NACUBO Cover Changing for Excellence was the featured cover story in the January, 2015 edition of Business Officer, the official magazine of the National association of College and University Business Officers (NACUBO).  You can read the full story online. Each month, Business Officer is delivered to representatives at over 2,100 higher education institutions with over 45,000 represented employees.


News — Human Resources

  • August 17, 2016
    August 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

    • As of August 10, 841 of 917 annual evaluations for the 2015 calendar year have been completed by units in Administration and Finance.  727 employees in Administration and Finance have goals, 374 do not have goals.
    • Two training sessions per month are offered as instructor-led training and two sessions per month are offered as hands-on training for goal setting. Attendance has been less than 10 each session since campus users are becoming more familiar with the system. The online video continues to be viewed with approximately 10 viewing each week, which demonstrates a greater reliance on the video training, rather than classroom instruction.
    • By 8/10/16, 876 employees in Phase II (academic departments) have goals set; 292 do not have goals.
    • The new Onboarding system (2XO) went live July 22, 2016. It has been reported by Shared Service Center staff that the onboarding process has decreased from an average of 30 – 45 minutes to 10 - 15 minutes.  Only a minimal number of issues were identified and corrected. The implementation was successful.
    • Issues: None at this time.
    • Activities Planned:
    • Phase III for the Research sector will begin in August with the offer of a demo to sector leadership.
    • In October, HRM will begin reaching out to departments to schedule training for all employees after the first of the year.
    • Around January 1, 2017, training will begin for all Phase III employees with in-person training and a video option.
    • Around March 30, 2017, training will complete for all Phase III employees, and HRM will begin reaching out to those who did not attend training.
  • July 13, 2016
    July 13, 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

    • Accomplishments:
    • By 6/14, 819 of 925 annual evaluations for the 2015 calendar year have been completed by units in A&F. 607 employees have goals set for 2016; 707 do not have goals.
    • Two training sessions per month are offered. Attendance has been less than 10 each session since campus users are becoming more familiar with the system. The online video continues to be viewed with approximately 10 viewing each week, which demonstrates a greater reliance on the video training rather than classroom instruction.
    • By 6/14, 814 employees from the academic sector have goals set; 389 do not have goals.
    • Issues: None at this time.
    • Activities Planned:
    • Phase III for the Research sector will begin in August with the offer of a demo to sector leadership.
    • In October HRM will begin reaching out to departments to schedule training for all employees after the first of the year.
    • Around January 1, 2017, training will begin for all Phase III employees with in-person training and a video option.
    • Around March 30, 2017, training will complete for all Phase III employees, and HRM will begin reaching out to those who did not attend training.

    User Acceptance Testing (UAT) continued with the 2XO, the new Onboarding system, including representatives from the Shared Service Centers. 2XO is projected to go-live in early July. 

  • June 15, 2016
    June 15, 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

    • Accomplishments:
    • By 6/14, 819 of 925 annual evaluations for the 2015 calendar year have been completed by units in A&F. 607 employees have goals set for 2016; 707 do not have goals.
    • Two training sessions per month are offered. Attendance has been less than 10 each session since campus users are becoming more familiar with the system. The online video continues to be viewed with approximately 10 viewing each week which demonstrates a greater reliance on the video training, rather than classroom instruction.
    • By 6/14, 814 employees from the academic sector have goals set; 389 do not have goals.
    • Issues:  None at this time.
    • Plans:
    • Phase III for the Research sector will begin in August with the offer of a demo to sector leadership.
    • In October HRM will begin reaching out to departments to schedule training for all employees after the first of the year.
    • Around January 1, 2017, training will begin for all Phase III employees with in person training and a video option.

    Around March 30, 2017, training will complete for all Phase III employees, and HRM will begin reaching out to those who did not attend training.

  • May 18, 2016
    May 18, 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

    • Accomplishments:
    • By 5-16-2016, 822 evaluations for the 2015 calendar year had been completed by the units in A&F with 1917 (544 employees have goals) performance goals set for calendar year 2016.
    • By 5-16-2016, 53 face-to-face sessions have been conducted with 982 employees attending and 362 have viewed the online video in the academic sector. Training for the academic sector was completed on March 30, 2016, and HRM has reached out to employees who did not attend the previously scheduled sessions to attend make-up training offered through July or watch the available video. 
    • By 4-11-2016, 2731 performance goals for employees in the academic sector have been set for the calendar year 2016 year (767 employees have goals).
    • Issues: None at this time.
    • Activities Planned:
    • Employees and supervisors from the A&F and academic sectors will continue to finalize/modify goals and engage in feedback sessions.
    • Planning for the final phase of implementation with the Research sector will begin to be formulated, including feedback focus groups for A&F and academic employees.
    • Testing for the Onboarding tool will be occurring in May and June. 
  • April 13, 2016
    April 13, 2016 —

    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

    • Accomplishments:
    • By 4-11-2016, 736 evaluations for the 2015 calendar year had been completed by the units in A&F with 1492 (396 employees have goals) performance goals set for calendar year 2016.
    • Phase 1 with the A&F sector is considered complete since the 2015 evaluation cycle is complete. Focus is now on Phase 2 for the academic sector.
    • By 4-11-2016, 49 face-to-face sessions have been conducted with 952 employees attending and 296 have viewed the online video in the academic sector. Training for the academic sector was completed on March 30, 2016, and HRM has reached out to employees who did not attend the previously scheduled sessions to attend make-up training offered through July or watch the available video.
    • By 4-11-2016, 1881 performance goals for employees in the academic sector have been set for the calendar year 2017 year (504 employees have goals).
    • HRM staff continues to develop and execute new training and education content as applicable with campus-wide partners.
    • Configuration of the 2XO (onboarding) system and notices continue to be finalized. 
    • Issues: None at this time.
    • Activities Planned:
    • Unit acceptance testing (UAT) for 2XO (onboarding) system is upcoming.
    • Implementation of goals and training for evaluations of supervisors/employees in the academic sector will continue for the 2016 evaluation cycle.
    • Phase 3 will be the last implementation phase for the performance management system and focus on the research sector. That phase begins with setting goals in 2017 for evaluating performance for the year 2018.
  • March 16, 2016
    March 16, 2016 —

    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.
    • Although this project is complete, we are engaged in implementing the 2XO cloud onboarding system with a target date of July 2016. A vendor design consultant spent 2 days on campus in mid-February to assist with the system configuration.

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

    • This project is complete.

    Performance Management:  redesign and implement improved processes

    • Accomplishments:
    • As of March 14, 931/984 Administration and Finance employees had completed their self-evaluations for 2015.  By that same date 776/984 supervisors have completed evaluations of their employees, and 682/984 have completed the evaluation (to include acknowledging the form).
    • As of March 14, 1102/1384 Phase II employees have been trained.
    • Issues: None at this time.
    • Activities Planned:
    • Training continues for the Performance Management system.
    • Phase I and II employees/supervisors will be establishing 2016 performance goals. 
  • February 17, 2016
    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.
  • January 13, 2016
    January 13, 2016 —

    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:
      • By January 7, 2016, 846 of 984 Administration and Finance (A&F) employees had completed their self-evaluations.
      • Hands-on training for performance evaluations began in the Fall; a total of 28 sessions were attended by 184 A&F employees.
      • As of January 7, 2016, 49 annual evaluations have been completed for 2015 by A&F supervisors; 64 probationary evaluations were completed in the system.
      • In December, 2015, 9800 employee photos were loaded into the Talent Development employee profile from the KU Card system. Only 211 employees “opted out” for the generic Jayhawk icon, rather than their photo.
    • Issues: None at this time.
    • Activities Planned:
      • The Academic sector and those remaining units outside A&F reporting to the Provost will be integrated into the PMS in 2016 as Phase II of the project.  Phase II involves 138 units and 1337 supervisors/employees.
      • Training for goal setting for Phase II participants will occur between January 1, 2016 and March 30, 2016. As of January 7, 2016, 30 training sessions had been scheduled; 68 employees have attended sessions.
      • Nine additional hands-on training sessions for A&F employees to conduct evaluations are scheduled between January 8th and March 1st, 2016.
  • December 16, 2015
    December 16, 2015 —

    Human Resources Unit:  create strategic role and redesign organizational chart

    • This project is complete.

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • Although this project is complete, we are embarking on the implementation of an automated onboarding process using the IBM 2XO product. The project will provide efficiencies for new hires, the staff of the Shared Service Centers and Human Resources who assist in onboarding. Use of paper processes will be reduced. Our target implementation is July, 2016, though we have to establish a project plan with the vendor. We will provide updates on the project as it progresses since it relates to improvements in the hiring process.
    • Job Descriptions:  standardize descriptions and create KUL/KUEC salary bands
    • This project is complete.

