Minnesota State is an Equal Opportunity Employer and Educator

HR-TSM Project

Leadership Council Work Plan – Initiative 3.2.2 Develop and implement a new systemwide human resources transactional service delivery model Project Goal The Human Resources Transactional Service Model (HR-TSM) is a campus-driven, system-wide effort to migrate HR transactions and payroll services to a shared service environment to improve quality, drive efficiency, and allow campus HR teams to better focus on the strategic needs of their institution.

• From the enterprise perspective, the project strives to create consistent practices across the system, and mitigate the risk that comes from disparate practices.

• From the campus perspective, the project increases capacity for transformational HR work to occur such as strategic workforce planning, talent acquisition, employee engagement, and training and development.

Employee set-up and maintenance Campus culture and employee engagement Faculty workload management Change management

Insurance benefits Diversity, equity, and inclusion Non-insurance benefits Employee and labor relations Paid leave management Employee and leadership development

Payroll processing Intentional recruitment and retention Payroll reconciliation New employee onboarding

Performance evaluation tracking Organizational development Retirement benefits Performance management

Separation and payout calcs Succession planning Status change updates Workforce planning and design

FWM vs. HR-TSM FWM and HR-TSM are separate and distinct:

• The Faculty Workload Management application in ISRS provides an integrated and automated process to transmit faculty assignment data from Academic and Student Affairs to Human Resources.

• HR-TSM is our shared services environment through four regional service centers across the state

that will eventually process all HR and payroll transactions for the system.

Transactional Transformational

Faculty Workload Management June 2018 HR Division Workload Calculations for MSCF

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FWM: Non-Instructional Workload Records (MSCF) Non-Instructional Assignment Type Matrix

• Posted to ISRS HR Applications (FWM) SharePoint site and linked from within the FWM application

• Provides definition of assignment type and contract reference • Reference for calculation rules, required data fields and recommended category

Non-Instructional Projects, Honorariums, Stipends

• 2210 – Honorarium/Stipend o Used for (small) project payment(s) equal to or less than $1,000 in a fiscal year. o These assignment payments do not count toward the 40% salary limitation. o Reminder – a short description must be added to the assignment record.

• 2213 – Non-Instructional Projects o Used for RCE agreements that do not meet the criteria to have the body of work exempt

from the 40% salary limitation. o A copy of the signed agreement (PDF) must be attached to the workload record.

• 4028 – Competitive Grants/Honoraria o Used for RCE agreements that meet the criteria outlined in Article 13, Section 19 and

are therefore exempt from the 40% salary limitation. The work must be: Non-student contact Paid from grant/soft/fenced dollars Faculty must have applied and been awarded the work on a competitive basis.

o All such assignments must also be done as an RCE and a copy of the signed agreement (PDF) must be attached to the workload record.

Faculty Workload Management June 2018 HR Division Notification of Status Changes

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FWM: Notifications of Status Changes System Generated Email Notifications

• System generated email notifications are sent once per day at 8:00am, if records were reset to pending the previous day

• If a record goes from processed to pending, notifications are sent to: o The person who previously approved the record o The person(s) who previously updated the record o All HR Processors with security access for that institution o The faculty member

• If a record goes from approved to pending, notifications are sent to: o The person who previously approved the record o The person(s) who previously updated the record

Actions Generating a Reset to Pending

• An individual with FWM Updater or FWM Approver security rights updates the status • A change to the record is identified through the Term Course/FWM Sync Process that could

potentially result in a change to the faculty member’s workload and/or scheduled compensation.

o Complete record Term Course/FWM Sync Process Complete records sync twice per day: 6am and 2pm Includes changes to cost center, department head/approver, bargaining records

(bargaining unit, job class, base salary), appointment status (tenured/unlimited, temporary part time/fixed term, adjunct, etc.)

