HUMAN RESOURCES DIVISION EXECUTIVE SUMMARY

During Fiscal Year 2012, Human Resources (HR) accomplished a tremendous amount

of work through exceptional internal leadership by the departmental directors plus

comprehensive planning, organizing and controlling for outcomes. Success is

principally due to HR staff working together as a team and their commitment and

willingness to work across areas. To put this in context, this work was done by the

smallest staffing level in HR’s history, especially compared to peer and aspirational

institutions. HR serves more than 10,000 benefits-eligible employees, 5,000 retirees,

7,000 temporaries (student and non-student workers) and 10,000 volunteers. HR

unwaveringly responded to the expressed needs of the University community by

focusing on (a) achieving timeliness in the delivery of same-day exceptional customer

service; (b) exceeding the expectations of quality of service, based on customer

feedback/surveys; and (c) increasing the volume of quality service.

While achieving exceptional levels of customer service, HR expanded nearly all

programs and services, including executive and faculty searches and the number of

personal financial life management counseling sessions. In addition, HR implemented

the enhanced benefits enrollment system (MyBenefits@UGA through vendor bswift)

and introduced a new onboarding system (through vendor TALX) for new hires. HR

expanded its leadership program (Leadership Essentials) and has successfully provided

this program to a number of intact leadership teams and employee teams in

organizations of all sizes across campus. This leadership training was in response to the

need for a refreshed approach to leadership development and training of staff. Finally,

with HR’s active involvement, the University Childcare Center exceeded all

performance expectations in its first year of operation.

BENEFITS

Summary of Major Accomplishments for FY 2012

Enhanced the MyBenefits@UGA enrollment system to accommodate a variety

of Web browsers, automate the life event process to include a document upload

feature, and provide an easier and more user-friendly environment for new hires

through a new vendor, bswift.

Created and implemented a new onboarding system for new hires and current

employees changing benefit eligibility in collaboration with the senior director

of Training and Development and TALX. The UGA onboarding system

eliminates new hire paperwork and provides a tracking system of all employees

who have completed their new hire orientation.

Began a project to assign termination dates in the HR/Payroll database for all

employees not paid in the past 12 months with the senior director for Training

and Development.

H-1

Conducted 583 Personal Financial Consultations (360 PFCs) in FY 2012,

exceeding the goal of 500.

Converted system logins from “required” SSN to the UGA employee 810

number for Retirement Manager and HealthHub.

Eliminated SSNs from all reports unless required by law or regulations.

Due to “frozen” enrollment in the HMO health plans for January 2012, the Open Access

POS plan enrollment increased significantly.

The HMO enrollment decreased again in FY 2012 due to the “frozen” enrollment and

the increase in the HSA Open Access POS plan enrollment.

0

3000

6000

9000

12000

FY08 FY09 FY10 FY 11 FY 12

Total Employees in Any Health Plan

0

1000

2000

3000

4000

FY08 FY09 FY10 FY 11 FY 12

Total Retirees in Any Health Plan

0

2000

4000

6000

FY08 FY09 FY10 FY 11 FY 12

Employees in Open Access POS Plan

0

1000

2000

3000

4000

FY08 FY09 FY10 FY 11 FY 12

Retirees in Open Access POS Plan

H-2

Summary of Fiscal Year 2013 Goals

Implement the assignment of termination dates in HR/Payroll database for all

employees not paid for 12 months in collaboration with the senior director for

Training and Development.

Begin and complete phase II of the termination date assignment project by

adding the graduate assistant job classifications.

Continue enhancement of the MyBenefits@UGA enrollment system by

including life insurance.

Create a procedure to terminate employees in the I-9 Express system using the

established procedure for the HR/Payroll database.

Conduct 500 Personal Financial Consultations.

FACULTY & STAFF RELATIONS

Summary of Major Accomplishments for FY 2012

Implemented Return-to-Work process.

Continued to fulfill the role of staff ombudsperson.

Facilitated classes and training at the Training and Development Center to

include personnel issues, leadership development and Human Resources work

within specific units.

Conducted HR education/training outreach program (HR Learning Express) for

campus network of HR specialists.

0

1000

2000

3000

FY08 FY09 FY10 FY 11 FY 12

Employees in HMO Health Plan

0

15

30

45

60

75

90

105

FY08 FY09 FY10 FY 11 FY 12

Retirees in HMO Health Plan

H-3

The number of employee relations cases increased 14% from the previous fiscal year:

294 to 334. This reflects the increasing level of workplace stress caused by the

continuing fiscal limitations of the University and the economy as a whole.

