Administrative Process Redesign University of Wisconsin-Madison APPOINTMENT CREATION PROCESS PROJECT FINAL REPORT MARCH 17, 2010 Appointment Creation Process Project Final Report TABLE OF CONTENTS Executive Summary..................................................................................................................................... ii Body of the Report ......................................................................................................................................1 Problem Statement ..............................................................................................................................1 Project Scope/Boundaries ....................................................................................................................1 Project Goal ..........................................................................................................................................1 Project Team ........................................................................................................................................1 Key Stakeholders ..................................................................................................................................2 Current Process ....................................................................................................................................2 Data Analysis/Key Findings ...................................................................................................................4 Impact of HRS on Current Process .......................................................................................................6 Future Process ......................................................................................................................................7 Benefits.................................................................................................................................................9 Next Steps.............................................................................................................................................9 List of Appendices.................................................................................................................................9 Appendix A: Team Charter ........................................................................................................................10 Appendix B: Voice of Customer ................................................................................................................13 LIST OF FIGURES Current Process (diagram) ..........................................................................................................................3 Current Process - Benefits Enrollment (graph) ...........................................................................................6 Current Process with HRS - Benefits Enrollment (graph)............................................................................7 Future Process (diagram) ............................................................................................................................8 i Appointment Creation Process Project Final Report EXECUTIVE SUMMARY In the spring of 2011 the University of Wisconsin System, including UW-Madison, will begin using PeopleSoft (aka HRS), a new human resources management software application. The UW-Madison launched this project as part of the Administrative Process Redesign Project (APR) in order to understand the current process for setting up employee appointments (positions) and potential changes that might be needed in order to successfully implement HRS. The goal of this project was to propose a standard process for appointment creation which would ensure that necessary information is entered so that employees are paid accurately and on-time (first eligible pay period), that employees will be able to meet enrollment deadlines for benefits plans, and that employees will have access to systems that rely on appointment creation (e.g., information technology). Any proposed new process needs to be feasible under HRS. Through an analysis of the current process, it was determined that three types of data are required in order to create an appointment: person, appointment, and funding; and that two types of roles are found in the process: data gatherers and data enterers. Most units use two computer systems to create appointments: Paydata to initiate the process and 3270 (mainframe) to set up the appointment and payroll data. The voice of customer and data analysis revealed two key findings: 1) the process is variable across campus and is cumbersome and difficult to execute, and 2) there is a perception that lack of funding information regarding funding source causes delays in appointment creation. The analysis of the impact that HRS would have if implemented with the current process showed that the timing of appointment creation is critical, particularly in relation to eligibility for enrollment in benefits plans. Under HRS, the employee’s coverage effective date for benefits will be time-stamped