    Performance Management:  redesign and implement improved processes

    • Activities & Accomplishments:
    • At the end of November, 803 position descriptions of recently filled positions were made available to campus managers and employees via the Talent Development system.
    • Reminders were distributed to employees in Phase I of the Performance Management system implementation to complete self-evaluations. At the end of November, 215 employees had completed self-evaluations, and 773 had yet to complete self-evaluations.
    • Issues: None at this time.
    • Activities Planned:
    • Photos from the KU Card system will be loaded into the Employee Profile in the Talent Development on December 17th. Employees will be notified prior to the load.
    • Further reminders will be distributed to employees and supervisors in Phase I of the Performance Management system implementation to complete self-evaluations.
    • Notices will be sent to supervisors in Phase I of the Performance Management system implementation to begin completion of annual staff evaluations for 2015 which are due March 1, 2016.
    • Invitations to training for goal setting during January and February will be distributed to department heads in Phase II of the Performance Management system implementation. 
  • November 16, 2015
    November 16, 2015 —

    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 and Accomplishments:
    • By the end of October, visits were completed with 21 campus leaders or groups of leaders to discuss the next phase of the performance management system.
    • Phase II staff and supervisory contacts are being  contacted to set up training on goal setting and Phase I training on conducting performance reviews will be scheduled.
    • As of the beginning of October, about 700 position descriptions of recently filled positions were made available to campus managers and employees via the Talent Development system. A monthly process has been established to load position descriptions for new hires to the Talent Development system.
    • Issues: None at this time.
    • Planned Activities:
    • We will begin to formulate plans about how to load position descriptions for current position incumbents.

    A timeline and project tasks have been finalized for getting photos from the KU Card system for the Employee Profile in the Talent Development system with a target implementation date of December 17th

  • October 14, 2015
    October 14, 2015 —

    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

    • Accomplishments:
    • HRM leadership continued visits with 3 campus leaders to discuss the next phase of the performance management system.
    • Focus groups were held with Phase I supervisors and employees to solicit feedback on their experiences with the Performance Management module. Responses were positive and suggestions for process enhancements are being incorporated. 
    • Plans were also finalized to make position descriptions of recently filled positions available to campus managers and employees via the Talent Development system.
    • Work continues on getting photos from the KU Card system for the Employee Profile in the Talent Development system.
    • Issues: None at this time.
    • Plans:
    • In October we will finalize visits with campus leaders to discuss the next phase of the performance management system.
    • Phase II staff and supervisory training on goal setting and Phase I training on conducting performance reviews will be scheduled.
    • Position descriptions of recently filled positions will be available to campus managers and employees via the Talent Development system.
    • Will continue to make progress on getting photos from the KU Card system for the Employee Profile in the Talent Development system.
    • We will launch the self-evaluation form to all A&F employees who have goals in the system.
  • September 16, 2015
    September 16, 2015 —

    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

    • A meeting was held on site with SAP to discuss areas of enhancement and vendor support needed for Learning Management module of Talent Development system. Plans for follow-up and addressing the issues were developed.
    • Meetings were held with 16 leaders of schools or divisions to describe new staff performance management system.
    • An internal HRM discussion was held to plan the load of position descriptions to the Talent Development system.
    • Over 90% of the staff in the Administration and Finance division have performance goals established in the new performance management system.
  • August 24, 2015
    August 24, 2015 —

    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

    • Invitations were sent to campus leaders for an overview meeting regarding phase II of the performance management implementation. Meetings were scheduled.
    • Internal HRM discussions were held to coordinate integration of competencies into various unit functions and develop supporting communication materials.
    • Annual Personnel Related Staff meetings included information about the current and future rollout phases of the Talent Development system and processes.
  • July 20, 2015
    July 20, 2015 —

    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

    • Leaders, supervisors and employees notified of the Phase IV job titles.
    • Updates were made to the HR/Pay system with an effective date of July 5th with any resulting salary increases in the July 31st paycheck.
    • Overall results of 3-year Market Study Project will be shared with leadership and campus.
    • This project is complete. HR will now implement market-based salary administration as a regular part of our operations.

    Performance Management:  redesign and implement improved processes

    • Training of Administration and Finance division for performance management goal development has been completed.
  • June 17, 2015
    June 17, 2015 —

    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

    • Launched and received feedback from second management review for feedback of Classification/Market Study Phase IV job title assignments.
    • Considered management feedback and finalized HR determinations of job title assignments for Classification/Market Study. Notified managers of final determinations.
    • Provided projected fiscal impact and slotting determinations to leadership related to Classification/Market Study.

    Performance Management:  redesign and implement improved processes

    • This performance management project is complete, but further plans are being deployed for campus-wide implementation in two more phases.
    • Licenses were purchased for 500 additional Learning Management System users to accommodate student employees.
  • May 13, 2015
    May 13, 2015 —

    Human Resources Unit:  create strategic role and redesign organizational chart

    • Conducted search to fill Associate Vice Provost for Human Resource Management on a permanent basis.

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • This project is complete.

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

    • Town Hall meetings for Phase IV of the Market Study were held on April 7th and 16th with 276 attending in person or remotely.
    • Finalized meetings with deans and vice provosts regarding the first round of management review for positions in Phase IV.
    • Received recommendations from managers regarding the assignment of Phase IV job titles to staff.
    • HR staff began review of recommendations from managers regarding the assignment of Phase IV job titles to staff in order to make determinations for secondary review to be conducted in May.

    Performance Management:  redesign and implement improved processes

    • In the process of purchasing 500 additional licenses to add all student employees to the Learning Management System (LMS).
    • Distributed Sexual Assault awareness training as the first iContent based training available within the LMS.
  • April 15, 2015
    April 15, 2015 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • This project is complete.

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

    • Held leadership and stakeholder meetings; planned and invited staff to town hall meetings for Phase IV of Classification/Market Study project.
    • Provided leadership with preliminary fiscal impact projections prior to feedback from campus managers.
    • Met with deans and vice provosts to review preliminary position slotting.
    • Finalized preliminary HR position slotting of Phase IV positions and distributed preliminary slotting to campus managers for feedback for first review.

    Performance Management:  redesign and implement improved processes

    • This project is complete.
  • March 18, 2015
    March 18, 2015 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • This project is complete.

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

    • Phase IV work groups for the Administration/Management and Operations job family (covering over 600 positions) finalized job title summaries, required qualifications, and salary ranges. Preliminary position slotting recommendations from work groups were obtained.
    • HR staff began review of preliminary position slotting from the work groups.
    • Leadership was consulted regarding Assistant and Associate Vice Chancellor/Provost job titles in Phase IV.

    Performance Management:  redesign and implement improved processes

    • This project is complete.
  • February 18, 2015
    February 18, 2015 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • This project is complete.

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

    • Continued to hold meetings with Phase IV work groups to review/develop job title summaries, required qualifications and salary ranges.
    • Reviewed concept of level of title designation with leadership and work groups.
    • Obtained guidance from leadership regarding inclusion of Assistant and Associate Vice Chancellor/Provost titles in Phase IV.

    Performance Management:  redesign and implement improved processes

    • Went live successfully with Talent Development on January 5, 2015.
    • Began campus training for Learning Management and Performance Management modules.
    • Required training on Performance Management for employees and supervisors of Administration and Finance division.
    • Expanding learning partners for Learning Management.
  • January 12, 2015
    January 12, 2015 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • This project is complete

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

    • Meetings ongoing with four Phase IV work groups to review/develop job title summaries, required qualifications and salary ranges.

    Performance Management:  redesign and implement improved processes

    • Activities finalized for January 5th go-live to campus.
    • Performance training invitations distributed; training dates established with Administration and Finance units which will be “pilot” group to implement performance management; some training already accomplished.
    • Learning Management town halls established and dates communicated.

    Expanding learning partner contacts.

  • December 15, 2014
    December 15, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • This project is complete

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

    • Phase III salary and job title changes loaded into HR/Pay for January 2, 2015 paycheck.
    • A total of 106 staff in Phase III received salary increases, representing 17% of the 616 staff in Phase III.
    • Phase IV project plan completed, including communication plan and projected implementation date of July 5, 2015.
    • Started meetings with Phase IV work groups to review/develop job title summaries, required qualifications and salary ranges.
    • Phase IV tentatively includes 33 staff who may wish to shift from USS to UPS.

    Performance Management:  redesign and implement improved processes

    • User Acceptance Testing (UAT) completed.
    • Training and communication plan finalized and approved by leadership. Finance and Administration has 15 departments with 1100 staff for required training on performance management.
    • Identified needed work-around for go-live issues.
  • December 1, 2014
    December 1, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • This project is complete

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

    • Activities & Accomplishments
      • Final review from administrative staff and by HR staff completed.
      • Administrative staff and employees notified of Phase III job title assignments.
      • Phase IV work group meetings established and participants invited.
      • HR staff began review of draft job titles for Phase IV.
    • Issues – None at this time.
    • Planned
      • Load Phase III changes in HR/Pay for individual staff.
      • Begin meetings with Phase IV work groups.
      • Develop Phase IV communication plan.

