02/08/121 HR Users’ Group 1:30 – 3:00 pm 02/08/12 Clark Center Auditorium

Overall Agenda 02/08/122 Staffing Services & StanfordTemps –Jeanette Lindsay, Carmen Jacinto, Rosemary Bracy, Staff Employment HROS Website/ PeopleSoft Updates – Vicky Tran, HR Information Systems SU18/Reports – Kathy Mertens & Anh Hoang, HR Information Systems Best Workplace Contests & New Digital Newsletters – Valerie Beeman, UHR Communications New Employee Online Orientation – Megan McDevitt, Learning & Organizational Effectiveness

Staff Employment Agenda New Staffing Services StanfordTemps and Career Services 02/08/123

What’s New? New Staffing Services! Additional recruiting staff (and capacity) Focus on types of jobs Stanford fills frequently o Administration, Finance, Development, Research Standardized processes to accommodate volume StanfordTemps and Career Services New StanfordTemps staff Expanded resources supporting career services 02/08/12 4

New Staffing Services! Four Services: Advertise Find Candidates Screen Candidates Notify Candidates and Enter Data 02/08/12

New Staffing Services! Recruiting Team: ______________________ Rosemary Bracy * Janina Dong Ingrid Hartmann *Lead Schools  Graduate School of Business  School of Earth Sciences  School of Education  School of Engineering  School of Humanities & Sciences  School of Law  School of Medicine 02/08/12

New Staffing Services! Recruiting Team: ________________________________ Carmen Jacinto* Nicanor Jasso Lindsey Gauci * Lead University & Business Units  Athletics  Business Affairs  Dean of Research  Development, Alumni, Public Aff.  Hoover Institution  President, Provost  Stanford Management Company  University Libraries  VP for Undergraduate Education University & Business Units  Athletics  Business Affairs  Dean of Research  Development, Alumni, Public Aff.  Hoover Institution  President, Provost  Stanford Management Company  University Libraries  VP for Undergraduate Education 02/08/12

StanfordTemps Temporary administrative employees Administration, professional/technical, custom search Flat fee for placement, conversion fee if moved to continuing role Your contact: Cynthia Ornellas (5-9585, Send us your Stanford-experienced temp candidates Always looking for good referrals Oracle experience in high demand 02/08/12 8

Career Services Owning Your Stanford (OYC) 3-part Program: o Seminar o Brown Bags o One-on-One Sessions OSE-1140, enroll in STARS, no fee Career Counseling Network (CCN) External career counselors Reimbursement using STAP (up to $400/FY) 02/08/12 9

Staff Employment (SE) How to Access Services:  Website – staffing.stanford.edu  –  Schools - Rosemary Bracy - (650)  University & Business Units – Carmen Jacinto - (650)  Career Services and StanfordTemps – Jeanette Lindsay- (650)  StanfordTemps – Cynthia Ornellas- (650) /08/12

HRIS Agenda New HR Operations & Systems Website Reclassification- Be sure to choose the correct Pay Group New PeopleSoft Look and Feel with PeopleSoft Tools 8.51 Upgrade 02/08/1211

New HR Operations & Systems Website Easily accessible Same as the university’s web design template Showcase new and current services 02/08/1212

Incorrect Pay Group Updating Position Management for a Reclassification – Change the Pay Group in the STF Position Data if applicable Example: Changing from an NX1 (Non-Exempt) to EX1 (Exempt) – Various departments & systems affected by incorrect Pay Group HRIS (HelpSU)-Changing the Pay Group in Position Management & Job Data Axess Timecard: Changing leave plan, timecard and calculation of accruals Benefits: Changing the Pay Group in the Benefits program page Labor Distribution: Updating the expenditure type 02/08/1213

PeopleSoft Tools 8.51 Look and Feel PeopleSoft navigation changed from a static to a ‘Top Down’ menu Favorites menu is now directly accessible in Axess Search functionality provides results from the Axess portal and PeopleSoft Workflow dashboard provides a more comprehensive view on one page ‘I agree to the above’ statement will appear as a pop- up once a year Projected to Go-Live February 21st 02/08/1214

