human resources division · implemented a single technology platform for compliance of retirement...

HUMAN RESOURCES DIVISION

EXECUTIVE SUMMARY

Fiscal Year 2009 was marked by continued growth in programs, activities and services

provided by Human Resources. In response to ever-changing workplace demands, HR

continued implementing an organizational model similar to that of a professional services

firm. The Executive and Faculty Search Group (EFSG) served the needs of the institution

by coordinating 17 searches for key leadership positions. The Financial Management

Education Center (FMEC), the first of its kind in higher education, encompasses the

resources of UGA counselors, the Teachers Retirement System and the University

System of Georgia‟s Optional Retirement Plan vendors (also UGA‟s tax deferred savings

plan vendors), as well as other resources. FMEC assists faculty and staff in financial

management with on-site personal financial consultations.

During Fiscal Year 2009, Human Resources continued to lead the institution‟s process

excellence projects by working with various campus units to achieve and celebrate a high

level of customer service. Human Resources also became a leading participant in

workforce development activities for the Athens-Clarke County area. HR‟s primary area

of focus has been working with secondary schools and the local education community to

create a more qualified, better prepared workforce for the future. Among other things,

these efforts resulted in the approval and creation of the new Athens Community Career

Academy, which will accept its first students in fall 2010.

TOTAL COMPENSATION

Summary of Major Accomplishments

Implemented a new online benefits enrollment system for new hires and mid-year

qualifying events.

Expanded Financial Management Education Center (FMEC) services.

Implemented a single technology platform for compliance of retirement planning and

tax deferred savings plans.

Streamlined administration of the graduate student health insurance program.

Reduced the number of 403b vendors and design fund platforms to meet the 403b

regulations effective January 1, 2009.

The number of employees and retirees participating in any University health plan has

remained relatively stable since FY 2005.

H-1

Total Employees in Any Health Plan

0

3000

6000

9000

FY_05 FY_06 FY_07 FY_08 FY09

Total Retirees in Any Health Plan

0

1000

2000

3000

4000

FY_05 FY_06 FY_07 FY_08 FY09

Enrollment in the indemnity health plan decreased significantly in FY 2009. The

relatively high premium increase for this plan led to movement away from the indemnity

plan to both the PPO and HMO plans.

Employees in Indemnity Health Plan

0

800

1600

2400

FY_05 FY_06 FY_07 FY_08 FY09

Retirees in Indemnity Health Plan

0

900

1800

2700

FY_05 FY_06 FY_07 FY_08 FY09

Consequently, employee and retiree enrollment in the PPO health plan increased during

FY 2009.

Employees in PPO Health Plan

0

1800

3600

5400

FY_05 FY_06 FY_07 FY_08 FY09

Retirees in PPO Health Plan

0

1000

2000

3000

FY_05 FY_06 FY_07 FY_08 FY09

H-2

Employee enrollment in the HMO health plan increased significantly (32%) during FY

2009. Retiree enrollment in the HMO health plan continued to be minimal. (Note: retirees

with Medicare are ineligible for the HMO health plan.)

Employees in HMO Health Plan

0

1000

2000

3000

FY_05 FY_06 FY_07 FY_08 FY09

Retirees in HMO Health Plan

0

15

30

45

60

75

FY_05 FY_06 FY_07 FY_08 FY09

Summary of FY 2010 Goals

Implement an online process for open enrollment in fall 2009 via HRConnection.

Fully implement the FMEC financial life management consultations for key

administrators and faculty.

FACULTY AND STAFF RELATIONS


Assumed the role of staff ombudsperson for the two-year period from October 1,

2008 through September 30, 2010.

Developed Disability Services and Accommodations (ADA at UGA) Web site which

went „live‟ on 3/27/09.

Customized the Board of Regents policy regarding Reduction in Force (RIF) to

provide a template for Classified Employee RIF requests at UGA.

Continued the trend of facilitated discussions and alternative dispute resolution

support to the University community.

