Transcript Document

University of Wisconsin System
University Personnel System
Project Team
UW-Stevens Point
October 1, 2012
October 4, 2012
Initial steps in the UPS design…
• Current State Assessment
• Employees from UW System institutions
were asked to identify three things:
• Current state problem, symptom or
limitation
• Impact of problem, symptom or limitation
• Institution assigned priority
[email protected]
A Final Review
2
Initial steps in the UPS design…
• UPS Work Groups were created around
recurring themes in the Current State
Assessment.
•
•
•
•
•
•
Employee Categories
Compensation
Benefits
Employee Environment
Recruitment & Assessment
Employee Movement
[email protected]
A Final Review
3
Initial steps in the UPS design…
• Work Groups used Current State Assessment
responses to guide discussions.
• Work Groups drafted initial UPS
recommendations.
• Drafts were distributed to stakeholders for
feedback.
[email protected]
A Final Review
4
Initial steps in the UPS design…
• All UW institutions were tasked with communicating
initial recommendations and collecting feedback.
Feedback was collected through surveys, e-mail,
MY UW System portal, employee forums, and
conversations.
• Over 1000 responses System-wide (all institutions
represented).
• Feedback was documented and reviewed by the
UPS Project Team.
• Feedback is currently posted on the UPS website.
[email protected]
A Final Review
5
Recent events…
• UPS Project Team drafted proposed implementation
decisions based on stakeholder feedback.
• Proposed implementation decisions were categorized
based on guidance from the UPS Task Force and UW
institutions’ leadership.
• The five decision categories are:
I.
II.
III.
IV.
V.
[email protected]
Decision effective July 1, 2013 requiring Board of Regents (BOR)
and Joint Committee on Employment Relations (JCOER) approval.
Decision effective July 1, 2013 requiring BOR approval but not
JCOER approval.
Decision effective July 1, 2013 requiring BOR approval and statutory
change.
Decisions that UW institutions are encouraged to implement under
existing delegated authority.
Decision being recommended for further discussion and potential
implementation after July 1, 2013.
A Final Review
6
Next Steps….
• Stakeholders review the proposed
implementation decisions
• Consider proposed decisions and the guiding
principles of simplicity, consistency and
coherence
• Provide reaction to the UPS Project Team at
[email protected]
[email protected]
A Final Review
7
Future events…
• September, 2012 – October 19, 2012: Review of draft
implementation decisions by stakeholders
• November 2012 – March 2013: Finalization of new personnel
system to be reviewed and approved by Chancellors, Board
of Regents, and Joint Committee On Employee Relations
• March 2013 – June 2013: Prepare for implementation
• July 1, 2013: UPS implementation begins
 July 1, 2013 – Onward: Continued work on the proposed
decisions which were recommended for further discussion
and potential implementation after July 1, 2013
[email protected]
A Final Review
8
Documenting
Proposed Implementation Decisions
• The template decision document is a tool used to
capture the current state, stakeholder feedback, the
proposed implementation decision, and supporting
business case.
• Identifies key issues being addressed.
• Explains the options discussed, the relevant benefits and
risks.
• Documents the potential costs, policies and operational
requirements e.g., new processes, communication,
training.
• Provides a record of accountability and drives support by
decision makers.
• Every proposed implementation decision has been
documented using this process.
[email protected]
A Final Review
9
Template Decision Document
TOPIC
DECISION
NUMBER
UPS WORK GROUP NAME
PROPOSED UPS
IMPLEMENTATION
DECISION CATEGORY
(ONE OF THE FOLLOWING WILL BE ENTERED IN
THIS BOX)
I. Decision effective July 1, 2013 requiring Board of Regents
and Joint Committee on Employment Relations approval.
II. Decision effective July 1, 2013 requiring Board of Regents
approval but not Joint Committee on Employment Relations
approval.
III. Decision effective July 1, 2013 requiring Board of Regents
approval and statutory change.
IV. Decisions that UW institutions are encouraged to
implement under existing delegated authority.
V. Decisions being recommended for further discussion and
for potential implementation after July 1, 2013.
[email protected]
A Final Review
10
UPS PROPOSED DECISION
INITIAL UPS WORK GROUP
RECOMMENDATION
t
CURRENT STATE
SUMMARY OF STAKEHOLDER FEEDBACK ON UPS PROPOSED DECISION
BUSINESS CASE FOR THE UPS PROPOSED DECISION
Identification of key issue(s) being addressed:
Discussion of proposed state:
Reasons for recommended proposed decision:
Implementation challenges of the proposed decision:
If approved, when will the decision be implemented and how many staff will be affected:
If the decision is not approved, the ramifications are:
[email protected]
A Final Review
11
COST ANALYSIS OF THE PROPOSED DECISION