    Performance Management:  redesign and implement improved processes

    • Activities & Accomplishments
      • Iteration 3 lock down completed.
      • UAT plans developed and UAT begun.
      • Preliminary training and communication plans developed.
      • Town Hall meetings scheduled.
    • Issues – None at this time.
    • Planned
      • Finish UAT.
      • Finalize training and communication plans.
      • Address any pre-go-live topics. Present Stakeholder demo of learning and performance management modules.
      • Develop initial communication and training plan.
  • November 17, 2014
    November 17, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • This project is complete

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

    • HR review of Phase III job titles finalized and administrators notified of assignments
    • Finalized employee notice of job title assignments
    • Continued to develop draft Phase IV job title summaries

    Performance Management:  redesign and implement improved processes

    • Presented Stakeholder demos of learning and performance management modules
    • Finalized 2 of 3 iterations of configuration, data provision, and testing
    • Continued system administrator training
  • October 31, 2014
    October 31, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • This project is complete.

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

    • Activities & Accomplishments
      • Distributed and collected Phase III title assignments for second administrative review by units.
      • Began HR review of second administrative recommendations.
      • Invited and accepted participants for Phase IV work groups.
      • Clarified that Provost Office wanted to limit Associate Dean title to faculty.
    • Issues
      • None at this time.
    • Planned
      • Finalize HR review of Phase III job titles and notify administrators of assignments.
      • Finalize campus notice of title assignments to staff in Phase III.
      • Develop first draft of Phase IV job title summaries.
      • Schedule Phase IV focus groups.

    Performance Management:  redesign and implement improved processes

    • Activities & Accomplishments
      • Provided demo of learning and performance management modules to Leadership.
      • Reached out to Learning partners regarding course content.
      • Finalizing iteration 2 of configuration.
    • Issues
      • None at this time.
    • Planned
      • Continue configuration, data provision, and testing iteration phases.
      • Present Stakeholder demo of learning and performance management modules.
      • Develop initial communication and training plan.
  • October 20, 2014
    October 20, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • This project is complete

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

    • Finished visits with deans and directors of large units with staff in Phase III of the Study
    • Finalized HR review of unit recommendations for Phase III job titles
    • Finalized membership of Phase IV work groups, Leadership and Stakeholder Committees

    Performance Management:  redesign and implement improved processes

    • Iteration 1 locked down for configuration
    • Received analysis from 3D Results of learning management options for multiple appointments
    • Staff continued system training via webinars
  • October 3, 2014
    October 3, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • This project is complete.

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

    • Activities & Accomplishments
      • Began visits with deans and directors of large units with staff in Phase III of the Study to provide progress updates and next steps.
      • Received feedback from most units on first review of job titles for Phase III of the Study.
      • Met with Steering Committee to recommend and received approval for Phase IV work groups and their membership, as well as changes/additions to Leadership and Stakeholder Committees.
    • Issues
      • None at this time.
    • Planned
      • Finish visits with deans and directors of large units with staff in Phase III of the Study.
      • Finalize HR review of unit recommendations for Phase III job titles.
      • Distribute Phase III title assignments for second administrative review by units.
      • Invite participants in and schedule meetings for Phase IV work groups.
      • Finalize notification content for Phase III notification to staff.

    Performance Management:  redesign and implement improved processes

    • Activities & Accomplishments
      • Participated in configuration and training activities with 3D Results.
      • Worked to finalize file content for iteration 1 of development.
      • Collected course listings from campus learning partners.
      • Discussed 360 review request for CLAS and determined project was feasible.
    • Issues
      • Work around for multiple appointments identified for performance management; must test to see if it works with learning management.
    • Planned
      • Finalize file content for iteration 1.
      • Determine impact of multiple appointment fix on learning management.
      • Continue configuration, data provision, and testing iteration phases.
  • September 22, 2014
    September 22, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • This project is complete

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

    • Held 3 Town Hall meetings for Phase III staff; attended by about 40 people on-site and remotely. One town hall streamed and recorded.
    • Began first round of administrative review of preliminary job titles for Phase III.
    • Finalized effective date with Research Office and obtained executive support of date.

    Performance Management:  redesign and implement improved processes

    • Participated in configuration meetings with 3D Results.
    • Provided configuration data and test file of employees to 3D Results.
  • September 5, 2014
    September 5, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • This project is complete

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

    • Notified Phase III staff of inclusion in the Study, along with Town Hall meeting invitations.
    • Developed Town Hall materials and answered questions from campus staff after notices.

    Performance Management:  redesign and implement improved processes

    • Held Leadership meetings to show demo of Success Factors (SF) system. Participated in 4 days of SF training from implementation partners (3D Results). Campus “mini LMS administrators” attended.
    • Participated in system configuration meetings with 3D Results.
    • Holding twice weekly project team meetings for system configuration.
  • August 25, 2014
    August 25, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • This project is complete

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

    • Notified Research focus group members of Leadership decisions regarding salary ranges and minimum requirements for Research Associates.
    • Provided proposed adjusted timeline to Research, along with format for additional requested split funding information.
    • Continued compilation of data for FLSA review by General Counsel’s Office.

    Performance Management:  redesign and implement improved processes

    • Held stakeholder focus groups meetings to obtain pre-discovery information about current practices and “dreams.”
    • Set up schedule for on-site sessions with implementation partner.
  • August 11, 2014
    August 11, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • This project is complete

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

    • Leadership confirmed their support of salary ranges, requiring a higher starting salary for Post Docs.
    • HR Recruiters finalized preliminary assignments of staff to new job titles
    • Held meetings with Research leadership to review implications of grant funding on Study phases

    Performance Management:  redesign and implement improved processes

    • On-site implementation partner engagement set for August 19 – 22, 2014
    • Invited stakeholders to pre-discovery focus groups
  • July 28, 2014
    July 28, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • This project is complete

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

    • HR Recruiters reviewed job title summaries and salary ranges provided by focus groups and finalized them
    • HR Recruiters began assignment of staff to new job titles
    • Information related to FLSA designations was provided to the General Counsel’s Office
    • Managers were notified of staff who have been initially identified for inclusion in Phase III of the study
    • Leadership provided feedback about research salary ranges and required qualifications for Research Associates
    • “Freeze” was lifted for Phase I job titles
    • Town Hall meetings for Phase III were scheduled

    Performance Management:  redesign and implement improved processes

    • Preliminary planning discussion occurred with implementation partner
    • Plans were developed for pre-discovery discussions with stakeholders
  • July 14, 2014
    July 14, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • This project is complete.

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

    • Focus group members were asked to provide preliminary recommendations for assignment of staff to proposed job titles.
    • Job title summary and salary range recommendations from focus groups have been provided to HR recruiters for review.

    Performance Management:  redesign and implement improved processes

    • Implementation partner contract is in final stages of completion.
  • June 30, 2014
    June 30, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • Activities & Accomplishments
      • The hiring and recruitment initiative is considered closed with the successful implementation of the Brass Ring recruitment system.
    • Issues – Integrations with HR/Pay will be finalized as resources are available.
    • Activities Planned - The hiring and recruitment initiative will be on "hiatus" until the implementation project the Brass Ring (2XO) Onboarding system begins.

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

    • Activities & Accomplishments
      • Focus groups finalized recommended job title summaries, salary ranges, and required qualifications.
    • Issues – None at this time.
    • Activities Planned
      • HR will begin review of existing positions to assign preliminary new job titles beginning the week of July 7th.

    Performance Management:  redesign and implement improved processes

    • Activities & Accomplishments
      • Further discussions with proposed implementation partners continued to clarify comparative contract items.
    • Issues – None at this time.
    • Activities Planned
      • Select implementation partner and begin implementation.
  • June 16, 2014
    June 16, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • Activities & Accomplishments
      • Work continued with IBM/Kenexa & KU IT on integrations with HR/Pay.
      • Investigated additional contract for functional/technical assistance from implementation partner to address integration and other functionality adjustments.
    • Issues – Further delays in integrations with HR/Pay based on complexity of integration in working with vendor and on available IT resources. May require continued manual solution.
    • Activities Planned
      • Continue to work on finalizing integrations which will continue into the early fall.
      • Finalize contract for services with implementation partner.

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

    • Activities & Accomplishments
      • Continued work with focus groups for Research and Research/Academic Computing and Technology to develop job title summaries, salary ranges, and required qualifications.
    • Issues – Lack of available salary range information from Study vendor requires local determinations of appropriate salary ranges.
    • Activities Planned
      • Finalize focus group activities by end of June.
      • Begin HR review of existing positions to assign new job titles.

    Performance Management:  redesign and implement improved processes

    • Activities & Accomplishments
      • Had demonstrations from two implementation partners and reviewed comparative statements of work.
    • Issues – Two vendors have significant price difference and not clear distinctions between services offered for easy comparisons.
    • Activities Planned
      • Finalize review of implementation vendors; obtain references; and select implementation partner.
  • June 2, 2014
    June 2, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • Complexities identified with HR/Pay integration with 2xB and new deadlines for completing integrations are currently being discussed.

