Guide to Human Resources Department Services and Functions

Guide to Guide to Human Resources Human Resources December, 2015

Human Resources Human Resources Department November 2015 November 2015 Department Chief Human Resources Officer Dennis R. Defa Associate CHRO Cathy Hasenpflug Professional Development & Training Manager Betsy Webb Employee and Labor Relations Manager Susan Alt HR Compliance Manager ADA Coordinator VACANT Academic HR Manager Deborah Barkley Human Resources Services See detail next slides Grievance resolution Classified collective bargaining, administration and implementation Supervisor coaching Performance management process Employee policy development and interpretation Management Development Certification Program Finance Certification Program Lunch and Learn Service Excellence Initiative 4-campus outreach Departmental consultation and team facilitation Faculty relations Faculty compensation administration Faculty policies Faculty grievance resolution NTT Faculty, Gallatin College, and GA collective bargaining, administration and implementation ADA Coordinator Equal Employment Opportunity (EEO) Work-life Balance Affirmative Action Plan Office of Federal Contracts (OFCCP) Coordination with Title IX Payroll Services Employment & Benefit Services Recruitment Services Compensation, Classification & Reporting HR Information Systems Program Coordinator I Melissa Schaak 2

Human Resources Human Resources Services November 2015 November 2015 Services Chief Human Resources Officer Dennis R. Defa Associate CHRO Cathy Hasenpflug HR INFORMATION SYSTEMS (BANNER HR*) EMPLOYMENT and BENEFIT SERVICES COMP, CLASSIFICATION & REPORTING RECRUITMENT SERVICES PAYROLL SERVICES Compensation administration and analysis Administration of MUS pay plan for Classified Classification Classified Flex Pays Coordination of Compensation Advisory Committee for Professional roles and Faculty Data integrity Employee Management Report (EMR) Payroll production Electronic Personnel Action Forms (EPAF) Web Time Entry Direct Deposit W-2s Payroll compliance Payroll tax/finance International student tax Recruitment processes Vacancy announcements and job postings Candidate sourcing and job fairs Search Committee training and consultation Hiring proposal approvals Background Checks Applicant Tracking System (ATS) Design and workflow Training and helpdesk System administration Banner HR module strategy Banner data architecture and evolution ARGOS/reporting tools CHOICES re-enrollment interface Banner operational reports ATS/Banner integration Employment Classified offer letters I-9s and background checks Jumpstart program New hire EPAFs (Jumptart) New employee orientation (NEO) * Banner HR is supported by Enterprise System Group (ESG) Benefits Benefit administration Employee and retiree consultation CHOICES annual re- enrollment New Employee Benefits Orientation (NEBO) 3

Human Resources Human Resources Services December 2015 December 2015 Services Program Manager Wendy Rivers PT Associate CHRO Cathy Hasenpflug COMPENSATION CLASSIFICATION & REPORTING RECRUITMENT SERVICES HR INFORMATION SYSTEMS PAYROLL SERVICES EMPLOYMENT & BENEFIT SERVICES Compensation & Reporting Manager Sara King ATS/Banner Functional Manager Dawn Watkins Payroll/Finance Manager Max Thompson Employment & Benefit Services Manager Lisa Buss Recruitment Manager Sharon Stoneberger HR Officer Classification K. Maison-Franklin Recruitment Specialist Kris Wathne Benefit Admin Lorraine Bogison PT Payroll Supervisor Fiona Harper Accountant Rosemary Walker Data/Research Analyst Ian Johnson ATS Helpdesk Personnel Assoc II Ann Robinson EMPLOYMENT SERVICES BENEFITS SERVICES Personnel Associate II Tracy Grossberg International Employees Darcy Tickner Benefit Assoc Lauren Hill Payroll Tech Susan Frey Personnel Associate I Michelle Steinberg Records Admin Joyce Schmidt PT Payroll Tech Tara Gunsch Benefit Assoc Amy Thomas Vacancy Benefit Assoc Lauren Buxbaum Admin Assoc III Diane Heck Payroll Tech Ashley Shaw Temporary role 4

Human Resources Services Human Resources Services Service Service Delivery Delivery Model Model (Effective Aug 1 2015) (Effective Aug 1 2015) Department Need Service Delivery Method Function Change from Current Model? Predictable departmental needs and HR workload, cyclical processes Single Point of Contact is a PERSON who is responsible foryourdepartment Payroll No Changeto model Team M, S, U assignments (see next slide) Benefits No Changeto model Team M, S, U assignments (see next slide) Communication is direct with yourrep via e-mail/phone Unpredictable departmental needs and HR workload, targeted processes Initial Point ofContactis via teamE-MAIL followedby assignment to specialist based on request type and current workload Recruitment Yes significantchange Departments will no longer workwith an assigned HR Officerforall needs Department will now work with assigned specialists for each distinct need Compensation & Classification Communication remains within team E-mail for HR cross-supportand tracking 9

