Role, Model and Service Commitment

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1 Role, Model and Service Commitment Role of Monash HR Monash HR facilitates staff engagement and organisational performance within the framework of the Monash People Strategy. We work in partnership with managers and staff to provide workforce management expertise and HR service and solutions, and we demonstrate professional HR Values. Role of managers and supervisors Managers and supervisors partner with Monash HR to attract and engage great staff, and to ensure that staff are performing and contributing. The HR authorities and delegations register sets out the accountabilities of managers and supervisors to make HR decisions. Managers and supervisors are required to make HR decisions within this framework, and to enact these decisions as required by university systems and procedures. HR Service Delivery Model The Monash HR model integrates the key functions of human resources and places them at the most effective location. HR business partners are mostly located with the business/faculty. Centres of expertise are located centrally along with Access HR which handles staff enquiries and transaction processing. These services can be accessed directly or through the HR Business Partner. HR Business Partners Accountable for resolution of faculty/division specific issues Empowered to provide answers/make decisions Co-located with business, reporting lines to Monash HR Collaborate with HR Centres of Expertise to provide solutions to problems Supported with transactional work by HR Client Support Officers HR Centres of Expertise Access HR Contain deep technical capability in HR areas such as Workplace Relations, International HR and Superannuation Develop workable HR policies and procedures using HR Business Partner input Work with business partners to resolve complex issues Provide standardised, consistent and accurate administration of high volume HR transactions in a central processing unit Provide customer focused HR contact centre and HR web support 1

2 HR Service Hub - Service Commitment This section outlines the core Monash HR services delivered through the HR Service Hubs, supported by the HR Centres of Expertise, to the Australian staff of Monash University. It sets out the services, the key performance metrics, service quality assurance and issue resolution process. 1. Lead HR Business Partners The Lead HR Business Partner is a strategic partner with the group of Faculties/Divisions assigned and is accountable for the strategic and operational management of HR services for their HR Service Hub and actively contributes to University- wide HR effectiveness. They report to the Director HR Business Partnering and have significant delegations and decision making capacity. They are responsible for identifying and delivering HR services for the dean/divisional director and faculty managers/resource managers, as appropriate and will actively support senior management and academic heads. Lead HR Business Partners will meet at least annually with the Dean/Portfolio Head and Faculty Manager to review service provision, strategic priorities and relationship arrangements. 2. Core HR Services The suite of core HR services provided by HR Service Hubs across all Australian campuses of the University is outlined below. These services are provided by HR Business Partners supported by HR Client Support Officers. These services are additional to services provided by the HR Centres of Expertise (CoE). The services outlined below are categorised according to HR industry standards and are assessed in the Monash University HR activity census Governance and Engagement HR Governance Ensure appropriate application of HR delegations Ensure alignment of service activity with Monash HR strategy and directions Ensure consistent application of University conduct policy and workplace policy and procedures Ensure appropriate application of enterprise agreement, employment legislation and University statutes Contribute to HR policy and procedure reviews Staff Engagement Co-ordinate staff engagement survey participation Influence and facilitate the development, monitoring and reporting on action plans for staff engagement Co-ordinate participation of local area in University-wide recognition and awards activity As agreed participate in activities to support the creation and maintenance of positive working environments 2

3 2.2 Strategic Workforce Planning Strategic Planning Participate in strategic planning activities Provide advice on change management Compensation and Benefits Design Contribute to compensation and benefits design, where appropriate Provide advice on appropriate remuneration packages for senior staff, within delegations Workforce Planning / Development Prepare and monitor local academic workforce development plans for academic strengthening Ensure appointment of staff to appropriate employment categories Provide annual staffing profiles to support planning Provide advice on job design/re-design Contribute to position description development, writing, tools and templates Conduct classification and evaluation of positions Support re-deployment Provide advice on workforce planning and restructuring 2.3. Compensation Administration Payroll Ensure timely and accurate payment of all staff Monitor, advise and arrange special payments including higher duties payments, paid outside work payments, market loadings, above engagement payments, responsibility allowances, increments Benefits Administration 2.4. Staffing Services Provide basic information on superannuation Provide information on salary packaging Employment Lifecycle Provide advice on advertising and sourcing Process recruitment actions using REX (e-recruitment system) including casual/sessional, fixed-term and ongoing staff Process appointments for adjunct staff Ensure correct invitation and visa arrangements are in place for University Visitors Process re-appointments of staff Provide advice to selection committees Prepare letters of offer for all appointments up to Level D / HEW 9 Provide access to relocation assistance Co-ordinate visas 3

