The Ufirst Project

FAQ

 


Talent Selection Process

 

About the Talent Selection Process

Who was involved in creating the talent selection process?

The talent selection process is grounded in insights gathered from a number of key stakeholder groups and channels, including:

  • HR Community focus groups
  • Current HR management,
  • Subject Matter Resource groups, and
  • Members of S3 and Voice of the Customer groups.

 

Does the Ufirst team receive preference in the talent selection process?

Ufirst team members will participate in the talent selection process just as their colleagues from operations will participate in the process. Importantly, Ufirst team members will not be involved in any part of facilitating the hiring process for positions for which they apply. 

 

Will I know my new work office location prior to the talent selection process?

Decisions about future work site locations have not yet been made.  While some future-state HR team members will be co-located, others will be located within their aligned school or unit.

 

Who are hiring manager proxies

Hiring manager proxies are leaders within HR with expertise in relevant areas.  They will not be applicants for the manager position for which they are serving as proxy.  All efforts will be made for the hiring manager proxies to be from Operations and not from the Ufirst Project Team.  However, there may be situations where a Ufirst team member is the most appropriate HR leader with the necessary expertise to be the hiring manager proxy.

 

Impacted Employees

What is the definition of an impacted employee?

Impacted employees are defined as full-time and part-time, benefits-eligible employees who have an HR job title or are part of a specified HR department including the Academic Division, University Physicians Group, the Medical Center, and the College at Wise. If an employee’s position does not meet these criteria but his/her position description documents 20% or more HR work, this employee may be considered an impacted employee upon validation by the Talent Transition Team.

 

How was the 20% threshold determined for validating impacted employees?

20% was chosen as the threshold because it represents one day of work out of a 5 day week.

 

Position Categories and Eligibility

What is the definition of a non-competitive position?

A non-competitive position is a position that is fundamentally the same in the future-state as it is in the current-state.

 

What are the criteria for determining which positions are non-competitive?

Positions will be deemed non-competitive when the meet the following criteria:

  • Current-state work and future-state work are materially consistent; and
  • The number of current-state positions is equal to or less than the number of future-state positions.

Note: To be eligible for a non-competitive position, candidates must not be on a Performance Improvement Plan (PIP).

 

Which positions will be posted externally?

There are 7 priority positions that have already been posted externally. Current UVA staff and team members are encouraged to apply. Positions that are not filled internally through the talent selection process will then be posted externally.

 

Non-competitive position criteria require that there be an equal or greater number of positions in future-state than in current-state. If there is an equal number, does this mean there are some future-state jobs that will never be posted because they are all filled in the non-competitive process?

Yes, this is a possibility. 

 

Is there a minimum requirement for length of service at the University to be eligible for a non-competitive or internally competitive position?

There is no minimum time required in a particular role to be an eligible candidate for a non-competitive or internally competitive position.  Employees will continue to be subject to the probationary policy applicable to their current position.

 

Are employees on a Performance Improvement Plan (PIP) eligible for internally-competitive positions? 

Yes, impacted employees on a PIP are eligible for internally-competitive positions (however, they are not eligible for non-competitive positions).

 

Are temporary employees able to participate in the hiring process?

Temporary employees are not considered impacted employees, therefore, they are eligible to apply only during the externally competitive hiring process.

 

Salary

What does “Academic Range” mean vs “Market Hiring Range” on the Market Range spreadsheet?

Since we now have confirmation that Agency 207 (Academic Division) will be the employment home for HR, we have updated the salary range information that will be used during the talent selection process and for future-state HR employees. The ranges now reflect both the traditional University salary bands as well as the market hiring range so that employees are aware of the full salary potential. The Market Hiring Range is the range in which people hired into the position are expected to be placed. The Academic Range reflects the full salary range available for growth.

 

Will salaries be grandfathered and red-circled?

Impacted employee’s salaries will be grandfathered – meaning their salaries will not be reduced.  Employees who are “red-circled”-- meaning that their grandfathered salary is above the "Academic Range" for their position -- will receive a lump sum bonus when merit increases are awarded, but their base salary will not change. Since compensation ranges are reviewed on a regular cycle, it is possible that the top of the range will exceed the individual’s salary at some point in the future. At this point, the individual would begin receiving base increases.

 

If an employee accepts a non-competitive position, how will their compensation be impacted?

Non-competitive positions will maintain their current compensation.

 

How were salary ranges determined considering we are merging varying industries such as healthcare, academic and others, where pay varies by industry?