Summary of FY 2013 Goals

Implement revised workplace violence policy and procedures.

Purchase automated comprehensive employee relations case tracking system.

Continue to identify needs for and provide unit-specific training.

Continue to review all UGA and unit-specific personnel polices to ensure

compliance with changing Board of Regents’ policies.

Revise and implement a more comprehensive UGA drug and alcohol testing

policy and procedures.

Meet the Department of Administrative Services’ Workers’ Compensation

goals.

EMPLOYMENT ACTIVITIES

Summary of Major Accomplishments for FY 2012

UGA Search Group

To date, the group has effectively worked with a large cross-section of the

institution and is being recognized as a high quality service provided through

Human Resources. The group currently enjoys strong relationships with senior

16% 1%

25%

31%

22%

1% 4%

Faculty and Staff Relations Fiscal Year 2012 Cases (334 total)

RIF

Drug/Alcohol

FMLA

Job Performance

Miscellaneous

Sex Harassment/NDAH

Workplace Violence

Reduction in Force

Family & Medical Leave Act

Sex Harassment and Non-Discrimination /Anti-Harassment

H-4

leaders across the campus. Below is a list of the departmental searches for FY

2012:

o Endowed Professor: Housing & Consumer Economics (started FY11

– closed FY12)

o Registrar: (started FY11 – closed FY12)

o Chief Information Officer: (started FY11 – closed FY12)

o Vice President: Government Relations

o Vice President: Public Service and Outreach

o Dean: Franklin College of Arts and Sciences

o Associate Provost: Institutional Diversity

o Associate Dean for Research and Graduate Education: College of

Family and Consumer Sciences (started FY12 – ongoing)

o Director: Equal Opportunity Office

o Director: Institutional Research (started FY12 – closed FY13)

o Director: Center for Teaching and Learning (started FY12 – closed

FY13)

o Director: Internal Auditing Division (started FY12 – closed FY13)

o Dean: College of Education: (started FY12 – ongoing)

Online Employment

The University conducts background investigations on all new hires

(including temporary employees), promotions and reclassifications to

positions of trust (including all IT positions), P-Card holders, and 4-H

volunteers. During FY 2012, UGA conducted a total of 6,381 background

checks. The number of position vacancies posted through Human Resources

remained constant in FY 2012 at approximately 2,000.

Total applications also remained constant at approximately 90,000 for the

year. This number included approximately 11,000 current employee

applications, suggesting a relatively high level of employee interest in

mobility within the University.

0

500

1,000

1,500

2,000

2,500

FY08 FY09 FY10 FY11 FY 12

Vacancies Posted

H-5

Applications averaged 45 per position vacancy. The number of new positions

posted during FY12 increased slightly, relative to FY 2011.

The number of position reclassifications continued to rise during FY 2012,

reflecting the desire of departments to adjust salaries during several years of no

merit increases.

0

20,000

40,000

60,000

80,000

100,000

FY08 FY09 FY10 FY11 FY 12

Total Applications

0

5,000

10,000

15,000

FY08 FY09 FY10 FY11 FY 12

Current Employee Applications

0

20

40

60

FY08 FY09 FY10 FY11 FY 12

Applicant Referrals per Vacancy

0

150

300

450

600

750

FY08 FY09 FY10 FY 11 FY 12

New Positions

0

300

600

900

FY08 FY09 FY10 FY 11 FY 12

Reclassifications

H-6

Summary of FY 2013 Goals

The UGA Search Group will continue to build and deepen relationships with

schools and departments to assist them in recruiting the best talent for their

leadership positions.

Upgrade the current iPAWS system to a newer version.

TRAINING & DEVELOPMENT

In FY 2012, a total of 4,281 participants attended 243 classes taught at Training and

Development (T&D), including 1,441 faculty and staff attending 93 published classes.

Also included were 2,840 participants who attended 150 departmental or specialized

classes. Minority participation represented 19% of total participation attending

published classes with a gender breakdown of 24% male and 76% female. In addition,

3,483 employees participated in online orientation training until it was replaced by the

new orientation/onboarding system. Through a partnership with the Office of

Institutional Diversity, a new certificate program was launched in January 2012: the

Diversity and Inclusion Certificate series, yielding 18 graduates of the pilot program

with ongoing offerings through the first year. T&D also launched a new online

computer skills solution through collaboration with other campus units.

