2018-2019 OHR Annual Report

Office of Human Resources

Annual Report 2018 - 2019

Progress, Momentum, focus It has been another incredibly motivating, enthusiastic, and innovative year in the Office of Human Resources (OHR).

Every individual in OHR continues to astound me with their dedication to providing service to the 12,756 staff and faculty at the University of Pittsburgh. FY19 was full of progress— from continuing to provide high quality HR solutions, to improving our systems and processes to ensure an excellent employee and candidate experience.

While we continue to build on our strengths as a team and improve our day-to-day processes, we also maintain our deep respect and concern for our community in times of need and emotional strife by providing community outreach and support to our faculty and staff. Though the City of Pittsburgh has recently faced great adversity, such as the loss of Antwon Rose and 11 members of the Tree of Life congregation, we can truly say that Pitt is “Stronger Than Hate.”

Last year, we began taking key steps towards optimizing many of our processes. This year, we took many incredible steps forward and upward in how we serve, innovate, and communicate with our customers. The launch of Talent Center in December was a major accomplishment for both the Pitt Worx team and the entire University community.

We are proud to bring a more refined process to recruiting and onboarding to the University, and we continue to make improvements over time to make it even better. In FY19, we hired 900 new staff to the University, 767 temporary staff, and over 3,300 undergraduate student workers.

We are thankful for the opportunity to both establish and maintain many collaborative, enriching relationships within the University community. Many of these relationships include University Affinity Groups, University Staff Council, the School of Education, the Office of Diversity and Inclusion, Computing Services and Systems Development (CSSD), Financial Information Systems (FIS), the Katz Graduate School of Business, and the College of Business Administration.

We especially thank the 110 Pitt Worx Champions, who are helping us pioneer our innovative new system to the Pitt community.

Another step towards improving our customer support and service was taken with the launch of Salesforce within the HR Customer Support team. This implementation has allowed our team to provide support that is both efficient and high quality.

To date, the HR Customer Support team has responded to over 3,895 inquiries and requests since its launch.

This year the University Child Development Center (UCDC) installed a sleek and fun, yet educational playground. The overhauled space is well deserved and embeds the Reggio Emilia approach to learning. Pitt is so fortunate to have the UCDC staff to support, nurture, and enhance all areas of a child’s development in a safe, supportive learning environment.

Last year, we assisted our colleagues with writing their own financial story with the enhancements to the University’s Retirement Savings Plan. This year, we are proud to be recognized nationally for those efforts with a first-place win from the 2019 Eddy Awards, a first-place win from the 2019 Plan Sponsor of the Year Awards, and a third-place win from the 2019 Plan Sponsor Council of America Awards.

These recognitions place us in the same company as great institutions like Harvard University, IBM, and Southwest Airlines.

We are grateful for TIAA CEO Roger Ferguson visiting the University in November for a day full of inspiring conversations and presentations in support of our commitment to building financial literacy and understanding within the University community. Mr. Ferguson met with our affinity group leaders, students, faculty, and staff.

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I thank each person in OHR and UCDC for their exceptional contributions, positive spirit, and continued drive. We continue to make tremendous accomplishments and I am inspired by the work that you do every single day.

The team’s momentum and focus are strong. We thank the University of Pittsburgh community for allowing us to serve.

Cheryl L. Johnson

Vice Chancellor, Human Resources

UCDC’s beautiful, new, educational playground opened in Spring 2019.

Features include a vegetable and flower garden, bike path, musical instruments, and more.

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TABLE OF CONTENTS

4

July - September 2018

Q2

6

OCTOBER - DECEMBER 2018

Q3

8

JANUARY - MARCH 2019

Q4

10

APRIL - JUNE 2019 Supported Initiatives Key: Plan for Pitt*

*the plan for pitt is a strategic initiative to enable the university to strengthen its capacity to advance priorities and unite in pursuit of common objectives.

