HR Partners Across UAB. February 17, 2015

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1 HR Partners Across UAB February 17, 2015

2 Alesia M. Jones UAB Chief Human Resources Officer

3 Agenda Announcements Code of Conduct My Health Rewards Reporting Requirements Taleo Applicant Tracking System (ATS) Project HR Partners Meeting Other Announcements and Updates Open Discussion HR 2014 Accomplishments Video

4 Announcements Alesia M. Jones UAB Chief Human Resources Officer

5 Key Hires, Promotions/Transfers/Recruitments: Key Hires: Paige Peldo Sr., Director Communications, School of Medicine Dean s Office Key Promotions/Transfers: LaKisha Mack, Associate Dean Finance & Administration, School of Medicine Dean s Office Warner Jennings, Executive Administrator, Radiology Chair Office Kim Hazelwood, Director Admin & Fiscal Affairs, School of Engineering Dean s Office Lisa Raeburn, Director Professional Studies & Sponsored Programs, E Learning & Professional Svc

6 Key Hires, Promotions/Transfers/Recruitments: Key Recruitments: Vice President for Information Technology and Chief Information Officer Athletic Director Dean, Graduate School Vice President Student Affairs Vice Provost Enrollment Management Associate VP Communications and PR Associate VP Perioperative Services Manager, Temporary Employment Services Business Analyst, School of Medicine Dean s Office Executive Assistant, School of Medicine Dean s Office

7 Key Hires, Promotions/Transfers/Recruitments: Key Recruitments: Director Planned Giving, Office of VP Development, Alumni, & Ext Relations Director Technology Transfer, Institute for Innovation & Entrepreneurship Director Customer Service/Quality Improvement, Institutional Effectiveness & Analysis Director of Planning Design and Construction Management, Office of Asst VP Facil Design Const Director of Industrial Hygiene, Office of Asst VP OHS Director of Hospital Maintenance

8 HR Hires & Staff Changes: Brittany McCants, HRM Nurse Recruiter Belinda Singleton, Benefits Technical Manager Angela Whetstone, Benefits Analyst

9 Code of Conduct Teresa Bragg University Compliance Officer

10 Code of Conduct Questions?

11 My Health Rewards Meg Baker Director, UAB Employee Wellness

12 Building a healthier UAB starts with YOU!

13 A new health and wellness program for most benefit-eligible employees on an active UAB health plan as of January 1, 2015 UAB Health Services Foundation, UAB Health System and Callahan Eye Hospital will not be participating for 2015 Participation is voluntary Screenings are free and only take 15 minutes Convenient - multiple locations Opportunity to save on insurance premiums in 2016

14 PRIVATE - All employee data is secure and confidential. No one at UAB or your health plan will have access to individual results. All protected health information is managed by external partnerships We assure you that in compliance with HIPAA, your personal information from the biometric screening will NOT be shared on an individual level with your employer UAB will only receive aggregate information (without names) in order to design future wellness initiatives

15 Screening metrics: non-fasting finger stick Glucose Cholesterol HDL BMI Pulse Rate Blood Pressure Waist Circumference Height Weight

16 UAB is excited to partner with the American Heart Association to enhance our Culture of Health! Access to the Heart360 tracking platform, available to at-risk employees Heart360 is a secure online tool to track and manage your health Participants are paired with a wellness mentor to help achieve health goals via phone calls, texts, s, or face-to-face meetings Voluntary

17 UAB is excited to partner with the American Heart Association to enhance our Culture of Health! All UAB employees can participate in the American Heart Association s My Life Check program My Life Check - a simple and secure online tool to help assess individual health needs Voluntary

18 Track your progress & BE REWARDED! Participate in the biometric screenings to be eligible for many give-a-ways throughout the year Prize drawings based on participation in wellness initiatives (i.e., Blazer Fun Run, Circulation Network, Green Screens, Lunch and Learns, The Farm Stand, Vision Screenings, etc.)

19 Opportunity for a one-time savings on insurance premium! In 2016, each employee in the My Health Rewards program will be able to have a second health screening Maintaining your healthy status or improving your health-risk profile (high to moderate; moderate to healthy) will result in a one- time premium savings Employee Wellness will help you become a HEALTHIER YOU, and together we will become a HEALTHIER UAB

20 For information about this or other programs offered by UAB Employee Wellness, visit

21 My Health Rewards Questions?

22 Reporting Requirements Jason Womack Manager, HR Administrative Systems

23 HRIS Reporting Assessment Currently assessing reporting needs Goal: gather information to help guide our long term reporting and data strategy Your feedback is requested

24 How You Can Help Types of HR data and reports you use How often you need HR data and reports What you use HR data and reports for How HR data and reports could help you better do your job

25 Your Feedback HR Information Services

26 Reporting Requirements Questions?

27 Taleo Applicant Tracking System (ATS) Project Rahul Thadani Director, HR Information Systems

28 Background and Vision Background The Blazer Jobs project was initiated in Jan 2014 to evaluate and implement an integrated applicant tracking system that would help UAB attract and recruit top talent. The new system will replace our current online recruiting system (BrassRing) for campus and hospital employees in March Taleo was selected as the best in class system to meet this need. Vision A system that simplifies the process and optimizes technology as we attract and recruit top talent

29 Goals and Objectives A simplified and integrated application centered around the applicant experience Integrated application Process improvement

