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.
This page shows major priorities and a line-item activity log of actions taken throughout 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) - Continued Recalibration
(July 1, 2025-Beyond)
Content will be continuously updated. Please connect with your HR generalist team for more information.
Completed Priorities
HR representatives integration
Integrated 100+ university HR representatives into the Division of Human Resources.
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 fulfill their goals.
UAGC integration into EDGE Learning
Established single learning management system and learning record for all university employees to reduce the number of contracts and systems under management and simplify supervisor oversight of direct reports' training statuses.
Leave management process
Formed HR Leaves Administration team to manage leave of absence requests from beginning to end, including working 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
- Create reports to assist units with leave time management and coverage planning.
In Progress Priorities
Talent acquisition model
Building 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.
In Process/Upcoming
- 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.
HR workflows
Improving UAccess system workflows to reduce rework and speed up processing times while maintaining data integrity and ensuring financial officers have the information they need. Workflow improvements will standardize MSS approver roles and remove unnecessary touchpoints, establish backup approvals, and ensure submission quality.
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.
Pay practices
Conducting comprehensive review of the university's pay increase and offer processes and Compensation Administration Guidelines, including merit pay, additional duties pay, incumbent review and promotions, new hires, equity, and more.
Role and scope of HR
Conducting ongoing collaborative discussions to clarify HR responsibilities vs. college and division responsibilities and assist transition of duties between staff members.
Learn more: Contact your HR generalist team about how changes impact your area
HR staffing alignment
Assessing college and division HR needs and HR staff coverage ratios against industry best-practices.
In Process/Upcoming
- Hire and onboard outstanding positions post hiring freeze.
HR tools, systems and operational efficiencies
Identifying and reviewing the various information technology systems currently used and available across the university for administrative purposes, including HR operations. Also conducting 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.
Position Control Numbers (PCN) usage
Systematic evaluation and deactivation 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.
Learning and talent development
Reviewing and growing institutional development programs for employees and supervisors.
Activity Log
| Date | Item | Category(ies) |
|---|---|---|
| May 15, 2025 | New HR Who We Are page published | All |
| April 23, 2025 | Auto email notifications established for Manager Self Service New Position transactions to be sent to initiators once the request is fully approved. | Talent Acquisition HR Systems |
| April 7, 2025 | New leave management intake form launched in UAccess. | Leaves |
| March 14, 2025 | Recalibrate phase extended based on internal discovery processes from previous phases and business environmental factors. | All |
| March 11, 2025 | Spring HR Modernization Road Show began (CABO, UBO, Monthly Supervisors Meeting, Staff Council, Faculty Senate). | All |
| March 11, 2025 | New Career Conversations training conducted for supervisors. | Strategic Guidance Learning and Development |
| March 4, 2025 | New Career Conversations training conducted for employees. | Strategic Guidance Learning and Development |
| Feb. 26, 2025 | New Spring Professional Development for Supervisors options provided to university supervisors. | Learning and Development |
| Feb. 17, 2025 | Senior HR Partners page unpublished from the HR website. | All |
| Feb. 17, 2025 | HR Contact Us page revamped with college division dropdown to easily connect with the right team. | All |
| Feb. 17, 2025 | New Pay Increase Guidelines published. | Compensation |
| Feb. 17, 2025 | New In-Range Pay Review pay increase option launched. | Compensation |
| Feb. 3, 2025 | New HR Modernization Progress Tracking page published to improve project transparency. | All |
| Feb. 3, 2025 | New HR modernization graphic published | All |
| Jan. 21, 2025 | New staff search committee training launched. | Talent Acquisition Learning and Development |
| Jan. 17, 2025 | UAGC integrated into EDGE Learning Management System. | Learning and Development |
| Jan. 17, 2025 | Compliance training information transitioned from Compliance Office to HR. New questionnaire tool for supervisors published. | Learning and Development |
| Jan. 9, 2025 | Compensation Administration Guidelines removed from the HR website. Comprehensive review of the university's pay practices launched. | Compensation |
| Jan. 6, 2025 | Every college and division officially assigned a Human Resources generalist team, led by a Senior HR Partner and supported by a team of HR subject matter experts. | All |
| Nov. 18, 2024 | New Critical Talent Retention pay increase option launched. | Compensation |
| Nov. 6, 2024 | All vacant University Staff and Administrator PCNs deactivated if they were created before July 1, 2023, and are not tied to an active requisition in the Talent Applicant Tracking System. | Talent Acquisition HR Systems |
| July 1, 2024 | New leave management process launched. | Leaves |
| July 1, 2024 | After hiring freeze was lifted, hiring processes began to address HR staffing needs appropriately. | All |
| Date | Item | Category(ies) |
|---|---|---|
| June 21, 2024 | All vacant Classified Staff PCNs deactivated. | Talent Acquisition HR Systems |
| June 21, 2024 | Service Professional PCNs deactivated if they were vacant for 12 months or more. | Talent Acquisition HR Systems |
| June 21, 2024 | University Staff PCNs deactivated if they were:
| Talent Acquisition HR Systems |
| June 18, 2024 | Initial internal training and onboarding series completed for HR representatives integrated into HR. | All |
| March 4, 2024 | Integrated 100+ university HR representatives into the Division of Human Resources | All |
| Date | Item | Category(ies) |
|---|---|---|
| Feb. 14, 2024 | HR Modernization project HR Modernization page published. | All |