1 WELCOME Unit Liaisons HRMS Unit Liaison Meeting April 21, 2006

2 Agenda Welcome & Agenda Review Welcome & Agenda Review Implementation Action Items Implementation Action Items eMploy Updates eMploy Updates Employment Web Resources Employment Web Resources Training Reminders Training Reminders Complete Your Evaluation Complete Your Evaluation AFSCME - Unit Consultation AFSCME - Unit Consultation

3 Sensing: eLearning What insights did you obtain? What insights did you obtain? Did this experience change the approach you are using in rolling out the security roles (hiring manager)? If so, how? Did this experience change the approach you are using in rolling out the security roles (hiring manager)? If so, how? Your questions. Your questions.

4 Readiness Check-List Action ItemDescription ReviewM-Pathways Job Requisitions  Review and close requisitions >6 months old, with sufficient candidate pools, that will likely be filled after July 31,  Recreate in eMploy if needed.  Work with your EPC. DEADLINES: May 15, 22; July 1, 2006 Copy Old Job Requisitions Review List of Employees Without Uniqnames  Regular employees need uniqnames to access eMploy.  Contact ITCS Accounts Office to request. DEADLINE: May 15, 2006  M-Pathways job reqs available until July 31,  Copy, paste and save in Word documents for future use. DEADLINE: July 31, 2006

5 Readiness Check-List Action ItemDescription Update Kerberos Passwords  Employees who have not updated their Kerberos Password since 1998 are required to change it.  If not changed, access will be denied.  ITCS communication coming soon. DEADLINE: May 15, 2006 Check Spam Blockers  Spam blockers may cause eMploy to be filtered out.  Reconfigure if necessary.  eMploy address: DEADLINE: May 15, 2006 Determine Standards for Comments Boxes  Requisition and offer approval s contain comments boxes to record or share information.  e.g. shortcodes, job req changes, salary offers DEADLINE: May 15, 2006

6 Readiness Check-List Action ItemDescription Transition Faculty Job Requisitions From M-Pathways  Faculty hiring process will continue using paper.  Job reqs in M-Pathways accessible through July 31.  Close reqs with inactive searches, or those that won’t be filled by September 1.  Recreate closed reqs in eMploy starting May 15.  Work with EPC, Margaret Spurr. DEADLINE: July 31, 2006 Design Standard Hiring Teams  Provides team members access in eMploy to the job req, list of bidders, and resumes.  Your EPC is required on every Hiring Team.  Other possible members: Hiring Manager, Admin support person, Unit HR Officer.  Team members must have Hiring Manager or Unit HR security role.

7 Readiness Check-List Action ItemDescription Create Standard Approver Lists Determine Your Unit’s Use of “Reports To”  A required field on the job req.  Requires eMploy Hiring Manager security role.  Should be the name of the person to whom the job reports.  For information only – does not control access or approval.  Two approver lists: 1) for the job req (optional) & 2) for the offer.  Provide approval process outside eMploy; no security role needed.  May mirror your unit’s current paper approval process if necessary.  Typical members: Unit HR Officer, Unit Administrator.  EPC must be listed as the last offer approver.

8 Readiness Check-List Action ItemDescription Finalize Business Processes & Security Roles Coordinate and Attend Training  Communicate training schedules and required training to staff with Unit HR and Hiring Manager security roles.  Access and Compliance eLearning, DCE101, must be completed before May 5 for security role to convert.  MAIS LINC eLearning classes may be taken as often as needed.  Training and event calendar handout and also on UL website. DEADLINE: May 5, 2006  Best practice: resume review via the system, broad roll out of Hiring Manager role, no printing of resumes.  Resume review via a good option for short list.  Hiring Manager security role can be managed through training.  Submit M1 forms to give broader access.

9 Transition Calendar Update April 10 – May 12 Review and close old M-Pathways requisitions May 5 Last day for new staff job reqs in M-Pathways May 8 Last day for new Nursing and AFSCME job reqs in M-Pathways May 12 Last day for old jobs website Last day for paper applications and bids May No Postings New jobs website says “eMploy Coming Soon” May 15 – 19 eMploy available to create new job requisitions May 22 First day of eMploy jobs website Seeker sites available for applicants to register and bid July 31 Last day to access job requisitions in M-Pathways

10 Training Reminder April 17 MAIS LINC HRE110 eLearning Required for Hiring Manager and Unit HR Roles April 19, 24 May 1, 2, 8, 9 Transition Workshops Available for Hiring Manager and Unit HR Roles Beginning April 18 HRC202 Recruiting, Selecting and Hiring: HR Role Required for Unit HR Role Registration Required Beginning May 15 Learning labs Available for Hiring Manager and Unit HR Roles Registration Required for WT sessions

11 eMploy Updates Applicants Applicants Need an address to register and bid. Need an address to register and bid. Will provide resume and answer screening questions instead of application form. Will provide resume and answer screening questions instead of application form. Job Requisitions Available for bidding only while posted on websites. Available for bidding only while posted on websites. Affirmative Action goals sent via notification. Affirmative Action goals sent via notification. Advertisements should list jobs website, to send to apply for job. Advertisements should list jobs website, to send to apply for job.

12 eMploy Updates New Hires Plan on additional time (one week) from contingent offer to New Employee Orientation (NEO). Plan on additional time (one week) from contingent offer to New Employee Orientation (NEO). Those not expected at NEO will be sent back to Unit. Those not expected at NEO will be sent back to Unit. Will complete new employee paperwork and create their own uniqnames online. Will complete new employee paperwork and create their own uniqnames online. will go to uniqname administrators this week explaining units should not create uniqnames for employees hired through eMploy will go to uniqname administrators this week explaining units should not create uniqnames for employees hired through eMploy

13 eMploy Updates Background Checks Rehire status, personnel file, and six months in position checked for short list of candidates and prior to contingent offer. Rehire status, personnel file, and six months in position checked for short list of candidates and prior to contingent offer. External background check at time of contingent offer, covers State of Michigan at go-live. External background check at time of contingent offer, covers State of Michigan at go-live.

14 Employment Website Demo

15 Your Questions

16 AFSCME Planning Session For Units with AFSCME Employees. 30 minutes for information sharing and planning. Please gather in the front of the room.

17 Next Unit Liaison Program Meeting Friday May 19, 2006 Complete Your Evaluation Thanks for Coming!