agenda tuesday, march 25, 2014 10:00-noon campus center ballroom introductions human resources draft...

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Agenda Tuesday, March 25, 2014 10:00-Noon Campus Center Ballroom Introductions Human Resources DRAFT Background Check policy Feedback on Department Hiring Policy for Benefitted Employees Contracts and Compliance DRAFT Records Management Policy—paper Administration & Finance Procard Reallocation Project Construction Impact Planning Budget and Financial Planning Position Management Multi-Year Revenue and Expense Drivers Next F&A Meeting will be on Tuesday, April 29, 10:00-noon Location – Campus Center Rm 3540 Finance and Administration Advisory Meeting

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Agenda Tuesday, March 25, 2014

10:00-Noon Campus Center Ballroom

• Introductions

• Human Resources

DRAFT Background Check policy

Feedback on Department Hiring Policy for Benefitted Employees

• Contracts and Compliance DRAFT Records Management Policy—paper

• Administration & Finance Procard Reallocation Project

• Construction Impact Planning

• Budget and Financial Planning

Position ManagementMulti-Year Revenue and Expense Drivers

Next F&A Meeting will be on

Tuesday, April 29, 10:00-noon

Location – Campus Center Rm 3540

Finance and Administration Advisory Meeting

Human Resources

HR

Background Check Policy

Effective July 1st

New Benefitted Positions-full and part time

Non-benefitted—Jan, 2015

Student employees—future

Background Check Policy

WHY?

UMass Boston is committed to

providing a safe and secure environment that

is supported by qualified employees.

Research Reinvisioned for the 21st Century

Background Check Policy

What is a standard background check?

verification of education

verification of previous employment

verification of licensure

reference checks

criminal background check

Background Check Policy

Statement regarding background checks

in campus employment info, job postings,

external ads, etc.

Candidates must authorize background

checks when accepting position. Otherwise

will not be considered for employment.

Background Check Policy

Cannot ask applicants to disclose any

criminal or pending criminal charges.

Background check will be performed by a

company contracted with by the university.

Background Check Policy

3 STEPS1. Candidate authorizes

2. Company commences background check

3. Notification:

successful-HR -> candidate & Hiring Mgr.

unsuccessful-company -> candidate with

opportunity to appeal

HR-> Hiring Mgr.

Background Check Policy

Background Checks usually take 3-5 days,

but could take 2 weeks.

Hiring Managers may allow candidates to

start employment before the background

check is complete, however, they may

decide to wait, depending on sensitivity of job, etc.

Background Check Policy

Questions??

Comments to Sandra Knight in HR

Feedback on Dept. Hiring Policy

Planning for the 3 month review

We will invite departments that have submitted

job descriptions and/or had positions posted

for the review.

Meeting will be Tuesday, April 8th at 11am

Feedback on Dept. Hiring Policy

Comments so far:•Need an index for the policy•It takes 3 months for a new hire—too long•Clarify who completes the I-9 form•Remove requisition # from recruitment form•Search Committee on the recruitment form is

delaying the position posting.

Feedback on Dept. Hiring Policy

• Need more info on diversity issues. Don’t have

access to applicants’ diversity, so confused

when told not enough diversity in pool.• How do you handle external search firms• Clarify that search committee only has to

interview the first round of candidates, future

rounds can be done by hiring manager and

others the hiring manager requests.

Feedback on Dept. Hiring Policy

• Non-unit classified positions do not require

a search committee• Clarify CSU and PSU internal candidate

process• The Failed Search Form is on the ODI

website• Overlap in HR and ODI roles• Vacancy Review Committee role is unclear

Feedback on Dept. Hiring Policy

• Would be helpful to have sample reference

check questions• What should be in the recruitment file?• Why is office space request on the

recruitment

form?

Are you comments missing?

Feedback on Dept. Hiring Policy

Make sure we have your

Questions, concerns, ideas, advice.

Send to [email protected]

Contracts and Compliance

Contracts and Compliance

Record Management DRAFT Policy

Record Management, Retention, and

Disposition Policy

University Of Massachusetts Board Of Trustees’

Record Management, Retention and Disposition

Policy (Doc. T99-061, as amended) and President’s Office Record Management Guidelines.

Record Management DRAFT Policy

PAPER ONLY

Other forms of records (electronic)

will be addressed in future versions.

