HR User Group Meeting

February 26, 2019

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Agenda

Topic PresenterWelcome and Reminders Vicki Bradley

People Admin-Workflow Changes-Careers at Carolina Candidate Notification-Graystone Group Advertising

Roseanda HallDon JonesCourtney Carey

A New Look is Coming to ConnectCarolina Rajani Day and Jen Bartush

EHRA Student Auto Terminations Corrie Mimms

2019 First Half Programs Vicki Bradley

PeopleAdmin Workflow Changes

Roseanda Hall

Lead Employment Consultant

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PeopleAdmin Workflow Changes

PeopleAdmin Subcommittee Goals

Eliminate approvals in PeopleAdmin workflow process

Mirror EHRA-NF and SHRA workflow states

Re-name or eliminate workflow states

Align workflow states with updated screening process

Keep applicants better informed through-out the hiring process

Reduce and clarify non-selection codes

Update and streamline EHRA-NF and SHRA Hiring Proposals

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• EHRA-NF Approver removed from EHRA-NF Posting

• EEO Approver removed from Applicant Review and the Hiring Proposal

• OHR Employment Approver removed from EHRA-NF Hiring Proposal

PeopleAdmin Workflow Changes

Workflow Approvals

Improvements

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PeopleAdmin Workflow Changes

Applicant Review Process

Re-name “Interim” and “Pre-Interview” to Applicant Review

Create Recruitment Coordinator user group

Update workflow states to reflect changes to screening process

Update workflow states to better inform candidates

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Applicant Workflow States

Not Interviewed, Not Selected (Email)

Under Consideration

Screening Interview, Not Selected (Email)

Screening Interview, Hold for Possible Interview

Selected for Interview

Interviewed, Not Selected (Email)

Interviewed, Not Selected (No Email)

Approved for Interview

Under Review

Interviewed, Selected

EC Determined did not meet minimum qualifications

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PeopleAdmin Workflow Changes

Applicant Review Workflow States

SHRA Layoff Priority and

Bypass Workflow States stay the same

Withdrawn Canceled Declined Offer System determined

did not meet minimum

qualifications

Hired

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Applicant Review

Workflow States

Applicant Review Workflow States

Eliminated 12 SHRA and 20 EHRA – NF Workflow States

PeopleAdmin Workflow Changes

Candidate Facing Text• System/EC Determined did not Meet Mins Not Referred• Under Review Referred• Under Consideration Referred• Not Interviewed, Not Selected, (Email) Not Selected• Screening Interviewed, Not Selected, (Email) Not Selected• Selected for Screening Interview, Hold Referred• Selected for Interview Selected for Interview• Interviewed, Not Selected, (Email) Not Selected• Interviewed Selected Interviewed• Interviewed, Not Selected, No Email Interviewed• Hired Hired• Canceled Canceled• Withdrawn Withdrawn

PeopleAdmin Workflow Changes

Non-Selection Reason Codes

• Align non-selection reason codes with new non-selection workflow states

• Streamlined non-selection reason codes to be more similar for SHRA and EHRA Non-Faculty where possible

• Eliminated non-selection reason codes that were not being utilized

PeopleAdmin Workflow Changes

• Streamlined title of forms to EHRA Non-Faculty Hiring Proposal and SHRA Hiring Proposal

• Added fields to provide additional information and to generate Offer Letter

• Removed fields no longer utilized• Updated Nepotism language and links to be consistent

with policy and forms• Made some additional fields required to reduce

confusion and time in workflow• Updated links and verbiage under fields• Add calendars for date fields

EHRA Non-Faculty & SHRA Hiring Proposals

PeopleAdmin Workflow Changes

WINS!• Streamlined workflows• Posting, Applicant Review, & Hiring Proposal

process more similar for SHRA & EHRA Non-Faculty• Enhanced applicant experience• Updated forms, links, processes• Interest Card (Careers at Carolina Notifications) are

turned on• Will be adding Graystone Advertising

PeopleAdmin Workflow Changes

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Questions?

