HUMAN RESOURCES DIVISION

Transcription

1 HUMAN RESOURCES DIVISION EXECUTIVE SUMMARY Fiscal Year 21 was marked by continued growth in programs, activities and services provided by Human Resources (HR). In response to changing workplace demands, HR continued implementing an organizational model similar to that of a professional services firm. The Executive and Faculty Search Group (EFSG) continued to serve the needs of the institution by coordinating 17 searches for key leadership positions. The Financial Management and Education Center (FMEC), the first of its kind in higher education, encompasses the resources of UGA counselors, the Teachers Retirement System and the University System of Georgia s Optional Retirement Plan vendors (also UGA s tax deferred savings plan vendors), as well as other resources. FMEC helps faculty and staff in financial life management with onsite 36 Personal Financial Consultations (36PFC UGA ). During Fiscal Year 21, Human Resources continued to lead the institution s excellence projects by working with various campus units to achieve and celebrate a high level of customer service. Human Resources also became a leading participant in workforce development activities for the Athens-Clarke County area. HR s primary area of focus has been working with schools and the local education community to create a more qualified, better prepared workforce for the future. Among other things, these efforts resulted in the approval and creation of the new Athens Community Career Academy, which accepted its first students in the fall of 21. TOTAL COMPENSATION Summary of Major Accomplishments for FY 21 Interfaced the new online benefits enrollment system, HRconnection, to the Blue Cross Blue Shield (BC&BS) system. BCBS serves as the third-party administrator for the BOR health plans. 36PFC UGA were conducted for more than 3 faculty/staff through the Financial Management and Education Center (FMEC). The number of employees and retirees participating in any University health plan has remained relatively stable since FY 26. H-1

2 Total Employees in Any Health Plan Total Retirees in Any Health Plan FY_6 FY_7 FY_8 FY9 FY1 FY_6 FY_7 FY_8 FY9 FY1 The Indemnity Health Plan was eliminated as an available option during FY1. As a result, enrollment in the PPO and HMO plans increased during FY1. This was particularly noticeable in the enrollment of retirees in the PPO plan. Enrollment for this group increased by 38% during FY 21. Employees in PPO Health Plan Retirees in PPO Health Plan FY_6 FY_7 FY_8 FY9 FY1 FY_6 FY_7 FY_8 FY9 FY1 Employee enrollment in the HMO health plan increased slightly during FY 21. Retiree enrollment in the HMO health plan continues to be minimal. (Please note: retirees with Medicare are ineligible for the HMO health plan.) Employees in HMO Health Plan Retirees in HMO Health Plan FY_6 FY_7 FY_8 FY9 FY1 FY_6 FY_7 FY_8 FY9 FY1 H-2

3 Summary of FY 211Goals To conduct 36 Personal Financial Consultations (36PFC UGA ) and other areas of financial life management for 1,5 employees and retirees by the Financial Management and Education Center. Summary of Major Accomplishments FACULTY & STAFF RELATIONS Continued to fulfill the role of staff ombudsperson Identified need for, developed and provided unit-specific training: o College of Education Dean and Administrators: Handling Personnel Issues o CVIOG: Handling Personnel Issues o External Affairs: Family and Medical Leave Act o Campus Transit: Family and Medical Leave Act Served as guest lecturers on topics of employment and personnel issues at the invitation of University faculty Facilitated classes at the Training and Development Center, to include personnel issues and staff engagement Participated with University Fraud Committee Participated with University Academic Honesty Initiative Developed draft Staff Threat Assessment Tool and procedures Developed pilot HR educational/training outreach program (HR Learning Express) Faculty and Staff Relations Fiscal Year 1 Cases (191 total) 4% 6% -1% 14% RIF FMLA 3% Job Performance 46% Miscellaneous Sex Harassment/NDAH Workplace Violence H-3

4 Summary of FY 211 Goals Finalize Threat Assessment procedures. Expand HR Learning Express target audience and strengthen connection to HR E- Learning initiatives. Continue to improve case tracking system, including comprehensive faculty and staff relation statistics/metrics. Continue to identify needs for and provide unit-specific training. Continue to review all unit-specific personnel policies to ensure compliance with changing University and Board of Regents policies. Develop statistical tracking of Reduction-in-Force (RIF) proposals. Summary of Major Accomplishments EMPLOYMENT ACTIVITIES Executive and Faculty Search Group (EFSG) To date, the group has effectively worked with a large cross-section of the institution and is being recognized as a high quality service provided through Human Resources. The group currently enjoys strong relationships with senior leaders across the campus. A list of the departmental searches for this year is as follows: o Director: Botanical Garden of Georgia o Dean s Assistant: School of Social Work o Associate Dean: Graduate Medical Education MCG/UGA o Associate Director- Government Services and Research: Carl Vinson Institute of Government o Department Head: Pharmaceutical/Biomedical Science o Director: Law Library o Financial Management Associate and Program Manager: Carl Vinson Institute of Government o Professor: Child and Family Development o Director of International Student, Scholar and Immigration Services: Office of International Education Office of Spousal and Partner Employment Assistance (OSPEA) The Office of Spousal and Partner Employment Assistance (OSPEA) has experienced strong endorsement from the institution s leadership in its effort to recruit highly sought-after academic/administrative leaders, faculty and staff. OSPEA partnered with departments to assist in showcasing UGA s professionalism and willingness to extend itself in helping spouses and partners in the hiring of key talent. H-4