Summary of Major Accomplishments for FY 2012

The senior directors for T&D and Benefits collaborated to create and implement

on May 2 a new-hire onboarding process, replacing the online orientation

presentation in place since 2000. The onboarding process (through vendor

TALX) provides online electronic forms, benefits and policy information, and

the I-9 procedure.

The UGA High-Impact Leadership Program continued with more than 48

additional graduates. The program was enhanced to include case studies and

team projects to add experiential learning to the hybrid approach of elearning

and facilitated discussions.

The Human Resources Learning Express programs continued offering best

practices and training to an increased number of HR liaisons in units across

campus. The senior HR manager coordinated monthly topics presented by HR

partners in various units, including UGA Libraries, Georgia Center for

Continuing Education, Housing, and the HR Faculty and Staff Relations unit. In

addition, representatives from five additional units—College of Education,

College of Veterinary Medicine, College of Agriculture, Physical Plant, and

Auxiliary Services—were added to the planning team to broaden the scope of

planning for the timely topics.

The senior directors for T&D and Benefits began work on a project to assign

termination dates in the HR database for employees not paid for more than 12

months. This project is necessary to address the ongoing problems associated

H-7

with individuals no longer being employed by the institution but still reflected in

the employee database as if they were.

T&D staff consulted with the Office of Public Affairs, the State Botanical

Garden and the Georgia Center for Continuing Education on a variety of topics

and issues. Custom training focused on leadership and professional

development, organizational diagnostics and design, and specific workforce

issues identified by unit management.

T&D partnered with Enterprise Information Technology Services, the Center for

Teaching and Learning and other academic units to introduce Lynda.com, a new

elearning computer skills program for professional development and student

support elearning. The senior HR manager participated in evaluation of

Lynda.com as a solution for additional IT skills training. Skillsoft, a robust

elearning library of self-paced training modules, certification prep and additional

material such as Books 24/7 also was heavily evaluated. Both of these elearning

solutions will be launched in FY 2013.

Five T&D staff members became certified as Lean Six Sigma Black Belt

consultants, and four individuals became certified in coaching. These

certification programs are part of the overall professional development effort for

HR staff, intended to enhance their expertise and enable them to provide

guidance and assistance to departments desiring to innovate and improve

processes.

Two T&D staff members became certified in the Myers-Briggs Type Indicator

(MBTI) to score and deliver assessments, interpret and train in conjunction with

T&D, Faculty and Staff Relations, and as part of other departmental training.

True Colors also was utilized to help resolve team, communication and

leadership issues. These included presentations to the Athens Chapter of the

International Association of Administrative Professionals and Housing

conferences.

Training and Development staff placed and monitored 112 high school students

in UGA units and in local Athens businesses as part of the Young Dawgs

program. An additional 15 high school students participated in the after-school

Hispanic Young Dawgs program. Of the 28 Young Dawgs who applied for

entrance to UGA, 24 were accepted for admission. Of the total number of

students in the program, 35% were from minority backgrounds.

The Faculty and Staff relations team conducted positive discipline training

sessions for Housing, the College of Education, and other groups.

T&D hosted training, provided registration services and provided guidance to

the Office of International Education and the Franklin College of Arts and

Sciences for their certificate programs in academic advising and the global

certificate series.

UGA procedural training was captured frequently via Wimba technology and

video to be made available 24/7, thus alleviating the need for repeated training

by campus experts.

The senior HR manager participated in a campus-wide task force for migration to a

new Learning Management System, which will address some faculty and staff

training needs.

H-8

T&D staff supported the delivery of the University System of Georgia ethics

refresher training, which was successfully completed by 100% of faculty and staff.

A collaboration between the College of Agriculture and Environmental Sciences,

Disability Services, EITS and other units led to creation of online accessibility

training. Monthly meetings were held to assist faculty and staff who create online

content for teaching and training purposes. These trainings were delivered to both

UGA and University System of Georgia faculty and staff.

Summary of FY 2013 Goals

Offer career services resources for faculty and staff through classroom training,

Web and other media resources, and departmental training.

In collaboration with the Benefits department, implement the HR database “clean

up” project to apply termination dates for employees not paid for more than 12

months.

Continue and enhance the High Impact Leadership Series.

Build a more extensive online learning and HR informational Web-based and social

media library.

Promote (in collaboration with EITS) two new online learning tools: Lynda.com and

Skillsoft.

