WELCOME! August 2015 HR Division Meeting

TODAY•Welcome and opening remarks

•Update on Periodic Review – External Review Committee

•Update on HR Strategic Plan Development

•Department updates• FY 2015 goals to celebrate • FY 2016 goals to know• Introduction of new team members

•Refreshments and Mingling

UPDATE ON PERIODIC REVIEW: EXTERNAL

REVIEW COMMITTEE

August 2015 HR Division Meeting

PERIODIC REVIEW PROGRESS TO DATE1. Unit Self Study – January 2. External Review – May through June

Patty Hughes - Nursing Operations Administrator/UKHC, Inpatient Cancer Services

Jeff Mudrak - Associate Vice President and Director of Human Resources, Transylvania University

Matt Sanger - Director of Administrative and Corporate Affairs/UKHC, EVPHA Administration

Jason Schlafer - Athletics Director Executive Associate, Athletics - External Operations

Monica Stoch - Auxiliary Services Director Assistant, Auxiliary Services Dr. Ben Withers - Dean, Undergraduate Education

3. Unit Implementation Plan – August through September

4. Annual Progress Reports - Ongoing

1. Willingness to help others

2. Strong leadership

3. Collaboration between units

4. Professional knowledge / expertise

5. Variety of services / resources

SWOT ANALYSIS TOP SURVEY TRENDS

1. Awareness of other units / roles

2. Workload / staffing

3. Operate / communicate in silos

4. Employee development

5. Physical location / resources

1. Work/life support

2. Partnerships outside HR

3. Streamline processes

4. Expand online activities

5. Communication

1. Budget / funding

2. Competitive pay

3. Outside awareness of resources / services

4. Negative perception

5. Manager support

StrengthsWeaknessesOpportunities Threats

INTERNAL RECOMMENDATIONS1. Improve and refine existing services and processes

2. Develop and implement a strategy to invest in and manage HR employees to better support HR’s mission

3. Define and communicate HR service strategy and scope of services

4. Review to determine if HR is appropriately staffed and structured (volume and position type) knowing the current university service expectations and future growth needs

ERC APPROACH 1. Reviewed unit self study

2. Interviewed 47 individuals to gain additional insights High volume HR process end users – Stella Matuszak, Christy Ellis, Amy Longeway & Alison Begor Key HR colleagues – Patty Bender, Terry Allen, T. Lynn Williamson, Cliff Iler, Michelle Cassin, Ronda Beck & Lisa Wilson

Key deans/leaders – Bill Swinford, Dean Kornbluh, Shea Veil (Communications) & Christy Anderson (Medicine)

High intensity customers – GT Lineberry, Shayne Stratton, Gary King, Sarah Nikirk, Leah Perkins & Jenny Dusso

HR Directors – Patrice Carroll, Debbie Carwile, Erika Chambers, Jody Ensman, Sherri Goins, Joey Payne & Jeff Sullivan

HR Leadership – Kim Wilson & Catie Lasley HR team members with insight on UK supervisor challenges and needs shared with HR - Jasmyn Weyer, Marty Jacks & Donna Vanover

HR team members with insight on UK department level end users of HR processes challenges and needs - Louis Bosworth, Liz Hillard, Catherine Streiff, Katie McRoberts & Leigh Baker

HR team members with insight on UK employee challenges and needs shared with HR - Ann Bassoni, Tina Cornett, Donna Cornett, Laura Mullins, Erin Scroggins, Jerone Farley, Chris Dudley & Gail Carbol

3. Held a ½ day retreat 6/15 to further finalize report and recommendations for our review4. ERC report being reviewed by HR leadership

ERC REPORT - HIGHLIGHTS 1. ERC found there is clear recognition across the University of the good work done in HR – highly competent staff who are very dedicated and who have a high level of customer service.

2. Emphasis on need for HR to help drive institutional strategy and be a prominent, highly visible strategic partner.

3. Consensus that HR is understaffed in some areas and that HR facilities do not represent a positive image and may hamper effective operations.

4. Value add opportunities exist to continue to build on re-vamping key processes and services to increase effectiveness (for example, work to help customers better understand who to talk with in HR).

ERC RECOMMENDATIONS Support all 4 of our internal recommendations

Additional recommendations include:

1. Human Resources should take a leadership role in creating and communicating a vision of diversity and inclusion in the University’s workforce and developing a workforce program that supports such vision.

2. Current space is inadequate to meet the growing demands of UK. Space needs to be reviewed immediately with some planning around what, if any, HR services might be better suited to an off-site location.

