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HRCC Meeting August 15, 2017
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August Meeting Objectives
Talent transition update Wave 2 preparation Career support services Upcoming milestones Preview and feedback sessions Talent management updates
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Talent transition Update
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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
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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
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Wave 2 preparation
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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
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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.
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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
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Career support services
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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
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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.
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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.
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Upcoming milestones
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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.
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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?
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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
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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
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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
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Preview and feedback sessions
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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
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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
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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.
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Talent management update
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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.
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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
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August Meeting Objectives
Talent transition update Wave 2 preparation Career support services Upcoming milestones Preview and feedback sessions Talent management updates
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