We used established surveys whose participant lists include organizations from a wide range of industries. This research informed the development of the new HR salary ranges and titles, helping to ensure they are competitive and in line with the market.

 

Organizational Structure

Will the number of positions available change during the application process?

The number of future-state FTES was determined through extensive input, analysis and planning. We do not expect this number to change during the application process.

 

Will there be an opportunity to revisit the organizational structure and job descriptions within the next 12-18 months to ensure our structure/function and job roles match business needs and lessons learned from the integration?

We welcome and support the ideas and philosophies of a continuous improvement model. Feedback continues to be fundamental to the optimization of future-state HR.

 

Applying

When I apply for a position, do I need a resume or cover letter?

Completion of the simple application to be provided, focused on knowledge, skills, abilities, and experience, is all that is needed to express interest in a future-state position.  No resumes or cover letters will be accepted from impacted employees on the application for internally competitive positions. Prepare to submit your application by completing the application worksheet.

 

How would I express interest in several positions if they are not all posted at once?

If you are an impacted employee, you are eligible and encouraged to apply for any position in which you are interested and are qualified for in Wave 1 and Wave 2. Accepting a position in Wave 1 does not preclude you from applying for a position in Wave 2. 

 

Can a candidate for a non-competitive position apply for internally competitive positions?

Yes, a candidate for non-competitive positions may apply for internally competitive positions in Wave 1 and Wave 2.

 

If I accept a non-competitive position, can I still apply for internally competitive positions in Wave 1 and Wave 2?

Yes. 

 

If I accept a position in Wave 1, can I apply for a position in Wave 2?

Yes.

 

How many positions can I apply for?

There is no limit on the number of positions for which you can apply. However, please exercise discretion in determining which jobs to apply for based on the stated qualifications.

 

Will Ufirst team members contact individuals to encourage them to apply for certain positions?

No one is assigned to reach out to specific individuals. You are encouraged to talk with your manager, mentors, and colleagues for input as you consider your career path, and take advantage of other career development assets available to you, including one-on-one coaching. Sign-up for one-on-one coaching sessions on the Ufirst website. You should carefully evaluate the positions that you are interested in and for which you meet the requirements.

 

Given the certification “preferences” for the various roles, would you advise getting those certifications if they are required/preferred for a specific role?

We encourage all current team members to explore the new positions and carefully consider those for which they possess relevant skills, qualifications and experience. The degree requirements and preferences, and certification requirements and preferences, take into account differences in philosophy among the three business units.  Considering the time and effort for most certifications, it isn’t expected that these will be obtained prior to the talent selection process.

 

Will Business Partners apply for specific schools or units during the application process?

The details of the application process for Business Partners has not yet been finalized.  It will be communicated prior to the posting of Wave 1 positions.

 

Interviewing

If employees meet the required qualifications, are they guaranteed an interview?

It is the hiring manager’s decision as to whom he/she chooses to interview, based on the available pool. This means that you are not guaranteed an interview for all positions, even if you meet the required qualifications. However, all employees who meet required qualifications for one or more positions are guaranteed at least one interview.

 

Will the interviewers represent both the Academic Division and the Health System even if the position is directly aligned with one or the other?

Yes. All interviews will include one interviewer from the Academic Division and one from the Health System.

 

What happens if I am on leave during the application and interview processes?

You should make every effort to participate in the application and interview process. However, if there are extenuating circumstances that prevent you from doing so, exceptions will be made to accommodate individual situations. For more information, please contact EJ Lomax, ejl2v@virginia.edu

 

How will Business Partners be interviewed?

In addition to the standard 45 minute interview, Business Partner positions will also interview with customer representative(s). 

 

If school or unit leaders have input into the Business Partner selection process, what does that look like?

Customer input will be included in the interview process. We are still developing the details of this approach in partnership with our school and unit leaders.

 

Will I receive application feedback about why I was not selected for an interview for a specific position?

Feedback about individual applications is not feasible due to the volume of applicants and the timeline of the process. However, in preparation for the posting of Wave 2 positions, individual coaching sessions will be available for Wave 2 applicants where they may receive general guidance and feedback about submitting future applications. Signups for Wave 2 coaching will be available in August. 

 

Who decided which applicants received an interview? 

Hiring managers or their proxies were responsible for identifying the applicants to interview. 

 

I applied for a Business Partner position. Why have I received a notification email but my interview has not yet been scheduled?

