HR SERVICES COMMUNICATION SESSION

HR SERVICES

Objectives

•

To provide an overview of HR Services including the types

of services offered, our policies and procedures.

•

To facilitate discussion on any matters arising or on general

queries.

•

To provide updates on recent and upcoming changes

•

To provide sources of information and contact points to

Outline

1. Overview of the HR Function

2. Overview of the HR Services Function

3. Recruitment and Selection

4. Pensions

5. HR Operations

– Compensation and Benefits

– HRIS

HR Structure

VP for Staff Eamon Drea HR Strategy & Development Rory Carey HR Relationship Directorate Claire O’Malley HR Services Directorate Michael McGinley

HR Services Directorate

HR Services Director Michael McGinley Recruitment Elaine Hassett HR Operations Aoife MacGabhann

Compensation & Benefits

Pensions Teresa Coss

HR Services Objectives

• Deliver key services

• Implement HR Services rolling 3 year plan to improve

service delivery

• Enable Devolved Management through Self Service

• Controls & exception reporting

• Performance driven through KPIs

• Customer focused through SLAs

Completed Projects in last 12 months

• Sick Leave Reports & Data Clean Up

• Haddington Road • PAF – Phase 1 • Flexi-Time Policy

• Team Structures on InfoHub

• InfoHub Enhancements

– Staff Management Report revamp

– Staff Profile

– Externally Funded Cost Centres

• HR Services Service Level Agreement

• Recruitment KPIs • HRIS KPIs

Recruitment and Selection

Agenda

1. Recruitment Team Structure

2. Devolution of Post Approvals

3. Online PAF/RAF Project

4. Internal Mobility

5. SLAs & KPIs

Recruitment Structure

Elaine Hassett Thomas Dempster Aisling Croke Mark Leonard Teresa Donaghy Ciara Foran Adrian Woods Aoife Caffrey Paul Fitzgerald TBC Caroline McQuinn Gosia Wojnicka Brian McNamara Sarah Dunne Geraldine Foley Job Bridge

• Engineering & Architecture • Science

• Office of the Registrar • Buildings and Services

Aisling Croke Account Lead 1

• Agriculture, Food

Science & Vet Medicine • IT Services

• Library, HR, Finance

Teresa Donaghy Account Lead 2

• Business & Law • Arts & Celtic Studies • Human Sciences • ALC

Adrian Woods Account Lead 3

• Health Sciences

• Research, Innovation & Institutes Paul Fitzgerald Account Lead 4 • Research Funded Recruitment Caroline McQuinn Account Lead 5

Areas of Responsibility

Post Approvals

UMT have approved the devolution of post approvals on a

phased basis with effect from the 19

th

May 2014.

Posts Devolved for College Approval (Phase 1) Replacement Posts (which are in staff plan)

Extensions (which are in staff plan) Maternity Cover

Post Retirement Contracts (subject to HEA approval) Posts which continue to require UMT Approval New Posts

Replacement Posts (which are not in staff plan) Extensions (which are not in staff plan)

Other Leave Cover

Online PAF/RAF Project

Objectives

• Implement an online PAF/RAF with automated approvals • Merge local approval process with BRC/RFO

• Enable enhanced tracking and Core Reporting • 3 Phases - PAF/RAF/Integration with Core

Current Status

• Implementation brought forward to support devolved Post Approvals. • Online Form is now available through InfoHub.

• Phase 2 is underway focusing on the RAF.

• Phase 3 will look at the automated approval process and will begin with consultation with schools/units in July.

Access to the Online PAF

Access to the tool is via InfoHub / Human Resources / Post Authorisation Process / Manage Post Authorisations by School/Unit.

Select the appropriate School or Unit

Select “Create New PAF”

Internal Mobility Programme

• Internal Mobility & Development Programme launched in January 2013 on a one year pilot basis.

• HR began advertising all positions from SEA up to the grade of AOIA / STO internally first.

• Entry Level grades were excluded.

