2. Dual career Program spotlight

3. UVA Dual Career Program Primary Goals
Facilitate UVA recruitment and retention efforts.
Improve the dual career candidate experience. Make it easier for dual career candidates to envision and identify job opportunities at UVA and in our community.
Engage within UVA and with our local business community to cultivate partnerships and relationships that assist dual career candidates who are seeking work.

4. UVA Dual Career Program By the Numbers
Scope: Current and prospective salaried faculty spouses and partners
100 spouses and partners served in the first 12 months of the program.

5. UVA Dual Career Program Scaling the Program
Next Steps
Add a dual career specialist position to increase program capacity.
Build additional infrastructure to assist dual career spouses/partners who are seeking to:
relocate to our community,
identify employment opportunities,
prepare targeted applications,
build a local network, and
navigate our job market.
This additional, web-based infrastructure will be designed to support dual career recruitment efforts for faculty and staff.

6. UVA Dual Career Program Soliciting Feedback
With additional infrastructure in place, we will ask for your feedback to:
identify and evaluate where individualized dual career services will be most impactful in executive staff recruitment,
establish a referral process to initiate dual career services for executive staff recruitment efforts, and
Inform additional programmatic enhancements.
For more information, go to

8. HRCC Meeting Ufirst Update
November 15, 2017

9. November Meeting Objectives
Talent transition update
Dual career support spotlight
Preview and feedback sessions recap
Service launch training update
Interactive activity
Other updates
Data clean-up update
Oracle transaction clarification correction
Probation policy/performance management cutover

10. Talent transition update

11. Talent Transition Update Hiring Timelines and Process
June through July
July through Sept
Sept through Oct
Internally Competitive (Wave 1)
Business Partner Wave*
Internally Competitive (Wave 2)**
June 1 – June 7: Post jobs and
candidates submit applications
June 8 – 12: Schedule interviews
June 13 – June 30: Hold interviews
July 5 – 14: Review and decide offers
July 17 – 28: Socialize offers with key
stakeholders and make verbal offers
July 31: Send offer letters to candidates
By August 4: Candidates accept offer
July 10 – July 21: Business Partner
interviews
Jul 24 – Aug 18: Interviews with
customer representatives, Senior
Director of Service, and CHRO
Early Sept.: Review and decide
offers with key stakeholders
Mid-Sept.: Provide verbal
offers
By end of Sept.: Send offer letters to
candidates
Three business days after receipt
of offer: Candidates accept offer
Sept 11 – 15: Post jobs and candidates submit applications
Sept 20 – 29: Schedule interviews
Sept 25 – Oct 13: Hold interviews
Oct 16 – 23: Review and decide offers
Oct 24 – Nov 7: Socialize offers with key stakeholders and make verbal offers
Nov 8: Send offer letters to candidates
Three business days after receipt
of offer: Candidates accept offer
Target is to identify the individuals filling future-state HR roles by November 2017
*Timeline is dependent on stakeholder availability
** Timelines may adjust based on volume of applications and interviews

12. Talent Transition Update Frequently Asked Questions
What happens after a position is not filled?
Any positions not filled through the internally competitive process will be posted on moving forward and will follow the traditional application process. We will not send notifications for each position being posted, so be sure to check the site regularly.

13. Talent Transition Update Introducing the HR Advisory Committee
What is the Human Resources Advisory Committee (HRAC)? Serves as a platform for sustained engagement and feedback between HR and the University communities we serve
Go to to view the Charter
What are some matters that could be brought to the HRAC for consideration? Proposed changes to benefits offerings, revisions to commonly used HR processes, effectiveness of HR communications, etc.
How can I get involved? We are currently seeking nominations. All faculty, staff, and team members are eligible, regardless of title, as our aim is to assemble a representative group of members.

14. Preview and feedback sessions update

15. P1 Preview and Feedback Sessions Results Overview and Thank You
Thank you for your participation and partnership with Ufirst!
A Glance at the Numbers: 14
Total Preview Sessions
316
Total Participants
“Workday appears to be very user-friendly and I am confident that implementation of the system will be very advantageous for end-users as well as management.”
-Faculty, Staff & Team Member Session
385
Questions Received
178
Feedback Responses
“It seems more streamlined and at the same time more flexible.”
-Faculty, Staff & Team Member Session
P1 Preview &
Feedback Sessions
9/11 – 9/26
P2 Preview &
Feedback Sessions 2/2018
P3 Preview
Sessions
4/2018
Today
2017
2018
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Finalize P0
Build
3/10/2017
Finalize P1
Build
7/2017
Finalize P2
Build
11/2017
Finalize P3
Build
3/2018
Workday
Go-Live
7/1/2018