Due to the change in the interview timeline for Business Partners, BP interviews will take place in July, the interviews have not been scheduled yet. However, those who have been selected to interview have received an email from a Ufirst Talent Transition Team recruiter notifying them that they will receive a call to schedule their BP interview by June 30th.

 

 

 

Hiring Decisions and Offers

Will hiring managers (or their proxies) have access to performance documentation as part of the internally competitive hiring process?

In keeping with past protocol for internal hiring processes, at their discretion, hiring managers and proxies may inquire about an applicant’s past performance by contacting their current supervisor/manager and/or reviewing available performance documentation.

 

 

If an employee receives multiple offers, will they be shared at the same time?

Yes, if you receive multiple offers in a Wave, they will be provided at the same time (for each Wave). This will allow you to evaluate all of your options together and make an informed choice.

 

How long does an employee have to accept an offer?

Offers must be accepted by the defined deadline of August 4th for Wave 1 and November 3rd for Wave 2.

 

Will Classified Employees have to convert to University staff to accept a position in the future-state?

No. A Classified Employee will not be required to convert to the University Staff system.

 

Who makes the hiring decision for future-state positions?

The hiring manager will make the decision. In cases where the hiring manager role is vacant at the time of the talent selection process, a suitable proxy will make the hiring decision.

 

Will managers be hired before their team is hired?

It is our desire to hire managers first. However, there will be situations where employees are hired before the manager. In these situations, a suitable manager proxy will make the hiring decisions.

 

What happens if I receive offers for multiple positions?

You may choose one offer. This decision will be solely at your discretion.  

 

Transition

Will I start my position immediately upon acceptance?

Each individual will have a transition plan that considers and balances current responsibilities while preparing for their new role and responsibilities in future-state.

 

Why will we post so soon for positions that will not "stand up" until much later?

We want to minimize the amount of time employees are uncertain about their future-state position. We will use the time between position acceptance and “stand up” to develop and implement the transition plan. This includes conducting cross over training, addressing operational needs in current state and preparing for the delivery of future-state services.

 

Other Options

What if I am not selected for a future-state position?

HR will work with you for a pre-determined amount of time to secure employment within the University. The process for assisting individuals in finding another position is still being developed.

 

Is the University considering offering an early retirement option?

A number of transition options are being vetted at this time but no early retirement option is currently available.

 

I understand that I will be provided support for a pre-determined time to help secure a position within UVA if I do not get selected for a future-state role. How long is the “pre-determined” time period?

We are working to determine this timeframe.

 

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Future-state HR Organizational Chart and Position Descriptions

 

Organizational Chart

Will any of the positions in future-state be part-time or wage?

The approved future-state organization positions are all full time. 

 

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.

Contact ufirst@virginia.edu if you have specific questions about the number of HR Business Partners assigned to a specific area. You can engage with the project team to understand how the role will function in a specific unit. 

 

Do the yellow dots on the HR Business Partner organizational chart mean that other HR Business Partners will report to them?

Yes, the HR Business Partner Lead positions will be management-level positions that oversee the work of the HR Business Partners in their area. This leadership role will help to coordinate HR Business Partner capacity and volume of work, backup and service delivery to the schools / units in their area, and will work closely with HR leadership and the Chief HR Officer.

 

What area of the organizational chart handles FMLA?

The HR Solution Center will address FMLA matters. The HR Solution Center team will work closely with Employee Relations as needed.

 

Where are non-paid employees and volunteers managed?

Information is forthcoming as the work and processes needed for this group are finalized.

 

What area of the organizational chart handles student hiring?        

The Talent Flexibility function will handle wage hiring and student hiring.

 

The new organizational chart shows fewer FTEs than current-state.  How can we offer more services but with fewer people?

The new HR structure, technology, and associated process improvements will significantly improve the time and effort required for many activities, allowing HR to deliver more services. Testing of these assumptions will continue in collaboration with schools / units over the coming months. Some of the work done in current-state may need to remain in the unit, but will not be performed by HR. The goal is to ensure that staffing in each school / unit is appropriate.

 

If I do not see my current position in the new organizational structure. Should I be concerned?

The position descriptions provide more insight and details about each role.  Many of the skills used in current-state will be the same skills used in future-state but may be in a role that has a different title. When reviewing the job descriptions, focus on your transferrable skills, what you are good at, what you enjoy doing, and what you want to continue doing as you consider roles in future-state. The self-discovery assessment on the HR Professional Development page of the Ufirst website is a great place to start.

 

Positions Descriptions

Why did the levels of experience change between the publishing of the role summaries and the position descriptions?

