HR Update - FY 24 Issue 05
Issue Date: April 19, 2024
In This Issue
- AspireAlaska Learning Manager Training Now Available
- Update to Automatic Expiration of Prehires in IRIS HRM and LDAP
- Updates Coming to Performance in AspireAlaska
- DOPLR Comings and Goings
AspireAlaska Learning Manager Training Now Available
AspireAlaska Learning Manager Training is now available in AspireAlaska. This training will teach you how to:
- Upload department/division specific content in AspireAlaska as well as control availability to who can view it.
- Automate assigned trainings to improve onboarding as well as document acknowledgements for policy documents.
- Create and facilitate online training and record attendance on employee’s transcripts.
- Run standard reports as well as create dashboards and custom reports.
- And so much more!
Learning Manager training should be taken by employee’s who job responsibilities will include assigning division/department wide training, creating content, marketing training for the entire division/department etc.
Supervisors who just want to assign their team training DO NOT need to be taking learning manager training.
The Learning Manager training in AspireAlaska is self-paced and is built on a two-day recording from when the training was offered live. Some of the screens referenced may have minor aesthetic changes but the concepts are all still relevant today. We hope to bring back live learning manager training in the future, but this should help get a good foundation.
Update to Automatic Expiration of Prehires in IRIS HRM and LDAP
On April 1, 2024, the Division of Finance adjusted the maximum number of days a prehire record will be sent from IRIS to LDAP (DSGW). Previously, data from IRIS HRM were sent to LDAP for up to 105 days after the date entered on the HRDOC, we have changed this threshold to 60 days.
This change comes after careful consideration and analysis of our system usage. With the prehire automation in production use across all Executive Branch departments (Depts 02 to 26), we have observed that the likelihood of a prehire being added to IRIS more than 14 days before the employee’s start date is quite low. Therefore, extending the threshold to 60 days after the trigger date provides a comfortable buffer for the employee to commence work and for DOF Payroll Services to process the appointment action promptly.
Moreover, this adjustment enhances our security protocols by minimizing the risk of having unused accounts lingering in the directory. By implementing this change, we are proactively closing potential security gaps.
Here is an example of what the dates look like for the whole process:
| Date | Action |
|---|---|
| 04/26/2024 | Prehire request submitted to bot with a start date of 6/10/2024. |
| 05/27/2024 | Bot enters the NEMP/HRDOC into IRIS with a triggering date of 5/27/2024 (current date) and EE ID assigned. The 60-day timer begins. (If the prehire request were to be submitted within 14 days of the employee start date then the triggering date would still be entered as 14 days before the start date as other processes are affected by this date). |
| 05/28/2024 | The next business day the employee is added to LDAP. |
| 07/26/2024 | The employee prehire record is no longer sent to LDAP from IRIS. This assumes that the employee hasn’t already been appointed by DOF Payroll Services, in which case the prehire record is no longer relevant, and the active appointment record is used to update LDAP. |
This adjustment should not affect any of your current processes, but we wanted to make you aware of what is happening. This is only for prehired employees, which are those employees who are new to the state or previously worked for the state but are currently separated in IRIS HRM. This does not affect the process for transfers.
Updates Coming to Performance in AspireAlaska
The AspireAlaska team is thrilled to share some exciting advancements we are making to the Performance process within AspireAlaska. Over the past year, we've gathered valuable feedback from all departments using the system, and we will be implementing the following updates to enhance the Performance experience:
- Combined Performance Evaluation and Planning: Moving forward, the Performance Evaluation task and the Performance Planning task will be consolidated into a single task for both the annual or off-cycle task. This streamlining will simplify the process and ensure clarity in expectations. There will still be an option to launch a Performance Planning task for onboarding a new employee or to adjust a plan mid-year.
- Enhanced Support Resources: We are developing new step-by-step videos and guides for every section of the task. These resources will be readily accessible with direct links on the task pages, offering comprehensive assistance throughout the process.
- Refreshed Look and Feel: We are introducing a new interface design tailored to improve the review process, especially when handling multiple performance evaluations simultaneously.
These updates are designed to streamline our processes and enhance user experience across all departments. We believe these improvements will make managing performance evaluations more efficient and effective.
Stay tuned for further details on when these changes will be rolled out.
DOPLR Comings and Goings
Goings (leaving DOPLR)
- Manuel Gonzalez (Employee Relations)
- Alecia Rathlin (Labor Relations)
Comings (New to DOPLR/Internal Promotions*)
- Nathan Kerr (Workforce Services)
- Chelsea Keenan (Employee Relations)
- Brittany Patzke (Classification)