Governance Council Agenda for 8/9/2018 OTAC Implementation Update (Keith/Angie) Position Management Training Overview Transition Plan: Jobs to OTAC Communication Strategy committees

UI Project Team Updates

Position Management Why make the change? -------------------------------------------- 2018-08-02 17:23:25 Presenter Angie Position Management Why make the change? Pending Positions tied to Jobs@Uiowa system OTAC is based off templates created from Jobcode not Position Display in OTAC requires clean-up/reduction in drop-down choices

Position Management – New Process -------------------------------------------- 2018-08-02 17:23:27 Presenter Angie Position Management – New Process New Positions Must be approved in Workflow prior to creating a Req New Position form will now include “make available in OTAC” checkbox Visible in OTAC for 90 calendar days or as long as its is tied to active Req

Position Management – New Process -------------------------------------------- 2018-08-02 17:23:30 Presenter Angie Position Management – New Process Existing Positions New Tool for Senior HR Leaders & designees Identifies positions that are available in OTAC System functions include: Adding and Reviewing positions to make them active in OTAC

Transition Plan: Jobs@UIOWA to OTAC -------------------------------------------- 2018-08-02 17:23:32 Presenter Angie Transition Plan: Jobs@UIOWA to OTAC September 10th OTAC Live for Candidates Staff Job Ads Appear New Website launched New Recruiting processes begin August 13th OTAC Live Jobs Site Complete August 30th Final Staff Ads due in Jobs@Uiowa September 4th OTAC Available for Recruiters September 9th All Jobs@Uiowa Staff Advertisements End

Transition Plan: Deployment Tasks -------------------------------------------- 2018-08-02 17:23:35 Presenter Angie Transition Plan: Deployment Tasks Candidates Recruiters Functional Team Tech Team Week of July 30th No Change OTAC Content Development Policy Changes Best Practice Decisions Testing Final OTAC Configuration Admin. Training Documentation Week of Aug 6th Policy Changes Best Practice Decisions Training Documentation Internal Application Builds Jobs@Uiowa changes Week of Aug 13th OTAC Production Complete Internal App. Builds Jobs@Uiowa changes Week of Aug 20th Training Documentation Internal App. Builds Jobs@Uiowa changes Week of Aug 27th Final Job Reqs due Go Live Communications Week of Sept 3rd OTAC available New Reqs created OTAC user support Changes to Jobs@Uiowa available OTAC user support Week of Sept 10th OTAC Available OTAC Jobs Advertise New Jobs Website Internal Apps available OTAC user support

Transition Plan: Support -------------------------------------------- 2018-08-02 17:23:38 Presenter Keith Transition Plan: Support UHR TA available for consult and support during the transition Contact: University Human Resources – Talent Acquisition (319) 335-2656 TA-support@uiowa.edu

Anticipated launch September 10 Training Overview When Who What it is July 17-18 Staff Recruiters AIRS training – Professional Recruiter Certification August 7-8 AIRS training – Diversity & Inclusion Recruiter August 13-15 Governance, Senior HR Leaders, UHR Unit Leaders, Strategy Teams Overview of new staff recruitment processes and OTAC August 13-31 Process Administrators Training to administrators of staff hiring processes August 20-31 Training to prep for new staff recruitment processes and OTAC September 4 Access to OTAC for req creation and familiarization Anticipated launch September 10

Training Overview - AIRS Professional Recruiter Certification Diversity & Inclusion Recruiter Certification Principles of Recruiting Foundations of Diversity and Inclusion Understanding Hiring Needs Recruiting and Hiring Diverse Talent Building Talent Pipelines Search Techniques for Sourcing Diverse Talent Effectively Engaging and Screening Candidates Promoting an Inclusive Culture Managing the Process and Sealing the Deal

Training Overview - Upcoming -------------------------------------------- 2018-08-02 17:23:40 Presenter Keith Training Overview - Upcoming Presentation of OTAC (August 13, 14, or 15) Prepares users for the new staff recruitment processes and tools Highlights features available within OTAC for staff recruiters Sign up in My Training through Self Service Recruiter Training (begins week of August 20) Guides recruiters through all phases of the staff recruitment process Training will be ongoing with just-in-time offerings through transition Invites will be sent out directly to identified recruiters

Coverage Considerations -------------------------------------------- 2018-08-02 17:23:43 Presenter Keith Coverage Considerations UHR TA is available for short-term coverage if local resources are limited and/or unavailable For extended coverage, UHR TA will work directly with the college/division on an appropriate course of action Colleges/divisions with multiple recruiters are encouraged to establish plans for back up coverage

Questions?