4 Co-ordinate participation in University-wide and local induction and provide checklists identifying relevant responsibilities. Receive and administer resignations and terminations Conduct exit interviews where requested Performance Development Co-ordinate performance planning and development cycle, including supervisor training Monitor Performance Development participation via Performance Development Online Support faculties to identify and monitor underperformance Ensure probation expectations are included at appointment Monitor probation and co-ordinate feedback meetings Co-ordinate probation confirmation letters Provide advice on accelerated increments and performance payments 2.5. Training and Development Training and Planning Design Contribute to training program design where appropriate Training Logistics and Delivery Co-ordinate University-wide compliance related training and other mandatory training Co-ordinate tailored staff development activity, where appropriate Career Planning Co-ordinate OSP application process and support OSP committee Monitor and report on OSP activity Process conference/research leave Provide advice and guidance on study support Co-ordinate secondments Conduct information sessions for academic promotion process Co-ordinate online applications and support committees for the academic promotion process Organisational Effectiveness Employee Relations Provide advice on conflict management, underperformance management and conduct management Provide case management Provide advice and assistance to misconduct committees Workplace Relations Provide input on future enterprise agreement provisions 2.7. Data and Reporting Management Employee Data Administration 4

5 Ensure staff data integrity (qualifications, titles, probation dates) Ensure staff data confidentiality and sign annual confidentiality declaration Maintain personnel files Maintain position data in SAP/HR Maintain supervisors and authorisers in SAP/HR Provide advice on ESS Assist with annual audits and updates in SAP/HR Workforce Reporting Monitor and report from HR systems (SAP, REX, PDO, BIS) Provide reports on probation, leave, contract expiry, increments Provide annual staffing profiles to assist with workforce development Provide specific workforce and HR process reports, as agreed. 3. Administration Services Some services requested by business areas do not fall into the list of core services outlined above. It is important to ensure that where HR staff are involved in delivering a service it is because they can value add with HR knowledge and expertise. Some services are appropriately undertaken by administration staff in faculties/divisions, should they exist, specifically where local knowledge is required. Services that fall into this category may include timesheet administration and the arrangement of venues for selection interview panels and travel for candidates (except for senior academic appointments). Discussion about service scope is encouraged and where possible the HR Service Hub will put in place suitable collaboration arrangements and ensure that quality end-to-end HR process is achieved. 4. Key Performance Metrics for HR Service Activity Satisfaction with HR service will be assessed in a client satisfaction survey annually. HR activity will be delivered according to performance metrics outlined below and also reviewed annually. HR Services Key client satisfaction Recruitment Advertising Key Performance Metric Overall level of satisfaction with HR services is 75% favourable or more. 95% of requests for online sourcing will be met within 2 working days of receipt of request for online media 95% of requests for print advertising will be processed to meet the next available publication date when submitted by print deadline Appointment 95% of letters of offer for fixed term and ongoing staff will be issued within 2 working days of final approval Payment on Commencement Casual contracts 95% of fixed term and ongoing staff are paid in the first available pay period following commencement of employment 98% of casual contracts will be issued within 2 working days of final approval 5

6 Position classification 80% of evaluations will be completed within. HEW 1-7 =5 days, HEW 8-9 =7 days and HEW 10 and above= 10 days, if no clarification is required On-boarding Workforce reports HR Operations Phone messages s Letters Meetings 95% of new staff will be contacted by HR staff within the first week of commencement. 95% of reports will be provided within 2 days of request for standard reports and within 10 days for complex reports Service Expectations Will be returned within 24 hours if they are left within the working day, or longer if it is clear from the call that is acceptable. Will be responded to within 2 working days if received on a normal working day. Will normally be responded to within 3 working days. Holding letters will give information about when a full response will be available. Notes of meetings that a member of the Monash HR is accountable for, will be completed within 3 working days unless a different time frame is agreed. Please note that high quality, timely HR service delivery depends on timely and accurate provision of information from staff and line managers. The key performance metric will apply from the time of receipt of the correct information. 5. HR Service Quality Service quality is regularly monitored. Performance and benefits are reported at end June and end December as part of the Improved Services report to SMTE. An annual client survey will be conducted and an action plan developed to address priority issues. Lead HR Business Partners will formally consult with key clients on service provision annually. 6. HR Service Issue Resolution The Lead HR Business Partner is the first point of contact for HR service delivery issues not resolved at the HR Business Partner level. The escalation point if there is no satisfaction is to the Director HR Business Partnering. The Lead HR Business Partner will log any issues and report on actions taken to the Director HR Business Partnering. Should the issue be of a serious nature, the issue may be escalated to the Executive Director Monash HR for investigation and action after review by the Director HR Business Partnering. Feedback on HR service delivery can be lodged at any time at: 6