3. Establish a Business Partner position to support the Office of Faculty Advancement: need for an even stronger relationship in order to provide timely and proactive role in answering key question and process flow.

HR STRATEGIC PLAN UPDATE

2015-2020

UPDATE ON THE TIMELINE AND PROCESSThe strategic plan will be developed in two distinct sections:

•Part 1: Clear needs and strategies – these priorities have already been identified (e.g., value-based financial model) and likely will not change based on outcomes of the predecessors.

•Part 2: Predecessor dependent needs – these initiatives and priorities are entirely dependent on the direction of the University and the recommendations from the Internal Review.

THE PROCESS: PART 1

Part 1: Clear needs and strategiesPhase 1

Introduce ideas and overall timeline at HR Manager Retreat

Jan 2015

Phase 2

Assemble committee to begin recommending strategies for part 1

Feb 2015

Phase 3

HR Strategic Initiatives Partner work with VP for HR and HR ED to identify other initiatives

Mar 2015

Phase 4

Considering all recommendations, HR Strategic Initiatives Partner works with committee to draft strategic plan for review by HR ED and VP for HR

April 2015

Phase 5

Begin development of part 2 May 2015

COMMITTEE

•Michelle Bliffen (EAG)

•Sarah Bowes (Employment)

•Gail Carbol (Benefits)

•Erika Chambers (Work-Life)

•Deb Graham (T&D)

•Kim Heersche (T&D)

•Steve Ivey (Communications & Technology)

•Cory Knutson (HR Business Partners)

•Katie McRoberts (Compensation)

•Jasmyn Weyer (Employment)

THE PROCESS: PART 2Part 2: Predecessor dependent needsPhase 1

Introduce predecessors and part 1 of Strategic Plan at HR Manager Retreat

May 2015

Phase 2

Assemble committee to review predecessors and make recommendations to HR Executive Director and VP for HR on strategic initiatives

Jun 2015

Phase 3

Considering committee’s recommendations, HR Strategic Initiatives Partner works with committee to draft strategic plan for review by HR ED and VP for HR

Aug 2015

Phase 4

HR SIP revises plan and submits to committee for review Oct 2015

Phase 5

Strategic plan version 2 is revised and submitted to HR ED and VP for HR for approval

Nov 2015

Phase 6

Communication to department followed by implementation Dec 2015

GUIDING PRINCIPLES

•Collaboration

•Integrity

•Expertise

•Innovation

•Inclusion & Diversity

NEXT STEPS

1. Ensure alignment with UK’s Strategic Plan

2. Finalize goals and metrics (currently 28 goals with 1-5 metrics each)

3. Communicate to division and beyond

STRETCH BREAK!August 2015 HR Division Meeting

DEPARTMENT UPDATES

August 2015 HR Division Meeting

COMPENSATION, RECORDS, AND UNEMPLOYMENT – FY 2015 GOALS TO CELEBRATE1. Third-Party Compensation Review by The Hay Group

2. Upgrade of Electronic Content Management System

3. Successful implementation of the Ten Dollar Start Rate (go Otters!)

COMPENSATION, RECORDS, AND UNEMPLOYMENT – FY 2016 GOALS TO KNOW

1. Proposed Changes in the Fair Labor Standards Act

2. Activities Related to the Third-Party Compensation Review

3. Online Work Flows for Base Pay

COMPENSATION, RECORDS, AND UNEMPLOYMENT – STAFFING UPDATES•Marianne Franklin, Staff Support Associate II

•Electronic File Management Quality Control

Meet the Temps

•Tara Smith

•Roxanne Bolen

•Maureen Howell

•Anthony Fattibene

•Delores Birdwhistell (seasonal)

•Emmalee Spickard

•Taylor Ogata

COMMUNICATIONS AND TECHNOLOGY– FY 2015 GOALS TO CELEBRATE1. LiveWell Check Ins and LiveWell dashboard

2. Web apps including KYRx and Work+Life

3. Kronos data and reporting

COMMUNICATIONS AND TECHNOLOGY – FY 2016 GOALS TO KNOW1. Refocus and improve Thrive and Supervisor Solutions

2. Streamline and unify all HR communications (HR brand)

3. Develop metrics to measure effectiveness of HR communications

COMMUNICATIONS AND TECHNOLOGY – STAFFING UPDATES•New HR Communications Officer Steve Ivey

EMPLOYEE BENEFITS – FY 2015 GOALS TO CELEBRATE1. Rollout the Affordable Care Act (ACA) coverage for STEPS and

other temporary employees.- 270 employees have enrolled in ACA coverage. (Additional adjunct

faculty are expected to enroll in August/September).