TOTAL EMPLOYEES*

PITT Quick Stats

12,756

Pittsburgh campus

845

54.1%

45.9%

Female

Male

7,363

6,238

1,537

American Indian or Alaskan Native Asian

906

Black or African American

315

Hispanic or Latino of any race

Traditionalist/Silent 1928 - 1945 Baby Boomers 1946 - 1964

Regional campuses

11

Greatest < 1927

10 106 10,496 220

Native Hawaiian or Other Two or More Races White Undisclosed

2

0.01%

143

1.1%

4,107

30.2%

Generation X 1965 - 1980

5,235

Millennials 1981 - 1996

4,089

Generation Z 1997 - Present

38.5% 30.1%

25

0.2%

*Includes all full-time and part-time regular faculty, staff, union, and executives, as of 5/31/19

OHR by Department HR Administration

employee & labor relations

Regional Campuses

Benefits

Organization development

Compensation

Talent Acquisition

University child development center

3

Q1

July - September 2018 OHR Publishes first Annual Report July 2018 OHR excitedly published the first annual report for fiscal year 2018, which highlighted many of the tremendous accomplishments of the department. The annual report was produced by the OHR Communications team in collaboration with and printed by University Printing Services.

United Way initiatives maintain momentum July 2018 OHR continues special fundraising and volunteer opportunities to benefit the United Way of Southwestern PA throughout the year.

Notable events include: jeans days, breakfasts sponsored and cooked by OHR leadership, a cornhole tournament, bookbag decorating, and more.

Improvements to Staff Recruiting and Hiring Approval Process August 2018 In collaboration with Responsibility Center leaders, the Compensation team implemented an improved compensation analysis workflow to help reduce barriers and decrease the average time to complete the staff recruiting and hiring approvals processes. The purpose of these improvements was to create a workflow that coincided with the launch of Talent Center, as well as to create transparency via reports and dashboards. A kaizen event in February 2018 helped guide these updates, which were presented to senior leadership in October 2018.

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The goals for improving the workflow were to streamline and simplify the approval processes by reducing the number of approvals necessary by senior leadership; ensure consistent, compliant processes across the University; and to create an exceptional user experience.

Pitt Worx Champions Program Kicks off September 2018 The Pitt Worx Champions had a kick-off event in September 2018 to assist with the launch of Talent Center. A total of 115 Champions across the University community participated in six meetings throughout the year, taking part in system demos, information sharing, and devising best practices for implementation in their own areas.

The role of a Champion is to be a compelling advocate of the Pitt Worx system, ensuring University colleagues receive accurate information about system functionality, its value to the University, and the benefits of its adoption.

Successful Pitt-Johnstown Contract Negotiations July 2018 OHR, in particular Employee & Labor Relations, successfully renegotiated collective bargaining agreements for Pitt-Johnstown Police in July 2018 and Service Employees International Union (SEIU) Johnstown in October 2018.

Both agreements were accomplished thanks to a collaborative effort, and the goodwill between the Union and the administration remains strong.

Wellness for Life continues to offer resources for Faculty & Staff September 2018 University faculty and staff participated in a variety of wellness initiatives, including biometric screening events, flu shot clinics, and healthy activity campaigns, throughout the year. The initiatives promote the overall well-being of the University community and are offered at no cost in an effort to be inclusive and accessible.

Biometric screening events were offered throughout the fall and spring. Flu shot clinics took place in October and November. Campaigns like the Pitt Weight Race and Race Through Space, which continues through November 2019, promote a healthy lifestyle, teamwork, and goal setting.

2,473

13

758

Flu Shots Given

Biometric Screening events Held

Faculy and Staff screened

5

Q2

October - December 2018 Career Transition Project wins UPSIDE Award October 2018 OHR’s Career Transition Project received the 2018 University Prize for Strategic, Inclusive, and Diverse Excellence (UPSIDE) Award.

The Career Transition Project, with Talent Acquisition, was selected from 25 nominations. The Award acknowledges programs that increase access to and full participation in all aspects of the University by minorities, women, and other classes protected by law.

On-Campus Support Offered October 2018 OHR helped to arrange on-site support and broad community outreach throughout the year in response to various current events that affected our campus, our city, and our nation. Outreach included group sessions and individualized support, and were offered at no cost for faculty and staff.

TIAA CEO Roger Ferguson visits Pittsburgh Campus October 2018 Supporting the University’s Retirement Savings Plan and the “Write Your Own Financial Story” campaign, TIAA CEO Roger Ferguson visited the Pittsburgh campus for a full day of financial literacy.