• An exception process was available for specialist skills

UMT confirmed on 03.06.14 that the programme will be extended to all Professional, Administrative and Technical Grades.

Policy Changes

• Recruitment and Selection Policy • Internal Secondment Policy

Service Level Agreements

• HR Services SLA webpage launched in December 2013 • SLA’s for Recruitment and HRIS are published.

• Recruitment KPI and Activity Reports are on Infohub.

• Activity Reports provide a “real time” update on the status of a competition.

• If you do not have access to Staff Management Reports on InfoHub please discuss with Head of School/Unit.

Teresa Coss Pensions Manager Niamh Cantillon Pensions Assistant Amanda King Pensions Specialist Sarah Burke HR Assistant

Pensions Activity Overview

Core Activity

• Administration of Pension Schemes • Implementation of Government

Initiatives/Budget Changes • Retirement figures and staff

consultations

• Monthly Leaver Benefits • Notional Service/AVC’s

• FRAMC HR Agenda and GA Recommendations

• Online Pension Records • Pensioner Declarations

Other Activity

• Career Breaks and Leave of Absence for Research

• Life Assurance Plan • Service Queries

• Annual Pension Scheme Audit

• Correspondence and Approvals with HEA, DES, DOF

FRAMC & Governing Authority

• Changes to FRAMC agenda & GA recommendations from

April 2014:

– Information presented is statistical and anonymous

• Retirements, Added Years Submissions & Pensioners • Staffing Information

• Royalty Payments

– Career Breaks & Leave of Absence for Research are no longer noted by the FRAMC or GA

– Career Break & Leave of Absence for Research applications must be signed by College Principal and Head of School in all cases (change from Executive Schools)

– Other HR & Policy Issues will continue to be submitted to FRAMC & GA as appropriate

HR Operations

Compensation and Benefits

HRIS

HR Operations Aoife MacGabhann Compensation & Benefits Mary O’Connor Valerie O’Neill Deputy manager Anne Criag Niamh Ryan (Trish

Hillard) Sandra O’Neill (Jennifer Coyle) Naomi Farrell Maureen McCormack HRIS Rory Kearns Louise Bloomfield John Molloy

Paul O’Sullivan John Phelan

C&B V Payroll (Bursar’s Office)

C&B Core Activity

• Setup HR and payment records for monthly, weekly and hourly paid staff

• Implement changes in terms and conditions e.g. change in hours, salary, • Resignations

• Increments

• Statutory Leaves • Sick Leave

• Income Protection Claims • Online Timesheets

• Statutory Redundancy • Budgetary changes in

relation to pay

C&B Other Activity

• Maintenance of Core HR Records

• Travel Pass/Cycle to Work Schemes

• Study/Exam leave

• Career Break Return to Work Process

• Shorter Working Year • Information requests from

HEA, DES, DOF

Payroll Activity

• Statutory Deductions • Voluntary Deductions • Processing of Payroll and

Payment of Staff • Online Payslip

• P45 on resignation, P60 at tax year end.

Haddington Road Update

• Paycuts July 2103

• Overtime Rates

• Change in Hours

• Surrender of Annual Leave

• Increments – In Progress

Surrender of Annual Leave

• Apply to staff (other than lecturing staff) with salaries between €35,000 -€65,000 who have reached the final point on their incremental scale or who will reach the final point before December 2015.

• Staff members were asked to confirm which of the three options they wish to avail of by completing an on-line form in InfoHub.

• Access to an InfoHub report is provided to managers thereby enabling them to adjust and monitor their annual leave entitlement accordingly. • HR will on a monthly basis monitor and update as appropriate.

Increment Progression

Salary above €65,000?

No

Salary scale with more than one

point?

Salary below €35,000?

