Monday November 18, 2019     //     2:30pm - 4:00pm     //      Room 219

Note Taker: Haley Johnson

Attending: Nate Friedman, Anya Petersen-Frey, Katina Sifantonakis, Merilee Anderson, Mandy Self, James Elder, Ben Leimbach, Christoph Dressler, Elliott Fraughton, Sarah Wilson, Jodi Emery, Lisa Fuller

New Employee Performance Management System – Sarah

• Reference Policy 5-141: https://regulations.utah.edu/human-resources/5-141.php
• HR has adopted a new Performance Management System for the University of Utah.
• According to University policy, supervisors must conduct one evaluation each year with covered staff members (all benefitted staff).
• With this new system, we have 18 months to reach compliance, though the sooner we get in the better.
• The UUPM is a Peoplesoft tool that is found within CIS (the Performance Management tile).
• Leadership is still determining exactly what we want our evaluation period to be and what our template will look like.
• Inside the system, employees can create their own document to start the evaluation process or managers can create it for them.
• Once your document is created, you’ll see three tabs. There are University Goals, which are set by President Watkins and unchangeable, Department (CECE) Goals, which are informational and will be the same for everyone within CE, and Employee Goals, which is where we get to the job-specific goals individual to each person. You can have as many employee goals as you’d like.
• Once the document is active, the status changes from ‘define criteria’ to ‘evaluation in progress.’
  • When an evaluation is in progress, you cannot set any new goals or make any edits.
  • Managers and employees can still go in and add notes. However, these notes are invisible to each other until the end of the evaluation period, at which point they’re combined and merged.
    • This comment field is an open field throughout the year. There is no auto save or edit history. So we recommend that you include your own date stamps in the comments because it does not do that automatically.
  • We still need to finish any preexisting evaluations. We’ll start using the new system and the start of the next evaluation period.
  • We’ve expressed to HR that we’d like to see the ability to add/edit/change goals throughout the year.
  • Once we get closer to rolling this out, we can have HR come and run some training sessions during an open lab to make sure that everyone is comfortable using this new system.

Data Governance Group – James

• Just a reminder that the purpose of the data governance group is to enable better decision-making, reduce operational friction, and protect the needs to data stakeholders.
• To achieve those goals, we want to build standard, repeatable processes. We’re really looking for processes in CE that we can standardize.
  • The high priority item right now is the budget dashboard. With this in place, we’ll be collecting data throughout the year instead of scrambling right before budgets are due.
• We want to let people know what we’re doing, why we’re doing it, how we’re doing it, and then discuss process improvement.

Scheduling Process Update – James

• IS&T is changing things so that the default for all classes will be schedule print no.
  • This impacts all programs except for Academic Programs.
• To get your classes to appear on the website, programs will have to go in and change that to schedule print yes.
• This starts in summer 2020.

Finances – Anya

• Anya is now taking a quarterly look at finances instead of looking by semester so that we can better see if we’re on track.
• So far, we’ve found a few things that we are able to correct because we found them so early, which is great.
• We are making some changes to how shared expenses work in CE. Currently, shared expenses are just one big sum that the general fund pays for; we aren’t billing it directly to the programs.
  • However, some of these expenses can be allocated easily. This will help programs better understand the true cost of operating their program and allow them to include that information in planning.
• The change: we will be allocating tuition reduction, marketing, and credit card fees directly to the programs.
  • E., Youth will pay for the credit card fees it incurs and Osher will pay for the credit card fees it incurs, whatever those amounts may be. (Again, previously we would sweep the money from all the programs and pay for it out of that general fund.
  • These three line items will appear on your budget sheet under your net profit.
• Other shared costs and CAM (common area maintenance, i.e. what the building costs us) have not been allocated yet.
  • Leadership is working on a plan for that right now.
  • Lynn Dixon (before we moved in) created some percentages on space usage. Now that we’ve been in the building for a year, we want to take another look at these numbers and improve their accuracy. We’ll take half of CAM and allocate it based on office usage and the other half of CAM will be allocated based on classroom usage (hours used).
• Remainder of shared costs: university services, licensing fees (depending on registration system changes), some salaries.
  • We have not determined what we’ll be doing with the remaining shared costs yet. Most likely, we’ll divide them evenly among all the programs.
• Budget meetings begin in early December and the idea here is for us to be strategic.
• As always, Anya is happy to talk with any of the teams about CE’s finances.

CE Wide Volunteer Event – Nate

• As a reminder, we’ve changed the scope of the volunteer committee. All CE employees get 8 hours of volunteering time they can use each year.
  • You can see more information about that here: https://ceceuofu.atlassian.net/wiki/spaces/CPD/pages/787677227/Volunteer+Pay
• The committee will be in charge of coordinating a CE-wide volunteer event that happens outside of those 8 hours.
• We are hoping to figure out a time of year that works best for all the units.
  • Discussion indicates that warmer summer months are preferred.
  • We could opt for May to commemorate when we moved into the building.
  • There is no perfect date for everyone, so we’ll do our best to schedule with everyone in mind and give people plenty of notice so they can plan to attend.

Sharing Time

• We are aware that Concur has many challenges as the new travel system for the University. Katina is available for help navigating the system.
• Osher thanks everyone who parked elsewhere during Osher classes.
• Our new parking signs have been installed.
• Welcome to our new Club U Coordinator, Bri Butterfield.