Human Resources Services | Payroll & Benefit Teams Human Resources Services | Payroll & Benefit Teams Service Delivery via Single Points of Contact by Department Service Delivery via Single Points of Contact by Department Team M/S/U Model Team M/S/U Model Payroll Services Benefit Services Max Thompson, Manager x5533 Fiona Harper, Payroll Supervisor Lisa Buss, Manager x1957 Team* Payroll Tech M S U Extension Benefit Associate Extension Susan Frey 5605 Lauren Hill 5661 Tara Gunsch 5530 Amy Thomas 6947 Ashley Shaw 3559 Lauren Buxbaum 7422 * Which team supports your department? Team assignments effective December 1, 2015 are posted on the HR website. 6

Human Resources Services | Recruitment Team Human Resources Services | Recruitment Team Please send your request to: Recruitment@montana.edu TEAM Sharon Stoneberger | Kris Wathne | Ann Robinson What Who Extension Classified recruitment Kris Wathne 4823 Professional Recruitment Sharon Stoneberger 7303 Faculty Recruitment Sharon Stoneberger 7303 ATS Helpdesk Support Ann Robinson 4314 Background Checks Associated with a Search/ATS Ann Robinson 4314 Advertising Bozeman Chronicle/Job Service Ann Robinson 4314 7

Recruitment@montana.edu What type of questions and requests? What type of questions and requests? ANY request to initiate recruitment for ANY type of position Classified, Professional, Faculty ANY question regarding recruitment process, recruitment advertising, status of a recruitment . . . Anything you would typically call us about EXCEPT ATS Help (ATS Helpdesk@montana.edu) Using e-mail link provides us with the ability to track your question/request and our response. Responses will come from Recruitment@montana.edu under the signature of an individual Recruitment team member What do I need to include in e What do I need to include in e- -mail? For specific recruitment-related requests, please include in subject line: Position Number (if relevant) Type of request Example: 4M0353 Replacement Within body of e-mail: Just tell us what you need done or what you are thinking of doing! mail? What What happens to my happens to my e e- -mail? Your request will be reviewed by a recruitment team member, typically the lead for the particular type of request You will receive an e-mail or call acknowledging receipt of your request and description of steps required and estimated time Initial response goal: Within the business day following the date of request mail? 8

ATS Support ATS Support ATSHelpdesk@montana.edu x4314 We can help Departments Hiring Authorities Search Managers Search Committee Members Applicants with How to Building things . . . a Position; a Vacancy Posting your position Moving applicants through workflows Troubleshooting technical issues at the level of user, applicant, postings Ghost/Shadow your workflow and take some actions on your behalf In some cases, we may decide it makes sense to just do it for you 9

Human Resources | Employment Services Team Human Resources | Employment Services Team Establishing the Employment Relationship Establishing the Employment Relationship TEAM Tracy Grossberg | Diane Heck | Wendy Rivers| Michele Steinberg What Who Extension Nopper front desk and office management Diane Heck 3651 Classified offer letters Tracy Grossberg 5527 Jumpstart department liaison New Hire Orientation Wendy Rivers Jump Start Team 3656 Background Checks NOT associated with a Search/ATS Tracy Grossberg 5527 Jumpstart employee processing: sign up, welcome letter and new hire EPAF Michele Steinberg 5052 New Hire GIDs, I-9s Michele Steinberg 5052 10

Compensation, Classification and Reporting Team Compensation, Classification and Reporting Team Please send your request or question to: Comp-Classification@montana.edu TEAM Sara King x4358 | Kasia Maison-Franklin x3739 | Ian Johnson xTBD What is Covered by the Team Classified staff Flexible Pay Options Fixed-term appointments Classification of new and replacement positions Compensation management Annual BOR raise Compensation Advisory Committee (CAC) Advice on which contract to use MUS Contracted professionals New and replacement position assessment Salary adjustments Post-retirement contracts Add comp Reports and Analyses Employee Management Report (EMR) Compensation analysis and reports Regulatory and ad hoc reports Letters of Appointment Review of LOA assignments Template updates Banner Data Assignment of position numbers Data corrections 11

Any questions? Contact Cathy Hasenpflug x4284 12