agenda pso monthly board meeting · pso monthly board meeting 439 chb 11:00am-12:30pm, march 19,...

AGENDA

PSO Monthly Board Meeting

439 CHB 11:00am-12:30pm, Jan. 15, 2013

Joyce Agee x Curtis Black Nadine Grahn x Allison Navarrete x

Deci Evans x Alex Bolton x Kathy Hanken x Anita Rocha

Hollye Keister Carmen Cook x LeAnne Jones Wiles

Linda Hanlon x Robert Corbett x Josh Larios x

Annette Anderson Eliana Lobo x

Christopher Glenn

-Minutes from Dec. 11, 2012-Approved

- PSO Salary Stories & Legislative Submission

There are four stories submitted by the PSO. Please go to this link to submit a salary-story:

https://catalyst.uw.edu/sharespaces/space/rcorbett/18474 Joyce would like everyone to submit a story

if you are comfortable submitting something. Feel free to change the names for privacy. We should

focus on how the salary freeze has affected Pro Staff. The goal is for Pro staff to be prepared when the

freeze is lifted. We would like to show what compensation is needed for pro staff. Joyce will compile

all stories and create a draft to circulate to the board and possibly call a special meeting. Once we have

consensus Joyce will present to Ana Mari Cauce by the end of January.

Committee Reports

Communications (Robert) Newsletter changes

The newsletter format will change to an annual report style. This will highlight and summarize the

achievements of the PSO for the previous year. The newsletter will be sent out to the PSO members

beginning September, 2013.

Events (Deci, Carmen)

Brown Bag Planning-Nothing to report

Spring Meeting Planning-looking at meeting dates for May, 2013

Legislative (Alex) The new session has begun. Alex send an email to Margaret Shepard UW head of state

relations regarding the salary and pay freeze issues.

https://catalyst.uw.edu/sharespaces/space/rcorbett/18474

Outreach (Linda) Survey Update

The PSO survey is scheduled to go out in the next communications on January 18, 2013. The survey

will close on March 1st, 2013. Linda will meet with an HR representative and obtain position titles. This

will give her additional information when reviewing the survey results. The goal is to understand the

roles of our members, and what find out what they know about the PSO.

ProStaff Awards (Carmen). To better utilize people's energies and PSO's financial impact the group

realized a more sustainable model was in order. Ultimately there will be only one nomination-award

period and the awards will then be presented at the spring PSO meeting. We want to explore the option

of giving higher value cash awards along with the crystal award. We think this will lend greater prestige

on many levels. However, budget considerations will factor into the number and dollar amount of the

awards. Furthermore, we will need to explore cash options and restrictions.

Kathy re-vamped the previous outline and incorporate a new model which is greatly simplified and

sustainable model.

How can we get Tacoma and Bothell more involved?

Website will be updated to indicate these new changes.

Scholarship (Nadine)

cholarships: 6 applications submitted. The committee is reviewing the current applications. Next

deadline is March 1st.

- Faculty Councils

Robert-Social Science will offer a distance learning degrees. Tacoma is leaning toward offering criminal

justice distance learning course. The PSO will take a wait and see approach at this time regarding this

issue.

- Items/notes/inclusions for next PSO email (Joyce)

- Other Business

MLK volunteer day-Joyce will send out information regarding a project in our area that needs help. The

date is January 18th.

For Future Consideration:

Review Sick Leave exchange

HR Meeting to be scheduled

Adjourned 12:16 PM

Respectfully submitted by

Deci Evans

PSO Secretary

AGENDA PSO Monthly Board Meeting

439 CHB 11:00am-12:30pm, March 19, 2013

-Minutes from Feb, 19, 2013 - PSO Salary Stories Update

-Committee Reports

Communications (Robert) - Annual Report update

Update Events (Deci, Carmen) - Spring Meeting Planning Update

Finance (Hollye)

Legislative (Alex)

Outreach (Linda) - Survey Update

ProStaff Awards (Carmen)

Scholarship (Nadine) - Scholarships

- Faculty Councils


- Other Business

Meeting to be held in Bothell


HR Meeting


439 CHB 11:00am-12:30pm, March 19, 2013 Joyce Agee Curtis Black Nadine Grahn Allison

Navarrete X

Deci Evans X Alex Bolton X Kathy Hanken X Anita Rocha X Hollye Keister X Carmen Cook X LeAnne Jones

Wiles

Linda Hanlon X Robert Corbett X Josh Larios Annette Anderson Eliana Lobo X Christopher Glenn Notes- from Feb, 19, 2013- Please see e-mail to approve notes - PSO Salary Stories Update Alex-Set to be completed soon. July 1st HR will review. Consulting report letter sent to Ana Mari and Mindy Ana Mari acknowledged this letter was received and was encouraged to know where the Professional Staff stands as far as salary review. There is a pending meeting with Mindy and the PSO will be invited to attend.

