UW-Stevens Point October 1, 2012 October 4, 2012
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University of Wisconsin System University Personnel System Project Team UW-Stevens Point October 1, 2012 October 4, 2012
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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 - PowerPoint PPT Presentation
Transcript of UW-Stevens Point October 1, 2012 October 4, 2012
University of Wisconsin System
University Personnel SystemProject Team
UW-Stevens PointOctober 1, 2012October 4, 2012
A Final Review 2
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
A Final Review 3
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
A Final Review 4
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.
A Final Review 5
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.
A Final Review 6
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. Decision effective July 1, 2013 requiring Board of Regents (BOR) and Joint
Committee on Employment Relations (JCOER) approval.II. Decision effective July 1, 2013 requiring BOR approval but not JCOER approval.III. Decision effective July 1, 2013 requiring BOR approval and statutory change.IV. Decisions that UW institutions are encouraged to implement under existing
delegated authority.V. Decision being recommended for further discussion and potential implementation
after July 1, 2013.
A Final Review 7
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]
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
A Final Review 9
DocumentingProposed 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.
A Final Review 10
Template Decision DocumentTOPIC 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.
A Final Review 11
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:
A Final Review 12
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:
A Final Review 13
Employee CategoriesProposed Implementation Decisions
Faculty
AcademicStaff
Student Assistants and Employees-in-Training
Limited
University Staff
University Workforce
A Final Review 14
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.
A Final Review 15
Employee CategoriesProposed 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.
A Final Review 16
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.
A Final Review 17
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
A Final Review 18
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.
A Final Review 19
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)
A Final Review 20
BenefitsRecommendations
• 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.
A Final Review 21
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
A Final Review 22
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
A Final Review 23
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
A Final Review 24
Employee EnvironmentProposed 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.
A Final Review 25
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.
A Final Review 26
Recruitment & AssessmentProposed 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.
A Final Review 27
Employee MovementProposed 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.
A Final Review 28
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
A Final Review 29
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
A Final Review 30
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.>
