AACII Meeting Minutes
Thursday, March 3, 2016, 2:00 to 4:00 PM
Room 1-214
Note Taker: Chris
In attendance: Richard Brewer (Chair), Lisa St Croix (Vice Chair), Sherene Aram, Peter Brenton, Chris Durham, Sucharita Berger Ghosh, Robin Elices, Pia Handsom, Tara Henrichon, Lynn Hinds, Robin Lemp, Christine Malnati, Kimberly Mann, Amberly Steward,
Sue Shansky, Su Chung, Lisa Thoma
Update on AO/FO Breakfast - Richard
- 2 weeks from today
- Invitation is out, 63 signed up to date
- Please talk up with others
- Members asked to lead table discussions - Richard to send out guidance on facilitation
- Subcommittee conference call next week for final review
2:00 - 3:00 VPF Website Redesign
Jennifer Burke, Communications Manager, VPF
Jordan Lewis, Business Analyst, VPF
Scheduled to launch late spring.
Why is this Needed? Current site needs updating.
Addressing organization of site, difficult to update, no highlights/news, navigation not intuitive, poor search
The process – discovery
Atlas team
Focus groups
Engaged iFactory
Competitive analysis
Highlights – most used sections (forms, directory financial ops), different user types
Feedback –
Not intuitive, difficult to navigate
Not reliable
Too dense
Technology outdated
Recommendations
Follow Task Task-oriented Model
Content sustainability
Streamline and simplify content – how to’s and why do I need to do it this way (Policy)
Task oriented model
Develop a governance model
Highlight links to international info
Modern / clean
Design from user perspective
Simplify navigation
Provide a series of quick ways to get to most used information
Sitemap
MIT Usability Lab conducted a survey
Designed around activities
Buy and Pay
Accounting
Payroll
Travel
Budget Mgmt
Payments to MIT
Wireframes tested, visual design, content mapping, content rewriting, development
Testing, Internal Launch, Community Launch
Previewed new site… VPF Finance Gateway
Q: How does this relate to Atlas?
A: Came up in focus groups…VPF site to learn the how and Atlas is for “to do”
Follow up – ensure that it’s clear where to go and have the right links between Atlas and VPF policies
Q: Is DUO/certificate required?
A: No this is open to everyone.
Q: How to get to Brown Book?
A: Via Accounting and search and popular task?
Q: Mobile friendly?
A: Yes
Photo carousel function drawn from Atlas.
International support feature links to VPF page and MIT int’l sites.
Popular tasks feature – uses Google analytics to display most popular tasks
Recently visited feature – based on user’s behavior will display recent activity
Tools feature – list categories across site eg faqs
Calendar and News and Announcements
Example Page presented– Travel Planning and Expensing
Layout:
Key tasks / Popular tasks /Related links /Did you know /Tool Box for travel items
Who to Contact (dedicated travel support rep- need to rephrase?)
International Support
Calendar and Top News – will be on all pages at the bottom
Planning your trip – goes to key tasks level, can click on task to get to details on task
Content has been edited to get it to appropriate level (Lighty consultants working on content).
Q: How do I find policy?
A: In Tool Kit, and also embedded in text with link to Policy
Search is at top.
Structured to help with high level question on task , and then ability to drill to details and policy.
Functions / tasks oriented / details upon drill down
Working to update policies so that presentation is consistent across functions.
Analytics – 90% is accessed via desktop but developed for Mobile access as well.
Reviewed Mobile views of site:
Search, “Hamburger” Menu, structured to have the same experience as desktop
Q: Why have Direct deposit or links to Concur since seems like we are going away from having Atlas being one place to go? Do we need more content in Atlas or links to Atlas? Example is travel card information – can this be added to Atlas?
A: This can be looked at for future development. VPF website has policy and how tos. Atlas is source for admin tools.
VPF website is Drupal , basically Word document so different areas will be able to make their own updates. Need to further work with Atlas team to make more intuitive
Q: International support details?
A: There will be a VPF global page (Long Tran’s group) and links to ICC and other global sites.
What’s Next?
Finalizing content
Site being coded to confirm functionality of design
Then will enter content audit
Test with MIT Usability Lab
Quality assurance and internal testing
Code review
Internal Launch and demos for VPF staff
Community Launch
Measuring Success
Today about 850 visits per day
Increase in usage and engagement
VPF send users to site to help with answers
Content management process is smooth
Continuous improvement to meet community needs
Atlas model provides example of continuous improvement…
Q: Is there a plan to make the travel card application process via an online form?
A: That is the goal but not upon initial launch. Watching the Buy to Pay product to leverage technology so can be web based.
Old site vintage 2006, so excited to launch updated site and work with community.
