HR Process Refresh

1. HR Process Refresh Division of Human Resources BAS Forum Presentation February 13, 2013 • Strategic Alignment • Innovative Workflows • NOVS - Notice of Voluntary Separation • PRA - Position Request Authorization • PAF - Personnel Action Form • CIS - Change in Status Form Presented by Tia McKee Assistant Manager, Human Resources Records tlmckee@kent.edu 330-672-8374

2. HR Process Refresh Division of Human Resources Strategic Alignment

3. Division of Human Resources On the Tech Plan for 2013 Innovative Workflows Redesign NOVS Workflow to NOS (Notice of Separation) Create Change in Status Form (CIS) Workflow Create Personnel Action Form (PAF) Workflow Re-Engineer PRA Workflow Electronic New Hire Forms

4. HR Process Refresh Division of Human Resources NOVS- Notice of Voluntary Separation Workflow used to process voluntary separations from the university • Collects information regarding the separating employee, including Banner security accessand e-mail; • Automates processing within HR, Access Management, and Payroll; • Notifies departments, including Parking, Rec Services, and the FlashCard Office; • Should be completed by a supervisor or designated representative, not the employee; • Should be accompanied with a signed letter of resignation or retirement sent to Records (Classified or Unclassified Staff) or Academic Personnel (Faculty).

5. HR Process Refresh Division of Human Resources NOVS- Recent and Future Updates • Future Updates • On the Tech Plan Spring 2013 • Develop a Notice of Separation Workflow for ALL separations • Ability to upload documents (not send separately) • Ability to use Workflow if a job has ended • Additional processing notes Recently Updated • Pop-up on Flashline • Ability to communicate security and email retention with Access Management within the workflow • Additional links added to the workflow to direct originator to forms and letters • Enhanced confirmation emails for originator

6. HR Process Refresh Division of Human Resources PRA- Position Request Authorization Workflow for posting or advertisement: • To create a brand new position; • A position needs to be posted/advertised; • Waiver of posting being sought; • Changing a filled position from part time to full time; • Use HR aids to determine whether to use a PRA or Change in Status, how to fill them out, or to attend online training; www.kent.edu/hr/forms/employment/upload/questions-to-help-determine-if-you-need-to-create-a-pra.pdf www.kent.edu/hr/forms/employment/upload/pra-checklist.doc https://ksutube.kent.edu/playback.php?playthis=wc461rlo

7. HR Process Refresh Division of Human Resources PAF- Personnel Action Form Paper form for processing: • Initial appointment to the University; • Create a short term (4 month or 120 days) unclassified position; • Create an appointment in addition to another assignment; • Use HR aids for instructions on filling out the form; www.kent.edu/hr/forms/employment/upload/paf-instructions.doc

8. HR Process Refresh Division of Human Resources CIS- Change in Status Form Paper form used in place of the PRA and PAF to process: • Promotions following a Compensation review; • Renewal of term/temporary unclassified assignments; • Process temporary and permanent changes in job class; • Pay increases; • Use HR aids for instructions on filling out the form; www.kent.edu/hr/forms/employment/upload/paf-instructions.doc

9. HR Process Refresh Additional Resources HR has a one-page front and back Forms, Workflows and Process Aid that summarizes which form to use for your department’s need www.kent.edu/hr/forms/employment/upload/job-aid.doc HR has all current forms and aids online at the HR forms library http://www.kent.edu/hr/forms/index.cfm Contact HR http://www.kent.edu/hr/contact.cfm

10. HR Process Refresh Division of Human Resources Questions? This presentation will be sent to the Forum Listserv. Thank you!