Ufirst Update: Fiscal Administrators Meeting January 24, 2018

Ufirst What is Ufirst? The Ufirst project has been charged with transforming the Human Resource function at UVA, bringing together HR operations from the Academic Division and Health System to deliver better HR services to all members of our university community. Enabling you and your teams to better focus on your core mission by Saving time, energy with simplified HR processes Automating processes with an easy-to-use HR technology Supporting the attraction and retention of top talent . Level setting- what is the project and why are we doing it? A model informed by experts and customers: 200+ experts and other participants engaged 125+ stakeholder group working sessions Monthly meetings with key stakeholder groups Ufirst is the project- after 2018, the name and group will sunset. The new, unified HR organization will be called UVA Human Resources. We believe wholeheartedly in the value the new HR can deliver, and envision a world in which you have more strategic support and helpful tools to deal with HR and people needs, and thus, more TIME to focus on your respective missions.

Ufirst How will I interact with HR? Integrated model delivers expertise and agility Integrating local and core services offers a 200+ person strong network with deep HR expertise and the ability to scale to meet demand during peak periods. Aligned HR Support in the following areas: Business Partners Employee Relations Staff Recruitment You’ll have access to specialists who are focused on various HR disciplines, allowing them to operate more efficiently, and deliver services faster. You’ll still have aligned resources assigned to the EVP-COO area for high-volume needs, so you’ll always know who to go to, and they’ll understand how best to service your unique needs. What do we mean when we say aligned? You will have consistent resources in these areas- deal with the same person These resources will report to HR (not locally) These resources will, in most cases, support other customers as well Business Partners- provide strategic support around things like workforce planning, and also help ensure that you get the HR services you need, holding the network of core specialists accountable for meeting service goals. Employee Relations- in the new model, you will have one Employee Relations contact, so you always know who to contact. Your Business Partner can also serve as an employee relations resource. Recruitment- we understand that the talent needs in this area may be unique and specialized, which is why we’ll provide consistent recruiting support so they can learn and understand your needs, and identify, engage, and hire the best talent available.

Ufirst What can I expect? Easier technology to manage my personal information and benefits (mobile enabled) Questions can be answered quickly through phone, email or chat by the HR Solution Center which includes specialists in payroll, benefits, and leave HR Solution Center Easier and Faster There are easier and faster ways to do the following in Workday: Workday replaces Lead@ and Jobs@ Time and absence Pay slips and W2s Benefits Technology Technology is a key enabler of the new HR model The HR Solution Center will not only offer a one-stop shop for questions about benefits, leave and payroll, they will also execute some of the more transactional HR work that was previously done by generalists. Performance Management- we know this is an area of great interest- while details on the performance management model are still being aligned, know that Lead@ is going away, and the Workday interface will offer many new features that will improve performance management at UVA- for example, you can log in at any time to log notes about performance for follow up in the near or far term. We discussed recruitment already, but again, the highlight there is that we’ll have consistent support for each area. There will be processes and staff in the HR Solution Center in place to streamline pre-boarding activities (background checks, immigration, etc.) and onboarding. The goal is to provide not only better service to staff, but also provide an improved experience for our new hires and ensure a strong start to their careers at UVA. There will be opportunities for delegation for manager tasks – the details of who can delegate, when, and to whom are still being determined.

Process and Technology Training Overview The objective of the process and technology training is to teach the University community how to access HR services, use the Workday tool, and interact with the new HR processes. Training will be provided just-in-time with a targeted curriculum to each of the training audiences. Training Audiences: HR Professionals (200) Managers (6000) Faculty (2900) Staff & Team Members (10700) Students (6300)

Process and Technology Training Training Offerings – Delivery Mechanisms Demo Only Auditorium style presentations – target of 50+ attendees Instructor-Led Courses Face-to-face courses in computer training classes – target of 15 participants Include presentation, demonstration, and hands- on activities Web- Conference Training Covers content in Demo Only sessions (may need to cover Face-to-face topics for managers) Necessary for distributed team members or local resources Computer- Based Training eLearning courses Include demonstration, exercise, and assessment Use Articulate Storyline Focus on critical topics – labor intensive to develop and maintain Open Labs Provide more one-on-one instruction and support Place for end users to ask questions, perform “real” work, or have one-on-one support immediately May be topic/audience- specific or “open” Job Aids Documents designed to provide a step-by-step approach to specific activities/tasks Include variety of resources – i.e., checklists, process charts, FAQs, etc. On-Demand Videos Short visualization demonstrations published and accessible via web Easy to develop and easy to update

Training (all modalities- just in time, as needed by topic) Ufirst Schedule 39 days April May June July August September October Training 20 days 30 days 130 days 130 days Training (all modalities- just in time, as needed by topic) 64 days 32 days 122 days Open labs 15 days 10 days 10 days 66 days 66 days Workday 31 updates awareness and support 66 days 80 days 20 days 2017 Workday go-live

Workday Launch Support Defining the Support Model The Workday Launch Support Model consists of the following elements: Workday Support & Community Command Center (IMPACT, ITS, SCI, Ufirst Tech & Leads) ITS Help Desk and H&IT Desk HR Solution Center HR Business Partners Training & Resources (Job Aids, Training Classes, etc.) At the Elbow Support is the SWAT Term in the Medical Center – Workday HR Trainers Open Labs Workday Partners Faculty, Staff & Team Members

Ufirst How can I learn more and participate? Preview & Feedback Sessions February 22, 2018, 1 – 5 pm, Newcomb Hall, Academic Division Focus February 27, 2018, 1 – 5 pm, Pinn Hall, Health System Focus Register at https://ufirst.virginia.edu Ufirst Website https://ufirst.virginia.edu We just launched a major update to the Ufirst web site, designed with you, our customers, in mind. It’s a great resource and I encourage you to explore it. Please visit the site for information about and registration for the February Preview and Feedback sessions – these are great opportunities to see the new processes and technology.