PeopleAdmin Workflow Changes

Careers at Carolina Candidate Notification

Don Jones

Employment Consultant

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Careers at Carolina Notification Feature

Careers at CarolinaNotification Feature

Don JonesEmployment ConsultantEmployment & StaffingOffice of Human Resources

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What’s This??

The Careers at Carolina notification feature will allow us to notify candidates when a job vacancy from a pre-determined posting category is available for applications.

Examples: Research & Laboratory Management, Accounting & Finance, Faculty (Fixed Term, Tenure/Tenure Track, Adjunct) and Fundraising & Development.

Careers at Carolina Notification Feature

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Careers at Carolina Notification Feature

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Branding Opportunity

Photo coming soon!

Careers at Carolina Notification Feature

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Campus HR’s Role

The Careers at Carolina notification feature will require HR Reps to indicate a posting category when creating a new posting.

Employment Consultants are available if HR Reps need assistance in choosing the most appropriate job category.

Careers at Carolina Notification Feature

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Questions?

Careers at Carolina Notification Feature

Graystone Group Advertising

Courtney Carey

HR Consultant

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What does Graystone Provide?

Over 23 years of experience providing academic recruitmentservices to help with every recruitment need ranging from:

• Traditional Print Placement• On-Line Posting/Digital Design and Placement• System Integration• Analytics/Reports• Image / Branding / Diversity Programs

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Why Do So Many Academic Institutions Choose Graystone?

Over 500 academic institutions (including UNC Charlotte, East Carolina -theyhave the PA System in place, UNC Greensboro, NC State & major medicalfacilities through out the United States) choose Graystone based on:

• Knowledge:– Their database has over 3,800 recruitment sources including more the

2,800 recruitment web sites.

• Experience:– Dedicated team of full time employees will be assigned to our account.

• Cost Effective:– You only pay the cost of media approved for placement. They look for

savings opportunity based on your history and pass those savings toyou.

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Cont.- Why Do So Many Academic Institutions Choose Graystone?

Over 500 academic institutions (including UNC Charlotte, East Carolina -theyhave the PA System in place, UNC Greensboro, NC State & major medicalfacilities through out the United States) choose Graystone based on:

• Ease of Access:– Will be integrated with People Admin, therefore easier to

navigate. Reduce the administrative burden by reducing thetime frame with fewer steps.

• Full Range of Services:– Knowledge of the healthcare community as well as traditional

academic environment.

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PeopleAdmin Posting Request Sample-GMU with Graystone

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Questions?

Graystone Advertising

New Look Coming to ConnectCarolina

Rajani Day and Jen Bartush

Senior HR Business Analysts

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Background

• ConnectCarolina is an Oracle product called PeopleSoft– New look after 30 years!– ConnectCarolina will be able to take advantage of mobile friendly

capabilities.

• Students will have an entirely new experience, all pages will look different and work differently.

• Employee Self Service and HR users will have a different navigation, but the pages will be the same

• Go Live the weekend of May 17-May 19

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What is Changing in HR?

• Navigation will change.– Favorites in a new place.– Menu is in a new location.

• A new look for the home page.– Ability to change your default home page.– Ability to create a custom home page.

• Worklist location will change.

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Benefits

• New ability to search by keyword (Elastic search). • Multiple ways to get to your pages, choose the one that works

best for you:– Favorites– Search– WorkCenters– Classic Menu– Navigator

• Everybody will use the same log in button to ConnectCarolina.• ConnectCarolina is tailored to you by your role.

– Targeted messaging in the announcements box.

Disclaimer

All of the “New” screenshots are in Draft!

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Key Terms

• Homepage – The first screen you seen will have: Self Service, WorkCenter

Homepage, Student, Faculty, etc.

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Key Terms

• Tile– Buttons on the homepages that contain a link to (1) a website, (2) a

collection of pages or (3) a WorkCenter. They can also display important data.

