The modernization of Human Resources will take place over several months and involve multiple projects to get us to our goal of a holistic and strategic support model.
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This page shows an overview of progress across categories in the HR modernization 3-phase timeline:
- Phase 1: Realign (Jan. 29-March 4, 2024)
- Phase 2: Refine (March 4-June 30, 2024)
- Phase 3: Recalibrate (July 1, 2024-June 30, 2025)
This page will be continuously updated as projects progress. Please connect with your HR Generalist team for more information.
Completed
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HR representatives integration
- Integrated 100+ university HR representatives into the Division of Human Resources.
- Documented and addressed equipment, location and scheduling needs, accommodations and requests.
- Conducted initial internal training and onboarding.
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HR teams created for colleges and divisions
- Established model in which every college and division now has a dedicated HR team (comprised of HR subject matter experts, including generalists, recruiters, leave advisors, and more) to support them in fulfilling their goals.
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UAGC integration into EDGE Learning
- Established single learning management system and learning record for all university employees.
- Improved efficiency and cost by reducing number of contracts and systems under management.
- Simplified supervisor oversight of direct reports' training statuses as all progress is documented in a single system.
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Leave management process
- Created single, confidential webform for employees to submit leave of absence requests to a leave specialist.
- Formed HR Leaves Administration team to manage leave of absence requests from beginning to end.
- Launched process to work with supervisors to ensure they know start and end dates of employees' leaves, appropriate time reporting codes and transition procedures for return to work.
New Features Upcoming
- Integrate leave intake through UAccess.
- Create reports to assist units with leave time management and coverage planning.
In Progress
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HR staffing alignment
Completed
- Assessed college and division HR needs.
- Assessed HR staff coverage ratios against industry best-practices.
In Process/Upcoming
- Hire and onboard outstanding positions post hiring freeze.
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Role and scope of HR
In Process/Upcoming
- Conduct ongoing collaborative discussions to clarify HR responsibilities vs. college and division responsibilities.
- Conduct ongoing collaborative discussions to assist transition of duties between staff members.
Coming soon: List of specific duties
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Pay practices
Completed
- Removed Compensation Administration Guidelines from the HR website.
In Process/Upcoming
- Conduct comprehensive review of the university's pay increase and offer processes.
- Conduct comprehensive review of the Compensation Administration Guidelines, including merit pay, additional duties pay, incumbent review and promotions, new hires, equity, and more.
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HR tools, systems and operational efficiencies
Completed
- Identified and reviewed the various information technology systems currently used and available across the university for administrative purposes, including HR operations.
- Conducted initial conversations with colleges and divisions regarding their workflows and technology utilized.
In Process/Upcoming
- Explore opportunities to increase efficiency through potential integrations available with our existing HR systems.
- Explore new intake processes to increase efficiency.
- Facilitate ongoing internal HR training and professional development.
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Talent acquisition model
In Process/Upcoming
- Create dedicated Talent (application tracking system) operations to create and manage all position postings, which will reduce duplicate review of talent acquisition transactions and expedite approval wait time for postings and offer letters.
- Establish talent acquisition advisers to provide strategic guidance on recruitment strategy, applicant management, and use of the ATS.
- Monitor and ensure compliance with federal and state employment laws (e.g., requirements as a federally contracted institution and other regulatory requirements).
- Promote timely communication with applicants regarding applicant statuses and search progress.
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HR workflows
Completed
- Completed initial discovery period regarding college, division, department and unit historical workflows and approvals.
- Partnered on pilot of new PCN workflow with Office of Budget & Planning
In Process/Upcoming
- Audit of HR-related approver roles within Manager Self-Service workflows.
- Standardize HR-related approver roles within Manager Self-Service workflows.
- Streamline approval workflows for new PCNs and other recruitment and compensation transactions in UAccess.
- Establish and clarify communication channels to reach HR Generalist teams and engage HR subject matter experts.
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Position Control Numbers (PCN) usage
Completed
- Systematically evaluated and deactivated hundreds of vacant and unused PCNs to allow for more efficient budgeting, hiring and planning processes.
In Process/Upcoming
- Integrate de-activation of PCNs into workflows to ensure continued efficacy of PCNs.
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Learning and talent development
In Process/Upcoming
- Review and grow institutional development programs for employees and supervisors.