Complete sync process runs for 60 minutes o New course records and changes to existing records sync process

Runs every 15 minutes from 7am-2pm and 3pm-7pm • Changes identified through the sync process that cause a record to be reset to pending include:

o A change to the instructor meeting dates for the course o A change in instructor assigned to the course o A cancellation of the course o A change in instructor credit load for the course o A change in instructor type (Community College vs. Technical College Faculty)

2

o A change in enrollment for a course that uses enrollment in load calculations FWM recalculates credit load for any increase in enrollment through the final

business day of the course FWM recalculates credit load for any decreases in enrollment only through the

5th business day of the course o A change in cost center for the workload record

Identifying Status Changes

• Filter Approver Summary to “Changes Pending” o From the search results, use “Expand” to view only records in a “Pending” Status

• When a change to the record is identified through the Term Course Sync, the status is reset to identify the reason for the change:

o A change to the instructor meeting dates for the course Status: Pending-DateChange

o A change in instructor assigned to the course Status: Pending-StatusChange

o A cancellation of the course Status: Pending-Cancelled

o A change in instructor credit load for the course Status: Pending-PayCalc-Cr

o A change in instructor type (Community College vs. Technical College Faculty) Status: Pending-PayCalc-Base

o A change in enrollment for a course that uses enrollment in load calculations Status: Pending-PayCalc-Enr

o A change in cost center for the workload record Status: Pending-CostCenter

Reviewing Records versus Approving Records

• Workload records require approval from the Department Head identified in Term Course • Faculty under your supervision may have assignments in departments for which you are not

identified as the Department Head. In this case, the workload record will appear in your summary for review.

• These workload records may appear as pending in your summary, until your review has been indicated, even if the status indicates the record has been approved by the Department Head

o Your role in review of the workload record is identified in the Approver Summary, next to the faculty member’s name:

Faculty Workload Management June 2018 HR Division Roles, Responsibilities, and Contacts

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FWM: Roles, Responsibilities and Contacts ITS Helpdesk/IT Division, System Office

• Responsibilities: o Design, develop and maintain technology based on business requirements

• Examples of when to contact using Cherwell Ticketing system (ITS Helpdesk link in Help Menu) o Received more than 1 system generated email notification o Workload records are not calculating load as defined on Instructional Load Calculation

Matrix

HR Helpdesk/HR Division, System Office • Responsibilities:

o Inform technology development based on language of collective bargaining agreements, state statutes and federal regulations

o Provide guidance to FWM updaters, approvers and HR processors on contract language, assignment type coding, benefits eligibility, etc.

• Examples of when to contact via email at HR.Helpdesk@minnstate.edu o How to record Shared Employee Agreement in FWM to ensure proper payment

Campus HR Office • Responsibilities:

o Provide guidance to FWM updaters and approvers on contract language, assignment type coding, and potential impact on benefits eligibility, etc.

• Examples of when to contact via local process o How to enter unique assignments into FWM (such as Farm Business Management,

Customized Training, etc.)

HR Service Center • Responsibilities:

o Process approved FWM workload records for payment to faculty member o Determine benefits eligibility based on approved FWM workload records

• Examples of when to contact regional HR Service Center via email o Late cancellation of a processed assignment o Questions regarding scheduled pay for a processed assignment

Faculty Workload Management June 2018 HR Division Technology Updates and Resources

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FWM: Technology Updates and Resources Technology Releases

• Releases to production occur every Thursday• Significant releases for the FWM application are communicated to the FAMA Listserv, typically

the Wednesday prior• Significant releases in 2018:

o 1.22.18: Term Course/FWM Sync Process modified for two different versionso 1.25.18: Approve All functionality releasedo 2.22.18: Modifications to Credit to Pay grid and HR9601 to include assignment

categorieso 4.19.18: Modifications to Credit to Pay grid and HR9601 based on user feedbacko 5.31.18: Added link to Enhancement Request information

Upcoming Releases • HR TSM Reporting (Anticipated Release September 2018)

o Combine HR SCUPPS and FWM data to provide detailed information related topersonnel costs

• Streamline Re-approval Process (Release TBD)o Decrease re-approvals required for primary assignmentso Decrease re-approvals required for unlimited faculty members

Enhancement Request Process • Enhancement Request Forms are available from the “Help” Menu within the application• Request forms are submitted to the HR-TSM Project Team (hr-tsm@minnstate.edu)

o Reviewed first by HRIS & IT Development for feasibility• Forwarded to advisory group for review and prioritization