Continue to use Wimba and other video conferencing-based tools to train staff in

non-Athens UGA locations.

Certify additional staff in Hogan assessments for professional career development.

0

120

240

360

480

600

FY08 FY09 FY10 FY 11 FY 12

Training and Development Classes Presented

0

2200

4400

6600

FY08 FY09 FY10 FY 11 FY 12

Total Participants in Training and Development Classes

H-9

HR INFORMATION MANAGEMENT

Summary of Major Accomplishments for FY 2012

Hosted video conference sessions at the Training and Development center for

the UGA Search Group. Preparation for this task begins several days in advance

as IT staff work efficiently to test the off-campus locations and verify a positive

experience for both candidates and committee members.

Provided primary video/audio support for the UGA Search Group candidates

visiting campus during their presentation across the UGA campus.

Continued to improve the video conference experience for the UGA Search

Group.

Completed the annual equipment inventory.

Continued to identify SSNs on electronic records and eliminate or translate to

the UGA 810.

Maintained professional development classroom and computer lab equipment.

Assisted Telephone Services with matching all of the current HR phone users to

the UGA MyID database.

Provided formal and informal training to HR call center members on the newly

installed Avaya digital telephones.

Collaborated with telephone services technicians to ensure that all phones in HR

could be traced from the new 911 system.

Trained all HR staff on the new Cisco VPN.

Evaluated and deployed a new back-up system for HR.

Deployed the new server for HR systems (security, application and

administration).

Provided all technical support required for the launch of HR’s new Web site.

Quoted and installed systems for the University Child Care Center.

Served as the IT support for the University Child Care Center for all voice, data

and helpdesk requests.

Assisted the Young Dawgs program with technical support for a wide range of

presentations and supervised a Young Dawgs intern.

0

2000

4000

6000

FY08 FY09 FY10 FY 11 FY 12

Number of Employees Accessing Online Orientation

H-10

IT Goals for FY 2013

Continue to identify and remove sensitive data on HR’s systems.

Continue vulnerability scanning for HR systems.

Evaluate new software to minimize the threat of malware/spyware on HR’s

systems.

Evaluate video conferencing enhancements and new technologies.

Upgrade switching equipment.

Upgrade firewall equipment.

Refresh the computer lab with new equipment.

Continue to assist Telephone Services with the implementation of new Avaya

phones.

H-11

Associate Vice President

Tom Gausvik

Sr. Admin Associate

Audrey Booth

Business Manager

Janice Ramsey

Deputy CHRO

Duane Ritter

Senior Director

Becky Lane

Senior Director

Frank DiGiacomo

Senior Director

Lydia Lanier

Senior Director

Sige Burden

Director

Kim Eberhart

Sr. Consultant

Russ Ramsey

Sr. Consultant

Lynn Burt

Sr. Consultant

Katrine Brooks

Sr. Consultant

Dan Helmick

Sr. Technology

Spec (IT)

Denver Porterfield

Sr. Technology

Spec (IT)

Tonya Hayes

Statistician

Dan Baker

Sr. Consultant

John Adams

Sr. Consultant

Lindsay Van Note

Sr. Prof Dev

Consultant

Tracey O’Malley

Sr. Prof Dev

Consultant

Vickie Coker

Process Excellence

Leader

Catherine Shircliff

Manager

Judy James

Specialist

Darlene Mealor

Coordinator,

Worforce Inte.

Jim Gieser

Operations Manager

Adrianna Creech

Sr. Consultant

Michael Luthi

Sr. Consultant

Morgan Hill

Coordinator

Matthew Reiter

Sr. Consultant

Carol Bugg

Sr. Consultant

Joanna Manzi

Sr. Consultant

Louie Wyatt

Sr. Consultant

Travis Jackson

Sr. Consultant

Gail Lopes

Benefits Consultant

Cindy Walker

Sr. Consultant

Jason Parker

Sr. Consultant

Kandace Faulkner

Sr. Counselor &

Staff Ombuds

Kathryn Chetney

Sr. Accountant

Amy Harper

Sr. Accountant

Trey Wood

Accountant Spec

April Jewell

HR Specialist

Vicki Hogan

HR Specialist

Mildred McElroy

HR Specialist

Solange Mears

HR Specialist

Melissa Austin-Neff

HR Receptionist

Jackie Mitchell

HR Call Center

HUMAN RESOURCES

ORGANIZATION CHART

H-12