Dear Colleagues,

As we near the end of 2016, I am pleased to share updates on UCSF Human Resources’s upcoming initiatives around staff recognition and engagement and to highlight a few HR accomplishments of the past year.

Human Resources has worked closely with campus leaders and control points to develop several recognition programs for UCSF campus staff:  1) a redesigned Staff Appreciation and Recognition Plan (the “STAR Plan”) and 2) an online recognition tool for THANKS (To Honor, Acknowledge and Note Kindness and Service) and Service Anniversary Milestone Awards.

The new STAR Plan will recognize contributions in two ways:

SPOT AWARDS: recognize significant employee achievements and contributions, as they occur, for a specific project or task over a relatively short period of time. A Spot Award lets employees know that someone has noticed their noteworthy contribution.

ACHIEVEMENT AWARDS: recognize sustained, exceptional performance and/or significant contributions from an employee(s) over an extended period of time. The contribution that is being recognized at the Achievement Award level must reflect at least one of the Chancellor’s Priorities and/or the UCSF PRIDE Values.

Each control point is developing implementation details for their school or area and will be communicating with you about the timing and nomination process.

THANKS and Service Anniversary Milestone Awards: 

  • This program will enable simple, rapid recognition of colleagues and make selection of service milestone awards easy. We are pleased to support the Chancellor’s goal of enhancing our staff recognition efforts and address feedback about service awards. We are also aligning programs with UCSF Health. The THANKS and Service Anniversary Milestone Awards will be launched in early 2017 – stay tuned for more details.

The next UCSF Staff Engagement Survey will launch on February 27, 2017. I know departments and managers are updating their organization structure and refreshing engagement efforts in preparation. Learning and Organization Development offers extensive resources to support your efforts.

In addition to these important initiatives, I want to share a few important accomplishments, which required significant effort on the part of both HR staff and department managers, supervisors, and staff across UCSF. 

  • Career Tracks was implemented for the campus in November. This provides the foundation for further professional development, recognition and reward programs, such as those above, and performance management, all of which help us achieve our goal of attracting and retaining outstanding staff. We are now in the reconsideration period – information and resources are available on the HR website.
  • In July we learned that UCSF fulfilled all reporting requirements under the conciliation agreement with the Office of Federal Contract Compliance Programs. We are grateful for your support throughout the conciliation agreement and proud of the outcome. 

These activities demonstrate the important partnership we continue to build between departments and HR. We also continue to respond to your feedback and focus on continuous improvement: 

  • Earlier this year, to address department concerns about payroll keying accuracy, we conducted an in-depth analysis of more than 1000 PANs (Post Authorization Notifications) from a randomly selected week and found an error rate of about 5.11%. These errors were caused by a mix of HR and department mistakes, and 1.1% of the errors impacted individual pay. In 2017, a Transaction Lean Value Stream will be conducted to address standardization of process, format, and potential enhancement to the HR Service Request System.
  • Based on the need for Faculty and Staff Assistance Program (FSAP) services near Mission Bay, Mission Center, ZSFG, and other UCSF locations in that part of San Francisco, we opened a FSAP office at Mission Center earlier this year. After just a few months, we added a second day that the office is open, and will likely expand to a third day next year.
  • In the fall, the new customer survey pilot started. The updated survey offers an improved model for measuring key challenges and levers to improve customer experience and allows us to gather feedback more frequently. 
  • Earlier this month, we conducted a Lean visa process improvement workshop. The goal is to identify a streamlined process to collect the data required to process a visa application, in the optimal order, with high accuracy and minimal waiting.

Finally, I also want to remind you that the monthly service partnership agreement (SPA) progress reports are regularly posted on the HR website here. We track the trends and work with you to address challenges.

I, along with the HR leadership, thank you for your partnership throughout 2016 and look forward to a busy and productive 2017!

Regards,
David

David Odato
Associate Vice Chancellor, Human Resources
UCSF
Senior Vice President, Human Resources
UCSF Health