2. Retirement Plan Oversight Committee worked with a consultant (Cammack Retirement Group) to save an additional $1.1M by establishing TIAA-CREF as the University’s default investment vendor (you can still choose Fidelity if you want).

3. Know Your Rx Coalition added Western Kentucky University, Asbury Seminary, Owensboro Municipal Utilities for 1/1/15. Murray State University joined 8/1/15.

EMPLOYEE BENEFITS – FY 2016 GOALS TO KNOW1. Implement Financial Well-Being Program

Rebrand retirement offer as “investment program” Provide classroom and Internet training on savings and investments Offer education on financial matters Administer top secret new benefit

2. Paperless Benefits Office in 2016 Scan all new documents, scan existing files

3. Continue Implementing Health Care Reform 1095s will be sent to all UK employees .2FTE and above in January (you will need this to file your taxes).

EMPLOYEE BENEFITS – STAFFING UPDATES•New Position of Financial Well-Being Officer added.

•Staffing Updates: Tina Cornett* Affiliate Corporation System Administrator (Kronos) grade 43

Jennifer Wrather Data Team, grade 39 (lateral) Sarah Snowden Data Team, (MPM) Cara Robinson Customer Service Team Lead, grade 39 Walter Birch Customer Service (STEPS to Regular) grade 39 Marissa Boelhauf Know Your Rx Clinical Pharmacist Amy Griesser Know Your Rx Clinical Pharmacist April Prather Know Your Rx Clinical Fellow

*Internal promotion

EMPLOYEE RELATIONS – FY 2015 GOALS TO CELEBRATE1. LaborSoft Implementation! Woo-Hoo!!

2. VL/TDL Calculator

3. Drug Free Brochure – online!

EMPLOYEE RELATIONS – FY 2016 GOALS TO KNOW1. Update ER Web Site

2. Exploring opportunities for any self service opportunities (TDL conversions, shared leave donations)

3. Create a Funeral Leave Calculator

EMPLOYEE RELATIONS – STAFFING UPDATES•No updates – all steady since January

EMPLOYMENT– FY 2015 GOALS TO CELEBRATE1. Completed the RFP (Request for Proposal) process and selected

a NEW Advertising vendor.

2. Implemented new EEO Outreach for Individuals with Disabilities and Veterans to meet new OFCCP requirements.

3. Developed a Pre-Employment Screening Database • About 85% completed – hoping to have fully functional by end of calendar

year.

EMPLOYMENT– FY 2016 GOALS TO KNOW1. Develop and provide resources, training, and general support for

the Provost’s initiative that requires, all full-time faculty positions to be posted through UK’s employment system as of July 1st, 2015.

2. Update/Create SOPs for major responsibilities in all areas of HR Employment and ensure language regarding the new employment system is included.

EMPLOYMENT– STAFFING UPDATES New Hires & Promotions

o Elzaba Mathews – Employment Specialist (STEPS team) – January

o Zachary Miller – STEPS Student Employment Admin Associate (Student Employment) – January

o DeRita Barbary – STEPS Admin Support Associate I (STEPS Payroll) – February

o Annalee Dellipina – Staff Support Associate II (Pre-Employment Screening team) – April

o Demita Stevenson* – Admin Support Associate I (Career Employment) – April

o Austin Maggard – STEPS Staff Support Associate II (Pre-Employment Screening team) – April

o Amy Potocki – STEPS Staff Support Associate II (Customer Service team) – July

o Camille Chenault – STEPS Staff Support Associate II (Customer Service team) – July

o Austin Dyer – STEPS HR Runner (Customer Service team) – August

*Internal promotion

ENTERPRISE APPLICATIONS GROUP (EAG) – FY 2015 GOALS TO CELEBRATE1. Employee Self Service/Manager Self Service Updates

UK Gift and United Way online pledge options added to Employee Self Service RegLearn Manager reporting tool added to portal options for managers Performance evaluation forms improved for UKHC Staff, Nursing, Leaders Agriculture Extension employees added to SuccessFactors as pilot group

2. Affordable Care Act Benefits configuration added to SAP to determine eligibilityPlans available through Employee Self Service

3. Customer Support Resolved over 3,500 incidents through SAP HR Support Inbox and ServiceNow

ENTERPRISE APPLICATIONS GROUP (EAG) – FY 2016 GOALS TO KNOW1. Affordable Care Act

Continue benefit configuration roll out and transition to support Minimum essential coverage reporting (IRS Forms)

2. Workflow Basic Pay Staff overload

3. Performance Management Gather feedback for process improvement Research use of SuccessFactors functionality: 360 reviews, mobile access, team rater

ENTERPRISE APPLICATIONS GROUP (EAG) – STAFFING UPDATES•New team member: ETHAN GOLLIHUE

•Started June 1st as HR Team Associate.

