Human Resources - University of Miamimedicalcouncil.med.miami.edu/documents/Rapid...Nov 12, 2013 · Rapid Improvement Presentation Faculty Council 11-12-13 Final | 11/12/2013 Process

Human Resources

Rapid Process Improvement Project

November 12, 2013

Medical Faculty Council Meeting

Rapid Improvement Presentation Faculty Council 11-12-13 Final | 11/12/2013

Voice of the Customer:

Recruitment, Offers, Onboarding Several processes at

UM that are in desperate need of

being improved

Until compensation approves, an offer

cannot be made to the candidate and until an offer is made, we can’t

start what I believe is an essential project within

my department

We need more, urgent HR support

No local authority to make salary adjustments

and we lose good candidates over small

amounts of salary

HR sometimes puts up

roadblocks – we don’t know if they

realize it

2


3

Project Objectives

• Reduce cycle time

• Increase transparency and communications

• Improve customer satisfaction

• Enhance new hire experience

Requisition Process

Recruitment Process

New Hire Process

Onboarding

HR

Sh

are

d S

erv

ice

s

Recru

itm

ent

Co

mp

en

sa

tio

n

Promotion & Transfers


4

Project Core Team

Compensation: Violet Bloom, Isaac Quinones

Recruitment: Lisi Carreno, Andrea Lindor

Office of Process Improvement: Rick Melnyck, Brianne Neuburger

UM College of Engineering -

Industrial Engineering: Daniel Ruggiero

Faculty Sanjoy Bhattacharya: BPEI/ABLEH

Administration Antonio Izquierdo: Stem Cell Institute

Kassandra Lage: UMHC Patient Services Rebecca Lee: Neurology JoAnn Trybulski: UMH

Human Resources Amie Choy: HR Shared Services

Veronica Maristany: Information Technology Erica William-Herbert: HR Shared Services


Requisitions

Open Postings

Position Transactions (New Hires, promotions,

demotions, and transfers)

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Different Types of Requests

SOM: January - October 2013

TypeMonthly

AverageYTD

Create New Position 65 645

Fill Vacant Position 55 552

Reclassify Current Position 65 647

Grand Total 184 1844


Monthly

Average

Current

PendingCurrent

671 223 764


TypeMonthly

AverageYTD

Create New Position 123 1225

Fill Vacant Position 78 775

Reclassify Current Position 70 701

Grand Total 270 2701


6

Current Open Positions by Type (541)


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Candidates Cleared to Start Working

0

20

40

60

80

100

120

140

160

180

200

Jun-13Jul-13

Aug-13

Sep-13

Oct-13

156

181 171

140 152


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Roles and Responsibilities Department Manager

• Partner with HR Manager to determine staffing needs and define position

requirements

• Provide timely information required for processing positions

• Accountable for fair and consistent treatment of staff, including maintaining

internal equity

HR Manager

• Primary HR resource for department and liaison with Central HR

• Support Department Manager in ensuring fair and consistent treatment of staff

• Conduct assessments for internal equity

Central HR Office

• Talent Acquisition – Partner with HR Manager to develop and implement

marketing and recruiting strategies, source and screen resumes, oversee pre-

hire clearance forms, background processing and offer letter generation

• Compensation - Design compensation programs and policies, market

analysis, classify jobs, review internal equity, and salary recommendations


Process Improvement: Approval to Recruit

Concern Action Date

Approved positions in budgets require additional approval to hire and approval to post

HR Managers will initiate position requisitions directly in Ariba Fill a Vacant Position (FVP) requests approved by RAC will be posted with no additional HR approvals

12/01/2013

BJF/ISF will be condensed into one form that is utilized throughout the process

01/01/2014

Lack of empowerment of departments to make decision within guidelines

HR Managers will have authority to set hiring salary range and additional terms, if applicable, within established guidelines at time of requisition

01/01/2014

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Process Improvement: Recruitment and Selection

Concern Action Date

Timeline too long: posting, identification of candidates, offer letter generation, and compensation review

Expedite posting of FVP requests (approved by RAC, Sponsored Programs), by eliminating compensation approval step and directing document to Recruiters for posting

11/18/2013

Recruiting parameters must be defined at the beginning of the recruitment process (i.e. relevant work experience, education, target range)

11/18/2013

Provide HR Managers access to recruiting system and eliminate central recruiters for positions within department that are high volume, lower level positions (PILOT -December through February)

12/01/2013

10


Process Improvement: Recruitment and Selection

Concern Action Date

Timeline too long: posting, identification of candidates, offer letter generation, and compensation review

Improved communication with Department Managers on status of postings • 11th business day that the position is

posted - Recruiters will provide resumes for qualified applicants or consult with HR Manager and develop strategy for additional sourcing of applicants

• Updates will be provided every two weeks until interviews commence

11/18/2013

Postings will be “hidden” unless additional candidates are needed

12/01/2013

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Process Improvement: Making the Offer

Concern Action Date

Salary inequities Lose candidates waiting for approval HR Managers lack authority to approve within guidelines

HR Managers will approve salaries of selected candidates within hiring salary range and other terms established at the time of the requisition

01/01/2014

HR Manager will be responsible for confirming minimum qualifications, and considering internal equity

01/01/2014

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Process Improvement: Orientation and Onboarding

Concern Action Date HR Managers are not receiving timely notification of new hire clearance

Talent Acquisition will provide an e-mail to the Hiring Manager and HR Manager within 24 hours of clearance receipt

12/01/2013

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How You Can Help?

Understand the processes and requirements and ask

questions where clarification is needed

Adhere to the policies and procedures, and discuss in

advance with HR where exceptions may be needed

Consult regularly with your HR Manager and engage HR

Director if escalation is needed

Support processes with timely and complete information

Provide constructive feedback as we make changes


15

Questions?

HR Shared Services Talent Acquisition

Compensation & Recognition

HR Contact Information

Tianne Macias: Director, HR

Irma Riccio: Director, HR

Lisi Carreno: Executive Director, Recruitment

Isaac Quinones: Director, Compensation

Documents

Human Resources - University of Miamimedicalcouncil.med.miami.edu/documents/Rapid...Nov 12, 2013 · Rapid Improvement Presentation Faculty Council 11-12-13 Final | 11/12/2013 Process