The role summaries were the starting point for the position descriptions. The next step was to compare these positions to like positions in the external market. This work resulted in some changes to better align UVA roles with similar roles in comparable organizations.  

 

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?

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.

 

Will the HR Business Partner Leads serve a group of customers in addition to serving as a backup to their team? 

Yes, each will be a working leader.

 

What is the difference between Benefits in the HR Solution Center and Benefits in the IMPACT group?

The IMPACT group is strategically focused and responsible for all benefit and wellness program design, campaigns, benefit and wellness plan administration, financial oversight and reporting, and vendor / provider relationships. IMPACT also acts as a final escalation point. For example, deciding if UVA will make an exception to a plan.

The HR Solution Center’s Benefits, Leave, and Payroll team is focused on resolving the questions and concerns of our faculty, staff, and team members.  

 

Will there be an official ombudsman?

The trained benefits counselors in the HR Solution Center will deal with difficult, personal situations and serve the role of an ombudsman. There will be an escalation model to ensure that more difficult, complex situations are resolved as quickly as possible. 

 

What information was used to set the salary ranges for future-state positions?

A third-party resource analyzed salary data and recommend the salary ranges for future-state positions. The data used was “all-industry” salary data, since future-state HR roles will serve both academic and health care industries. In addition, the third-party resource considered the size and complexity of UVA.

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General Ufirst FAQ

What is Ufirst?

The Ufirst project is leading the transformation of Human Resources at the University of Virginia and implementing a new, best-in-class HR technology. The goal of the Ufirst project is to improve the way everyone experiences HR at UVA. 

Over two years, current HR functions across Grounds will come together to align standard work, share best practices, create common processes, and deliver customer-focused HR services consistently and efficiently - providing all faculty, staff, and team members with a better workplace experience.

 

What parts of the University are involved in the initiative?

Ufirst is for all of the University of Virginia— the Academic Division, the College at Wise, and the Health System, including the Medical Center, University Physicians Group (UPG), and the School of Medicine.

 

Why did UVA launch Ufirst?

The need for transforming Human Resources at UVA has never been stronger. Currently UVA faces:

  • Inconsistent service experience
  • 70+ disjointed systems that collect HR data and six different learning management systems across three entities
  • 20+ employee categories governed by 152 HR policies
  • An increasingly competitive market for new talent
  • Systemic inefficiencies and redundancies

 

What does "future-state" mean?

“Future-state” refers to how HR services will be delivered as a result of the Ufirst project. The future-state service delivery model represents how your organization will be supported, and ensures that similar, consistent, and exceptional services are delivered across Grounds. Learn more about the future-state delivery model.


Who is guiding this initiative?

The Ufirst project team has many contributors adding to the success of this transformation:

  • Change Champions, a group of influential and trusted representatives across Grounds who serve as advocates for the Ufirst Project.
  • HR Community Circle shares information on HR Operations and Ufirst to enable and empower all members of our UVA HR Community.
  • Executive Sponsors champion the project and are accountable for securing buy-in from the community through executive level sponsorship.
  • s3, a group of HR leaders across-Grounds who share information, scale solutions, and solve problems collectively, provides new and creative advice and guidance on HR matters.
  • Strategic Operations Committee is the steering committee accountable for aligning Ufirst with the strategic direction and operational requirements of the Academic Division, Medical Center, UPG, and College at Wise.
  • Transformation Management Office ensures that the Ufirst project deploys the right resources to deliver the project on time, and on budget, to the satisfaction of HR customers. 
  • Voice of the Customer helps the Ufirst project stay centered on the service experience and represent the needs of stakeholders across-Grounds.
  • Ufirst project teams provide expertise and oversight. They design, review, and approve process improvement and technical decisions.


How has the initial work of Ufirst been completed?

The Ufirst project has multiple areas of work that fall in to two phases:

Phase I: Assess. Prepare. Design.
In Phase I, six teams of HR professionals were responsible for assessing the current state of HR across-Grounds, preparing data and metrics to inform a future-state design and envisioning the future of HR at UVA. The project team gathered input from the HR community, key stakeholders, and subject matter experts.

Phase II (Current Project Phase): Detailed Design. Implement. Improve.
In Phase II, there are 11 teams leading the project. These teams will build on the findings and recommendations from phase I, focusing on the transition to the future-state model and the implementation of new technology across the University.

Learn more about the project team.

 

How is the Ufirst project team developing the future state HR organization, processes, and activities?  What steps will be taken to ensure that our future state HR organization is best in class?

