Florida International University
HR Liaisons Meeting
August 14, 2009
Agenda
• Operating Hours
• PEP and Virgin HealthMiles Updates
• Position Management
• Open Enrollment
• Panther IDs
• “Reports To”
• HR Liaisons Survey
• Open Forum
Operating Hours and Breaks
http://policies.fiu.edu/files/427.pdf
PEP and Virgin HealthMiles Updates
Performance Excellence Process Update
• Online tutorial will be available next week
• The process involves:
o employee self-assessment
o supervisor assessment
o performance discussion meeting
• Assessments due by August 31
Virgin HealthMiles Update
• Communication to those who showed interest will be sent out
next week
Position Management
• On July 17, 2009 ADP was updated to reflect information on the
Position Budget tool for non-C&G positions
• Over 750 vacant, unbudgeted positions were:
o Unbudgeted in ADP
o Inactivated in PeopleAdmin
o Removed from organizational charts
• Any vacant, unbudgeted position will require New Position
Requests Form or Proposals for Academic Recruitment
• Budgeted positions spreadsheet will be sent to HR Liaisons and
EABMs next week
Open Enrollment
Open Enrollment
Quick !
Easy !
Paperless !
2010 Open
Enrollment
Coming Soon!
For Benefits Eligible Employees:
Time to make changes to your benefits!
Open Enrollment
•
•
•
•
•
YOUR ACTIVE PARTICIPATION IS REQUIRED
Review and update your mailing address by August 27th
Access the online benefits enrollment system through the
*People First Self-Service. Benefits Enrollment: Quick,
Easy and Paperless!
Know your People First password to make online Enrollment
changes.
People First will send the Open Enrollment benefits package
within the first two weeks of September.
Stay tuned for more details about Enrollment Labs to assist
you with online Benefits Enrollment and Our Benefit Fairs.
*If you cannot access the People First System, contact the
People First Service Center toll free :
(866) 663-4735, TTY users: (866) 221-0268
Panther ID Generation
Panther IDs
• Panther ID Creation Process Update
• New employees entered into EV4 will have a Panther ID
generated prior to their effective date of employment
• This process will allow departments to request email accounts
and systems access for the new employee prior to their start date
Process Overview of Panther ID Creation
Overnight
2 hrs
2
1
3
4
Human
Resources
EV4
Overnight
PantherSoft
Student Admin
New Employee
https://myaccounts.fiu.edu
•Active Directory(AD)
•FIUMail(Microsoft Exchange)
•PantherMail(Student e-mail System)
•FIU Clean Access
•AIRS Registration
•Virtual Private Network(VPN)
•Remedy
11
“Reports to” Validation
“Reports to” Project
Definition of “Reports to”:
The person identified as the supervisor in the Job Description and/or
someone who holds administrative responsibility for this employee,
such as travel approval and performance reviews.
Use of this data:
•Travel & Expense module will use this data for TAR
approvals.
•Human Resources will use this data for Organizational
Charting.
•Human Resources Performance Excellence Process(PEP)
“Reports to” Project
Scope of Project:
Populate the “reports to” data for Administrative, Staff and Faculty
Positions.
• Administrative/Staff Positions will be driven from current
supervisor information HR has about reporting structure.
• Faculty Positions will be driven from the Administrative
Code/Current Home Organization and will be populated from
Provost down to Chair.
Current scenarios that affect data:
• Restructuring from budget reductions, department initiatives or
audit requirements.
• Delay in paperwork for revised job descriptions.
• Change in structure that has not been communicated to HR.
“Reports to” Validation
Two main categories of Employees:
•Employees with Position numbers
oFaculty
oAdministrative
oStaff
•Employees without Position numbers
oTemporary Non-Student
oGraduate Assistants
oAdjuncts
oStudent Assistant
oCollege Work Study
Number of Individuals that Travel by Category
Overviewof
of Workflow
Workflow Approvers
Overview
Approvers
Approver
Description
HR Supervisor
Position #: Employee’s Supervisor in ‘Reports To’
Field in ADP EV4 (HR System)
No Position #: Derived from Default Dept Id in ADP
EV4 -> Primary Transactional Approver
Primary & Secondary
Transactional Approver
As selected by EBAMs\ABMs
Prepay Auditor
Controller’s Office Travel Section
Project Manager \ PI
Grants: Principal Investigator (or Grants
Administrator);
Construction: As assigned by Facilities Mgmt;
Foundation: As assigned by Foundation
OSRA Supplemental
OSRA Post Award Grants Financial Managers
DSO Supplemental
Foundation Only
Overview Approver
Workflow
ApproverMatrix
Matrix
PO
Module
Purchasing
PO
Purchasing
EX
Travel & Expense
EX
Travel & Expense
EX
Travel & Expense
EX
Travel & Expense
EX
Travel & Expense
EX
Travel & Expense
EX
Travel & Expense
EX
Travel & Expense
AM
Asset
Activity
Requisitions to Non-Project
Approver Type
1) Primary and Secondary Approvers
2) Hazardous Materials (if hazard)
Requisitions to Project
1) Project Manager / PI
2) OSRA Supplemental (> $10,000)
TAR to Project
1) HR Supervisor
2) Primary and Secondary Approvers
3) Project Manager/PI
4) OSRA Supplemental (all amounts)
TAR to Non-Project
1) HR Supervisor
2) Primary and Secondary Approvers
Cash Advance
1) HR Supervisor
2) Prepay Auditor
Expense Report for University to Non- 1) Primary and Secondary Approvers
Project
2) Prepay Auditor
Expense Report for University to Non- 1) Primary and Secondary Approvers
Sponsored Project
2) Prepay Auditor
3) Project Manager
Expense Report for Grant (Sponsored 1) Primary and Secondary Approvers
Project) < $10,000
2) Prepay Auditor
3) Project Manager/PI
Expense Report for Grant (Sponsored 1) Primary and Secondary Approvers
Project) > $10,000
2) Prepay Auditor
3) Project Manager/PI
4) OSRA Supplemental (Grant over 10K)
Expense Report for DSO’s
1) Primary and Secondary Approvers
2) Prepay Auditor
3) Project Manager
4) DSO Supplemental Approver
Asset Transfer Approval
1) Primary Approver ONLY
Position Management Module Overview
• Use positions to track details on a particular job in
a particular department or location that usually
have a one-to-one relationship with employees.
– Use the Position Status panel to review current
position status elements including incumbents,
FTEs, and headcount currently associated with
positions.
• When an active employee is assigned to a position,
the employee’s FTE calculation is added to the
FTE calculation on the Position Status panel and
the headcount is increased by one.
• The view includes incumbents with all status,
including Active, Leave of Absence, Leave with
Pay, and Suspended.
19
Validate the EE’s Position Number “Report to” Info
20
Validate the EE’s Position Number
21
HR Liaisons Survey
• Survey will be sent to HR Liaisons in mid-September
• Purpose:
o Training and development design
o HR Liaisons meeting enhancements
o Identify areas not represented
o Gather information on communication effectiveness and
audience
Open Forum
Questions?