Florida International University

1. Florida International University HR Liaisons Meeting February 20, 2009

2. 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

3. Employee Classification – FICA Alternative Plan Primary relationship with University – Student Employment – Part Time SS/Med Taxes – Exempt FICA alternative Plan – Not eligible Primary relationship with University – Employee Employment – Part time or Full Time SS/Med Taxes – Non-exempt FICA alternative Plan – Participant

4. TimeSaver Enhancements

5. 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.

6. 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.

7. 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.

8. Live Demo

9. Recruitment Process Re-Design

10. CURRENT PRE-POSTING PROCESS

11. PROPOSED PRE-POSTING PROCESS

12. 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

13. 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

14. RECRUITMENT CONSULTATIVE MODEL • “Client-Centered” Approach • Recruiters serve as: • Consultants • Advisors • Business Partners • EEO Guidance and Advisement

15. RECRUITMENT CONSULTATIVE MODEL • Interview and Select Finalists • Background & Reference Checks • Set salary & Extend Offers • Start On-boarding Process • 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

16. 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

17. 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

18. INTERDEPARTMENTAL RECRUITMENT PROCESS STEP 1- Recruitment Consultation initiated STEP 2- Five-Day Posting to University community STEP 3- Interview qualified candidates STEP 4- Select candidate and proceed with transitional conversation with current supervisor STEP 5- Offer position

19. 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

20. 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

21. 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

22. RECRUITMENT PROCESS RE-DESIGN • QUESTIONS?