UCTalent Platform. HireOnline and JDOnline Implementation Proposal. Contents

Transcription

1 UC San Diego Human Resources N. Torrey Pines Road, Suite 265A La Jolla, CA PHONE: (858) April 4 th, 2013 HireOnline and JDOnline Implementation Proposal Prepared For: UC Santa Barbara Tricia Hiemstra Director of Human Resources Prepared By: Rosemarie Mirano Del Mar Project Manager Joe Longfellow Platform Architect Contents Background Proposal and Justification Platform Overview Project Deliverables Development and Deployment Timeframe Project Team and Required Location Resources Estimated Implementation and Maintenance Costs Technical Specifications Anticipated Server Infrastructure

2 2 Background The is a strategic project that aims to align and deliver improvements to HR talent management systems that are outside the scope of the UCPath initiative. The systems developed and deployed by the UCTalent Project Team strive to address compatibility issues with future UCPath implementations while improving consistency in Human Resources best practices at every UC location. Inspired by the HireOnline system at UC San Diego, the platform is focused on designing, developing and integrating custom solutions that support common HR activities in a UC environment. The initial projects include HireOnline, which addresses recruitment and applicant tracking needs, and JDOnline, which covers Job Descriptions, Job Standards, Compensation and Classification activities. Once the platform is in place, future system enhancements and capabilities can be considered, such as enhanced Position Control, Performance Management features, Learning Management features, Succession Planning and Mentorships. UCTalent Partners The following locations have been identified as possible UCTalent Partners for the development and implementation of HireOnline and JDOnline: UC San Diego UC San Diego Health System UCLA UCLA Medical Center UC Merced UC Santa Barbara As UCTalent Partners, these locations will continually benefit from and contribute to platform enhancements. These locations agree to develop and support the platform standards, advocate a common set of HR best practices, and continually refine and simplify location specific processes to gain common efficiencies.

3 3 Proposal and Justification Given the success of the HireOnline implementation at the UCSD campus and UCSD Health System, the aims to build upon that experience by: Providing a robust HR system infrastructure with dedicated resources Designing and building an HR standardization platform for all UCs Inviting all UCs to participate in solving shared HR problems with shared systems Working with partners to design and deploy the next HireOnline and JDOnline By working with other UCs and UCTalent Partners, we believe the can best utilize shared resources, expertise, and best practices. Having this foundation for UC specific HR solutions will greatly improve our ability to adapt to future technical and procedural changes, improve collaboration, streamline HR related processes, and allow for incremental improvements and efficiencies. Delivering systems and solutions that are consistently focused on UC specific needs, the platform will dramatically improve our organizational effectiveness.

4 4 Platform Overview The provides a common foundation for current and future University of California HR related systems and activities that fall outside the scope of the UCPath project. The current platform includes standards that encompass most staffing and compensation activities. In preparation for the future PeopleSoft implementation, the platform will help define points of integration and compatibility requirements. The platform also embraces common data, approval roles, and compliance requirements. Platform Data Employees and Positions Departments and VCs Titles and Pay Grades Bargaining Units and Agreements EEO Data and Underutilization Information Staffing Data Requisition Types Requisition Details Posting Categories and Subcategories Applicant Profiles Compensation Data Request Types Job Description Details Job Fields and Families Job Description Formats Job Standards Roles and Approvals Document Approval Roles VC Approval Roles HR Approval Roles Compliance and Reporting EEOC Compliance Bargaining Unit Requirements Staffing Reports Compensation Reports Integration and Compatibility Security and Auditing Data Portability Third Party Integrations PeopleSoft Compatibility User Interface Standards Browser Compatibility Being a UCTalent Partner means that you support the platform standards in the above areas. By using systems built on this platform, locations are advocating a common set of best practices and processes. As a partner, locations agree to continually refine and simplify local processes to gain common efficiencies.

5 5 Project Deliverables HireOnline is an applicant tracking system, which automates and streamlines the entire recruiting and candidate management process for a hiring department, including but not limited to key functions such as sourcing, recruiting, and candidate selection. HireOnline was originally designed and implemented at UC San Diego to strategically leverage the integration points of a comprehensive recruitment and selection process. HireOnline is able to utilize and integrate with existing data sources and services including SSO, the Employee Database, the Title and Pay Plan and the Job Description system. HireOnline has four primary interfaces: HireOnline Applicant Interface o Enhanced Job Bulletin with advanced search features o The ability to save searches, bookmark positions, and subscribe to RSS feeds o A new Profile Wizard that greatly simplifies the process of applying o The ability to upload customized resumes and cover letters for each position o Resume Builder that helps create a resume from information in your profile o Branded Postings that allow for positions to have distinct identities HireOnline Committee Interface o Review all candidate application documents and questionnaire answers o Score candidates while reviewing them online using a dynamic scoreboard o Share comments with the Hiring Department about a candidate o Print resumes and worksheets to score candidates offline HireOnline Manager Interface o A My Requisitions area to manage their open requisitions o Ability to create requisitions from job descriptions or previous reqs o Review Committee Scoring Results to help in hiring decisions o Record Preliminary Decisions on candidates while on the Candidate Overview o Send s to a list of candidates using pre defined templates o Submit Interview Decisions and complete a Final Selection Report o Create offers and route them for approval o Determine and submit any required hiring forms o Extend offers and record candidate decisions o Confirm Hires and initiate onboarding activities o Generate scoring reports and worksheets

