April 2017

Dear Colleagues,    

Alan Watts, philosopher and writer, once said, “The only way to make sense out of change is to plunge into it, move with it, and join the dance.” We have now been dancing together for more than nine months since taking the plunge last August. In doing so, we have helped each other make sense of this unprecedented undertaking as we have built on the work done by those in Phase 1. We now have the opportunity to work more closely together so that we might deepen our mutual understanding with an eye toward ensuring shared success.

The Ufirst project is stepping into the future by transforming the way HR delivers services while we implement, at the same time, a new cloud-based HR technology solution. This month, at the HR Community Circle meeting, the Ufirst project team presented our new future-state organizational structure, service catalog, and position descriptions. If you have not done so already, I encourage you to take the time to explore this information on the Ufirst website and, as you do so, to think about where you see yourself in our new organization. 

Throughout the month of May, there are a number of opportunities for you to learn more about the future of HR. I would like to invite the members of our HR community to join us at the May 9 Information Fair and at the May 30 Professional Development Fair to talk one on one with Ufirst project team members so that we might better understand and address any questions you may have. These important events, designed especially for our HR community members, will help you explore and prepare for your role in our future-state organization. I encourage you to take full advantage of these opportunities.  

As always, I thank you for your continued support and look forward to partnering with you as we continue our dance with change.

  Sincerely yours, 
Sean Jackson
Executive Director, Ufirst
Mark your Calendar!
Ufirst Professional Development Fair
Tuesday, May 30 , Newcomb Hall
Future-state HR News
Explore
Register for the Ufirst Information Fair
Tuesday, May 9, 12:00 - 5:00 p.m.
Newcomb Hall, 3rd Floor

You're invited! The Ufirst Information Fair is a great opportunity for you to ask questions, gain valuable information, and understand the future of HR at UVA. Drop in for 15 minutes or stay for two hours - it is up to you!

Register Today 

Prepare
Preparing for Change
We know change can be challenging. Each month, we'll provide resources, tools, and tips to support you.

In order to better handle change in the workplace , here are ten tips to help you adapt .
Engage
Review Future-state Organizational Structure and Position Descriptions

Learn more about future-state services, organizational structures by Community of Expertise, and position descriptions for all future-state positions.

Learn about future-state HR services and roles

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Project Priorities

Service Improvement: DocuSign at UVA

DocuSign is a cloud-based technology that provides online signature capabilities and is easily accessible via mobile devices. The University, working under the leadership of Kevin Duvall of ITS, consolidated multiple individual school / unit DocuSign contracts into one new contract. Previously the University had six schools / units with individual contracts to process HR transactions with DocuSign. 

This new contract will expand the DocuSign technology usage from 6 schools / units to 12 and reduce the overall pricing. The individual contracts ranged in price from $3.03 to $3.63 per envelope. (An envelope allows numerous documents to be packaged together and to be sent to several participants.) After combining the individual contracts, we have lowered the price down to $2.27 per envelope, a savings of between 25-37%.

Some additional benefits of DocuSign include the reduction in turnaround time for signed offer letters and HR documentation, as well as improvements in customer satisfaction through its ease of use.

The Learning Lab

The Learning Lab launch is officially in progress! In early March, members from the Ufirst Service Delivery, Process, and Talent Recruitment teams met with Darden’s HR team to discuss the Learning Lab implementation, process, and goals. A week later, the group met again to explore the future-state talent recruitment process map. The Darden team was excited to see the progress the Ufirst project team has made on the future-state talent recruitment process. 

The team has already built out the process map with nuanced processes from some of HR's biggest customers, including steps from the School of Medicine’s Environmental Impact Statement process and the Medical Center’s Labor Management Strategies group.

In early April, the group completed test scenarios for the talent recruitment process. Testing scenarios allows the team to ensure the foundation of the talent recruitment process is solid before moving on to more nuanced and complex recruitment scenarios.

Stay tuned for more updates on Learning Labs in Q2 this year as the team works to refine and validate future-state processes.

Ufirst Project Team Updates: Total Rewards

The Ufirst Total Rewards project team is currently working to align the compensation and benefits programs used across Grounds. It is important to note that there will not be major overhaul of the current compensation or benefits programs at this point.  

Representing Total Rewards on the Ufirst project team is Matthew Caesar, Joanne Hoagland, and Christopher Smarte. Both Matt and Joanne continue supporting their respective HR operations teams at UPG (Matt) and UHR (Joanne) with Chris 100% dedicated to the Ufirst project. With nearly 40 years of compensation, benefits, and total rewards experience between the team, they are dedicated to implementing the highest quality Total Rewards program to meet our community’s needs.

Partnerships Across Grounds
"Spending half of my work time assisting the Ufirst project has been rewarding and educational. It has forced me to think more broadly and theoretically on future-state ideas while needing to stay grounded to keep the HR 'operational trains moving' at UPG. Having these two different focuses lends itself to thinking creatively and with new perspectives on how to effectively handle the HR needs of our UVA faculty, staff, and team members. I am also very appreciative of the great support and collaboration I have received from my UPG and Ufirst colleagues to afford me the opportunity to assist with this large initiative."

-Matt Caesar
HR Manager, UPG & Ufirst
"One of the most exciting aspects of working with benefits at UVA over the past several years has been the pleasure of making connections to a wide variety of UVA colleagues. I recognize how the Ufirst project presents ways to strengthen those relationships and also explore entirely new partnerships as we work to bring the entire community together. As a home to innovation, HR should be no different than any other area of the University in its creative endeavors. I am glad for this once in a lifetime chance to work with my longtime and future-state partners to make this vision of HR excellence a reality."  

-Joanne Hoagland
Health and Welfare Specialist, UHR & Ufirst
Do you have a great story of partnership with your colleagues across Grounds? 
Email Ufirst and share your story!
HR Community Circle
Next meeting: Tuesday, May 23, 8:30 - 10:00 a.m. at Bavaro Hall, Holloway

Missed the HRCC meeting this month? Check out what you missed

Have a suggestion for a meeting topic? Email the HRCC Planning Committee to share your thoughts
Top Questions This Month
I am interested in a future-state position that requires a bachelor’s degree, but I do not have one. Do I have any options?
Internal candidates will be encouraged to apply for roles based on their relevant qualifications and experience, regardless of the listed degree requirement. Applicable experience will be considered in lieu of a degree. However, in cases where external applicants are considered, the minimum educational requirements listed in the job description (i.e. bachelor’s degree) will apply.

What inputs did you consider to determine the number, ratio, and levels of HR Business Partners for each school / unit? 
Inputs included information from the school / unit regarding the complexity and volume of their work, the breakdown of employee types doing that work, and known historical volumes in hiring and employee relation cases; the team considered industry benchmark data when available. When grouping schools / units, in addition to the factors mentioned before, the team evaluated current relationships between schools / units, cultural affinities, geography, and feedback.

Have more questions? Check out the Ufirst FAQs .
Can't find what you need? Email the Ufirst project team .
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