HR SERVICE REQUEST SYSTEM (SRS) Academic Senate COR April 21, 2014

Agenda 1. Introduction/roles 2. Current business needs addressed 3. Data points 4. Goals & Priorities 5. System roles/responsibilities 2

The world of HR case management at UCSF 3  The tool allows us to track and manage a significant portion, but not all, of our HR business.  Highly confidential cases are not initiated or tracked using SRS tool to retain confidentiality  Two technologies, Advance and MPM, were already being used to track advancement and fund management for the health sciences compensation plan faculty  Inevitably, requests come in through and phone

SRS Statistics  Total population served: 22,000 staff and academic employees (campus only)  Total users (Dept. and HR): approx. 2,200  Department initiators, reviewers, and approvers: approx. 2, Academic users, of which 85 have initiated a request  UCSF HR generalists, specialists, and transactionalists: approx. 200  Total number of tickets since go-live: approx. 100,000  Total # of tickets submitted by academic employees = 976 4

SRS Goals & Priorities 5  Make HR transactions as simple as possible  Enable tracking of requests and prevent “lost” requests  Maintain a history of approvals and simplify “post- audit” processes  Enable reporting on workflow to support continuous improvement  Assist in understanding generalists’ workload and reassign tickets to address volume as appropriate

SRS Features  Enables supervisors and administrators to request consultation and authorize personnel transactions.  Supports transition from paper/ /fax requests to an online tool  Provides standard method of submission to Service Centers Pulls employee data from OLPPS (e.g. Name, EID, etc.) to auto-populate form fields Provides automated routing for Departmental approval and review  Allows Department and HR users to centrally manage, track, reference, and collaborate on HR related requests. 6

SRS Department Roles RoleDescription Initiator Initiates ticket requests Can only view tickets that they have initiated Approver Initiates ticket requests Ability to approve tickets for their authorized department IDs Can view all tickets initiated and approved within their authorized department IDs Department Authority Possesses all abilities of initiators and approvers Second Approver Optional role that facilitates an additional level of approval workflow Reviewer Optional role that enables review of a ticket, but is not required to take any action 7

8