The Ufirst project is continuously collaborating with nearly 200 subject matter resources, in a variety of formats, to provide input and feedback into the design of the future state HR organization.  This network of resources enables the project team to make decisions, in a transparent way, with much input from members of the UVA community including:

  • HR directors and leaders across the institution
  • Health System leadership
  • Academic Leadership
  • University HR Leadership
  • HR professionals with subject matter expertise


Will there be opportunities to get involved?

Yes! Ufirst is a complex project and will not be successful without wide perspectives and input. The Ufirst project team will make it a priority to collect feedback and will rely on the insights of HR community across the University. There will be multiple ways to contribute. Learn more about opportunities to get involved


Where can I go if I have questions about Ufirst?

You may submit any Ufirst related questions and comments to the Ufirst project team.

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HR FAQ

How will the Ufirst project impact HR professionals?

Because of this transformation, HR professionals can expect:

  • New roles and responsibilities
  • Expanded professional development opportunities and career progression
  • Reduced time completing non-value add and paper-based HR tasks
  • Strategic partnership with leaders
  • Best in class HR technology


Will my role change? 

Yes, as part of the transformation, Ufirst will redefine how HR work gets done, and in doing so, will realign and restructure HR roles to support it. Role changes will be announced during the implementation phase.


What are some examples of other University initiatives taking place and how does Ufirst relate?

UVA is undertaking numerous initiatives designed to support the Cornerstone Plan. Ufirst joins these initiatives in advancing the University’s mission, but is unique in that it focuses on Human Resources across the Academic Division and the Health System. Listed below are several examples of other University projects currently underway:

Managerial Reporting is an initiative to support more robust financial planning, analysis, and decision making at multiple levels within the Academic Division. Learn more about Managerial Reporting.

UTeam is the Health System’s recognition and rewards program that celebrates team member contributions, both the commonplace and extraordinary. Learn more about UTeam.

One HR is an initiative currently underway for several schools in the Academic Division. It defines the roles, responsibilities, activities, and processes that embody the infrastructure of HR Services to ensure that we operate as one HR function to the customer, following one standard, and getting it right the first time. One HR is working within an existing framework and technology. Learn more about One HR.

Email Consolidation is an effort to consolidate to a one email system at the University in order to facilitate and improve ease of communication. Multiple email systems result in redundant costs and create challenges for University-related communication and meeting/event scheduling. Learn more about Email Consolidation.

Role of the Manager is an initiative to improve organizational effectiveness and efficiency while creating opportunities for career development across administrative and academic units. Questions and comments about Role of the Manager work can be directed to Theran Fisher tef4d@viriginia.edu.

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Ufirst Role, Policy, and Procedure FAQ

How is HR currently structured at UVA?

Currently, the Human Resources departments are distributed across the University with HR practitioners serving different customers.

Human Resources, Academic Division: Academic Division HR includes over 170 HR professionals that serve 12,000 salaried faculty and staff. Human Resources across the Academic Division are supported by teams in schools and administrative units. These teams partner with the Provost’s Office and University Human Resources.  For areas without dedicated HR staff, UHR Consulting Services provides HR support and guidance. Several HR services, such as benefits and payroll, reside in University Human Resources.  The HR Service Center, also located in UHR, provides assistance to all academic employees. Please visit the UHR website for more information.

Human Resources, Medical Center: Medical Center Human Resources is centralized and supports more than 9,000 team members with Talent Acquisition, Learning and Organizational Development, Rewards and Recognition, Compensation and HRIS, HR Service Center, and Employee Relations. Please visit the Med Center HR website for more information.

Human Resources, University Physicians Group: Physicians Group Human Resources team supports over 860 clinical faculty dually employed by the School of Medicine and UPG and 795 team members. Those include administrative staff, community physicians practicing at 22 clinical practice sites, nurse practitioners and physician assistants all supporting the mission of the Health System. As an affiliated foundation of the University of Virginia, we are strategic partners supporting the operational areas of UPG. Our Human Resource services are provided by generalists and specialists responsible for supporting specific clinical business units with in-depth knowledge of compensation, benefits, organizational development and recruitment.

Human Resources, the College at Wise: As a division of the University of Virginia, the University of Virginia’s College at Wise HR serves faculty and staff in Southwest Virginia. Wise HR works closely with UHR and provides recruitment, compensation, benefits, professional development and employee relations services to over 300 employees, while supporting the College and University missions. Please visit the UVA-Wise website for more information. 

