agenda tuesday, march 25, 2014 10:00-noon campus center ballroom introductions human resources draft...
TRANSCRIPT
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
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.
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]
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
• 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 & 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.
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
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.
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
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)