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

    • Held Stakeholder and Steering Committee Meetings for the Phase III Compensation and Market Study project.
    • Progress continues on job title summaries.  Workgroups have been established for “lab focused” job titles and other technology related positions.

    Performance Management:  redesign and implement improved processes

    • Held meetings with potential implementation partners to review bids and implementation strategies for Learning and Performance Management solutions.
    • Reviewed overall strategy and schedule for implementing Learning Management and Performance Management.
    • Recruitment underway for additional Employee Relations staff member who will work with the Performance Management system.
  • May 19, 2014
    May 19, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • Activities & Accomplishments
      • Complexities identified with HR/Pay and HireRight integrations. Resolved HireRight issue.
    • Issues – IT will not be able to complete HR/Pay integration for 2XB users based on extended deadline because of complex programming.
    • Activities Planned
      • Determine if HR/Pay integration for users is viable.

     

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

    • Activities & Accomplishments
      • Progress continues on job title summaries. Work group identified for research support job titles. Moved some IT jobs to Phase IV since their emphasis was on administrative systems.
      • Held training/transition meetings for new Compensation Analyst with Huron staff.
    • Issues – None at this time.
    • Activities Planned
      • Develop FLSA implementation plan.

     

    Performance Management:  redesign and implement improved processes

    • Activities & Accomplishments
      • Held meeting regarding statement of work with one implementation partner for Learning Management.
      • Recruitment underway for additional Employee Relations staff member who will work on Performance Management system.
    • Issues – Need to finalize selection of implementation partner.
    • Activities Planned
      • Meet with second proposed implementation partner to address questions.
      • Post vacancy for Learning and Development staff member who will assist with Learning Management system implementation. 
  • May 5, 2014
    May 5, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • Work-around for I-frame identified for 2XB.
    • Feedback continues to be positive overall for 2XB implementation.
    • Continued to provide mentoring to SSCs regarding system changes.
    • Addressed various unknown system requirements and functionality gaps.

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

    • Provided initial job title summary drafts to Market Study Phase III focus group members for Research and Research Computing.
    • Held two Market Study focus group meetings to solicit feedback on job title summaries.
    • Met with additional managers regarding recommended FLSA designations for Phase I and II jobs.

    Performance Management:  redesign and implement improved processes

    • Met with and discussed statements of work with Learning Management implementation partners.
    • Developed draft position description for Learning and Development staff member.
  • April 21, 2014
    April 21, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • Activities & Accomplishments
      • Went live with 2XB as scheduled on March 31. No major issues identified.
      • Finished offer letter training with deans' offices.
    • Issues – Two areas of functionality which are intrinsic to 2XB that are comparable to TAM issues; work-around possible for one. Have identified both as issues to Kenexa/IBM for possible future enhancements. I-frame with KU branding creates access problems for Mac users with Safari browser since Safari has stricter security standards for use of cookies. Working with IT and Kenexa/IBM technical staff to see if a solution or work-around is possible.
    • Activities Planned
      • Monitor feedback from applicants and administrative users; so far seems OK.
      • Seek I-frame technical solution or work-around.
      • Continue to work on subsequent phases of integration with HR/Pay.

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

    • Activities & Accomplishments
      • Compensation Analyst, Dallas Smith, accepted job and will begin next week.
      • Began setting up Phase III focus group meetings.
      • Draft research job summaries reviewed by HR staff.
    • Issues – Determine how to proceed with FLSA timeline given FLSA review in Washington DC.
    • Activities Planned
      • Finalize Phase III focus group meetings.

    Performance Management:  redesign and implement improved processes

    • Activities & Accomplishments
      • Reviewed preliminary project scope documents from implementation partners.
    • Issues – Staff resources needed to begin implementation of Talent Development systems.
    • Activities Planned
      • Identify and seek answers to questions for implementation partners so selection can occur.
      • Develop position description for Learning and Development staff member with some system job duties.
  • April 7, 2014
    April 7, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • Conducted final group training sessions.
    • Single sign-on issue resolved.
    • Manually uploaded table to 2XB and existing employee data for 450 current 2XB users.

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

    • Continued FLSA discussions with managers.
    • Developed first draft of research job summaries for review by HR staff.
    • Finalists interviewed for Compensation Analyst.

    Performance Management:  redesign and implement improved processes

    • Met with second implementation partner for Learning Management.
    • Reviewed and modified charter for Talent Development systems.
  • March 24, 2014
    March 24, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • Activities & Accomplishments
      • Notified campus of training and cut-over plans.
      • Resolved bulk print issue.
      • Identified and worked on single-sign-on issue.
      • Developed training materials for campus users.
    • Issues – Working on single-sign-on issue.
    • Activities Planned
      • Conduct campus training.
      • Work on load and cut-over tasks.
      • Finalize go-live steps.

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

    • Activities & Accomplishments
      • Began FLSA discussions with campus managers.
      • Reviewed FLSA designations/topics with executives and legal counsel.
      • Finalized Phase II load plans for HR/Pay.
      • Began invitation for Phase III focus groups.
    • Issues – Transition of key Huron staff member from project.
    • Activities Planned
      • Continue FLSA discussions with managers.
      • Develop Phase III job title summaries and schedule focus groups.
      • Develop transition plans for new Huron partner.
      • Continue search for Compensation Analyst.

    Performance Management:  redesign and implement improved processes

    • Activities & Accomplishments
      • Reviewed and modified charter for Talent Development systems.
      • Met with first implementation partner to begin selection of implementation partner.
    • Issues - Staff resources needed to begin implementation of Talent Development systems
    • Activities Planned – Select implementation partner before end April.
  • March 10, 2014
    March 10, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • Activities & Accomplishments
      • Conducted UAT Testing with Core HR, ROC/SSC participants
      • Made necessary modifications based on testing
      • Conducted training sessions for Core HR, ROC/SSC participants
      • Finalized cut-over plans
    • Issues – Continued to seek resolution for bulk print problem
    • Activities Planned
      • Notify campus of training and cut-over plans
      • Complete last minute design changes

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

    • Activities & Accomplishments
      • Received/reviewed manager feedback, making changes as appropriate
      • Finalized internal HR review of FLSA for job titles in Phases I and II
      • Communicated final job title assignments to staff, supervisors and managers
    • Issues – None at this time
    • Activities Planned
      • Review FLSA changes with executives and legal counsel
      • Begin to schedule FLSA management discussions
      • Make needed changes as job title assignments are finalized

    Performance Management:  redesign and implement improved processes

    • Activities & Accomplishments
      • Began development of charter for Talent Management systems
    • Issues - Staff resources needed to begin implementation of Talent Development systems
    • Activities Planned
      • Continue to develop plans for review by Leadership group.
  • February 24, 2014
    February 24, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • Finalizing system design discussions
    • Began system testing with Kenexa implementation team

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

    • Distributed second listing of HR job title assignments to managers for final review
    • Identified possible participants for Phase III Research job family
    • Continued FLSA review for job titles and jobs in Phases I and II

    Performance Management:  redesign and implement improved processes

    • Leadership members accepted invitation
  • February 10, 2014
    February 10, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • Finalized purchase of onboarding software.
    • Finalized dates for user acceptance testing and training.
    • Continued design and integration discussions with vendor.

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

    • Received and began review of recommended job title changes from campus managers.  Units requested changes to 33% of the preliminary HR job title assignments.
    • Conducted two Town Hall meetings with 110 on-site and 69 remote participants.
    • Updated website with current information, including Town Hall materials and recording.
    • Began review of CBIZ FLSA designations for jobs.
    • Met with managers regarding job title assignments.  There were 127 job titles in 8 job families developed during Phase II of the Study.

    Performance Management:  redesign and implement improved processes

    • Invited participation in leadership group.
  • January 27, 2014
    January 27, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • Activities & Accomplishments
      • Continued design and integration discussions with vendor. Obtained administrative support to pay for additional integration field to facilitate earlier access to campus services upon hire.
      • Reviewed features of onboarding system with vendor to determine viability of its purchase. Made decision to and obtained administrative support for purchase of onboarding system.
      • Discussed training plans for recruitment system and obtained administrative permission for funding.
    • Issues – Integration for “friend” process to facilitate early access to services will likely not be available for April go-live but be developed later.
    • Activities Planned
      • Continue design discussions and develop testing and training plans.

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

    • Activities and Accomplishments
      • Finished meetings with deans and VPs to discuss Phase II process.
      • Received JAQ responses from CBIZ and incorporated changes.
      • Finished HR review of preliminary job “slotting” and distributed to campus managers for review.
      • Notified staff of their preliminary inclusion in Phase II and invited them to town hall meetings.
      • Updated website with Phase II job title and town hall information.
    • Issues – Develop approach for replacement of compensation analyst.
    • Activities Planned
      • Take into consideration recommended job title changes from campus managers.
      • Conduct town hall meetings.
      • Begin HR review of CBIZ FLSA designations for jobs.

