UW USER Online Appointment Development USER Task Group Charter

Deliverables and Updates

Team Members

Leader:

Rhonda Lahey, Academic Human Resources

Members:

Sue Bernhardt, Honors Program Patricia Bonner, HR and Payroll Initiative Christy Block, Medical Centers Human Resources Danae Hollinger, Academic Human Resources Steve Marty, Medical Centers Human Resources Colleen McKay, Periodontics Dennis Meske, HR Compensation Office Ginny Montgomery, Payroll Office Barb Peterson, Pathology Gary Prohaska, HR and Payroll Initiative/Computing and Communications Tina Schulstad, Physiology and Biophysics Kirk Udovich, HR and Payroll Initiative/Computing and Communications Susan Williams, English

Vision

Appointment information for all faculty, staff, students, affiliates, appointees, retirees, and other appropriate individuals will be entered by the appointing unit. This includes new appointments, appointment changes, reclassification, promotion, re-appointment, salary changes, layoff, separation, termination, retirement, and other appointment related information.

Post-audit concepts will be utilized for all appointment entries. Where appropriate, automatic notification of entry will be sent via e-mail to facilitate post-audit review processes. For example, deans/directors' offices and human resources offices may receive e-mail notification of salary adjustments. Another example would be automated e-mail messages regarding reappointment sent to the appointing unit, dean's/director's office, human resources office, and to the individual.

The appointing unit will have access to all appointment information for the individual. A complete history for current and former faculty, staff, student, affiliates, appointees, retirees, etc. will be available to all appointing units and central offices.

Users of the appointment system will be able to access various levels of detail to assist them. The user will be able to view lists, be provided with definitions or explanations of these items, and be guided to appropriate choices. For example, links will be provided to job class lists, job descriptions or specifications for the job class. Additional information available through links and direct access would include salary tables and other ancillary documents.

To accommodate varied shifts and individual needs these web based applications will be available seven days per week and 24 hours per day. Entry and access will be possible during payroll calculation. Automated messages will alert the user to the effective date of information which has been entered. In addition, these web based applications will make use of available technology to automatically send messages to individuals and appointing departments about key dates such as increment dates, probationary or trial service period end dates, leave status and appointment end dates. These messages also will be sent to managers, supervisors, central offices, and other appropriate individuals or units.

The individual or any of their appointing units may access and enter information from home or university department, the library, computer labs or other locations. 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 Appointment USER Task Group (UTG) starts with authorization to begin a new appointment and continues through all appointment information and parameter changes including rate of pay, appointment percentage, start and end dates. The scope includes links to detail information related to all appointment data elements, policies and other related information. The scope of the Appointment UTG ends with storing the records after the appointment at the University ends.

Task

This UTG will deliver an appointment process which is information based and meets the needs of the appointing unit, the appointee, and the University. For purposes of this UTG, "appointment" includes the re-appointment process, salary adjustments, temporary salary increases, and other processes which alter appointment data elements.

This UTG will design and provide the content and detail for all appointment activities within a web-based module where the appointing unit or a designated unit can enter and access appointment 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 information including, but not limited to, policies, procedures, data element definitions and requirements, labor contracts and job descriptions, the content of which relate to appointments, particularly appointment classifications and salary rates.