Forums 12/20/11 10:30 – 11:30 AM BMSB – 303

12/21/11 10:30 – 11:30 AM SUB Acoma A-B

Agenda

Update on EPAFs Focus Group & Implementation

Term End Date MOU and Process Change

P-Class Title Pull-Down Clean-Up

Position Clean-Up Process

Update on EPAF Focus Groups

Lisa GamboaHR Consultant

EPAF Focus Groups-Feedback

“Glad to see paperless system available to streamline and track information.”

“Organized and simple.” “ I would like to see email notifications sent to

the approver once it is in their queue.” “I use job aids frequently and find them very

useful.”

Employment Transaction EPAFS

Soft go-live February 2012 Process defined in OneSource BAR Roles will be discussed at January Forum CBTs required before requesting BAR Roles EPAF Labs will be available for hands on

support

Dionne Ruiz HR Consultant and

Mike BrownHR Consulting Manager

Process Improvements Hiring Term Employees

Topics

Changes to Term Memo of Understanding (MOU)

Term Appointment End Date Fields in UNMJobs Postings and Hiring Proposals

CHANGES TO TERM MEMO OF UNDERSTANDING (MOU)

Term MOU Current State

Departments are required to obtain a signed Term MOU at the time of hire

Departments return signed offer letter and Term MOU to HR via email to Client Services

Term MOU Process Improvement

HR is continuously looking at ways to improve the hiring process

Recently evaluated the need for a Term MOU at the time of hire– What was the purpose– What problems are we encountering

Difficulties getting signed document returned Term MOU was provided to employee before offer letter

was generated– What can we do differently

Process Change for Term MOUEffective January 3, 2012

Term MOU no longer needed at time of hire Language in Offer Letter changed Department should explain what is contained in

the offer letter to the new employee– Terms and conditions of hire– Duties and responsibilities

Term MOU Going Forward

Department only needs to submit signed offer letter – via Client Services email

Term MOU title changed to– Term Assignment Extension Memo of

Understanding Form can be found at

http://hr.unm.edu/forms/employment-forms.php

Term MOU Going Forward

Term MOU still needed when extending a term assignment– Currently with an ePAN– Future state - EPAF

TERM APPOINTMENT END DATE FIELD

Term Appointment End Date in UNMJobs Posting

Term end date field in UNMJobs posting will be a Text field– Many departments use “One year from date of hire”– Can still use a date if needed

Term language not needed in Position Summary of posting

Term Appointment End Date in UNMJobs Hiring Proposal

Term end date field in UNMJobs hiring proposal will be a DATE field– Will not be able to enter text– Must be a date – this field feeds into the offer letter

Department should have a term end date when applicant is hired

Hiring official responsible to explain Term conditions to new employee

Questions?

For additional information

Contact your HR Consultant

Process to Clean up Positions

Joyce McCarthyHR Process Improvements

Position Clean Up Process

Departments will have the opportunity to “clean up” positions prior to the yearly load to salary planner

Form for clean up is provided in PERH0079 Report in Hyperion

Provide Status changes on Form

Have Dean/Director sign

Scan in and email to HRPR@unm.edu

Position Clean Up Process

Position Status definitions: A–Active – Position is budgeted, is either filled or

department plans to fill during coming fiscal yr

F- Frozen – Position is vacant and no budget assigned – can be unfrozen

C-Canceled- Position is vacant, dept does not want to reclass and reuse Position # - cannot be made

active in future

Position Clean Up Process

Questions on Position Clean Up Process can be directed to UNMJobs@unm.edu

Requested changes should be viewable in Position Management report within 48 hours

Key to Position Management is to select the right position before beginning an employment transaction!

Dates for January Forums

Tues, January 10, 2012 – 1:30-2:30 Forum I SUB – Santa Ana A-B

Weds, January 11, 2012 - 10:30-11:30 Forum I BMSB - 303 Tues, January 24, 2012 - 10:30- 11:30 Forum II BMSB – 303

Thurs, January 26, 2012 - 1:30 - 2:30 Forum II SUB Fiesta A-B