Human Resources Management The OVGU case study Magdeburg

Human Resources Management The OVGU case study Magdeburg Research and Competence Cluster Arbeitsgruppe Wirtschaftsinformatik Fakultät für Informatik Institut für Technische und Betriebliche Informationssysteme Dr. -Ing. Naoum Jamous naoum. jamous@ovgu. de Otto-von-Guericke-Universität Magdeburg http: //mrcc. ovgu. de/agwi/home/

Agenda Recruiting Process HR development program HRM tools https: / /www RISE workshop – OVGU 2018 . tlnt. c om/as -hr-tra nsform s-its-b ecom ing-a- cool-c areer -choic e/ HRM 2

Recruiting Process Categories Professors Scientific Staff Post graduate Doctoral student Student job as “HIWI” Non-Scientific Staff Administration buddy Vocational trainees Student job as “HIWI” RISE workshop – OVGU 2018 HRM 3

Recruiting Process – Cont. Step by step: The category The vacancy requirements Financing source State Third-party-projects Mixture Employment duration Prepare the form … http: //www. ovgu. de/Universit%C 3%A 4 t/Organisation/Verwaltung/Kanzler/Dezernate/Personalwesen/Personalmanagement/Hin weise+zum+Stellenbesetzungsverfahren. html RISE workshop – OVGU 2018 HRM 4

Recruiting Process - General notes 1. Vacancy notice’s information 2. Applicants selection 3. Handicapped applicants 4. Equality 5. Interviews 6. Selection reasoning 7. Commitments to applicants 8. Cancellation to unaccounted applicants RISE workshop – OVGU 2018 HRM 5

Recruiting Process - General notes 1. Vacancy notices should includes: Who is recruiting ? faculty, institute, chair, . . . contact person: Prof. . Which position to be filled ? Scientific staff, janitor. . . Which pay scale, working time, duration (limited/unlimited) ? Which activities are to be carried out (tasks) ? What requirements must the applicant fulfill ? qualification, knowledge. . . Application deadline RISE workshop – OVGU 2018 HRM 6

Recruiting Process - General notes All applications must be sent to the HR dept. After the deadline, formal requirements of all applications will be checked by the HR dept. Then it will be forwarded to the contracting party faculty, institute, chair, . . . contact person: Prof. . RISE workshop – OVGU 2018 HRM 7

Recruiting Process - General notes 2. Applicants selection When selecting the applicant, the characteristics protected by the General Equal Treatment Act (AGG) must be observed. Age (is unnecessary, as shown on the CV or certificate) Pregnancy Marital status, family planning Religion or political background State of health RISE workshop – OVGU 2018 Criminal record: unless the vacant position justifies the question, eg SB Kasse) Unless after acute illnesses that do not allow the pursuit of required activities or infectious diseases that could endanger the other employees Disability HRM 8

Recruiting Process - General notes 2. Applicants selection … If there is no appropriate candidate, the vacancy notice can be terminated Factual reason should be given. A shortage of applicants with the required professional qualifications may be such an objective reason or an error in the vacancy notice or selection process. The post can be re-published after changing /correcting the requirements. A consultation with the HR dept. is recommended. RISE workshop – OVGU 2018 HRM 9

Recruiting Process - General notes 3. Handicapped applicants According to § 82 SGB IX, a special standard applies to these applicants for job placement processes: "Public Employers' offices report job vacancies that are being released, filled and new jobs early on (§ 73). If an handicapped person have applied for such a job, or if they have been proposed by the Federal Employment Agency or an integration specialist service commissioned by them, they will be invited for an interview. An invitation is dispensable if the professional suitability is obviously missing. “ This requirement applies only to external vacancy notices, Informing the Disabled Persons Representation and the Staff Council of the HR Dept. is a must. RISE workshop – OVGU 2018 The same applies when receiving applications from handicapped person. HRM 10

Recruiting Process - General notes 3. Handicapped applicants The HR dept. severely handicapped representative and the staff council have the right to access the decision-relevant parts of all application documents and the right to participate in all job interviews. "Applications of Handicapped applicants are given preference for the same suitability, aptitude and professional qualifications. The Otto von Guericke University is committed to the equality of women and men. Thus, it can be assumed that all vacancies are in principle suitable for occupation with an handicapped person. RISE workshop – OVGU 2018 The only exception could be jobs with activities for which special health requirements are placed on the employee. HRM 11

Recruiting Process - General notes 3. Handicapped applicants In OVGU handicapped applicants should be invited to be interviewed. This applied on internal and external job advertisements. When scheduling interviews, it is important to ensure that they are jointly invited with other candidates. For the interviews, the candidate should be informed at least one week in advance. If needed, applicant should be offered an alternative date. After completion of the procedure, the selection must be sent to the HR Dept. with technical justification. RISE workshop – OVGU 2018 In case of similar professional qualification, the handicapped applicant will have priority. Otherwise, the decision should be justified. HRM 12

Recruiting Process - General notes 4. Equality In areas where the university employs too few women, at least as many women as men or all female applicants should be invited to the job interview. The Equal Opportunities Officer may attend all interviews, provided that not only women or only men meet the requirements for recruiting. RISE workshop – OVGU 2018 HRM 13

Recruiting Process - General notes 5. Interviews The invitation period for job interviews should be at least 3 days (excluding Saturday and Sunday). For job interviews with handicapped applicants the candidate should be informed at least one week in advance. If needed, applicant should be offered an alternative date. RISE workshop – OVGU 2018 HRM 14

