Human Resources Business Process Changes & Policy Updates

1. Human Resources Business Process Changes & Policy Updates • Ola Faucher, Director • Angie Loving, Assistant Director • Terri Osborn, Coordinator • May 16 & 18, 2012 (a)

2. Agenda • Introduction • Policy Changes • Business Process Changes • Human Resources Service Centers • Image Now • PS 9.1 Talent Acquisition Manager (TAM) Review 1

3. Policy Changes • Timely Hires (Draft language) A hire, rehire or appointment change must be made effective at the time an employee begins work in his/her new capacity. Processes to complete that action must therefore be completed in advance of the effective date of the change. Hires, rehires and appointment changes cannot be made retroactively. Accountability for assuring timely hires, rehires, and appointment changes rests with the director, dean, and/or vice provost/chancellor. 2

4. Policy Changes 3 ● Probationary Status (Draft Language) Individuals who are hired or rehired into regular USS or UPS positions are placed on probationary status and are employed at will during the probationary period. The initial probationary period is in effect for six months from the effective date of the initial hire. Employees are not eligible for any available merit increases during the initial or an extended probationary period. Supervisors may extend the probationary period to up to twelve months, with approval from Human Resources (HR), if it is in the best interests of the University. Notifications of extension of the probationary period shall be in writing and shall be provided to the employee as early as possible but no later than at least one business day prior to the end of the probationary period.

5. Policy Changes 4 ● Probationary Status, cont’d. If an employee accepts a different position while still serving a probationary period, the employee must complete the remainder of the initial probationary period or an extension thereof. Provided however, if the new position is substantially different or requires different qualifications, supervisors may initiate a new six-month probationary period upon HR approval. For example, the probationary period may be extended if there is a significant increase in job complexity associated with the new position or if more than six months is needed for the employee to complete the full cycle of job responsibilities. During the probationary period, if performance, conduct, or other issues arise that warrant termination, the unit head shall provide a written recommendation for termination to HR. HR will notify the employee in writing of the termination of his/her appointment. No advance notice is required for termination during the probationary period.Termination during the probationary period cannot be appealed. Employees whose appointments are terminated during the probationary period may be placed in a no-rehire status by the University.

6. Business Process Changes 5 • Student Hourly Recruitment Oversight & Background Check • GTA/GRA/GA’s in Spring 2013 • Recruitment Bundle • Recruitment Bundle requiring IOA approval • Search Waiver requests • Positions with underutilizations • New Search Committee Guidelines • Faculty Searches will follow the Hiring for Excellence Guidelines • Minimum Posting Durations • 3 days for students • 10 days for other postings • 30 days for national advertised vacancies

7. Business Process Changes 6 • Required Qualifications determined by department • No Interview Pool Approval or Minimum to Interview • Acceptance of Offer Letters electronically • No SS card retention • No upfront EO review of candidates, post-audit review • Periodic post-audit reviews by IOA • On-boarding processing • TALX (Work Number) Electronic Employment Verification

8. HR Service Centers 7 The HR Service Centers role will replace the Hiring Manager function at the department level. Services provided may include the following: • Completing and routing Recruitment Bundle through Image Now • Position Description Updates • Creating Job Opening in PeopleSoft TAM • Placement of ad copy (if requested) • Provides initial applicant screening (if requested) • Answers questions of search committees and provides training • On-boarding process for new hires

9. Step 1: Current KU staff members apply for HR Coordinator position                                       Step 2: Selected applicants form HR Service Center Step 3: HR Coordinators join multi-functional Service Centers Interim HR Service Center @ McCollum Hall BC 1 BC 2 BC 3 BC 4 BC 5 BC 6                               Step 4: Units operate with fewer staff as HR Service Centers assume selected transactional work load                 See Recruiting & Onboarding before/after work flows for examples of process changes     8