Office For Equal Opportunity and Civil Rights: The EOCR is committed to ensuring a living, learning, and work environment that is free from discrimination and harassment and where all members of the UVA community feel welcomed and valued.Please visit the EOCR website for more information.

Provost Office: The Provost has oversight responsibility for issues associated with the recruiting, hiring, retention, and performance of faculty and for the University's promotion and tenure process. Please visit the Provost website for more information.


Will existing HR policies, processes, and practices change in the future state?

Yes, during implementation, many HR policies, processes, and practices will be reviewed in order to improve and streamline the University’s HR program. As key decisions are made, the Ufirst project team is committed to involving the right voices in the decision-making process and to communicating updates appropriately to the wider University community.


How will Ufirst impact employee types?

At this point in time, Ufirst does not plan to consolidate employee types.


Will training be provided?

Yes, training will be developed and executed during the implementation phase.  

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Ufirst HR Vendor Solution FAQ

Which HR vendor solution will the Ufirst team implement?

Following a rigorous selection process, the University has selected Workday Human Capital Management. It will provide functionality in the areas of recruiting, time & attendance, benefits, payroll, talent management, learning, compensation, and core HR (i.e., personal and job data changes).
 

What is Workday Human Capital Management?

Workday Human Capital Management (HCM) is a Software-as-a-Service (SaaS) provider that addresses the wide variety of HR needs in a single solution. Learn more about Workday HCM.
 

What is Software-as-a-Service?

Software-as-a-Service (SaaS) is a software delivery approach in which applications are provided over the Internet for more convenient user access. The provider hosts the application and manages all software updates (as opposed to a traditional hosted system in which the user maintains the upgrades), thus providing a consistent experience for the user. SaaS for HR solutions offers functionality with a complete suite of modules (core HR, payroll, talent management, recruiting, etc.). The benefits of SaaS include easy accessibility, flexible configuration, leading user experience, and easy installation (no hardware required).
 

What are some of the Workday HCM benefits to the end user?

One of the reasons UVA has chosen to partner with Workday is because its solutions are built with the end user in mind. Benefits of Workday HCM for the end user are:

Simple and easy to use – Designed like a consumer website, Workday’s interface is intuitive and simple, allowing access to useful information in a few clicks.

Innovative and mobile – Workday HCM enables users to access and update information from any computer or mobile device that has an Internet connection, allowing users the flexibility to stay connected wherever they are and whenever they need.

Fast and smart – The Workday HCM application allows users to quickly collect and use data for efficient and effective decision-making.
 

What are some of the Workday HCM benefits to the University?

Workday HCM is designed to work the way our people work today. It is an intuitive, user-friendly, and fully-integrated solution that meets the needs of the University. Benefits of Workday HCM for the University are:

Greater functionality – Workday HCM has many features and options to reflect UVA’s way of doing business.

Reliable and secure – Workday HCM ensures that user data is safe and private through implementing robust technical and organizational security controls.

Automatic updates – As a cloud-based solution, Workday HCM provides two releases annually. UVA will automatically have the latest version without the pains of complicated and costly upgrades.


What is the benefit of selecting a single HR technology solution for UVA?

Currently, the Academic Division, the College at Wise, the Health System and the University Physicians Group utilize differing HR systems. Workday HCM will function as the primary HR technology solution for all entities across the University. This integrated HR solution will provide the opportunity to reduce redundancy and allow HR professionals to focus on mission-critical work, allowing for an improved user service experience.


What was the process in selecting a new HR vendor solution?

The Ufirst technology team followed a rigorous process to select the ideal HR vendor solution that fit the needs of the University. This selection is the result of a thorough review of multiple HR technology vendors and an eight-month evaluation process of four HRIS cloud solutions, which involved University leadership, over 200 UVA stakeholders, payroll, finance and IT.

The Ufirst technology team:

  • Researched leading market solutions and identified several vendors (all cloud) that received a Request For Information (RFI)
  • Received and analyzed four vendor RFI responses (ADP, Oracle, Successfactors, and Workday HCM)
  • Collected input from vendor reference calls on the solution vendors
  • Hosted four vendor demos to gather community input
  • Collected and finalized HR requirements
  • Engaged the Ufirst HR Technology Review Committee to review HR solutions and recommend the top two qualified vendors
  • Distributed and received the second RFI/Request For Proposal with complex case scenarios from qualified vendors
  • Assessed HR solution capability against defined criteria and requirements
  • Recommended a final HR vendor solution to the Project Leadership Team, CIOs, and Executive Sponsors
  • Presented the approved HR technology solution to the Board of Visitors and the UPG Board for funding approval


When will Workday HCM be implemented?

