Guide to Human Resources December 2015 Human Resources

Guide to Human Resources December, 2015

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

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

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

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

Human Resources Services | Payroll & Benefit Teams Service Delivery via Single Points of Contact by Department Team M/S/U Model Payroll Services Benefit Services Max Thompson, Manager x 5533 Fiona Harper, Payroll Supervisor Lisa Buss, Manager x 1957 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 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? § 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-mail? § For specific recruitment-related requests, please include in subject line: § Position Number (if relevant) § Type of request § Example: “ 4 M 0353 – Replacement” § Within body of e-mail: Just tell us what you need done or what you are thinking of doing! What happens to my 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 8

ATS Support ATSHelpdesk@montana. edu x 4314 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 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-9 s Michele Steinberg 5052 10

Compensation, Classification and Reporting Team Please send your request or question to: Comp-Classification@montana. edu TEAM Sara King x 4358 | Kasia Maison-Franklin x 3739 | Ian Johnson x. TBD 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 x 4284 12