Report on System Student Employment - sece

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2 Report on System Student Employment - sece 1.0 OVERVIEW There are 5,800+ student employees who work across the University of Hawai i system campuses. System wide policy A9.880 provides the conditions of employment for students, student classification, and pay plans for which the administration of student employment for all UH campuses is through the sece system. sece is a UH developed system which integrates university student data and Federal employment verification systems to incorporate job search, employment administration, Federal Work Study employment administration, and payroll functionality across the UH campuses. The sece system is used by all UH campuses for the administration student employment functions. In addition to student employment administration, the sece system has expanded functionality for campuses to service non university employers in the community with job postings (full-time, part time, internship and Cooperative Education), student career job management functions including a resume and cover letter repository. 2.0 Funded system support Funding for was used for the IT developer s salary see attached budget request. Manages sece system that administers student employment across all system campuses Implements a uniform system for the maintenance of the official student employment records. Maintains compensation and employment historical information for all University student employees. Ensures secure record keeping for employment verification purposes; pay compensation; subpoenas; data requirements needed from other State agencies in accordance with Chapter 92F-19 Generates reports used for student employment administration, compliance with applicable Federal laws under the Immigration Reform and Control Act of 1986, Title V Federal funds administration and audits, and policy decision making. Provides ongoing technical support to address issue resolution, bug fixes, and required compliance related to Federal employment regulations such as the Immigration Reform and Control Act of 1986 Develops system modules and enhancements Runs employment related monitoring functions 3.0 Non-funded system support The following are functions that Mānoa Career Center provides to the system office and system campuses: Provides consultation to campus student employment liaisons Serves as the campus coordinator for the System office Trains and retrains campus coordinators on sece system updates and use Reviews and updates APM A9.880 and A9.860, recommend and shepherd changes Tracks compliance with federal and state laws and regulations, initiates and implements required changes into system administration Monitors minimum wage regulations Supervises IT developer for the sece system Serves as the primary contact for system user help requests from students and supervisors page 1 of 4

3 The following costs for system administration previously covered by system funding: Equipment, computers, and supplies Upgrading of server for sece system Overtime for IT personnel in system office if needed Developer training Twice a year campus coordinator meetings Travel costs related to campus liaison training 4.0 sece system goals and outcomes The sece system requires regular maintenance and continuous upgrades to meet the changing technology requirements, employment and payroll compliance, user accessibility and demands, and immediate needs as it pertains to employment to payroll feeds for student employees. The following are select goals and outcomes: Goal: Develop and improve data management functions in sece Outcomes: Increase and enhance services to end users of sece including students, on and off campus employers and university administrators including the following developments: 1. Optimizations to automated eligibility process to reduce nightly runtime from up to 8 hours to 45 minutes 2. Integrate student GCN acknowledgement status on employer-side placement view 3. Update eligibility processing to reflect new definitions of class standings 4. Add exclusion list to reporting utility to allow filtering of results based on address 5. Automate hold process for non-uh jobs from being reopened when payrate does not meet minimum wage compliance 6. Upgrades for Java 8 compatibility and cutover to Java 8 in production 7. Optimizations to job search to reduce query times by 50% and prevent unnecessary multisubmission of the search form 8. Migrate to new database connection pooling software for faster and more reliable database connection management 9. Performed ad-hoc mass data update requests a. Mass warrant distribution code change b. 6 mass transaction and timesheet approver changes 10. Generated 64 custom reports from sece data as requested for employment compliance, policy analysis, BOR reports, federal JLD reporting, usage stats for campuses, and campus job lists for student employment administration related matters Goal: Develop new, modern sece site to take advantage of advancements in technology, security, usability, and web functionality Outcomes: Completed initially-planned feature implementation of the new site, and two phases of testing: 1. Implementation updates a. Completed reimplementation of all existing features in the new codebase b. Implemented automatic job notifications by c. Added administrative interface to post messages/announcements (by campus or system-wide) to be shown on student, employer, and/or admin home pages d. Implemented automatic student profile registration from admin side page 2 of 4

4 e. Added ability for IT administrators to update their campus affiliation at-will for the duration of the user session f. Added administrative-side placement search, including criteria such as accounts, warrant code, and payroll number. g. Added capability to store and display last login IP address for security h. Added FWS award, earnings, and balance display to employer-side placement view i. Created co-op placement management module j. Updated help pages to match the new site design and functionality k. Set up unit and integration testing with newer version of Junit l. Integrated existing timesheets application with the new codebase m. Added Apache Ivy to project build process for automated dependency management 2. Testing a. Performed in-house usability tests to assess interface and workflow designs b. Completed a three-week structured user testing and debugging period in which MCC staff performed testing tasks and simulated business operations. 5.0 sece system goals In addition to system support and maintenance, the sece system is slated for a complete system redevelopment including rebuild system for responsive web design, develop cross platform capability, redesign and embed timesheet application system for cross platform modernization for multi devices, increase ADA accessibility features, requiring independent level. Contact: Wendy Sora, Director, Mānoa Career Center, wendytak@hawaii.edu page 3 of 4

5 Budget - systemwide student employment FY2014 FY2015 *FY2016 FY2017 IT developer *2016 estimated reflects salary + fringe $ 68, $ 68, $69, $ 67, CL administrators meeting Meals and incidentals (parking, lunch) - $218 Airfare (4 nbr isle) - $1200 $ 1, $1, $ 1, , Developer software training (springone, Oracle, Hotsos) occurs 1x every 3 years standard used by UH IT; MānoaCC paid for 2012 Airfare, registration, M&I $3, Computer Replace every 3 years $3, System training Airfare & transportation Based on attrition, 1x every 2 years sece system training on student, employer, and placement modules, CL functions, and campus consult needed. $ $ $ Web Server Replace every 3-5 years; this cost item is pending whether sece system will be transferred to an IT server $2, Software (based on UH license) $ Career Assessment system license (optional) Approximate cost of annual license based on campus student headcounts. Embedded system being used by Mānoa only (current site annual license $1200 paid by Mānoa) $ 3, $ 3, Total request $ 70, $ 96, $88, $69,512 System funded $ 53,000 $ 62,000 $ 62,000 System funding history FY ,000 FY ,400 FY ,000 FY ,000 FY ,000 FY ,000 FY ,000 FY ,000 FY ,000 page 4 of 4