The Workday HCM implementation will begin January 1, 2017 with an anticipated go-live date of July 1, 2018. With all major implementations, there will be a de-risking period between July 2016 and December 2016 to ensure exceptional user experience throughout the transition.
 

How will the implementation of Workday HCM impact existing HR systems at UVA?

The implementation of Workday HCM will impact every existing HR system at UVA in some way. Currently, UVA has over 70 systems that collect HR data and six different learning management systems across the Academic Division, the College at Wise, Medical Center, and UPG. There is a lack of integration across the current systems and redundancy. Workday HCM will replace a multitude of the different HR systems and processes across the University, including Oracle Integrated System (EBS) HR/Payroll, PeopleSoft HCM, and Ultipro. The new system will be integrated with a variety of other key University systems (e.g., Student Information System, Financials, etc.)

At this time, the Ufirst HR technology team is conducting an analysis of the supporting HR systems and determining the role of each in the future state. The Ufirst HR technology team will continue to identify which systems stay in the future and which and when systems will be discontinued.
 

Have other universities been consulted on their experiences with a cloud-based HR technology solution? 

Yes. The Ufirst Technology team conducted over 20 reference calls with peer universities across the country to better understand their HR transformation experiences and existing HR technology solutions. We contacted universities both with and without a medical center. Some of the universities contacted include the University of Southern California, Georgetown University, Cornell University, and the University of Miami. Over one third of the peer AAU & AAMC universities now have or are moving to a SaaS solution and many more are following suit.


Do other universities use Workday HCM?

Many other universities have chosen Workday HCM, including Brown, University of Miami, Carnegie Mellon, Cornell, Yale, Georgetown, University of Southern California, and the University of Washington. They are adopting Workday HCM because it is a leading provider for enterprise cloud applications for human resources and finance in higher education. The Ufirst technology team interacts with these universities on a regular basis to gather information and lessons learned from their experience with Workday HCM.
 

Want to learn more?

There will be numerous opportunities to learn more about Workday HCM and how it fits into the broader HR transformation project. Visit the HR vendor selection journey and the solution to learn more.

 

 

 

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Ufirst Project Team Staffing

What is the process for hiring Ufirst team member roles?

All positions requiring 3 days or more of a full-time employee, through the duration of the 24-month project, will be posted and competitively filled. Given that this is a University-wide project, requiring a single posting process, Ufirst will utilize a third party to manage postings in one location. Positions requiring less than 3 days of a full-time employee and subject-matter resources through the duration for the 24-month project will be managed directly by the Ufirst team leads. 

  • The application process is open; we will begin reviewing candidates immediately and will continue until positions are filled
  • To apply, please upload the following PDF files:
    • Cover letter
    • CV – please ensure your CV is current, highlighting your experience and appropriate skills that will positively contribute the position you’re applying for
  • Detailed application instructions are available on the application site

 

What is the selection process that will be followed for the posted Ufirst project roles?

The candidate decides if he or she wants to pursue the posted Ufirst team role. Once the posting period has closed, the Ufirst team will review applicants and select those to be interviewed.  Once final candidates are interviewed and selected, the Ufirst team will collaborate with the candidate to talk with the current supervisor, address any concerns and determine a transition plan. 

 

What is the timeline for transition?

Prospective candidates will be contacted by a Ufirst team lead to schedule an interview. The interview window is expected to take approximately two weeks, at the end of which a final candidate will be selected and notified. Upon receiving an offer, candidates will have 3 days to formally accept.  Transition planning will then begin. The Ufirst team leads hope to have their respective teams staffed and transitioned by Monday, October 31. 

In some cases, team members may maintain their current role and support Ufirst on a limited, part-time basis. In these cases, a transition plan may not be needed.

 

Do I have to be on the Ufirst project to guarantee a role in the future state of Human Resources?

No. Securing a Ufirst project team member role is unrelated to a role in the future state Human Resources department. Ufirst team member role openings are solely project-based.  Future state HR team members will come from multiple sources: team members in the current HR organization, Ufirst team members and targeted external hires.

 

Are Ufirst project positions permanent?

Ufirst project roles are temporary positions with beginning and end dates – the expected end date for project roles is July 1, 2018.  Most positions will be in place for 18 to 24 months. As time passes, and we better understand future state resource requirements, project positions may (or may not) evolve into a permanent position. Project roles provide an opportunity for development, learning and involvement in an exciting transformation.  Future state HR positions will be competitively posted and hired through the normal selection process. Internal hires into the project, however, will not move into a restricted status and will have the same standing as in their current UVA position.