Yes

You will have two increment freeze of 3 months duration Increment is implemented END No Yes Salary between €35,000 & €64,999.99? No

Are you on the max of your scale? No Yes START Salary below €100,000? Is the 1st point of scale below €100,000 Incremental Progression is suspended for 3 years No No Yes

Provided you are not top of you scale you will have up to two six month increment freezes following you first

increment on/after 1 July 2013 Yes

Lecturing Staff? You will not be

liable for any further deductions provided further increments do not bring your salary above €35,000 on/ before 31/12/15

END Yes On reaching the maximum point of the relevant

scale a lecturing staff member is not liable for any further deductions from salary unless salary equals/

exceeds €65,000 at which measures for salaries at €65,000 or more will apply.

Yes

No

Refer to Surrender of Annual Leave

Increment Progression

• All records have been updated on Core

Sick Leave Scheme Changes

- Effective September 1

st

2014

• Directed by DES to implement the new Sick Leave Scheme to reduce the general Sick Leave entitlement of eligible staff from 131 days on full pay and half pay to 66 days on full pay and half pay.

• There will be an increase in the cost of income protection for UCD staff, who are members and a separate notice of this will be provided.

• Following consultation with the unions agreement has been reached that Sick leave will now be recorded from Monday to Friday instead of Monday to Sunday previously.

• There is now a requirement to produce a medical certificate if you are absent from work for more than 2 working days.

External Work/Devlin Overview

• Academic staff are permitted to engage in external consultancy and other remunerated external activities

• Academic staff are required to seek (prior) Approval from of Head of the School and College Principal/VP

• All Academic staff are also required to complete an Annual Return

form stating if work was undertaken in previous year

• New system will replace manual process with an online self-service system in InfoHub.

Flexi-Time Policy

• A new Flexi-Time Policy has been published

• The policy applies to all staff up to and including the grades of Administrative Officer 1A or equivalent only.

• From the 1 July 2014 staff members are only permitted to take one day flexi leave per 4 week flexi period

• End of Balance Period carry over is Max 8 hours for each area • Flexi time bandwidth: 08:00-19:00

• Core Hours: 10:00-12:00 & 14:30-16:00

• Areas that do not have Flexi-Time and are considering flexible

arrangements it is recommended that they contact their HR Partner for additional advice and information on the various options and

Infohub Team Structures

Background

• Prior to InfoHub, managers below school/unit level were given access to HR Staff Management reports for their own cost centre via InfoView.

• With the move to InfoHub reports this facility is not available. • Solution developed with MSU and is currently in pilot.

System Overview

• Teams can be set up and maintained manually or by cost centre(s) by a designated team administrator in each area

• Once the teams and managers have been set up, the team managers will automatically gain access to the ‘Staff Management by Team

reports’ in InfoHub.

Subject to successful pilot implementation, the service will be rolled out to other areas on a request basis over the summer months

Wrap Up

Main Priorities until the end of the Year

• Online PAF – Phase 2

• External Consultancy/Devlin

• New Sick Leave Scheme and IPP

• Flexi-Time standardisation

UCD HR Strategy 2011-14

• Complements the University Strategy

• Informed by the Quality Review process

• Extensive consultation

• Identified five key areas for strategic HR focus and the

need for measurement of these:

1. Helping the University Management Team (UMT) Identify Staff Priorities and Shape the Sectoral HR Agenda;

2. Supporting University Change;

3. Managing for Success and Performance, Promoting the Benefits of Working in UCD and Recognising Staff Contribution;

4. Continuous Service Delivery Improvement; 5. HR Team Culture and Development.

Recruitment Activity

• Recruitment of all Permanent and Temporary Employees • Recruitment of all Research Funded Employees

• Renewals/Extensions of all Fixed Term Contracts

• Management of Salary Submissions and Headcount Forecast for the BRC • Work Permit Applications

• JobBridge Internships

Core Activity

• Administer changes to terms and conditions of employment (change in hours, job sharing) • Correspondence and approvals with HEA, Dept of Education & Skills, Dept of Finance • Manage general HR correspondence.

