Slide 1

February 10, 2010, Human Resource Services

AgendaJacksonville UpdateSustainable UF Chomp Down on Energy CampaignThe 2nd Annual Sustainable Solutions AwardsScorecardsE-VerifyWelfare Transition ProgramAvMed Security BreachPost DocsQueries/Reports Capturing Ethnicity DataRetired Retiree ProcessEmployee EvaluationsFocus GroupsRegulation Change: Sick LeaveBudget IssuesMemorial for EmployeesImportant Dates The Role of theRegional Campus University of FloridaCollege of Medicine - Jacksonville 13

24

1

2

UF Health Science Center6 colleges & 7 hospitalsMain Campus:Gainesville

Regional Campus: Jacksonville86The 5 hospitals: SUF, SJax, VAMC, AGH, Vista/Rehab

COM-wide:1,365 M.D. faculty (1000 Gainesville, 365 Jacksonville)Full service clinical practice; primary through quaternaryDiverse clinical venues teaching hospitals, clinics, VAMC, specialty hospitalsPatients from all counties in Florida, throughout southeast U.S. and international

Expectations we have for Jacksonville are focused on fulfilling the educational and clinical missions.In Jax: Medicine, Nursing, Pharmacy, Dentistry, Health Professions

We have 2 very diverse campuses for COMBoth campuses have similar total patient care revenue. Jacksonville patient care is the primary revenue source (86%),Gainesville, patient care and research are about equal components of ops budget.

Different environments for training programs; different patient care populationsExperience with 2 models in the same system theres some richness to that diverse environments, different opportunities for teaching and patient care***********************************27 regional campuses, appx. 20% of med schoolsMost are clinical campuses, geographically separate with formal admin. but under central governance of main campusPartner with Shands Jacksonville and VA Clinic; location of Proton Beam facility3rd and 4th year medical student rotationsEnables COM to expand class size, meet physician manpower needs of stateMultiple off-campus ambulatory locations

Value of Regional Campuses Unique and different educational site for studentsUrban population for clinical trialsA bridge linking academic setting to community, research to practice, one region of the state to anotherPolitical base: Advocacy for UFHealth Science Center FY08 RevenueFor every $1M in state funding, the Health Science Center generated an additional $5.9M in funding from other sources.

TOTAL = $1.03B8Health Science Center FY08 Revenue, by College

TOTAL = $1.03B109Shands HealthCare FY08 Revenue

TOTAL = $1.7BThe Academic/teaching hospitals total 85% of FY08 Shands HealthCare net revenue1110Shands UF includes Rehab and Vista since its UF faculty primarily there.

26Strategic Advantages from Consultation Report - Oct 08Education (clinical rotations) of a substantial proportion of junior and senior students in JacksonvilleEducation of 309 residents and fellows in essentially all specialties and subspecialties (Programs are all accredited and produce large numbers of graduate who practice in Florida)Extensive CME programs under the UF bannerClinical programs covering multiple sites around Jacksonville and the major teaching hospital Research programs focused on clinical trials are well suited to the local environment15

College of Medicine - Jacksonville (Over 2,000 employees) UF employees 375 UF faculty (374 - physicians) 375 UF faculty (374 - physicians) 309 medical residents and fellows 39 OPS physicians/PDA Research 43 staff (TEAMS/USPS)

UF Health Services Support Organizations UF Jacksonville Healthcare, Inc. 1107 non-UF employees UF Jacksonville Physicians, Inc. (faculty practice plan) 362 non-UF employees

146The 5 hospitals: SUF, SJax, VAMC, AGH, Vista/Rehab

COM-wide:1,365 M.D. faculty (1000 Gainesville, 365 Jacksonville)Full service clinical practice; primary through quaternaryDiverse clinical venues teaching hospitals, clinics, VAMC, specialty hospitalsPatients from all counties in Florida, throughout southeast U.S. and international

Expectations we have for Jacksonville are focused on fulfilling the educational and clinical missions.In Jax: Medicine, Nursing, Pharmacy, Dentistry, Health Professions

We have 2 very diverse campuses for COMBoth campuses have similar total patient care revenue. Jacksonville patient care is the primary revenue source (86%),Gainesville, patient care and research are about equal components of ops budget.