    Performance Management:  redesign and implement improved processes

    • Activities and Accomplishments
      • Identified leadership group to discuss with Provost Office.
    • Issues - Staff resources needed to begin implementation of Talent Development systems.
    • Activities Planned
      • Obtain approval for leadership group; invite them, and begin planning process.
  • January 13, 2014
    January 13, 2014 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • Design discussions continue with vendor
    • Held integration discussions with vendor and IT staff

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

    • Held majority of meetings with deans and VPs to discuss Phase II process
    • Finished Phase II focus groups to finalize job titles and structure
    • Phase I changes uploaded to HR/Pay
    • JAQ files transmitted to CBIZ
    • Held meetings with Leadership and Stakeholder groups
    • Developed plans for FLSA position review

    Performance Management:  redesign and implement improved processes

    • Finalized contract negotiations with Talent Development Vendor
  • December 9, 2013
    December 9, 2013 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • Activities and Accomplishments
      • Work continues on system design activities.
      • Discussions started on integrations and finalizing faculty offer process.
    • Issues – None at this time.
    • Activities Planned – Continue design discussions.

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

    • Activities and Accomplishments
      • Finalized Phase I job titles with State of Kansas.
      • Phase I changes loaded in HR/Pay.
      • Held additional focus group meetings for Phase II jobs.
      • Deadline extended for JAQ submission to increase response rate.
      • Requested meetings with deans for Phase II plan discussion.
    • Issues – Lower than desired JAQ submission so extended deadline, shortening implementation timeline.
    • Activities Planned
      • Begin meetings with deans.
      • Continue Phase II focus groups.
      • Transmit JAQ files to CBIZ.
      • Meet with General Counsel’s Office to review FLSA process.

    Performance Management:  redesign and implement improved processes

    • Activities and Accomplishments – Project still on hold. Did decide to proceed with purchase of software for learning and performance management.
    • Issues – Purchase must be finalized before end of calendar year.
    • Activities Planned – Make purchase arrangements.
  • November 25, 2013
    November 25, 2013 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • Heavily into “heads down” design of system features.

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

    • Identified and invited all participants to Phase II focus groups.
    • Held focus groups for 4 job families: Food Service Dietary, Healthcare, Museum/Arts and Publishing.
    • Did JAQ follow-ups with staff and managers to increase response rate.
    • Reported to leadership and steering committee on Phase I outcomes.
    • Coordinated finalizing of official job titles with State of Kansas and details for data load of Phase I changes into HR/Pay.

    Performance Management:  redesign and implement improved processes

    • Project still on hold with Classification/Market Study.
  • November 11, 2013
    November 11, 2013 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • Activities & Accomplishments
      • Held 3 day design session with on-site Kenexa consultants.
      • Held meeting for potential users of Kenexa to provide high-level design review. Kenexa was available remotely to answer questions. Attended by about 20 faculty/staff.
      • Finalized HireRight contract issues.
    • Issues – None at this time.
    • Activities Planned
      • Heavily into “heads down” design of system features.

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

    • Activities & Accomplishments
      • Provided information to campus regarding subsequent Study process, phases, and timelines.
      • Phase I notice letters were sent to 1,444 staff, with a response rate of 1,259 (87%) as of October 23, 2013.
      • As of October 23, 2013, we had 486 responses from 501 university support staff (USS) who had the option to move to unclassified professional staff (UPS) positions. Of the 486, 300 (61.7%) decided to go to UPS, and 180 remained USS (37%).
      • Coordinated system changes and uploads for Budget and HR/Pay systems for Phase I.
      • Notified campus departments of final changes for Phase I.
      • Disseminated JAQ link to staff in subsequent phases. Staff completion deadline is November 8th; supervisory completion deadline is November 15th.
      • Began participant identification and invitation process for Phase II focus groups.
    • Issues – Work volume continues to be significant.
    • Activities Planned
      • Activate Phase II focus groups and begin job title and structure review process.
      • Transmit JAQ files to CBIZ.
      • Meet with deans to review Study process.

    Performance Management:  redesign and implement improved processes

    • Activities & Accomplishments – Project still on hold with Classification/Market Study.
      • Confirmed that vendor price offer valid through calendar year.
    • Issues – Ability to activate project based on current work demands.
    Activities Planned – Still on hold.
  • October 28, 2013
    October 28, 2013 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • Held Phase 2 kick-off meeting with Stakeholder Group and updated Leadership Group on Phase 2 status.
    • Had “discovery” calls with Kenexa implementation team and set schedule for on-site design meetings.
    • Invited two campus participants to on-site design meetings.

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

    • Held Stakeholder & Leadership meetings for updates on Phase I and subsequent phases.
    • Disseminated over 1400 employee notices of Study changes, with notices to supervisors.
    • Responded to multiple inquiries from staff and managers about job title assignments, resolving issues that arose with meetings, emails and/or phone consultation.  Reviewed additional job information as needed.
    • Resolved handling of longevity bonus difference for those receiving longevity bonuses after November 10, 2013. Affected staff notified of additional payment.
    • Updated Study website with job title and salary grade information.
    • Held planning meetings for JAQ process with CBIZ and OIRP for subsequent study phases.

    Performance Management:  redesign and implement improved processes

    • Project still on hold with Classification/Market Study.
    • Confirmed that vendor price offer valid through calendar year.
  • October 14, 2013
    October 14, 2013 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • Activities & Accomplishments
      • Implementation team has begun initial discovery conversations with project team.
      • Kenexa is establishing tentative project timeline.
      • Met with CLAS reps to provide updates on project and information about system enhancements.
    • Issues – None at this time.
    • Activities Planned
      • Provide updates to stakeholder groups.
      • Coordinate on-site design meetings with Kenexa.

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

    • Activities & Accomplishments
      • Held final town hall meetings. Final attendance at 12 town halls and various meetings was 859.
      • Disseminated lists of final job title determinations to about 80 unit leaders.
      • Updated website with town hall materials and salary guidelines and communicated those to campus.
      • HR agreed with approximately 80% of the assignments, requesting changes to only 20% of the job titles. After reviewing the additional position information provided by units, HR made approximately 73% of the unit requested changes to job titles. Overall HR only varied from departmental requests for about 5% of the final job title assignments.
      • Finalized details for CBIZ engagement for subsequent study phase.
      • Discussed use of FLSA computer exemption with CBIZ.
      • Notified campus of employee notice distribution timeline.
    • Issues – Need to make determination regarding bonus amount for those USS eligible to receive a bonus after November 10th.
    • Activities Planned
      • Incorporate feedback from unit leaders prior to disseminating employee notices.
      • Disseminate employee notices.
      • Resolve any remaining job title differences as appropriate.
      • Begin planning for subsequent phases.

    Performance Management:  redesign and implement improved processes

    • Activities & Accomplishments – Project on hold with Classification/Market Study.
    • Issues – Ability to activate project based on current work demands.
      • Activities Planned – Still on hold.
  • September 27, 2013
    September 27, 2013 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • Held introductory meetings with Kenexa team; reviewed/finalize scope of work.
    • Provided project update to deans, directors & chairs.

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

    • Disseminated information to Phase 1 staff about study, including retirement options for those moving from USS to UPS. Provided individualized retirement illustrations to those being offered move to UPS.
    • Conducted 7 informational town halls and meetings for those having the option to move from USS to UPS and for staff governance organizations; approximately 314 in attendance.
    • Disseminated study job assignments to unit leaders for feedback, meeting with those as requested.
    • Reviewed feedback from unit leaders with HR staff for final determinations.
    • Communicated project progress to campus.
    • Consulted CBIZ about phase 2 engagement and finalized contract.
    • Consulted CBIZ about FLSA topics.

    Performance Management:  redesign and implement improved processes

    • References completed with positive results.

    Update - September 16, 2013

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Activities & Accomplishments
      • Held review of scope document for Phase 2 with Kenexa.
      • Names of implementation team made known to us.
    • Issues – None at this time for Kenexa project; still experiencing TAM performance issues.
    • Activities Planned
      • Awaiting beginning steps of Phase 2 with Kenexa implementation team.

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

    • Activities & Accomplishments
      • Met with Academic Council to describe fiscal impact of Phase 1.
      • Distributed preliminary assignments of jobs to deans, VPs, and designated research center directors.
      • Finalized communication emails to staff.
      • Obtained individualized KPERS/KBOR retirement comparisons from TIAA/ING.
      • Consolidated feedback on jobs from various focus groups.
      • Continued to finalize salary administration process guidelines with leadership.
      • Achieved tentative agreement for salary increases with labor unions.
      • Worked out details of Phase 2 engagement with CBIZ.
      • Planned discussions with unit leaders regarding FLSA designations.
      • Issues – Managing myriad details of implementation steps and change management activities with campus stakeholders.
    • Activities Planned
      • Distribute employee notices.
      • Hold stakeholder town hall meetings.
      • Process feedback from campus managers’ review of job assignments and FLSA designations.

