Dear Colleagues,

I am pleased to share my summer update on activities in UCSF Human Resources, including highlights about:

  • HR organizational changes
  • HR technology enhancements and progress
  • Onboarding process improvement
  • Results of our annual customer survey and ongoing HR Listening Tour
  • Progress on compliance efforts
  • New members of the HR Advisory Board and HR management
  • FY 15-16 salary program

The new Labor/Employee Relations and Postdoc Shared Services teams launched on July 29! Read about work transition details and identifying your generalist and specialist support team here. In preparation, the Postdoc Shared Services team has developed new, step-by-step process guidance and tools for HR customers in a dedicated Postdoc section of the HR Knowledge Bank. You can find the information on the HR website here.

We have just made several enhancements to the HR Service Request System, which we believe will improve the user experience:

  • Ticket creation and routing now support the Staff, Academic, Postdoc and GSR request types – you will no longer have to go through the “Academic” tab for Postdoc and GSR actions
  • Revised ticket headers, including a new timer that displays the months/days/hours since a ticket was created
  • Improved overall speed and performance 

The HR personnel files (P-File) conversion from paper to electronic format allows for easy storage, search and sharing of HR records. Incoming electronic HR documents, including those from the paperless onboarding pilot (see below), are being imported directly to P-File, minimizing processing and eliminating paper. Historical file scanning is 25% complete, and we expect all historical files to be scanned by March 2016. 

As part of our ongoing efforts to streamline HR processes, a new paperless onboarding process is being piloted by Financial and Administrative Services (FAS). Launched at the end of June, this process saves approximately 60 sheets of paper per new hire, reducing time spent on-site completing forms from 50 minutes to 5 minutes. In addition to saving time, we are thrilled that new hires are reporting significantly improved overall experience (average experience score for our first five weeks is 4.87 out of a possible 5.0). I am happy to share flavor of comments received here, and we are working on plans to expand the process to all new hires in the near future. 

As you know, UCSF has compliance reporting obligations to the Office of Federal Contract Compliance Programs. Both the Academic Affairs and Talent Acquisition have dedicated an enormous amount of effort toward process change and data, systems, and record-keeping improvement over the past year to meet our August 1 reporting deadline. Academic Affairs recently announced process changes effective in August and is conducting outreach to faculty and managers to facilitate smooth implementation of these changes. Staff changes (login required)  have been implemented over the past year, and we appreciate the effort of many hiring managers over the recent weeks and months to ensure we have accurate documentation about hiring decisions. We are also grateful to our partners in this effort from Audit Advisory Services, Diversity and Outreach, and Legal Affairs. 

In July, we held our annual HR customer survey. Our overall customer satisfaction score was 3.33 on a five-point scale, which is consistent with results of the 2014 survey and indicates we still need to make progress. However, we are pleased to see improvement in satisfaction with many specific processes, especially for postdocs. We will share more details and department-specific results in late summer and fall. HR Shared Services and LER leadership are also gathering feedback from customers by meeting with small groups of department managers. We are analyzing the feedback and will be sharing it, along with detailed customer survey results, with the HR Advisory Board in September for advice on prioritizing customers’ key concerns.

Speaking of customer feedback, I am pleased to welcome several new members to the HR Advisory Board

  • Sheila Brear, Clinical General Dentistry/SOD Dean’s Office 
  • Marcelle Cedars, Obstetrics & Gynecology 
  • Margaret Damiano, SFGH Dean’s Office 
  • Sheila Proctor, Community Health Nursing
  • Clare Shinnerl, Campus Life Services 

Additionally, within HR, Pam Hayes has agreed to serve as Interim Campus Benefits Manager and Kellie Beale has joined UCSF as Compensation Specialist, leading campus compensation program development and providing technical compensation advice to all levels of the organization.

I hope you saw my recent announcement about the FY15-16 salary program. Implementation and timing details are being communicated to control points, but the key features of the program are:

  • Merit-based salary increases for non-represented employees using a 3% budget control point. Individual salary increases will vary depending on performance assessments
  • Administration of a salary equity review designed to address the most significant salary issues using a 1% budget control point. This component of the salary program is intended to be administered as targeted spending to correct individual equity issues and is not intended to be delivered in an across-the-board fashion

Please contact me or a member of the HR leadership with any questions.

Regards,
David

David Odato
Associate Vice Chancellor, Human Resources
UCSF
Chief Human Resources Officer
UCSF Medical Center