HR is implementing an internal process improvement in its review of New Hire and Transfer Management Action cases when they reach the HR queue. This new process, which goes live for UCSF on July 31, should help reduce the start time for staff new hires.

The changes only impact processes for the HR teams. Hiring managers should submit Hire and Transfer cases as soon as possible once they receive the automated confirmation email from BrassRing/Talent Acquisition that the candidate accepts a verbal offer.

Highlights of the process improvement

• Eliminate the duplicative review of the new hire/transfer cases by the TA (Talent Acquisition) team.   
• The staff shared services team can start initiating the case as soon as it enters its queue. 
• Hiring managers will receive a detailed email once the candidate accepts their verbal offer providing key details that help the department in completing the management action case. It will also serve as a prompt for departments to submit the management action case in a timely manner. 

Takeaways from the pilot phase

A small group of campus and health departments have been involved in testing this new process since June 26. The initial implementation of this refined process has been successful and helped us identify areas of improvement including:

• Possible gaps in communication between teams – a new field has been added in BrassRing for recruiters to communicate additional details on offers to generalists.
• The need to have complete information on the Management Action Forms. 
• The need for more consistency and required fields in PeopleConnect.
  • For Campus: Effective July 31, if a department answers “yes” to “Was this job filled through open recruitment?”, the "Recruitment ID#" field will be a required field to complete. For staff positions this means departments would be required to insert the correct BrassRing #.
  • For Health: Effective July 31 the “Job Opening ID” field will be relabeled “Recruitment ID#”.
• Enhancements to the automated email message to hiring managers.
• The need to remind departments/managers of our hiring timing guidelines.