 

Are all Ufirst team member roles full-time?

No. Ufirst team member roles may be full-time, part-time or as-necessary, such as subject-matter resource (SMR) roles. The position job posting will specify whether the posted position is full-time or part-time.

 

As an existing UVA employee, what happens if I accept a full-time role with Ufirst?

If an existing UVA employee is selected for a full-time Ufirst role, the candidate will be expected to leave their current position and will be assigned full-time to the Ufirst project. The selected individual is responsible for working with his/her immediate supervisor to ensure all work responsibilities are properly transitioned.  Each candidate will be able to discuss their path during the interview process. 

 

As an existing full-time UVA employee, what happens if I accept a part-time role with Ufirst?

Candidates selected as a part-time Ufirst team member may work on the project part-time and retain some of their current or other work responsibilities. The percentage of a team member’s time devoted to Ufirst can be found in the role summary and will be reconfirmed by the Ufirst team lead after discussions with the candidate and his/her supervisor.

 

As an existing UVA employee, what will happen to my existing duties if I accept a full-time or part-time role with Ufirst?

If the existing UVA employee accepts a full-time or part-time role with Ufirst, the candidate and the candidate’s supervisor will evaluate needs and determine whether the selected candidate’s previous position needs to be backfilled. All Ufirst candidates, their supervisor and the Ufirst team lead will document the percentage of time dedicated to the project, their previous role (if applicable) as well as the candidate’s responsibilities on Ufirst and in their previous role.  Each party will execute an agreement for the transition. 

 

As existing UVA employee, what are the options for backfilling my existing UVA role?

You and Ufirst resources will work with your supervisor to evaluate needs and whether to backfill the position. Backfill options may include:

  • No backfill
  • Posting the position
  • Reassigning responsibilities within your unit
  • Partnering with another school/unit/department to share a resource

 

If I am not able to take a full-time or part-time Ufirst team member role, can I still help the project?

Absolutely! This is an exciting project with plenty of opportunities to help shape the future of HR. You may serve as a subject-matter resource (SMR) for a certain HR area of expertise, become a leader within the HR community, and participate in system testing activities, along with many other opportunities. Check back for more information.

Will individuals accepting Ufirst positions be part of the Academic institution?

Internal candidates will not be required to change employment status in order to work on the Ufirst project.  For example,  if an employee within the Medical Center is selected for a Ufirst project role, they can elect to remain a Medical Center employee. All external candidates will be hired and report through the Academic institution, with Academic compensation and benefit packages.

 

Will there be changes to compensation, benefits etc.?

Internal candidate’s salaries will remain the same; however, Ufirst team leads and team members will be eligible to participate in the Ufirst Incentive Plan.  The features of the Ufirst Incentive Plan will be communicated to team leads and team members. As noted earlier, Ufirst team members can elect to stay in their current organization through the project; and if so, their benefits will remain the same. 

 

How will performance be evaluated on the Ufirst project?

For full-time team members, performance planning and evaluation will be the responsibility of their respective team lead.

 

Who will be my supervisor on the Ufirst project and what are his or her duties?

If you are selected for a Ufirst team member position, your Ufirst team lead (see table below) will be your direct supervisor. The team lead supervisory duties include:

  • Onboarding newly selected team members
  • Guiding and supporting team members as they get acclimated to their new role
  • Executing the performance management process

 

How will Ufirst project roles be funded? How will the backfill of my current UVA role be funded?

Ufirst will fully fund dedicated project roles that are 3 days or more of a full-time employee.  Funding and reallocation decisions for vacated positions remain at the discretion of the school/unit/department. The candidate accepting a Ufirst position will work closely with his/her immediate supervisor and team lead to ensure all work responsibilities are properly transitioned.

For project roles less 3 days or more of a full-time employee, the Ufirst leadership team will work closely with the school/unit/department, and the candidate’s direct supervisor, to determine the percentage of the resource’s time allocation, responsibilities and timing to begin Ufirst work.               

 

What happens after the conclusion of the project?

Staffing the project team is independent of staffing required by the future state HR operation. There will be a separate and deliberate process for evaluating and selecting talent for future, permanent positions. Taking a project team role is not a guarantee for securing a position in the future state as the organizational structure and position capability requirements are unknown; however, it is an opportunity to showcase skills and participate in the development of the HR transformation.