7 HR Centres of Expertise (CoE) - Service Description Academic Strengthening is accountable for developing and maintaining policy, procedures and systems relevant to academic performance and for providing procedural support to committees and decision makers on academic staffing matters. Monash University Academic Performance Standards Framework Academic Probation Academic Promotion Academic Performance Development Academic quality and workforce matters Ethical conduct Employee Assistance is accountable for employee assistance and early intervention strategies for work related injury and illness, and for managing WorkCover cases. Early Intervention strategies for staff with work related injury and illness Return to work support for staff with work related injuries or illness Return to work support for staff with non-work related (including TAC) injury or illness Case management for staff under WorkCover Independent Employee and Manager Assistance Program Global Mobility is accountable for providing assistance to all staff moving between countries. The CoE provides comprehensive assistance relating to immigration, international taxation and expatriate remuneration. Inbound and outbound staff mobility Sponsored employment and applications Immigration Compliance International appointments under the Talent Enhancement Strategy Relocation advice regarding entitlements and budget Expatriate assignment management Account management of Immigration and Relocation providers Support for staff on external Research Fellowships HR Projects supports the effective delivery of projects involving human resources at Monash University. The HR Projects team provides governance oversight for HR Projects and develops and delivers best practice project and change management strategies, implementation methodology, frameworks and tools. Project Governance for HR Projects Project Management, guidance, methodology and tools Change Management, guidance, methodology and tools Facilitation and design of HR events / forums Leadership Development is accountable for the leadership and management development of all senior staff including academic heads and the Vice-Chancellors student leadership program. Leadership and management development Induction and support for academic heads of unit Vice-Chancellor s Ancora Imparo and Monash Minds student leadership programs 7

8 Organisational Development is accountable for the tools, processes and frameworks to support the development of a high performing and engaged workplace culture. Organisational development framework, tools and processes to support the development of a high performing culture and an engaged workforce Payroll Administration is accountable for payroll processing which includes changes to staff details and managing Monash University employee payments, deductions and overpayments. Payroll Processing Timesheet Processing Payroll Validations Payroll Reporting Salary Packaging Leave Management Prior Service Management Payroll Production and Compliance is accountable for the timely production of the University's payroll, for ensuring a high level of data integrity is maintained and that our systems meet legislative and operational requirements. Payroll processing and reconciliation, and payment summary production Audit and compliance management Data integrity management Operational support and education Support for SAP system development and maintenance Compliance reporting SAP access and security Position Descriptions and Classification is accountable for position description and classification/reclassification frameworks and for providing tools, supporting materials and advice. Position description (PD) framework and supporting materials HEW 1-9 Classification and re-classification frameworks and supporting materials HEW 10 Classification framework and process Recruitment develops and delivers best practice resourcing/sourcing strategies, selection processes, on-boarding and induction frameworks, tools and technology Recruitment and selection strategy, policy, procedures and frameworks Recruitment systems and technology Senior appointments On-boarding and induction strategy, policy, procedure and systems Remuneration and Benefits ensures that fair and appropriate remuneration practices contribute to positive staff engagement. This CoE develops, implements and leads best practice remuneration and benefits strategy, procedures and initiatives. Remuneration and benefits strategy, policy, procedures and initiatives Staff Development is accountable for the delivery of a range of workplace learning & development programs for academic and professional staff. Career, professional and performance development for professional and academic staff 8

9 Consultancy services Customised learning solutions. ICT skills training OH&S training (Accredited and certified) Recognition programs for staff Superannuation is accountable for the administration of superannuation and providing Monash University employees with assistance relating to their Superannuation. The COE recognises that superannuation is an important employee benefit and is part of the University's statutory obligations. UniSuper management Other fund management Superannuation Administration Specialist superannuation information Visitor Management and Travel Management is accountable for the development, maintenance and implementation of best practice procedures concerning the attendance of visitors to Monash University campuses and staff travel. Appropriate reimbursements or payments for University visitors if required Compliance with Australian Immigration and taxation requirements Duty of care towards travelling staff Workforce Information and Reporting is accountable for the provision and development of HR workforce reports, information and interfaces to central systems, and for the establishment and management of SAP organisational structures and position management Workforce reporting from University HR systems Workforce profiles and metrics to support HR activity HR reports for statutory reporting purposes SAP HR Interfaces to central systems Workplace Policy and Procedure is accountable for developing and maintaining HR policy and procedural content and providing policy advice to Monash HR and key clients. HR policy and procedural development Major HR process and procedural review HR policy consultancy and provision of policy advice Quality assurance of HR policy and procedural content Workplace Relations is accountable for all workplace relations matters including negotiating enterprise agreements, managing our relationships with staff, managing disputes, supporting formal disciplinary processes and supporting organisational change. Enterprise agreement negotiation and implementation Workplace terms and conditions of employment Dispute / grievance management Underperformance management Organisational restructuring Resignations and terminations Work life policies Privacy Conduct and compliance 9

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