1. 1 WELCOME Unit Liaisons Getting Organized for Implementation Unit Liaison Program January 20, 2006

2. 2 AGENDA Welcome & Agenda Review Welcome & Agenda Review Roles in the eMploy System Roles in the eMploy System System Demonstration System Demonstration Factors to Consider Factors to Consider M1 Process and Timeframe M1 Process and Timeframe System Administrators Email System Administrators Email Last Meeting Updates and Unit Check-In Last Meeting Updates and Unit Check-In Your Questions Your Questions Complete Meeting Evaluation Complete Meeting Evaluation

3. 3 Security Roles Employee Employee Hiring Manager Hiring Manager Unit HR Unit HR

4. 4 Security Roles: Employee Assigned Assigned to all temporary and regular staff by the system. No M1 is needed Access Access to Internal Posting site (Career Portal) to view job postings Can Can be listed as ‘Approver’, ‘Interviewer’ or ‘Reports To’ on a job requisition

5. 5 Security Roles: Hiring Manager Assigned by Unit Liaison using M1 Form Assigned by Unit Liaison using M1 Form Access to candidate listings and candidate resumes for your job requisitions Access to candidate listings and candidate resumes for your job requisitions Can create job requisitions and review candidate resumes, select candidates, create job offers, correspond with applicants for your job requisitions Can create job requisitions and review candidate resumes, select candidates, create job offers, correspond with applicants for your job requisitions Suggested for managers, supervisors and other departmental staff with delegated authority to coordinate hiring activities within your unit Suggested for managers, supervisors and other departmental staff with delegated authority to coordinate hiring activities within your unit

6. 6 Security Roles: Unit HR Assigned by Unit Liaison using M1 Form; approved by Central HR Assigned by Unit Liaison using M1 Form; approved by Central HR Added access to candidate race and gender information, broad candidate database, online personnel files, candidate rehire status Added access to candidate race and gender information, broad candidate database, online personnel files, candidate rehire status Can create job requisitions, review candidate resumes, select candidates, create job offers, correspond with applicants Can create job requisitions, review candidate resumes, select candidates, create job offers, correspond with applicants Limited to individuals responsible for Human Resources and Affirmative Action program management Limited to individuals responsible for Human Resources and Affirmative Action program management

7. 7 Criteria for Unit HR Role Persons in this role: Are generally in the Human Resources Career Family or are responsible for their unit’s human resources activities. Are generally in the Human Resources Career Family or are responsible for their unit’s human resources activities. Are generally part of the Human Resources Communications Group (HRCG) or similar groups across the campus. Are generally part of the Human Resources Communications Group (HRCG) or similar groups across the campus. Should have attended the HR Academy or taken other formal training and education in Human Resources Management Should have attended the HR Academy or taken other formal training and education in Human Resources Management Have oversight responsibility for the unit’s selection decisions but are not part of the reporting line in selection processes. They do not have line management responsibility within their unit, but they may supervise a small staff. Have oversight responsibility for the unit’s selection decisions but are not part of the reporting line in selection processes. They do not have line management responsibility within their unit, but they may supervise a small staff. Are responsibility for affirmative action planning and efforts for their unit. Are responsibility for affirmative action planning and efforts for their unit. * Assignment of this role is approved by the appropriate central Human Resources office. *This role requires online and instructor led training.

8. 8 Expectations for Unit HR The following expectations, which are consistent with stewardship, apply to this role: Given the broad access granted this role, guarding of confidential information is imperative. Given the broad access granted this role, guarding of confidential information is imperative. Searches of the candidate pool and review of other information accessed is to be on a business need to know basis. Business need to know is defined as information necessary for decision making related to a specific selection process. Accessing or sharing information concerning the bidding activity of oneself or others is also not permitted. Searches of the candidate pool and review of other information accessed is to be on a business need to know basis. Business need to know is defined as information necessary for decision making related to a specific selection process. Accessing or sharing information concerning the bidding activity of oneself or others is also not permitted. Sharing of confidential information is to be limited to generalized information. Specifically, revealing the race or gender of an individual applicant/employee to the hiring team is not permitted. Sharing the overall makeup of the applicant pool is permitted. Sharing rehire status is permitted, while discretion should be used if it is necessary to reveal the reasons for restrictions on rehire status. Sharing of confidential information is to be limited to generalized information. Specifically, revealing the race or gender of an individual applicant/employee to the hiring team is not permitted. Sharing the overall makeup of the applicant pool is permitted. Sharing rehire status is permitted, while discretion should be used if it is necessary to reveal the reasons for restrictions on rehire status. Audits of access will be conducted by the central HR offices on a routine basis. Audits of access will be conducted by the central HR offices on a routine basis. Breaches of confidentiality, inappropriate access to information and inappropriate use of information represent misconduct and will result in disciplinary action up to and including discharge. Breaches of confidentiality, inappropriate access to information and inappropriate use of information represent misconduct and will result in disciplinary action up to and including discharge.