3:00 - 4:00 Compensation Initiative
Kelley Connors, Director, Compensation and HR Services
Adrienne McCosh, Manager, Compensation
Prior presentation to AACII in May 2014 this will bring us up to date.
Initiative – multi year, multi phase project to implement systems for recruiting, develop, reward and retain staff.
Phase 1
Comp Philosophy
Job structures
Salary structure
Employee mapping
Comp guidelines
Implementation
Phase 2 – wrap up by Nov 16
Systems
Replace ASR app
Other Academic bulk reappointment process
Why?
Job descriptions, job titles, job levels not consistent
Example: Personnel Admin vs HR Admin
Benchmarking against competitors challenging
Asst. Director vs. Manager for same jobs hard to benchmark
SRS has too few job titles – ex SRS program staff with hundreds of employees
Salary bands and ranges out of line with today’s market
Post a job and candidates with see broad band ranges causing issues with hiring
Ranges have not kept pace with market. Medical – Rad Techs market evolved
Comp Guidelines – lack of detail leads to inconsistent practices
Compliance issues: FLSA guidelines on Exempt vs Non-compliance, affirmative action reporting
Phase 1 –
Admin staff, Support and SRS admin staff in scope
Who’s involved – VPHR, Deputy EVPT, Asst Provost, Advisory Group (25 members from across campus and LL), HR, IS&T and Mercer Consulting
Mercer with Higher Ed experience
Outcomes –
Consistent job descriptions and titles
Generic job level guides and job families
New online job and position descript catalog
Current salary structures
Revised comp philosophy
Building comp foundation
Job structure in progress:
Gathering job descriptions
Creating job families and sub families if applicable
Grouping jobs into tracks
Developing job level guides
Developing online catalog
Developing job title standards
Asking for feedback from advisory group on progress and online materials.
Working with Mercer Consulting to get ranges on benchmark jobs to inform new salary structure.
Then go out to DLCs to have staff mapped to new job/salary structure
Working on guidelines
Then involve IS&T for Implementation of systems
Q: What is date for DLC review?
A: July 2016, very aggressive timeline
Q: Are we going to adjust salaries? If someone is underpaid?
A: Continue to review cases of underpaid employees. We’re not going to take money away. One thing to decide with sponsors, what are we going to do with people above the maximum? Advisory group will review and decide course of action.
Q: Long term employees can be above range so what to do?
A: This will be discussed when looking at new foundation. We have to figure out what are we going to do.
Q: Do we cap salaries?
A: Some departments do and some don’t.
Q: Advisory board has a lot of central groups, DLC’s have hybrid jobs. What is plan to deal with hybrid jobs?
A: Issue across MIT so putting together catalog of hybrid jobs, and comp will review each case to determine how to split effort and create a blended job in position description. Ex if 70% communications, then use that job and describe blended role is description and title
Reviewed Advisory Group list
Comment: large departments represented but A Deans should represent some smaller areas.
Q: Development and career paths, is this being incorporated?
A:Not in immediate scope of project but talking with OED so that they incorporate the new foundation in new programs.
Job Catalog
Displayed screen shot of web tool.
Can see job families and then drill down to sub families and job track.
Q: Financial jobs and administrator roles, can there be more gradation for these roles? It is hard to move to new levels.
A: Currently looking at 6 roles.
Comments: In MechE hire into AA2 roles but then job tasks can vary and it’s hard to categorize. Faculty can ask for AA to help with coursework while others only do calendar and travel. AA jobs are currently very inconsistent. AA job are very different but there is impression that it’s path to promotion. Conversation continued on confusion around admin and finance assistant roles.
Office Assistant 1 not widely used so will keep it. With new foundation, this will be looked at.
As a follow up to this discussion, Adrienne provided the link to the Job Level Guides which are on the bottom of this page:
http://hrweb.mit.edu/compensation/job-descriptions/generic-job-descriptions
Q&A on website about project
http://hrweb.mit.edu/compensation/initiavtive/faq
One department was circulating rumor that staff would get raises.
No plan to change salaries as outcome of project.
Position titles will not change and still owned by Departments.
Q: Is there a possibility that range ceilings will change? Some categories might see move up or down?
A: Will not change pay but could change possibility for future raises. If salaries below minimum adjustments are made, and guidelines will be provided.
Ask of AACII –
Please help with communication
Advisory group is asking for assistance so we may be asked
HR will do initial mapping but will have DLCs give final review
Phase 2
ASR system - difficult to use, limited functionality
SuccessFactors selected to replace ASR
Started work to configure and implement
System will be integrated with SAP
This phase will include faculty and all other employee groups
Bulk reappointment tool being built for other academic
Q: Postdocs, will that be an issue?
A: New bulk reappointment process will be reviewed with Advisory Group and PostDocs will not be included
