HR SERVICES COMMUNICATION SESSION

HR SERVICES COMMUNICATION SESSION

Objectives To provide an overview of HR Services including the types of services offered, our policies and procedures. To facilitate discussion on any matters arising or on general queries. To provide updates on recent and upcoming changes To provide sources of information and contact points to support your future needs.

Outline 1. Overview of the HR Function 2. Overview of the HR Services Function 3. Recruitment and Selection 4. Pensions 5. HR Operations Compensation and Benefits HRIS 6. Questions

HR Structure VP for Staff Eamon Drea HR Strategy & Development Rory Carey HR Relationship Directorate Claire O Malley HR Services Directorate Michael McGinley

HR Services Directorate HR Services Director Michael McGinley Recruitment Elaine Hassett HR Operations Aoife MacGabhann Pensions Teresa Coss Compensation & Benefits HRIS

HR Services Objectives Deliver key services Implement HR Services rolling 3 year plan to improve service delivery Enable Devolved Management through Self Service Controls & exception reporting Performance driven through KPIs Customer focused through SLAs

Completed Projects in last 12 months Sick Leave Reports & Data Clean Up Haddington Road PAF Phase 1 Flexi-Time Policy Team Structures on InfoHub InfoHub Enhancements Staff Management Report revamp Staff Profile Externally Funded Cost Centres HR Services Service Level Agreement Recruitment KPIs HRIS KPIs

Information & Contacts

Recruitment and Selection Agenda 1. Recruitment Team Structure 2. Devolution of Post Approvals 3. Online PAF/RAF Project 4. Internal Mobility 5. SLAs & KPIs

Recruitment Structure Elaine Hassett Thomas Dempster Geraldine Foley Job Bridge Aisling Croke Teresa Donaghy Adrian Woods Paul Fitzgerald Caroline McQuinn Gosia Wojnicka Mark Leonard Ciara Foran Aoife Caffrey TBC Brian McNamara Sarah Dunne

Areas of Responsibility Engineering & Architecture Science Office of the Registrar Buildings and Services Agriculture, Food Science & Vet Medicine IT Services Library, HR, Finance Business & Law Arts & Celtic Studies Human Sciences ALC Aisling Croke Account Lead 1 Teresa Donaghy Account Lead 2 Adrian Woods Account Lead 3 Health Sciences Research, Innovation & Institutes Research Funded Recruitment Paul Fitzgerald Account Lead 4 Caroline McQuinn Account Lead 5

Post Approvals UMT have approved the devolution of post approvals on a phased basis with effect from the 19 th May 2014. Posts Devolved for College Approval (Phase 1) Replacement Posts (which are in staff plan) Extensions (which are in staff plan) Maternity Cover Post Retirement Contracts (subject to HEA approval) Posts which continue to require UMT Approval New Posts Replacement Posts (which are not in staff plan) Extensions (which are not in staff plan) Other Leave Cover Exceptions / Other posts not covered above

Online PAF/RAF Project Objectives Implement an online PAF/RAF with automated approvals Merge local approval process with BRC/RFO Enable enhanced tracking and Core Reporting 3 Phases - PAF/RAF/Integration with Core Current Status Implementation brought forward to support devolved Post Approvals. Online Form is now available through InfoHub. Phase 2 is underway focusing on the RAF. Phase 3 will look at the automated approval process and will begin with consultation with schools/units in July.

Access to the Online PAF Access to the tool is via InfoHub / Human Resources / Post Authorisation Process / Manage Post Authorisations by School/Unit. Select the appropriate School or Unit Select Create New PAF

Additional Information

Internal Mobility Programme Internal Mobility & Development Programme launched in January 2013 on a one year pilot basis. HR began advertising all positions from SEA up to the grade of AOIA / STO internally first. Entry Level grades were excluded. An exception process was available for specialist skills UMT confirmed on 03.06.14 that the programme will be extended to all Professional, Administrative and Technical Grades. Policy Changes Recruitment and Selection Policy Internal Secondment Policy Internal Mobility Policy (under development)

Service Level Agreements HR Services SLA webpage launched in December 2013 SLA s for Recruitment and HRIS are published. Recruitment KPI and Activity Reports are on Infohub. Activity Reports provide a real time update on the status of a competition. If you do not have access to Staff Management Reports on InfoHub please discuss with Head of School/Unit.

SLAs/KPIs - Sample Activity Reports

Pensions

Teresa Coss Pensions Manager Niamh Cantillon Pensions Assistant Amanda King Pensions Specialist Sarah Burke HR Assistant

Pensions Activity Overview Core Activity Administration of Pension Schemes Implementation of Government Initiatives/Budget Changes Retirement figures and staff consultations Monthly Leaver Benefits Notional Service/AVC s FRAMC HR Agenda and GA Recommendations Online Pension Records Pensioner Declarations Other Activity Career Breaks and Leave of Absence for Research Life Assurance Plan Service Queries Annual Pension Scheme Audit Correspondence and Approvals with HEA, DES, DOF Monthly Seminars