Communications • FAMA Listserv• ISRS HR Applications SharePoint Site• Webinars

o Summer Webinar Series beginning week of June 18

HR-TSM Technology May 2018 HR Division User Information for Academic Deans

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Human Resources-Transactional Service Model Project:

Technology Overview for Academic Deans HR-TSM Project The HR-TSM project is a Minnesota State systemwide effort to migrate all HR transactions to a shared services environment. This new environment will deliver high-quality transactional services, mitigate risks, reduce errors, and provide the opportunity for strategic HR work at our colleges, universities and the system office. Project work began in the summer of 2015, with phase 1 of implementation beginning January 2017 with the opening of four regional HR service centers, located on the campuses of Mesabi Range College (Virginia), Hennepin Technical College (Brooklyn Park), Dakota County Technical College (Rosemount) and Minnesota State College Southeast (Winona). Resources: HR TSM Project Connect site

HR-TSM Technology Development During Phase 1 of the project, the focus has been working in partnership to transition faculty transactions to the four regional HR service centers. Beginning August 2016, work has continued on HR-TSM technology to build the functionality needed to collect information from supervisors and all employees without the use of paper forms or manual processes.

• On January 26, 2017, the first release of the new Employee Home application was put into production and allows all Minnesota State employees to:

o Access all ISRS applications from one portal o Manage basic profile information o View basic job and employment details for all Minnesota State institutions for which they have an employment relationship o In addition, the application redesign allowed for enhanced capability for communications between HR, supervisors and

employees and increased visibility and transparency in HR functions.

*For access to Minnesota State Connect resources, log in using your StarID@minnstate.edu.

As this project moves forward, consistent use of the new technology developed as part of the HR-TSM project, adherence to common business processes, and the accuracy of employee data in our HR systems will have a direct impact on the quality of HR services provided to employees.

Application Overview Technology developed in support of the HR-TSM Project includes enhancement of four applications within ISRS, all of which are supported and maintained by the HR Development Team. The below diagram illustrates the four applications, the primary functions of each application, and the primary user responsible for each function.

*For access to Minnesota State Connect resources, log in using your StarID@minnstate.edu.

Application: Employee Home Within Employee Home, Supervisor Tools provide an administrator, dean, manager, or supervisor the ability to view and manage information about their direct reports. Currently, the Supervisor Tools Menu has four components: Supervisor View, Manage Employee Status, Manage Temporary Faculty and Delegate Authority. Resources: Supervisor Tools Quick Resource Guide Supervisor Tools Training Guide Employee Home User Guide Supervisor View Supervisor View displays a list of all current direct reports at all Minnesota State institutions. If a supervisor has direct reports at multiple institutions, the institutions will be listed in alphabetical order. Information for each direct report will be displayed on separate tabs as applicable: job, education, experience, licenses/certificates, security, emergency contact, systemwide FTE and other. At this time, information on the tabs, with the exception of Security, is view only.

Function: Maintain Employment Details

Future development includes enhancing sections of this functionality to allow supervisors to maintain basic employee information (such as office location, work title, etc.), to initiate employee status changes (such as movement to permanent status, leave of absence, employee separation), and to approve HR transactions (such as step increases, promotions and work out of class assignments).

*For access to Minnesota State Connect resources, log in using your StarID@minnstate.edu.

Function: End Employee ISRS Security The “Security” tab lists all current and future ISRS security rights for an individual employee. The functionality allows a supervisor to view ISRS access levels, and if necessary, to end date a security role. If security rights are ended by a supervisor, the employee and the Approval Manager for that security role will receive an email notification. Resources: Supervisor Tools Quick Reference Guide (page 3)

Manage Employee Status Manage Employee Status provides a means for a supervisor to assign a position to a current or new employee after the completion of the hiring process. If the hire is an existing employee, the employee record is updated to reflect the new position. If the hire is a new employee, or is returning to the institution after a break in service, a secure link (token) is sent to the hire, with instructions to complete employee profile information. The information provided by the employee and supervisor through this functionality is used to create employment records and establish the employee’s relationship to the institution, based on the position selected. Resources: Manage Employee Status Processing Guide Manage Welcome Emails: Data Fields Employee Intake-New Hire Process