Favorites & PeopleSoft Menus – Click the Favorites or PeopleSoft link to see the menu 02/08/1215

PeopleSoft Navigation 02/08/1216

Navigation Path Displaying navigation path at the top of the page 02/08/1217

Workflow Dashboard – Click on the employee’s name and perform an action 02/08/1218

PeopleSoft Tab Survey Results 02/08/1219 Links that are navigated exclusively from Axess Portal Other Applications Training References

PeopleSoft Tab Survey Results University Sites Based on the survey results: – Usage of the links was frequently navigated through the PeopleSoft tab – PeopleSoft tab will remain; however, it will be renamed Resources 02/08/1220

Patent and Copyright Agreement (SU18) Agenda Background Approach SU-18 on Axess Monitoring Compliance – SU-18 Reporting (Demo) Helpful Handout Questions 02/08/1221

SU-18 Background – July 2011 Court ruling – Required updated SU-18 agreement – Overall intent of the agreement remains the same Approach —Communication via s from David Jones —Track compliance —Addressed questions about signing the agreement —FAQ posted on web-site —SU-18 box 02/08/1222

SU-18 SU-18 Agreement is signed electronically on Axess – System of record – SU-18(A) agreements tracked separately Monitoring Compliance —ReportMart1 Report —Demonstration of how to run the report —Helpful Handout Questions??? 02/08/1223

University HR Communications What’s in a name? Best Workplaces Contests New Digital Newsletters 02/08/1224

What’s in a Name—HR’s Name? To distinguish ‘central’ from ‘field,’ the department formerly known as Human Resources Services is now: UNIVERSITY HUMAN RESOURCES 02/08/1225

Best Workplaces Contest Goals Enhance our reputation as a premier workplace Capitalize on positive PR for recruitment and retention Benchmark survey results with other organizations, including higher education institutions Evaluate employee feedback and identify areas to strengthen Stanford’s commitment to being a stellar place to work 02/08/1226

Work on the Farm, Work with the Best Contest Details: 2 contests, each with an online survey Contest organizers have strict eligibility requirements: – Staff who work 80% time or more – Staff who are not in their trial period 100% confidential and anonymous A unique password is created for each person logging in, but is only for logging back in to take the surveys in multiple sittings—who takes the survey is not tracked or reported to Stanford in any way 02/08/1227

Contest #1: Bay Area Best Places To Work Sponsored by the Contra Costa Times, Oakland Tribune and San Jose Mercury News Survey responses collected through Feb. 24 Results reported in March Encourage staff to participate! 02/08/1228

Contest #2: Top Workplaces in the Bay Area Contest sponsored by the San Francisco Business Times and Silicon Valley/San Jose Business Journal Survey responses collected through March 5 Results reported in April Encourage staff to participate! 02/08/1229

UHR Newsletters Introducing two quarterly digital newsletters One for current employees, one for retirees Purpose Showcase the benefits and value of working here Promote retention and employee satisfaction, and a sense of connection for retirees Provide consistent employment-related information to employees and retirees Engage readers with contests, surveys and social media sharing 02/08/1230

Naming Contest Results Employee Newsletter: The Stanford Employee Insider – Inaugural edition sent by late February – Targets all benefits-eligible employees (about 12K) Retiree/Emeriti Newsletter The Stanford Retiree Insider – Inaugural edition sent by late March – Targets all retirees/emeriti (about 5K) 02/08/1231

A Sampling of Features Articles detailing various UHR programs, new initiatives, and services Cardinal Careers: employee profiles to spotlight different positions across the university Stanford Sweeteners: highlight the perks available Benefits Bulletin: updates or news about medical, life, retirement, and worklife benefits 02/08/1232

Interactive Tools , social media sharing options Voluntary sign up, opt out options 02/08/1233

Learning & Organizational Effectiveness, UHR  Online versions of New Employee Orientation presentations now available in STARS!  For new employees with previous Stanford affiliation  Former employees, post-docs, students  Remotely located staff  3 available modules  Overview (TOD-0100-WEB)  Health & Welfare Benefits Overview (BEN-0100-WEB)  Retirement Benefits Overview (BEN-0101-WEB) 02/08/1234