16. P1 Preview and Feedback Sessions Recruiting Report Out
The Demonstration
The Feedback
During the Recruiting Preview and Feedback session, the Talent Recruitment Team demonstrated the Recruiting Process, including the following:
Posting an open position
Completing a job application
Review/Screen a candidate
Approval for hire
Categorized Feedback:
17%
Sample FAQs
Feedback Themes:
Things I Like – Streamlined hiring process for Faculty and Staff
Things I Don’t Like –There is a need for departments to receive all applications during recruiting – not a portion of applications
Things I’d Like to Have – Delegation
authority for chairs and managers
Can hiring managers or leaders personally extend the offer in place of the recruiter?
Can you add additional attachments to an application, such as videos and digital files?
Can you see qualified and non-qualified applicants as the manager, not just the recruiter? 30
Items of Feedback
“I believe this will make the recruiting process more efficient and it looks to be easier for applicants to navigate than the existing system.”
-Faculty, Staff and Team Member Session 51 93
Website views
Questions Received

17. P1 Preview and Feedback Sessions Performance Management Report Out
The Demonstration
The Feedback
During the Performance Management Preview and Feedback session, the
Talent Management Team demonstrated the Performance Appraisal Process, including the following:
Goal Setting
Mid-Year Touchpoint
Feedback Options
Year-End Appraisal
Categorized Feedback:
Sample FAQs
Feedback Themes:
Things I Like – Ability to provide 360 feedback and revisit goals and change goals throughout year
Things I Don’t Like – The “to-do” action item for the manager to discuss feedback with the employee is backwards – the discussion should happen before the action item completion
Things I’d Like to Have – Recommend notifications being sent to notify for key performance tasks
Need Clarification – How competencies will be
evaluated and incorporated in the goals
Can goals automatically populate year to year for goals that don’t change?
Is there functionality to have a second reviewer for the performance appraisal process?
Will a manager’s manager be able to see the goals? 44
Items of Feedback
“I love that you are able to re-visit goals and even change them throughout the year. Really good feature that is being added for this.”
-Manager Session 60 70
Website views
Questions Received

18. P1 Preview and Feedback Sessions Compensation Report Out
The Demonstration
The Feedback
During the Compensation Preview
and Feedback session, the Compensation Team demonstrated the following Compensation processes initiated by the manager:
One Time Payment
Compensation Change
Categorized Feedback:
Sample FAQs
Feedback Themes:
Things I Like – The Compensation Change process is more streamlined, flexible, and straightforward to use
Things I Don’t Like– Didn’t see the process for notifying finance to specify correct accounting/PTAEO due to comp changes from different departments
Things I’d Like to Have– Display compensation alerts outside of pay range to managers
Need Clarification – The ability to redefine the
approval routing, other than manager’s manager
Will managers have access to the market data ranges in Workday?
What is the relationship between compensation based changes due to a change in job duties and how are job descriptions updated?
Is the compensation letter built into the workflow? 28
Items of Feedback
“I like the ability to request compensation directly through the software specifically for bonus payments.”
-Manager Session 39 63
Website views
Questions Received

19. P1 Preview and Feedback Sessions Participant Analysis
School/Unit
HR Attendees
Non- HR Attendees
Total Attendees
Academic Division – Schools
College of Arts & Sciences 10 11 21
Curry School of Education 1 7 8
Darden School of Business 4 5
Frank Batten School of Leadership & Public Policy 2
McIntire School of Commerce
School of Architecture
School of Continuing & Professional Studies 6
School of Engineering & Applied Sciences 3
School of Law
School of Nursing
School/Unit
HR Attendees
Non- HR Attendees
Total Attendees
Academic Division – Units
Advancement 5 3 8
Athletics 2 12 14
College at Wise
Exec. VP & COO 29 25 54
Exec. VP & COO: Finance 6 11
Exec. VP & COO: SVP Operations 4 24 28
Exec. VP & Provost 17 22
Executive Search Group 1
Libraries
President’s Office 7
VP of Research
VP Student Affairs
Health System
Medical Center 16 44 60
School of Medicine 18
UPG
Total HR Attendees: 111
316
Total Attendees
Total Non-HR Attendees: 205

20. P1 Preview and Feedback Sessions Lessons Learned and Next Steps
Preview & Feedback Lessons Learned
Coming Soon to the Ufirst Website…
Mobile Demo
Provide a mobile demonstration of the Workday tenant to highlight the Inbox and dashboarding
Interactive Participation
Include interactive surveys and/or activities to increase engagement during the session
Q&A Logistics
Be sure to have multiple microphones available during the Q&A sessions for the audience
Off Grounds Outreach
Identify additional opportunities for off-grounds colleagues to participate in the P2 sessions
Look forward to P2 sessions
The P1 Preview and Feedback results will be posted on the Preview and Feedback webpage on the Ufirst website. On this page, you will find the following information:
FAQs by Functional Topic
Categorized Feedback by Functional Topic
List of P1 Preview and Feedback Participants
Registration for the P2 Preview and Feedback sessions in February 2018
Highlight the Nuances
Hold different sessions by stakeholder group to highlight to nuances of the processes
Session Invitations
Send an Outlook Calendar Invitation to participants weeks in advance of the session to increase attendance