6 6 HireOnline Recruiter Interface o Create questionnaires leveraging Templates and a Question Library o Create postings using Branding and Posting Templates o Search for prospects to invite to apply o Review the applicant pool to identify candidates to refer o Send s to a list of candidates using pre defined templates o Advanced requisition auditing reports o Mirror a manager s account to better assist them o Make final approvals and send notifications o Request and manage Background Checks o Request and manage Reference Checks o Maintain internal notes, manage and tag candidate profiles JDOnline offers the compensation component necessary for making the direct connection between a position job description and finding the right hire. The Job Description Builder allows for various formats, system wide job standards integration, and a host of resources such as help guides, templates, supplements, and enhanced routing and approval features. Currently in its final development stage at UC San Diego, the Job Description Builder will also allow access to the UC System wide Career Tracks catalog. JDOnline has four primary interfaces: JDOnline Employee Interface o Search the Job Description Library o Update a Job Description o Create a Description from a Job Standard JDOnline Committee Interface o Review and Compare Job Descriptions o Comment and collaborate on Job Descriptions under Review o Vote on Committee Recommendations JDOnline Manager Interface o Request Updates to Direct Report Job Descriptions o Request a Reclassification Review JDOnline Analyst Interface o Create or Update Positions o Request Committee Review of certain requests o Determine and approve classification and compensation levels o Track and comment on classification and compensation activities o Review and Compare all Job Descriptions

7 7 Projected Development and Deployment Timeframe Following the initial agreement to be a UCTalent Partner, a discovery period will take place to determine platform standards, location specific needs, and data integration requirements. This effort will help identify any impacts on the projected development and deployment timeframes at your location. Upon project sign off, a Development and Deployment Plan will be executed, followed by a Testing and Training Plan, and finally a Deployment Plan for your location. Discovery Period (2 months) The first two months earmark the Discovery phase of the Project. Milestones planned for this initial period include securing the Project Team and resources at partner locations, determining the process scope, finalizing the project plan and launching the effort with an official Kick off meeting with partners. Below are specific tasks and details associated with the Discovery Period. Determine Platform Standards o Job Description Fields, Job Description Formats, and Job Standards o Requisitions, Requisition Types, Applications, etc. Determine Location Specific Needs o Configuration and Administration Options o Branding and Content Management features o Required Templates and Forms Determine Data Migration and Integration Requirements o Determine Data and Application Security Integration Requirements o Identify Interfaces, Data Conversion, Third Party Transmissions o Finalize PeopleSoft Field Compatibility Requirements Identify Additional Reporting and Compliance Requirements Obtain Final Project Sign Off Finalize the Development and Deployment Plan

8 8 Development Period (8 months) Following the Discovery phase, the next 8 months, known as the Development Period, are devoted primarily to design and development processes. Milestones planned for the development phase include a complete analysis of partner environment(s) and approval of final workflows, development of strategies addressing technical issues such as configuration, navigation, integration and security, and finalizing testing and training efforts. Below are specific tasks and details associated with the Development Period. Design and Develop all o User Interface and Navigation features o Configuration and Administration Features o Platform Data and Security Integration Capabilities Configure and Deploy Platform Hardware and Networking Infrastructure Internal Testing and Enhancements o Prepare Help Center Content o Perform Test Data Migration Finalize the Location Testing and Training Plan Deployment Period (3 months) The final phase, the Deployment Period, is estimated to last 3 months. Activities during this phase involve finalizing all components associated with the systems Go Live efforts and relevant deliverables. Below are specific tasks and details associated with the Deployment Period. Location Specific Setup, Configuration and Integration Test Data Migration and Integration Final Testing and Bug Fixes Finalize all Help Center Content and Documentation Finalize Location Deployment Plan Execute Training Plan Establish and Configure Escalated Help Desk Final Migration and Implementation