5 OSPEA supported 25 clients in their job searches during FY 21. Total number of clients: 25 Full-time/Part-Time hires: 6 Clients continuing to seek employment 19 Online Employment During FY 21, the University expanded its background investigations to include P-Card holders and 4-H volunteers. With the addition of these two categories, UGA conducted a total of 5,51 background checks for the fiscal year. The number of position vacancies posted through Human Resources remained relatively constant from FY 29 to FY 21. Applicant referrals rose above 8, for the year. Within that number, current employee referrals remained at about 1,, suggesting a relatively high level of employee interest in mobility within the University. Applicant Referrals Current Employee Referrals 11, 15, 88, 66, 1, 44, 5, 22, FY6 FY7 FY8 FY9 FY1 FY6 FY7 FY8 FY9 FY1 Applicant referrals per vacancy increased to an average of 54 referrals per vacancy. The number of new positions posted during FY1 remained constant. H-5

6 Applicant Referrals per Vacancy New Positions FY6 FY7 FY8 FY9 FY1 FY_6 FY_7 FY_8 FY9 FY1 The number of position reclassifications continued to decrease during FY 29, reflecting the limited availability of funds. Reclassifications FY_6 FY_7 FY_8 FY9 FY1 Summary of FY 211 Goals Continue to build and deepen relationships with schools and departments regarding the OSPEA program, to assist in employment for the spouses and partners of recruited faculty members. Implement a paperless and electronic faculty hiring system through ipaws. Integrate the online employment process with the IMS Payroll system. TRAINING AND DEVELOPMENT In FY 21, 3,532 faculty and staff attended 244 classes. Minority participation represented 23% of total participation. Gender breakdown of participation was 21% male and 79% female. The number of participants in general programs decreased 12% from FY 29. A total of 3,846 employees participated in online orientation training. Faculty and Staff Career Services (FSCS) programs continued for a third year by servicing 2 participants through individual counseling, group presentations and outreach programs. Training and Development merged offices at the end of FY 29 to incorporate Career Services, Professional and Leadership Development, and General Training programs. The H-6

7 senior HR manager and HR specialist now staff and manage the T&D Center with student worker assistance. Summary of Major Accomplishments Faculty and Staff Career Services (FSCS) offered eight new classes and additional employee enrichment opportunities for entry-level staff and staff in mid-career transitions in order to increase retention of staff within the UGA community. In addition to the career development sessions offered through the Administrative Professional Certificate Series, offerings were added to the Foundations in Leadership and Management Program (FLMP). The FSCS manager presented at a national virtual conference held by the Higher Education Career Consortium at Notre Dame University. The Office of Professional and Leadership Development continued to offer professional development programs for administrative professionals. As a result of the popularity of the Administrative Professional Certificate Series program, FSCS increased the number of times it was offered. Programming for off-campus colleagues via video conferencing was introduced with the participation of the Tifton campus in the Administrative Professional Certificate Series. The Foundations in Leadership Program increased offerings for graduates of the program by offering more alumni sessions. The on-campus instructor pool was increased by bringing in new facilitators for the Career Services, Foundations of Leadership and Management Program, and Administrative Professional Certificate Series individual modules. Training and Development increased the use of alternative training resources and enhanced Web resources. Use of synchronous training through the Internet (Wimba Live) was utilized to deliver training sessions for extended campus units. This technology allowed the extended campuses to participate in Benefits Open Enrollment Sessions at designated sites across the state. Video capture technology also was utilized to create asynchronous training content. Wimba Live was utilized heavily for the College of Agricultural and Environmental Sciences NDAH training, as well as Benefits Open Enrollment, UGAmart training, and Budget Development (OVPR). Training and Development increased the usage of elearning Commons to include evaluations for computer classes, as well as sessions in the Foundations of Leadership and Management Program and Administrative Professional Certificate Series. The University System of Georgia (USG) ethics mandatory course was released midfiscal year. All faculty and staff were required to complete the course. elearning Commons was used for the delivery of content, testing and compliance. This course introduced elearning Commons to a majority of staff, who had not previously used the campus-wide learning management system. H-7