•Came to our team from the Service Desk.

HEALTH AND WELLNESS – FY 2015 GOALS TO CELEBRATE1. Implemented a new population health management

initiative, the UK LiveWell Check In. Screened 6,350 members of the UK community.

2. Launched BeWell programs to address stress, including MBSR and in-house health coaching

3. Opened a new employee-dedicated fitness facility, MoveWell at 1020 Export

HEALTH AND WELLNESS – FY 2016 GOALS TO KNOW1. Offer the UK LiveWell Check Ins to Spouses – Fall 2015.

2. Develop and implement a Fitness Wearable initiative; including challenges with built in incentives. – January 2016

3. Develop and implement physical activity environmental triggers. Visible signage for on–campus walking routes Stairwell campaign in buildings across campus

HEALTH AND WELLNESS – STAFFING UPDATES•Promotions:•Tammy Akin*: Health & Wellness Program Supervisor & Data Coordinator•Carrie Davidson*: Fitness Operations Coordinator

•New Hire:• Jackie Hansen: Health Coach/Wellness Specialist

*Internal promotion

HR BUSINESS PARTNERS FOR UK HEALTHCARE – FY 2015 GOALS TO CELEBRATE1. Developed a strategy in collaboration with the Office of Patient

Experience to identify and work with managers and increase employee engagement scores.

2. Plan B in the PE in collaboration with Training and Development and EAG.

HR BUSINESS PARTNERS FOR UK HEALTHCARE – FY 2016 GOALS TO KNOW1. Review intent of position and scope of work for HR BPs,

document and communicate HRBP role across HR.

2. Execute the strategy created in collaboration with the Office of Patient Experience to improve employee engagement survey results for areas with a lower than average power score.

3. Partner with UKHC leaders to coordinate successful Joint Commission survey.

HR BUSINESS PARTNERS FOR UK HEALTHCARE – STAFFING UPDATESNew team member: JEFF SULLIVAN

Started March 1st

Senior HR Business Partner

TRAINING AND DEVELOPMENT– FY 2015 GOALS TO CELEBRATE1. Launched Business Certification Series

2. Web-Based Training at Eastern State

3. Launched Succession Management and Leadership Development for UKHC

TRAINING AND DEVELOPMENT– FY 2016 GOALS TO KNOW1. Unconscious bias training rollout

2. University Leadership Forum in the fall

3. Enhanced evaluation and consulting metrics

TRAINING AND DEVELOPMENT – STAFFING UPDATES•New Performance Management Consultant position – posting open until 8/26

WORK LIFE – FY 2015 GOALS TO CELEBRATE1. Big Blue Family Care – 84 students connected with at least

one family; 5 students also matched with Bricks4Kidz as summer camp teachers. 150 families were matched with a UK student for childcare.

2. UK@Work Survey

3. Caring for Someone with Dementia: A Conference for Caregivers – Approximately 300 caregivers in attendance and 5 extension offices participated; very positive reviews and response.

WORK LIFE – FY 2016 GOALS TO KNOW1. Suicide Prevention Conference: Raising Awareness & Sharing

Our Stories September 1

2. College & University Work & Family Association (CUWFA) National Conference May 11-13

3. Support for UK@Work Action Planning Ongoing

WORK LIFE – STAFFING UPDATES

No Changes.

• Ann Bassoni, LCSW – Individual and Family Counselor

• Erika Chambers – Work-Life Director

• Lisa Collins – Work-Life Office Program and Staff Support

• Bethany Smith – Big Blue Family Care and UK@Work (Intern)

• Terri Weber, MSW – Elder Care and Caregiver Resources

ADMINISTRATIVE UNIT – FY 2015 GOALS TO CELEBRATE1. Completed the internal periodic review.

2. Actively supported employee transitions related to implementation of private public partnership in UK Dining.

3. Conducted study with other higher education institutions regarding practices in pay equity.

ADMINISTRATIVE UNIT – FY 2016 GOALS TO KNOW1. Develop and implement year 1 action plan based on 2014-15

periodic review.

2. Develop and implement action plans in response to HR's UK@Work survey.

3. Continue to develop and communicate key HR metrics report to be used by UK leadership.

ADMINISTRATIVE UNIT – STAFFING UPDATES•No updates – all steady since January!

REFRESHMENTS!