Innovative Support Services (iS2)
Human Resources Workstream
TOWN HALL
October 20, 2009
Human Resources Workstream
Overview of Presentation
– iS2 Timeline/Purpose
– Structure/ Outcomes
– Upcoming HR Initiatives (Listed by iS2 Activities)
– Questions
Human Resources Workstream
Why is the university doing this review?
• To improve the delivery of support services across campus
• To maximize efficiencies and to help improve the financial
sustainability of our organization
• Critical process issues need to be solved
• Ensure compliance with the Auditor General’s recommendations
• Moving forward without making significant improvements to the
university’s support services is not an option
Human Resources Workstream
iS2 Timeline – Where are we?
• PHASE 1
• Assessment
(6 weeks)
March 16- April 24,
2009
June 1- October 31, 2009
• PHASE 2
• Planning &
Development
(22 weeks)
Human Resources Workstream
• PHASE 3
• Implementation
(8 months)
November 1, 2009June 30, 2010
Phase 3 - iS2 Project Organization - DRAFT
Board of
Governors
PVP
Deans’ Council
Executive
Sponsor(s)
Program
Steering
Committee
Program
Management
Team
Operating Model
Project Team
HR Functional
Teams
IT Functional Team
Human Resources Workstream
Business
Administrative
Systems
Project Team
Finance Functional
Team
Supply
Management
Functional Team
Facilities
Management &
Development
Human Resources iS2 Workstream
• Workstream sponsor - Kevin McQuillan, Dean, Faculty of Social
Sciences
• Workstream lead - Trika Macdonald, Director, Staff Relations and
Consulting Services
Outcomes:
• Improvements to overall HR services, increased efficiency
• Streamlined and standardized HR processes between central HR and
de-centralized HR units within faculties/departments through the
development of a Shared Serviced Operating Model
• Reduce liability through the establishment of policies and procedures,
and improvement to internal controls
• Clarified roles, responsibilities and accountabilities
Human Resources Workstream
Activities in the HR iS2 Workstream
Activity #1 – Customer Needs Assessment
Activity #2 – Operating Model Redesign
Activity #3 – Identify and Redesign High Priority
Processes
Activity #4 – Determine PeopleSoft Functionality in HR
Activity #5 – Review and Coordination of Policies in HR
Activity #6 – Implement Operating Model, Processes,
and PeopleSoft changes
Human Resources Workstream
Activity #1 Customer Needs Assessment
Accomplishments:
1. Customer Needs Assessment Workshop
2. HR Service Delivery Catalogue
Benefits:
• Clearly defined service standards to be provided by
central HR
• Understanding of what services are important to clients,
enabling effective planning and utilization of resources
Human Resources Workstream
Activity #1 - Service Delivery Catalogue
Specification Sheet – Job Hire, Change, Transfer, Termination
Service Name
Job Hire, Change, Transfer and Termination
Description
Development & communication of the recruiting strategy, & provision of recruitment services to the
University of Calgary campus community for AUPE, MaPS, Fixed Term, casual, hourly, FT
Academic, Sessional, Post Doctoral Fellowships, Scholarships & Bursaries, Senior Admin. Group
How To Access Job Hire, Change,
Phone: Ext. 3111
Transfer and Termination Services Email: hrhelpdesk@ucalgary.ca/job hire
hrhelpdesk@ucalgary.ca/job job change
hrhelpdesk@ucalgary.ca/job transfer
hr helpdesk@ucalgary.ca/job termination
Online: www.ucalgary@hrhelpdesk.ca/job hire (or job job change or job transfer or job termination)
Location: A168, Administration building
Customer and User
Responsibilities










Post requisitions received within 24 hours
Review/approve job transfer forms and complete data entry within 24 hours
Review/approve job job change forms and complete data entry within 24 hours
Initial candidate screening & move to ‘Sent to Manager’ folder within 24 hours of posting close date
Vet offer letter and return to HR Manager within 24 hours of receiving
Follow up on outstanding offer letters within 24 hours of deadline for applicant to respond
Validate employee data input to PS within 24 hours (Workforce Administration)
