University of Illinois HR Operations Scanner Survey Respondent Overview and Instructions

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1 Introducing the University of Illinois The HR Operations Scanner (Scanner) is an activity-based survey that is used to help understand the range of tasks performed by HR at the University of Illinois and to help determine the resources invested in each activity that supports the HR process. It is a tool that will enable us to collect data throughout all HR functions in a consistent manner and create an overall picture of HR processes and programs at the University of Illinois. The Scanner survey typically takes between 45 and 60 minutes to complete. Responses will NOT be used for individual performance assessment. A Brief Description of the When you access the Scanner survey, you will see that the items have been organized by ten functional categories (1. Staffing, 2. Organizational Development, 3. Training, 4. Employee/ Labor Relations, 5. Compensation, 6. Benefits, 7. HRIS/ HR Applications, 8. Time & Attendance/ Payroll, 9. Health, Safety & Security, and 10. HR Department Management). Within each of these categories are a number of items that describe specific activities that are performed by the HR function. You will be asked to review these items and select only the activities that you perform as part of your job in HR. Using your selected items, you will then be asked to provide two ratings: 1. An estimate of how much time you spend on these activities on an annual basis, and 2. A Work Process rating indicating your impressions on the overall efficiency and effectiveness of the HR function at performing the given activity. The directions for getting started are provided on the following pages. Please read and follow the directions carefully. Thank you in advance for your cooperation. Page 1 of 10

2 Within the next several days, you will receive an message that contains a link to the survey web site, along with your User ID and Password information. You will need your User ID and Password to access the survey web site and to provide your responses. Please follow these directions carefully. Directions for Logging-In and Getting Started 1. Access the HR Operations Scanner homepage using the following address or by clicking on the link provided in the which you will receive shortly that includes your User ID and Password. Once you have clicked on the link provided, the HR Operations Scanner homepage will appear. 2. Type in your Respondent User ID and your Password into the appropriate text boxes. HR Operations Scanner Home Page Please note: The User ID and Password are case sensitive. 3. Click on the SUBMIT button. 4. Read the Welcome Page. When ready, click the OK button. Page 2 of 10

3 5. Read the HR Operations Scanner Overview page, which contains a description of the process that you will use to select items and assign ratings. 6. To begin completing the survey, click on the Start Questionnaire link that appears at the bottom of the Overview page. Page 3 of 10

4 Selecting Your Activities The Scanner is designed to be completed one page at a time. It s important that you read through each item and select the ones that describe activities that you spend time doing as part of your job in HR. Please note: The HR Operations Scanner will not allow you to skip from one page to another. You will need to read every item on the page, select the ones (if any) that you perform, and then proceed to the next page. 1. Review the list of items beginning with the first page. If you spend time performing the activity described in the item, then you should select the item using the check box. 2. When you have finished reviewing and selecting items on the page, click on the NEXT button. (When you click on the NEXT button, the items you selected are copied to a Details page, appearing at the end of the survey). Please note: You cannot use the left navigation bar to move from page to page. This serves as a you are here guide only at this point in the process. 3. You should continue this process of reviewing and selecting items for each of the survey pages. When you have finished the last page (HR Department Management), click on the NEXT button. This action will take you to the Details Page. Page 4 of 10

5 Estimating Your Time Spent on HR Activities University of Illinois When you open the Details page, you will see only those activities that you selected from the previous pages. Directions for assigning ratings appear on this page. 1. For each item selected and now displayed on the Details page, enter the percentage of time you estimate that you spend performing that activity over the course of a year. You may only enter percentages in whole numbers, greater than or equal to 1 percent. 2. You may change your time estimates as you move through the list of activities. (You may move up and down the page by using the scroll bar.) Before completing this step, please ensure that your estimates sum to 100%. A running total is displayed at the bottom of the table for your reference. Please note: Enter your responses in whole numbers (e.g. 10, for ten percent) and do not enter characters such as the percent symbol (%) into the Percentage of Time field. 3. When you have finished assigning the time estimates, click the SAVE button. Please note: If your total does not equal 100%, you will receive an error message when you try to save or submit the survey. Page 5 of 10

6 The following table, based on a 40-hour workweek, may assist you in estimating time spent on activities. % Hours Days Weeks Months , , , , , , Page 6 of 10

7 Assigning Work Process Ratings The final step before submitting the survey is to complete the Work Process ratings. You are asked to consider the work process described in the given item and then rate it using the scale below. Work Process Rating Scale Very Ineffective Ineffective Effective Very Effective Work processes are not defined. Errors and/or service problems are frequent. Work processes are not well defined. Errors and/or service problems occur due to work process. Work processes are generally well defined. Work processes are very well designed. Large amounts of time are devoted to rework/error corrections. Extra steps are required to rework/ correct errors. Tasks are typically performed efficiently and effectively. Tasks are performed efficiently and effectively nearly all the time. 1. Use the pull down menu to assign the rating. 2. When you have completed the ratings assignment for all activities listed, hit the SAVE button. Please note: Work process ratings are required for each item. Page 7 of 10

8 Submitting the Survey The Last Step University of Illinois Once you have entered time percentages totaling 100% and a work process rating for each activity, the final step is to submit your completed survey. To do this: 1. Click on the SUBMIT button at the bottom of the Details page. At this time, the system will check your response submissions. An error message will appear if your time percentage does not equal 100%, or if you have not entered a work process rating for all activities. 2. Once your survey has been validated and saved, the following message will appear at the top of the Details page "Questionnaire (Read only - submitted and pending validation). Changes successfully saved." In addition, the system will send you an message confirming your submission of the survey. Please note: You should save your User ID and Password information in case you need to make changes. Logging out To exit the survey: 1. Click on the LOGOUT link on the left margin. 2. Hit the LOGOUT button. You will return to the HR Operations Scanner homepage. 3. Or you may close your browser to exit. Page 8 of 10

9 Some Helpful Hints about the HR Operations Scanner University of Illinois The speed of the web site depends on the connection speed of your computer (whether it is your workstation or home PC). Please be patient and wait for the system to save data as you navigate between web pages. Wait for each page to complete loading as you navigate within the survey. This will prevent the web site from "freezing up", displaying error messages, or losing work you have already completed. If You Need More Than One Sitting to Complete the HR Operations Scanner This survey typically takes between 45 and 60 minutes to complete. If you are not able to complete the survey in one sitting, you may save your responses and return to complete the survey at a later time. Each page contains a SAVE button in the upper right corner. If you need to exit the survey, click on the SAVE button. Then, click on the LOGOUT command, which is in the tool bar at the left of the page. When you are ready to return to the survey, you will use the same log-in procedure as described previously. Use the NEXT button to navigate forward through the pages. Page 9 of 10

10 Getting Help You may access the Frequently Asked Questions (FAQs) link on the navigation bar at any time. If you have other questions, please contact the HR Operations Scanner Coordinator at Mercer Human Resource Consulting: Monica Lockhart HR Operations Scanner Coordinator Mercer Human Resources Consulting Phone Number: (312) Page 10 of 10