Reviewed the following unit-specific personnel policies to ensure compliance with

University and Board of Regents policies:

o Physical Plant Supervisors‟ Policy and Procedures Manual

o UGA Libraries‟ Volunteer Policy and Procedures; Libraries Volunteer

Agreement

Identified need for, developed and provided unit-specific training, as follows:

o University Health Center supervisors and managers: FMLA update

o Food Services supervisors and managers: Recognizing and responding to

FMLA „red flags‟

H-3

o Georgia Center and Housing HR representatives: Employer representation

at Georgia Department of Labor unemployment insurance hearings

Outreach activities:

o Facilitated classes at Training and Development to include performance

management and personnel law and policy

o Participated as instructors for the Training and Development Foundations

of Leadership and Management Program

o Participated in the University Fraud Committee

o Participated in the Academic Honesty Initiative

o Served as guest lecturers at request of University professors

Faculty and Staff Relations

Fiscal Year '09 Cases (197 total)

1%14%

45%

30%

4%6% Drug/Alcohol

FMLA

Job Performance

Miscellaneous

Sex Harassment/NDAH

Workplace Violence


Revise Family and Medical Leave Act (FMLA at UGA) Web site to customize BOR

forms to UGA procedures; update the 2009 changes in federal regulations.

Develop an HR audit checklist for HR liaisons.

Continue to improve case tracking system, including comprehensive faculty and staff

relations statistics/metrics.

Continue to identify needs for and develop and provide unit-specific training.

Continue outreach activities, including serving as guest lecturers in support of the

academic mission, as well as representing UGA on the Community/Campus Coalition

for the Prevention of Alcohol and Other Drug Abuse.

H-4

RECRUITMENT, STAFFING AND SUCCESSION MANAGEMENT


Executive and Faculty Search Group (EFSG)

The director of recruitment and succession management met with senior

administrative and academic leaders to discuss the services provided by the Executive

and Faculty Search Group. A significant number of academic and administrative

areas took advantage of the recruitment and administrative support provided by the

group. In the last fiscal year, EFSG successfully completed a number of senior level

and difficult-to-fill searches. To date, the group has effectively worked with a large

cross-section of the institution and is being recognized as a high quality service

provided through Human Resources. The group currently enjoys strong relationships

with senior leaders across campus. As a result, former hiring officials and

participating committee members (now hiring officials for searches in their own

departments) are returning to EFSG to request repeat services. A list of the

departmental searches for this year is as follows:

Assistant Vice President for Environmental Safety

Office of the Senior Vice President for Finance and Administration

Associate Director of Government Training Education and Development

Carl Vinson Institute of Government

Associate Provost for International Education

Office of the Senior Vice President for Academic Affairs and Provost

Associate Chief Information Officer for Information Technology Security

Office of the Chief Information Officer, Enterprise Information Technology

Services

Dean‟s Assistant for the School of Social Work

School of Social Work

Department Head for the Department of Child and Family Development

College of Family and Consumer Sciences

Director of Development

School of Law

Director of Development

Terry College of Business

Director of the Hugh Hodgson School of Music

Franklin College of Arts and Sciences

H-5

Director of the Center for International Trade and Security

School of Public and International Affairs

Director of the Performing Arts Center

Office of the Senior Vice President for Academic Affairs and Provost

Executive & Faculty Search Group Consultant

Human Resources

Environmental Policy Program Director


Ongoing Searches (and Home Department)

Associate Dean of Graduate Medical Education

MCG/UGA Medical Partnership

Department Head of the Department of Pharmaceutical and Biomedical Sciences

College of Pharmacy

Director of the State Botanical Garden of Georgia

Office of the Vice President of Public Service and Outreach

Financial Management Associate Program Manager


H-6

Office of Spousal and Partner Employment Assistance (OSPEA)

The Office of Spousal and Partner Employment Assistance (OSPEA) has experienced

strong endorsement from deans and department heads in the ongoing effort to recruit

highly sought-after key personnel for their areas. The office partnered with several

departments to assist them in showcasing the University of Georgia‟s professionalism

and willingness to extend itself in helping the spouses and partners of top-level talent to

secure meaningful employment.

The Office of Spousal and Partner Employment Assistance (OSPEA) was created to

assist faculty spouses with their employment search. While clients of OSPEA are not

guaranteed employment, the office aided and supported 32 clients in their job searches

during FY 2009.

OSPEA activity

Total number of clients: 32

Clients who withdrew from the OSPEA program: 6

Full-time/Part-time hires: 15

Clients continuing to seek employment 11

Within its third year, the OSPEA program placed 15 clients into positions. Throughout

the year, OSPEA collaborated and assisted several deans and senior administrators across

campus.

The OSPEA program will continue its active pursuit of potential partnerships with area

employers and University departments. Doing so will support the goal of enhancing the

University community through awareness of these candidates.

Online Employment

During FY 2009, the University expanded its background investigations to include P-

Card holders and 4-H volunteers. With the addition of these two categories, UGA

conducted a total of 4,869 background checks for the fiscal year.

During the last quarter of the fiscal year, Human Resources initiated a project with the

College of Agricultural and Environmental Sciences to utilize iPAWS for faculty hires. It

is anticipated that this application will expand throughout the coming fiscal year.