Hiring Manager training provided quarterly
New Staff Orientation sessions offered monthly
New Faculty Orientation offered annually
Hours to access Job Hire, Change, Mon to Fri., 8:30 am to 4:30 pm
Transfer and Termination Services
After Hours
N/A
Specifications Owner
Director, Employment Services
Revision Cycle
Reviewed annually
Revision Date
November 1, 2009
Revision Author
Director, Employment Services
Human Resources Workstream
Activity #2 Operating Model Redesign
Accomplishments:
1.Shared Services HR Operating Model Redesign
2. Key Performance Indicators (KPIs) confirmed
3.Service Level Agreements (SLAs) completed
Benefits:
• Improved customer service, accountabilities, tools and templates
to support managers and HR professionals across campus
• Standardized processes and consistent application of Human
Resources services, policies and procedures
• Established metrics to ensure continuous service improvement
•Service Level Agreements that outline our commitments to each
other with respect to the service levels that will be provided
Human Resources Workstream
What does Shared Services mean to us?
• A Shared Service HR Team will exist on campus to provide a high
level of service to our client groups
• Faculties and Departments will be supported by Service Units
from within the Shared Services HR Team
• The objective of the Shared Service Team will be to improve
services and reduce cost through economies of scale, eliminate
redundant activities and deliver high quality services to all
departments and faculties
• The Shared Service Team for HR will include HR professionals at
the Faculty/Department level as well as HR professionals that are
currently located centrally
Human Resources Workstream
HR Shared Service Operating Model
Relationship
Management
Metrics, controls, KPIs,
SLAs, SDC, HelpDesk,
Workforce Admin
Support Unit
Faculty/Dept-specific Strategy
Workforce Admin
Recruitment (all
positions)
Employee Verification
HR General Support to
Fac/Dept
Labour Relations
(including Step 1
grievances)
Job Profiles
Labour Relations
Organizational
Development & Learning
Employment Services
Compensation, Rewards
& Recognition
Payroll and HRIS
SME/Expertise – Central HR People Strategy, Policies and Procedures, Processes, Tools and Templates, Training
Labour Relations (Step II)
Conflict Resolution
Employee Code of
Conduct
Terminations
Government Regulations
Health and Safety
EAP
Disability Management
Staff Wellness
Job related training
Leadership Development
Succession Planning
Career Planning/
Development
Performance
Management
Technical (on-line)
learning
Human Resources Workstream
Acad. & Support Staff
Recruitment & Selection
Onboarding activities
Retention Activities
Re-location Activities
Employment Equity
Career Fairs
Immigration–Support
Staff
Job Design, Evaluation. &
Placement
Generic Job Profile
development &
maintenance
Compensation Analysis
Benefits & Pensions
Vendor Relationship
Management
HR Admin/Records
HRIS
Reporting (KPIs)
System Audit
PeopleSoft
Payroll
Financial Analysis
Architecture
Activity #3 Identify and Redesign
High Priority Processes
•
•
•
•
TIMEKEEPING
RECRUITMENT
CLIENT SERVICES ( HELP DESK)
BENEFITS & PENSION
Human Resources Workstream
Activity #3 Identify and Redesign High Priority
Processes - TIMEKEEPING
Accomplishments:
1. Standardized electronic timesheets with digital signatures
2. Increased clarity in timekeeping forms
3. Timekeeping Standard Operating Procedures and Guidelines
established
Benefits:
• Timesheets specific to employee group will only display relevant codes
which have been clarified/defined
• Electronic processing of timesheets now an option for
faculties/departments
• New timesheets mirror what self service will look like in PeopleSoft
which will result in less errors/ease of entering data
Human Resources Workstream
Activity #3 Identify and Redesign High Priority
Processes - TIMEKEEPING
Human Resources Workstream
New Timekeeping Process
Employee
completes
appropriate
timesheet and
sends to approver
electronically or by
“hand”
Timesheet is
reviewed,
approved, and
sent to timekeeper
Human Resources Workstream