FRAMC & Governing Authority Changes to FRAMC agenda & GA recommendations from April 2014: Information presented is statistical and anonymous Retirements, Added Years Submissions & Pensioners Staffing Information Royalty Payments Career Breaks & Leave of Absence for Research are no longer noted by the FRAMC or GA Career Break & Leave of Absence for Research applications must be signed by College Principal and Head of School in all cases (change from Executive Schools) Other HR & Policy Issues will continue to be submitted to FRAMC & GA as appropriate

HR Operations Compensation and Benefits HRIS

HR Operations Valerie O Neill Deputy manager Anne Criag Niamh Ryan (Trish Hillard) Compensation & Benefits Mary O Connor Sandra O Neill (Jennifer Coyle) Naomi Farrell HR Operations Aoife MacGabhann Maureen McCormack Rory Kearns HRIS Louise Bloomfield John Molloy Paul O Sullivan John Phelan

C&B V Payroll (Bursar s Office) C&B Core Activity Setup HR and payment records for monthly, weekly and hourly paid staff Implement changes in terms and conditions e.g. change in hours, salary, Resignations Increments Statutory Leaves Sick Leave Income Protection Claims Online Timesheets Statutory Redundancy Budgetary changes in relation to pay C&B Other Activity Maintenance of Core HR Records Travel Pass/Cycle to Work Schemes Study/Exam leave Career Break Return to Work Process Shorter Working Year Information requests from HEA, DES, DOF Payroll Activity Statutory Deductions Voluntary Deductions Processing of Payroll and Payment of Staff Online Payslip P45 on resignation, P60 at tax year end.

Haddington Road Update Paycuts July 2103 Overtime Rates Change in Hours Surrender of Annual Leave Increments In Progress Flexi-Time Standardisation

Surrender of Annual Leave Apply to staff (other than lecturing staff) with salaries between 35,000-65,000 who have reached the final point on their incremental scale or who will reach the final point before December 2015. Staff members were asked to confirm which of the three options they wish to avail of by completing an on-line form in InfoHub. Access to an InfoHub report is provided to managers thereby enabling them to adjust and monitor their annual leave entitlement accordingly. HR will on a monthly basis monitor and update as appropriate.

Increment Progression START You will not be liable for any further deductions provided further increments do not bring your salary above 35,000 on/ before 31/12/15 Salary above 65,000? No Salary scale with more than one point? Yes Salary below 35,000? Yes Yes No No Salary below 100,000? END Salary between 35,000 & 64,999.99? Yes No Yes Is the 1 st point of scale below 100,000 No Provided you are not top of you scale you will have up to two six month increment freezes following you first increment on/after 1 July 2013 Incremental Progression is suspended for 3 years You will have two increment freeze of 3 months duration No Are you on the max of your scale? Yes Increment is implemented Lecturing Staff? No Refer to Surrender of Annual Leave Process On reaching the maximum point of the relevant scale a lecturing staff member is not liable for any further deductions from salary unless salary equals/ exceeds 65,000 at which measures for salaries at 65,000 or more will apply. Yes END

Increment Progression All records have been updated on Core You can find you next Increment date in Staff Profile,

Sick Leave Scheme Changes - Effective September 1 st 2014 Directed by DES to implement the new Sick Leave Scheme to reduce the general Sick Leave entitlement of eligible staff from 131 days on full pay and half pay to 66 days on full pay and half pay. There will be an increase in the cost of income protection for UCD staff, who are members and a separate notice of this will be provided. Following consultation with the unions agreement has been reached that Sick leave will now be recorded from Monday to Friday instead of Monday to Sunday previously. There is now a requirement to produce a medical certificate if you are absent from work for more than 2 working days.

xternal Work/Devlin Overview Academic staff are permitted to engage in external consultancy and other remunerated external activities Academic staff are required to seek (prior) Approval from of Head of the School and College Principal/VP All Academic staff are also required to complete an Annual Return form stating if work was undertaken in previous year New system will replace manual process with an online self-service system in InfoHub.

Flexi-Time Policy A new Flexi-Time Policy has been published The policy applies to all staff up to and including the grades of Administrative Officer 1A or equivalent only. From the 1 July 2014 staff members are only permitted to take one day flexi leave per 4 week flexi period End of Balance Period carry over is Max 8 hours for each area Flexi time bandwidth: 08:00-19:00 Core Hours: 10:00-12:00 & 14:30-16:00 Areas that do not have Flexi-Time and are considering flexible arrangements it is recommended that they contact their HR Partner for additional advice and information on the various options and considerations.

Infohub Team Structures Background Prior to InfoHub, managers below school/unit level were given access to HR Staff Management reports for their own cost centre via InfoView. With the move to InfoHub reports this facility is not available. Solution developed with MSU and is currently in pilot. System Overview Teams can be set up and maintained manually or by cost centre(s) by a designated team administrator in each area Once the teams and managers have been set up, the team managers will automatically gain access to the Staff Management by Team reports in InfoHub. Subject to successful pilot implementation, the service will be rolled out to other areas on a request basis over the summer months

Wrap Up

Main Priorities until the end of the Year Online PAF Phase 2 External Consultancy/Devlin New Sick Leave Scheme and IPP Flexi-Time standardisation

Questions

Reference Material

UCD HR Strategy 2011-14 Complements the University Strategy Informed by the Quality Review process Extensive consultation Identified five key areas for strategic HR focus and the need for measurement of these: 1. Helping the University Management Team (UMT) Identify Staff Priorities and Shape the Sectoral HR Agenda; 2. Supporting University Change; 3. Managing for Success and Performance, Promoting the Benefits of Working in UCD and Recognising Staff Contribution; 4. Continuous Service Delivery Improvement; 5. HR Team Culture and Development.

