HR Process Refresh
Division of Human Resources
BAS Forum Presentation
February 13, 2013
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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
HR Process Refresh
Division of Human Resources
Strategic Alignment
HR Strategic Direction
Improve processes, systems, and infrastructure to provide high levels
of efficiency, quality, and cost effectiveness by regularly assessing HR
efficiency and involving stakeholders (Combines Human Resources
5.6.1 and 5.7.1)
Project Development
HR used metrics and flowcharts to identify workflows that are
strategic, productive, and increase access to information. HR will work
with Information Services and a group of university stakeholders.
Division of Human Resources
Innovative Workflows
On the Tech Plan for 2013
• 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
HR Process Refresh
Division of Human Resources
NOVS- Notice of Voluntary Separation
Workflow used to process voluntary separations from the university
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Collects information regarding the separating employee, including
Banner security access and 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).
HR Process Refresh
Division of Human Resources
NOVS- Recent and Future Updates
Recently Updated
Future Updates
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Pop-up on Flashline
• On the Tech Plan Spring 2013
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Ability to communicate
security and email retention
with Access Management
within the workflow
• Develop a Notice of
Separation Workflow for ALL
separations
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Additional links added to the
workflow to direct originator
to forms and letters
Enhanced confirmation emails
for originator
• Ability to upload documents
(not send separately)
• Ability to use Workflow if a
job has ended
• Additional processing notes
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-tocreate-a-pra.pdf
www.kent.edu/hr/forms/employment/upload/pra-checklist.doc
https://ksutube.kent.edu/playback.php?playthis=wc461rlo
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
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
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
HR Process Refresh
Division of Human Resources
Questions?
This presentation will be sent to the Forum Listserv.
Thank you!