Recruiting Process - General notes 6. Selection reasoning Selection should be based on the requirements published in the vacancy notice. Traceability must be insured. Content of the selection reason must show: Number of applicants - of which female Based on the selection criteria defined in the vacancy notice, it must be stated why the applicant is or not been selected. Even for those who are not invited to a job interview. RISE workshop – OVGU 2018 HRM 15

Recruiting Process - General notes 6. Selection reasoning … All applicants invited to job interviews are to be evaluated and based on the same criteria. It is recommended to prepare a questionnaire, according to which guidelines all candidates will then be interviewed and evaluated. It is necessary to explain separately why handicapped candidate s or not selected. RISE workshop – OVGU 2018 HRM 16

Recruiting Process - General notes 7. Commitments to applicants No promises regarding recruitment and classification are allowed to be given in the interviews or afterwards. This is done exclusively by the HR after examination of the documents and conclusion RISE workshop – OVGU 2018 In accordance with (§ 67 Landespersonalvertretungsgesetz LSA) HRM 17

Recruiting Process - General notes 8. Cancellation to unaccounted applicants After completion of the selection process, the HR inform all nonselected applicants. The candidate is not entitled to any information as to whether the employer has hired another applicant or which reasons have led to disregard. Applicants often ask for information about reasons for not considering them. No information on the phone. If necessary, this should be done in consultation with the HR Dept. in writing and solely on the basis of technical aspects. This makes it clear how important it is to carry out selection procedures transparently and to completely document them. RISE workshop – OVGU 2018 HRM 18

Recruiting Process - General notes 8. Cancellation to unaccounted applicants Applicant's legal claim showed be submitted within 3 weeks. No hiring should be done before this period because then no vacant job is available. The goal of a judicial review is to secure fair and legal recruiting process (AGG, Art. 33 II GG) RISE workshop – OVGU 2018 This can not be achieved after hiring HRM 19

Recruiting Process – Non/Scientific Staff Sign the contract Application evaluation Negative Send an apology letter to the applicants Positive Send an invitation for an interview -decentralized Collect and check all needed documents Inform all needed parties Failed to complete the documents Yes Conduct the interview Repeat if no suitable applicant found RISE workshop – OVGU 2018 Complete missing documents Decision No Send an apology letter to the applicants Cancel the job offer HRM 20

Q&A RISE workshop – OVGU 2018 HRM 21

HR development program Aim to maintain and improve the skills of employees. Improve the qualifications refer to: expertise, social, methodological and personal competencies that employees need to perform their tasks optimally today and in the future. RISE workshop – OVGU 2018 HRM 22

HR development program Health management Further Education “Weiterbildung” Addiction Trainings fields examples Vocational training … … RISE workshop – OVGU 2018 operational integration management Personnel planning HRM 23

Further Education (weiterbildung) The personnel planning and development department, are responsible for the further education of nonscientific personnel at the OVGU. These include the employees of the central administration as well as the central departments and business units of the OVGU, the employees in engineering and administration in the faculties and the trainees. RISE workshop – OVGU 2018 HRM 24

Further Education (weiterbildung) –Cont. The further training courses are primarily subjectrelated further education courses for competence maintenance and acquisition for different target groups Legally prescribed further training courses, for example for electricians Extra offers can be organized and carried out for individuals, groups, departments and faculties for example, information events on new laws or regulations Health-related training from the occupational health management, which are also accessible for the scientific staff RISE workshop – OVGU 2018 HRM 25

Further Education (weiterbildung) –Cont. All further education courses can be found online RISE workshop – OVGU 2018 HRM 26

Further Education (weiterbildung) –Cont. Examples: Professional computer science Mechatronics Office management Micro technologist Media design, image and sound + digital and print Animal care Event technician Media and information services … RISE workshop – OVGU 2018 HRM 27

Health management Promoting the health of employees is part of the mission statement of our university and thus an important task. In order to address this concern, the Working Group on Health was founded in 2008 under the direction of the Chancellor. Here, all persons are represented who take care of the health, occupational safety and social interests of the employees at the Otto von Guericke University Magdeburg RISE workshop – OVGU 2018 HRM 28

Health management working group RISE workshop – OVGU 2018 HRM 29

Health management – Cont. Examples: Health related education and training Employees sports courses Employees massage Blood donation at the OVGU Annual flu shot MBSR - Stress Management through Mindfulness After-work cycle tours 2018 Health days and actions Consultation hours // health insurance companies in the CSC Vouchers for (swimming pools, wellness, etc. ) RISE workshop – OVGU 2018 HRM 30

Q&A RISE workshop – OVGU 2018 HRM 31

HRM used tools Documents pool LSF HRM Information System RISE workshop – OVGU 2018 HRM 32

Documents pool RISE workshop – OVGU 2018 HRM 33

The LSF RISE workshop – OVGU 2018 HRM 34

The HIS e. G RISE workshop – OVGU 2018 HRM 35

The staff management module - SVA GX Personnel administration, job administration, reference import etc. RISE workshop – OVGU 2018 HRM 36

The financial management module - FSV GX Financial management, inventory, financial accounting, etc. RISE workshop – OVGU 2018 HRM 37

The controlling module – COB GX Monitoring of processes from financial point of view for information and control. RISE workshop – OVGU 2018 HRM 38

The QISSVA module Applicant portal RISE workshop – OVGU 2018 HRM 39

Q&A RISE workshop – OVGU 2018 HRM 40