-Committee Reports

Communications (Robert)- The PSO newsletter will change to an annual report. The projected date for the new format will be September 2013. The goal for the board is to create a calendar for the full year. The Presidents e-mail will cover monthly meetings and dates for annual meetings. Facebook will be utilized more to inform member of meetings and events. Robert asks for the board to encourage new member join the communication committee.

Update Events (Deci, Carmen)

- Spring Meeting Planning Update Spring meeting is scheduled for May 9, in the Alder Hall in the commons 11:00-1:00 The speaker will be the President from Walsh construction, Bob Walsh. Carmen and

Deci will hold an event planning meeting to discuss the budget and hold walk through. Please plan to attend to show our support, Tuesday March 26, 2013.

Finance (Hollye) Annette volunteered to help Hollye and begin training for transition. Outreach has a positive balance. The board will consider using a portion of the funds to cover expenses for the spring meeting.

Legislative (Alex)- There an increase in demand for state services. The legislative committee will meet soon to discuss the budget. Senate proposed a one million dollar increase to state schools. This is still pending. Still waiting to see if pay increases will be passed.


Linda will review the responses she received and send a summary to the board after the closing date. if you have not responded, please take some time to do so.

Standing ovation Awards (Carmen) This award will be presented in the May meeting.

Looking for nominations. Carmen will create a catalyst. The survey link will go out in the next president’s e-mail. There will be more than one winner. And this award will only happen one time a year.

Scholarship (Nadine) Applications have been sent to the committee. There are 10-12.

- Faculty Councils Eilana-Multi Cultural Affairs-Created a Diversity undergraduate requirement has been approved by the council. Transportation committee would like to present at a future PSO board meting. - Items/notes/inclusions for next PSO email (Joyce) Joyce will speak to the transportation group to discuss presenting the board at a future meeting - Other Business

Due to spring meeting walk through in April. We would like to hold the June meeting in Bothell. Deci will check with Annett and Josh for room location.


Spring meeting

Nominations

Elections-inform Joyce if you plan to run or

Review board meeting times for April meeting

Meeting adjourned 12:21


439 CHB 11:00am-12:30pm, April 16, 2013

-Minutes from March, 19, 2013 -HR Meeting - PSO Salary Stories – Linda Hanlon, Joyce Agee, Carmen Cook -PSO Union Discussion - PSO Board Recruitment, Officers & Elections

-Committee Reports


Update Events (Deci, Carmen) - Spring Meeting Planning Update

Finance (Hollye)

Legislative (Alex)


Standing Ovation Awards (Carmen)

Scholarship (Nadine) - Scholarship Update

- Faculty Councils


- Other Business

Meeting to be held in Bothell



439 CHB 11:00am-12:30pm, April 16, 2013 Joyce Agee X Curtis Black Nadine Grahn Allison Navarrete X

Deci Evans X Alex Bolton X Kathy Hanken X Anita Rocha

Hollye Keister X Carmen Cook X LeAnne Jones Wiles

Linda Hanlon X Robert Corbett X Josh Larios X

Annette Anderson X Eliana Lobo X

Christopher Glenn X

-Minutes from March, 19, 2013 -HR Meeting - PSO Salary Stories – Linda Hanlon, Joyce Agee, Carmen Cook- Linda and Carmen attended the meeting to discuss the salary stories. This was presented to the HR team. The board will decide how to present the finding to the membership. -PSO Union Discussion Do we want to open to our membership? Are there other professional staff places that are unionized? Joyce called Christine?? In Texas. She will send their document. And compare and contrast. Not aware of any in our state. Linda will create a catalyst to poll the members to see what their thoughts are. Annette presented an outline for how to begin the unionization process. Anette will lead the process and will call a meeting to any who would like to attend. She will send an email to the board members. - PSO Board Recruitment, Officers & Elections Open positions- Robert will send out a list to let everyone know where they are in their terms. If you are leaving the board, please ask people you may know to run in your vacated position. May is election period. We will know officers by June. Send names to Joyce in e-mail as soon as possible.

-Committee Reports

Communications (Robert) - Annual Report update- Will be ready in next two weeks.

Update Events (Deci, Carmen) - Spring Meeting Planning Update. May 9th11:00-1:00pm.

- Alder commons reserved. Approval to use the outreach budget for the Spring event. Passed.

Finance (Hollye) Renewed with the state nonprofit and fundraising agreements. Budget passed.


Standing Ovation Awards (Carmen)-Board approved use of funds from outreach committee for this award. Please solicit more nominees. Winners will be selected April 22nd.

