Post on 02-Jan-2016
Human Resources Workstream
Innovative Support Services (iS2)
Human Resources Workstream
TOWN HALL October 20, 2009
Overview of Presentation
– iS2 Timeline/Purpose
– Structure/ Outcomes– Upcoming HR Initiatives (Listed by iS2 Activities)
– Questions
Human Resources Workstream
Why is the university doing this review?
• To improve the delivery of support services across campus• To maximize efficiencies and to help improve the financial sustainability of our organization
• Critical process issues need to be solved• Ensure compliance with the Auditor General’s recommendations • Moving forward without making significant improvements to the university’s support services is not an option
Human Resources Workstream
iS2 Timeline – Where are we?
• PHASE 1
• Assessment(6 weeks)
March 16- April 24, 2009
• PHASE 2
• Planning & Development(22 weeks)
June 1- October 31, 2009 • PHASE 3
• Implementation(8 months)
November 1, 2009- June 30,
2010
Human Resources Workstream
Human Resources Workstream
Phase 3 - iS2 Project Organization - DRAFT
Board of Governors
PVP
ExecutiveSponsor(s)
Program Management
Team
IT Functional Team
HR Functional Teams
Finance Functional Team
Supply Management
Functional Team
Business Administrative
Systems Project Team
Deans’ Council
Program Steering
Committee
Operating Model Project
Team
Facilities Management & Development
Human Resources iS2 Workstream• Workstream sponsor - Kevin McQuillan, Dean, Faculty of Social Sciences• Workstream lead - Trika Macdonald, Director, Staff Relations and Consulting Services
Outcomes:• Improvements to overall HR services, increased efficiency• Streamlined and standardized HR processes between central HR and de-centralized HR units within faculties/departments through the development of a Shared Serviced Operating Model • Reduce liability through the establishment of policies and procedures, and improvement to internal controls• Clarified roles, responsibilities and accountabilities
Human Resources Workstream
Activities in the HR iS2 Workstream
Activity #1 – Customer Needs Assessment Activity #2 – Operating Model Redesign Activity #3 – Identify and Redesign High Priority
Processes Activity #4 – Determine PeopleSoft Functionality in HR Activity #5 – Review and Coordination of Policies in HR Activity #6 – Implement Operating Model, Processes,
and PeopleSoft changes
Human Resources Workstream
Activity #1 Customer Needs AssessmentAccomplishments:1. Customer Needs Assessment Workshop2. HR Service Delivery Catalogue
Benefits: • Clearly defined service standards to be provided by central HR• Understanding of what services are important to clients, enabling effective planning and utilization of resources
Human Resources Workstream
Activity #1 - Service Delivery Catalogue
Human Resources Workstream
Specification Sheet – Job Hire, Change, Transfer, Termination
Service Name Job Hire, Change, Transfer and Termination
Description Development & communication of the recruiting strategy, & provision of recruitment services to the University of Calgary campus community for AUPE, MaPS, Fixed Term, casual, hourly, FT Academic, Sessional, Post Doctoral Fellowships, Scholarships & Bursaries, Senior Admin. Group
How To Access Job Hire, Change, Transfer and Termination Services
Phone: Ext. 3111 Email: hrhelpdesk@ucalgary.ca/job hire hrhelpdesk@ucalgary.ca/job job change hrhelpdesk@ucalgary.ca/job transfer hr helpdesk@ucalgary.ca/job termination Online: www.ucalgary@hrhelpdesk.ca/job hire (or job job change or job transfer or job termination) Location: A168, Administration building
Customer and User Responsibilities
Post requisitions received within 24 hours Review/approve job transfer forms and complete data entry within 24 hours Review/approve job job change forms and complete data entry within 24 hours Initial candidate screening & move to ‘Sent to Manager’ folder within 24 hours of posting close date Vet offer letter and return to HR Manager within 24 hours of receiving Follow up on outstanding offer letters within 24 hours of deadline for applicant to respond Validate employee data input to PS within 24 hours (Workforce Administration) Hiring Manager training provided quarterly New Staff Orientation sessions offered monthly New Faculty Orientation offered annually
Hours to access Job Hire, Change, Transfer and Termination Services
Mon to Fri., 8:30 am to 4:30 pm
After Hours N/A
Specifications Owner Director, Employment Services
Revision Cycle Reviewed annually
Revision Date November 1, 2009
Revision Author Director, Employment Services
Activity #2 Operating Model Redesign
Accomplishments:1.Shared Services HR Operating Model Redesign2. Key Performance Indicators (KPIs) confirmed3.Service Level Agreements (SLAs) completed
Benefits:• Improved customer service, accountabilities, tools and templates to support managers and HR professionals across campus• Standardized processes and consistent application of Human Resources services, policies and procedures• Established metrics to ensure continuous service improvement•Service Level Agreements that outline our commitments to each other with respect to the service levels that will be providedHuman Resources Workstream
What does Shared Services mean to us?• A Shared Service HR Team will exist on campus to provide
a high level of service to our client groups
• Faculties and Departments will be supported by Service Units from within the Shared Services HR Team
• The objective of the Shared Service Team will be to improve services and reduce cost through economies of scale, eliminate redundant activities and deliver high quality services to all departments and faculties
• The Shared Service Team for HR will include HR professionals at the Faculty/Department level as well as HR professionals that are currently located centrally
