BeneOits Service Center. HR Operations & Systems. HR Operations & Systems
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- Blaze Webster
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1 1 MONTHLY OPERATING REVIEW (MOR) Summary Monthly Report April 24, What actions/activities/milestones were scheduled to be accomplished in the prior month; 2. Of the above, which actions/ activities/milestones were accomplished; 3. Which actions/activities/ milestones were not accomplished, and why; 4. What is the plan to bridge any failure to accomplish actions/ activities/milestones; 5. What is the outlook for the current month's actions/activities/ milestones; 6. What issues need to be addressed; 7. How will you measure success; 8. Other notable matters. Owner FY14 HR Initiative Status BeneOits Staff Compensation HR Operations & Systems HR Operations & Systems BeneOits Service Center Job ClassiOications Cardinal at Work Welcome Center Transactions Status Legend: u We are where we are expected to be / We are ahead of schedule u We are slightly behind u We are behind schedule and need help
2 2 Benefits Service Center Support the university s efforts to control health care costs by: Providing best in class customer service to faculty, staff and retirees with respect to benefits questions and issue resolution Finalized service center location Finalized seasonal staffing needs for 2015 Open Enrollment Completed review of processes to be transferred to service center from Xerox Finalized layout of service center space and Welcome room Permits to be issued week of April 21 and construction to commence by end of April Finalize call center resources: call/case management systems, IVR (interactive voice response) and web-based resources ( /chat/customer satisfaction surveys); equipment and leasing costs (May 2014) Interview and hire (July 2014) Develop training materials and knowledge based resources (July 2014) Develop communications strategy for pre and post launch messaging (August 2014) Develop service delivery model for faculty, staff and retirees (October 2014) Space build completed by June 2014 IVR structure and call management software implemented by June 2014 New service team launch January 6, 2015
3 3 Center of Expertise: Job Classifications Redesign of the job classification and compensation system Revised project plan shared with Working Group and Steering Committee for comment Collected issues and concerns regarding proposed salary structure and job grade assignments from HRMs and senior leaders Extended contract with Towers Watson to revise salary structure and job grade assignments Meet with HR Efficiency Task Force (April) Complete newly identified job series descriptions and post to Job Description Library (April/May) Revise communication plan for remainder of initiative (May) Confirm market revised matches (May/June) Employee Job Assignment Results (as of April 14) Job Assignments Made: 8695 (93%) No Match Assignments Made: 654 (7%) Includes 327 New Hires since 12/20/13 Addition: Librarians Risk Assessment
4 4 Cardinal at Work Welcome Center Ten new hires in 5/1 pilot: Graduate School of Business, Graduate School of Education, Earth Sciences, and School of Medicine, Business Affairs, Office of Development/Office of Post-Doc Affairs/Stanford Alumni Association, University Human Resources, Vice Provost of Undergraduate Education Offer letter plus 7 staged communication s prepared for pilots Ordered equipment, scheduled rooms, arranged lunch at 3160 Bistro, and a bus tour around Campus Drive loop Finalized format including operational rotation stations, agenda, and system readiness Fill spaces for 6/2 pilot Finalize operational processes of program Finalize ongoing delivery of presentations Strengthen Parking & Transportation participation Configure ipad mini s and training computers Track Welcome Center execution hours to determine resources Test Crystal Springs and Pacific Ocean Conference rooms for main assembly Satisfaction survey after each successive pilot In Progress
5 8 Cardinal at Work Welcome Center Timeline Fall 2013 Conceptual Design & Resource Planning Jan - April 2014 Content Design (Web & Classroom) Apr - Dec 2014 Four Pilot Phases of Increasing Coverage Oct - Dec Resources Assigned Launch Daily Operations Winter 2015 and Forward Assess, Add Functions & Populations
6 6 Center of Expertise: HR Transactions Job/position record management, payments, and background checks Transactions: SoM faculty additional volume will ramp to 10,000 transactions per year, a 50% increase Held kickoff rollout meeting with DFA s and administrators to discuss transfer of work SoM cluster will also benefit Monitor turnaround times Monitor new academic staff issues Hire and train two new staff Background Checks: Academic staff (Lecturers, Research Staff, Librarians) background checks rollouts remaining: H&S, SoE (6/1) PeopleSoft monthly transaction share Background Check Does Not Meet Standards analysis; monthly statistics Reduction in legacy transactors within supported groups Shifting of SoM volume to HRTS
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