9 9 Project Team and Required Location Resources Project Role Platform Manager Platform Architect Project Manager Integration Lead Training/Testing Coordinator(s) Michael Yates, UC San Diego Joe Longfellow, UC San Diego Team Member(s) Rosemarie Mirano Del Mar, UC San Diego Chaozi Chen, UC San Diego Mike Sauvageau (HireOnline), UC San Diego Deborah Wenck (JDOnline), UC San Diego Rosemarie Mirano Del Mar (Platform), UC San Diego System Administrator Brian Lorentz, UC San Diego Technical Support (Levels 2 and 3) Eric Barwicke, UC San Diego Location Role Project Coordinator Team Member(s) Tricia Hiemstra, Director of Human Resources Integration Coordinator(s) (Data and SSO) Location Training Coordinator (Train the Trainer) Technical Support (Level 1) Location Content Manager Location Process Experts Mike Tornquist, HR CNT Kathy Moore, Compensation Analyst Angie Mignone, Compensation Analyst Melinda Crawford, HR Employment Manager Mike Tornquist, HR CNT Cynthia Seneriz, HR Compensation Manager Melinda Crawford, HR Employment Manager Kathy Moore, Compensation Analyst Angie Mignone, Compensation Analyst Linda Broen, Employment Assistant

10 10 Estimated Implementation and Maintenance Costs Prepared For: UC Santa Barbara Non Academic Headcount for 2012: 6, Platform Implementation increment Component Units Cost Total Initial Data Integration/SSO (2500 incr)** 3 $ 5, $ 16, Server and Platform Resources (2500 incr)** 3 $ 8, $ 25, Job Site Setup and Configuration 1 $ 15, $ 15, HireOnline Setup and Configuration 1 $ 22, $ 22, JobBuilder Setup and Configuration** 1 $ 12, $ 12, Master Catalog Setup and Configuration** 1 $ 3, $ 3, Train the Trainer Sessions (per 2500) 3 $ 1, $ 3, Initial Support (Level 2 and 3) 3 $ 5, $ 15, Annual Maintenance Estimated Implementation Cost: $ 114, Component Units Cost Total Data and SSO Integration Services 3 $ 1, $ 3, Server Platform Resources 3 $ 2, $ 7, Job Site Maintenance 1 $ 6, $ 6, JobBuilder Maintenance** 1 $ 3, $ 3, Security and Software Maintenance 1 $ 7, $ 7, Ongoing Level 2 and 3 Support 3 $ 1, $ 5, Applications Over 10,000/mo 0 $ 0.25 $ **Possible UCOP Sponsorship Estimated Annual Maintenance: $ 33, One Unit = 2500 Employees Minimum Support Level = 2 Units

11 11 Technical Specifications Component Description Development Platform ASP.NET 4.0 Languages Used C#, HTML5, CSS3, JavaScript, jquery, SQL, TSQL Web Server Platform Internet Information Services (IIS) 7.0 SQL Server Platform Data Integration Platform SQL Server 2008 R2 Fuse ESB, SQL Server 2008 SSIS Supported Identity Provider Shibboleth 2.x Third Party Components Aspose Word/PDF, Winnovations HTML2PDF Change Management System Jira Help Desk System OTRS 3.2 Minimum Server Hardware Component Web Server Hardware (Groups) Description HP ProLiant DL380e Gen8 Servers 2x Intel Xeon E Processor (2.30GHz/8 core/95w) 32 GB Ram 450GB Smart Array 2x 10 Gb Ethernet SQL Server Hardware (Clusters) HP ProLiant DL380e Gen8 Servers 2x Intel Xeon E (2.60GHz/8 core/115w) 64 GB Ram 1.5TB Smart Array (minimum) 4x 10 Gb Ethernet

12 12 Anticipated Server Infrastructure (UC Wide) Estimated headcounts are compiled from 2011 data. To better distribute resources, locations with medical centers will be placed in separate groups. Estimates are based on a target group capacity headcount of 25k and a target cluster capacity of 65k. Web Servers will be deployed in groups, SQL Servers will be deployed in clusters. Location Employee Type Headcount Group MedCtr Cluster UCOP Academic 52 Non Academic 1,567 E I OTHER Academic 369 Non Academic 765 A I UCB Academic 8,865 Non Academic 12,115 B II UCD Academic 8,451 Non Academic 20,303 A Y I UCI Academic 5,682 Non Academic 12,253 B Y II UCLA Academic 10,737 Non Academic 30,277 C Y II UCM Academic 593 Non Academic 1,438 E I UCR Academic 2,781 Non Academic 4,577 A II UCSD Academic 8,043 Non Academic 18,825 D Y I UCSF Academic 6,079 Non Academic 16,476 E Y I UCSB Academic 3,528 Non Academic 6,144 D II UCSC Academic 2,442 Non Academic 4,836 E I

13 13 Anticipated Server Infrastructure (continued) Total Academic Headcount 57,622 Total Non Academic Headcount 129,576 Group A 25,645 Cluster I 64,210 Group B 24,368 Cluster II 65,366 Group C 30,277 Group D 24,969 Group E 24,317 Est. Group Capacity: 35,000 Est. Cluster Capacity: 75,000