Phase I: Current State Assessment

Date Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul
Phase I II III IV V VI VII VIII

Phase I: August 2011 - December 2011

Summary

As with any business change, one of the most important steps is to assess the current state in order to effectively build the future state.  The assessment of the current personnel systems will rest primarily with the institutions.  Each of the institutions is in the best position to judge what, in the current personnel systems, prohibits its ability to manage effectively its workforce.   It is critical that the institutions’ assessments be detailed in order to understand specific problems, symptoms or limitations and to determine where the prohibition exists e.g., a statute, the local personnel rules, the civil service constraints, etc.  It is suggested that the HR Directors/Academic Personnel Officers of each institution serve as the facilitator in the institution discussions as they understand the inner workings of the current personnel systems.   

The UW System and universities, colleges, and extension key stakeholder groups are:

  • Chancellors
  • Provosts/Vice Chancellors
  • Chief Business Officers
  • Chief Student Affairs Officers
  • Human Resources Director/Academic Personnel Officers
  • Faculty
  • Academic Staff
  • Non-represented classified staff
  • Represented classified staff
  • Others as determined by the individual institution

The institutions’ assessments of current state problems, symptoms and limitations will serve as a starting point to begin building the framework of the future state of the new personnel systems. 

The Office of Human Resources & Workforce Diversity (OHRWD) will review the current state assessment goals, suggested process, and timeline with certain stakeholder groups as detailed below.


Assessment of Current State of Personnel Systems

Background

As with any business change, one of the most important steps is to assess the current state in order to effectively build the future state.  Each institution (not including UW-Madison) was asked, in September 2011, to assess the current classified and unclassified personnel systems and detail specific problems, symptoms or limitations that prohibit or limit its ability to effectively manage its workforce and to complete the task by early November 2011.   The intent of the assessment would be to serve as a starting point to begin building the framework of the future state of the new personnel systems. 

Institutions Current State Assessments

Each institution completed a current state assessment.   Each individual report was reviewed, and duplicate and extraneous comments were deleted.  The assessments were then combined into a single report that categorizes current state problems, symptoms, and limitations into several overarching categories: General; Benefits and Leave Entitlements; Classification and Title; Compensation; Employment; Layoffs and Grievance Procedures; Recruitment; Supervision and Discipline; Work Environment; and Miscellaneous.

Additional information that is provided in the report is: (1) an indication if the issue pertains to both the current classified and unclassified systems (indicated by the letter “B” in the first column); to only the unclassified system (indicated by the letter “U”); and to only the classified system (indicated by the letter “C”); (2) the priority assigned by the institution to each issue; and (3) the number of institutions reporting the issue.

The combined report will serve not only to inform the UPS Project Team as it begins its work to build the framework of the new personnel system but also to begin a dialogue at the institutions to examine the issues raised that are within  its control (e.g., the lengthy unclassified recruitment process).    

Important Dates in Phase I

August 23, 2011 - UPS Task Force established by UW System President Reilly.

September 1, 2011 - Chairs Vice Chancellor Darrell Bazzell (UW-Madison) and Chancellor Dennis Shields (UW-Platteville) hold initial UPS Task Force planning meeting. 

September 7 - 30, 2011 - Al Crist, Associate Vice President of Human Resources and Workforce Diversity, briefs key stakeholder groups at various UW System meetings.

September 15, 2011 - November 4, 2011 - Stakeholders asses current state of personnel systems. 

November 7-15, 2011 - Compilation of institutions' current state assessment responses.  Each report was reviewed and duplicate and extraneous comments were deleted.  All assessments were combined into a single current state assessment report.

November 16, 2011 - Current state assessment shared with HR representatives at an HR conference.

November 18, 2011 -  Current state assessment shared with stakeholders.

November 2011 - UPS Task Force, UPS Steering Group, and UPS Project Team members named.

December 7, 2011 - UPS Task Force holds its first meeting.

December 15, 2011 - Published current state assessment on UPS website.