Professional Development Updates Beverly Gentry

HR Liaison Meeting March 9, 2012 Minutes 9:00 am HOLT 170

Professional Development Updates – Beverly Gentry

Some of the courses will be revised beginning in April, including the ‘Five Tips for Better Business Writing’ being taught by Casey Huff. It will be condensed so it’s easier for people to go to. Sandy Parsons will be doing an ADA training soon. A three part series on Career Development by Jamie Starmer is being offered starting today during lunchtime. This series will include workshops on interviewing and writing resumes. Some management courses are also being developed.

PeopleAdmin Updates – Sharyn Abernatha/Amy Gremore

Sharyn said we will be implementing PeopleAdmin with E-Recruit soon. The database will be updated daily and applicants will be able to submit their applications and attachments by email 24/7. There will be a kiosk in Employment Services for anyone who doesn’t have access to a computer or doesn’t understand how to use the program.

There won’t be many changes for departments but hiring committees will have 24/7 access to information such as applications and resumes online immediately. Training will be available from Employment Services as needed, both online videos and written documentation. Later on we will be implementing the position description module.

CMS 9.0 Upgrade Updates – Yvonne Bealer

 The PeopleSoft modules for HR and SA will experience a downtime during Spring Break. The system will go down on Thursday, March 15 at 5:00 pm and will be available again for users on Monday, March 26. You will still be able to access data by using Insight reports. The Self Service pages will also be down during Spring Break.

 Navigation will look a little different since it now has a drop down menu. Use the Home link to get back to the left bar menu. There are not a lot of other changes. We have done a lot of testing but let us know if there are any problems as soon as possible so we can get it resolved.

 We are updating our Business Process Guides for 9.0 and would like your feedback if changes are needed. They will be on our website by March 26 when we go live. All reports created in 8.9 will carry over to 9.0. All your Favorites should move over also. There is a change to the Education page and the Educational License information for employees page. They are now in a new location so you may have to change your favorites for them.

Payroll Reminders – Alison Christensen

 Student Payroll – The Employment Services office has been getting some Student Employment Authorization forms for students in Class IV that have not already been approved by Student Employment. Please send these Class IV forms to Steve Irving for his approval first to expedite the process. The deadline for student time approval has been moved up to 3:00 pm on the day it is due.  There is no need to submit any hourly intermittent employees on separate Attendance Certification reports. Since they’re all paid on the same day now, you can submit NRA and ISA students, rehired annuitants, etc. on the same form. Please submit them separately from the Main payroll though so they can be processed first.

 Reminder that Overtime forms need a pre-authorization approval signature and date on the form before submitting to Payroll.

 Reminder that Docks are due to Payroll on the 15th of each month. A copy of the employee’s absence report is needed that reflects those docks so the employee can be paid appropriately. Anytime you know that an employee is in dock status, contact Payroll asap even if it’s after the 15th to avoid an overpayment to the employee.

 There are only a few more months that hard copies of absence reports are required for Payroll. Do not send any reports that are blank. ‘No Time Taken’ needs to be written in if no leave time was used. In Absence Management Self Service the employee will be able to enter time throughout the month, not just at the end of the month. Yvonne said you can enter time up to 3 months in advance. Rebecca said training for AMSS will be held between May and July and will include on-line video training and demos. There will be communication to all employees. This process will not be used for students. Yvonne will try to set up a demo of the process for the next meeting. The ‘Reports To’ for each person will be the person who can approve each employee’s time. Contact Susan Long if you have any questions about the ‘Reports To’ process. The Timekeeper will be able to enter time on behalf of their employees and will be able to monitor time entered for your department.

Student Employment Information – Steve Irving

Steve said last month was the first time the process for separating graduating students was used and it went well. He thanked those involved. There is currently no formal notification process for separating student employees. There have been some serious concerns with students having access when they are separated (such as PeopleSoft and Office Max for ordering). They will have a more formal process soon (like the ANSE process for staff and faculty). When a student employee no longer needs access, it needs to be turned off.

Open Forum:

Chris Linton said the summer work study application will be available April 1st.

Next meeting date – May 11th