fprp training power point-show
TRANSCRIPT
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FACULTY & PHYSICIAN RECRUITMENT PROCESS
TRAINING SESSION
Presented by Strategic Planning & Business Development
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PLEASE . . .
Turn off all cell phones and PDA’s during this class
Keep all eating/drinking to a minimum We will impose a 5 minute break if the
class runs to long for individuals, who need to make phone calls or use the restroom
THANK YOU and lets get started
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AGENDA
Overview of PBI’s Mission History of FPRP Web Sites Overview 8 Steps and Auto-emails FAST-Track process for Clinical
Recruitment Questions FPRP Demo
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STRATEGIC PLANNING & BUSINESS DEVELOPMENT (SPBD)MISSION:
To plan, organize, create, implement and manage initiatives and new business development for the School of Medicine to continue to ensure success in an increasingly challenging and dynamic environment.
Major Functions & Projects include: Faculty & Physician Recruitment Process (FPRP) Project Management Business Plan Development Benchmark Research Database & Report Development Organizational Consulting, Streamlining & Cost-Effective Strategies
TEAM PLAYERS:Jeff Short, Senior DirectorJosie Lee, Senior Planner for Decision SupportAndrew Bennett, Program Coordinator
4545 First Avenue, Greenberg Hall, SC1-47, New York, NY 10016
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HISTORY OF FPRP
Background PBI Charged to Develop Recruitment
Process and Policy with Executive Leadership
FPRP Implemented in October 2001 RTRF Interactive Web Application March
2003 FAST Track Recruitment Process
implemented September 2009
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WHO DOES THE FPRP APPLY TO? Faculty & Physicians who are:
Faculty recruits with NYUSOM funding and/or resources outside the departmental control. Ex: Space renovations, capital funds, animals, IT modifications, etc.
Reference the Recruitment Matrix (Handout)
If you’re not sure, contact Planning at 212-263-2829.
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Facilities Planning
Academic Departmen
tsDean’s Office
Human Resource
s
FGP
DLAR
SoMIT
NYUHC
GME
Finance
Affiliations
Credentialing
Grants
ImmigrationHouse Staff
Faculty Records
Development
FPRP Communication Highway
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FPRP WEBSITE OVERVIEW
2 Web Addresses for FPRP
Process, Policy & Downloadable Forms at: http://www.med.nyu.edu/fprp User ID: Kerberos ID Password: First name with First Letter
CapitalizedAuthorization to this site must be approved by the Department Administrator
OFFLINE: Contact the SPBD Department at (212) 263-2898 for hardcopy versions. 8
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FPRP WEBSITE OVERVIEW
Submission of Online Forms & Real-time Tracking at: http://tools.med.nyu.edu/fprp User ID: Kerberos ID Password: One that you create
Authorization to this site must be approved by the Department Administrator
ONLINE: Can submit forms for automated authorizations and view real-time tracking
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FPRP: 8-STEPS GENERAL OVERVIEW
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1Identifying a
Position*RTRF Submitted ONLINE by Dept
*Approved Online by Chair*Approved Online by Funding
*approved Online by Dean/Vice Dean
2Bellevue Affiliation
*JOC Submitted OFFLINE by Dept*Approved Online by JOC
3Recruitment Search
Process*Search Committee Formed
*FATR Submitted ONLINE by Dept
4Financial Plan*FP Submitted ONLINE by
Dept*Approved Online by
Funding & Other Sources*Approved Online by PBI*Approved Online by Vice
Dean
5Credentialing Process
*Request Submitted OFFLINE
*Approved Offline by Medical Staff Services
6Offer Letter
*OL Submitted OFFLINE by Dept
*Approved Offline by PBI & HR
*Approved Online by Vice Dean
*Signature Tracked ONLINE
7Appointment
Packet*Appointment Info Request Sent to
Candidate by Dept*Candidate send to Dept
*Dept sends to Faculty Records with Employee Requisition
*Approved by Faculty Records
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Transition Management
*HR appointment
2 and/or 3
*Red border indicates Dean Approval Required
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11© 2001
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Identifying a Position:
Request to Recruit Form
*Red border indicates Dean Approval Required
STEP 1: RTRF
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FPRP HELPFUL HINTS Step 1 - RTRF
Use the RTRF worksheet to collect information on negotiated items. (Informational Website)
As soon as the position is identified, start the RTRF as early as possible;
Communicate from the onset with key support departments (RESCI, DLAR, etc.)
Identify all funding sources (and accounts) supporting faculty salary
Remember: All tenure-eligible reviewed at monthly Dean’s Recruitment Council Meeting (DRC)
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AUTOMATIC EMAILS
All Automatic emails will be sent from [email protected]. Use MS Outlook to set-up “Rules” for incoming emails.
“AXN” Action emails for Authorizers “FYI” Dept steps or information “Step” Details current phase of
authorization.
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Log -in and Make
Authorization
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After you receive the Automatic
email or request, Authorizers and
Financial Analyst will logon and
make there review and/or
approval of the RTRF
1st year Conceptual Approval
only!!
