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HR Transformation at Riverside County Change Champion Network Meeting
June 20,2018
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Agenda Leaves Pilot HR Transformation Training Plan HRT Job Aids
Validation of Security Roles Q&A
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Leave Management Pilot Team
Pilot Goal/Objective: Centralize the Leave of Absence and Interactive Process (IP) administration to streamline processes, improve compliance and service delivery related to FMLA, ADA/FEHA, medical leaves, and other non-medical leave processes (i.e. military, education, personal, etc.), in preparation for adoption of Workday business processes.
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Leave Management Pilot Team
Current State: FMLA: Paper-based processes, administered by multiple departments and HR; practices and processes vary county-wide creating inconsistency. IP: Administered by Disability Access Office (DAO) and multiple HR Services Teams. Other Leaves: Managed by departments and multiple HR Services Teams. Inconsistent application of governing MOU provisions or County policy entitlement. Paper-based processes and lack of adequate administration overall.
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Leave Management Pilot Team
Current Work Focus: Assess and evaluate current practices to improve and streamline processes. Pilot Tasks: Develop process adjustments for centralized model Development of case management system (ServiceNow) underway Initial use will be by HR staff to manage cases and to build a consistent framework for the future state centralized processes. Determine Cycle Time Metrics Notification time cycle Time to approve a leave request Average length of leave Adherence to planned return to work date
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Leave Management Pilot Team
Future State Goals: FMLA services and administration will be maintained in a centralized system, Workday. Phased rollout will take time to achieve. Centralized IP administration conducted in conjunction with county departments.
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Agenda Leaves Pilot HR Training Material and Development HRT Job Aides
Validation of Security Roles Q&A
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Training Development Roles and Responsibilities
Logistics & Support Role Responsibilities CHANGE CHAMPIONS Review and provide input to training materials to ensure relevance for their respective department Provide input on who needs to attend which training Communicate and coordinate training Support training logistics and preparation for designated session(s) within department (e.g. locations, room reservations, room setup, technology) Attend in-person or virtual training sessions for respective audiences, as appropriate Develop system and service delivery model proficiency to provide training and business support to departments DEPARTMENT L&D Maintain awareness of overall HR Transformation training strategy and plan Provide insight to tools and resources that may be leveraged within Riverside County LEARNING COORDINATOR Test On-demand Interactive Solution course(s) with support of Training Lead Load course file(s) onto LMS Create assignments in LMS Produce completion reports from LMS SITE SUPPORT Engage with training team (and Change Champions in respective sites where appropriate) for training deployment logistics, as applicable (e.g. room reservations, room setup, technology)
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Trainer Construct Designer Review
Review Process and Sign-off The review and sign off process should be streamlined and limit number of iterations to ensure efficiency. All training materials should be reviewed by at least two resources. Training developer should perform an editorial review, checking compliance with templates, styles and standards as well as providing feedback on the content. Training developer will conduct a review session with Lead SME. Reviews will be conducted on a rolling basis to coincide with training development. The standard review timeframe is two (2) business days Signoff of the materials will be performed by Change Lead and Business Lead. Trainer Construct Designer Review Review draft training material for editorial quality and consistency Process SME Review Review draft training material for content accuracy & completeness Lead Sign-off Provide final sign-off Outline Storyboard Final
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Example Example Monitoring Progress and Reporting Training Development
The training team will report on two components throughout the initial implementation of the HR Transformation. The first reporting will occur through the development of materials. The training curriculum will be outlined in the training inventory and the progress will be reported to Business Lead and Change lead at the weekly change training team meetings. The second reporting metric will track the attendance of Mandatory Instructor Led Training, primarily for HR and Manager / Supervisor audience groups. Training Development Mandatory Training Attendance Training Topic Not Started WIP Complete Grand Total % Complete Benefits 12 5 8 25 32% HCM 10 20 50% Onboarding 2 100% Payroll 3 6 25% Recruiting 1 4 Absence/Leaves 15 33% Time Tracking 0% Talent/Performance 20% ServiceNow 7 47% Target Op Model 43% 40 37 44 121 36% Example Example
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Agenda Leaves Pilot HR Training Material and Development HRT Job Aids
Validation of Security Roles Q&A
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Benefits EMPLOYEES MANAGERS HR STAFF Benefits Enrollment