with the self-service enrollment date, and access to self-service is predicated on appointment creation. The timing of the current process may lead to an adverse impact on benefits for 40% or more of new appointments. The project team recommends that person and appointment data be entered into the system at least 7 days prior to the appointment begin date. In order to facilitate this timing, the following key elements should be a part of the future process: Appointment and person data entry should be separated from funding data entry with standardized roles in the process and training across campus Data should be entered by staff who are closer to where the need for the appointment was initiated (i.e., the department level in most cases) Data reentry should be eliminated and replaced with an electronic approval process. The recommended future process will enable the UW-Madison to better utilize the HRS system within the current decentralized structure. Employees should experience on-time payroll, access to enroll in benefit plans, and access to other campus systems. Rework and delays should be eliminated in the central benefits office for benefits enrollment. Moreover, departmental and division level staff should see a reduction in the delays associated with the current paper/manual work flow and an elimination of data reentry. ii Appointment Creation Process Project Final Report PROBLEM STATEMENT Beginning in 2011, the University of Wisconsin System, including UW-Madison, will be launching PeopleSoft (aka HRS), a new human resources management software application. This project was initiated in order to understand the current appointment creation process and potential changes that might be needed in anticipation of HRS. PROJECT SCOPE/BOUNDARIES The appointment creation process begins when the top candidate has been identified and the terms of appointment have been successfully negotiated and approved. The process ends when all necessary information has been entered into the appointment system (currently 3270). The project is constrained by the following conditions: Solution must be feasible under HRS and within the human resource environment currently in place regardless of geographic location Solutions must comply with all budgetary and fiscal requirements as specified by the sponsors Benefits eligibility is a consideration for the solution Solutions must not require the development of a new IT system PROJECT GOAL The goal of this project is to propose a standard process for appointment creation to ensure that the new appointment information is entered completely and accurately the first time to provide for Accurate and on-time payroll (first eligible pay period) Accurate and on-time eligibility to enroll in benefit plans Access to systems (e.g., information technology) PROJECT TEAM Team Members Team Role Home Organization Hope Simon Project Leader (Asst Director) Nelson Institute Emuye Asfaw APO Representative Academic Personnel Office Susan Baculik CHR Representative Classified Human Resources Mary Beth Ellis Department Administrator Rep College of Letters & Science Nancy Graff Schultz Auxiliary Divisional HR Rep Athletics Megan Jeffers Benefits Rep Office of Human Resources - Benefit Services Gene Masters College IT Rep/HRS/Paydata College of Engineering Jeff Oelke Blackbelt Engineering Prof Development Daun Wheeler College Divisional Rep College of Letters & Science 1 Appointment Creation Process Project Final Report KEY STAKEHOLDERS Hiring Person (supervisor) New Hire Data Gatherer(s) Data Enterer(s) o Paydata (Department level) o PSID/APPT (Division level) o MPAY/PMAS (Division level) o Salary Enc/WISDM (Division level) Division-level administration Department-level admin (Manager/Supervisor, Chair, Director) Department-level hiring committee Office of Human Resources (Benefits office) CURRENT PROCESS Three types of data are needed to carry out the process to completion: o Person data o Appointment data o Funding data Two types of roles are found in the process: data gatherers and data enterers. Organization of these roles ranges from a single person completing the entire process (typically in smaller and/or centralized divisions) to multiple data gatherers and enterers in both department and division offices (typically in larger and/or decentralized divisions). The process is currently carried out in the mainframe (3270) legacy system. Many units, particularly those that are large and/or decentralized, also use the web-based Paydata system to generate a form that includes the necessary information for creating an appointment. Under the current process, Information is manually re-keyed on a routine basis o Data collected typed into Paydata/IADS form Form printed re-typed into 3270 Payroll staff enter all three data types (person, appointment, funding) o Most new appointment information is entered just prior to the payroll calculation date (typically, 1-4 weeks after appointment start date) Benefits enrollment requires an active appointment in system o Applications for benefits plans can be processed for retroactive coverage The following map outlines the current process that is carried out using Paydata/IADS forms and the 3270 mainframe system. 