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Key Terms

• Navigator (Nav Bar) – The new way to navigate (formerly Main Menu). Includes links to

Recent Places and My Favorites

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How will I get to my Paycheck?

• Currently:

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How will I get to my Paycheck?

• Currently:

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How will I get to my Paycheck?

• Currently:

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How will I get to my Paycheck?

• Currently:

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How will I get to my Paycheck?

• New look:

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How will I get to my Paycheck?

• New look:

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How will I get to my Paycheck?

• New Look:

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How will I get to HR WorkCenter?

• Currently:

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How will I get to HR WorkCenter?

• Currently:

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How will I get to HR WorkCenter?

• Currently:

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How will I get to HR WorkCenter?

• New look:

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How will I get to HR WorkCenter?

• New look:

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How will I get to HR WorkCenter?

• New look:

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What Now?

• ITS Change Management is just starting to get the word out via user groups, videos, newsletters, etc.

• Start building the new interface

• Feedback along the way, look out for a Survey!

• Go Live the weekend of May 17-May 19

• Any questions/feedback please reach out to Rajani Day and/or Jen Bartush

EHRA Student Auto Terminations

Corrie Mimms

Senior HR Business Analyst

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EHRA Student Auto Term Process Changes

• Auto-term process will run daily from the 1st through the 14th

of the month.— Anyone with an Expected Job End Date of that day or before will be

auto-termed

• On the 15th of the month the process will terminate anyone with an Expected Job End Date in the current month.

• The process will continue to run for the remainder of the month and terminate anyone with an Expected Job End Date in the current month.— The process will not terminate EHRA Students during EHRA payroll

lockout

New Process Effective February 1, 2019!

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EHRA Student Auto Term Process

• Students with active SHRA and EHRA jobs will not be terminated during an SHRA lockout.

• A student’s job will not be auto-termed if there is an ePAR in progress for that Empl Rec.

• The auto-term process runs around 1am and terminates anyone with an Expected End Date of that day (or before).

• If a student needs to be reappointed, the action must be started prior to their Expected Job End Date OR prior to the 15th of the month, whichever is earlier, to ensure they are not terminated via the auto-term process.

Important reminders!

HR Payroll 2019 First Half Programs

Vicki Bradley

Associate Vice Chancellor, WSEE

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HR Payroll ProgramsUnit Project Unit Project

AllPeopleTools Upgrade (PeopleSoft programming tool)

Class & Comp / EHRA NF

Planning for consistent use of positions by all employee types

AllPortal / User Interface Improvements (FLUID)

Class & Comp / EHRA NF

SHRA/EHRA Position Conversion for IT employees

All SSN Access Restriction (Phase 2) E&SContinue Hiring and Onboarding Improvement project (Phase 1)

AllBuild out data trustee/steward/manager process E&S

PeopleAdmin changes for Hiring and Onboarding Initiative (Phase I)

BenefitsImplement online retirement plan election capabilities EOC Constituency Group Self Selection form

Benefits On-line Benefits Statements FacultyImplement Faculty Activity Reporting System Pilot

BenefitsSelf Service Salary Reduction Agreement) (Analysis/Design) HRIM Testing Automation

BenefitsUNC Health Care BenefitFocus feed (for clinical fellows) (Analysis/Design) Payroll 2018 Annual W2 Processing

Benefits Custom retro calc for fellows Payroll Self-service direct deposit

BenefitsAuto Image Retirement Notification Emails/Letters (Phase I) Records

Alchemy to ImageNow Phase II (conversion)

Campus Solutions

Address Standardization project (Cleanup existing addresses in ConnectCarolina) Reporting

UNC System Office HR Datamart - 2019 changes

Class & CompImplement Online Position Description for SHRA employees Reporting

Enhance HR Reporting capabilities – add additional fields & legacy data

Class & Comp / EHRA NF

Planning for Full Profile Management Implementation Reporting PeopleAdmin Datamart

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Questions?