Recruitment Activity Core Activity Recruitment of all Permanent and Temporary Employees Recruitment of all Research Funded Employees Renewals/Extensions of all Fixed Term Contracts Management of Salary Submissions and Headcount Forecast for the BRC Work Permit Applications JobBridge Internships Other Activity Administer changes to terms and conditions of employment (change in hours, job sharing) Correspondence and approvals with HEA, Dept of Education & Skills, Dept of Finance Manage general HR correspondence. Administer Probation correspondence Management of Termination of temporary contracts Not Supported by Recruitment Team Recruitment of Temporary Employees via agencies Hourly Paid Staff Tutors and Demonstrators

Service Level Agreements

Sample KPI Reports

Sample KPI Reports

Pensions Stats 2.8M in gratuities 2013 126 retirements illustrations issued in 2013 425k received in Transfers in 2013 56 retirements 2013 Membership: 3284 Active 1703 Deferred 1367 Pensioners 211 service queries 2013 300K refunds paid 2013 75 Added Years Cases submitted to HEA

Online Pension Records UCD Employee Self Service (ESS) system (https://hrweb.ucd.ie/pls/coreportal/). Freedom of access to view your pensionable salary and pensionable service A snap shot of your normal retirement benefits Pensions Calculator What if scenarios Access remotely. Improved Retirement Planning Facility to update your dependants details Your Pension Scheme Explanatory Booklet

Areas of Responsibility Compensation & Benefits Deputy Manager Retired staff payments Increments Maternity/Adoptive Leave Core Funded monthly Changes to contracts Resignations Adult Education & Invigilator Set-ups Research Funded Staff Tutors & Demonstrators Set-ups Resignations Online Timesheets Valerie O Neill Anne Craig Naomi Farrell Sick Leave Income Protection Claims Statutory Redundancy Taxsaver Incentive Schemes Maureen McCormack Occasional Lect set-up Parental Leave/Force Majeure/Carer s Leave SWY/Study/Exam CB Return to Work Weekly Payroll Trish Hillard (Niamh Ryan) Research Scholars Hourly Paid Casual & Library Ad-hoc Payments Sandra O Neil (Jenna Coyle)

C&B Stats 2013 3720 contract setups/ changes 310 Leave Requests Pay Bill: 240M paid 8870 staff and pensioners 9,300 Online Claims 370 applications Travel Pass/ Cycle to Work 4.6M Hourly paid

HRIS Activity Core Activity HR System Administration, Maintenance, Security and Training on: Core Personnel; Payroll; Training; Recruitment; Pensions; Expenses; Time & Attendance; ESS; Timesheets; erecruitment HR System Development Project Work Employee File Management SharePoint HR Self Service Reports Ad hoc Report Requests External and Statutory Reporting Other Activity System Integration with Other Business Systems HR Hardware Support HR Web Development Project Support Not Supported by HRIS Team Infohub development

Core Linkages

HRIS Project Work Document Manageme nt System Online Timesheets Sick Leave epromotion Core Data Definition & Cleansing HRIS Project Work 2012/2013 epaf Pensions Module Service Level Agreement s & KPIs Enhanced Reporting Core Upgrade Equality & Diversity Monitoring 40% of HRIS time is spent on Project Work

Pensions Support Information on pensions schemes, retirements etc: http://www.ucd.ie/hr/pensions/ Information on Online Pension Records: http://www.ucd.ie/hr/pensions/onlinepensionselfservice/ Information on FRAMC/GA: http://www.ucd.ie/hr/pensions/framcgoverningauthoritymeetings/ Queries should go to pensions@ucd.ie with UCD Personnel Number

C&B Support Information on pay, pay scales, etc http://www.ucd.ie/hr/pay/ Information on statutory leaves, career break, SWY etc: http://www.ucd.ie/hr/leave/ Information on sick leave: http://www.ucd.ie/hr/sickleave/ Information on statutory redundancy: http://www.ucd.ie/hr/a-z/statutoryredundancy/ Queries should go to compensationandbenefits@ucd.ie with Personnel No

Recruitment Support General Recruitment Information http://www.ucd.ie/hr/recruitment/ Information on JobBridge http://www.ucd.ie/hr/recruitment/jobbridge/ General Queries should go to your Staffing Lead or to the Recruitment inbox at staffing@ucd.ie Research Funded Recruitment Queries can be directed to researchfundedrecruitment@ucd.ie

HRIS Support To request a report refer to:http://www.ucd.ie/hr/reportrequest/ To troubleshoot ESS login refer tohttp://www.ucd.ie/hr/ess/ All requests should go to HRIS@ucd.ie