Transcript WELCOME Unit Liaisons Getting Organized for Implementation Unit Liaison Program January 20, 2006 AGENDA          Welcome & Agenda Review Roles in the eMploy System System Demonstration Factors to Consider M1 Process.

WELCOME
Unit Liaisons
Getting Organized for
Implementation
Unit Liaison Program
January 20, 2006
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AGENDA
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Welcome & Agenda Review
Roles in the eMploy System
System Demonstration
Factors to Consider
M1 Process and Timeframe
System Administrators Email
Last Meeting Updates and Unit Check-In
Your Questions
Complete Meeting Evaluation
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Security Roles
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Employee
Hiring Manager
Unit HR
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Security Roles: Employee
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Assigned to all temporary and regular staff by
the system. No M1 is needed
Access to Internal Posting site (Career Portal) to
view job postings
Can be listed as ‘Approver’, ‘Interviewer’ or
‘Reports To’ on a job requisition
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Security Roles: Hiring Manager
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Assigned by Unit Liaison using M1 Form
Access to candidate listings and candidate resumes for
your job requisitions
Can create job requisitions and review candidate
resumes, select candidates, create job offers, correspond
with applicants for your job requisitions
Suggested for managers, supervisors and other
departmental staff with delegated authority to
coordinate hiring activities within your unit
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Security Roles: Unit HR
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Assigned by Unit Liaison using M1 Form; approved by
Central HR
Added access to candidate race and gender
information, broad candidate database, online
personnel files, candidate rehire status
Can create job requisitions, review candidate resumes,
select candidates, create job offers, correspond with
applicants
Limited to individuals responsible for Human
Resources and Affirmative Action program
management
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Criteria for Unit HR Role
Persons in this role:
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Are generally in the Human Resources Career Family or are
responsible for their unit’s human resources activities.
Are generally part of the Human Resources Communications
Group (HRCG) or similar groups across the campus.
Should have attended the HR Academy or taken other formal
training and education in Human Resources Management
Have oversight responsibility for the unit’s selection decisions
but are not part of the reporting line in selection processes.
They do not have line management responsibility within their
unit, but they may supervise a small staff.
Are responsibility for affirmative action planning and efforts for
their unit.
*Assignment of this role is approved by the appropriate central Human Resources office.
*This role requires online and instructor led training.
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Expectations for Unit HR
The following expectations, which are consistent with stewardship, apply to this
role:
 Given the broad access granted this role, guarding of confidential
information is imperative.
 Searches of the candidate pool and review of other information accessed is
to be on a business need to know basis. Business need to know is defined as
information necessary for decision making related to a specific selection
process. Accessing or sharing information concerning the bidding activity of
oneself or others is also not permitted.
 Sharing of confidential information is to be limited to generalized
information. Specifically, revealing the race or gender of an individual
applicant/employee to the hiring team is not permitted. Sharing the overall
makeup of the applicant pool is permitted. Sharing rehire status is permitted,
while discretion should be used if it is necessary to reveal the reasons for
restrictions on rehire status.
 Audits of access will be conducted by the central HR offices on a routine
basis.
 Breaches of confidentiality, inappropriate access to information and
inappropriate use of information represent misconduct and will result in
disciplinary action up to and including discharge.
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Security Roles
Security Roles
User Activities
Hiring
Manager*
Unit HR**
Create Job Requisitions
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View Candidate Job Bids
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Complete Hiring Information/Offer
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eMploy System
View Race/Gender Information
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Search database for candidates
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ImageNow
Online access to work performance personnel folder
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M-Pathways
Online access to rehire status
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*Access to job requisitions/candidates if listed on the Hiring Team
**Access to all job requisitions/candidates
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eMploy System
Overview
Job Requisitions
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Assigning Security Roles
CONSIDER THESE QUESTIONS AND FACTORS:
How can we fully utilize the system for Hiring Managers?
 Electronic approvals and notifications
 Online, instant access to candidates and resumes
 Applicant pool sorting and prioritizing
 Standardized correspondence and communication
 Electronic job files
How can we fully utilize the system for Unit HR
 System efficiencies save time and allow “proactive vs. reactive” HR
 Ability to improve the quality and size of applicant pools
 System support allowing effective management of applicant pools for
affirmative action efforts
 Workflow and desktop simplify tracking postings and hiring activity and
approval
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Overview of Security
Conversion Process
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Spreadsheets will be posted in the UL document repository at:
http://www.mais.umich.edu/groups/ul.html
Units will validate spreadsheets for eMploy security conversion
Units will return spreadsheets to MAIS
Unit HR role will be reviewed and approved by Central HR
MAIS will review spreadsheets for any errors and follow-up with
units
Final eMploy security conversion will be run
3-6 months after the go-live of eMploy we will be removing the
existing PeopleSoft recruitment roles.
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Key Points for Spreadsheets
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Do not add anyone to the spreadsheet until they have an Access &
Compliance form on file
 To check if a user’s Access & Compliance form is on file complete the
following steps:
 Go to the http://www.mais.umich.edu/index.html website
 Click on system access
 Click on Training History by User and Status of Access Requests at
the bottom of the page
 Click View ID Request Status
 Enter the uniquename in question. In the header it will read either,
”Access and Compliance on file or ”Access and Compliance Needed”
The HR EMP PRCS COORDINATOR USER and HR EMP SYS ADMIN
USER roles are limited to the Central Offices
For technical questions when completing the spreadsheets, please contact
Valerie (vvanhaaf) at 5-6893
For role questions when completing the spreadsheets, please contact your
HR Rep
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Key Dates
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February 6, 2006 – Spreadsheets posted on UL document
repository
February 24, 2006 – Spreadsheets due back to Jan Eckert
[email protected]
February 6 - May 15, 2006 – If new employees begin during this
timeframe, units must complete M1s so they get the correct
eMploy security after May 15th.
February 27 - March 10: Unit HR approval
March 14 – 24, 2006 – Follow-up with units on errors with
spreadsheets
April 24 - Access and Compliance forms must be received in
order to get access on May 15
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Action Item Check-List
& Project Scorecard
Discuss these materials with unit leadership and
hiring supervisors to manage expectations
 Determine who will need to be involved in the
implementation from your unit
 Compile and inventory current business
processes, practice and policy for “touch-points”
(business process inventory template)
 Complete the security roles spreadsheet
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Project Scope & Phase 1
Post
Staff
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Faculty
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Bargained
for Staff**
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Apply
on Line
Search/
Screen
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Select
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Optional Optional
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** Subject to Bargaining
Future Phases:
•Temporary staff
•Faculty: Explore expanding to Apply, Search, Select
•Student Temporary staff
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System Administrators
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An email will be sent to unit system
administrators next week requesting information
on your unit’s browsers and email packages used
by employees.
UL’s will be copied on this email
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Your Questions
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Thanks for Coming!
Next Unit Liaison Program Meeting
Friday, February 17th
Complete Your Evaluation
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