10. Current New Employee Recruiting Process Dean/Chair/ Director asks Personnel Related Staff (PRS) to begin the hire process PRS submits position updates & waits for approvals / required changes PRS creates job requisition & waits for approvals /required changes Unit selects interview candidates HR reviews pool for qualifications & EO, may recommend changes to interviews PRS coordinates interviews and feedback gathering Proceed to offer stage Future New Employee Recruiting Process (August 2012) Dean/Chair/ Director asks designated service center HR Coordinator to begin the hire process Dedicated HR SC Coordinator works with unit to update position and create job opening Unit selects interview candidates HR SC available to coordinate interviews and feedback gathering Proceed to offer stage HR SC available to help with screening Key • Cycle time substantially improved: • All necessary recruiting information submitted simultaneously • HR SC expertise reduces frequency of “returned” requests HR SC available to help with process inputs and logistics, reducing time required from departmental staff Unit IOA review moved to back-end audit, reducing cycle time HR Service Center HR 9

11. Current New Employee Onboarding Process Some new hires arrive at departments Some units assist with new hire paperwork HR reviews & sends back if incomplete HR responsible for KU orientation & training, but not all new hires attend Department responsible to assist new hire with parking, ID card, etc. Department orientation & training the responsibility of unit Some units send new hires to HR Some new hires arrive at HR HR assists with new hire paperwork Future New Employee Onboarding Process (August 2012) All new hires report to HR SC on or before first day of work HR SC assists new hire with paperwork, KU orientation and training, and other logistics New hire reports to unit for orientation Key Unit • Includes: • Temporary parking pass and information on getting permanent pass • Instructions on receiving ID card • Enrollment in Time Entry devices • HR to provide guidelines to help units develop orientation program • HR SC available to assist units with orientation / training HR Service Center HR 10

12. Many administrative functions currently handled by department staff will move to service centers Recruiting & hiring activities will shift from department PRS to the HR Service Center in August 2012 As full HR Service Centers are implemented over the next several years, additional staff related to other HR functions, Finance, Research Administration, and IT processes will move to the service centers 11

13. Image Now 12 Recruitment Bundle – will include the following information: • Position Description • Position Data Updates/Changes, including Funding • Advertising Copy for search • Posting Specific Question Additions for this recruitment Electronic Payroll Form • Position Updates/Changes • Funding Changes • Job Updates/Changes • On-Boarding Process for Supporting Documents

14. Image Now Screen ShotsRecruitment Bundle 13

15. Image Now Screen ShotsRecruitment Bundle cont. 14

16. Image Now Screen ShotsRecruitment Bundle cont. 15

17. Image Now Screen ShotsElectronic Payroll Form 16

18. Image Now Screen ShotsElectronic Payroll Form cont. 17

19. PS 9.1 TAM Overview 18 Applicant Overview • Job Opening • How to Apply • Search functionality • Adding information to applicant record Hiring Manager Overview • Access to system • Applications to review

20. The system will show the 5-10 most recent jobs that have been posted on this first page. Advanced Search will allow an applicant to search for specific “Key Words.” 19

21. We will click on a job title and apply for a current posting so you can see the applicant process. Once the job description opens up, the applicant can Apply Now, Save Job, and/or Email to Friend. If the job has already closed and they have chosen Save Job, the applicant will no longer be able to apply for the position. 20

22. Applicants can go to “My Career Tools” page to upload their cover letter and other attachments they wish to have be part of their applicant file. This would include a writing sample, teaching statement, etc. As you can see from this tab, the applicant will also access their job offer online. 21

23. Hiring Managers will be able to click on the Application to see the information the applicant has filled out, as well as the questionnaire for the online questions that were asked. 22

24. Please follow along on the screen for the additional information on the Application Details for this applicant as well as the questionnaire for the Job Posting. 23

25. Glossary Now PeopleSoft 9.1 Requisition Job Opening Working Title Posting Title Posting Destination Advertising Location HR Recruitment Coordinators Recruiter Hiring Managers HR Service Center Coordinators Hierarchy Interested Party Guest User (Interview Committee) Interviewer 24

26. 25 Questions ??