The centralization of human resources functions will modernize processes and align complex activities with regulatory requirements and best practices to create a consistent experience across colleges and divisions.
This centralization process, as outlined in the University's financial action plan, is a continuation of the partnership model between the Division of Human Resources and colleges/divisions that has been in the works over the past two years.
In the centralized model, every college and division will have a dedicated client services team (outlined in chart), within the Division of Human Resources. The client services team, led by a Senior HR Partner and consisting of HR Generalists and HR support staff, will provide strategic guidance and systems support for human resources.
HR client services model
Changes Summary
Current State: Inconsistent
- Varying HR processes and procedures
- Inconsistent oversight of HR functions
- Gaps in HR professional service coverage
Disadvantages
- Higher risk and liability exposure
- Errors and rework
- Longer processing times
- Incongruent job responsibilities and increased workload
- Limited accountability for HR processes
- Unclear career paths for HR professionals
Future State: Unified
- Dedicated HR client services team
- Customized support based on size and needs of each unit within colleges/divisions
- Streamlined HR processes, procedures and decision making
- Accountability across all HR functions
- Consistency of HR services across colleges and divisions
Advantages
- Lower risk and liability exposure
- Increased efficiencies in use of HR systems
- Improved processing times
- Continuity of HR operations and services
- Clear career paths for HR professionals
Phases of HR Centralization
Phase |
Initiatives |
Milestones |
|---|---|---|
|
Phase 1: Realign Jan. 29-March 4, 2024 |
Integrate Human Resources Professionals Address Organizational Needs Maintain Continuity of Current Processes |
Feb. 5-28, 2024
Senior HR Partners will notify employees serving in HR roles and their direct supervisors about their new reporting line to the Division of Human Resources. By March 4, 2024
Reporting lines and the home department for HR professionals will officially move to the Division of Human Resources. Colleges and divisions currently without an HR client services team will be contacted by their Senior HR Partner and introduced to their support team. |
|
Phase 2: Refine March 4-June 30, 2024 |
Onboard Identify Localized Processes Implement Talent Acquisition Model Establish Leaves Management System |
March 4-29, 2024
Orientation and training for those newly integrated into the Division of Human Resources. June 30, 2024
Establish leaves management. Refine practices for Talent job postings and UAccess transactions. Create a road map to unify HR processes and assignments. |
|
Phase 3: Recalibrate July 1, 2024-June 30, 2025 |
Evaluate Talent Fully Integrate Processes Internal Human Resources Assessment |
Dec. 23, 2024
Finalize career architecture and mapping of HR positions. March 4, 2025
Engage in continuous improvement process conversations with colleges and divisions. June 30, 2025
Incorporate feedback and finalize updates to HR processes, procedures and decision making. Share transformation progress with colleges and divisions. July 1, 2025 (and beyond)
Continue to recalibrate as needed. |
Frequently Asked Questions
General FAQ
By the end of Phase 3, HR client services teams will provide the following services to all colleges and divisions.
Strategic guidance:
- Talent acquisition
- Compensation
- Performance management
- Organizational culture
- Employee engagement
- Strategic workforce planning
- Change management
- Leaves of absence management
- HR policies and procedures
- Employee data management
- Benefits employee wellness
- Retirement
Goals of a centralized management system for employee leaves of absence include:
Dedicated Leaves Management
Human Resources will serve as the contact for employees requesting leaves of absence.
Automate Employee Leave Requests
Employees will request leaves of absence in UAccess Employee. Human Resources will electronically route and store Family & Medical Leave paperwork.
Manage Leave Processes from Start to End
Human Resources will determine eligibility, manage deadlines, ensure leave tracking and conduct employee follow-up.
Ensure Compliance with Regulations
Human Resources will monitor and ensure compliance with federal and state leave laws.
Goals of a centralized talent acquisition system include:
Dedicated Talent Systems Operations
The HR client services teams will create and manage all position postings, which will reduce duplicate review of talent acquisition transactions and approval wait time for postings and offer letters.
Establish Talent Acquisition Advisers
Talent acquisition advisers will provide strategic guidance on recruitment strategy, applicant management, use of the application tracking system.
Enhance Compliance
Human Resources will monitor and ensure compliance with federal and state employment laws (e.g., Equal Employment Opportunity, requirements as a federally contracted institution and other regulatory requirements).
Strengthen Communication with Applicants
Talent acquisition advisers will work closely with HR client services teams and hiring managers to promote timely communication of applicant statuses and search progress.
HR centralization aims to reduce University costs through increased efficiency and eliminating rework.
Centralization will:
- Provide a more consistent experience university-wide.
- Streamline decision-making.
- Enhance knowledge-sharing among teams.
- Mitigate institutional risks.
- Optimize procurement practices.
College/Division FAQ
Colleges and divisions that already participated in an HR client services agreement will continue to work with their established teams. Please contact your Senior HR Partner with questions.
At this time, job duties and responsibilities will remain the same for the employees changing reporting lines and home departments, and they will continue to support their current area.
Human Resources will be in contact with unit leadership to review and learn your current processes, procedures and systems; understand day-to-day needs; and ensure continuity of service.
The Office of Budget & Planning is providing guidance to business officers in University Business Officer meetings. Please connect with your College/Division Business Officer, who will have the latest information.
HR professionals FAQ
Senior HR Partners are conducting individual outreach between Feb. 5-28, 2024, to employees serving in HR roles and their direct supervisors if they will have a new reporting line to, and home department of, the Division of Human Resources.
Your current job duties and responsibilities will not change when the first phase of HR centralization occurs on March 4.
Human Resource will provide guidance as part of your orientation and as we move through the phases of HR centralization.
Your current arrangements, such as equipment, work location and schedule and existing accommodations will not change. After March 4, your Senior HR Partner will be in touch to learn about your individual needs as part of your orientation into the Division of Human Resources.
In most cases, after March 4, HR professionals are changing reporting lines and home departments, and should contact their Senior HR Partners to discuss requests for, or existing plans for, time off.
In some cases, the home department for HR professionals and their direct supervisor as a team will change to the Division of Human Resources. In these cases, time off requests will stay with the current direct supervisor after March 4.
Individualized information will be shared during orientation into the division, and Senior HR Partners will be in touch with individuals to learn about needs.