30 Current State WAM 1 CRF 2 5 ESS JDB 6 Brassring Post Recruit Process Selection Hiring Process Oracle 8 OnBoarding Process* Candidate Portals Campus/ Hospital /Faculty /Internal *OnBoarding Process outside of ATS system Manual Step Automated Step UAB Hosted Systems Cloud Based Vendor Systems

31 Future State 1 PAR JDB 3 2 WAM 4 ESS 5 Taleo Post Recruit Process Selection Hiring Process 6 Oracle 7 OnBoarding Process* Candidate Portals Phase II External /Faculty /Internal Manual Step Automated Step UAB Hosted Systems x Cloud Based Vendor Systems Manual Step Eliminated

32 What this means for Hiring Managers A more user-friendly CRF Dashboard to track all candidates and requisitions in one location A cleaner, simpler career portal to attract and recruit applicants

33 Training Opportunities Instructor led courses will be offered starting in February Priority will be given to managers who have active requisitions in BrassRing that will be transitioned to the new system Weekly Walk-In Recruiting System Users Clinic starting in March

34 Taleo Applicant Tracking System (ATS) Project Questions?

35 HR Partners Meeting: Purpose, Path and Plan Alesia M. Jones UAB Chief Human Resources Officer

36 HR Partners Meeting: Purpose Informational meeting Designed to provide information on new and revised policies, procedures and programs Discuss initiatives, regulatory changes, etc. that are on the horizon Networking with HR staff across the campus and within Central HR

37 HR Partners Meeting: Path Meetings Three times a year, typically in February, June and September Presentation format distribution Updates or information that cannot or does not have to wait until the next scheduled meeting

38 HR Partners Meeting: Plan Continue HR Partners meetings in current format Create another meeting opportunity for input on future initiatives Focused meetings on a single topic design to gain your input and concerns early First HR Focus Meeting will be held in April Topic for this meeting will be Performance Management

39 HR Partners Meeting Questions?

40 Other Announcements & Updates Alesia M. Jones UAB Chief Human Resources Officer

41 Compliance Announcements & 2015 Affirmative Action Plan Goals Anita Clemon Director, HR Compliance Administration

42 Compliance Corner - Announcements Compliance Administration 2014 Statement of Economic Interests Form due by April 30, 2015 Who Must File the Statement of Economic Interests Persons whose base pay at any time during calendar year 2014 was $75,000 or more annually, even if employment during the year was for a period as short as one day. Persons whose job includes purchasing or procurement authority Individuals identified as a supervisor in Oracle The Ethics Commission has exempted persons whose pay and benefits come primarily from UAB Hospital from the filing requirement

43 Compliance Corner - Announcements Compliance Administration Office of Federal Contract Compliance Programs (OFCCP) regulation requirement reminder: With the implementation of the March 24, 2014 regulations and because UAB is a federal contractor, we must: 1) Invite all applicants to voluntarily self-identify as an individual with a disability or as a veteran at the pre-offer state of the hiring process Note: this will occur in the applicant tracking system for staff 2) Invite self-identification after the offer is extended (post-offer), but before work begins Note: this should occur at orientation or in other communication prior to first day of work 3) Survey all incumbent employees during the first year of the implementation of the March 24, 2014 regulations and at 5 year intervals thereafter (ongoing obligation). In between the 5 year intervals, must remind employees at least once of their right to update the information. PLEASE NOTE: A survey of the employee population will occur in March 2015

44 2015 Affirmative Action Plan Goals University Staff Job Job Underutilized Annual Number of Group Group Name Group Placement Goal C28 Job Title Examples Information Media/Public Relations/Marketing Job Group C28 Information Media/Public Relations/Marketing Coord Community/Alumni Relations Development Director Major Gifts Officer Development Coord Alumni Relations Officer Job Group F07 Skilled Crafts III Electrician HVAC Mechanic Irrigation Technician Plumber Persons Required to Achieve Goal Minorities 16.18% 1 F07 Skilled Crafts III Females

45 2015 Affirmative Action Plan Goals Hospital Job Job Underutilized Annual Number of Group Group Name Group Placement Goal Job Title Examples Job Group C40 Nursing Specialists Nurse Practitioner Care Manager Coordinator Patient Safety RN Case Manager Job Group C42 Nurse Staff RN, RN II, RN III Persons Required to Achieve Goal C40 Nursing Specialists Females 86.73% 14 C42 Nurse Staff Minorities 25.02% 60 C42 Nurse Staff Females 89.82% 102

46 2015 Affirmative Action Plan Goals Administration Building Job Job Underutilized Annual Number of Group Group Name Group Placement Goal Job Title Examples Job Group D23 Clerical Financial Financial Affairs Assoc I, II, III Financial Assoc Persons Required to Achieve Goal D23 Clerical - Financial Females 89.55% 1

47 Compliance Corner - Announcements Questions?

48 UAB for Me Update - Announcement As of January 1, 2015, the UAB for Me benefits portal is available year-round to provide employees access to plan information, decision-making tools, and important communication and education pieces. In addition, employees may access this site to update plan information following a qualifying life event that requires plan modifications.

49 Other Announcements & Updates Questions?

50 Open Discussion Alesia M. Jones UAB Chief Human Resources Officer

51 Open Discussion Questions?

52 HR 2014 Accomplishments Video

53 Upcoming HR Partners Meeting Please Save These Dates: Tuesday, June 30, 2015 & Tuesday, September 22, 2015 Time: 1:30-4:00 p.m., Location: WPCC, Room E

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