2 Appointment Creation Process Project Final Report Division Office Current Process Enter Data in CHRIS (close recruitment) Division Office reviews/ approves info on Paydata/IADs form Data Enterer #2 enters Person & Appt info from Paydata/IADs form into 3270 Data Enterer #3 enters Funding info from Paydata/IADs form into 3270 for payroll Data Enterer #4 enters Funding info from Paydata/IADs form into WISDM for salary encumbrance New Hire Department Office Yes Gather Person, Appt, Funding Data Classified Appt? No Data Enterer #1 completes & prints Paydata or IADs form w/ Person, Appt & Funding info Paycheck, Benefits Eligibility, Access to systems Provide data as needed 3 Appointment Creation Process Project Final Report DATA ANALYSIS/KEY FINDINGS Voice of Customer – Project team members met with data gatherers and enterers in 8 units on campus spanning centralized and small to decentralized and large. Units included: Chemistry/Letters & Science, Pediatrics/School of Medicine and Public Health, Waisman Center/Graduate School, Facilities Planning & Management, Division of Information Technology, Law School, School of Human Ecology, and Athletics. VOC Analysis & Conclusions – o o o o o o o most units feel the process works fine in their area most units have a unique form that they use to gather the necessary information for the appointment units with a large number of grants feel that funding information is the most difficult to obtain and is a source of delays in the process in smaller divisions and large departments with delegated authority for entry into central systems (i.e., 3270), the creation of Paydata/IADS forms, creation of appointment and payroll entry in 3270, and entry of salary encumbrance is done in the division office (or delegated department) with a combination of HR and payroll staff working together some small units (e.g., DoIT and FP&M) separate out appointment creation from payroll entry (in 3270) between the HR and payroll staff large, decentralized divisions typically follow a model where departments create the Paydata/IADS forms and the division payroll office creates the appointment and enters payroll/salary encumbrance in 3270 some larger units enter salary encumbrances in the division-level fiscal office Data Mining – With the assistance of staff in the Division of Information Technology, appointment and payroll data was retrieved from 3270 for all appointments (except student hourly) with begin dates between July 1, 2007 and December 31, 2008. For those appointments with matching Paydata records (i.e., Paydata was used to initiate the appointment creation process and a Paydata record exists), related data was retrieved as well. Data Mining Analysis & Conclusions – o o o Comparing appointment creation date in 3270 to appointment begin date shows: For classified appointments, 61% are created before or within the first week of the appointment; 33% are created by the end of the first two weeks of employment (by the first eligible pay period calculation date); 5% of classified appointments are created after the first two weeks and the vast majority of these are LTE appointments (93%) For unclassified appointments, one-third are created more than 7 days before the appointment begin date, 21% between 1 and 7 days prior to the begin date, 41% between the begin date itself and 30 days after the begin date, and 5% are created more than 30 days after the appointment start. Comparing creation dates in Paydata vs. 3270 shows that for most unclassified appointments, departments are entering the appointment information before or within the first week of employment (79%) and the rest before the payroll calculation date (19%). Classified appointments appear to be entered closer to the appointment start date which makes sense in light of the typical recruitment pattern for classified employees (most begin work shortly after they accept the offer of employment). Conclusions regarding appointment entry – 4 Appointment Creation Process Project Final Report o o The data shows that the appointment creation process works for our current environment. Employees are paid on time. Our VOC analysis provides insight into the pattern we see for appointment creation (in particular, the 3270 data) in that people responsible for the appointment creation and payroll entry deal with employees in batches based on payroll calculation dates. Enrollment in benefits is a manual process using paper forms which are typically signed and sent to the benefits office prior to the appointment being entered into the system. The benefits office must delay processing until the appointment is entered. In gathering the voice of the customer for the OHR benefits office, the team found that appointment creation following the completion and routing of benefits enrollment forms (as opposed to appointment creation prior to benefits enrollment form completion) leads to a significant amount of rework in the benefits office. The staff must periodically (and often repeatedly) check