1. HRCC Meeting
August 15, 2017

2. August Meeting Objectives
Talent transition update
Wave 2 preparation
Career support services
Upcoming milestones
Preview and feedback sessions
Talent management updates

3. Talent transition Update

4. 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
Aug 21 – Sept 1: Review and decide
offers with key stakeholders
Sept 5 – Sept 8: Provide verbal
offers
Sept 11: Send offer letters to
candidates
By Sept 14: Candidates accept
offer
Sept 11 – 15: Post jobs and candidates submit applications
Sept 18 – 22: Schedule interviews
Sept 25 – Oct 6: Hold interviews
Oct 9 – 13: Review and decide offers
Oct 16 – 27: Socialize offers with key stakeholders and make verbal offers
Oct 30: Send offer letters to candidates
By Nov 3: Candidates accept offer
Team member names will be posted today on the Ufirst website and updates on the 15th of each month
*Timeline is dependent on stakeholder availability

5. Talent Transition Update Statistics
Internal hires
114
Total filled positions to date
116
External hires 2
Wave 2 positions 60
BP positions
103
Total remaining open positions 29
Priority positions 8
Wave 1 positions 6
As of August 2, 2017

6. Wave 2 preparation

7. Wave 2 Preparation Upcoming Postings
58 positions are being posted for future- state HR starting in September in the following areas:
Talent Recruitment
Talent Management – Learning & Development / Org Development
Talent Management – Performance Management/Rewards & Recognition
Talent Management – Talent Planning
IMPACT
List of positions will be posted on the Ufirst website and with a link in the FutureFirst Special Edition message sent later today

8. Wave 2 Preparation Talent Selection Timeline
I participate in a 45 minute interview with representatives from Academic Division and Health System
I receive a phone call from a recruiter about my application status
I complete my VRP MOU if applicable
I attend a 1:1 career coaching session
I apply for Wave 2 position(s)
I receive an offer letter
Wave 2
Aug 21
Aug 21 – Sept 8
Sept
Sept 25 – Oct 6
Oct 16 – 27
Oct 30
Deadline for VRP MOU
If I am interested in a Wave 2 position or did not receive an offer in Wave 1, I will participate in a 1:1 career coaching session
Wave 2 positions posted
Interviews held
Verbal offers provided
Offer letters sent
As declined positions are identified, if there is a secondary qualified candidate selected by the proxy hiring managers and approved by the CHRO, the candidate will receive a verbal offer.

9. Wave 2 Preparation Coaching and Professional Development Event
Coaching Sessions
Professional Development Event
Purpose
Provide opportunity to address individual needs in preparation for the talent selection process
Serves as an application and interview preparation session as well as an additional opportunity to ask questions on the talent selection process
Date / Time
August 21 – September 8
August 31, 11:30am – 1:30pm
Location
Across Grounds
Holloway Hall – Bavaro
Participants
HR Impacted Employees and ONE Payroll Impacted Employees
Registration
FutureFirst communication on August 15 – online sign-up available
FutureFirst communication on August 15 – RSVP to attend

10. Career support services

11. Career Support Services Resources
The following resources are available for impacted employees that applied for a position in future-state HR but were not offered a position.
Career Support*
Services Workshops**
Faculty Employee Assistance Program . .
Offer six individual one-hour sessions with a career coach that will include some or all of the following based on individual need:
Work Interest Profile Survey
Job Search Process Overview
Job Skill/Position Review
Training Recommendations
Resume and Cover Letter Review
Interview Preparation
Opportunity to participate in ongoing workshops throughout the fall and spring around:
Job Position Analysis
Resume and Cover Letter Writing
Job Search process
Interview Preparation
LinkedIn Profile Creation/Revision
Access quality, professional, and comprehensive services, tailored to individual needs that is confidential and at no cost to the employee.
*SCPS Career Resources: Tammy Pendelton and Barbara Kessler
**Offered by the Dual Career Services Program in the Provost Office

12. Coaching and Career Support Services Frequently Asked Questions
How is Wave 2 coaching different from career support services? Wave 2 coaching is focused on supporting you through the Wave 2 application process. Career support services are focused on supporting you in finding positions outside of HR after all of your HR options have been exhausted. Who are the Wave 2 coaches? Wave 2 coaches are the same team from Wave 1. They include Ufirst project team members with coaching experience. Is coaching required to access additional career support services? If you do plan to apply for positions in wave 2, coaching is optional but encouraged. If you do not plan to apply for a wave 2 position and you have not already accepted a future-state HR position, coaching is required in order to access career support services and salary grandfathering for positions outside of HR. We want to ensure that no one overlooks a wave 2 opportunity that aligns with their knowledge, skills, and abilities positioning them for success.