9. 9 Security Roles User Activities Security Roles Hiring Manager* Unit HR** eMploy System Create Job Requisitions Create Job RequisitionsXX View Candidate Job Bids View Candidate Job BidsXX Complete Hiring Information/Offer Complete Hiring Information/OfferXX View Race/Gender Information View Race/Gender InformationX Search database for candidates Search database for candidatesX ImageNow Online access to work performance personnel folder Online access to work performance personnel folderX M-Pathways Online access to rehire status Online access to rehire statusX *Access to job requisitions/candidates if listed on the Hiring Team **Access to all job requisitions/candidates

10. 10 eMploy System Overview Job Requisitions

11. 11 Assigning Security Roles CONSIDER THESE QUESTIONS AND FACTORS: How can we fully utilize the system for Hiring Managers? Electronic approvals and notifications Electronic approvals and notifications Online, instant access to candidates and resumes Online, instant access to candidates and resumes Applicant pool sorting and prioritizing Applicant pool sorting and prioritizing Standardized correspondence and communication Standardized correspondence and communication Electronic job files Electronic job files How can we fully utilize the system for Unit HR System efficiencies save time and allow “proactive vs. reactive” HR System efficiencies save time and allow “proactive vs. reactive” HR Ability to improve the quality and size of applicant pools Ability to improve the quality and size of applicant pools System support allowing effective management of applicant pools for affirmative action efforts System support allowing effective management of applicant pools for affirmative action efforts Workflow and desktop simplify tracking postings and hiring activity and approval Workflow and desktop simplify tracking postings and hiring activity and approval

12. 12 Overview of Security Conversion Process Spreadsheets will be posted in the UL document repository at: http://www.mais.umich.edu/groups/ul.html Spreadsheets will be posted in the UL document repository at: http://www.mais.umich.edu/groups/ul.html http://www.mais.umich.edu/groups/ul.html Units will validate spreadsheets for eMploy security conversion Units will validate spreadsheets for eMploy security conversion Units will return spreadsheets to MAIS Units will return spreadsheets to MAIS Unit HR role will be reviewed and approved by Central HR Unit HR role will be reviewed and approved by Central HR MAIS will review spreadsheets for any errors and follow-up with units MAIS will review spreadsheets for any errors and follow-up with units Final eMploy security conversion will be run Final eMploy security conversion will be run 3-6 months after the go-live of eMploy we will be removing the existing PeopleSoft recruitment roles. 3-6 months after the go-live of eMploy we will be removing the existing PeopleSoft recruitment roles.

13. 13 Key Points for Spreadsheets Do not add anyone to the spreadsheet until they have an Access & Compliance form on file Do not add anyone to the spreadsheet until they have an Access & Compliance form on file To check if a user’s Access & Compliance form is on file complete the following steps: To check if a user’s Access & Compliance form is on file complete the following steps: Go to the http://www.mais.umich.edu/index.html website Go to the http://www.mais.umich.edu/index.html websitehttp://www.mais.umich.edu/index.html Click on system access Click on system access Click on Training History by User and Status of Access Requests at the bottom of the page Click on Training History by User and Status of Access Requests at the bottom of the page Click View ID Request Status Click View ID Request Status Enter the uniquename in question. In the header it will read either, ”Access and Compliance on file or ”Access and Compliance Needed” Enter the uniquename in question. In the header it will read either, ”Access and Compliance on file or ”Access and Compliance Needed” The HR EMP PRCS COORDINATOR USER and HR EMP SYS ADMIN USER roles are limited to the Central Offices The HR EMP PRCS COORDINATOR USER and HR EMP SYS ADMIN USER roles are limited to the Central Offices For technical questions when completing the spreadsheets, please contact Valerie (vvanhaaf) at 5-6893 For technical questions when completing the spreadsheets, please contact Valerie (vvanhaaf) at 5-6893 For role questions when completing the spreadsheets, please contact your HR Rep For role questions when completing the spreadsheets, please contact your HR Rep

14. 14 Key Dates February 6, 2006 – Spreadsheets posted on UL document repository February 6, 2006 – Spreadsheets posted on UL document repository February 24, 2006 – Spreadsheets due back to Jan Eckert jeckert@umich.edu February 24, 2006 – Spreadsheets due back to Jan Eckert jeckert@umich.edu jeckert@umich.edu February 6 - May 15, 2006 – If new employees begin during this timeframe, units must complete M1s so they get the correct eMploy security after May 15 th. February 6 - May 15, 2006 – If new employees begin during this timeframe, units must complete M1s so they get the correct eMploy security after May 15 th. February 27 - March 10: Unit HR approval February 27 - March 10: Unit HR approval March 14 – 24, 2006 – Follow-up with units on errors with spreadsheets March 14 – 24, 2006 – Follow-up with units on errors with spreadsheets April 24 - Access and Compliance forms must be received in order to get access on May 15 April 24 - Access and Compliance forms must be received in order to get access on May 15

15. 15 Action Item Check-List & Project Scorecard  Discuss these materials with unit leadership and hiring supervisors to manage expectations  Determine who will need to be involved in the implementation from your unit  Compile and inventory current business processes, practice and policy for “touch- points” (business process inventory template)  Complete the security roles spreadsheet

16. 16 X X XX Bargained for Staff** OptionalOptionalXFaculty XXXXStaff SelectSearch/Screen Apply on Line Post Project Scope & Phase 1 Future Phases: Temporary staffTemporary staff Faculty: Explore expanding to Apply, Search, SelectFaculty: Explore expanding to Apply, Search, Select Student Temporary staffStudent Temporary staff ** Subject to Bargaining

17. 17 System Administrators An email will be sent to unit system administrators next week requesting information on your unit’s browsers and email packages used by employees. An email will be sent to unit system administrators next week requesting information on your unit’s browsers and email packages used by employees. UL’s will be copied on this email UL’s will be copied on this email

18. 18 Your Questions

19. 19 Next Unit Liaison Program Meeting Friday, February 17 th Complete Your Evaluation Thanks for Coming!