8 Summary of FY 211 Goals Professional Development In order for more faculty and staff to access the most costefficient training resources, classes offered for computer training, professional development and leadership will be delivered via online tutorials, hybrid face-to-face and online training, and resources developed to meet the just-in-time job training requirements for all faculty and staff. The use of Element K as a learning content module will be heavily promoted and facilitated by various campus experts. One certificate series will be launched that will include online and hybrid use of online training. Units that wish to bring training to their departments will be able to access facilitated discussion guides and resources coordinated by the senior HR manager and the Training and Development professional staff member. A new Microsoft IT Academy will be introduced in partnership with EITS to deliver advanced technical training. UGA procedural training will be captured via Wimba and video to be made available 24/7 for all employees. This access will alleviate the need for repeated training by campus experts. Online sessions will support the training of business units across campus on such topics as migration to a new UGA and calendar system, new procurement training and payroll systems, among others. Online courses will be highlighted each quarter to foster etraining by each faculty and staff member. General Operational Training and Development will continue to streamline processes involved in training. A new method of delivery for the mandatory USG ethics training will be developed for new employees. While UGA procedural classes will continue to be offered, more Training and Development elearning will be developed to offer accessible training to all faculty and staff. Systems will track elearning initiatives. The senior HR manager will participate in a campus-wide task force for migration to a new Learning Management System and will represent faculty and staff training needs. The senior HR manager will represent UGA in a pilot of the USG s Professional Consortium training for all University System faculty and staff. H-8

9 Training and Development Classes Presented Total Participants in Training and Development Classes FY_6 FY_7 FY_8 FY9 FY1 FY_6 FY_7 FY_8 FY9 FY1 Number of Employees Accessing Online Orientation FY_6 FY_7 FY_8 FY9 FY1 Summary of Major Accomplishments HR INFORMATION MANAGEMENT Began the upgrade process of new computers for HR staff members by purchasing 34 new PCs for the department by the end of the fiscal year Continued to perform regular computer maintenance for malware/spyware and performance issues Continued to provide optimal technical support to Human Resources despite losing all work study and temporary student workers soon after the start of the fiscal year Managed the upgrade of EFSG to have all digital phones to assist with receipt of multiple calls at one time Managed the installation of an LCD display to connect to a laptop during meetings held in the office of the associate vice president Video Conferencing o Executive & Faculty Search Group (EFSG) Continued video conferencing for EFSG, conducting candidate interviews worldwide H-9

10 These conference sessions allow a hiring committee the opportunity to have a real-time audio/video experience with the candidate. Sessions can be archived digitally for administrative or committee review. Completed equipment inventory and submitted a number of items to surplus Assisted Young Dawgs staff with review of data being tracked in Excel spreadsheets to see how the data could better be shared and updated in Access Participated in the Young Dawgs program as HR supervisor o Included helping Young Dawgs participant learn how to operate and demonstrate videoconferencing equipment Continued to assist the Young Dawgs program with recording and other technical assistance as needed for several student presentations o Additional recording equipment was ordered to better meet the need to record presentations in two rooms simultaneously. Converted all staff to the new UGAMail system and updated staff smart phones Determined how the new filtering that prevents SSNs from being sent in s would affect HR processes Implemented new remote desktop service to assist staff with problems from a central console o New remote system features central administration of all users and systems, secure connectivity, multiple monitor support, file transfer application, and full remote mouse/keyboard control, if requested Worked with FMEC to create a system to export and report on data exported from the Oracle Calendar database using Excel s macro and pivot table features IT Goals for FY 211 Continue to identify and protect SSN data on HR s systems. Continue to improve the videoconferencing experience. Continue vulnerability scanning for HR systems. o Evaluate Microsoft LIVE@EDU application - As new services are offered, Information Management will evaluate moving everyone to Microsoft Outlook for /calendar/tasks Evaluate new secure VPN solution for off-campus/work from home location Reconfiguration of back-up system o Additional equipment will be added to offer more flexible backups for HR data. o IT staff will be able to provide data more efficiently in the event of a recover/restore. o Back-up information will be easily available to IT staff for log audits and review Migrate to new file and Web servers. o The server environment is being prepared to move users to a Microsoft Active Directory structure. o This will provide IT staff with a more central point of administration for all users and files. H-1

11 o Replacing the current Web server will offer faster speeds with more storage space as the department needs grow. Upgrade network switching equipment and firewalls for continued reliability and security. H-11

12 HUMAN RESOURCES ORGANIZATION CHART Associate Vice President for Human Resources Tom Gausvik Deputy Director of Human Resources Duane Ritter Executive Assistant to AVP/HR & Senior Director of HR Becky Lane Managers Training and Development Tracey O Malley & Judy James HR Business Officer Janice Ramsey Senior Director Faculty & Staff Relations Sige Burden Senior Director Executive and Faculty Search Group Frank DiGiacomo HR Associate Director for Employee Benefits Lydia Lanier Process Excellence Leader UGA Process Improvement Catherine Shircliff Administrative Assistant to AVP/HR Audrey Booth H-12