Throughout the day, Mr. Ferguson met with a variety of groups from the University community, including faculty and staff, students, University Affinity Group leaders, and senior leadership, to discuss topics from financial literacy to the importance of diversity and acceptance in the workplace.

The event was hosted by the Office of Human Resources and the TIAA Difference Makers 100 program. The event was sponsored by the College of Business Administration and endorsed by faculty and staff Affinity Groups.

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“Introducing Pitt Worx...”

October 2018 The new, modern HR, payroll, and financial system through Oracle HCM Cloud is officially announced as Pitt Worx. Pitt Worx is comprised of modules for both human resources and payroll applications to support many of the every day tasks of the University’s faculty and staff.

Functionality and design of each of the Pitt Worx modules have continued throughout all of FY19, including the launch of the first module, Talent Center, in December 2018.

Talent Center Goes Live December 2018 Talent Center, the University’s new recruiting, hiring, and onboarding system, goes live!

Talent Center offers resume parsing for applicants, real-time statuses and notifications, and integrated onboarding processes. The launch of Talent Center marks a significant milestone for Pitt Worx and an accomplishment for the project team.

pittworx.pitt.edu Launches October 2018 The Pitt Worx website, www.pittworx.pitt.edu, launch coincided with the introduction of Pitt Worx to the University community.

The website is the hub for information about each of the Pitt Worx modules, as well as promotional videos, educational resources, and more. The website was created by the OHR Communications team in collaboration with University Web Communications.

Join.Pitt.Edu launches December 2018 With the launch of Talent Center, a new career website launches at www.join.pitt.edu.

The website, created by the OHR Communications team in collaboration with University Web Communications, offers a modern and engaging experience for job seekers interested in viewing available positions at the University and learning about working at Pitt.

88,000+ visitors to join.pitt.edu since launching on December 17, 2018

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HR Customer Support Team implements Salesforce January 2019 To improve relationships with customers and to streamline processes, the OHR Customer Support team implemented Salesforce CRM in December 2018. The system was fine-tuned through January 2019. Salesforce allows for automated tracking and ticketing of support requests to increase the efficiency and accuracy of inquiries.

As part of the Salesforce launch, the HR Customer Support Team began using a new email, HRCustomerSupport@pitt.edu.

3,895 Cases closed since Salesforce launch

1,335 All-Time Cases related to Talent Center

4,017

Total Cases opened since Salesforce Launch

1,154

Talent Center cases from 12/11/18 - 2/28/19

181

Talent Center cases from 3/1/19 - Present

ELR 2.0 Transformation February 2019 Employee & Labor Relations held comprehensive sessions organized and designed by Organization Development to improve two of its service lines: investigations and conflict mediation.

These sessions are part of an overall effort for Employee & Labor Relations to improve its relationships and efficiency with staff matters, as well as to better advocate to all staff at the University.

Pitt Wins 1st Place at the 2019 Plan Sponsor of the Year Awards March 2019 The University of Pittsburgh is the first place recipient of the 2019 Plan Sponsor of the Year Award in the Public Defined Contribution (DC) category for the University’s Retirement Savings Plan. Pitt was recognized for the “Write Your Own Financial Story” communications campaign, education initiative, and overall enhancements made to the Plan.

The Plan Sponsor of the Year award program, sponsored by PLANSPONSOR, recognizes retirement plan sponsors that show a commitment to their participants’ financial health and retirement success.

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Q3

January - March 2019 OHR Finalizes Teamsters Multi-Employer Plan Withdrawal January 2019 OHR formally moved the Teamsters from a union-sponsored plan to the University’s Retirement Savings Plan. This move allows the University to increase Teamsters staff salaries, as well as offer the University’s Retirement Savings Plan to participants.

Pitt Wins 1st Place at the 2019 Eddy Awards March 2019 The University of Pittsburgh, in partnership with TIAA, are the first place winners of the 2019 Eddy Awards in the “Plan Transitions” category. Pitt was recognized for the implementation and communication efforts in the 2017-2018 enhancements to the University’s Retirement Savings Plan and the “Write Your Own Financial Story” campaign.

The “Plan Transitions” category honors select organizations for their investment education and communication materials for employees eligible to participate in a retirement plan and/ or are impacted by plan changes. The Eddy Awards, sponsored

by Pensions & Investments, recognizes best practices by plan sponsors and service providers that offer investment education to defined contribution plans.