The number of position vacancies posted via Human Resources decreased from FY 2008

to FY 2009. This decrease is directly related to the University‟s ongoing budget issues

and procedures put in place to limit the filling of vacancies.

H-7

Vacancies Posted

0

500

1,000

1,500

2,000

2,500

FY05 FY06 FY07 FY08 FY09

Applicant referrals rose above 80,000 for the year. Within that number, current employee

referrals remained at about 10,000 for the fifth straight year, suggesting a relatively high

level of employee interest in mobility within the University.

Applicant Referrals

0

22,000

44,000

66,000

88,000


Current Employee Referrals

0

5,000

10,000

15,000


Applicant referrals per vacancy increased to an average of 37 referrals per vacancy. The

number of new positions posted decreased during FY2009, again reflecting the

University‟s ongoing budget situation.

Applicant Referrals per Vacancy

0

20

40

60


New Positions

0

150

300

450

600

750

FY_05 FY_06 FY_07 FY_08 FY09

H-8

The number of position reclassifications also decreased during FY 2009, reflecting the

limited availability of funds.

Reclassifications

0

300

600

900

FY_05 FY_06 FY_07 FY_08 FY09


Continue to build and deepen relationships with UGA schools and departments

regarding the OSPEA program in order to assist in employment for the spouses and

partners of recruited faculty members.

Increase the use of iPAWS to include faculty positions.

Integrate the online employment process with the IMS Payroll system.

HUMAN RESOURCES TRAINING AND DEVELOPMENT

In FY 2009, 3,992 faculty and staff attended 258 classes (including 25 new classes).

Minority participation represented 19% of the total participation, and gender breakdown

of participation was 24% male and 76% female. Twenty participants completed the

inaugural campus-wide Foundations of Leadership and Management Program. Twenty

participants completed the inaugural Administrative Professional Certificate series, with

an additional 20 starting a second session. The offices of Professional Development and

Leadership and Management Development have merged to manage programs. The

number of participants in general programs decreased 30% from FY 2008. The number of

faculty and staff participating in Faculty and Staff Career Services programs increased by

39% from FY 2007 by servicing 200 participants through individual counseling, group

presentations and outreach programs.


The Office of Faculty and Staff Career Services (OFSCS), in its second year, offered

employee enrichment opportunities for entry-level staff and staff in mid-career

transitions in order to increase retention within the UGA community. An increased

need for individual counseling in addition to new workshops and resources available

for employees also was experienced. A virtual career center was developed and

introduced to a targeted group of employees; based on its success, it will be made

H-9

available campus-wide in the coming year. A new career development session was

added to the Administrative Professional Certificate Series as a follow-up for

participants. The OFSCS manager devotes approximately one-third of her time to the

Young Dawgs internship program and, in this capacity, coordinated a two-week

training program for the summer which provided students ages 14-16 with career

services exploration. An academic training program will be introduced next year to

expand Young Dawgs to students ages 15-17 for workforce development and pre-

collegiate experiences.

The Office of Professional and Leadership Development launched the Foundations of

Leadership and Management Program (FLMP) campus-wide.

The Office of Professional and Leadership Development introduced a new certificate

series for office professional staff, the Administrative Professional Certificate Series.

Response to the series was overwhelming, and additional sessions are planned for FY

2010.

Training and Development used alternative training resources and enhanced Web

resources in FY 2009. A total of 4,263 employees participated in online orientation

training. Synchronous training through the Internet (Horizon Live) was utilized to

deliver training sessions for off-campus units. In addition, video conferencing was

introduced. This new technology allowed off-campus sites to participate in open

enrollment sessions at designated sites across the state. Video capture technology also

was utilized to create asynchronous training content. These methods will be made

available for use in the next year.

An enhanced course database was implemented with a new streamlined user

interface, making application Web-based and staff-accessible.

Training and Development coordinated with HR Benefits to conduct Open

Enrollment HRConnection training for UGA staff with limited computer access

and/or knowledge.

Training and Development staff conducted “Basic Computer Training” classes for

approximately 300 Physical Plant employees. Content included MyID, UGAMail, the

UGA Self Service Web site and other UGA Web sites.


The newly developed virtual career center will provide resources for job enrichment,

career development and job search tools to all employees. A brown bag career

development series and new workshops will be added and open to all. New partnerships

with internal and external outreach partners will be utilized to offer an expanded network

of resources for employees‟ career development through professional development and

leadership programs.