21. Launch training overview

22. Community Engagement Update Fall Launch Training Overview
Policy, Process and Technology
Core Technologies/ Processes to do their job in the interim
Solution Center Example:
Salesforce/CTI
Oracle (TS)
Taleo (Inquiry and TS)
Peoplesoft
Benefit Vendors/VRS
UltiPro
HIPAA training
Competency & Behavioral
Individual Roles and Behaviors within a blended team of current and future employees
Cross Entity Awareness
Customer Service Overview
Job Aids, Roles & Responsibilities
Resource Awareness
Team Building
Working as an Interim Team
Working as an Interim Team both future and current employees. Led by team leaders
Morale building sessions
Sensitivity for those not moving into future state

23. Interactive activity

24. Interactive Activity

25. Interactive Activity

26. Other updates

27. What is the ask for the VOC and S3 groups?
Other Updates
Data Clean-Up Update
What is occurring?
Contacting schools and business units across the University to request clarification of work locations and addresses for specific individuals that have been identified with out of state addresses
Requesting employees to update their home address in the current systems in preparation for Workday data migration
Who does this impact?
All employees with out of state home addresses
What is the ask for the VOC and S3 groups?
Work with the Ufirst payroll team to look at targeted contact list to support data clean-up efforts in November
Please be on the lookout for messaging and next steps from the Payroll leadership team

28. Other Updates Oracle Transaction Clarification Correction
Continue to enter actions as far ahead as your local policies and procedures direct. 
Do NOT need to restrict entry of actions with an effective date beyond 30-Jun-2018.
The Ufirst team continues to work through the technical migration plan for this data and commits to successfully migrating data from the Integrated System to Workday with minimal data re-entry.  The dates when we will stop entering data into legacy systems have not yet been finalized so at this time you should not change your data entry processes.
Please direct questions or concerns to  

29. Probation Policy Change: Academic Division
Other Updates
Probation Policy Change: Academic Division
The Academic Division is changing from a 12-month probation period to a 6-month probation effective January 1, 2018.
All staff employees of the University, including the Academic Division, the Medical Center, and College at Wise, who are employed for the first time or who are rehired after a break in service of a minimum of 30 calendar day(s), must serve a probationary period of at least six months effective from the date of their employment.
Either the University or the employees may end the employment relationship, at will, at any time during the probationary period.
Employees serving probationary periods are subject to all applicable University (including the Academic Division, the Medical Center, and College at Wise) policies.
Successful completion of probation does not automatically guarantee to the employee continued, permanent employment, nor should such completion be interpreted as a contractual agreement on the part of either the University or the employee.

30. POLICY IMPLEMENTATION PERFORMANCE MANAGEMENT GOALS
Other Updates
Probation Policy Change: Academic Division
HIRE DATE
POLICY IMPLEMENTATION
PERFORMANCE MANAGEMENT GOALS
January 1, 2017 – December 31, 2017
All new hires will follow the 12-month probation period policy
All goals will be entered and managed using through their 12-month probationary period up to December 31, 2018
January 1, 2018 – May 30, 2018
All new hires will follow the 6-month probation period policy
All goals will be entered in and will be migrated to Workday
May 31, 2018– June 30, 2018
All new hires will follow the 6-month probation period policy.
All goals will wait to be entered into Workday after go-live; July 2018
July 2018 and beyond
6-month probation period remains in effect
All staff will log into Workday and enter their goals for the first time or check to make sure goals previously entered successfully migrated from

31. Probation Policy Change – Academic Division
The following types of employees are not required to serve a probationary period:
Any University staff employee who has an individually negotiated contract, unless otherwise required by the terms of the contract.
Executive and Sr. Administrative University Staff unless specified in an individually negotiated contract.
University employees transferring ‘to another position within the Academic Division, the Medical Center, or College at Wise without a break in service of at least 30 calendar days, who have satisfactorily completed a probationary period. (Transfers to the Medical Center will still require successful completion of the Orientation Competency Assessment) [Link to updated policy]
Classified employees changing to University Staff status.
Administrative or Professional faculty (A&P) within the Academic Division who elect University Staff status and have successfully completed the first six months of faculty employment.
Restricted staff hires within the Medical Center.
Medical Center employees displaced due to a Reduction in Force and rehired during their severance payment period. [Link to Policy No. 407 “Reduction in Force”]
Medical Center employees subject to Medical Center Human Resources Policy No. 105 (Management Conditions of Appointment).
Initial probationary periods exceeding six months must be approved in advance by Employee Relations.

32. November Meeting Objectives
Talent transition update
Dual career support spotlight
Preview and feedback sessions recap
Service launch training update
Interactive activity
Other updates
Data clean-up update
Oracle transaction clarification correction
Probation policy/performance management cutover