Different environments for training programs; different patient care populationsExperience with 2 models in the same system theres some richness to that diverse environments, different opportunities for teaching and patient care***********************************27 regional campuses, appx. 20% of med schoolsMost are clinical campuses, geographically separate with formal admin. but under central governance of main campusPartner with Shands Jacksonville and VA Clinic; location of Proton Beam facility3rd and 4th year medical student rotationsEnables COM to expand class size, meet physician manpower needs of stateMultiple off-campus ambulatory locations

Value of Regional Campuses Unique and different educational site for studentsUrban population for clinical trialsA bridge linking academic setting to community, research to practice, one region of the state to anotherPolitical base: Advocacy for UF

4Models of Medical Education ExpansionNew Medical Schools (established/initial class)Florida State University (2000/2001)University of Central Florida (2006/2009)Florida International University (2006/2009)Existing Medical SchoolsIn placeRegional campusBasic science campus (first 2 years)Clinical campus (3rd and 4th years)Four-year campus15Four-Year Regional CampusesUniversity of Arizona / Arizona State Univ Phoenix campus (2007) University of Miami / Florida Atlantic University Boca Raton (2007)Texas A&M University College Station and Temple (2007)Mercer University Savannah (2008)Indiana University Fort Wayne (2009)Michigan State University Grand Rapids (2010)Medical College of Georgia / UGA Athens (2010)

16Medical School EducationThe Jacksonville campus is geographically separate and does not serve as the medical schools primary clinical site for medical student education.

1987/1988 600 student weeks performed in Jacksonville2008/2009 3,242 student weeks performed25% of 3rd year medical student class receives required clerkships in JacksonvilleGOAL: To have 36 to 48 COM students spend 3rd & 4th years entirely on Jacksonville campus17 309 medical residents and fellows 374 UF faculty physicians Residency & fellowship programs in 27 specialties 219 UF College of Pharmacy students 100 UF College of Nursing students 42 CME programs, symposia & conferences each year UF Center for Simulation Education & Safety Research one of the nations largest 36,000-volume Borland Health Sciences Library

Educational18

19

20The Research Enterprise of Regional CampusesRegional Campuses with Sizable Research InfrastructureUMDNJ Camden (Cooper University Hospital)340 clinical trials each year; $26 million externally funded research15 NIH or federally-funded grantsTufts University, Springfield MA (Baystate Medical Center)$11 million NIH or federally funded research; over 250 clinical trials each yearUniversity of South Florida (Lehigh Valley Hospital, PA)$5 million in NIH or federally funded grants; 400 clinical trials each yearUniversity of Florida, JacksonvilleAbout $6.5 in NIH or federally funded grants; over 500 clinical trials each year

21THE BLUE RIDGE INSTITUTE FOR MEDICAL RESEARCHRankInstitutionCityStateSOM Grand Total for 20081JOHNS HOPKINS UNIVERSITY SCH OF MEDICINEBALTIMOREMARYLAND$422,152,58845UNIVERSITY OF MIAMI SCH OF MEDICINEMIAMIFLORIDA$87,798,43559UNIVERSITY OF FLORIDA COL OF MEDICINEGAINESVILLEFLORIDA$58,341,61973MEDICAL COLLEGE OF GEORGIA SCH OF MEDAUGUSTAGEORGIA$39,955,54594UNIVERSITY OF SOUTH FLORIDA COL OF MEDTAMPAFLORIDA$14,927,158110MICHIGAN STATE U COL OF HUMAN MEDICINEEAST LANSINGMICHIGAN$7,405,922University of Florida Col of Med JacksonvilleJacksonvilleFlorida$6,870,571111UNIV OF SOUTH CAROLINA SCH OF MEDICINECOLUMBIASOUTH CAROLINA$6,788,268113UNIVERSITY OF CENTRAL FLORIDAORLANDOFLORIDA$5,505,477124FLORIDA STATE UNIVERSITYTALLAHASSEEFLORIDA$2,384,852125MERCER UNIV SCH OF MEDICINEMACONGEORGIA$1,209,306126FLORIDA INTERNATIONAL UNIVERSITYMIAMIFLORIDA$1,080,77522Affiliated with Shands Jacksonville (696 licensed beds)Floridas first Level 1 Trauma Center57 practice sites -- 21 on campus, 36 in NE FL & SE GAUF Proton Therapy InstituteRegional Perinatal Intensive Care CenterCenter for Autism and Related DisabilitiesChild Protection TeamUF Rainbow CenterClinical23Clinical StatisticsFY 08/09565,448 ambulatory visits89,044 ER visits3,341 births at Shands Jacksonville 24

25

27

24Office of SustainabilityHR ForumFebruary 10, 2010

Chomp Down on Energy2nd Annual Sustainable Solutions Awards

Chomp Down on EnergyEncourages Faculty, Staff and Students to reduce electricity use throughout campus The main UF campus uses approximately 470,000 megawatts of power annually $38 million for electricity in 2008Lights and equipment account for roughly 30-40% of a building's energy use

