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Office of Human Resources HR Liaisons Town Hall
WPU Room 548 March 6, 2019
Presentations & Discussions
Welcome & General Announcements ProVerify Update Talent Center Update Change Readiness Update Breakout Session General Q&A with OHR Leadership
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Updates from OHR
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University Headcount (as of 12/31/2018) GENDER
GENERATIONS 54.1%
45.9%
7,355
6,243
Female
Male
13,598 TOTAL
Greatest < 1927
0.03% 4
Traditionalist/Silent 1928-1945
1.2% 157
Baby Boomers 1946-1964
31% 4,210
Generation X 1965-1980
38.3% 5,212
Millennials 1981-1996
29.5% 4,005
Post-Millennials 1997-Present
0.1% 10
STAFF, EXECUTIVE, UNION & FACULTY
YEARS @ PITT 3,000 2,500
2,179
2,390
2,121
1,874
2,000
1,470
1,446
1,500 1,000
724
500 0
Less than 1 Year
1-2 Years
3-5 Years
6-10 Years
11-15 Years
16-20 Years
21-25 Years
573
26-30 Years
382
31-35 Years
257
182
36-40 Years
41 and Over
ETHNICITY
0.1% 10
American Indian or Alaskan Native
11.3%
6.6%
2.3%
0.1%
0.7%
1.5%
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100
77.5% 10,536
206
Asian
Black or African American
Hispanic/Latino of any race
Native Hawaiian or Other Pacific Islander
Two or more races
White
Unknown
1,533
896
306
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Child Protection Clearances
Child Protection Clearances: Current Status
Migration from old system to new system Data collection Meetings with every RC Integrates with Talent Center
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ProVerify powered by Application Verification
Central system for University Child Protection Clearances Real time updates and reporting functions for RCs Customizable for RC need Simple user experience for applicant
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Progress to Date
ProVerify’s team facilitated 15 introductory in-person training sessions 119 RC Admins and Department Admins have completed training Met with at least one representative from all 42 RCs ProVerify has released the first Gap Analysis Reports for 6 departments
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Gap Analysis Report
Provides updated clearance status for all employees needing CPCs to RCs ProVerify facilitates trainings with RCs and RC users to review the results After a 5-day review period, ProVerify will facilitate another meeting with the RC ProVerify and RC will identify which employees need to be contacted
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Pitt Worx HCM Update
Talent Center Discussion Topics
• Go Live: December 2018 • Continuous Process Improvement • Ongoing Enhancements • Key Lessons Learned • Customer Support
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Talent Center Candidate Experience
Resume parsing Share postings with others via social media and email Source tracking (where did you hear about job?) Single account profile that can be used across applications “Suggest” form fields (education, institution, major, etc.) All attachments available across all position types New career seeker website: join.pitt.edu Mobile-friendly and accessible Save jobs to a “cart” for future application submission More transparency in the system and via notifications
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Talent Center Just Completed
• Eliminated User Access Forms for applicant reviewers • Ability to designate a negotiable salary amount on the offer • Electronic offer letters with e-signature • Automated background check and reference checks • Sponsorship notification on job posting • Additional fields for position justification and budgetary information • No updates to JD – Just Post! • Increased candidate transparency and communications • One-click applicant disposition process • Identification of internal candidates
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Ongoing Talent Center Enhancements We Heard You!
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Talent Center is now accessible from the my.pitt.edu portal, denoted with the Talent Center icon, and by searching in the Ask Cathy search bar
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Required vs. Optional Candidate Documents
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Required for Saving vs. Required for Approval
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Approval Grid within Email Notifications
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Coming Soon: Talent Center reports/metrics dashboard providing informed analytics such as: o Diversity of applicant pool o Time to fill position o Candidate sourcing channels o Application completion rate
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Talent Center Lessons Learned
Lessons Learned Applied to Next Phase of Pitt Worx • User Acceptance Sessions: Early and Frequent • Training Earlier for departments and internal HR and Payroll Team • Training Materials (QRG) Before Go Live • More Interactive Champion Meetings • Identify Additional Training Space – Reserve Early Establish Customer Support Model for Pitt Worx
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Customer Support
Salesforce Implementation Customer Support Management
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Go Live December 2018
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Enhance the customer experience with the implementation of Salesforce, the University’s Enterprise Relationship Management System
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Centralized system to address internal and external customer inquiries via phone, email, and online form
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Provides report, dashboard and metrics
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Over last two plus months, the OHR and Talent Center Support team responded to 2,000+ inquiries
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Help Tickets Resolved As of 3/5/2019
By Month
By Origin 2.85%
79
0.9%
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Pitt Worx Next Phase
Our Journey to the Cloud Pitt Worx HCM Modules for Design and Deployment
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Oracle Cloud Project: Four More Modules Things we’re improving for 2020!
• Elimination of paper processes o Employee record form o Paper timecards o Supplemental payment form • Exception timecard process for exempt staff • Improved leave of absence process • Direct access for departments • Transparency for departments to manage: • Employee actions • Payroll and timecards • Eliminate/Reduce need for shadow systems • Metrics and reports
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Next Steps •
Beginning January 2019 • Continue Pitt Worx Design (Core HR, Time & Labor, Benefits, Payroll) • Ongoing Talent Center Education • Continue Talent Center Enhancements
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Spring/Summer 2019 • Design Confirmation • Module Reconfigurations based on Feedback • User Acceptance Sessions • Ongoing Communication on Pitt Worx
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Fall 2019 • Ongoing Communication on Pitt Worx • Education Sessions on Pitt Worx • Core HR • Time & Labor • Benefits • Payroll
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January 2020 – Go Live Pitt Worx
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Change Readiness Approach
Change Readiness Components Consistent communication to stakeholders via multiple channels and media Education program delivered via multiple methods (e.g. traditional in-person, live and recorded webinar, on-demand interactive, and print documentation) designed to
promote system mastery and provide real-time guidance Deployment of 100+ University project “Champions” to directly communicate materials and training Augmenting post-production system support by deploying new tools: Salesforce (case management), “idea” portal, defining severity levels and management visibility on resolution priority
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What We Accomplished
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Introduced a change readiness model
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Established change readiness plans and team – – – –
Education Communication Champions Post-production
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Engaged 100+ Champions consistently for feedback and ambassadorship
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Launched a dedicated website, documentation portal, Pitt Worx Learning (LMS), and Salesforce ERM
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Trained 350 users in December including onsite for all regional campuses
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Achieved very high end-user satisfaction rating on both content and delivery
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Contributed to a successful Talent Center go-live
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What’s Next / What We are Improving
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Working on schedule of activities aligned with key project dates
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Solicited nominations for 2 types of Champion: communicators and testers
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Publish training schedule several months in advance
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Visit departments to give presentations and trainings at staff/dept meetings
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More stakeholders (20K+): Employees, managers, faculty, union, temps and students •
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Higher emphasis on consistent, clear messaging
Resources posted in dedicated SharePoint site for Pitt Worx •
Videos, webinars, guides, FAQs, top 10 inquiries
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Breakout Session
Talent Center: Exercise
1.System Processes (requisition, offer, etc.) 2.Suggested System Enhancements 3.Communications/Training 4.Customer Support
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Q&A Open Forum
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