the appointment system to see if an appointment has been entered in order to process the forms. Furthermore, assuming the benefits enrollment forms are completed on time and the delay is only in the appointment creation, those employees are still able to enroll in benefits because of retroactive coverage capability. A significant non-value adding aspect of appointment entry based on payroll deadlines is that employees cannot access IT systems or other systems that are dependent upon appointment entry in the system. This leads to work arounds including using login ID’s and passwords of former employees, sharing login and passwords with current employees, not being able to carry out duties as assigned in the first few weeks of employment, etc. (these work arounds were well documented by the IT Access for New Employees Team in Phase I of APR). For appointments that were initiated using Paydata, changes to the Paydata appointment record during the first month of the appointment were tabulated to understand the level and types of changes or rework that happens at the department level prior to the first paycheck. The perception is that staff avoid creating appointments until all the details and terms of the appointment are known and that this causes delays in appointment creation. The data shows that across all appointment types (classified and unclassified excluding student hourly) only 18% of appointment records in Paydata were modified in the first month of the appointment. The majority of those modifications were made to student assistant (teaching, project, and research assistants) appointments (11%). Of those appointment records that were reworked, 8% had changes to the basic appointment data (e.g., continuity status, pay basis, probation status, appointment end date, funding responsibility), 7% had modifications to the rate of pay, 5% changes to the appointment title, 7% changes to the appointment percentage, and 2% had adjustments made to the funding source. Data on salary cost transfers performed against the set of new appointments was also examined. The general feeling on campus is that appointment creation is delayed because the funding source is not confirmed (or set up in the case of a new grant) prior to the appointment start and often not before the first payroll calculation. This leads to appointments being paid on temporary funding for the first payroll and then processing a salary cost transfer after the fact to correct the funding. The number of salary cost transfers for appointments in the data set was determined at intervals of within 1, 3, and 6 months after the begin date of the appointment. The logic for this was that if grant funds are involved, transfers should be processed within 90 days of the original expenditure to reduce audit risks and comply with federal guidelines. Overall less than 1% of appointments had salary cost transfers (SCTs) within 1 month of the appointment begin date, 1% had SCTs in the first 3 months of the appointment, and 2% within the first 6 months. In comparison, 19% of all appointments in the system (excluding student hourly) – continuing and new – had SCTs between 7/1/07 and 12/20/08. 5 Appointment Creation Process Project Final Report Key findings All units have a different process which is cumbersome, difficult to execute, and units are tightly staffed in this area. These issues are hidden in that staff go above and beyond to make the process work leaving the impression that the current state is “not that bad.” There is a perception that a lack of information regarding funding source causes delays in appointment creation but the data does not seem to confirm that perception. IMPACT OF HRS ON CURRENT PROCESS The APR project team met with the HR team for the HRS project in order to better understand the functionality and possible constraints of HRS given our current process. It was clear from these discussions that our current process and HRS are incongruent in two key areas: 1. Data entry – For data entry into HRS, an electronic approval process does not currently exist (i.e., no workflow of department-level entered data to the division level for approval). More effort will be required to navigate data entry panels. HRS as delivered has fewer validations of and restrictions on entered data which would lead to a greater chance for input errors. 