UF is conducting a number of building retrofit projectsExample - Replacing T-12 fluorescent fixtures with T-8 ones, with a projected costs savings of $1.4 million over 10 years

Participation is criticalPhase 1 Office buildings Lights and common office equipmentLight-switch stickersthat serve as reminders for individuals to turn off lights to rooms when not in use"LastToLeave: Turn Off"policyPhase 2 Computer Power ManagementIT Taskforce working on recommended practices and settings for computers Pilot Labs/Research Hoods and other research equipment (dryers, etc)

Chomp Down on Energy

April 21, 2010Nominations Feb. 15 - March 26Form will be available at sustainable.ufl.edu

Awards recognize individuals or teams which have made significant contributions toward advancing sustainability at UFCategories:Water ConservationEnergy EfficiencyWaste ReductionBest Green TeamBest Student OrganizationBright Idea

Sustainable Solutions Awards

Ashley Pennington

Outreach Coordinatoramp1986@ufl.edu 352-392-7578

THANK YOU!!Questions

ScorecardsFinance & AccountingHuman Resource Services

A Scorecard isA tool (in Excel format) provided to departments to assist in managing their areas. Scorecards include the following areas:Asset ManagementGeneral AccountingHuman ResourcesPayroll & Tax ServicesPurchasing & Disbursement ServicesTreasury Management

Scorecard DistributionApproximately 60 deans, VPs and administrative headsBased on 1st two numbers in the department IDSee Controllers website for complete list http://fa.ufl.edu/uco/scorecard.asp

When are Scorecards Distributed?December scorecards will be distributed this weekJanuary scorecards will be distributed in a few weeksScorecards will be distributed monthly

Scorecard Cover Letter ExcerptsWe have provided more detailed explanations on the Finance and Accounting website for the items on the Scorecard. Core office contact information is provided for each section or item. Finance and Accounting is also able to send staff to the departments to assist in their understanding of the business processes and guidelines. Please call or email if you have any questions or if you would like to arrange a visit. Since this is our first month distributing this information, please share with us any constructive advice or suggestions you have. We want to make this tool as useful as possible. Explanations & Contactshttp://fa.ufl.edu/uco/scorecard.asp

Example: Treasury ManagementDeposit Corrections Deposit corrections represent revisions made after a deposit has been posted to the general ledger. They generally consist of changes to chartfield information, such as a deposit credited to the wrong project number, or a change in account number to correct a sales tax payment. Corrections are made at the request of the department and are prepared and posted by Treasury Management. Departments can prevent deposit corrections by carefully reviewing chartfield information and allocation amounts including calculations for sales and other taxes when the deposit is initially entered. Contact: Laura Linglbling@ufl.edu 273-0493

Scorecard Example Payroll Emergency Checks

E-Verify

E-Verify

E-Verify has been fully implemented for all new hiresSince January 16th, 705 E-Verify checks have been processedCurrently working 5 Tentative Non-Confirmation casesPlease remember to process new hires by the end of the 3rd business day

Welfare Transition Program

Welfare Transition Program

Assists individuals transition back into the workforceProgram is coordinated through FloridaWorks Available to work part-time for up to six monthsProvided at no cost to the employerCompensation is provided by FloridaWorksProvides an excellent opportunity for participants to gain experience while employers have tasks completed at no cost Contact John Sun at john-sun@ufl.edu if you are interested in this program

AvMedSecurity Breach

Postdoctoral Associates

Medical

Postdoctoral AssociatesUpdated Regulationshttp://regulations.ufl.eduClarifies Postdoctoral Associate is OPSAdds PTO Leave Plan

Letter of Offer Templatehttp://www.hr.ufl.edu/academic/categories.asp#associates

AppointmentHire using employee class = PDR

New Benefit PlansWe have been working with representatives from the Colleges who hire salaried Post Doc Associates since March 2009 to discuss issues related to PDAs. One of the topics in our meetings with these College representatives was health insurance. With support from Tom Walsh, Dr. Win Phillips and the Provost, weve established a new health insurance program for salaried Post Doc Associates. This new health insurance program is being provided to newly hired Post Doc Associates effective January 1, 2010. If the Post Doc Associates Letter of Offer indicated eligibility for state benefits, then the Post Doc can opt to enroll in the state plans. However, we will offer the option of the new insurance plan to those individuals. The new health plan is called PostDocCare. The insurance company who provides GatorGradCare is also providing this plan. The total premium of employee and family coverage will be paid for by the University.