Timekeeper
enters all hours
and approves all
time in PeopleSoft
Timekeeper runs
the Timekeeping
Audit Report and
reviews all entries
against
timesheets
Timekeeping Audit
Report is reviewed
by one other
delegated person
for verification of
all time entry
Activity #3 Identify and Redesign High Priority
Processes - RECRUITMENT
Accomplishments:
1.Standardized hiring, job change and termination process
(employee master file)
2.New improved forms (hire, change, termination)
3.Standardized approvals process consistent with other stakeholder
groups
Benefits:
• Required forms streamlined and easier to use
• Reduction in number of days for end-to-end change process and
number of steps in hire process
• Fewer individuals inputting into employee master data files
(66 per cent reduction), standardized training required in advance
of system access, resulting in more accurate data
Human Resources Workstream
Activity #3 Identify and Redesign High Priority
Processes - CLIENT SERVICES ( HELP DESK)
Accomplishments:
1. Expanded scope and refined functionality of help desk services
•
•
•
Increased support of functional HR groups
Redefined service level expectations of Tier 1 and Tier 2 support
Redesigned incident management processes
2. Established metrics to measure the level of Help Desk service
3. Clearly defined HR contacts
•
•
Eliminating multiple ports of entry for HR Service inquiries. Reducing
duplication of effort when multiple ports exist
Directing all inquiries through the help desk, improving reporting and
communication
Human Resources Workstream
Activity #3 Identify and Redesign High Priority
Processes - CLIENT SERVICES ( HELP DESK)
Benefits:
•
Improved resolution at first call and overall satisfaction with HR incident
management process
•
Help desk support and functionality clarified and communicated
•
Consistent messaging related to HR services from a single source
Implementation Plan:
•
Go live of redesigned help desk – December 1
•
Training of Tier 1 & 2 increased functionality – Sept 15 and ongoing
•
Streamlining resolution process reducing number of walk ups in main HR
Sept 15 – December 31
Human Resources Workstream
Activity #3 Identify and Redesign High Priority
Processes – Client Services (Help Desk)
Human Resources Workstream
Activity #3 Identify and Redesign High Priority
Processes - Client Services (Help Desk)
Human Resources Workstream
Activity #3 Identify and Redesign High Priority
Processes - BENEFITS & PENSION
Accomplishments:
1. Streamlined process for changes and enrolment
2. Improved online resources
Benefits:
•
More information available to clients online with
increased clarity
•
Staff are able to access forms required for Life Event
changes
•
New staff are enrolled online, at their own convenience
•
Positioned for future implementation of Benefits
Administration and employee self service in PeopleSoft
Human Resources Workstream
Activity #3 Identify and Redesign High Priority
Processes - BENEFITS & PENSION
Benefits and Pension
Welcome to the University of Calgary. Our comprehensive benefits and pension program is designed to promote a productive level of
health and well-being to staff members through coverage for - retirement income planning, health, dental, life insurance, and income
protection for disability. We hope you find these programs beneficial in meeting your needs.
The provision of benefit plans is subject to negotiations between the Governors of the University of Calgary and the Alberta Union of
Provincial Employees as outlined in the Collective Agreement for Support Staff employees.
Benefits at a Glance
Your appointment status will determine whether you are eligible for benefits and pension coverage and what benefits you are eligible
for. To learn about your benefits and pension, please click on Benefits at a Glance.
New Staff Benefits & Pension Enrollment
Click on New Staff Benefits & Pension Enrollment to access your Benefits Enrollment package.
It is important to review the benefits and pension information that applies to your appointment type prior to completion of your
enrollment package (click on Benefits at a Glance).