2. Timing of appointment creation – The current process is driven by payroll deadlines leading to appointment creation after the appointment begin date. Under HRS, coverage effective date for benefits will be time-stamped with enrollment via self-service. Access to self-service is determined by appointment creation. The end result may be an adverse impact on benefits eligibility for 40% or more of new appointments. The graphs below depict how the timing of appointment creation will impact employee enrollment in benefit plans under the current mainframe (3270) system versus HRS with no changes to the process or technology. Current Process - Benefits Enrollment 6 Appointment Creation Process Project Final Report The graph above shows that under the current environment, benefits enrollment is not problematic for 95% of appointments (those entered within 30 days of the appointment begin date and represented by the green area). This is due to the ability of the central benefits office to enroll employees in plans with retroactive coverage. Current Process with HRS - Benefits Enrollment In contrast, the graph above shows that if HRS were brought on-line with the current process, 41% of appointments may miss the first available month of coverage (appointments entered between the appointment begin date and up to 30 days after) and 5% of appointments lose the enrollment opportunity for benefit plans that have a 30-day enrollment deadline. FUTURE PROCESS As demonstrated by the analysis of the data and the characteristics of HRS as delivered, the timing of the appointment creation process in relation to the appointment begin date will be significant in the future environment. To avoid potential adverse impacts on employee benefits, the APR team recommends that person and appointment data should be entered at least 7 days prior to the appointment begin date. In order to enable the campus to create appointments in this time frame, the APR team recommends a future process with the following key elements: Appointment and person data entry should be separated from funding data entry and roles within the process should be standardized with uniform, campus-level training Data should be entered by staff who are closer to where the need for the appointment was initiated (i.e., the department level in most cases) Data reentry should be eliminated and replaced with an electronic approval process 7 Appointment Creation Process Project Final Report The following map outlines the future process that is carried out using a front-end or equivalent system. Division Office Future Process Enter Data in CHRIS (close recruitment) Data Enterer #1 enters Person & Appt info into PVL/CHRIS “front end” or equivalent system Department Office Yes New Hire Division Office Approver #1 Reviews/ Approves Person & Appt entry in “front end” (feeds into HRS Human Resources) Gather Person, Appt, Funding Data Classified Appt? No Data Enterer #2 enters Funding info into PVL/CHRIS “front end” or equivalent system Person paid on time. Benefits and Systems access eligibility established on time. Provide data as needed 8 Division Office Approver #2 Reviews/ Approves Funding entry in “front end” (feeds into HRS Commit Accounting) Appointment Creation Process Project Final Report BENEFITS The recommended future process will enable the UW-Madison campus to better use the HRS system within our current decentralized structure. It will also provide added benefits for staff and new employees including: Positive experience for new employees because they will be set up for payroll, benefits and access to systems on time and as expected rather than missing their enrollment eligibility for benefits resulting in rework in the central benefits office as well as in division and department payroll offices. Improved work environment for department and division level staff through: o elimination of delays associated with the current work flow o elimination of re-entry of data resulting in capacity for value-added work o increased sense of empowerment for department-level staff Campus-wide efficiency gain through adoption of a standard process o Departmental and divisional staff will be able to make a smooth transition when transferring to other divisions/departments Avoidance of need for a large centralized service center with HRS super-users Success in the future process can be evaluated by the following measures: Metrics Current Future On-time Data Entry: person and appointment data entered and approved 33% >= 7 days prior to appointment start 99% >= 7 days prior to appointment start Electronic Data Flow: # of times data is entered 2 to 3 times 1 time Separation of Person/Appt and Funding Data: # of divisions that have separated person/ appointment data entry and approval from funding data entry and approval <10 >25 NEXT STEPS The APR team presented its analysis and recommendation to the project sponsors in September 2009 where the recommendations were met with approval. The team was not originally charged with implementing solutions, and will therefore, pass all of its data, findings, and recommendations over to the Office of Human Resources. The HRS project will continue to work on the technical aspects of the future process for development of the front-end or equivalent system. APPENDICES A. Team Charter B. Voice of Customer 9 Appointment Creation Process Project Final Report APPENDIX A TEAM CHARTER 10 UW-Madison - Administrative Process Redesign (APR) Redesign Team Project Charter Project Name Appointment Creation Process Executive Sponsor(s) Darrell Bazzell, Vice Chancellor, UW-Madison Steve Lund, Interim Director, Office of Human Resources, UW-Madison Process Owner(s) UW-Madison – Office of Human Resources: Steve Lund (Interim Director, OHR and Director, Academic Personnel Office), Mark Walters (Director, Classified Human Resources Office), Richard Laufenberg (Director, UW Service Center [payroll]) Problem Statement Beginning in 2011, the University of Wisconsin System, including UW-Madison, will be launching PeopleSoft (aka HRS), a new human resources management software application. This project was initiated in order to understand the current appointment creation process and potential changes that might be needed in anticipation of HRS. Business Case To avoid significant financial and qualitative costs for UW-Madison and its employees, a standard campus model for the Appointment Creation Process will: 1. improve productivity and efficiency through the elimination of queue times, redundant data entry and rework 2. improve internal and external customer satisfaction through a reduction of information errors, lead times, and costs associated with implementing HRS 3. create capacity among divisions and central HR through streamlining of data entry and elimination of redundant data entry 4. ensure data quality through standard training, cross-training within divisions/departments, and shortened learning curves for staff transferring within UW-Madison. Mission Define a standard campus model for the Appointment Creation Process for the UW-Madison campus to fit within the parameters of HRS (the human resources enterprise system to be implemented within approximately two years) Goal August 31, 2009, propose a standard campus model for the Appointment Creation Process to assure that the new appointment information is entered completely and accurately the first time to provide for Accurate and on-time payroll (first eligible pay period) Accurate and on-time eligibility to enroll in benefit plans Access to systems (e.g., information technology) Scope / Boundaries Process begin: Top candidate has been identified and terms of appointment have been successfully negotiated and approved. Process end: All necessary information has been entered into the appointment system. Solution must be feasible under HRS and within the human resource environment currently in place regardless of geographic location Solutions must comply with all budgetary and fiscal requirements as specified by the sponsors Benefits eligibility is a consideration for the solution Solutions must not require the development of a new IT system Team Members Team Role Home Organization Hope Simon Emuye Asfaw Susan Baculik Mary Beth Ellis Nancy Graff Schultz Megan Jeffers Project Leader (Asst Director) APO Representative CHR Representative Department Administrator Rep Auxiliary Divisional HR Rep Benefits Rep Gene Masters Jeff Oelke Daun Wheeler College IT Rep/HRS/PayData Blackbelt College Divisional Rep Nelson Institute Academic Personnel Office Classified Human Resources College of Letters & Science Athletics Office of Human Resources - Benefit Services College of Engineering Engineering Prof Development College of Letters & Science Additional Subject Matter Experts Area of Expertise Home Organization Gary Mitchell Barb Vogel Classified Staff Rep DoIT Rep School of Medicine & Public Health Application Development & Integration Payroll Rep To be named Project Timeline Define: Map and Measure: Analyze: Improve: Control: Support Required Date this Document was Last Updated Date(s) Approved by Executive Sponsor Charter Completed (5/14/09) Process Information and Data Collected (6/19/09) Data has been analyzed and baseline exists (6/30/09) Improvement Plan Exists (8/31/09) New Process is Stable 12/11/09 Darrell Bazzell & Steve Lund 07/30/09 Appointment Creation Process Project Final Report APPENDIX B VOICE OF CUSTOMER 13 VOC/Walk-the-process Questions Data Gatherer: 1. Who is involved in gathering data in your unit? a. Person data b. Appointment data c. Funding data 2. By what means, by whom, and how long before the date of hire do you receive notification regarding an appointment? a. Plenty of time, enough time, barely enough time, no time, after the fact 3. How do you get all of the necessary information that you need to create an appointment? Do you have a consistent way to gather that information? Who provides the information, what is captured, is there a hiring form? 4. Is information returned to you in a timely manner? a. Do you receive complete information? b. What information is most difficult to obtain? c. How long does it take? d. If you are delayed in your steps of the process, what or who causes your delay? 5. What are the steps that you see which seem unnecessary or redundant? 6. Is your role in the process stable or do your requirements often change? 7. Where does the data go next? Data Enterer: 1) After you receive the data, what determines when you will enter it? (deadlines, batching, other?) 2) Do you receive accurate and complete information the first time? a. How do you get the necessary info to create an appointment? b. How is the information communicated? Who provides, what, hiring form? 3) Do you receive your info by the required deadlines? a. What percent of time does the data get to you: with plenty of time, enough time, too little time, after the fact b. If you are delayed, what causes the delay? c. What percent of the time does the data change after you first receive it? i. … after you enter it? 4) Have you missed paying someone due to lack of info? a. How often? 