Administrative Unit Program Plan Update May 2016

Transcription

1 Name of Unit: Human Resources Department Administrative Unit Program Plan Update May 2016 Date: 4/30/14; Revised May 30, 2014; Updated 2/15, Update 5/16 1. College Mission Statement: Cabrillo College is a dynamic, diverse, and responsive educational community dedicated to helping all students achieve their academic, career, and personal development goals. 2. Unit Mission Statement and List of Key Responsibilities: Unit Mission Statement: Human Resources inspires excellence as an employer of choice by listening, supporting, and partnering with our diverse community to support student success. Key Responsibilities 1. District Recruitment and Employment-Related Services 2. Academic/Classified Staff Services & Support 3. Health & Welfare Benefits Administration 4. Compliance, Reporting & District Legal Support 5. Labor Relations & Collective Bargaining Support Services 6. Classification & Compensation Services 7. Administrative Services Support The Human Resources Department has one Administrative Unit Outcome: Present, past and potential Cabrillo College employees utilize Human Resources services to receive equal employment opportunities and fair and equitable personnel services in support of high quality teaching and learning. Administrative Unit Outcomes or Goals Program Planning Goals Assessments Status Update Develop an HR/IT Technology Plan to support institutional priorities for technology. Expand use of on-line applicant tracking process Continue to identify and implement technological processes to improve and improve user experience. users and process users and process Working with IT to develop new goals as result of recent Ellucian audit. See Audit and Revisions goal. Exploring best practices to expand use of program to online review of applications, panel scoring and other Sending monthly benefit selection lists and adjunct benefit information to employees via rather than in hard copy format Premium letters and overdue reminders are now being ed to retirees rather than being mailed, which saves on supplies and postage Page 1 of 5

2 Initiated sending the annual Faculty Service Area notification electronically instead of mailing Initiated ing Revised Salary Placement forms to Payroll instead of hard copy Prescreening faculty applicants in NeoGov instead of paper applications Began using new system to EDD responses to Equifax electronically and store electronically rather than faxing and paper storage. Created electronic folder (rather than binder with paper copies) of all approved Equivalencies. All paper copies are scanned and shredded. Enrolled in e-services with EDD for electronic reporting of the DE-34 report instead of faxing it hard copy. Initiated ing Delete forms (1/16th & 2/16th pay) to Payroll instead of hard copy. Digitized 80% of Topical/Back-Up files and stored electronically With help from Athena in I.T., created new academic staff cards which allow assignment information to download from Datatel instead of needing to record manually. Continue to update, improve and maintain appropriate employment related content on HR webpage patrons and employees Updated Job Opportunities page format in conjunction with NEOGOV Benefits page was redesigned to improve usability. Exploring best practices for online SME review and panel scoring. Added FAQs, EEO/Diversity link, corrected job description links. Ongoing update of the HR benefits website Page 2 of 5

3 Ellucian/Datatel/Colleague Audit and Revisions Provide staff and professional development opportunities in technology, compliance and employment-related processes to include administrative employee training RE: employee evaluation, documentation of employee performance issues and progressive discipline. Continue HR Technology process Improvements in the area of document management IT shadow of HR staff Ellucian staff meet with HR/Payroll/IT Ellucian to provide recommended enhancements HR/Payroll/IT to develop implementation plan Staff attendance Number of workshops completed Increased and shared knowledge re: new/updated compliance requirements Phase I closed files Phase II current documents Phase III Begin migrating paper forms into interactive online forms via SoftDocs Ongoing update of updating the HR safety website IT shadowed HR staff in early May for two weeks. Intensive 3 day sessions with Ellucian staff mid-may. Waiting for Ellucian recommendations. Upon receipt of recommendations HR/Payroll/IT will meet to develop implementation plan. New 3 year Technology Plan will be developed in conjunction with IT. HR staff completed team training in Communication Skills and Emotional Intelligence. HR sent a team with IT and Payroll to Ellucian training in Colorado. HR Staff completed in-service training on VISIO flow charting Benefits Analyst attended 26 trainings in 2015/16 (many on ACA) to keep abreast of the ever changing benefit landscape. 125 boxes from archives have been send to DataSoft for digitizing and automated retrieval. Second round of 46 boxes in process of being prepared for shipment. Anticipated shipment July Develop plan with IT & Payroll for mutual retrieval of archived data. Holding for Softdocs platform update. Scope SoftDocs contract, identify & train HR staff, develop pilot and begin testing spring/summer Budgeted in IT project. Page 3 of 5

4 Goals based upon AUO assessment Goals (list in priority order) Evaluate and Update on-line applicant tracking system Ellucian Colleague vs. Neogov purchase of new module Effectiveness Link Action (include year) Measure Budget Requests Technology Plan 2016/2017 Best practices and $15,000 users process feedback Continue HR systems process & procedural improvements Increase number of HR forms on-line Professional & Staff Development SP1: Professional Development Technology Increased HR employmentrelated forms online New Employee Packets on-line Work with IT and third party vendors to determine the viability of Benefits Enrollment online Enhanced HR crosstraining and staff development for 2016/17 User feedback & # of forms on-line Completed workshops Enhanced staff development & cross-training Some supplyrelated savings to be realized (stationary, printing, envelopes, postage) If it is determined to add Colleague Benefits Enrollment online module additional cost Request additional one time = $10,000 added to the ongoing budget ACRHO and CALPELRA membership for Diane and Hilda Attendance at annual training conferences Attend NEOGOV User Conference for Roxanne and Hilda EEO Train the Trainer Continued Training for Hilda and funding to provide EEO training to managers (in conjunction with Director of Equity) Page 4 of 5

5 Professional Services/Consultants SP5: Institutional Responsibilities Given staffing shortage and workload surplus, Requesting additional one-time funds to cover the cost of engaging project support Completed projects Estimated on-going cost=$10,000 Page 5 of 5