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Forums 12/20/11 10:30 – 11:30 AM BMSB – 303 12/21/11 10:30 – 11:30 AM

Forums 12/20/11 10:30 – 11:30 AM BMSB – 303 12/21/11 10:30 – 11:30 AM SUB Acoma A-B. Agenda. Update on EPAFs Focus Group & Implementation Term End Date MOU and Process Change P-Class Title Pull-Down Clean-Up Position Clean-Up Process.

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Forums 12/20/11 10:30 – 11:30 AM BMSB – 303 12/21/11 10:30 – 11:30 AM

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  1. Forums 12/20/11 10:30 – 11:30 AM BMSB – 303 12/21/11 10:30 – 11:30 AM SUB Acoma A-B

  2. Agenda • Update on EPAFs Focus Group & Implementation • Term End Date MOU and Process Change • P-Class Title Pull-Down Clean-Up • Position Clean-Up Process

  3. Update on EPAF Focus GroupsLisa GamboaHR Consultant

  4. EPAF Focus Groups-Feedback • “Glad to see paperless system available to streamline and track information.” • “Organized and simple.” • “ I would like to see email notifications sent to the approver once it is in their queue.” • “I use job aids frequently and find them very useful.”

  5. Employment Transaction EPAFS • Soft go-live February 2012 • Process defined in OneSource • BAR Roles will be discussed at January Forum • CBTs required before requesting BAR Roles • EPAF Labs will be available for hands on support

  6. Dionne Ruiz HR Consultant andMike BrownHR Consulting ManagerProcess Improvements Hiring Term Employees

  7. Topics • Changes to Term Memo of Understanding (MOU) • Term Appointment End Date Fields in UNMJobs Postings and Hiring Proposals

  8. Changes to Term Memo of Understanding (MOU)

  9. Term MOU Current State • Departments are required to obtain a signed Term MOU at the time of hire • Departments return signed offer letter and Term MOU to HR via email to Client Services

  10. Term MOU Process Improvement • HR is continuously looking at ways to improve the hiring process • Recently evaluated the need for a Term MOU at the time of hire • What was the purpose • What problems are we encountering • Difficulties getting signed document returned • Term MOU was provided to employee before offer letter was generated • What can we do differently

  11. Process Change for Term MOUEffective January 3, 2012 • Term MOU no longer needed at time of hire • Language in Offer Letter changed • Department should explain what is contained in the offer letter to the new employee • Terms and conditions of hire • Duties and responsibilities

  12. Term MOU Going Forward • Department only needs to submit signed offer letter – via Client Services email • Term MOU title changed to • Term Assignment Extension Memo of Understanding • Form can be found at http://hr.unm.edu/forms/employment-forms.php

  13. Term MOU Going Forward • Term MOU still needed when extending a term assignment • Currently with an ePAN • Future state - EPAF

  14. TERM APPOINTMENT END DATE FIELD

  15. Term Appointment End Date in UNMJobs Posting • Term end date field in UNMJobs posting will be a Text field • Many departments use “One year from date of hire” • Can still use a date if needed • Term language not needed in Position Summary of posting

  16. Term Appointment End Date in UNMJobs Hiring Proposal • Term end date field in UNMJobs hiring proposal will be a DATE field • Will not be able to enter text • Must be a date – this field feeds into the offer letter • Department should have a term end date when applicant is hired • Hiring official responsible to explain Term conditions to new employee

  17. Questions? For additional information Contact your HR Consultant

  18. Process to Clean up PositionsJoyce McCarthyHR Process Improvements

  19. Position Clean Up Process • Departments will have the opportunity to “clean up” positions prior to the yearly load to salary planner • Form for clean up is provided in PERH0079 Report in Hyperion • Provide Status changeson Form • Have Dean/Director sign • Scan in and email to HRPR@unm.edu

  20. Position Clean Up Process PositionStatus definitions: A–Active – Position is budgeted, is either filled or department plans to fill during coming fiscal yr F- Frozen – Position is vacant and no budget assigned – can be unfrozen C-Canceled- Positionis vacant, dept does not want to reclass and reuse Position # - cannot be made active in future

  21. Position Clean Up Process • Questions on Position Clean Up Process can be directed to UNMJobs@unm.edu • Requested changes should be viewable in Position Management report within 48 hours • Key to Position Management is to select the right position before beginning an employment transaction!

  22. Dates for January Forums • Tues, January 10, 2012 – 1:30-2:30 Forum I SUB – Santa Ana A-B • Weds, January 11, 2012 - 10:30-11:30 Forum I BMSB - 303 • Tues, January 24, 2012 - 10:30- 11:30 Forum II BMSB – 303 • Thurs, January 26, 2012 - 1:30 - 2:30 Forum II SUB Fiesta A-B

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