Agenda

Minutes

Note: The next HR Pros Meeting will be Wednesday, April 30, 2008

Welcome and Announcements – Susan E. Cable, Office of Human Resources (for Nan Wilhelmson)

Everyone was welcomed to the meeting including coordinate campuses. Nan was out ill and unable to attend.

EFS/HRMS Dept ID; Position Management – Newest Web UM Report – Miriam Ward, Office of Human Resources

Miriam provided information on the Dept ID integration of HRMS that will use the same Dept ID as the new financial system (EFS). The objectives of the Dept ID is to use the same definition and code in both systems; retain integrity of HR functions and information; facilitate more detailed financial analysis of HR data, utilize PeopleSoft tree for rollups and to minimize effort and confusion in the user community. There are some challenges in the need to relate new Dept IDs to the existing HR "departments". There is some new terminology. Entity is a new term for what is historically known as "department" for HR purposes. EFS Dept ID is associated with an "entity" and may have a one-to-one or many-to-one relationships. This will be used for all HR business processes where "Entity" is key. Entity is not stored on the job record; rather it is available for views and reports using the PeopleSoft HRMS tree. There will be a new field: Entity Start Date added to job record and many reports will include Dept ID and Entity. HRMS conversion to new Dept ID will be automated using data from Entity mapping and Dept ID on position records. For examples, reporting concepts, etc. refer to the handout.

HR Academy – Joe Kelly, Office of Human Resources

An HR Academy is being developed to support the University's human resources community through education, tools, recognition, and professional development. An advisory board has begun to meet to brainstorm about the growth and development of this academy and to establish priorities for the Academy. Some of the initial activities the Advisory Board is looking into are competencies and career paths for human resources practitioners, recognition, mentorship, formal and informal development opportunities, and the sharing of information related to best practices. More information about the Academy will be shared in the coming months.

HR Legal Update – Shelley Carthen Watson, Office of the General Counsel

Shelley provided updated information on new legal requirements and interesting cases. Effective January 1, 2008, Minnesota employers with 20 or more employees must provide "written notice" to each new hire of the "rights and remedies" provided in the Minnesota Personnel Record Review and Access Act. Employers must provide access to a personnel record no later than seven working days after receipt of the request if the personnel record is located in Minnesota or no later than fourteen working days after receipt of the request if the personnel record is located outside of Minnesota. Shelly's handout is available.

New Employee Orientation – Stacy Doepner-Hove, Office of Human Resources

Employee orientation has been redesigned based on the recommendations made based on a Transformation Leadership Program project. In 2007, according to "Transforming the U" report, more must be done to retain and recruit the best and brightest employees. From the 39 recommendations made, a year-long on-boarding process was created. Communication and correct information is vital for new employees.

The goal of NEO is to assist in the retention and development of new University employees, to provide more resources and tools. The first session was held Wednesday, January 16th and 103 people participated. Feedback was very positive and most new employees look forward to the future scheduled events.

Initial session: senior leaders met with the employees regarding employee groups at the University and what it means, code of conduct policies, an information fair with information about benefits, etc. Additional sessions will be repeated monthly for each cohort of new employees. Three main sessions focus on the big picture, culture, getting involved and becoming interested in the University. The modules can be done on line. Some modules are still in progress and those will be happening through the course of the year.

NEO is communicating with all the new employees, for example providing information about the Farmer's Market. Communicating with supervisors so that they know that senior leadership considers it to be a mandatory program. NEO will also be in contact with HR Pros providing updates periodically.

Stacy indicated there are additional things to be done and would appreciate feedback on what central OHR can do at the unit level. Stacy will create best practices templates that can be shared and adapted among other units. If anyone is interested in participating in a small working group including the coordinate campuses, please let Stacy know (doepn002@umn.edu or 624-5866). She would appreciate any feedback, good things, what's working, not working. The email is: uemployee@umn.edu. They do want to hear some feedback so they can continue to improve.

President's Emerging Leaders Program – Dave Dorman, Office of Human Resources

Dave is now officially the coordinator for the President's Emerging Leaders program. The program provides leadership development opportunities for high potential P&A, Civil Service, and bargaining unit staff. The program features educational and experiential components, and promotes skill development to enhance leadership effectiveness. There is a call for nominations. Information about the program may be found at http://www1.umn.edu/ohr/pel/index.html. Please contact Dave at dorma001@umn.edu or 626-0561 if you have questions.

Updates from Employee Benefits – Kathy Pouliot, Karen Chapin, Office of Human Resources

Murray Harber is leaving the University. He is moving to Mississippi to be nearer to family. The existing Wellness programs remain on track and any commitments made to units will be honored. Please pass on to Dann Chapman any candidates who might be interested and qualified to coordinate the Wellness Program. The 10,000 Steps program is available again as well as $65.00 for taking part in the Health Assessment. Fitness Rewards allow U Plan medical program members who visit a participating health club eight times a month to receive up to a $20.00 reimbursement. For information, visit: http://www1.umn.edu/ohr/workwell/index.html.

There are policy changes in the Civil Service Layoff/Severance program. Language pertaining to a 60 day or less notice period requirement which was added in 2003 has been removed as of January 14th. The maximum notice increased to twelve months. The employee must work to the effective date of layoff to elect the program. The notice requirement limited units from long term planning and prevented people from getting on the lay-off list. Please contact Employee Benefits should you have additional questions.

Kathy provided information on U Plan Open Enrollment statistics with 9012 enrolled in medical, dental, FSA, LTD. There were 4025 life insurance and 290 new 19-24 year old dependents enrolled. There were 7385 telephone calls, 557 emails, 2711 UM Connect presentation viewers and 145 computer lab participants. The Benefits Fair was also well attended. Additional statistics can be found in the UPlan Open Enrollment Orientation presentation.