource Management

Good afternoon, Ben -
We received your revised request today under the Virginia Freedom of
Information Act (FOIA). DHRM estimates a cost of $360 for the four annual
files (2013, 2014, 2017 and 2018) based on an estimated 10 hours of staff
time.

Confirming that the requested variables are available: Agency Name,
Employee Name (First and Last only), Role Title, Position Number, Location
Name, Status (Classified/Faculty/Appointee/etc.), Annual Base Salary, State
Begin Date, and State End Date.

Let me know if this is acceptable. If so, we will require a $180 deposit
made payable to the Commonwealth of Virginia and sent to me directly at the
Virginia Department of Human Resource Management, 101 N. 14th Street, 12th
Floor, Richmond, VA 23219. Once the check is received, we will proceed with
producing the records. When the records are submitted to you, I will
provide an invoice for the remainder of the payment.

Thank you,

Anne F. Waring
Communications and Public Relations Manager
Department of Human Resource Management
101 N. 14th Street, 12th Floor
Richmond, VA 23219
Phone: (804) 592-8241

From: Ben Goehring

Hi Anne,

Apologies for the delay. I have been working with the 2019-2022 data you sent me over the last couple of days. I am wondering if you could help answer a couple of questions regarding the data before I pay for the remaining requested data. If you are unable to answer these questions, I would greatly appreciate if you could put me in touch with a staff member who can provide assistance. Here are the questions:

1) What does the position_number variable represent? It appears that different position numbers are associated with different employee_role_title values.
2) Does the state_begin_date represent the date with which an employee first started working for the agency?
3) It appears that the position_location_code variable is only filled in in certain years. Am I correct that this variable is only available in the CARDINAL system and provides information about the location of the employee's agency?
4) Are employees sometimes listed on more than one line? If so, why? For instance, I see that in the data for 3-31-2019, Mark Brill, a Law Enforcement Officer II in the Department of State Police who started on 10-10-2010 is listed on two lines with two different salaries. Are these actually two different people or are they the same person?

Thank you very much for your time and assistance.

Best,
Ben

From: Department of Human Resource Management

"Good afternoon, Ben –

Please see our responses below in blue font.

Thank you, and let us know if you have additional questions.

Anne F. Waring
FOIA Officer

Communications and Public Relations Manager
Department of Human Resource Management
101 N. 14th Street, 12th Floor
Richmond, VA 23219
Phone: (804) 592-8241

From: requests@muckrock.com <requests@muckrock.com>
Sent: Friday, August 19, 2022 9:45 AM
To: anne.waring@dhrm.virginia.gov
Subject: RE: Virginia Freedom of Information Act Request: Virginia Employees 2010 - 2018

Department of Human Resource Management
FOIA Office
12th Floor
101 North 14th Street
Richmond, VA 23219

August 19, 2022

This is a follow up to a previous request:

Hi Anne,

Apologies for the delay. I have been working with the 2019-2022 data you sent me over the last couple of days. I am wondering if you could help answer a couple of questions regarding the data before I pay for the remaining requested data. If you are unable to answer these questions, I would greatly appreciate if you could put me in touch with a staff member who can provide assistance. Here are the questions:

1) What does the position_number variable represent? It appears that different position numbers are associated with different employee_role_title values. Each state agency establishes position records, and each position has a distinct number. When the position is filled, the position number is associated with the employee record. There is typically no correlation between a position number and a role title, location, or any other factor unless an agency chooses to structure them in that manner.

2) Does the state_begin_date represent the date with which an employee first started working for the agency? The state begin date is the date when the employee was hired into state government. It is not the date when he/she began employment at their current agency (for those who have worked in more than one agency).

3) It appears that the position_location_code variable is only filled in in certain years. Am I correct that this variable is only available in the CARDINAL system and provides information about the location of the employee's agency? DHRM does not have the position_location_code if the agency did not enter it in the system. Cardinal has more required values.

4) Are employees sometimes listed on more than one line? If so, why? For instance, I see that in the data for 3-31-2019, Mark Brill, a Law Enforcement Officer II in the Department of State Police who started on 10-10-2010 is listed on two lines with two different salaries. Are these actually two different people or are they the same person? These are two distinct employees with the same name. You will note that while they are assigned to the same role title, they are assigned to different position numbers. Both have the same state begin date, most likely because they were hired and entered the State Police Training Academy Class on the same date.

Thank you very much for your time and assistance.

Best,
Ben

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From: Ben Goehring

HI Anne,

Thank you for your response. I am sorry for the delay in responding --- it has been a busy few weeks. I will get a check in the mail shortly.

Take care,
Ben

From: Department of Human Resource Management

Thank you for your email.

I will be on vacation from Wednesday, August 24 through Wednesday,
August 31. For media inquiries or FOIA requests, please contact Rue
White at rue.white@dhrm.virginia.gov. I will respond to emails when I
return to the office on September 1.
--
Anne F. Waring
Communications and Public Relations Manager
Department of Human Resource Management
101 N. 14th Street, 12th Floor
Richmond, VA 23219
Phone: (804) 592-8241

From: Department of Human Resource Management

Good morning, Ben –

I received your deposit in the mail this morning. We will begin processing
your request, and are invoking the 7 additional days allowed by the
Virginia FOIA.

Thank you,

Anne F. Waring

Communications & Public Relations Manager

Department of Human Resource Management

101 N. 14th Street, 12th Floor

Richmond, VA 23219

Phone: (804) 592-8241

[image: twitter] <http://twitter.com/VirginiaDHRM> [image:
cid:image001.png@01D1F320.DDE80B10] <http://www.facebook.com/CommonHealthVA>

www.dhrm.virginia.gov

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