    Performance Management: redesign and implement improved processes

    • Activities & Accomplishments
      • Reference checks being conducted.
    • Issues – None at this time
    • Activities Planned
      • Review references and begin contract negotiations.
  • September 3, 2013
    September 3, 2013 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • Approved Phase 2 Statement of Work (SOW) submitted to Kenexa

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

    • Communicated general parameters of Phase 1 to deans.
    • Finalized communication plan and Phase 1 implementation timeline.
    • Confirmed policy/process guidelines from leadership.
    • Partnered with Budget Office to develop data management tool for implementation.

    Performance Management:  redesign and implement improved processes

    • Top vendor identified and submitted to leadership for approval.
    • Developed reference check questions.
  • August 19, 2013
    August 19, 2013 —

    Hiring and Recruiting:  streamline processes and increase HR workflow implementation

    • Activities & Accomplishments
      • Statement of Work (SOW) for phase II approved after legal review
      • Internal HR discussion of fields for “forms”
      • Began discussions with SSC about keying funding updates in HR/Pay.
    • Issues – None at this time
    • Activities Planned
      • Begin configuration when Kenexa team assigned.

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

    • Activities & Accomplishments
      • Continued review of market data with focus groups and HR staff.
      • Determined phase 1 job titles for implementation.
      • Established timeline and associated administrative decisions for implementation.
    • Issues – Marshaling resources to complete all phase 1 tasks.
    • Activities Planned
      • Finalize communication plan.
      • Finalize reviews for phase 1 jobs by end of August.

    Performance Management:  redesign and implement improved processes

    • Activities & Accomplishments
      • Finished vendor demos and compared vendors.
      • Identified top vendor contenders.
    • Issues – None at this time
    • Activities Planned
      • Begin contract discussions.
  • August 5, 2013
    August 5, 2013 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • On hold awaiting Kenexa implementation team assignment.
    • Provided updates to PRS in annual meetings.

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

    • Continued review of market data with focus groups and HR staff.
    • Obtained additional job title summary information from CBIZ.
    • Provided updates to PRS in annual meetings.

    Performance Management: redesign and implement improved processes

    • Four vendor demos conducted and participant feedback solicited.
    • Provided updates to PRS in annual meetings.
  • July 22, 2013
    July 22, 2013 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Activities & Accomplishments
      • Phase II statement of work completed & submitted to General Counsel.
    • Issues
      • None at this time
    • Activities Planned
      • Awaiting assignment of Phase II Kenexa team to begin configuration.
      • Review existing processes for any needed changes in Kenexa environment.

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

    • Activities & Accomplishments
      • Preliminary reviews continue.
      • Held meetings with project leadership and stakeholders.
      • Discussed data mapping to salary administration system with vendor.
    • Issues
      • None at this time
    • Activities Planned
      • Continue reviews.
      • Develop implementation strategies.

    Performance Management: redesign and implement improved processes

    • Activities & Accomplishments
      • Top four vendors identified after RFP review.
      • Vendor demos scheduled and stakeholders invited.
    • Issues
      • None at this time
    • Activities Planned
      • Conduct vendor demos.
  • July 8, 2013
    July 8, 2013 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • HR staff trained on system configuration for next phases.
    • Stakeholders identified and invited to serve.
    • Continued to work on Phase II statement of work and onboarding software analysis.
    • Updates provided to campus.

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

    • Updates provided to campus and governance.
    • Preliminary reviews continue.
    • Updates provided to campus.

    Performance Management: redesign and implement improved processes

    • Vendors responded to RFP.
    • Preliminary review completed by leadership.
    • Stakeholders identified and invited to participate.
    • Updates provided to campus.
  • June 24, 2013
    June 24, 2013 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Activities & Accomplishments
      • Faculty recruitment for Phase I of Kenexa Brass Ring successfully went live on June 3, 2013, without any issues from applicants or search committees. Phase I was restricted to posting, applicants submitting materials, and search committees viewing applicants.
      • Continued to work on Phase II statement of work.
    • Issues
      • Some work-arounds will be needed.
    • Activities Planned
      • Finalize Phase II statement of work.
      • Identify/invite Stakeholders for Phase II.
      • Analyze onboarding software options.

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

    • Activities & Accomplishments
      • Updates provided to governance.
      • Preliminary review continues.
    • Issues
      • CBIZ continuing to provide job title summary information.
    • Activities Planned
      • Continue preliminary reviews with input from various contacts.
      • Formulation of implementation plans.
      • Receive additional information from CBIZ.

    Performance Management: redesign and implement improved processes

    • Activities & Accomplishments
      • RFP response deadline approaching.
    • Issues
      • Awaiting RFP responses.
    • Activities Planned
      • RFP reviews and set up demos with top contenders.
  • June 10, 2013
    June 10, 2013 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Configuration, testing, and communication completed for Phase I.

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

    • Updates provided to governance.
    • Preliminary review continues.

    Performance Management: redesign and implement improved processes

    • RFP developed and posted.
  • May 24, 2013
    May 24, 2013 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Activities & Accomplishments
      • Configuration activities for phase I completed.
      • Began user-acceptance testing (UAT), to include ROC and HR Recruitment staff.
      • Met with the majority of the deans about recruitment and other CFE projects.
    • Issues
      • Need a few more days beyond June 1 for system to go-live.
    • Activities Planned
      • Finish UAT and finalize implementation and communication details.
      • Define statement of work for phase II of project.

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

    • Activities & Accomplishments
      • Met with leadership, HR staff, and small work group to review details of CBIZ recommended classification structure.
    • Issues
      • Review of classification structure difficult minus clear title definitions from CBIZ.
    • Activities Planned
      • Formulation of implementation plans.
      • Progress report to campus.

    Performance Management: redesign and implement improved processes

    • Activities & Accomplishments
      • Viewed demo of Kenexa PM/LM systems.
      • Determined that RFP should be reopened for vendor bidding.
    • Issues
      • Need to determine if PM/LM implemented first.
    • Activities Planned
      • Develop RFP.
  • May 13, 2013
    May 13, 2013 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Activities & Accomplishments
      • Recruitment project charter approved by leadership.
      • Initial governance meetings held.
      • Kenexa implementation team assigned.
      • Began work on configuration details with Kenexa.
      • Began meetings with deans about recruitment and other HR CFE projects.
    • Issues
      • Ambitious implementation timelines for recruitment project.
    • Activities Planned
      • Work on project plan tasks from Kenexa for June 1st recruitment implementation.

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

    • Activities & Accomplishments
      • Compensation Analyst participated in CBIZ reviews of JAQs.
      • Received preliminary CBIZ study results.
      • Reviewed preliminary CBIZ information with governance groups.
    • Issues
      • Magnitude of tasks to be accomplished.
      • Determination of available funding and schedule for implementation.
    • Activities Planned
      • Deep dive review of CBIZ information with HR staff and key contacts.
      • Formulation of implementation plans.
      • Progress report to campus.

    Performance Management: redesign and implement improved processes

    • Activities & Accomplishments
      • Scheduled demo with Kenexa on products.
      • Formulated governance groups.
    • Issues
      • Handling multiple, complicated projects.
      • Determine order of project implementation.
    • Activities Planned
      • Develop RFP if warranted.
      • Hold Kenexa demo.
      • Formulate needed purchasing plans if warranted.
  • April 30, 2013
    April 30, 2013 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Project Charter finalized with acceptances from Stakeholders.
    • Materials describing processes submitted to Kenexa.
    • Garnered leadership support for purchase of onboarding module.

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

    • JAQ responses reported to campus via email and webpage update.

    Performance Management: redesign and implement improved processes

    • Determined RFP necessary if additional vendors considered.
  • April 15, 2013
    April 15, 2013 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Activities & Accomplishments
      • Finalized phase 1 statement of work and contract signed by all parties.
      • Governance members identified and invited to participate.
      • Project charter updated.
    • Issues
      • Awaiting assignment of Kenexa implementation team.
      • Issues getting system administrators enrolled for training.
    • Activities Planned
      • Start project with implementation team.
      • Finalize project charter.

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

    • Activities & Accomplishments
      • Provided project updates to Steering, Stakeholder committees & campus.
      • JAQs submitted to CBIZ, 63% response for staff & 71% for supervisors.
    • Issues
      • None at present
    • Activities Planned
      • Communicate results of JAQ process to campus.

    Performance Management: redesign and implement improved processes

    • Activities & Accomplishments
      • None at present
    • Issues
      • Need to determine if new RFP is needed.
    • Activities Planned
      • Determine if new RFP is needed.
  • April 1, 2013
    April 1, 2013 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Reviewed vendor statement of work for June 1, phase 1 of project – faculty recruitment.
    • Awaiting contract review by General Counsel's Office.

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

    • JAQs (Job Analysis Questionnaires) being received; extended deadlines to provide more processing time.
    • Held two Town Hall meetings, recorded day time Town Hall meeting, and held informational meetings with several units.