Current status: PostDocCare went into effect on January 1st, and we already have 11 enrollments. Some of these enrollees were offered the state benefit plans, but opted to enroll in PostDocCare. We have also been contacted by Post Docs currently in the state plans, but want to switch to the PostDocCare option.

Departments should begin using the New Letter of Offer template that is posted on the HR Website. This will ensure that all newly hired Post Doc Associates are offered the PostDocCare health insurance option rather than the state benefits. Departments should also begin hiring under the PDR (Post Doc Researcher) empl class instead of the PDA empl class for Post Doc Associates hired with the new Letter of Offer. Information about PostDocCare, including the enrollment form and plan brochure, can be found at http://www.hr.ufl.edu/benefits/post_doc_care.

Postdoctoral Associates

Benefits

New health insurance program is called PostDocCare Total cost of individual or family health insurance provided for eligible Post Doc Associates

The PostDocCare brochure and other information can be found at http://www.hr.ufl.edu/benefits/post_doc_care

Leave plan is also offered, 5 hours personal leave accrued biweekly (policies for sick or vacation leave apply)

We have been working with representatives from the Colleges who hire salaried Post Doc Associates since March 2009 to discuss issues related to PDAs. One of the topics in our meetings with these College representatives was health insurance. With support from Tom Walsh, Dr. Win Phillips and the Provost, weve established a new health insurance program for salaried Post Doc Associates. This new health insurance program is being provided to newly hired Post Doc Associates effective January 1, 2010. If the Post Doc Associates Letter of Offer indicated eligibility for state benefits, then the Post Doc can opt to enroll in the state plans. However, we will offer the option of the new insurance plan to those individuals. The new health plan is called PostDocCare. The insurance company who provides GatorGradCare is also providing this plan. The total premium of employee and family coverage will be paid for by the University.

Current status: PostDocCare went into effect on January 1st, and we already have 11 enrollments. Some of these enrollees were offered the state benefit plans, but opted to enroll in PostDocCare. We have also been contacted by Post Docs currently in the state plans, but want to switch to the PostDocCare option.

Departments should begin using the New Letter of Offer template that is posted on the HR Website. This will ensure that all newly hired Post Doc Associates are offered the PostDocCare health insurance option rather than the state benefits. Departments should also begin hiring under the PDR (Post Doc Researcher) empl class instead of the PDA empl class for Post Doc Associates hired with the new Letter of Offer. Information about PostDocCare, including the enrollment form and plan brochure, can be found at http://www.hr.ufl.edu/benefits/post_doc_care.

Medical

Postdoctoral AssociatesLetter being sent to all Postdoctoral Associates

Postdoctoral Associates can enroll into new benefit plans

In October 2010, PostDocCare will be the health plan available to all Postdoctoral Associates with a 1/1/2011 coverage effective date, and

Effective 12/24/2010, sick leave balance will be converted to the new Post Doc Leave Plan

Use of DPL hours will be permitted

We have been working with representatives from the Colleges who hire salaried Post Doc Associates since March 2009 to discuss issues related to PDAs. One of the topics in our meetings with these College representatives was health insurance. With support from Tom Walsh, Dr. Win Phillips and the Provost, weve established a new health insurance program for salaried Post Doc Associates. This new health insurance program is being provided to newly hired Post Doc Associates effective January 1, 2010. If the Post Doc Associates Letter of Offer indicated eligibility for state benefits, then the Post Doc can opt to enroll in the state plans. However, we will offer the option of the new insurance plan to those individuals. The new health plan is called PostDocCare. The insurance company who provides GatorGradCare is also providing this plan. The total premium of employee and family coverage will be paid for by the University.

Current status: PostDocCare went into effect on January 1st, and we already have 11 enrollments. Some of these enrollees were offered the state benefit plans, but opted to enroll in PostDocCare. We have also been contacted by Post Docs currently in the state plans, but want to switch to the PostDocCare option.

Departments should begin using the New Letter of Offer template that is posted on the HR Website. This will ensure that all newly hired Post Doc Associates are offered the PostDocCare health insurance option rather than the state benefits. Departments should also begin hiring under the PDR (Post Doc Researcher) empl class instead of the PDA empl class for Post Doc Associates hired with the new Letter of Offer. Information about PostDocCare, including the enrollment form and plan brochure, can be found at http://www.hr.ufl.edu/benefits/post_doc_care.