Training and Development will continue to offer professional development programs for

administrative professionals. Programming for off-campus colleagues via video

conferencing, specifically for various certificate series, will be introduced. In addition,

the existing leadership development programming will be enhanced, as will follow-up

offerings for certificate series alumni.

H-10

Training and Development will increase its usage of eLearning Commons, video

conferencing, streaming and podcasting delivery methods to increase just-in-time training

and availability. A library of asynchronous training modules also will be added to its catalog

of alternative training resources. Paperless class evaluations will be introduced using a

variety of electronic methods. Also, Training and Development will increase its cadre of on-

campus instructors for various courses.

Training and Development Classes

Presented

0

120

240

360

FY_05 FY_06 FY_07 FY_08 FY09

Total Participants in Training and

Development Classes

0

2200

4400

6600

FY_05 FY_06 FY_07 FY_08 FY09

Number of Employees Accessing

Online Orientation

0

2600

5200

7800

FY_05 FY_06 FY_07 FY_08 FY09

HUMAN RESOURCES INFORMATION MANAGEMENT


Created calendar scheduling process for the Financial Management & Education

Center (FMEC, formerly Employee Benefits).

o This central system allows scheduling appointments for employees new to the

University as well as current employees.

Began video conferencing for the Executive and Faculty Search Group (EFSG),

conducting candidate interviews worldwide.

H-11

o These conference sessions allow a hiring committee the opportunity to have a

real-time audio/video experience with the candidate, and the sessions can be

archived digitally for administrative or committee review.

o Provided video conferencing for FMEC on Open Enrollment and Benefits

Q/A to UGA locations outside of Athens (Tifton/Griffin).

o Instructors began to create courses that can utilize UGA‟s video conferencing

system to extended UGA locations.

Continued to modify the Human Resources telephone call center to meet the needs of

customers.

The Training and Development Lab was upgraded to Microsoft Office 2007.

o All HR staff were given secure remote access to their systems for work from

off-campus or out-of-office locations when needed.

Both Human Resources and Training and Development now have wireless PAWS

connectivity throughout the buildings.

Began testing video streaming capabilities using campus podcasting with plans to

record training classes or benefits sessions for distribution to locations outside of

Athens.

o Streaming video is now being tested with the USG Streaming Server.

Successfully completed an audit of equipment/inventory with Internal Auditing. The

audit was completed promptly with all items located.

Implemented a video recording service for EFSG to record candidates‟ on-site

presentations for a particular search group.

o The software captures the speaker as well as the PowerPoint presentation,

combines the video inputs and outputs it as one video file. The recording is

archived and can be provided in a DVD or streaming version for the Web that

is viewable 24/7 through a secure authentication site.

Hardware was purchased to enhance video conferencing for EFSG. A central touch

panel will provide new speed in service and features to IT staff during the sessions.

Equipment was purchased for HR to replace its current Web server and file server.

IT staff continue to perform regular computer maintenance for malware/spyware and

performance issues.

The HR lobby was renovated and cable television was purchased.

Participated in the Young Dawg program as HR liaison and supervisor.

IT Goals for FY 2010

Continue to identify and protect SSN data on HR‟s systems.

Continue to improve the video conferencing experience.

Implement a new remote desktop service to assist staff with problems from a central

console.

o New remote system features: central administration of all users and systems,

secure connectivity, multiple monitor support, file transfer application and full

remote mouse/keyboard control

o Installation of the new HR file server is now in the planning stages. Migrating

to Novell OES2 or Active Directory are both options for this new server.

H-12

o Installation of the new HR server also is being planned. Additional features

are being designed for secure FTP and streaming video capabilities.

An upgrade for HR‟s back-up system is planned. The new version will provide faster

recovery in the event of a restore and will assist in a new failover configuration.

Re-evaluate new OS technologies for Microsoft Activate Directory or continue with

Novell OES2 migration.

H-13

Associate Vice Presidentfor Human Resources

Tom Gausvik

Deputy Director of Human ResourcesDuane Ritter

Executive Assistant to AVP/HR& Senior Director of HR

Becky Lane

ManagersTraining and Development

Tracey O’Malley & Judy James

HR Business OfficerJanice Ramsey

Senior DirectorFaculty & Staff Relations

Sige Burden

HR Associate Directorfor Employee Benefits

Lydia Lanier

Administrative Assistantto AVP/HR

Audrey Booth

HUMAN RESOURCESORGANIZATION CHART

Senior DirectorExecutive and Faculty Search Group

Frank DiGiacomo

Process Excellence LeaderUGA Process Improvement

Catherine Shircliff

H-14

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