HR Shared Services Model
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- Arline Neal
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1 HR Shared Services Model This spring the Commonwealth of Pennsylvania will take the next steps in the evolution of its human resource management practices. For generations, human resource-related administrative processes and employee services were performed on an agency-by-agency basis. In 2004 with the advent of its SAP system many administrative processes were standardized and the commonwealth asked employees to take a more active role in managing their own concerns through employee self service. Through these next steps, many standardized processes will be centralized and employee self service will be expanded. Centralized work will be performed by an HR shared services center, managed by the Governor s Office of Administration. In order for this evolutionary step to be successful, the HR shared services center, agency HR offices, and employees must work in concert. Each has a role to play. HR Shared Services Center All commonwealth agencies will use the EPAR system or call ( local) to engage the shared service center, which must complete the following transactions: Technical HR Support Questions Special Requests Employee Actions Hires (New Hire/Mass Hire, Dual Hire Establish Rehire/Rehire, Return from Furlough) Wage Hires (Revenue Tax Season Clerks, Energy Assistance Workers, Temporary Clerical Pool, DGS Adjunct Custodial Workers, Student Interns) New Duty Assignments (Promotion, Demotion, Reassignment, Reclassification) Employment Condition Change (Work Schedule Change, Probationary Period) Separation Alternative Discipline Grievance Settlement Processing 1
2 Position Changes Position Creation/Delimiting Position Reclassifications Position Reorganization Complement Cost Distribution Headquarter Changes Other Position Maintenance Pay Actions General Pay Increase Longevity/Annual Increment (Monthly & Annual) Incentive Payments (PSERS, SERS, L&I, & Revenue) Exceptional Pay Increase Pay Decrease Pay Scale Group Change Home Office Payments Meal Allowance Payments Physician Quality Assurance Payments Physician Bonus Nurse Certification Payments TCP, Revenue & DGS Pay Increases Clothing Allowance Payroll Processing Preparation Review, Resolution, Error Correction Role Assignment Requests Agency Roles Central Roles Aide to Relationships Organizational Changes Reorganization Processing PO13 Position Maintenance Workflow Questions HR Reporting Standard & Complex Reporting Special Reporting Needs Executive & Dashboards Agency Specific: State Police Mass Hiring of Cadets Mass Promotions to Trooper Multiple Assignment Transfers Agency Specific: Probation & Parole Multiple Assignment Transfers 2
3 These agencies will transition on February 16: Aging Agriculture Banking Civil Service Commission Community & Economic Development Conservation & Natural Resources Education Environmental Protection Executive Offices Fish & Boat Commission Game Commission General Services Health Historical & Museum Commission Human Relations Commission Insurance Military & Veterans Affairs Municipal Retirement System PEMA Probation & Parole PSERS Public Welfare Revenue Securities Commission SERS State State Tax Equalization Board Transportation (headquarters) These agencies will transition on March 29: Labor & Industry Transportation (field) These agencies will transition on May 1: Corrections State Police Agency HR Offices: Ongoing Strategic human resources work retained by agencies is unaffected by the shared services center. Agencies must continue to provide professional, high-quality, in-house human resource support to manage: Recruitment & Selection Classification & Pay Training & Development Performance Management Labor & Employee Relations Safety & Health SEAP & Workplace Violence Prevention Workers Compensation & Unemployment Complement Management Time Administration Temporary Working Out of Class Supplemental Employment/Financial Disclosure Review 3
4 Agencies may choose to manage the following tasks themselves or may choose to move such tasks under the purview of the shared services center: Supervisory Relationship Changes Position Actions for Vacancies Agency Specific: Orientation & In Processing of State Police Cadets and Corrections Officer Trainees Agency Specific: National Guard Pay Employees Commonwealth employees must visit online employee self service or call the shared service center at ( local) for the following items: General Inquiries Finding Information Getting Instructions on How/When to Do Something Personal Data Changes Name Change Address Change (permanent & mailing) Birth Date Marital Status Emergency Contact Payroll and Deduction Management Deferred Compensation: Great West (enrolls through provider) Bank Detail/Direct Deposit Changes Federal Withholding Change Savings Bonds Union Membership (dues/fair share) Tax Exemptions (UC, Social Security, Medicare, LST or OPT) Benefits Information, Enrollment and Management Health Insurance Add or Removal of Dependents Dependent Changes (including student certification) Insurance Enrollment/Plan Change Family Care Account Program SECA nowu 529 College Savings Program Voluntary Benefits: Travelers, Prudential (enrolls through provider) Commuter Benefits: FBMC (enrolls through provider) Online Employee Self Service System Support/Help Desk How to Use Online Services Issue/Problem Solving Online Financial Disclosure Online System Support/Help Desk How to Use Online Service What to Include/Exclude 4
5 Employees of these agencies will transition on March 29: Aging Agriculture Banking Civil Service Commission Community & Economic Development Conservation & Natural Resources Education Environmental Protection Executive Offices Fish & Boat Commission Game Commission General Services Health Historical & Museum Commission Human Relations Commission Insurance Labor & Industry Military & Veterans Affairs Municipal Retirement System PEMA Probation & Parole PSERS Public Welfare Revenue Securities Commission SERS State Tax Equalization Board Transportation Employees of these agencies will transition on May 1: Corrections State Police Next Steps in the Evolution The commonwealth s human resource management practices will continue to evolve over time with a goal of improving services to employees and reducing cost to taxpayers. Once initial employee and agency services provided by the shared service center begin to run smoothly likely in the third and fourth quarters of 2010 key next steps include: changing reporting technology a commonwealth-wide on-boarding initiative centralized processing of military leave and leave without pay agency-specific seasonal hires 5
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