sponsor funded staff hiring process improvement initiative submitted by: georgia state university...
TRANSCRIPT
Sponsor Funded Staff Hiring
Process Improvement Initiative
Submitted by: Georgia State University
July 17, 2009
Supporting Documents
• As-Is Value Stream Map of hiring• As-Is Process/Lead Times• Future State Value Stream Map-
1st draft • Flow-Chart of updated Hiring
Process• Sample record from data base• Customer Feedback
Current State MapJuly 2008
Create Budget Justification-Abbr Function- Salary and Fringe
Receive Award Letter
PI decides on staffing and complete PRF’s (by PI or designee)
Account Setup in Spectrum
Green Sheet Issued and Mailed
Compliance and Regulatory approval
Obtain College and Department approvals
Class/Comp review and Research
Coordinate with HRIS to assign position number
Approve PRF and notify Primary contact and HRAC
Dept Staff Creates a requisition in PPRTS and attaches PRF
Obtain Dept and College approvals
Requisition reviewed @ C/C and PRF attached if missing
Employment reviews Requsition (PRF and Notes) Posts on GSU
Employment posts position DoL and Higher Ed
Email Notifications delivered to designated recipient
Receive Applications at employment
Employment screens aps and releases to Dept
Dept reviews applications
Interview candidates and complete paperwork
Finalist Identified and position closes
Dept Completes:Int. Eval FormCand. Rec FormSalary Justification (if necessary)
Obtain College and Dept approvalsSend to ODDEP
ODDEP Reviews and notifies EmplEmpl does background check
Employment Notifies Dept of acceptance (manually)
Offer letter created and sent to candidate
Dept completes EPAF
EPAF approved in Dept and CollegeSubmitted to Payroll
EPAF reviewed by Payroll and sent to HRIS
New Hire packet submitted to Customer Service
HRIS matches EPAF to New Hire packet
Enter personal information into ppl soft
Payroll receives packet and enters tax info into ppl soft
0-6 mo
120 min ?? min
5 day
1 min 120 min
5 day
60 min
5 day
240 min
5 day
60 min 280 min
10 min
2 day
60 min
3 day
20 - 120 min
1 day
10 min
1 day
20 min 10 min 30 min
?? day
0 min
2 day
0 min
5-30 Day
10 min 20 min 120 min 5 min
2 day
15 min
1 day
10 min
1 day
15 min
5 min
1 day
60 min
1 day
15 min
1 day
10 min
?? day
10 min
1 day
20 min 5 min 10 min
10 min
Process Time = 23 Hrs HR = 8.3 Hrs College/Department = 14.7 Hrs
Lead Time = 42 days HR = 12 days College/Department = 30 days
Budget driven exlclusive of GSU policy
Sometimes may need to redo budget
Challenge blending ratios
of supportDifficulty picking
positions for research specific
Lack of process
understanding
Who is primary contact?
Employment could assist
with this process
Hiring international employees
25 %Many different
offer letter procedures
Watch our for payroll cutoffs
50%
50%
5 to 10%
Process/Lead times(inclusive of college or division’s internal
processes)
Process Lead % time spent on
Value-Added activities
Col/Div A 25hr 05 min
7d 1hr 43%
Col/Div B 3.5 hrs 4.5 hr 78%
Col/Div C 9 hrs 55 min
66 hrs 50 min
15%
Col/Div D 6 hrs 8 day 2 hrs 10%
Col/Div E 5.8 days 9.22 day 63%
Future State- draft 1
Create Budget Justification-Abbr Function- Salary and Fringe
Receive Award Letter
Account Setup in Spectrum
Green Sheet Issued and Mailed
Compliance and Regulatory approval
Dept Staff Contacts Employment for posting assistance
Dept Staff Creates a requisition in PPRTS and attaches PRF
Obtain Dept and College approvals
Employment reviews Requsition (PRF and Notes) Posts on GSU
Employment posts position DoL and Higher Ed
Email Notifications delivered to designated recipient
Receive Applications at employment
Employment screens aps and releases to Dept
Dept reviews applications
Interview candidates and complete paperwork
Finalist Identified and position closes
Dept Completes:Int. Eval FormCand. Rec FormSalary Justification (if necessary)
Obtain College and Dept approvalsSend to ODDEP
ODDEP Reviews and notifies EmplEmpl does background check
Employment Notifies Dept of acceptance (manually)
Offer letter created and sent to candidate by HR
Dept completes EPAF
EPAF approved in Dept and CollegeSubmitted to Payroll
EPAF reviewed by Payroll and sent to HRIS
New Hire packet submitted to Customer Service
HRIS matches EPAF to New Hire packet
Enter personal information into ppl soft
Payroll receives packet and enters tax info into ppl soft
0-6 mo
120 min ?? min
5 day
1 min 120 min
5 day
60 min 30 min
2 day
3 day
20 - 120 min 10 min
1 day
10 min 30 min
?? day
0 min
2 day
0 min
5-30 Day
10 min 20 min 120 min 5 min
2 day
15 min
1 day
10 min
1 day
15 min
5 min
1 day
10 min
1 day
15 min
1 day
10 min
?? day
10 min
1 day
20 min 5 min 10 min
10 min
Process Time = 12.3 Hrs HR = 2.3 Hrs College/Department = 10 Hrs
Lead Time = 31 days HR = 7 days College/Department = 24 days
5 to 10%
25%
New Improved Process
Sample Record
Customer Feedback: What was your ROLE in the Sponsored Funded hiring process? (Check as many as apply)
Customer Feedback: The Pre-Approved titles.....…make completing the PRF easier. [left]
…make writing my grant easier. [center]
… helps me to have my SP staff person “Ready-to-work” on time. [right]
Customer Feedback: The addition of the HR Sponsored Funded Process Liaison has made the process better for me.
Customer Feedback: My position was processed and ready for posting in a timely manner.