IMPACT OF THE PROPOSED DECISIONS ON EXTERNAL AGENCIES
POLICY FOR THE PROPOSED DECISION
PROPOSED DECISION IMPLEMENTATION STRATEGIES
1.
Effective date of implementation:
2.
University Personnel Guidelines Implications:
3.
Transition Plan for University Workforce:
4.
Communication Strategies:
5.
Training Strategies:
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A Final Review
12
Employee Categories
Proposed Implementation Decisions
University Workforce
University
Staff
Faculty
Academic
Staff
Limited
Student
Assistants and
Employees-inTraining
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A Final Review
13
Employee Categories
Proposed Implementation Decisions
• Proposed decisions effective July 1, 2013:
• The UPS will consist of five employee categories.
• University Staff given the opportunity to participate in
decision making at each institution.
• Current classified FLSA exempt titles will become
Academic Staff
• Incumbents will be given a choice to move to Academic Staff
or remain in University Staff. This will be an irrevocable
decision.
• After July 1, 2013, employees hired into FLSA exempt
positions will be Academic Staff.
[email protected]
A Final Review
14
Employee Categories
Proposed Implementation Decisions
• Title and Total Compensation Structure Analysis
• A Request for Proposal (RFP) will be drafted to
determine whether a self-funded title and total
compensation structure analysis should be done.
• Titles and total compensation (salary and benefits) structures
will be included in the RFP to ensure the title definitions
adequately describe the array of duties and responsibilities
across the UW System and that the associated salary and
benefit ranges are informed by the current market.
• Job families or groups based on functional area will be
included in the RFP.
[email protected]
A Final Review
15
Compensation
Proposed Implementation Decisions
• All employees’ base pay rates will remain the
same upon UPS implementation.
• Proposed decisions to be included in 2013-15
State of Wisconsin Biennial Budget:
• All employees will be eligible for merit increases
outside of a biennial pay plan, and merit will be a
component of the biennial pay plan for all employees.
• Continue the current ability of UW institutions to fund
and implement supplemental pay plans.
[email protected]
A Final Review
16
Compensation
Proposed Implementation Decisions
• Will be included in the RFP for a Title and Total
Compensation Structure Analysis
• Appropriate market comparisons
• Assigning pay structures to titles
• Implementing tools for salary flexibility
• Proposed decision to be effective July 1, 2013:
• A 2013-15 pay plan for all employees that will include:
• More flexible pay schedules for most University Staff
• Continued pay schedules based on prevailing wage rates for
Building Trades employees
• All FLSA exempt staff will be treated consistently, with the exception
of public safety supervisors, as permitted by law
[email protected]
A Final Review
17
Compensation
Proposed Implementation Decisions
• Proposed decisions recommended for further
discussion and potential implementation after
July 1, 2013:
• Offer employees who work on an academic year
contract the option of payment over 9 or 12
months.
• All employees paid on a bi-weekly basis.
• If bi-weekly pay isn’t implemented, academic year
employees paid on a monthly calendar in HRS.
[email protected]
A Final Review
18
Total Compensation
• The RFP for a structure analysis will include
a review of total compensation comparables
from applicable market data
• Total compensation includes all employer
paid benefits that employees receive
•
•
•
•
•
Paid annual leave (vacation)
Sick leave
Paid leave banks
Employer paid health insurance contributions
Retirement (WRS)
[email protected]
A Final Review
19
Benefits
Recommendations
• All benefits will remain the same on July 1, 2013.
• Some benefits recommendations will be considered for
inclusion in the RFP for a Title and Total Compensation
Structure Analysis.
• Some benefits recommendations will be held for continued
discussion after July 1, 2013.
• Craftsworker/Trades and temporary employees (LTEs) will
be studied separately.
[email protected]
A Final Review
20
Benefits
Recommendations
• For potential inclusion in the RFP for a Title and
Total Compensation Structure Analysis
• Paid annual leave accrual schedule
• Sick leave accrual schedule
• Paid leave banking
• Tuition assistance
• Personal holiday allocations combined into paid
annual leave
• Legal holidays
• Bereavement leave
[email protected]
A Final Review
21
Benefits
Recommendations
• Benefits recommendations for continued
discussion after July 1, 2013:
• Immediate eligibility of employer contribution toward
health insurance (i.e. - first day pick up)
• Review and enhance where possible current
employee paid benefit plans (e.g. – life, vision, dental
insurance, flexible spending, etc.)
• General paid leave administration consistency
• Observance of weekend legal holidays