Scholarship (Nadine) - Scholarship Update –Stayed on budget, had 44 total request and funded 26 for the

year. Was able to fund a number of small amounts to members.

- Other Business

June meeting to be held in Bothell

Adjourned 12:29 PM


Bothell Campus UW Bothell Beardsley Collaboratory 2nd Floor

11:00am-12:30pm, May 21, 2013 - Welcome -Presentation by members of the HR Payroll Project

-Minutes from April 19, 2013 - PSO Board Recruitment, Officers & Elections Update

-Committee Reports


Update Events (Deci, Carmen) - Spring Meeting Review

Finance (Hollye)

Legislative (Alex)




- Faculty Councils


- Other Business


HR/Payroll Modernization PSO Board May 21, 2013

Agenda

•  Project Overview •  Timeline •  Efforts This Year

o Procurement / System Selection o Business Process Redesign

•  Next Steps •  University Involvement

5/21/2013 Professional Staff Organization Board Meeting 2

The HR/Payroll Modernization

•  Replace the existing payroll system •  Implement a modern HR system •  Move to standard HR and payroll

processes and practices


It Happened in 1982…

•  E.T. made movie history •  Michael Jackson released “Thriller” •  USA Today was first published •  The Epcot theme park at Walt Disney

World opened to the public •  The Weather Channel went live •  The Commodore 64 was released •  UW’s HEPPS system was launched


1982 2012 Annual Revenue $552 million $4.6 billion

Primary Revenue Sources

State appropriation 28% 6% Tuition and fees 13% 13% Research grants and contracts 27% 30%

Patient care 14% 29%

Human Resources

Number of employees 20,000 40,000 Unionized staff 7,000 17,000

UW: Now & Then


1982 2012

Regulatory and Compliance Profile

Scope of bargaining agreements

Prohibited from negotiating salary, hours of work, overtime, premium

pays, leave, corrective action, performance management

Civil Service Reform opened the scope of bargaining to include all of

these areas

Geographic compliance scope

3 states N/A

29 states 66 countries

Federal, state, and hospital requirements and regulations

HEPPS was implemented to be compliant for the time, but lacks the

flexibility to keep up with change

30+ major federal regulatory programs and requirements, numerous changes

to state and hospital rules & regulations, including: ADA, FMLA, COBRA, FLSA for state employers, new state retirement and insurance

eligibility rules, extension of bargaining rights to temporary employees, new

Joint Commission rules, etc.

UW’s Compliance Profile has Changed


Examples of Issues Facing UW

•  Writes off ~$200,000 annually in unrecovered wages

•  Can’t determine productivity vs. non-productivity hours

•  Multiple systems are used to gather time & leave •  New employees experience productivity delays

waiting for manual processing of access/permissions

•  Inability to effectively track required training


HR/P Modernization Benefits

•  Improved levels of service •  Accurate, timely employee data •  Bandwidth to focus on strategic initiatives •  Improved competitiveness •  Reduced operational risk •  Productivity savings


This Impacts You •  All employee information in one place •  Provides updated data in real-time •  Eliminates 68% of redundant processing steps now

required to record time, process payroll, and update leave records

•  Automates open enrollment for benefits •  Allows online information submissions, such as for life

changes (marriage, divorce, children) •  Tracks mandatory trainings and renewal/expiration of

required certifications •  Provides online career planning •  Automates approval processes


TIMELINE

Timeline: April 2013 – January 2014

Apr-Jun2013 Jul-Sep2013 Oct2013-Jan2014

Stage 3 – System Demos, Cost Proposals & Contract

Issues

Stage 4 –Demos, Revised Costs, IPS, Contract

Negotiations

Announce Finalists July 2013

Vendor Signs Contract October 2013

Secure Contact Approval from State & BOR

Contract Fully Executed

January 2014

Procurement

Business Process Redesign

Redesign Processes

Build Roadmap

Communications

Develop & Execute on Implementation Plans

We are here

Benchmarking Data Collection, Validation & Review Results Plan

Execute Communications Plan

Project Phase

Workshops Complete 5/13/2013


Improve Integration Design

Selection & IPS

Fit/Gap

Production Support

FY13 FY14 FY15 FY16 FY17 FY18

Contract Signed

Jan 2014

RFP Released Sept 2012

Redesign Process

Plan/Kick-Off

Design

Configure & Build

Unit, System, Integration, &

Regression Testing

Parallel Processing

Cutover

Stabilization & Optimization

Training & Outreach (Phased)

