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February 17, 2016

Wednesday, February 17, 2016

Progress made this reporting period:

Human Resources Unit:  create strategic role and redesign organizational chart

  • This project is complete.

Hiring and Recruiting:  streamline processes and increase HR workflow implementation

  • This project is complete.

Job Descriptions:  standardize descriptions and create KUL/KUEC salary bands

  • This project is complete.

Performance Management:  redesign and implement improved processes

Activities & Accomplishments:

  • As part of the ongoing efforts to improve process efficiencies, HRM has begun the design phase of the IBM 2XO electronic onboarding tool. Components of the SOW were finalized and configuration discussions will begin with the vendor in February. The target implementation date is July 2016. Significant changes will result in the onboarding process, reducing the SSC paper processing burden and obtaining needed documents for hires earlier for selected candidates. It is envisioned in subsequent project phases that the onboarding system can provide integrated updates to the HR/Pay system from applicant and onboarding information, lessening the need for as much paper processing in the hire process.
  • As of February 2, 2016, 902 of 984 Administration and Finance (A&F) employees had completed their self-evaluations for 2015 in the Performance Management (PM) system. By that same date, 329 A&F supervisors had completed evaluations of their employees.
  • Phase II of the PM implementation for the academic sector and units outside A&F reporting to the Provost involves 138 units with 1394 supervisors and employees. As of February 2, 2016, 482 of the 1394 employees have been trained in person, and 20 have watched the online training videos.
  • Staff continue to work with campus partners to develop and deploy online course content for online classes through the Learning Management in the Talent Development system.
  • Issues:  None at this time.

Activities Planned:

  • When all A&F evaluations are completed this spring for performance during the calendar year 2015, Phase I of the PM system implementation will be complete. Phase II will be completed with the evaluation of performance for calendar year 2016, with Phase III beginning for the research sector in 2017.
  • A heavy training schedule for the PM continues by wrapping up with A&F employees and training employees and supervisors in Phase II.
  • Onboarding system configuration and business process redesign for 2XO, the onboarding system, will continue. A vendor design consultant will spend 2 days on campus in early February to assist with the system configuration. 
  • Work continues with service representatives from Success Factors to address an on-going challenge with system updates. Nightly updates are designed to upload new employee information including a copy of their position descriptions. Since December 17, 2015, those updates have failed and HR has been manually uploading the information.


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