• Administer Probation correspondence

• Management of Termination of temporary contracts

Other Activity

• Recruitment of Temporary Employees via agencies • Hourly Paid Staff

• Tutors and Demonstrators

Pensions Stats

Membership: 3284 Active 1703 Deferred 1367 Pensioners 126 retirements illustrations issued in 2013 €425k received in Transfers in 2013 211 service queries 2013 75 Added Years Cases submitted to HEA €300K refunds paid 2013 56 retirements 2013 €2.8M in gratuities 2013

Online Pension Records

• UCD Employee Self Service (ESS) system

(

https://hrweb.ucd.ie/pls/coreportal/

).

• Freedom of access to view your pensionable salary and

pensionable service

• A snap shot of your normal retirement benefits

• Pensions Calculator – “What if” scenarios

• Access remotely.

• Improved Retirement Planning

• Facility to update your dependants details

• Your Pension Scheme Explanatory Booklet

•Deputy Manager

•Retired staff payments •Increments

•Maternity/Adoptive Leave

Valerie O’Neill

•Core Funded monthly •Changes to contracts •Resignations

•Adult Education & Invigilator Set-ups

Anne Craig

•Research Funded Staff •Tutors & Demonstrators Set-ups •Resignations •Online Timesheets Naomi Farrell •Sick Leave •Income Protection Claims •Statutory Redundancy •Taxsaver Incentive Schemes Maureen McCormack

•Occasional Lect set-up •Parental Leave/Force Majeure/Carer’s Leave •SWY/Study/Exam •CB Return to Work •Weekly Payroll Trish Hillard (Niamh Ryan)

Areas of Responsibility –

Compensation & Benefits

•Research Scholars •Hourly Paid Casual & Library

•Ad-hoc Payments

Sandra O’Neil (Jenna Coyle)

C&B Stats 2013

Pay Bill: €240M paid 8870 staff and pensioners 3720 contract setups/ changes 9,300 Online Claims 4.6M Hourly paid 370 applications Travel Pass/ Cycle to Work 310 Leave Requests

HRIS Activity

• HR System Administration, Maintenance, Security and Training on:

• Core Personnel; Payroll; Training; Recruitment; Pensions; Expenses; Time & Attendance; ESS; Timesheets; eRecruitment

• HR System Development – Project Work • Employee File Management – SharePoint • HR Self Service Reports

• Ad hoc Report Requests

• External and Statutory Reporting Core Activity

• System Integration with Other Business Systems • HR Hardware Support

• HR Web Development • Project Support

Other Activity

• Infohub development

HRIS

Project Work

HRIS Project

Work

2012/2013

Online Timesheets Sick Leave ePAF Pensions Module Equality & Diversity Monitoring Core Upgrade Enhanced Reporting Service Level Agreement s & KPIs Core Data Definition & Cleansing ePromotion Document Manageme nt System

Pensions Support

• Information on pensions schemes, retirements etc:

http://www.ucd.ie/hr/pensions/

• Information on Online Pension Records:

http://www.ucd.ie/hr/pensions/onlinepensionselfservice/

• Information on FRAMC/GA:

http://www.ucd.ie/hr/pensions/framcgoverningauthoritymeetings/

• Queries should go to

C&B Support

• Information on pay, pay scales, etc

http://www.ucd.ie/hr/pay/

• Information on statutory leaves, career break, SWY etc:

http://www.ucd.ie/hr/leave/

• Information on sick leave:

http://www.ucd.ie/hr/sickleave/

• Information on statutory redundancy:

http://www.ucd.ie/hr/a-z/statutoryredundancy/

• Queries should go to

Recruitment Support

• General Recruitment Information

http://www.ucd.ie/hr/recruitment/

• Information on JobBridge

http://www.ucd.ie/hr/recruitment/jobbridge/

• General Queries should go to your Staffing Lead or to

the Recruitment inbox at

[email protected]

• Research Funded Recruitment Queries can be directed

to

[email protected]

HRIS Support

• To request a report refer

to:

http://www.ucd.ie/hr/reportrequest/

• To troubleshoot ESS login refer to

http://www.ucd.ie/hr/ess/