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

Current State Assessment - All Institutions pdf

Each UW institution (except UW-Madison) 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.

Next Steps

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).

Background

Chaired by members of the UPS Project Team, six work groups were formed and staffed with employees from institutions across the UW System. In the beginning each work group was charged with reviewing the issues identified in the current state assessment. The current state assessment served as the foundation of each work group’s focus and laid the groundwork for the initial UPS recommendations.

After reviewing the current state assessment, the work groups devoted a great deal of time and effort formulating their initial UPS recommendations. Once the recommendations were completed, institutions were asked to communicate them to their employees (stakeholders) and collect their feedback. The UPS Project Team compiled all stakeholder feedback into one document and used it to refine the recommendations into the current proposed UPS implementation decisions.

Proposed UPS Implementation Decisions

During the summer (2012), the UPS Project Team reviewed the feedback in order to draft the proposed UPS implementation decisions. Stakeholder feedback helped guide the decision whether each recommendation would stay as previously proposed, would be modified, or would not be implemented on July 1, 2013.

The initial recommendations were categorized by work groups but the proposed UPS implementation decisions are now grouped by decision categories. There are five decision categories that describe when proposed decisions might be implemented and what process is involved in implementing them. The five decision categories are:

  1. Proposed decisions that must be in place by July 1, 2013 requiring Board of Regents and Joint Committee on Employment Relations approval.
  2. Proposed decisions effective July 1, 2013 requiring Board of Regents approval but not Joint Committee on Employment Relations approval.
  3. Proposed decisions effective July 1, 2013 requiring Board of Regents approval and statutory change.
  4. Proposed decisions that UW institutions are encouraged to implement under existing delegated authority.
  5. Proposed decisions recommended for further discussion and potential implementation after July 1, 2013.

The proposed UPS implementation decisions are organized in three layers of increasing detail (1) an executive summary {UPS Executive Summary Proposed Implementation Decisions 2012 pdf }, (2) a listing of proposed UPS implementation decisions by decision category (Table Of Proposed Implementation Decisions By Category 2012 pdf ), and (3) a detailed decision document for each proposed decision, which are linked in the listing of proposed UPS implementation decisions document under the Decision Document Number column.

Stakeholder Review of Proposed UPS Implementation Decisions

Over the next few weeks each institution and its stakeholders will review the proposed UPS implementation decisions. The institutions will hold various meetings during this time in order to provide opportunities for collecting stakeholder comments, which will be given to the UPS Project Team. In addition, any stakeholder can email comments directly to the UPS Project Team at ups@uwsa.edu.

Next Steps After Stakeholder Review

After the final stakeholder review period closes on Friday, October 19, 2012, all comments will again be reviewed and considered while the proposed UPS implementation decisions are finalized in preparation for the Board of Regents review. The final UPS proposed implementation decisions will be considered for final approval by the Regents at their meeting on December 7, 2012. After Board of Regents approval, the Joint Committee on Employment Relations must also review and approve the proposed UPS implementation decisions before they can be implemented across the UW System. This final step before implementation is expected to occur in February 2013.

Please visit the UPS timeline for more information.

Background

One of the most important steps in organizational change is assessing the current state of policies and processes.  This analysis provides, in more detail, a starting point in which to build upon for continuous improvement in certain areas.

Every UW System institution (not including UW-Madison) was asked in September 2011, to assess the current classified and unclassified personnel systems by detailing specific problems, symptoms or limitations that prohibit or limit their ability to effectively manage their workforce. The intent of the assessment was to identify a starting point where the UPS Project Team could begin creating the new personnel system.

Every individual assessment was reviewed, and all responses were combined into a single report (Current State Assessment - All Institutions pdf ) 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.

The combined report helped the UPS Project Team draft the initial recommendations while at the same time started a robust dialogue across the UW System institutions about what personnel processes were in scope (e.g., the lengthy unclassified recruitment process).

The Final Step - The Institutions' Current State Assessments

Following the stakeholder review of the initial recommendations, proposed UPS implementation decision documents were drafted.  During the drafting process, the UPS Project Team was asked to perform a final review of the current state assessment.  A new column was added to the report to indicate whether a particular problem, symptom or limitation was:

  1. discussed and incorporated within a proposed UPS implementation decision document; and/or an endorsed decision/recommendation and/or agreed upon statement; (indicated by the code "DR");
  2. discussed and not  incorporated within a proposed UPS implementation decision document; not an endorsed decision/recommendation and/or agreed upon statement; a statement pertaining to an individual situation from which no universal change could be made (indicated by the code “DNC”);
  3. discussed, and agreed to be a change which Institutions already have the authority to address (indicated by the code “IND”);
  4. discussed and considered out of scope for the UPS implementation project (indicated by the code “NA”).

The final summary of the current state assessment (Final State Assessment - All Institutions pdf ) ensures all problems, symptoms or limitation have been considered during the UPS Project, and provides a way for stakeholders to view a comprehensive list of issues that were instrumental in drafting the proposed UPS implementation decisions.

Background

The UPS Project Team posted the proposed UPS implementation decisions on September 10, 2012. Stakeholders were asked to review the decision documents and send feedback by October 19, 2012, to the UPS Team or their local Offices of Human Resources.

Stakeholder Feedback on Proposed UPS Implementation Decision Documents

Thank you to all who submitted comments and questions!  The UPS Project Team received feedback from every UW System institution, totaling over 700 responses.  All stakeholder feedback was combined into one comprehensive summary document (Proposed Implementation Feedback Summary pdf ) organized by work group category, as well as a general section and statutory changes section.

Next Steps

Stakeholder feedback was a key component in drafting the Regent Policy Documents (RPDs) and UPS Operational Policies (UPS Ops) that will be part of the Board of Regent materials for the December 2012 meeting.  As additional UPS Operational policies are developed, stakeholder feedback will continue to be a key component in policy development.