Human resources exiting redesign team
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Human Resources Exiting Redesign Team. Melissa Amos-Landgraf Business Kevin Cherek AIMS Catharine DeRubeis Human Resources Mary Fendry Waisman Center. Darin Harris Office of Quality Improvement Bethany Pluymers Law Barbara Ripp Vet Med. Melissa Amos-Landgraf – Business

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Human Resources Exiting Redesign Team

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Human resources exiting redesign team

Human Resources Exiting Redesign Team

Melissa Amos-Landgraf

Business

Kevin Cherek

AIMS

Catharine DeRubeis

Human Resources

Mary Fendry

Waisman Center

Darin Harris

Office of Quality Improvement

Bethany Pluymers

Law

Barbara Ripp

Vet Med

Melissa Amos-Landgraf – Business

Kevin Cherek – AIMS

Catharine DeRubeis – Human Resources

Mary Fendry – Waisman Center

Darin Harris – Office of Quality Improvement

Bethany Pluymers – Law

Barbara Ripp – Vet Med


Human resources exiting redesign team

Mission Statement

  • To ensure that terminated employees are immediately removed from the campus-wide information systems to which they have access.

Human Resources Exiting Redesign Team


Problem

Problem

  • Terminated employees remain active and authorized in campus-wide information systems long after termination. This exposes the university to unnecessary risk.

Human Resources Exiting Redesign Team


Human resources exiting redesign team

Project Scope

  • Restricted to the following campus-wide information systems:

    • ISIS

    • WISDM/SFS

    • 3270

    • CHRIS/PVL

    • KRONOS/Student Payroll

    • Info Access

Human Resources Exiting Redesign Team


Human resources exiting redesign team

Process Map for Removing Employees from Systems

Human Resources Exiting Redesign Team


Human resources exiting redesign team

Data Analysis

  • 66/193 or 34% of terminated employees during 2007-2008 who had access to one or more of the systems were removed.

  • 127/193 or 66% still have access.

  • 206 days was the average amount of time it took to remove a terminated employee from systems for which they had access.

Human Resources Exiting Redesign Team


Human resources exiting redesign team

Human Resources Exiting Redesign Team


Human resources exiting redesign team

Findings

  • Everyone gets out of payroll but few get out of the campus IT systems!!!

  • No consequences.

  • Each system has its own form for requesting removal.

  • Forms are ‘non-standard’ and often difficult to understand.

  • Forms are not stored in a central, easily accessible location.

Human Resources Exiting Redesign Team


Human resources exiting redesign team

Findings (continued)

  • Usually an employee’s central authorizations are not tracked by local administrators.

  • The potential costs to the UW for not removing terminated personnel are $50 million (see appendix A).

  • DoIT has a paper based tracking system for employee’s authorizations consisting of one file folder per UW employee.

Human Resources Exiting Redesign Team


Human resources exiting redesign team

Summary ofProposed Changes

  • Short Term

    • Eliminate the forms

    • Provide an e-mail based method for requesting removal whereby one email to DoIT results in removal from all systems.

    • DoIT staff removes employees using data contained in their paper files and verifies via audit process.

Human Resources Exiting Redesign Team


Human resources exiting redesign team

Summary ofProposed Changes

  • Mid-Term

    • Tie removal to the payroll system so that a person is automatically removed from all systems when they are terminated in payroll.

Human Resources Exiting Redesign Team


Human resources exiting redesign team

Summary ofProposed Changes

  • Long Term

    • Capture user authorizations ‘up front’ and store electronically in one central location using a common format. Use this data to drive automated removal process.

    • Populate central system with authorization data from DoIT’s paper files.

Human Resources Exiting Redesign Team


Human resources exiting redesign team

Finis!

Human Resources Exiting Redesign Team


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