HRCC Meeting Ufirst Update September 19, 2017

September Meeting Objectives Talent transition update Unit transition update Fall launch preview Looking ahead

Talent transition Update

Talent Transition Update Hiring Announcements John Kosky has joined as Assistant Vice President for IMPACT and Decision Support on September 1st. John brings more than 17 years of experience as an HR leader in higher education and previously served as a Human Resources AVP at the George Washington University. Bryan Garey who has served nine years with the University Human Resources and has guided HR operations for the Academic Division has recently accepted a leadership position as Assistant Vice President for Talent. Adam Weikel will join as the Assistant Vice President of Service. He joins us from the Commonwealth of Massachusetts government, where he serves as Associate Chief and Director of Strategic Operations, reporting to the Governor’s Chief of Staff.

Talent Transition Update Hiring Announcements Melissa Frederick will join the HR Service Community of Expertise as Senior Director of Service for University Operations. Melissa’s more than 20 years of experience brings knowledge from a wide breadth of HR disciplines to this position, which will oversee HR service delivery to the University’s operational units Jennifer (Jenn) Oliver will join the team as Senior Director of Service for the Academic Division. Jenn’s 15 years of progressive HR management experience at UVA will be a tremendous asset to the HR Business Partners she will lead and the Academic Division customers they will collectively serve.

Talent Transition Update Hiring Timelines and Process June through July July through Sept Sept through Oct Internally Competitive (Wave 1) Business Partner Wave* Internally Competitive (Wave 2)** June 1 – June 7: Post jobs and candidates submit applications June 8 – 12: Schedule interviews June 13 – June 30: Hold interviews July 5 – 14: Review and decide offers July 17 – 28: Socialize offers with key stakeholders and make verbal offers July 31: Send offer letters to candidates By August 4: Candidates accept offer July 10 – July 21: Business Partner interviews Jul 24 – Aug 18: Interviews with customer representatives, Senior Director of Service, and CHRO Early Sept.: Review and decide offers with key stakeholders Mid-Sept.: Provide verbal offers By end of Sept.: Send offer letters to candidates Three business days after receipt of offer: Candidates accept offer Sept 11 – 15: Post jobs and candidates submit applications Sept 20 – 29: Schedule interviews Sept 25 – Oct 13: Hold interviews Oct 16 – 20: Review and decide offers Oct 23 – Nov. 1: Socialize offers with key stakeholders and make verbal offers Nov 2: Send offer letters to candidates By Nov 8: Candidates accept offer Target is to identify the individuals filling future-state HR roles by November 2017 *Timeline is dependent on stakeholder availability ** Timelines may adjust based on volume of applications and interviews

Talent Transition Update Interview Details

Talent Transition Update Wave 2 Positions What happens to positions that open up (due to VRP, someone taking a Business Partner position, etc.)? If the position is an individual contributor position, the next eligible person identified by the hiring proxy managers will be offered the position. If no eligible candidates are available, the position will be posted internally/externally. If the position is a supervisor or above position, the future-state manager has the opportunity to review all applicants, consult with the hiring proxy manager and/or request interviews to make the hiring decision with approval from the CHRO. If no eligible candidates are available, the position will be posted externally. What are the next steps for individuals who choose not to apply for wave 2 positions? After wave 2 application window closes, we will identify individuals who did not apply for wave 2 but applied for a future-state position in an earlier wave and attended 1:1 coaching. We will reach out to these individuals to initiate career support services.

Unit transition

Unit Transition Update Where We Are Now Key Activities Submitted school/unit HR inventory Conducted current school/unit HR inventory meetings with HR Transition Partners Validated school/unit HR inventory Drafted school/unit transition plan Key Objectives Create shared understanding of people and work transitioning in Fall of 2017 Receive sign off on fall school/unit transition plan by School/Unit Leader

Unit Transition Update Next Steps What happens next?* Who? Confirm school/unit transition plan with school/unit leadership Transition Partner Meet with future-state team member to discuss details of individual transition plan Milestone Captain/ Future-state Manager Sends email addendum clarifying start date, supervisor, and office location Change and Communications Team *Outlined are proposed activities for transitioning people and work at the school/unit level; however, the activities may vary depending on complexity of transition

Fall launch preview

HR Solution Center Look Ahead Benefits / Service Improvements 2017 Key Dates Transition Activities Sept Oct Nov Dec Central point of contact for all HR-related inquiries Enhanced employee self-service capabilities—ability for employees to complete basic HR services through an online portal Improved tracking and ticketing solution for employee inquiries, including new customer inquiry channels such as webchat and SMS message Enhanced capability to monitor customer satisfaction using case management and KPIs Review school/unit transition plans Confirm transition plan approval HR Solution Center teams transition work and/or take on new work (varying levels of work transition complexity depending on individual) Benefits, Leave, and Payroll team established Wave 2 complete Inquiry & Talent Support (Health System) team established Do you have any questions about what is or is not changing?

Total Rewards Look Ahead Benefits / Service Improvements 2017 Key Dates Transition Activities Sept Oct Nov Dec Work together with the HR Solution Center to continue existing services including benefits administration, compensation strategy and administration, and leave management administration Implement an electronic process for retiree programming Open Enrollment through vendor Chard Snyder Improved communications strategies that lead to enhanced adoption of benefits resources and tools during Open Enrollment Review school/unit transition plans Confirm transition plan approval Total Rewards team transition work (generally lower transition complexity due to primarily non- competitive roles) Total Rewards team established Open Enrollment closes Wave 2 complete

Employee Relations Look Ahead Benefits / Service Improvements 2017 Key Dates Transition Activities Sept Oct Nov Dec Use of case management system ERIS to capture ER case information, track grievances and provide the ER team with the ability to view and share customized trend data with schools/units Increased availability of ER trend data to inform and determine where to deploy new policies and provide better training and visibility to UVA customers Review school/unit transition plans Confirm transition plan approval Employee Relations team transition work (generally lower transition complexity) Health System team begins using ERIS Wave 2 complete Employee Relations team established

Looking ahead

Looking Ahead Website Refresh What’s changing? The Ufirst website will be more customer facing, due to communications broadening to a larger audience than HR professionals (faculty, team members, staff, etc.) What’s staying the same? All current content will remain for HR professionals but the main page will be more simplified focused on how new HR at UVA will benefit the University Launch Date: Week of September 18th

Thank You HR Preview & Feedback September Sessions Preview & Feedback Sessions Thank you for your participation! Go to http://bit.ly/2xhy8Qd to provide any additional feedback after attending the session Additional Opportunities for Feedback Online customer demos on Ufirst website – by end of September Interactive Preview & Feedback Sessions – small group, hands on Workday, feedback sessions. Beginning in October P2 HR Community Preview & Feedback sessions – January 2018 Look for details in upcoming FutureFirst communications

September Meeting Objectives Talent transition update Unit transition update Fall launch preview Looking ahead