Record Management DRAFT Policy

Purpose

•Manage and Reduce Paper

•Retention and Destruction Schedules

•Consistent Practices across Campus

Record Management DRAFT Policy

Applicable to:

•All Records

•All employees

Record Management DRAFT Policy

• UMass Boston Record Administrator

• Record Review and Oversight

Committee

Record Management DRAFT Policy

Records are categorized•UMass Boston Records

•Third Party Records

•Non-Records

•Legal Hold Records

•Confidential Records

•Records of Historic Value

Record Management DRAFT Policy

Commonwealth of Massachusetts

Secretary of State’s Office •Statewide

Retention and Destruction Schedules

•Record Administrator will issue standard

schedules for UMass Boston Records:

fiscal, personnel, education

Record Management DRAFT Policy

• Categories in Statewide Retention

Records Retention ScheduleLegal and Regulatory Environment and Energy

Facilities,Trans.,Constr. Public Safety

Fiscal Health and Human Services

Personnel Revenue and Taxation

IT

Education

Record Management DRAFT Policy

Departments•Categorize and classify their records•Store and maintain records according

to standard and approved schedules•Dispose of records timely and securely•Provide an annual report to the Record

Administrator

Record Management DRAFT Policy

• Please review the draft policy

• Send Comments to Darryl Mayers

• Copy to Martha Kelly

• Records Management sub-committee

• Final Policy Next month

• Implementation will begin with

departments moving to the ISC

Administration and Finance Procard Reallocation Project

A & F

Administration & FinancePro-Card Account Code

Reallocation

Goal for the campus - July 1, 2014

Project underway in A&F

Department’s currently reallocating?

Administration & FinancePro-Card Account Code

Reallocation25 Card Holders in A&F

All cardholders now have access Expectation - all pro-card expenditures 100%

account code reallocation.

A&F Pro-card spending FY12 = $469k ($1k or .02% reallocated) FY13 = $403k ($106k or 26% reallocated) FY14 = Goal $100%

Administration & FinancePro-Card Account Code

ReallocationHow do I sign up?

Contact Eden Medaglia at [email protected] or 7-5063.– Security access – Reallocation access – Training (course or job aid)

Who can do reallocation? Cardholder, or Designee

When to do it? Recommended weekly Must be done within 30 days from date of transaction.

Benefits Manage budget more effectively.

Administration & FinancePro-Card Account Code

Reallocation

Questions?

Construction Impact Planning

Construction and Transportation Update

– Shuttle Service– External Clark Stairs Repair

Spring break completed noisy chipping work Scheduled for completion late May prior to commencement

– Healey Roof and Waterproofing Phase 1 spring masonry work underway Completion set for May

– GAB No. 1 Topping Off Set for April 30 Sign the last steel beam

– UCRR: Two-way Conversations Continue

Office of Budget & Financial Planning

Budget & Planning Update

Financial management...

Effectively allocating and managing resources to support

the goals and priorities of the organization.

People are our greatest resource,

and our largest expense.

Position management is the continuous,

dynamic management process to determine short- and long-term priorities what work needs to be done what skills and experience is needed

how many people are needed how position descriptions are designed

Position management informs the

organizational structure and funding required to

accomplish the functional assignments of the

department and the area.

Managing chairsaround a table

Changes in support of position mgmt

- documented hiring process (AA)VC OBFP ODI HR

- streamlined processing (CC)VC HR

-e-PAF electronic workflowpilot in progress

-new hiring process (CC)coming soon!

Summit position mgmt

Real time reporting on both filled and vacant funded

positions; it links payroll, budget and PeopleSoft

Finance

-Developed by UITS, UML, UMM

-UMB partnership between HR and Budget & Planning

-five UMB pilot departments

-currently updating payroll system (new faculty, converting REQs,

-reviewing position #s)

-waiting for UML to go into production

Risk management... Identification (of the best and worst case scenarios)

Assessment (probability of occurrence)

Acceptance or mitigation (taking action or setting aside

funds to cover loss)

Vacancies... Identification

$9.9 million and 129 (HCT) long-term vacancies over half vacant for over 12 months

Assessment 2.5% of long-term vacancies filled at mid-year

Acceptance or mitigation ?

FY15 -17 PlanningFee setting

Multi-year fcstRevenue Expense

Cost of living, merit, fringe benefits New buildings Debt service Large contracts

Gap in revenue to expense

Closing out FY14

FY15 -17 Planning

Fee setting(almost) done!

Multi-year fcst(almost) done!

Revenue/Expense DriversFY15 FY16 FY17

Revenue DriversUG (Enrollment Mgmt) 2.5% 2.4% 2.3%Graduate (Graduate Studies) 6.7% 6.2% 5.9%State (System Office) $9.0 $4.5 $4.5 million

Expense DriversSystem Office estimatescost of living/merit 3.0% 3.0% 3.0%fringe benefit rate 1.0pp 3.0pp 1.0pp

Campus master planDebt service $2.0 millionFacilities $2.1 millionDepreciation $4.9 to 10.7 million (each yr)

Closing out FY14

fund payroll (both AA and CC)

right size operating (non-payroll) budgets

identify rollover (>$10,000, one-time, discrete purchases or projects)

execute on remaining funds

review org structure

review base budgets