Design & Implementation (Phased) Estimate 3-5 Years

Procurement


Project Phase

Develop & Execute Implementation Plans

Timeline: 2013 - 2018

Communications


PROCUREMENT

Vendor / System Selection

What We’re Seeking

•  Off-the-shelf software product •  Hosted or fully managed solution (SaaS) •  Use a non-customizable system •  Solution that scales to UW’s complex

needs


The System Must Support… •  40,000 staff and faculty •  11,000 medical center employees •  300+ employees in 26 other countries •  4,400 graduate students with health benefits •  365+ earning types (regular, hourly, etc.) •  165+ unique pay differentials or premiums •  2,000 retirees •  9 unions representing 16,000+ employees


Current State of Information Flow

Compensation

Payroll OWLS

Timesheet Email Access

Development Performance Management

Succession Planning No system

Labor Relations

Benefits

Hiring & Onboarding

Separation


Future State with New System

Compensation

Payroll

Development Performance Management

Succession Planning

Labor Relations

Benefits

Workforce Management

Hiring & Onboarding

Separation


A Four-Stage Selection Process

Stage 1 •  6 bids submitted in October 2012 •  5 invited to submit more detailed proposals

Stage 2 •  4 detailed proposals received on January 2013 •  1 bidder disqualified due to an incomplete response

Stage 3

•  In March 2013, 3 vendors invited to provide solution demos, submit initial cost proposals, and negotiate contract terms

•  1 bidder withdrew due to licensing and contracting issues with a sub-bidder

Stage 4

•  2 vendors will provide campus demonstrations in August 2013 and submit revised cost proposals

•  1 final vendor announced in October 2013


BUSINESS PROCESS REDESIGN

What is Business Process Redesign?

•  Started with industry best practices •  Obtained input from UW representatives •  Designed “future-state” processes

ProcessLeadsModifyProcess

Flow(1-4people)

FocusGroupModifyProcess

Flow(5–13people)

WorkshopToReviewProcess

Flow(20–40people)

BestPracBceProcessInputs


BPR Workshops WorkshopsbyProcessArea WorkshopsbyProcessArea

BenefitsAdministraEon TimeCollecEng&TimeKeeping

CompensaEonStrategy&Planning Training&Development

DisabilityAccommodaEon ViolencePrevenEon

Hazards&Incidents WorkforceManagement

LeaveAdministraEon

Off-CyclePayrollProcessing

On-CyclePayrollProcessing WorkshopsHeldClosertoImplementaBon

Ongoing&Year-EndPayrollProcessing HRCommunicaEons

PerformanceManagement LaborRelaEons

SeparaEons OrganizaEon&PosiEonManagement

TalentAcquisiEon SuccessionPlanning


NEXT STEPS & UNIVERSITY INVOLVEMENT

Next Steps

•  Finalizing a detailed plan – or “roadmap” o Scope o Prioritize o Sequence

•  Initial projects from BPR begin this month •  Open system demos for 2 finalists in

August •  Seeking Board of Regents and State

approval by January 2014


Participation to Date

•  More than 300 people involved in BPR •  75 subject matter experts & technical /

functional advisors for Procurement •  50 units involved in Benchmarking •  15 Campus Advisory Group Members


Opportunities for Involvement

Selection & IPS

Fit/Gap

FY13 FY14 FY15 FY16 FY17 FY18

Contract Signed

Jan 2014

RFP Released Sept 2012

Redesign Process

Plan/Kick-Off

Design

Configure & Build

Unit, System, Integration, &

Regression Testing

Parallel Processing

Cutover

Stabilization & Optimization

Design & Implementation (Phased) Estimate 3-5 Years

Procurement


Project Phase

Develop & Execute Implementation Plans

= provide input into process redesign

= view system demos (Stage 4, August 2013)

= participate in design sessions or testing


https://f2.washington.edu/teams/hrp

[email protected]


439 CHB 11:00am-12:30pm, June 18, 2013

Special Guest Speakers

Milliman Consultants - Background

Last autumn, the University of Washington retained Milliman to conduct a cash compensation survey for its professional staff positions. Milliman evaluated cash compensation for fifty-eight (58) benchmark jobs in the University’s professional staff group. Base salary and total cash compensation data were collected from regional and national institutions of higher education via a custom survey for thirty-eight (38) jobs and published surveys for twenty (20) jobs.

The fifty-eight (58) benchmark jobs, chosen by the University’s Compensation Office, the Professional Staff Salary Survey Advisory Group (a committee of professional staff employees) and Milliman, provide a solid representation of benchmark positions with the University’s grade structure and across job groups as summarized by the tables that follow.

- Minutes from May 21, 2013 - PSO Election Outcomes - PSO Retreat Planning - Committee Reports


Update Events (Deci, Carmen) - Fall Meeting Planning

Finance (Hollye)

Legislative (Alex)

Outreach (Linda)



- Faculty Councils - Items/notes/inclusions - Other Business - For Future Consideration

agenda pso monthly board meeting · pso monthly board meeting 439 chb 11:00am-12:30pm, march 19,...

Documents