Human Resources Workstream
HR Shared Service Operating Model
Human Resources Workstream
Organizational Development & Learning
Compensation, Rewards & Recognition
Job related trainingLeadership DevelopmentSuccession PlanningCareer Planning/ DevelopmentPerformance ManagementTechnical (on-line) learning
Labour Relations (Step II)Conflict ResolutionEmployee Code of ConductTerminationsGovernment RegulationsHealth and SafetyEAPDisability ManagementStaff Wellness
Support Unit Labour Relations Employment Services
Acad. & Support Staff Recruitment & SelectionOnboarding activitiesRetention ActivitiesRe-location ActivitiesEmployment EquityCareer FairsImmigration–Support Staff
Faculty/Dept-specific Strategy
Payroll and HRIS
SME/Expertise – Central HR People Strategy, Policies and Procedures, Processes, Tools and Templates, Training
Relationship Management
Metrics, controls, KPIs, SLAs, SDC, HelpDesk,
Workforce Admin
Job Design, Evaluation. & PlacementGeneric Job Profile development & maintenanceCompensation AnalysisBenefits & PensionsVendor Relationship ManagementHR Admin/Records
HRISReporting (KPIs)System AuditPeopleSoftPayrollFinancial AnalysisArchitecture
Workforce AdminRecruitment (all positions)Employee VerificationHR General Support to Fac/DeptLabour Relations (including Step 1 grievances)Job Profiles
Activity #3 Identify and Redesign High Priority Processes
• TIMEKEEPING• RECRUITMENT• CLIENT SERVICES ( HELP DESK)• BENEFITS & PENSION
Human Resources Workstream
Activity #3 Identify and Redesign High Priority Processes - TIMEKEEPING
Accomplishments:1. Standardized electronic timesheets with digital signatures2. Increased clarity in timekeeping forms3. Timekeeping Standard Operating Procedures and Guidelines
established
Benefits:• Timesheets specific to employee group will only display relevant codes which have been clarified/defined• Electronic processing of timesheets now an option for faculties/departments• New timesheets mirror what self service will look like in PeopleSoft which will result in less errors/ease of entering data
Human Resources Workstream
Activity #3 Identify and Redesign High Priority Processes - TIMEKEEPING
Human Resources Workstream
New Timekeeping Process
Employee completes appropriate timesheet
and sends to approver
electronically or by “hand”
Timesheet is
reviewed, approved,
and sent to timekeeper
Timekeeper enters all hours and approves all time in PeopleSoft
Timekeeper runs the
Timekeeping Audit Report and reviews all entries against
timesheets
Timekeeping Audit Report is reviewed
by one other delegated person for
verification of all time entry
Human Resources Workstream
Activity #3 Identify and Redesign High Priority Processes - RECRUITMENT
Human Resources Workstream
Accomplishments:1.Standardized hiring, job change and termination process
(employee master file)2.New improved forms (hire, change, termination) 3.Standardized approvals process consistent with other
stakeholder groups
Benefits:• Required forms streamlined and easier to use• Reduction in number of days for end-to-end change process
and number of steps in hire process• Fewer individuals inputting into employee master data files
(66 per cent reduction), standardized training required in advance of system access, resulting in more accurate data
Activity #3 Identify and Redesign High Priority Processes - CLIENT SERVICES ( HELP DESK)Accomplishments:
1. Expanded scope and refined functionality of help desk services• Increased support of functional HR groups• Redefined service level expectations of Tier 1 and Tier 2 support• Redesigned incident management processes
2. Established metrics to measure the level of Help Desk service
3. Clearly defined HR contacts• Eliminating multiple ports of entry for HR Service inquiries. Reducing
duplication of effort when multiple ports exist• Directing all inquiries through the help desk, improving reporting and
communication
Human Resources Workstream
Activity #3 Identify and Redesign High Priority Processes - CLIENT SERVICES ( HELP DESK)Benefits:• Improved resolution at first call and overall satisfaction with HR
incident management process• Help desk support and functionality clarified and communicated• Consistent messaging related to HR services from a single source
Implementation Plan:• Go live of redesigned help desk – December 1• Training of Tier 1 & 2 increased functionality – Sept 15 and
ongoing• Streamlining resolution process reducing number of walk ups in
main HR Sept 15 – December 31
Human Resources Workstream
Activity #3 Identify and Redesign High Priority Processes – Client Services (Help Desk)
Human Resources Workstream
Activity #3 Identify and Redesign High Priority Processes - Client Services (Help Desk)
Human Resources Workstream
Activity #3 Identify and Redesign High Priority Processes - BENEFITS & PENSIONAccomplishments:1. Streamlined process for changes and enrolment2. Improved online resources
Benefits:• More information available to clients online with
increased clarity• Staff are able to access forms required for Life Event
changes• New staff are enrolled online, at their own
convenience
• Positioned for future implementation of Benefits Administration and employee self service in PeopleSoftHuman Resources Workstream
Activity #3 Identify and Redesign High Priority Processes - BENEFITS & PENSIONBenefits and Pension
Welcome to the University of Calgary. Our comprehensive benefits and pension program is designed to promote a productive level of health and well-being to staff members through coverage for - retirement income planning, health, dental, life insurance, and income protection for disability. We hope you find these programs beneficial in meeting your needs.