13. Talent Update Key Things to Remember
102 future-state HR positions available
No impacted employees will experience a layoff
Extensive career support services are available
Intent is to set employees up for success by supporting them in finding opportunities aligned to their skills, abilities, and current compensation
Salaries will be grandfathered for HR positions and for positions taken outside of HR once the talent selection process has concluded
The intent is that people who move to non-HR positions move to comparable jobs with comparable salaries; otherwise, the salary will be grandfathered as long as the individual holds that position.

14. Upcoming milestones

15. Milestones Update Key Dates
People:
Current team supported
Ready for new roles
Wave 1 Hiring will support Service Launches
Wave 2 Hiring will support Service Launches
Oct
2017
Jul
2017
Jul 2018
Apr
2018
Feb
2018
Jan
2018
Workday
Go-Live
Oct 2017
One Payroll
Talent Management
Academic Talent Recruitment
Health System Talent Recruitment
HR Business Partners
Solution Center
IMPACT – Total Rewards
Employee Relations
Clear accountability
Minimize disruptions to operations
Work:
As we finalize transition plans, we will also finalize staging of the launches. We are committed to bringing up new services in a way that brings value to employees while ensuring that current operations are supported.

16. Milestones Update Upcoming Service Launches
Employee Relations
IMPACT – Total Rewards
HR Solution Center
What is occurring?
Current service will continue with minimal disruptions to operations
Set the stage for upcoming launches and for Workday
What are the objectives?
Reduce risk by conducting staged approach to enable transformation
Limited changes to processes and minimal dependencies on Workday for Total Rewards and Employee Relations
HR Solution Center is the underlying foundation which will drive the changes in the other HR service areas
Why is this occurring now?

17. Milestones Update Employee Relations Overview
Employee Relations is a central resource for employees, managers and HR professionals that provides best in class employee relations tools and support, training, guidance, conflict resolution, collaboration, and partnership.
What’s continuing?
*Full scope of services to be delivered starting July 1, 2018
What’s new?
Policy Advisory Support
Grievance Process Management
Progressive Disciplinary & Corrective Actions
Conflict & Dispute Resolution
Preventative & Education Services
Team of Employee Relations experts to support ER needs across the organization
Access to ER related trend data for my school/unit – available with implementation of a centralized ER case management system which tracks case information and grievances
Targeted policy changes and training based on ER trend data
Streamlined ER processes and policies across University

18. Milestones Update IMPACT – Total Rewards Overview
IMPACT – Total Rewards is responsible for how HR defines and implements a total rewards strategy to attract and retain faculty, staff, and team members through competitive pay, benefits, and wellness programs.
What’s continuing?
*Full scope of services to be delivered starting July 1, 2018
What’s new?
Benefits Administration (e.g. Health, Welfare, Retirement)
Compensation Strategy & Administration
Wellness Program Administration
Leave Management Administration
Retiree programming Open Enrollment - an electronic process will be implemented through vendor Chard Snyder

19. Milestones Update HR Solution Center Overview
The HR Solution Center, a ‘one stop’ comprehensive resource committed to providing HR support across the organization, will provide consistent HR information and solutions while delivering an exceptional experience for faculty, staff, team members, and management.
Launch plans
Continuing to gather and incorporate feedback about launch plans for Solution Center - working to meet our objectives for launch
More details available in September
Training and communication will be prepared to support plans

20. Preview and feedback sessions

21. Preview and Feedback Sessions Overview
Upcoming Workday Preview & Feedback Sessions
Employee Self Service and Manager Self Service
Performance Management
The Workday Preview & Feedback Sessions are an opportunity to engage the UVA Community to review processes designed to-date within Workday and provide feedback.
Recruiting
Compensation
Preview & Feedback Sessions:
HRCC: Week of September 11, 2017