Employee Intake Process Diagram Manage Temporary Faculty Employment Manage Temporary Faculty Employment is designed to allow a dean to identify the temporary faculty members that will be returning for subsequent semesters/academic years in the same position. When applicable, supervisors can also communicate a change in end date or credit rate for a temporary faculty member. The information provided through this functionality is used to modify existing employment records. Resources: Supervisor Tools Quick Reference Guide (pages 5-6) Delegate Authority Using the Delegate Authority functionality, a supervisor can assign certain web-based supervisory tasks to a designee who is an active employee or supervisor at the selected institution. Tasks that can be delegated include Manage Employee Status, Manage Temporary Faculty Employment, and End Employee ISRS Security Roles. The functionality also allows a supervisor to grant view access to this information to a designee. Resources: Delegate Authority Quick Reference Guide

*For access to Minnesota State Connect resources, log in using your StarID@minnstate.edu.

Application: Faculty Workload Management The Faculty Assignment Management Automation (FAMA) project was implemented to greatly improve the speed, efficiency and accuracy with which faculty are paid for the work they do. The end result is a full-integrated, automated Faculty Workload Management (FWM) application that leverages ISRS course schedule information to build faculty assignments in the HR/SCUPPS system. The FWM application allows users to review courses and details about a faculty member’s workload at any time.

Manage and Approve Faculty Workload Within the FWM application, instructional workload records are created for individual faculty members based on the information maintained in the Term Course Schedule. Academic Deans with the FWM Approver security role can review, modify and approve instructional records. Modifications for instructional records include increasing/decreasing the number of instructor credits and/or contact hours, changing the pay calculation method, and assigning instructor credits as overload. Users with the FWM Updater security role can also review and modify workload records and set them as “Ready for Approval” for review by the Academic Dean. Non-instructional workload records are created by FWM Updaters or FWM Approvers for faculty assignments that are not directly tied to a course from the course schedule. Examples of non-instructional assignments include coaching, librarian, chair duties and additional duty days. HR Processors review and amend the approved workload records for entry into the HR/SCUPPS system to process payment to the faculty member. Resources: FWM SharePoint Site

FWM Quick Resource Guide- Approvers Comprehensive FWM User Guide

Comprehensive FWM Training Webinar FWM Overload Processing Guide FWM Overload Process Demo FWM MSCF Management Programs Demo FWM Customized Training Processing Guide

*For access to Minnesota State Connect resources, log in using your StarID@minnstate.edu.

HR TSM Technology: Enhancement Requests New technology releases are an integral part of the HR-TSM technology plan as we transition from traditionally paper based processes to electronic processes. Over the next phase of the project, functionality will continue to be added to increase efficiency and transparency in our HR transactional processes. System users are encouraged to incorporate new functionality into existing processes as it is released and provide feedback regarding the usability and efficiency of the technology.

FWM Enhancement Advisory Group The FWM Enhancement Advisory Group was formed in February 2017 and includes representatives from both colleges and universities, large and small campuses, and from each FWM user type (approver, updater, and viewer). The group is balanced to provide an objective review of enhancement requests submitted by the users of FWM. The group meets with system office HRIS and ITS representatives on an ad hoc basis to talk through the potential benefits and risks of each enhancement request, and then to provide recommendations for implementation. Resources: Campus FWM Enhancement Advisory Group Members FWM Enhancement Request Log

HR-TSM Technology Enhancement Requests Feedback and enhancement requests for any of the HR Applications can be submitted to the HR-TSM Project Team via the HR-TSM Technology Enhancement Request Form. All requests will be initially reviewed by the HR Information Systems team and IT-HR development team for feasibility. Further review and prioritization will take place quarterly with a larger group of stakeholders, including the members of the FWM Advisory Enhancement Group. Resources: HR-TSM Technology Enhancement Request Form

HR-TSM Technology Enhancement Request Log HR Information Systems Team IT Human Resources Development Team