Capturing Ethnicity/Race Data

Medical

Capturing Ethnicity/Race DataChange in table configuration due to self-disclosure of Ethnicity/Race

Identify public queries and reports capturing race and ethnicity

Send name of public query/ERP Report to Mary Alice Albrittonmaryal@ufl.edu

We have been working with representatives from the Colleges who hire salaried Post Doc Associates since March 2009 to discuss issues related to PDAs. One of the topics in our meetings with these College representatives was health insurance. With support from Tom Walsh, Dr. Win Phillips and the Provost, weve established a new health insurance program for salaried Post Doc Associates. This new health insurance program is being provided to newly hired Post Doc Associates effective January 1, 2010. If the Post Doc Associates Letter of Offer indicated eligibility for state benefits, then the Post Doc can opt to enroll in the state plans. However, we will offer the option of the new insurance plan to those individuals. The new health plan is called PostDocCare. The insurance company who provides GatorGradCare is also providing this plan. The total premium of employee and family coverage will be paid for by the University.

Current status: PostDocCare went into effect on January 1st, and we already have 11 enrollments. Some of these enrollees were offered the state benefit plans, but opted to enroll in PostDocCare. We have also been contacted by Post Docs currently in the state plans, but want to switch to the PostDocCare option.

Departments should begin using the New Letter of Offer template that is posted on the HR Website. This will ensure that all newly hired Post Doc Associates are offered the PostDocCare health insurance option rather than the state benefits. Departments should also begin hiring under the PDR (Post Doc Researcher) empl class instead of the PDA empl class for Post Doc Associates hired with the new Letter of Offer. Information about PostDocCare, including the enrollment form and plan brochure, can be found at http://www.hr.ufl.edu/benefits/post_doc_care.

Retired Retiree ProcessProcess for Rehiring UF RetireesNew policy distributed.Approval needed with certain exceptions.Form must be completed and submitted if approval required.VPs, Deans, or Directors may have additional requirements.Performance AppraisalsEvaluation DatesMarch 1 through February 28

Must be signed by March 31

Outside Activities (positive reporting on form)

TEAMS Exempt Form

Focus Groups for Appraisals 2010/2011We are inviting people to discuss and provide feedback on new performance evaluation criteria for exempt employees who supervise planned for next years appraisal cycle. The new criteria are based on the Universitys new managerial/leadership competency model.

Focus Groups for Appraisals 2010/2011

If you are interested in participating, please call Training (392-4626) and register for one of the three time slots below:February 18, 2-4 pmFebruary 19, 9-11 amFebruary 22, 10:30am-12:30pm

Location - HR Building, VP Conference Room

Regulation Change: Payment for Unused Sick Leave Payment for Unused Sick Leave Upon separation, an employee with ten (10) or more years of creditable service who was hired prior to April 1, 2010, shall be paid for one-fourth of unused sick leave up to a total of 480 hours. An employee who is hired on or after April 1, 2010, shall not be paid for any unused sick leave upon separation.

Budget IssuesMemorial for EmployeesImportant DatesFebruary 12th thru May 7th Double deduction period for 9/10 month Faculty & Staff

March 2nd (9 11:30 a.m.) - "Safe Campus, Safe Community: Creating a Violence-Free Workplace, room 120 of the HRS Building. Registration via the myUFL system is required.

March 10th Next HR Forum

EMBED PowerPoint.Show.8

_1318138418.ppt

University of Florida Health Science Center Organizational Structure

S:\VPHA\VP_Share\Presentations from Planning-LB\Org Chart 02-07 for dean material.ppt

CEO Shands

University of Florida College of Medicine Academic Structure

02/21/07

S:\VPHA\VP_Share\Presentations from Planning-LB\Org Chart 02-07 for dean material.ppt

*

*

Chart129Clinical-GnvClinical-Gnv19Clinical-JaxClinical-Jax3Clinical-OtherClinical-Other23ResearchResearch15StateState8OtherOther3HousestaffHousestaff

Clinical Earnings, All HSC: 51%% of totalClinical EarningsGnv: 29%Clinical Earnings Jax: 19%Clinical Other Colleges 3%Research23%State 15%

Sheet1Clinical-GnvClinical-JaxClinical-OtherResearchStateOtherHousestaff% of total29.0019323.00158.003.00

Chart1556213259.2

College of Medicine - Gainesville 54%College of Medicine Jacksonville21%All Other HSC Colleges25%

Sheet1COM-Gainesville$556.00COM-Jacksonville$213.00All Other HSC$259.20

Chart1493615

Shands UF49%Shands Jacksonville 36%All Other Shands Hospitals 15%

Sheet1Shands UF$49.00Shands Jacksonville$36.00All Other Shands$15.00