• Fiscal year accrual for paid annual leave
• Use of paid annual leave from first day of employment
[email protected]
A Final Review
22
Benefits
Recommendations
• Benefits recommendations for continued
discussion after July 1, 2013:
• Study the feasibility of:
• Combining ICI programs
• One catastrophic leave program
• One consistent supplemental leave administration
policy
• Sick leave administration
• Five-year sick leave reinstatement for all sick-leave
eligible employees
[email protected]
A Final Review
23
Employee Environment
Proposed Implementation Decisions
• Proposed Decisions effective July 1, 2013:
• Dismissal for cause for University Staff retained and incorporated
into the UPS as required by Wis. Stat. § 36.115(4).
• Establish grievance procedures for University Staff including all
elements required by Wis. Stat. § 36.115(4).
• Create employee safety and workplace expectations with the
ability of each institution to further define them as required by
Wis. Stat. § 36.115(4).
• A single Board of Regents code of ethics that includes all
employees as required by Wis. Stat. 19.45(11)(b).
• Layoff procedures for University Staff, under which layoff order
decisions will be based on employer need and other factors
including employee job performance and seniority.
[email protected]
A Final Review
24
Employee Environment
Proposed Implementation Decisions
• Decisions UW institutions are encouraged to
implement under existing delegated authority:
• Enhance supervisor education programs and ensure
follow-up education for existing supervisors.
• Enhance new employee programs that provide
resources at the start of employment and throughout
the employee experience.
• Enhance performance management structures.
• Continue and enhance efforts that support diversity in
all aspects of the UPS and work environment,
including education on diversity for all employees.
[email protected]
A Final Review
25
Recruitment & Assessment
Proposed Implementation Decision
• Proposed decisions to be effective July 1, 2013:
• Develop and utilize simplified and flexible hiring methods
that are fair and based on merit .
• Integrate current recruitment policies into a single system
of university employment practices:
• ensure institutional flexibility in recruitment and assessment
practices;
• require mandatory probationary periods for all hires except
limited appointees;
• an employee who does not pass probation may return to
previous employer at employer’s discretion;
• ensure inclusive and equal access to fair, merit-based
recruitment and assessment processes based on job-related
criteria;
• develop, share, and use best practices for recruitment and
assessment across the UW System.
[email protected]
A Final Review
26
Employee Movement
Proposed Implementation Decision
• Proposed Decisions effective July 1, 2013:
• Adopt business rules that allow employees to retain WRS
years of service, sick leave, and certain leave benefits
when moving to different positions within and between UW
institutions, as well as to and from UW-Madison and State
agencies.
• Eliminate mandatory placement in a position so that
employees participate in a competitive recruitment process
for every position.
• Consideration of current employees may be provided as a
initial step in the recruitment process.
• Career advancement and progression opportunities for
potential inclusion in the RFP for a Title and Total
Compensation Structure Analysis.
[email protected]
A Final Review
27
UPS Timeline (2012)
 September - October 19: Proposed implementation
decisions presented to and discussed with Legislators
 September - October 19: Proposed Implementation
Decisions reviewed by governance groups and other
stakeholder groups
 October 22 - October 31: Review and consider stakeholder
input of the proposed implementation decisions
 November 1: UPS Steering Group reviews final draft
 November 7: UPS Task Force reviews final draft
[email protected]
A Final Review
28
UPS Timeline (cont’d)

November 16, 2012: Final draft approved by Chancellors

December 6 and 7, 2012: Proposed implementation decisions and Regent
policy recommendations presented to Board of Regents for approval

January 2013: Needed technical statutory bill presented to Legislature

February 2013: BOR approved final draft presented to JCOER for approval

March - June 2013: Prepare for implementation (training, education, testing)

July 1, 2013: UPS implementation begins

July 1, 2013 – Forward: Continued work on the proposed decisions for
further discussions and potential implementation after July 1, 2013
[email protected]
A Final Review
29
Questions
• Visit the UPS website:
http://web.uwsa.edu/personnelsystems/
• Email questions and feedback to [email protected].
• Review the complete UPS Proposed Implementation
Decisions here: (LINK)
• <Include other ways for employees to submit questions
and feedback. Keep in mind not all employees have
access to email or computers.>
[email protected]
A Final Review
30