22. Preview and Feedback Sessions Session Details
In addition to the processes below, the Preview & Feedback sessions will review basic Workday
security roles associated with each of the processes
Core HCM
Validation of Job Families
Validation of Data Harmonization Decisions
Employee Self Service
Change benefit elections for open enrollment
Change benefits for life event
Complete federal withholding elections
Complete state withholding elections
Complete payment election enrollment event
Enter time
Request time off
Manager Self Service
Set up a delegate
Recruiting
Post job
Complete job application
Review candidate
Screen candidate
Assess candidate
Conduct reference check
Prepare for hire
Extend offer
Conduct background check
Performance Management
Complete a performance evaluation
Manage goals
Manage performance rating
Compensation
Request compensation change
Request one-time payment

23. Preview and Feedback Sessions Session Details
The purpose of these sessions are to receive feedback and are not a replacement for training.
Delivery of P1
7/31/2017
Delivery of P2
11/10/2017
UAT Begins
2/3/2018
Delivery of P3
3/9/2018
UAT Ends
4/27/2018
Workday Go-Live
7/1/2018
2017
2018
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
P1 Preview & Feedback Sessions
9/12 - 9/26
P2 Preview & Feedback Sessions
P3 Preview & Feedback Sessions
Customer Sessions: Employees (~250)
Preparation Sessions
Customer Sessions: Leadership
Review all processes and modules
Technology Team
Sierra Cedar
Ufirst Project Leads
2-hour overview
Executives
Provost / Dean
Health System
IT / Finance
2-hour overview
Faculty
Staff
Team members
HR Community Sessions
Customer Sessions: Managers (~250)
Review all processes and modules
Subject Matter Resources
HR Community
4-hour session which includes overview and deep dive to address faculty, clinical & staff/team member specifics
Supervisors/Staff Managers/Business Administrators
Chairs/Faculty Managers
Clinical Managers/Nursing Managers
We will post the pre-recorded Customer demos to the Ufirst website for those unable to attend the customer sessions.

24. Talent management update

25. Talent Management Updates Performance Management
What is the approach regarding the performance management (PM) process? Per recent leadership discussion and the following decision, this proposal has been modified into a staged approach. This means that for now, and until future notice, all entities will remain on their current PM cycle. How does this impact my performance management timeline? School/unit currently operating on a Calendar Year cycle for Performance Management, will continue to operate on that cycle with all normally scheduled milestones and touchpoints. Likewise for areas on the Fiscal Year cycle. Alignment is still envisioned as part of the future staged plan for PM, but more information will come at a later date when the future-state HR teams are in place to develop and execute on this plan.

26. Talent Management Updates Updated New Hire and Manager Checklists
Updated existing Academic Division checklists:
Updated checklist for new hires
Updated generalized checklist for managers
Please provide feedback if you use the checklists
Checklists updated after review
_____________-
We are releasing these SIs now, as we near the HRCS launch for a couple reasons.
Many of you have already created a great onboarding process and are happy with your tools. These are not meant to replace yours – only to enhance or offer improvements to those of you who would find them valuable.
After receiving a large amount of input from SMRs in 1:1’s with key SMRs and with large HR onboarding group more recently, we want to expand the opportunity to more of you to test and give feedback to a broader group, especially those of you that feel these tools would improve or enhance your current process.
The checklists are generalized – we reviewed many existing checklists to come up with a list that would be common to most hires at the University. Staged. Started with these so we could standardize a process with future state in mind, and across the whole University, as much as possible. Will have some variations, such as pre-employment visit.
[Explain Onboarding Partner program and Interest Profile .. Used to help manager get to know the whole person and to match onboarding partner. Be careful with example … something like “how like to be rewarded” would be saver to use than personal interest examples.]
We would also like to more closely measure success in a volunteer group or two, so we can assure we have it right.
Briefly explain each item
Checklist.. Mentioned HRCC early release for academic
iterative

27. August Meeting Objectives
Talent transition update
Wave 2 preparation
Career support services
Upcoming milestones
Preview and feedback sessions
Talent management updates