HR Update - FY 24 Issue 01
Issue Date: July 19,2023
In This Issue
- New Prehire Automation Process Implemented on July 12th
- Updates to Performance Tasks Implemented in AspireAlaska
- Update to the Telework Policy and Agreement Form
- New Family and Medical Leave Act Poster
- DOPLR Comings and Goings
New Prehire Automation Process Implemented on July 12th
On July 12, 2023, the Department of Administration, Division of Finance implemented a new prehire automation process that allows for more complete user records for new hires and makes it easier for recruitment staff to submit the new hire information for entry into IRIS HRM. This is part of an ongoing effort to improve the statewide onboarding process and ensure that employees have the access they need on their first day of work.
The IRIS New Hire Automation is set up to improve the initial user creation for new or rehired employees so they have the access they need to do their jobs on their first day of work. With this new process, the user record added to the State Directory will be populated with the home unit, bargaining unit, manager, and location information (if available) based on the PCN the employee was hired into. By reducing the number of user records pending updates based on the appointment processing, we can ensure that the employee is granted access to the dynamic groups, AspireAlaska, and many other applications dependent on a completed employee user record.
With the implementation of this automation, we anticipate a reduction in the number of user records that will never be used, which is a potential licensing and security issue. With the entry of the prehire information being done through the automation, the employee record will be added to IRIS seven (7) days before the employee’s provided start date; for those employees with a start date of less than seven (7) days, the data entry will occur that day into IRIS so that the user record will be added to the directory the next business day. Another benefit of waiting until closer to the employee’s start date to enter the record into IRIS is that we can reduce some of the issues encountered when a prehire gets added for one department but then accepts a job with another department.
For those administrative staff and hiring managers responsible for hiring or onboarding, this change will mean that the Employee ID Number will not be available until a maximum of 7 days before the employee’s originally provided start date. With the automation, an email notification can be sent to an additional contact so that administrative staff, a supervisor, or a hiring manager can be notified once the employee has been entered into IRIS HRM, this email will also include the Employee ID Number information that is needed by the employee to login to IRIS and to complete new hire paperwork. Upon receipt of the Employee ID Number, staff can work with their OIT contact to ensure that the employee is ready to work on their first day of employment, which can include items like assigning software licenses, assisting with computer setup, assisting with temporary password credentials, assigning additional group memberships, moving the employee into the correct container in Active Directory, etc. Many of these OIT steps are department specific.
For this information to be processed in the expected timeframe, it is now required to provide the new hire’s start date to your Recruitment /Talent Acquisition contact. Recruitment/Talent Acquisition staff must have a Start Date to submit the record to the automation for entry into IRIS. This not only helps with the timing of the user creation but will also be critical for when the future onboarding task assignment process is implemented statewide so that required tasks can be assigned based on that start date and due dates can be calculated correctly.
Please work with your department Recruitment/Talent Acquisition staff on how to best provide this information of the new hire’s start date after hire approval has been granted.
We appreciate your time and attention to this process improvement intended to make onboarding more efficient and effective for our new hires to the State of Alaska.
Updates to Performance Tasks Implemented in AspireAlaska
On Friday July 14, 2023 any State of Alaska employee who has access to Performance Management in AspireAlaska was sent an email to inform them of updates that were made to the Performance Tasks based on feedback we have received and questions that come in to the AspireAlaska Help Desk.
These updates pertain to the Performance Evaluation and Performance Planning tasks that were made available starting the afternoon of July 14th, 2023. If you had previously launched a Performance Evaluation or Performance Planning task you will notice that those are now appended with a “Version 3” to denote that you are completing a previous version of the task.
Any Performance Evaluation or Performance Planning task launched moving forward will see the following changes:
Old Process (Version 3) | Updated Process | Benefit |
---|---|---|
Performance Planning Users see the following three sections: Existing Performance Expectations (on this screen a user can add new expectations/SMART goals). New Performance Expectations (on this screen a user can add new expectations/SMART goals). SMART Goals (on this screen a user can add new performance expectations/SMART goals). |
Performance Planning
Users see in the future: One section that outlines existing Performance Expectations and SMART goals while giving users the ability to add any new ones |
By cutting down on multiple sections in the Performance Planning task, we hope to streamline the user experience making Performance Expectations and SMART Goals appear on just one page |
Attachments Employees or supervisors can add attachments to the Performance Evaluation or Planning Task, however there is no report that shows which evaluations/planning tasks have attachments added |
Attachments We added a question for both employees and supervisors to determine if any attachments have been added. This will be a yes/no question, with no indicating that no attachments have been provided |
The question will allow us to run reports and determine which evaluations have attachments, greatly benefiting HR staff |
Employee Sign Off The employee is given 7 days to sign their evaluation before it goes past due. While in a past due status, the employee can still sign off on the evaluation. |
Employee Sign Off Employees have 15 days to sign off on their evaluation with email communication being clear that an action is needed from the employee |
This change will align our evaluation process with language found in most collective bargaining agreements |
Email Communication Our email communication during the evaluation and planning process does touch base with both employees and supervisors |
Email Communication Our revamped email communication not only touches base with employees and supervisors but makes it clear to them when an action is needed, as well as clearly outlines where in the process they are currently at as well as provide relevant resources to aid in the process |
Clear, consistent and concise messaging will help both employees and supervisors through the process in AspireAlaska. |
Job-Aids Some of our job aids may not reflect the new processes outlined above |
Job-Aids We refreshed most of our job aids to accurately reflect our new processes and will be completing all in the near future |
Reliable and resourceful guidance for both employees and supervisors |
Update to the Telework Policy and Agreement Form
On July 11, 2023 an update to the Telework Policy (PDF) and Telework Request and Work Agreement form (PDF) were posted to the Division of Personnel and Labor Relations website. These were minor revisions to help clarify some requirements of telework and to gather additional information to confirm the telework arrangement.
Updates made to the Telework Policy:
- Added clarification that no international telework is allowed.
- Clarification that employees are required to either respond to their work phone number or respond timely to voice mail during work hours.
Updates to the Telework Request and Agreement form:
- Request employees provide the Home Address along with Work Address and Telework Address to help confirm whether they are working from home or another location.
- Added spot for Supervisor phone number in case they need to be reached about questions.
These updates can be seen on the Division of Personnel and Labor Relations website.
New Family and Medical Leave Act Poster
The US Department of Labor issued a new Family and Medical Leave Act (FMLA) poster. If you have not done so already, please print and display the poster in your department's break rooms or common areas.
If you or an employee have any questions about FMLA or AFLA, please reach out to the Absence Management team at soa.absence.management@alaska.gov.
DOPLR Comings and Goings
Goings (leaving DOPLR)
- Yoland Wray (Employee Relations)
- Kelly Oyagak (Employee Relations)
- Bert Bennett (CLassification)
Comings (New to DOPLR/Internal Promotions)
- Melynda Foster (Employee Relations)
- Jennifer Hartley (Employee Relations)
- Alecia Rathlin (Labor Relations)
- Mercedes Sylva (EEO)