1. HRCC Meeting Ufirst Update
September 19, 2017

2. September Meeting Objectives
Talent transition update
Unit transition update
Fall launch preview
Looking ahead

3. Talent transition Update

4. Talent Transition Update Hiring Announcements
John Kosky has joined as Assistant Vice President for IMPACT and Decision Support on September 1st. John brings more than 17 years of experience as an HR leader in higher education and previously served as a Human Resources AVP at the George Washington University.
Bryan Garey who has served nine years with the University Human Resources and has guided HR operations for the Academic Division has recently accepted a leadership position as Assistant Vice President for Talent.
Adam Weikel will join as the Assistant Vice President of Service. He joins us from the Commonwealth of Massachusetts government, where he serves as Associate Chief and Director of Strategic Operations, reporting to the Governor’s Chief of Staff.

5. Talent Transition Update Hiring Announcements
Melissa Frederick will join the HR Service Community of Expertise as Senior Director of Service for University Operations. Melissa’s more than 20 years of experience brings knowledge from a wide breadth of HR disciplines to this position, which will oversee HR service delivery to the University’s operational units Jennifer (Jenn) Oliver will join the team as Senior Director of Service for the Academic Division. Jenn’s 15 years of progressive HR management experience at UVA will be a tremendous asset to the HR Business Partners she will lead and the Academic Division customers they will collectively serve.

6. Talent Transition Update Hiring Timelines and Process
June through July
July through Sept
Sept through Oct
Internally Competitive (Wave 1)
Business Partner Wave*
Internally Competitive (Wave 2)**
June 1 – June 7: Post jobs and
candidates submit applications
June 8 – 12: Schedule interviews
June 13 – June 30: Hold interviews
July 5 – 14: Review and decide offers
July 17 – 28: Socialize offers with key
stakeholders and make verbal offers
July 31: Send offer letters to candidates
By August 4: Candidates accept offer
July 10 – July 21: Business Partner
interviews
Jul 24 – Aug 18: Interviews with
customer representatives, Senior
Director of Service, and CHRO
Early Sept.: Review and decide
offers with key stakeholders
Mid-Sept.: Provide verbal
offers
By end of Sept.: Send offer letters to
candidates
Three business days after receipt
of offer: Candidates accept offer
Sept 11 – 15: Post jobs and candidates submit applications
Sept 20 – 29: Schedule interviews
Sept 25 – Oct 13: Hold interviews
Oct 16 – 20: Review and decide offers
Oct 23 – Nov. 1: Socialize offers with key stakeholders and make verbal offers
Nov 2: Send offer letters to candidates
By Nov 8: Candidates accept offer
Target is to identify the individuals filling future-state HR roles by November 2017
*Timeline is dependent on stakeholder availability
** Timelines may adjust based on volume of applications and interviews

7. Talent Transition Update Interview Details

8. Talent Transition Update Wave 2 Positions
What happens to positions that open up (due to VRP, someone taking a Business Partner position, etc.)? If the position is an individual contributor position, the next eligible person identified by the hiring proxy managers will be offered the position. If no eligible candidates are available, the position will be posted internally/externally. If the position is a supervisor or above position, the future-state manager has the opportunity to review all applicants, consult with the hiring proxy manager and/or request interviews to make the hiring decision with approval from the CHRO. If no eligible candidates are available, the position will be posted externally. What are the next steps for individuals who choose not to apply for wave 2 positions? After wave 2 application window closes, we will identify individuals who did not apply for wave 2 but applied for a future-state position in an earlier wave and attended 1:1 coaching. We will reach out to these individuals to initiate career support services.

9. Unit transition

10. Unit Transition Update Where We Are Now
Key Activities
Submitted school/unit HR inventory
Conducted current school/unit HR inventory meetings with HR Transition Partners
Validated school/unit HR inventory
Drafted school/unit transition plan
Key Objectives
Create shared understanding of people and work transitioning in Fall of 2017
Receive sign off on fall school/unit transition plan by School/Unit Leader

11. Unit Transition Update Next Steps
What happens next?*
Who?
Confirm school/unit transition plan with school/unit leadership
Transition Partner
Meet with future-state team member to discuss details of individual transition plan
Milestone Captain/
Future-state Manager
Sends addendum clarifying start date, supervisor, and office location
Change and Communications Team
*Outlined are proposed activities for transitioning people and work at the school/unit level; however, the activities may vary depending on complexity of transition

12. Fall launch preview

13. HR Solution Center Look Ahead
Benefits / Service Improvements
2017
Key Dates
Transition
Activities
Sept
Oct
Nov
Dec
Central point of contact for all HR-related inquiries
Enhanced employee self-service capabilities—ability for employees to complete basic HR services through an online portal
Improved tracking and ticketing solution for employee inquiries, including new customer inquiry channels such as webchat and SMS message
Enhanced capability to monitor customer satisfaction using case management and KPIs
Review school/unit transition plans
Confirm transition plan approval
HR Solution Center teams transition work and/or take on new work (varying levels of work transition complexity depending on individual)
Benefits, Leave, and Payroll team established
Wave 2 complete
Inquiry & Talent Support (Health System) team established
Do you have any questions about what is or is not changing?

14. Total Rewards Look Ahead
Benefits / Service Improvements
2017
Key Dates
Transition
Activities
Sept
Oct
Nov
Dec
Work together with the HR Solution Center to continue existing services including benefits administration, compensation strategy and administration, and leave management administration
Implement an electronic process for retiree programming Open Enrollment through vendor Chard Snyder
Improved communications strategies that lead to enhanced adoption of benefits resources and tools during Open Enrollment
Review school/unit transition plans
Confirm transition plan approval
Total Rewards team transition work (generally lower transition complexity due to primarily non- competitive roles)
Total Rewards team established
Open Enrollment closes
Wave 2 complete

15. Employee Relations Look Ahead
Benefits / Service Improvements
2017
Key Dates
Transition
Activities
Sept
Oct
Nov
Dec
Use of case management system ERIS to capture ER case information, track grievances and provide the ER team with the ability to view and share customized trend data with schools/units
Increased availability of ER trend data to inform and determine where to deploy new policies and provide better training and visibility to UVA customers
Review school/unit transition plans
Confirm transition plan approval
Employee Relations team transition work (generally lower transition complexity)
Health System team begins using ERIS
Wave 2 complete
Employee Relations team established

16. Looking ahead

17. Looking Ahead Website Refresh
What’s changing? The Ufirst website will be more customer facing, due to communications broadening to a larger audience than HR professionals (faculty, team members, staff, etc.)
What’s staying the same? All current content will remain for HR professionals but the main page will be more simplified focused on how new HR at UVA will benefit the University
Launch Date: Week of September 18th

18. Thank You HR Preview & Feedback September Sessions
Preview & Feedback Sessions
Thank you for your participation!
Go to to provide any additional feedback after attending the session
Additional Opportunities for Feedback
Online customer demos on Ufirst website – by end of September
Interactive Preview & Feedback Sessions – small group, hands on Workday, feedback sessions. Beginning in October
P2 HR Community Preview & Feedback sessions – January 2018
Look for details in upcoming FutureFirst communications

19. September Meeting Objectives
Talent transition update
Unit transition update
Fall launch preview
Looking ahead