The provision of benefit plans is subject to negotiations between the Governors of the University of Calgary and the Alberta Union of Provincial Employees as outlined in the Collective Agreement for Support Staff employees.
Benefits at a GlanceYour appointment status will determine whether you are eligible for benefits and pension coverage and what benefits you are eligible for. To learn about your benefits and pension, please click on Benefits at a Glance.
New Staff Benefits & Pension EnrollmentClick on New Staff Benefits & Pension Enrollment to access your Benefits Enrollment package.
It is important to review the benefits and pension information that applies to your appointment type prior to completion of your enrollment package (click on Benefits at a Glance).
Life EventsProvides information and forms to address life events including marriage/domestic partnership, addition/deletion of dependents, separation/divorce, approaching age 65, retirement and termination (click on Life Events).
Appointment Change – Enroll in New Benefits Plan
Change in appointment type resulting in change in benefits and pension eligibility; contact the Benefits Team (403)220-5932.
Human Resources Workstream
Activity #3 Identify and Redesign High Priority Processes - BENEFITS & PENSIONNew Staff Benefits & Pension Enrollment
Welcome to the University of Calgary’s self-serve Benefits Enrollment. Please ensure that you have reviewed the Benefits information that applies to your appointment type prior to completion of your benefits enrollment package.
Please use this checklist as your guide to ensure all the applicable forms are completed. Once you have completed your package please forward as soon as possible to Human Resources, Room 202 Administration Building.
Benefit Enrollment Form Public Service Pension Plan
– Upon enrollment in the plan, Alberta Pensions Services will provide directly to you a new member package which contains applicable forms for your completion.
– Service with a previous Canadian employer may be eligible to be established as pensionable service in PSPP. Visit the PSPP website http://www.pspp.ca/pln-recip-trans.htm or contact University Pensions at (403) 220-5461 for more information.
– Mandatory participation for Regular/Sessional Full time, Limited Term and Temporary Relief appointments 1 year or greater. – Optional participation for Regular Part time staff working less then 30 hours per week. Staff must select either the ELECTION or
WAIVE OPTION.
Flexible Spending Account Allocation – See FSA CHART for eligible credit amount
Your Banking Information
All enrollment forms must be completed and returned to Human Resources within 31 days of your hire date. Failure to return your enrollment forms within the specified timeframe will result in Health and Dental coverage defaulting to single and Flexible Spending Account credits defaulting to the Health Spending Account.
Note: Addition of family members will be on a go forward basis only. Once Flexible Spending Account credits have defaulted to the Health Spending Account this selection is irrevocable. All forms will be reviewed by a Benefits Advisor and where necessary amended based on plan eligibility rules.
Human Resources Workstream
Activity #4 Determine PeopleSoft Functionality in HR
Accomplishments:1. Analysis of PeopleSoft functionality completed
2. Interim processes developed to align with future ‘To Be’ process (PeopleSoft functionality)
Benefits:• Integrated approach to systems management and improvement for all of campus•Interim processes will ease the transition to employee self service
Human Resources Workstream
Activity #4 Determine PeopleSoft Functionality in HR
• Currently setting priorities for Peoplesoft Transformation Project with Finance, IT, Facilities and Spend Management
• Timeline for project up to 24 months
• HR Priorities include data clean up, foundational pieces such as Position Management and reduction of manual processes like the AUPE salary increases as well as a move toward self service in many areas
Human Resources Workstream
Activity #5 Review and Coordination of Policies in HRAccomplishments:1. Three new policies developed - Vacation, Overtime and Flex-time2. Standard Operating Procedures for high priority processes implemented (ex. Timekeeping, Recruiting, Benefits & Pension)
Benefits: • Supports work/life balance for all employees• Standardization of application and utilization of vacation, overtime and flex-time across campus• New policies/ implementation plan estimated to reduce vacation /CTO liability balances by $2.1 M by Dec 31, 2010Human Resources Workstream
Activity #5 Example - Flex Policy
• One consistent policy for all of campus
• Departments/faculties will decide if they want to offer flexible work schedules; schedules must be operationally viable and mutually agreeable
• Applies to full-time AUPE Regular, Limited Term, Fixed Term or Sessional employees who have successfully completed probationary periods
• Schedules must be formalized and signed off
Human Resources Workstream
Thank you for your hard work and dedication.
Human Resources Workstream
Human Resources Workstream
Questions/Comments?
Visit: ucalgary.ca/is2project