    Performance Management: redesign and implement improved processes

    • No new updates.
  • March 18, 2013
    March 18, 2013 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Activities & Accomplishments
      • Final vendor review by leadership.
      • Applicant vendor selection made.
    • Issues
      • Necessary to identify tasks which can be accomplished by June 1 implementation date.
    • Activities Planned
      • Begin planning activities with vendor.

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

    • Activities & Accomplishments
      • Distributed JAQ link and instructions to over 3000 campus staff. Three completion methods articulated as acceptable.
    • Issues
      • JAQ is long and complex.
      • Timing of JAQ distribution accompanied many other significant campus changes.
    • Activities Planned
      • Follow-up as needed with study topics.

    Performance Management: redesign and implement improved processes

    • Activities & Accomplishments
      • Participated in campus demonstrations of instructional learning management vendors.
    • Issues
      • Instructional learning management vendors do not meet needs of administrative training.
    • Activities Planned
      • Reinitiate purchase process for performance management and learning management systems.
  • March 4, 2013
    March 4, 2013 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Submitted report of vendor review and made recommendations to leadership.

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

    • Campus announcement made by Diane Goddard and to supervisors by HR.
    • Implemented Wufoo based JAQ distribution method with OIRP.
    • Link to CBIZ JAQs provided to employees and supervisors.
    • Informational website went live.

    Performance Management: redesign and implement improved processes

    • Participated in review of campus, instructional LMS.
  • February 17, 2013
    February 17, 2013 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Activities & Accomplishments
      • Alternate search website announced to campus
      • Campus users viewed applicant vendors and provided input
      • Vendor references checked
    • Issues
      • Need leadership input
    • Activities Planned
      • Obtain leadership input
      • Need to start vendor negotiations

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

    • Activities & Accomplishments
      • Held leadership and stake holder kick-off meetings with CBIZ
      • Coordinated next step details with CBIZ
    • Issues
      • CBIZ preference for format of JAQs
    • Activities Planned
      • Announce study to campus
      • Work out JAQ format/distribution details

    Performance Management: redesign and implement improved processes

    • Activities, Accomplishments and Plans – Participate in campus review of learning management vendor
  • February 4, 2013
    February 4, 2013 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Conducted campus PRS update sessions for recruitment and HR/Pay.
    • Applicant vendor RFP issued.
    • Alternate search website testing finalized.
    • Conducted applicant vendor demos.

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

    • Began RFP development for market survey software.
    • Analyzed limitations of ImageNow position descriptions.

    Performance Management: redesign and implement improved processes

    • No new updates – on hold
  • January 22, 2013
    January 22, 2013 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Moved two small TAM modifications into production to ease user experience. Other possible modifications identified with consultant assistance.
    • Tested alternate web site listing vacancies in the absence of system functionality for user friendly vacancy searches.
    • Collected applicant demographic information using Wufoo tool.
    • Technical difficulty for applicants completing evaluation was fixed.
    • Developed statement of work for applicant vendor RFP.
    • Scheduled update sessions for campus Personnel Related Staff (PRS).
    • Application data for over 500 faculty applicants manually moved to Hawk Drive.

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

    • Scheduled governance/leadership kick-off meetings for market study.
    • Obtained vendor access to ImageNow position descriptions.

    Performance Management: redesign and implement improved processes

    • Additional references for vendor were not positive.
  • January 7, 2013
    January 7, 2013 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Held functional and technical deep-dive discussions of applicant product with vendor.
    • Contacting references of clients with live applicant product.
    • Developed Wufoo survey to collect applicant demographic data for federal reporting in the absence of system functionality.
    • Developed alternate web site listing vacancies in the absence of system functionality for user-friendly vacancy searches.
    • Two small modifications to TAM in final test to improve applicant system use.
    • Manually moving faculty search materials to Hawk Drive.
    • PeopleAdmin site closed down.

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

    • Signed final contract with CBIZ.
    • Had initial planning contacts with CBIZ.
    • Submitted governance committee members to executive leadership for approval.
    • Developed prototype website for handling study information.

    Performance Management: redesign and implement improved processes

    • Reviewed and received approval of 5-year professional development plan from executive leadership.
    • Seeking additional references for vendor product from sites with live product for performance and learning management (PM & LM) systems.
  • December 26, 2012
    December 26, 2012 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • No current updates

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

    • No current updates

    Performance Management: redesign and implement improved processes

    • No current updates
  • December 10, 2012
    December 10, 2012 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Participated in demonstrations from top two vendors for performance and learning management systems to determine their viability for a recruitment system.
    • Held preliminary cost negotiation session with preferred recruitment system vendor.
    • Assisted in preparation of press information regarding TAM problems.

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

    • Received leadership support for vendor cost projections.
    • Identified information needed by vendor to begin market study.

    Performance Management: redesign and implement improved processes

    • Preliminary master professional development plan ideas provided to Leadership.
  • November 26, 2012
    November 26, 2012 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Business process changes were reviewed with Huron consultants for conformity to original plans.
    • Conducted "Lessons Learned" sessions for campus Time Reviewers and Hiring Managers.
    • Reviewed with Leadership and Huron the TAM and ROC issues identified in contacts with deans' staff. Planned short-term TAM intervention.
    • HR developed its own set of known functionality limitations with TAM.
    • Consultant hired for two weeks provided some opinions regarding identified TAM functionality issues and workflow.
    • Began visits with deans' and SSC staff to further identify TAM and ROC issues.
    • Staff updated faculty postings to redirect applicants to HR site for applicant materials.
    • Staff worked with IT to provide application completion directions within TAM.
    • Campus was notified of short-term TAM measures.

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

    • Met with Market Study vendor and clarified pricing scheme for consulting services; provided preliminary prices to Leadership.

    Performance Management: redesign and implement improved processes

    • Preferred PM vendor was recommended to Leadership and approval was received to begin negotiations.
    • Met with Enrollment Management staff to explore their competency based performance management approach and identified alignments with their project.
    • Participated in demonstration of Wufoo to determine applicability for campus training and communication strategies.
    • Reviewed internal process with HR staff for handling probationary periods for campus staff.
    • Met with Learning and Development Advisory Council and Stakeholders to identify components of master campus training plan. Reviewed best practice information obtained by Huron to identify desired outcomes.
    • Obtained short extension for submission of master campus training plan.
  • November 12, 2012
    November 12, 2012 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Met with Shared Service Center (SSC) Steering Committee to discuss personnel topics related to staff assignments to SSCs
    • "Lessons Learned" sessions were conducted with campus Personnel Related Staff/Time Reviewers to discuss TAM and Time/Labor topics

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

    • Reviewed/finalized study objectives.

    Performance Management: redesign and implement improved processes

    • Participated in 4 performance management (PM) vendor demonstrations by RFP respondents. Included learning management in system considerations.
    • Met with PM steering committee and identified preferred vendor to recommend to leadership.
  • October 29, 2012
    October 29, 2012 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • PeopleSoft Talent Acquisition Management (TAM) went live October 8, 2012.
    • Launched attractive new spring board web page for TAM which was portrayed as employment page for the University.
    • ROC began utilizing TAM to assist departments in recruitment efforts.

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

    • Finished last compensation study vendor demo.
    • Met with Steering Committee to review vendor selection criteria; negotiations to begin.

    Performance Management: redesign and implement improved processes

    • Finalized steering committee and stakeholder appointments.
    • Discussed project goals with leadership.
    • Began vendor demos.
  • October 1, 2012
    October 1, 2012 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Finalizing HR/Pay system components of hiring/recruitment process.
    • Provided hiring manager overview of new recruitment processes/systems.

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

    • Demonstration dates are set for vendors responding to compensation RFP.
    • Governance structure for project is being finalized.

    Performance Management: redesign and implement improved processes

    • RFP vendor bid deadline extended; awaiting responses.
  • September 17, 2012
    September 17, 2012 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Testing in progress for new Talent Acquisition Management (TAM) and ImageNow recruitment bundle with new processes.
    • Campus training in progress for the above.

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

    • Testing & campus training in progress for new ImageNow with new process.
    • Identification of stakeholders for compensation study in progress.

    Performance Management: redesign and implement improved processes

    • RFP posted for performance management consultant.
  • September 4, 2012
    September 4, 2012 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Testing of ImageNow recruitment bundle is underway

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

    • Testing of ImageNow position description is underway
    • Vendors submitted bids for compensation survey and their bids are being analyzed

    Performance Management: redesign and implement improved processes

    • The RFP for a performance management system was finalized, approved by leadership on both campuses, and is soon to be posted
  • August 20, 2012
    August 20, 2012 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Discussions continue for the future revisions of the GTA/GRA/GA recruitment and hiring process.

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

    • Bids have been submitted from vendors for the staff compensation study and are being reviewed.

    Performance Management: redesign and implement improved processes

    • An RFP is being finalized for a performance management system to be reviewed by University leadership.
  • August 6, 2012
    August 6, 2012 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Continued discussions with campus stakeholders on GTA/GRA/GA hire processes.
    • ROC assumed responsibility for student hourly recruitment in PeopleAdmin in preparation for shift to TAM.

