UW USER Employee Self-Service User Task Group Charter

Deliverables and Updates

Online W-4 and Job Profile - June 2005
Printable Earnings Statement - September 2004
Employee Self-Service (ESS) Survey - July 2004
Online Direct Deposit - March 2004
Early Email Access - June 2000
Employee Self-Service (ESS) Rollout Message from Weldon Ihrig, Executive Vice President - November 2000
Employee Self-Service (Direct Link) - November 2000

Team Members

Co-Leaders:	David Girts, University Police Gwyn Hinton, Evans School of Public Affairs
Current Members October 2003-Present:	Lisa Billings, Department of Medicine Patricia Bonner, HR and Payroll Initiative Mary Friedmar, HR and Payroll Initiative Paige Hamlin, Student Fiscal Services Ginny Montgomery, Payroll Office Donna Parks, Copy Services, Publications Services Sandra Prescott, Administrative Information Services Barbara Pearson, MBA Program Office Shirley Runkel, Academic Human Resources Sara Votipka, Academic Human Resources Xuemei (May) Zhang, Administrative Information Services
Special Thanks to:	Paulette Gilliam, Benefits Office Bill Shirey, Administrative Information Services
Charter Leader:	Pat Bonner
Charter Members 1999 - 2003:	Kathleen Dwyer, Benefits Office Debra Mitchell, Facilities Services Custodial Division Donna Parks, Copy Services, Publications Services

Vision

The hiring/appointing of an individual will trigger a process which the individual will be able to complete prior to beginning work in the appointing unit, i.e. on their first day of service. In addition, the individual will receive some information, such as parking location, prior to arriving for their first day. New faculty, staff, graduate appointees and student hourly employees will have all the authorizations and access necessary to begin their work when they arrive at the hiring unit. Permanent and temporary staff authorization and access needs will be covered. This vision includes interactive modules and other applications of technology which will allow the individual to complete steps essential to employment on their first day of university service. The individual will be able to complete most of the employment basics using these interactive computer applications. For example, the individual will access user friendly applications to learn about key university policies and procedures, enter their own personal data (addresses, emergency contacts, dates of vaccines, certificates and licenses), sign up for faculty club membership, choose direct deposit and enter related information, choose their voluntary deductions, learn about the benefits offered and sign up for them on line, etc.

The individual will also be able to access instructions that will explain how to update and change their information as needed in the future. For example, individuals will learn how they can change their own address, withholding, and benefits selections online.

To accommodate varied shifts and individual needs these web based applications will be available seven days per week and 24 hours per day. In addition, these web based applications will make use of available technology to automatically send reminders to the individual about key dates such as open enrollment, options that are age or time based, vaccine requirements, etc. These reminders will also be sent to managers, supervisors, central offices, etc. as appropriate. The individual or their hiring unit may access and enter this information from home or university department, the library, computer labs or from central areas provided for the employment basics and benefits functions. The information captured will be added to the data repository which is the permanent record for each individual who has an employee or appointee relationship with the University.

Note: the vision statement is *not* a statement of what will necesssarily be completed during this project. It is a statement of where we would like to be in the future, and we might not get there in the short term. Even so, anticipating future requirements is important to the current application development team.

Scope

The scope of the Employment Basics and Benefits USER Task Group starts when an employment or appointment offer has been accepted by the individual. This scope includes the initial information which should be available to a new employee, entry of employee/appointee personal data; as well as entry of changes and additions to the employee/appointee data that occur during their employment/appointment at the University. The scope of the Employment Basics and Benefits USER Task Group ends with the archiving of the records after the employment/appointment at the University ends.

Task

This task group will deliver an efficient and effective employment basics and benefits process which is information based and meets the needs of the hiring departments, the employees and the university. For this task "employment basics" includes the person-to-person and web-based activities and information which is needed by the University and the individual.

This task group will design and provide the content and detail for new employee services and benefits sign up functions. This task group will design a web-based self-service module where the employee/appointee can enter personal data, benefits selections and sign up for university services such as parking, al la carte, etc. The self-service module will provide the means for new and existing employees/appointees to use this technology to access, choose and change information regarding their benefits, voluntary deductions, university services and personal data. The module will be self-explanatory, lead the novice user through choices, contain clear help screens and messages, utilize web technology to link to detail such as policies, procedures, labor contracts, etc. which contain information related to employment and benefits.