Florida International UniversityHR Liaisons Meeting

February 20, 2009

AGENDA•HR Liaison Confidentiality

•Employee Classification – FICA Alternative Plan

•TimeSaver Enhancements

•Recruitment Process Re-Design

• Recruitment Consultative Model

•PeopleAdmin System Enhancements

•Training Process & Roll-out to University

Employee Classification – FICA Alternative Plan

SAL_ADMIN_PLAN DESCR001 LL Temporary Non-Students002 AF Temporary Faculty012 OF Overload Faculty013 OA Administrative Overload014 OU Staff Overload021 AP Phased Retirement051 Graduate Assistant052 Graduate Teaching

Assistant053 Graduate Research

Assistant054 Graduate Assistant in Fin

Aid061 Adjuncts091 SA Student Assistants092 CW College Work Study210 Administrative220 Faculty230 Staff240 Executive Service

Primary relationship with University – StudentEmployment – Part TimeSS/Med Taxes – ExemptFICA alternative Plan – Not eligible

Primary relationship with University – EmployeeEmployment – Part time or Full TimeSS/Med Taxes – Non-exemptFICA alternative Plan – Participant

TimeSaver Enhancements

What to Expect

-The new TimeSaver Environment will go live on March 3, 2009

-Time Card Editor enhancements now allow you to manage Time Card Editor transactions within the grid instead of navigating to a separate page.

-Time Entry enhancements now allow an employee to manage transactions within the Time Entries grid instead of navigating to a separate page or tab.

Timecard Editor Enhancements

-Perform inserts, updates, and deletes inside the time card grid rather than navigating to a separate page for each task.

- Perform tasks such as viewing employee information, viewing benefit balances, and confirming numerous time card tasks on movable popup windows. The popup windows add convenience because you do not have to navigate to another web page, and you can see the Time Card Editor grid in the background as you perform the task.

- Print a list of pay codes you can use for entering or editing transactions.

Time Entry Enhancements

-Insert, edit, and delete transactions within the Time Entries grid.

-Now you can enter punch times quicker by typing one digit of a punch time and tabbing out of the field, except for afternoon and evening times that require a “p” after the digit. Previously, you were required to enter all four digits.

-Perform tasks such as confirming time entry punches; inserting, editing, and deleting transactions as well as approving and un-approving time cards on movable popup windows. The popup windows add convenience because you do not have to navigate to another web page, and you can see the Time Entries tab in the background as you perform the task.

Live Demo

Recruitment Process Re-Design

CURRENT PRE-POSTING PROCESS

10/21/2008NEW POSITION REQUEST PROCEDURE

HR Liaison/Department and Executive Budget Manager

determine new position requirements and submit New Position Request Form to HR

HR Liaison/Department submits New Position Request Form to HR

electronically.

On receipt of approved form HR Liaison/Department keys

in position details into PeopleAdmin

HR receives email notification and finalize position

description and update Org. chart

If HR Liaison/Department decides to recruit for vacant

position, an email notification is sent to HR for action.

HR evaluates and assigns position title, job category, class code, FLSA, conducts a salary

comparative analysis and pay grade.

The New Position Request Form is duly completed by HR and returned

electronically to HR Liaison/Department.

HR Liaison/Department communicates intent to HR

before completing New Position Request Form

PROPOSED PRE-POSTING PROCESS

10/21/2008NEW POSITION REQUEST PROCEDURE

Hiring Official/HR Liaison has discussion with Compensation

Administration to:- Discuss departmental needs

- Establish appropriate classification-Establish target salary range

EABM assigns position number and HR Liaison submits Position Description to Compensation for

approval and transition to Recruitment.

HR receives email notification and finalize position

description and update Org. chart

If HR Liaison/Department decides to recruit for vacant

position, an email notification is sent to HR for action.

Hiring Official has discuss with Area VP to:

-Discuss approved position-Get signature approval for

recruitment of candidate within target salary range

PROPOSED CHANGES TO “CREATION OF NEW POSITION” PROCESS

STEP 1- Conversation begins with Compensation Administration to:

•Discuss departmental needs

•Establish appropriate classification

•Establish target salary range

STEP 2- Conversation with area Vice President to:

•Discuss proposed position

•Get signature approval for recruitment of candidate within target salary established

STEP 3- Final Step:

•Assignment of position number by EABM

•Submission of position description to Compensation Administration for approval and transition to Recruitment

IMPROVEMENTS & EXPECTED EFFICIENCIES

A Re-Designed Front-End Process which will Enhance Communications and Streamline the Overall Process

Single Signature Routing Process to Authorize Target Salary Range, Posting, Selection and Hire

Empowerment & Accountability of Management

A Seamless Transfer of Information between Compensation and Recruitment

RECRUITMENT CONSULTATIVE MODEL

“Client-Centered” Approach

Recruiters serve as:ConsultantsAdvisorsBusiness Partners

EEO Guidance and Advisement

RECRUITMENT CONSULTATIVE MODEL

•Discuss EEO/AA Hiring Goals

•Review Position Attributes

•Select appropriate Recruitment option

•Provide Policy & Procedural Overview

•Set Recruitment Timeline

•Solidify recruitment plan

•Advertise positions

•Pre-screening applicants

•Interview and Select Finalists

•Background & Reference Checks

•Set salary & Extend Offers

•Start On-boarding Process

INTRADEPARTMENTAL RECRUITMENT PROCESS (VACANT POSITION)

STEP 1- Recruitment Consultation initiated

STEP 2- Three-Day Posting

STEP 3- Interview qualified candidates

STEP 4- Select candidate and offer position

STEP 5- Continue process

INTRADEPARTMENTAL RECRUITMENT PROCESS (NO VACANT POSITION)

STEP 1- New description evaluated by Compensation

STEP 3- Three Day Posting

STEP 4- Interview qualified candidates

STEP 5- Select candidate and proceed with promotion

*For Promotions at Coordinator level and above

INTERDEPARTMENTAL RECRUITMENT PROCESS

STEP 1- Recruitment Consultation initiated

STEP 2- Five-Day Posting to University community

STEP 3- Interview qualified candidatesSTEP 4- Select candidate and proceed with transitional conversation with current supervisor

STEP 5- Offer position

IMPROVEMENTS & EXPECTED EFFICIENCIES

Created a Model to Empower Recruiters as “Business Partners”

Reduced the “Time-to-Fill” Vacancies

Improved Communication with Applicants

Reduced Internal Applicant Frustration by Introducing Intra-Departmental Process

PEOPLEADMIN SYSTEM ENHANCEMENTS

Bundling Project•Streamlined process for end-users

•Create seamless transfer of information from Compensation to Recruitment

•Enhance Applicant communications through increased email notifications

TRAINING PROCESS & ROLL-OUT

• Upcoming Training:

• All HR Liaisons & EABM

• 2 Training Sessions-1st & 2nd week in March

• Hands-on

• Roll-out of new site by March 31, 2009

RECRUITMENT PROCESS RE-DESIGN

QUESTIONS?