Change Benefits for Life Event Designate / Change Beneficiaries Change Benefits Jobs (Admin) Review COBRA Eligibility Event Manage Retirement Contribution Manage Medicare Information Submit FSA / ASI Flex Claim* Dependent Event Reports (Custom & Search Ppl) * Non-Workday process Benefits Worklet 457 Contribution Change HSA Contributions Cancel Life Insurance Benefits Review Benefits Administration Benefits Reporting Processes
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Compensation EMPLOYEES MANAGERS HR STAFF Propose Composition Change
Change Default Compensation Propose Reimbursable Allowance Plan Assign. Change Default Compensation One-time Payment for Referral Propose Compensation Change Propose Composition Hire Request Compensation Change Request One-Time Payment Propose Composition Hire Propose Reimbursable Allowance Plan Assign. Request Compensation Change Request One-Time Payment Request Post Termination Compensation Set Up Allowance Plan Adjustment Set Up Comp Grade Job Profile Adjustment Set Up Unit Allowance / Salary Plan Adj. Severance Worksheet Performance Management and Salary Planning Reference Guide Salary Planning
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Performance Management
EMPLOYEES MANAGERS HR STAFF Complete Evaluation for Performance Review Manage Goals Complete Evaluation for Disciplinary Action Cascade Goals Manage Probation Period Add/Edit Goals Give Feedback Update Performance Review Ratings for Manager Evaluation Start/Manage Development Plan Show Appreciation (TBC) Provide & Request Feedback Start Performance Improvement Plan Complete Employee Plan for PIP Request Feedback on Employees Complete Evaluation for Development Plan Disciplinary Actions Archive Goals Copying Goals to Multiple Employees Get Additional Manager Evaluations Performance Review Performance Review Acknowledgement Print Performance Review Pull Existing Goal into Review (Employee is missing goals) Updating Goals During Job Change Review and Approve Goals Promotions Talent Calibration Add & Edit Goals Archive Goals Performance Review Acknowledgement Print Self-Evaluation
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Talent Management “Manage Career”
EMPLOYEES MANAGERS HR STAFF Professional Profile Overview Search & Apply for New Opportunity Manage Job Interests Assess My Team’s Potential Launch Talent Reviews Manage Mentorship Manage Internal Career Apply Manage Internal Projects Start Potential Assessment Manage Languages Assess Potential Manage Professional Affiliations Change Jobs Change Org Assignment for Worker Change Work Space Talent Review Manage Mentorship (tbc)
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Recruiting EMPLOYEES MANAGERS HR STAFF Refer a Candidate
New Hire Onboarding Activities Candidate Complete Job Application** Move Job Requisition Pre-hire Contract Details Reference Check Assess Candidate Close Job Requisition Job Postings Language Proficiency Testing* Pre-hire Collective Agreement Details Review Candidate Background Check Freeze Job Requisition Pre-Hire Collective Agreement Details Contract Contingent Worker Employee / Contract Agreement Evergreen Requisition Mass Close Job Requisitions Pre-Hire Contract Details Request Reference Letter Endorse Candidate Interview Candidate Offer Screen Pre-Hire Probation Period Details PTO Termination Payouts Create Job Requisition (New or Existing Position) Adding Roles to an Existing Requisition Automatic Merging of Candidate Record Correcting Hire/Effective Date Contract to Hire Job Board Guide Update Position Cost Center Contractor Onboarding Activities TAP Onboarding Activities Create Job Requisition (New or Existing Position) Update Contingent Worker End Date End Contingent Worker Contract One-Time Payment: Recruitment Premium One-Time Payment: Relocation Premium Working Out of Class
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General/HCM – Employees & Managers
Workday Overview for Employees Update Preferences Getting Started in Workday Change Photo Move Employee to New Manager Termination Swap Positions Change Preferred Name Change Legal Name Update Passport & Visa Information Switch Primary Job Propose Comp Change / Offer Add/Remove Retire Status Change Emergency Contacts Reports (Custom & Search Ppl) Submit Resignation Security Access Request Manage Delegation Correcting Time Off for Employees Edit Identification Information Cancel a Process Career Manager Reports Career Manager Dashboard Worklet Chiefs of Staff Reports Executive People Dashboard Security Access Report Manage Delegation Delegation from Delegatee Expense Reimbursement Account Change Mobile Access & Sign In for an Android Phone Mobile Access & Sign In for an iPhone Mobile Access & Sign In for an iPad
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General/HCM – HR Staff General HCM Add Additional Job Edit Position
Assign Employee Collective Agreement Add Retiree Status Edit Worker Additional Data Event Move Workers (By Organization) Remove Retiree Status Change Job Edit Position Restrictions Contract Contingent Worker Service Dates Change Swap Positions Switch Primary Job Termination Create Position Employee Contract Close Position Employment Agreement Change Organization Assignments for Worker Title Change Union Membership Event Form I-9 End Additional Job Mass Correct of Hire Business Processes Safety Incidents Hire Request Reference Letter Edit Hiring Restrictions
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Agenda Leaves Pilot HR Training Material and Development HRT Job Aids
Validation of Security Roles Q&A
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Agenda Leaves Pilot HR Training Material and Development HRT Job Aids
Validation of Security Roles Q&A
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Thank You!
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