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