Forums 12/20/11 10:30 – 11:30 AM BMSB – /21/11 10:30 – 11:30 AM SUB Acoma A-B

Agenda Update on EPAFs Focus Group & Implementation Term End Date MOU and Process Change P-Class Title Pull-Down Clean-Up Position Clean-Up Process

Update on EPAF Focus Groups Lisa Gamboa HR Consultant

EPAF Focus Groups-Feedback “Glad to see paperless system available to streamline and track information.” “Organized and simple.” “ I would like to see notifications sent to the approver once it is in their queue.” “I use job aids frequently and find them very useful.”

Employment Transaction EPAFS Soft go-live February 2012 Process defined in OneSource BAR Roles will be discussed at January Forum CBTs required before requesting BAR Roles EPAF Labs will be available for hands on support

Dionne Ruiz HR Consultant and Mike Brown HR Consulting Manager Process Improvements Hiring Term Employees

Topics Changes to Term Memo of Understanding (MOU) Term Appointment End Date Fields in UNMJobs Postings and Hiring Proposals

CHANGES TO TERM MEMO OF UNDERSTANDING (MOU)

Term MOU Current State Departments are required to obtain a signed Term MOU at the time of hire Departments return signed offer letter and Term MOU to HR via to Client Services

Term MOU Process Improvement HR is continuously looking at ways to improve the hiring process Recently evaluated the need for a Term MOU at the time of hire – What was the purpose – What problems are we encountering Difficulties getting signed document returned Term MOU was provided to employee before offer letter was generated – What can we do differently

Process Change for Term MOU Effective January 3, 2012 Term MOU no longer needed at time of hire Language in Offer Letter changed Department should explain what is contained in the offer letter to the new employee – Terms and conditions of hire – Duties and responsibilities

Term MOU Going Forward Department only needs to submit signed offer letter – via Client Services Term MOU title changed to – Term Assignment Extension Memo of Understanding Form can be found at forms.phphttp://hr.unm.edu/forms/employment- forms.php

Term MOU Going Forward Term MOU still needed when extending a term assignment – Currently with an ePAN – Future state - EPAF

TERM APPOINTMENT END DATE FIELD

Term Appointment End Date in UNMJobs Posting Term end date field in UNMJobs posting will be a Text field – Many departments use “One year from date of hire” – Can still use a date if needed Term language not needed in Position Summary of posting

Term Appointment End Date in UNMJobs Hiring Proposal Term end date field in UNMJobs hiring proposal will be a DATE field – Will not be able to enter text – Must be a date – this field feeds into the offer letter Department should have a term end date when applicant is hired Hiring official responsible to explain Term conditions to new employee

Questions? For additional information Contact your HR ConsultantHR Consultant

Process to Clean up Positions Joyce McCarthy HR Process Improvements

Position Clean Up Process Departments will have the opportunity to “clean up” positions prior to the yearly load to salary planner Form for clean up is provided in PERH0079 Report in Hyperion Provide Status changes on Form Have Dean/Director sign Scan in and to

Position Clean Up Process Position Status definitions: A–Active – Position is budgeted, is either filled or department plans to fill during coming fiscal yr F- Frozen – Position is vacant and no budget assigned – can be unfrozen C-Canceled- Position is vacant, dept does not want to reclass and reuse Position # - cannot be made active in future

Position Clean Up Process Questions on Position Clean Up Process can be directed to Requested changes should be viewable in Position Management report within 48 hours Key to Position Management is to select the right position before beginning an employment transaction!

Dates for January Forums Tues, January 10, 2012 – 1:30-2:30 Forum I SUB – Santa Ana A-B Weds, January 11, :30-11:30 Forum I BMSB Tues, January 24, :30- 11:30 Forum II BMSB – 303 Thurs, January 26, :30 - 2:30 Forum II SUB Fiesta A-B