Academic Staff Executive Committee Minutes 03-10-22
Approved 03-24-22
ASEC
Minutes
2:00 –
4:30 p.m. Thursday, March 10, 2022
53
Bascom Hall
https://uwmadison.zoom.us/j/93936751067
Members Present: Donna Cole; Tim Dalby, chair; Stephanie
Elkins; Stephanie Jones; Mallory Musolf; Lindsey
Stoddard Cameron; Bill Tishler
Guests: Lesley Fisher, Karen Massetti-Moran, Patrick Sheehan, Nick Tincher, Scott
Wildman
The meeting was called to order at 2:00
p.m.
The minutes of March 3 were
approved.
General Reports
Tim Dalby, ASEC Chair, reported on
the recent meeting of the Personnel Policies and Procedures Committee. The
committee is continuing its review of Academic Staff Policies and Procedures
Chapter 2, which concerns academic staff appointments. Tim, Mallory, Donna, and
Jake will be meeting with Deans Scott, Wilcots, Hess, and Robbins on Friday to
discuss efforts related to diversity, equity, and inclusion for staff.
Jake Smith, Secretary of the
Academic Staff, discussed a meeting that he and Tim held with individuals in
the Division of Continuing Studies related to career services for staff. Tim
and Jake will discuss this issue with Patrick Sheehan at a
later date. Jake reported that the University Committee is considering
changing emeritus/emerita status to emerit, which
uses the root of the word and avoids the binary gender of the present terms.
ASEC will be working on a briefing document for the new Chancellor related to
academic staff governance issues. OHR is looking at a change to the remote work
policy regarding workplace flexibilities in export control countries due to
risk issues.
Liaison Reports
Lindsey Stoddard Cameron reported
that the Districting and Representation Committee is continuing to work on
refining districting logic, with careful attention being paid to Assembly reps
who are presently serving.
Stephanie Elkins reported that the
Communications Committee is determining roles for the members with respect to
the newsletter. The plan is to build the newsletter in Eloqua.
Guest: Nick Tincher, Program
Director, Administrative Transformation Program
Nick has been serving as director
of ATP since April 2019. As of March 7, he has moved into a leadership role for
the new Office of Administrative Innovation and Planning. This unit will be
responsible for preparation for ATP specifically related to UW-Madison’s needs.
Given the scale and complexity of our institution, the office will be focusing
on the “people” aspect of ATP’s cornerstones of people, process, policy, and
technology. They are also starting to think about the basis of continuous
improvement for ATP and how that will be realized for UW-Madison. As we use
more cloud-based technologies that are purchased from outside the institution,
we need to think proactively about how the features of those systems will meet
the needs of staff, faculty, and students. This office will be developing a new
team as opposed to bringing people over from ATP, which currently has about 55
people. Joanna Wang is the program executive for ATP and will determine how to
fill Nick’s former position. Nick will continue to partner with the ATP project
team to ensure the needs of UW-Madison are met. July 2024 is the target
implementation for Workday, which is the software that will replace PeopleSoft.
Huron will be the vendor for system
implementation for Workday and will co-create the workplan with Workday
methodology. Huron’s Research Suite is also being implemented on the research
administration front. We have used components of this over the years (e.g. ARROW), but the Research Suite will provide additional
features. WISPR will be retired as
a result of this implementation. There is also planning occurring around budgeting. We have had PlanUW
for the last 6 years, and there is the question about whether it makes sense to
keep this or to include Workday’s native budgeting and planning tool and to
reexamine some business processes.
Foundation and discovery sessions
are currently happening, with focus groups that are specializing on end-to-end
processes. Newly designed processes will go to validation groups with subject
matter experts to validate process designs. Governance committees will also be involved
in reviewing designs and providing approval where necessary. Systems are not
planned to have overlap. HRS and SFS would shut down when Workday goes live.
ATP strategy leads also have an intentional focus on cross-functionality (e.g. HR sits in on finance sessions, and vice versa).
Guests: Patrick Sheehan, Interim
Chief Human Resources Officer; and Karen Massetti-Moran,
Director of Total Rewards, Office of Human Resources
The Office of Strategic Consulting
provided a high level “lessons learned” document related to the Title and Total
Compensation Project. The target audience for this document was leadership
within the Office of Human Resources, and the goal was to receive confidential
and actionable feedback from a variety of stakeholders to improve future
initiatives. Key findings were around better resource estimation and
allocation; clearer roles and responsibilities around decision-making; better
change management and communications; ongoing initiatives, such as working
toward consistency across HR divisions; and an improved project team structure
with better multi-functional area involvement.
There were a
number of tax impacts from the 2021 tax year which may impact employees’
filing, including the child tax credit, student loan repayment and interest
pause, application of discretionary compensation funding or performance bonus
funding, changes to the IRS withholding tables, and employees’ changes to W4
forms.
There was discussion of promotion
and progression, which should be a question-driven process for HR reps
providing guidance to supervisors, with proper determination of standard job
descriptions and salary adjustments following from that. ASEC discussed the
notion of these salary conversations being tied into the annual performance
management process. The compensation team is also providing strategic guidance
to look at equity issues within units and across campus.
Motion to Convene in Closed Session
Pursuant to Wis. Stats. 19.85(1)(c), and (f) to Discuss Appointment to the Compensation
and Economic Benefits Committee and Nominations to the Nominating Committee
Slate (Stoddard Cameron). Seconded. Approved.
Motion to Reconvene in Open Session
(Stoddard Cameron). Seconded. Approved.
Business
· Appointment
and Nominations – for vote
Motion to appoint Elizabeth
Covington to the Compensation and Economic Benefits Committee (Musolf). Seconded. Approved.
Motion to approve the Nominating
Committee slate (Stoddard Cameron). Seconded. Approved.
· March
Assembly Meeting Prep
Donna
volunteered to present both the Nominating Committee slate and the resolution
for a first reading.
· April
Assembly Meeting Agenda
ASEC
reviewed a first draft of the agenda for the April Assembly meeting. Patrick
Sheehan and Karen Massetti-Moran have agreed to give
a presentation and take questions. The agenda will be voted on at the March 31
meeting.
· Topics
for Guests
Provost – mask mandate update for
faculty/staff, campus position on Ukraine, question on Big 10 provosts from
last meeting
IVCFA – interface between new ATP office
and OSC, question of why SIS is out of scope for ATP, and when it might be;
shared governance role in ATP; initiatives around staff development, results
from administrative quality satisfaction survey
OHR – retirement/ageism issue, what
HR departments are doing within their units for training on progression
Meeting adjourned at 4:38 p.m.
Minutes submitted by Jake Smith,
Secretary of the Academic Staff