1. HR Process Refresh BAS Forum Presentation February 13, 2013 Strategic Alignment Innovative Workflows NOVS - Notice of Voluntary Separation PRA - Position Request Authorization PAF - Personnel Action Form CIS - Change in Status Form Presented by Tia McKee Assistant Manager, Human Resources Records tlmckee@kent.edu 330-672-8374 Division of Human Resources

2. HR Process Refresh Strategic Alignment HR Strategic Direction Improve processes, systems, and infrastructure to provide high levels of efficiency, quality, and cost effectiveness by regularly assessing HR efficiency and involving stakeholders (Combines Human Resources 5.6.1 and 5.7.1) Project Development HR used metrics and flowcharts to identify workflows that are strategic, productive, and increase access to information. HR will work with Information Services and a group of university stakeholders. Division of Human Resources

3. On the Tech Plan for 2013 Redesign NOVS Workflow to NOS (Notice of Separation) Create Change in Status Form (CIS) Workflow Create Personnel Action Form (PAF) Workflow Re-Engineer PRA Workflow Electronic New Hire Forms Innovative Workflows Division of Human Resources

4. HR Process Refresh NOVS- Notice of Voluntary Separation Workflow used to process voluntary separations from the university Collects information regarding the separating employee, including Banner security access and e-mail; Automates processing within HR, Access Management, and Payroll; Notifies departments, including Parking, Rec Services, and the FlashCard Office; Should be completed by a supervisor or designated representative, not the employee; Should be accompanied with a signed letter of resignation or retirement sent to Records (Classified or Unclassified Staff) or Academic Personnel (Faculty). Division of Human Resources

5. HR Process Refresh NOVS- Recent and Future Updates Recently Updated Pop-up on Flashline Ability to communicate security and email retention with Access Management within the workflow Additional links added to the workflow to direct originator to forms and letters Enhanced confirmation emails for originator Future Updates On the Tech Plan Spring 2013 Develop a Notice of Separation Workflow for ALL separations Ability to upload documents (not send separately) Ability to use Workflow if a job has ended Additional processing notes Division of Human Resources

6. HR Process Refresh PRA- Position Request Authorization Workflow for posting or advertisement: To create a brand new position; A position needs to be posted/advertised; Waiver of posting being sought; Changing a filled position from part time to full time; Use HR aids to determine whether to use a PRA or Change in Status, how to fill them out, or to attend online training; www.kent.edu/hr/forms/employment/upload/questions-to-help-determine-if-you-need-to- create-a-pra.pdf www.kent.edu/hr/forms/employment/upload/pra-checklist.doc https://ksutube.kent.edu/playback.php?playthis=wc461rlo Division of Human Resources

7. HR Process Refresh PAF- Personnel Action Form Paper form for processing: Initial appointment to the University; Create a short term (4 month or 120 days) unclassified position; Create an appointment in addition to another assignment; Use HR aids for instructions on filling out the form; www.kent.edu/hr/forms/employment/upload/paf-instructions.doc Division of Human Resources

8. HR Process Refresh CIS- Change in Status Form Paper form used in place of the PRA and PAF to process: Promotions following a Compensation review; Renewal of term/temporary unclassified assignments; Process temporary and permanent changes in job class; Pay increases; Use HR aids for instructions on filling out the form; www.kent.edu/hr/forms/employment/upload/paf-instructions.doc Division of Human Resources

9. HR Process Refresh Additional Resources HR has a one-page front and back Forms, Workflows and Process Aid that summarizes which form to use for your department’s need www.kent.edu/hr/forms/employment/upload/job-aid.doc HR has all current forms and aids online at the HR forms library http://www.kent.edu/hr/forms/index.cfm Contact HR http://www.kent.edu/hr/contact.cfm

10. HR Process Refresh Questions? This presentation will be sent to the Forum Listserv. Thank you! Division of Human Resources