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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

Collaborative Initiatives Panel

Joyce McCarthy

HR Process Improvements

Collaborative initiatives
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


Collaborative initiatives1
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

Collaborative initiatives panel1
Collaborative Initiatives Panel


  • 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

What is driving the initiatives
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

What is driving the initiatives1
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

What are the main initiatives
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


  • Staff Hiring Proposal Certification Process

Payroll process audit
Payroll Process Audit

Available on Internal Audit’s website

  • 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

Payroll process audit1
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

Onesource website
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

Epafs electronic personnel action forms
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

Bdms banner document management system
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


  • 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


For more information, contact

your HR Consultant

Open forum
Open Forum