5) Have you incorrectly paid someone? a. What was the cause of the error? b. How often? 6) What are the steps you see as unnecessary or redundant? 7) Are the steps in your part of the process clearly defined, or do they change from time to time or person to person? Unit Athletics Pediatrics DoIT Waisman FPM Law SOHE Chemistry *makes arrangements for VOC meeting APR Team Nancy Hope * Mary Beth Nancy * Jeff Susan * Hope Susan * Mary Beth Emuye * Daun Emuye * Nancy Daun * Jeff Data Enterer Matrix 1 1a 1b 2 3 3a 3b 4 4a 5 Athletics deadlines Y dir of HR dir of HR Y 95% plenty LTEs I-9 rarely rarely N DoIT FIFO Y form form Y plenty N/A rarely rarely N hiring form plenty (all N/A; hiring Y except SA perm) SA's 40% unit doesn't (60%) plenty comm rarely rarely N appt -plenty payroll-? rarely (appt) ? (payroll) rarely (appt) ? (payroll) N rarely rarely N rarely N rarely N 10% rework N 1-3 days of hire or Waisman FIFO for SA Y hiring form FP&M first few days Y hiring form hiring form Y (appt) ? (payroll) Law FIFO Y form form Y plenty; SA 95% plenty N/A Y form (for AS) email (CP/CL) form (for AS) email (CP/CL) Y plenty enough funding info rarely CP/CL rarely, ET 30%, FA/AS 5% enough int'l hires rarely 50-75% on time, rest late but can pay funding info sometimes 50-75% new acct C&A SOHE FIFO Chem deadlines Y P&BS P&BS Y except TA's & STS Peds deadlines Y form form Y N paydata/IADS + appt ltr paydata/IADS + appt ltr N N paydata + appt paydata + appt ltr, ltr, CV, PVL 1st CV, PVL 1st page page N L&S Div deadlines SMPH Div deadlines N/A; TBD N/A new appts on 50% on time, day of calc, rest late but funding can usually pay changes 95% C&A ET 15%, all other rarely N 5% rework Y Data Enterer Matrix 5a 6 6a 6b division HR 3270 payroll entry division payroll dept division payroll dept none clear process department HR/ payroll (split by class/ unclass) dept HR/ payroll dept HR/ payroll split by class/ split by class/ unclass unclass division HR dept HR/ payroll split by class/ unclass paper IADS clear process division HR division payroll dept none clear process hiring form (not IADS or paydata); division office division office 7 Athletics N N N/A N/A none DoIT N N N/A N/A none Y due to complex $ splits not often Y due to trades bargaining agreement not often Waisman N FP&M Law N N N N/A N/A 8 clear process clear process SOHE N N N/A N/A none clear process Chem N N N/A N/A none clear process Peds N Y due to info comm issue too many clear infrequent hands process L&S Div N N not often cus can typically get Y SMPH Div on EOM N/A N/A due to info comm issue each calc there are some creates IADS/paydata form none clear process none clear process division HR 3270 appt entry salary encumberance CHRIS division HR division HR N/A division HR division HR division payroll division HR division HR ? division office central CHR division office division payroll division payroll dept division payroll dept ? ? department payroll division payroll dept division payroll dept division HR division payroll P&BS division payroll dept division payroll dept division HR division fiscal department payroll division payroll dept division payroll dept division HR division payroll hiring dept division payroll dept division payroll dept division HR division fiscal Data Gatherer 1a person Athletics DoIT 1b appt 1c 2 3 consistent 4 method? timely HR dir (perm) Hiring sup (LTE) HR dir (perm) HR dir (perm) day of decision/ Y – Y HR asst (LTE) HR asst (LTE) plenty of time supervisor, CBC, LTE new form & I9 office of HR office of HR DoIT payroll day of decision/ salary Y (not payroll) from hiring plenty of time determinatio sup n worksheet Waisman P&BS hiring (unclass) HR subdept asst (class) completes form – gatherer varies hiring subdept completes form – gatherer varies 4a 4b 4c how complete difficult long info Y I-9 for LTE varies 4d delays I-9 docs for duplicate I- Y new hires 9 HR dir (for perm); HR asst for LTE Y N/A N/A N Y HR creates/ enters appt N Y P&BS & HR asst create paydata none 5 6 7 plenty of time Y – hiring all but SA’s; form, I-9 SA’s often after the fact Y typically funding complete; sometime s funding missing minimal new grant funding hiring form hiring form plenty of notice Y – hiring from subdept from subdept except for LTE form, I-9 sup or HR sup or HR Y Y none Y NO DELAYS paper IADS Y create IADS form; enter appt info 3270 FP&M HR asst (2 by udds) Law Assoc dean, assoc dean, assoc dean UBS (SA/SH) hiring sup for SA plenty of time Y – checklist Y for AS, FA, CP/CL auth form for SA Y none Y NO DELAYS N Y Univ Bus Spec SOHE Hiring sup Hiring sup Hiring sup plenty of time Y none Y funding N Y P&BS enters appt/ payroll Chem P&BS P&BS P&BS enough time Y except funding funding Y P&BS HR asst HR asst HR asst barely enough time Y except funding funding few days up to several weeks ? get N funding info from PI Peds hiring form Y for AS/SA FA – offer ltr & I9 N – no form; generally offer ltr or make contacts Y – form for Y most of appt type the time funding changes Y PB&S N