130

fsdp Courses offered in fy19

Faculty & Staff Development Program continues to grow March 2019

3,200+

The Faculty & Staff Development Program (FSDP) continues to expand its course offerings to University faculty and staff. Instructor-led and online workshops in both the fall and spring terms provide opportunities to enhance professional knowledge and skills in leadership; diversity and inclusion; University business; finance and research; technology; HR administration; and more.

196

Aligning with the Provost’s Year of Pitt Global and in partnership with the University Center for International Studies, a new certificate program was added this year.

The Global Competency Certificate Program offers participants the opportunity to learn about the diverse cultures represented at Pitt as well as University policies and resources that support Pitt’s strategic goal of embracing the world.

FSDP Program Participants

Certificates Earned

A total of five certificate programs are offered through FSDP.

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Take Our Daughters & Sons to Work Day April 2019 OHR participated in the annual Take Our Daughters and Sons to Work Day, welcoming in eight of OHR’s own for a day of activities and learning with every department (plus a visit from Roc!).

Pitt Wins 3rd Place at the 2019 PSCA Signature Awards

Cammack Publishes Case Study

April 2019

May 2019

The University of Pittsburgh is the third place recipient of the 2019 Plan Sponsor Council of America (PSCA) Signature Awards in the Plan Changes - Large Company category for the enhancements made to the Retirement Savings Plan, as well as the “Write Your Own Financial Story” communications campaign and education initiatives.

For more than two decades, PSCA’s Signature Awards have established the gold standard for excellence in retirement plan communications.

Cammack Retirement Group published a case study about the University’s Retirement Savings Plan enhancements and initiatives.

The study provides an overview of the efforts made by the University and the Retirement Oversight Committee to negotiate the plan’s recordkeeping fees and services, streamline the investment menu, rebrand the retirement plan story--which became “Write Your Own Financial Story,” and provide education and communication opportunities to University faculty and staff.

Recruitments, New Hires, and transfers in fY19 June 2019

1,356 Staff Postings Filled

1,027 10

All-Temps Staff hired

69

Full-Cycle Recruitments

239

All-Temps Transfers to Regular Staff

Staff, Union, Executive Pittsburgh Campus Includes Postings from PittSource and Talent Center

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April - June 2019 OHR Identity Guide Published

Career Transition Project hires 50th Individual to Pitt

May 2019 The OHR Communications team produced and published an Identity Guide for all of OHR that offers guidelines for utilizing templates; writing professional communications; how and when to use certain colors, logos, and fonts; and more.

The OHR Identity Guide is available in the OHR Staff section of SharePoint, and aims to both simplify departmental processes and help present OHR as a unified presence across the University community.

Talent Alliance Graduates First Cohort April 2019 The Talent Alliance, developed in 2018 in collaboration with local higher education institutions to train individuals for administrative and custodial roles, graduates its first cohort of 20 fellows.

In April, OHR hosted six fellows for a “shadow” day in which participants experienced a “day in the life” of the vital administrative roles at the University.

May 2019 The Career Transition Project celebrates its 50th hire to the University since the start of the project in July 2015. As of May 2019, OHR has officially hired 40 individuals with disabilities and 10 veterans through the program.

The Career Transition Project aims to hire veterans and individuals with disabilities, as well as actively provide outreach services to the University community, including assisting with job searches, attending career fairs, and creating referral resources for those who have been hired at the University.

In FY19:

16

Total New hires

11

34 45

individuals with disabilities

New Community Partners and referral sources created Community events attended

5

Veterans

Consultations and Resources offered to University Areas June 2019 OHR, through Organization Development, conducted approximately 40 consultation projects with University schools, departments, and individuals.

Approximately 1,900 individuals participated in these projects and facilitations.

Consultations can include an organization analysis, coaching for individuals or organizations, change management, and other tools and resources.

The anticipated outcomes for these consultations includes developing action plans and strategies to address sustainable organizational effectiveness and performance; working to achieve a specific workplace outcome through self-discovery and practical application; and offering expertise and technique in facilitating communications around objectives for change management, negotiating, and strategic planning.

1,900

Individuals Participated in Consultations

40

Consultation Projects in FY19

11

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