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

    • Awaiting vendor responses to compensation RFP for review.
    • ROC and HR recruiters participating in ImageNow testing.

    Performance Management: redesign and implement improved processes

    • Worked with core KUL/KUMC group to identify essential components of performance management system.
    • Reviewing drafts of RFP.
  • July 23, 2012
    July 23, 2012 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • ROC staff continues to be hired and trained
    • Process changes are being incorporated in Talent Acquisition Management and Image Now system testing

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

    • RFP for compensation study consultant was posted and bids are being submitted
    • Process changes are being incorporated in Image Now system testing

    Performance Management: redesign and implement improved processes

    • Research is being conducted on possible performance management systems
    • RFP development has begun for purchase of performance management system
  • July 9, 2012
    July 9, 2012 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Participated in campus CFE town hall meeting on HR panel
    • Worked internally with staff to identify ROC/HR duty alignment

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

    • Compensation Analyst began employment at KU
    • Details of RFP for compensation study were finalized

    Performance Management: redesign and implement improved processes

    • Continued discussion of performance management software tool
    • Spoke with staff about the development of a comprehensive campus training plan
  • June 25, 2012
    June 25, 2012 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Recorded “Sneak Preview” of recruitment process changes was made available to campus.
    • Some staff members for the HR Recruitment and Onboarding Center (ROC) were selected.
    • The physical location for the ROC was identified and furnishings acquired.
    • A campus announcement was made about the installation of time collection devices.

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

    • A compensation analyst was selected.
    • There were discussions about potential consultants to assist with the compensation study.

    Performance Management: redesign and implement improved processes

    • Potential vendors of performance management systems were discussed.
  • June 11, 2012
    June 11, 2012 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Design work continued on Image Now e-forms to provide input information for the recruitment and hiring processes
    • Campus work groups continued discussions on revising the recruitment and hiring process for GTAs, GRAs and GAs

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

    • Design work continued on Image Now e-forms to collect information for position descriptions
    • Finalists were interviewed for the HR Compensation Analyst position

    Performance Management: redesign and implement improved processes

    • Discussions were held with KUMC about comparability of disciplinary processes
  • May 29, 2012
    May 29, 2012 — Hiring and Recruiting: streamline processes and increase HR workflow implementation
    • Campus previews were conducted to describe recruitment business processes changes and introduce the use of Image Now as part of the process; about 200 staff attended
    • Review and development continued for Image Now in the recruitment process
    • Discussions regarding the GTA/GRA/GA hire process were ongoing
    Job Descriptions: standardize descriptions and create KUL/KUEC salary bands
    • Interviews for an HR Compensation Analyst were conducted
    • Review and development of a position description and position data form and workflow in Image Now were ongoing
    Performance Management: redesign and implement improved processes
    • Discussions were held with the campus business process team to identify broad parameters of a new performance management approach for campus
  • May 14, 2012
    May 14, 2012 — Hiring and Recruiting: streamline processes and increase HR workflow implementation
    • Work continues on the design of Image Now recruitment materials to supplement PeopleSoft functionality.
    • Recruitment began for HR shared services center staff.
    Job Descriptions: standardize descriptions and create KUL/KUEC salary bands
    • Work continues on the design of Image Now position description materials to supplement PeopleSoft functionality.
    • Compensation analyst candidates have been identified for interview.
    Performance Management: redesign and implement improved processes
    • Identified components of future performance management system with Business Redesign committee.
  • April 30, 2012
    April 30, 2012 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Work began on the design of recruitment and onboarding materials in Image Now to supplement PeopleSoft functionality.
    • Coordinated with the Shared Service Centers team to discuss staff job duties and space for the centers.

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

    • Work began on the design of position management materials in Image Now to supplement PeopleSoft functionality.

    Performance Management: redesign and implement improved processes

    • Feedback was sought and obtained from staff governance organizations regarding the draft probationary status policy.
  • April 16, 2012
    April 16, 2012 —

    Hiring and Recruiting: streamline processes and increase HR workflow implementation

    • Focus group meetings were held with research, faculty, and student hourly stakeholders to discuss ramifications of a policy change to disallow back-date offers.
    • An HR/Pay system preview was planned to introduce hiring managers to PeopleSoft Talent Acquisition Management and upcoming business process changes.
    • Job Descriptions: standardize descriptions and create KUL/KUEC salary bands
    • Project scope with Image Now consultants was developed to include position management data with workflow, including position descriptions by July 2012.
    • Search began to hire a senior compensation analyst in HR to coordinate the future compensation study and handle the salary administration program.
    • Performance Management: redesign and implement improved processes
    • A draft policy to establish a probationary period for KU-Lawrence and KUMC unclassified professional and university support staff was reviewed with and supported by staff governance.
  • April 2, 2012
    April 2, 2012 —
    • Hiring and Recruiting: streamline processes and increase HR workflow implementation
    • A recruitment approval workflow has been identified that allows varied approvers, based on the type of vacancy being filled.
    • A policy decision has been made to disallow back-dated offers/hires for employees.
    • Assembled a work group to plan and implement a Recruitment and Onboarding shared service center. This shared service center will handle recruitment and onboarding activities for student, faculty, and staff searches for all departments on campus. Staff in this shared service center will eventually become part of the more comprehensive Shared Service Centers. Members of this work group are Mike Broadwell (Libraries), Kip Grosshans (Student Housing), Jason Hornberger (Administration & Finance), Angie Loving (Human Resources), Karla Williams (School of Business).
    • Job Descriptions: standardize descriptions and create KUL/KUEC salary bands
    • The use of ImageNow to support the position management and recruitment processes has been given high priority status to finalize by HR/Pay "go-live" in July 2012.
    • Salary bands will be addressed after the compensation study, which begins in late summer 2012.
    • Performance Management: redesign and implement improved processes
    • Some system vendors of performance management were reviewed.
    • Performance management system requirements will be established in the near future.
  • March 19, 2012
    March 19, 2012 —
      KU's HR Unit: create strategic role and redesign organizational chart
    • HR will be hiring a staff member to coordinate the compensation function not currently handled by HR.
    • Hiring and Recruiting: streamline processes and increase HR workflow implementation
    • HR has been identified as one of the key projects for utilizing ImageNow workflow.
    • Details continue to be developed and finalized for recruiting and onboarding processes.
    • Job Descriptions: standardize descriptions and create KUL/KUEC salary bands
    • A compensation study will be launched in late summer with consultant assistance.
    • Performance Management: redesign and implement improved processes
    • Research will begin to identify best practices and potential system vendors for improving performance management.
  • March 5, 2012
    March 5, 2012 —
    • Sought and obtained feedback from Unclassified Senate Executive Committee on proposal for probationary period for unclassified professional staff.
    • Began discussions with campus stakeholders for GTA/GRA/GA hiring processes to be handled in PeopleSoft Talent Acquisition Management. Target implementation of Spring 2013 identified.
    • Discussions have begun for ImageNow use in HR business processes and workflow for onboarding and position management. HR team members identified.
    • Finalized development of HR Compensation Analyst job description with recruitment to begin soon. Will be key staff member in conducting compensation study.
  • February 13, 2012
    February 13, 2012 —
    • Continued focus on HR business processes.
    • Identified potential policy change regarding probationary status for staff.
    • Reviewed steps of recruitment and hire processes to confirm potential changes.
    • Confirmed that HR would handle student hourly recruitment process.
    • Viewed options for performance management systems.
  • February 6, 2012
    February 6, 2012 —
    • Identified changes for student hourly recruitment process to align with Talent Acquisition Management (TAM), new PeopleSoft applicant tracking module.
    • KU, Lawrence and KUMC continued definition of faculty offer letter process by the Provost Office utilizing TAM.
    • KU, Lawrence and KUMC started defining GTA/GRA/GA student recruitment process utilizing TAM.
    • KU, Lawrence and KUMC continued discussion about needed changes in the performance management process.
  • January 23, 2012
    January 23, 2012 —

    The CFE HR project has focused on the review and improvement of key HR business processes and policies. KU, Lawrence and KUMC colleagues have engaged in this review to improve consistency and efficiency by bringing the two HR campuses’ processes and policies into closer alignment. The Process Redesign Work Group is focusing on the following HR processes: recruitment, hiring, termination, appointment maintenance, funding updates, and performance management. The review of current processes to suggest improvements and related policy changes should be completed by the end of February when implementation recommendations will be provided.

Subscribe to Department News

Changing for Excellence Feedback
KU Today
Changing for Excellence News

NACUBO Cover

Changing for Excellence was the featured cover story in the January, 2015 edition of Business Officer, the official magazine of the National Association of College and University Business Officers (NACUBO). You can read the full story online.

One of 34 U.S. public institutions in the prestigious Association of American Universities
44 nationally ranked graduate programs.
—U.S. News & World Report
Top 50 nationwide for size of library collection.
—ALA
23rd nationwide for service to veterans —"Best for Vets," Military Times