Faculty Contracts & Services Office (FCSO) Update

1. Faculty Contracts & Services Office (FCSO) Update July 2012

2. Outline • Preliminary Comments • Jane Slaughter, Assoc. Provost for Academic Personnel • FCSO Assessment & Action Planning • Melissa Vargas, Interim Director of FCSO • Implementation • Rita Abeyta, Interim Manager of FCSO 4) Discussion/Q&A

3. FCSO Mission • The Faculty Contracts and Services Office (FCSO) provides customer service and consultation regarding all aspects of faculty employment for the Main and Branch Campuses. • FCSO is responsible for reviewing and processing faculty employment transactions including recruitment, hiring, contracts, benefits orientation, leaves and separations. 

4. FCSO Mission • Faculty Provisioning • Faculty Contract Renewals & Revisions • Faculty and Post Doctoral Fellow Benefit Orientation • Post Doctoral Hires and Contract Renewals • Visiting & Research Faculty Hires • Temporary Part Time Faculty Hires and Rehires • Non-Credit Instructor Processing • Nonstandard Payment Processing • UNM Jobs Support and Processing • Letters of Academic Title • Separations and Retirements • Faculty Sick Leave, Leave Without Pay and Sabbaticals • Faculty Data Reporting

5. Background Statistics: Faculty Headcount Processed by FCSO Tenure/Tenure Track Faculty – 802Non-Tenure Faculty – 227Research Faculty – 94Visiting Faculty – 59Temporary Part Time – 761Post-Docs – 85Affiliates – 597Non-Credit – 473 Approximate Grand Total - 3098 Note – Figures are estimates from October 2011 except for Non-Credit, which is from UNM Fact Book Fall 2010

6. Background - December 2010 Faculty Hiring Non-Compliance Issues Report to the President • Faculty Contracts & Services Office was out of compliance for 84% of its hiring actions since UNMJobs implementation in 2009 • Late paperwork/employment actions • Faculty on the job and being paid before the hire is complete • Majority of non-compliance is related to temporary part-time faculty

7. Background - January 2011 • Internal Audit of Select Payroll Processes • “The purpose of the audit was to assess the payroll processing cycle of the University to determine opportunities to achieve greater efficiency and effectiveness.” • “The Administration should implement policies to end special exceptions…and processing off-cycle payroll adjustments. To help reduce exceptions, the Administration should implement initiatives to hold employees, supervisors and department heads accountable for delays and lack of attention.”

8. Background – January 2011 • Internal Audit of Select Payroll Processes • Recommendations 9 – 13 • Ensure faculty contracts are in place prior to the start of the academic year • Ensure compliance with faculty hiring guidelines and payroll processing policies • Implement a hiring process to ensure completion prior to employee start date, and prior to commencement of payroll payments • Develop effective hiring procedures for part-time temporary faculty • Work with OEO to determine the proper data necessary for Affirmative Action Reporting • Develop Faculty Contracts internal guidelines for the data entry process

9. Background - January 2011 Employment Data Centers (EDC) task force formed • Office of Equal Opportunity • Human Resources • Main Campus Faculty Contracts • HSC Faculty Contracts • Office of Graduate Studies • Student Employment • Payroll • Charged with addressing Internal Audit recommendations

10. Background July 2011 Academic Leadership in the Provost’s office changed A full assessment of FCSO was initiated

11. FCSO Assessment OutcomesOctober 2011 • Strengths, Weaknesses and Suggested Areas of Improvement • Strengths • Dedicated staff, leadership support • Weaknesses & Areas for Improvement • Compliance with hiring criteria & payroll deadlines (internal & external) • Overall functioning of the Office & Staff morale • Relationships with partner organizations • Lack of written operating procedures • Little depth of knowledge and cross-training of staff

12. FCSO Assessment Outcomes Other problems identified: • Lack of technological advancements • Record keeping/faculty files • Resources • I-9’s not received from new employees within the required 3 working days (Federal Law) • Faculty not receiving notice of benefits eligibility within the 60-day required period • Retiree process unclear • Inaccurate data entered into UNMJobs & Banner

13. Background - October 2011 • Immediate Changes made based on the FCSO assessment: • Hired a knowledgeable manager to handle day to day operations • Hired additional staff at various levels including a planning officer to lead strategic projects • Tasked staff with developing a mail log to track paper • Issued campus-wide memo about adherence to deadlines • Initiated a faculty file clean-up project • Tasked staff with re-vamping FCSO website

15. Under New Management Goals: • Gain a better understanding of the work of the Faculty Contracts & Services Office • Create standard operating procedures including flow charts for each action we perform • Streamline processes and reduce inefficiencies

16. UNDER REVIEW

17. UNDER REVIEW

18. Under New Management • Goals: • Improve/standardize communication with our customers • Automate all FCSO forms • Develop an internal training plan focusing on key competencies and customer service • Develop an external training plan • Take actions to reduce hiring non-compliance rate • Conduct comprehensive audit and overhaul of faculty employment files

19. Implementation • Addressing Internal Audit Recommendations • Enforcing Faculty Handbook policies • Enforcing Compliance Regulations, related to hiring and collection of I-9’s • A university wide report is currently available that shows the number of payroll adjustments done on a quarterly basis. This is being done as part of the EDC Task Force

20. Improvements Updated Website to have new look and feel

21. Improvements • Updated website to reflect type of forms used by faculty type • Areas of Responsibility Page – shows who to route ePAF’s to and who questions should be directed to. • Provide suggestions as to what you would like to see on the website to faculty@unm.edu

22. Improvements • Creating data enterable forms vs. old carbon copy typewriter forms

23. Improvements • New FCSO forms must be used starting September 4, 2012. Old forms will not be accepted after this date. • New hire documents must be submitted as a whole packet. Piecemeal documentation will be returned. • Post-docs documentation required for processing include offer letter, PDCIF form and current CV.

24. Improvements • Only processes available for current ePAF’s will be used after July 31, 2012. • UNMJobs training sessions being conducted for departments as needed. • Faculty topics to be discussed at future HR/Payroll forums, suggestions let us know.

25. Improvements • TPT ePAF’s • The implementation of the TPT ePAF’s has been delayed until Spring 2013 semester. • 3 Rehire TPT ePAF’s will be available • 1 semester Rehire • 2 semester Rehire • 3 semester Rehire • The implementation was delayed in order to give departments more time to learn how to use the ePAF’s

26. Improvements • A focus group will be established to provide feedback on training materials and other aspects of the ePAF’s • Interested in participating in focus group, email faculty@unm.edu • TPT Faculty will be paid for actual work dates beginning in the Spring 2013 semester

27. Deadlines • Enforcing deadlines at the department level and ensuring FCSO meets the Payroll deadlines.

28. Discussion /Q&A