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Collaborative Initiatives Panel

Collaborative Initiatives Panel. Joyce McCarthy HR Process Improvements. Collaborative Initiatives. The following leaders and their staff are participating in these collaborative initiatives… Raqui Martinez, Faculty Contracts & Services Office Marie Chestnut, Faculty Contracts & Hiring-HSC

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Collaborative Initiatives Panel

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  1. Collaborative Initiatives Panel Joyce McCarthy HR Process Improvements

  2. Collaborative Initiatives The following leaders and their staff are participating in these collaborative initiatives… • Raqui Martinez, Faculty Contracts & Services Office • Marie Chestnut, Faculty Contracts & Hiring-HSC • Brian Malone, Student Employment • Marisa Castaneda, Student Employment and…

  3. Collaborative Initiatives The following leaders and their staff are participating in these collaborative initiatives … continued • Edwina Chavez-Salazar, OGS • Denise Montoya, Client Services – Staff • Josie Abeyta, Payroll • Theresa Ramos, OEO • Joyce McCarthy, HR Process Improvements

  4. Collaborative Initiatives Panel Purpose: • To provide an overview of the multiple initiatives that are underway through the collaborative efforts of the Employment Areas and OEO • To develop understanding of how these initiatives fit together into a long-term plan and work together to better serve the University

  5. What is driving the Initiatives? • Goal to continuously simplify and improve our processes by using technology to: • Reduce manually intensive processes • Provide systematic approach for approving and tracking transactions • Reduce/eliminate need for duplicated hard copy files

  6. What is driving the initiatives? • Collaboration with all Employment Areas and other Core Offices such as OEO, Finance, and Budget to: • Challenge each other to reduce paper processes • Use same forms when possible • Provide consistency in processes whether hiring faculty, staff, or student (business rules will be different) • Provide consistent, clear deadlines for transactions

  7. What are the main initiatives? • Payroll Adjustment Report for Departments • OneSource • Automation of all employment transactions either through UNMJobs or ePAFS (Electronic Personnel Action Forms) • Implementation of BDMS – Banner Document Management System • KRONOS • Staff Hiring Proposal Certification Process

  8. Payroll Process Audit Available on Internal Audit’s website http://www.unm.edu/~iaudit/audit_reports_2011.html • Reviewed types and causes of payroll adjustments • Recommended core offices to provide tools to help departments and Employment Areas to reduce adjustments • Efforts to address the audit were integrated into current initiatives that were under way

  9. Payroll Process Audit • Data supports that the major reason for payroll adjustments is late paperwork • Report will assist in drilling down to the cause of late paperwork- Sent to Deans/Directors • Employment Areas and OEO are using existing efforts to assist departments in reducing payroll adjustments • Provision of clearly published deadlines and instructions for employment transactions

  10. OneSource Website • Collaborative Communication Tool • One place to get deadlines, instructions, checklists, links to policies, for all types of employment transactions • As more processes become automated – OneSource will provide guidance to departments on which process to use during the transition to automated processes • Now live at http://onesource.unm.edu/

  11. EPAFSElectronic Personnel Action Forms • Currently use only for Labor Distribution Changes • UNMJobswill continue to house new hires, transfers, and all transactions requiring applicant tracking • EPAFS will eventually be used for all job maintenance • Provide electronic routing for approval • Defaults in current information on employee/job • Allows online tracking of process by users

  12. BDMSBanner Document Management System • Currently used by Finance • Ability to attach documents to an employees file in Banner • Will move us closer to Electronic Personnel Files • Eventually will replace hard copy files and need for archiving boxes of paper

  13. KRONOS • Timekeeping and Leave Management System • Eliminates the need for paper timesheets • Provides managers with a dashboard to manage overtime, leave requests, scheduling • Eliminates the need for estimating time • Can be used with time-clock or computer

  14. Questions For more information, contact your HR Consultant

  15. Open Forum Questions

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