Life Events
Provides information and forms to address life events including marriage/domestic partnership, addition/deletion of dependents,
separation/divorce, approaching age 65, retirement and termination (click on Life Events).
Appointment Change – Enroll in New Benefits Plan
Change in appointment type resulting in change in benefits and pension eligibility; contact the Benefits Team (403)220-5932.
Human Resources Workstream
Activity #3 Identify and Redesign High Priority
Processes - BENEFITS & PENSION
New Staff Benefits & Pension Enrollment
Welcome to the University of Calgary’s self-serve Benefits Enrollment. Please ensure that you have reviewed the Benefits information that
applies to your appointment type prior to completion of your benefits enrollment package.
Please use this checklist as your guide to ensure all the applicable forms are completed. Once you have completed your package please
forward as soon as possible to Human Resources, Room 202 Administration Building.
Benefit Enrollment Form
Public Service Pension Plan
–
Upon enrollment in the plan, Alberta Pensions Services will provide directly to you a new member package which contains
applicable forms for your completion.
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Service with a previous Canadian employer may be eligible to be established as pensionable service in PSPP. Visit the PSPP
website http://www.pspp.ca/pln-recip-trans.htm or contact University Pensions at (403) 220-5461 for more information.
–
Mandatory participation for Regular/Sessional Full time, Limited Term and Temporary Relief appointments 1 year or greater.
–
Optional participation for Regular Part time staff working less then 30 hours per week. Staff must select either the ELECTION or
WAIVE OPTION.
Flexible Spending Account Allocation
–
See FSA CHART for eligible credit amount
Your Banking Information
All enrollment forms must be completed and returned to Human Resources within 31 days of your hire date. Failure to return your enrollment
forms within the specified timeframe will result in Health and Dental coverage defaulting to single and Flexible Spending Account
credits defaulting to the Health Spending Account.
Note: Addition of family members will be on a go forward basis only. Once Flexible Spending Account credits have defaulted to the Health
Spending Account this selection is irrevocable. All forms will be reviewed by a Benefits Advisor and where necessary amended based
on plan eligibility rules.
Human Resources Workstream
Activity #4 Determine PeopleSoft
Functionality in HR
Accomplishments:
1. Analysis of PeopleSoft functionality completed
2. Interim processes developed to align with future ‘To Be’
process (PeopleSoft functionality)
Benefits:
• Integrated approach to systems management and improvement
for all of campus
•Interim processes will ease the transition to employee
self service
Human Resources Workstream
Activity #4 Determine PeopleSoft
Functionality in HR
• Currently setting priorities for Peoplesoft Transformation Project
with Finance, IT, Facilities and Spend Management
• Timeline for project up to 24 months
• HR Priorities include data clean up, foundational pieces such as
Position Management and reduction of manual processes like
the AUPE salary increases as well as a move toward
self service in many areas
Human Resources Workstream
Activity #5 Review and Coordination
of Policies in HR
Accomplishments:
1. Three new policies developed - Vacation, Overtime and
Flex-time
2. Standard Operating Procedures for high priority processes
implemented (ex. Timekeeping, Recruiting, Benefits & Pension)
Benefits:
• Supports work/life balance for all employees
• Standardization of application and utilization of vacation,
overtime and flex-time across campus
• New policies/ implementation plan estimated to reduce
vacation /CTO liability balances by $2.1 M by Dec 31, 2010
Human Resources Workstream
Activity #5 Example - Flex Policy
• One consistent policy for all of campus
• Departments/faculties will decide if they want to offer flexible
work schedules; schedules must be operationally viable and
mutually agreeable
• Applies to full-time AUPE Regular, Limited Term, Fixed Term or
Sessional employees who have successfully completed
probationary periods
• Schedules must be formalized and signed off
Human Resources Workstream
Thank you for your hard work
and dedication.
Human Resources Workstream
Questions/Comments?
Visit: ucalgary.ca/is2project
Human Resources Workstream