Diane Roberts

Phase I – Building the BC SCRAP-IT Program operational platform (2008 to 2010)

Human Resources

• Met with and assessed current staff (cash/contractors); reviewed all work processes; prepared new organization chart; created new job descriptions for all positions; wrote/created job postings for all positions; established core hours of work, probationary periods and employee benefits; and ensured all aspects of relevant legislation were adhered to.
• Developed the initial Human Resources Policy Manual.
• Managed the recruitment process; implemented a strategy to manage 94 applications including screening criteria; communicated the status of all projects with staff.
• Managed multiple sensitive HR issues (Human Rights related); consulted with the Employment Standards Branch and former colleague to obtain advice regarding a challenging and sensitive situation.
• Prepared hire documents such as Offer of Employment letters, Confidentiality Agreement; Employee Use of Technology Agreement.
• Managed the transition of staff from cash/contractors to properly employed; prepared letters of recommendation for staff who chose to terminate; finalized and communicated official new organization chart.
• Created time sheets for staff, identified and communicated payroll cut-off dates (payroll still being handled externally).
• Established an account with Kelly Services; utilized temporary staff to complete projects, as required.

Office Space, Facilities & IT

• Managed new furniture order; solved problems and challenges that needed to be addressed; ensured the requirements of WorkSafe BC were met and arranged a walk-through consultation.
• Reviewed the systems contract (Dyrand Systems) put in place by someone else prior to my arrival at SCRAP-IT.
• Purchased new computers and laptops for office staff, ensured connection to the network, purchased and provided software licenses, worked with individual staff to install and connect to the network.
• Set up new company email addresses for staff; worked with Dyrand to get fax machine connected to the server so faxes would arrive in .pdf format electronically.
• Developed SCRAP-IT phone tree service for customers (2,000 calls per month); reviewed hand written phone messages to identify patterns for input into redesign of phone tree; mapped out phone tree options, identified best outcome; programmed all phones and trained staff on how to work in a phone tree environment.
• Set up other IT requirements (fax machine, etc).
• Managed all aspects related to office lease including office expansion and liaison with Concert Properties.

Designed & Manage SCRAP-IT Website

• Managed all website content. Sent updates to an out-sourced contractor.
• Prepared original Privacy Policy, application and claim forms, FAQs, and other various content as required to support the transition.
• Identified ways to streamline business processes through the use of the website; interviewed a web developer to create an online application form for customers to apply; arranged a presentation by the we developer to the mgmt team; ensured that the application form script could be linked to an new (yet to be created) SQL database.
• Began the transition of the Society to a paperless environment.
• Commenced the use of email as a primary contact method for customers (established various email accounts: bikes@scrapit.ca; transit@scrapit.ca; claims@scrapit.ca… etc)

Lead the design and development of the customized database (integrated with website)

• Led the development of the custom built database and all associated IT infrastructure.
• Ensured all business processes which integrated with the database met financial audit requirement and fundamentals of financial control.
• Met with Dyrand proposed consultant Cindy Tam; initiated contract services; managed the contract.
• Articulated all business requirements business processes and it requirements as well as front-end application requirements, and integration requirements for the database and website.

Payroll

• Transitioned staff payroll from New Car Dealers to handled on-site; set up former financial manager with bi-weekly payroll responsibilities (ADP).

Established Business & Financial Processes

• Managed SCRAP-IT’s very first formal audit by KPMG in February of 2009.
• Developed weekly financial process for claim process (incentive cheque issuing); documented and communicated process; ensured proper financial controls were in place.
• Created an Employee Information & Reference Binder – a compilation of all office policies and procedures; updated the information as required.
• Prepared draft professional services contracts for use by consulting team.
• Created an expense claim policy for staff.
• Worked to bring all financial processes from New Car Dealers Association offices, in-house.

Retire Your Ride (Clean Air Foundation)

• Set up all operational requirements to support the implementation of the Clean Air Foundation (Federal Government) Retire Your Ride program.
• Brought in contracted resource Melody Carruthers to provide financial management support.
• Managed all aspects of the RYR implementation, day-to-day operations as well as program wind-down.

Communications & Public Relations

• Preparing staff for first formal attendance at the 2009 in Vancouver International Auto Show.
• Worked with Quay Communications to purchase auto show booth stand up materials into coordinate marketing staff to attend the session also provided training materials and any other information required.