Full-time Faculty Prehire Onboarding Process (FPOP)

Transcription

1 Full-time Faculty Prehire Onboarding Process (FPOP) August 5, 2014 August 7, 2014 Presented by: Human Resources Project Manager: Diana Fernandez

2 FPOP Team Diana Fernandez Beth Forest Michelle Henderson Lori Bauwens Mike Holmes Melissa Takahashi-Brooks Maggie Gonzalez Molly Griffin Wilson ITS, Project Manager ITS ITS, HRIS HRIS HRIS HRIS HR Employment HR Employment 2

3 Agenda 10:00am 10:10am 10:15am 10:25am 10:35am 10:45am 11:00am 11:15am 11:30am Opening and Team Introductions Mandatory Process Overview Job Posting Applicant Selection Offer Form Feed to Banner Q&A Closing, Rollout Schedule and Adjunct Prehire Onboarding Process 3

4 Mandatory Process FPOP was developed under the direction of both the Provost s Office and HR Office. FPOP is a University-wide mandate for hiring fulltime faculty. 4

5 Project Definitions Who needs to go through the new FPOP? New Hires Re-Hires Employee Class Transfers FT faculty who do not need to go through FPOP: FT faculty "continuing" on their contract FT faculty being reassigned within the University Offer Letter Start Date First day new FT faculty member is required to be on campus Payroll Start Date First day of the first pay month If start date is in Aug., Payroll Start Date is Sep. 1 5

6 Overview of Process Identified Issues EPAF creation and approval process is time-consuming and inefficient. High volume of faculty EPAFs must be completed and approved in a very short amount of time, further delaying process. Access to , USFConnect, and other services delayed for faculty new hires until new hire paperwork submitted and EPAF created, processed, and approved. FPOP Resolutions EPAF automated and prepopulated by HR Employment. Approval queue shortened to 2 roles Business Manager and HRIS (other approvers moved to PeopleAdmin queue). New hire and job information collected prior to and at time of hire in PeopleAdmin. Information fed to Banner; departments use to set up /services. EPAF and new hire paperwork no longer required to grant accesses. Form I-9 required for physical OneCard access. 6

7 New FPOP: what has changed? Old Process 1. Job Description reviewed by Hiring Department, Dean or Provost. 2. Request to recruit completed through a manual, paper process with Provost s office. 3. Each department has own recruiting process. 4. Final candidate completes application through process specific to department. SV Provost reviews/approves candidate through manual, paper process. New Process 1. & 2. Job Description review and request to recruit automated in PeopleAdmin. Approval queue: CIPE and SV Provost; HR Employment posts job. 3. Each department has own recruiting process (no change). 4. Final candidate(s) (at least) applies in PeopleAdmin; SV Provost s review and approval automated. 7

8 New FPOP: what has changed? Old Process 5. Request to hire/negotiations/offer completed through a manual, paper process with Provost s office. 6. Background check initiated and completed. 7. & 8. Offer letter created by Dean/SV Provost. Candidate signs and returns offer letter (no change). New Process 5. & 6. Dean extends verbal offer and HR Employment initiates background check. 7. Offer Form created by Hiring Department/ Dean in PeopleAdmin. Approval queue: [Grants], HR Comp, HR Benefits, and SV Provost. 8. Offer Letter created by Dean/SV Provost. Candidate signs and returns offer letter (no change). HR Employment feeds Offer Form data to Banner. 9. ITS, One Card, Parking, Purchasing, Payroll, Benefits, etc. receive notification of new hire, begin setting up access (up to 90-calendar days + 2 weeks before Offer Letter start date). 8

9 New FPOP: what has changed? Old Process 9. New hire turns in new hire paperwork before or near start of classes. 10. EPAF submitted with 4 to 5 levels in approval queue. New Process 10. New hire receives access for USFConnect, USF , PreHire tab, online Library, new hire paperwork, etc. 11. Pre-populated EPAF automatically generated. Approval queue: Business Manager, HRIS applies. Note: EPAF generation for Fall hires entered before fiscal year end occurs on June 15 th. EPAF approval allows Payroll to start processes. 12. New hire submits new hire paperwork to HR, including *Form I-9*, which must be submitted before receiving OneCard. Classes begin. ***End Process*** 11. Employee receives access to , services, and technology. ***End Process*** 9

10 Job Posting Goal: capture FT faculty data currently captured on spreadsheets in each department Goal: capture University-required data New fields and faculty data never before collected in Banner 10

11 Job Posting PeopleAdmin Login Create New Posting Under POSTINGS, Select Full-Time Faculty 11

12 Job Posting Complete Job Posting data and save Standard on each Job Posting 12

13 Job Posting Special Instructions to Applicant PeopleAdmin OR Gnosis 13

14 Job Posting TAKE ACTION: Approval queue - Move to next approver Edit and delete CIPE, PROVOST, and back to HR for POSTING 14

15 Applicant Goal: create a short, FT Faculty application Goal: capture University-required data New fields and data never before collected in Banner Final candidate to apply in PeopleAdmin 15

16 Applicant Applicants search USF s Jobs page, click on job, click APPLY NEW: Applicant MUST apply in PeopleAdmin 16

17 Applicant Highest Degree only Must REQUIRE CV at least Applicant completes, certifies, and submits 17

18 Applicant Applicants tab Applicant queue Provost Approves Simultaneous Notice to Dean for Offer Form, to HR for Background Check 18

19 Offer Form Goal: collect data specific to the individual hired Goal: capture data required for Banner and EPAF New fields and data collected in order to grant accesses 19

20 Offer Form Applicant passed Background Check and is in Complete Offer Form status Ready to START Offer Form 20

21 Offer Form Start Date Salary Step Rank Location Benefits Multi State Jesuit HD/Dean enters new hire data and routes through the Approval queue 21

22 Offer Form Offer Form is routed through the Approvals: [Grants], HR Comp, HR Benefits, Provost. Offer Letter is created and signature collected. *HR feeds data to BANNER* 22

23 Feed to Banner What happens after HR feeds Offer Form to Banner? Data loaded to Banner Stakeholder Notification Services Accessible Employee Welcome Faculty Role Assigned EPAF Created I9 Notifications 23

24 Feed to Banner What happens after the EPAF is approved and applied? Primary FT faculty position is established in the HR system Faculty member is able to access online new hire forms (W4, DE4, Direct Deposit, etc.) Additional Pay assignments EPAFS can be created to include rental reimbursement, startup assignments, etc. 24

25 New Reports Primary Job Lookup Report College Lookup Report PeopleAdmin Data 25

26 Sample Timeline for Fall Hires Job Posting reviewed and posted in PeopleAdmin Recruitment Candidate applies and SV Provost reviews in PeopleAdmin Negotiations and Background Check Offer Form created and data fed to Banner Offer Letter issued May 1, Notification to departments for access May 15, Access available to new hire June 15, EPAF available for approval Aug 15, First Day Class Sept 26, First Paycheck Prior Months At least 3.5 months May Jun Aug Sep before start date 26

27 Q&A Questions? Contact the HR Department Maggie Gonzalez: (415)

28 Closing FPOP Schedule PeopleAdmin posting process starts August 1 Intended for new hires starting Intersession 2015 New hires starting Fall 2014 to use existing process Hands-on, mandatory PA training by school Adjunct Prehire Onboarding Process Project schedule Adjunct Process Rollout and Training for Spring 2015 starts January 1, Diana Fernandez at dfernandez2@usfca.edu for a copy of this presentation 28