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16© 2001
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Identifying a Position
2
Bellevue Affiliation:
Joint Oversight Committee Form
*Red border indicates Dean Approval Required
STEP 2: JOC
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FPRP HELPFUL HINTS Step 2 – JOC
Required when salary is fully or partially funded via the NYU Bellevue Affiliation Agreement
Complete the Joint Oversight Committee (JOC) Personnel Request Form
Affiliations Contact
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18© 2001
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Identifying a Position
2
Bellevue Affiliation
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Recruitment Search Process:
Faculty Applicant Tracking Report
*Red border indicates Dean Approval Required
2 and/or 3
STEP 3: FATR & Search Committee
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FPRP HELPFUL HINTS STEP 3 – FATR
Search committee information is required;
CV must be uploaded to the FPRP website;
Candidate’s Name must be inserted in the appropriate fields;
Office of PBI will contact you if the RTRF remains in the ‘Search Stage’ for 6 consecutive months to determine the status;
The FATR must be submitted when a Candidate is identified and needed to complete recruitment on a Candidate.
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20© 2001
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Identifying a Position
2
Bellevue Affiliation
3
Recruitment Search Process
4
Financial Plan:
FP Template
*Red border indicates Dean Approval Required
2 and/or 3
STEP 4: FP
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FINANCIAL PLAN SUMMARY
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GRANT ANALYSIS SUMMARY
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FPRP HELPFUL HINTS Step 4 – Financial Plan (FP)
FP may not be submitted until the RTRF is approved
Make efficient use of the FP Excel Worksheet
Ensure that all funding to be included in the online FP is set forth in the offer letter.
Ensure that all funding is appropriately sourced and budgeted for the first 3 years
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24© 2001
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Identifying a Position
2
Bellevue Affiliation
3
Recruitment Search Process
4
Financial Plan
5
Credentialing Process:Credentialing Letter Request
*Red border indicates Dean Approval Required
2 and/or 3
STEP 5: CREDENTIALING
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FPRP HELPFUL HINTS Step 5 – Credentialing
After identifying a candidate, begin the credentialing process immediately
Credentialing for Bellevue candidates are completed by department administrators
Credentialing for Tisch Hospital & other affiliates should be forwarded to the Medical Staff Office.
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FGP ENROLLMENT (HOSPITAL CREDENTIALING)
Obtain a list of required documents Submit documentation 3-6 Month Time Frame for Enrollment
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FGP: Faculty Group Practice
Contact FGP Enrollment Office:
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27© 2001
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Identifying a Position
2
Bellevue Affiliation
3
Recruitment Search Process
4
Financial Plan
5
Credentialing Process
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Offer Letter:OL Template
*Red border indicates Dean Approval Required
2 and/or 3
STEP 6: OL & SIGNATURE TRACKING
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Use you the most recent OL template found on the Informational website;
All financial commitments must be consistent with the approved financial plan;
Ensure that the faculty title matches the stated track;
If the candidate is funded by FGP, be sure to seek approval from your Practice Manager before forwarding draft offer letter for review.
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FPRP HELPFUL HINTS Step 6 – Offer letter
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OFFER LETTER PREP
1. RTRF submitted/approved2. FP submitted/approved. (Bellevue & FGP do not
require FP)
3. Download OL template - FPRP Informational Site (www.med.nyu.edu/fprp)
4. Complete variables in OL template i.e.• Candidate Name/Date in header• Appointment title/track from RTRF• Funding from approved RTRF or FP
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OL APPROVAL PROCESS
1. Dept emails draft (HR) & Andrew Bennett (SPBD)2. SPBD will seek approvals based on OL specs
• HR Benefits • FGP – Practice Manager for Funding & Responsibilities• Bellevue Affiliation –Funding & Responsibilities• RED&F (Space) –• Faculty Records (Appointment/Track/Tenure) • Final Review/Approval - Vice Deans
3. PBI emails to Dept Admin with OL revisions4. FPRP email notification to Dept with “next steps”5. PBI delivers final copies for Dean’s signature with
cover sheet outlining all approvals for Dean’s review
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OFFLINE LETTERS
Change of Responsibility Letters (COR) are for current faculty and physicians attaining a new position within the School of Medicine ;
Mirrors the FPRP offer letter stage; Double check the “FPRP and COR Matrix”
(Handout) First, consult with Faculty Records, submit
a CPP (Confidential Personnel Profile), create COR from the template
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32© 2001
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Identifying a Position
2
Bellevue Affiliation
3
Recruitment Search Process
4
Financial Plan
5
Credentialing Process
6
Offer Letter
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Appointment Packet:
AP Checklist*Red border indicates Dean Approval Required
2 and/or 3
STEP 7: APPOINTMENT & PAYROLL
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APPOINTMENT PACKET
After Offer Letter signed: Start Appointment, Promotions, and Tenure Process
Send to Faculty Records with Employee Requisition, Faculty Recommendation Form & Signed Original Offer letter Attached.
Faculty appointment at SOM is not completed unless done through Faculty Records
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34© 2001
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Identifying a Position
2
Bellevue Affiliation
3
Recruitment Search Process
4
Financial Plan
5
Credentialing Process
6
Offer Letter
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Appointment Packet
8
Transition Management:
TM Checklist*Red border indicates Dean Approval Required
2 and/or 3
STEP 8: TRANSITION MANAGEMENT
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FPRP HELPFUL HINTSSTEP 8 – TRANSITION MANAGEMENT
A faculty hire date/payroll effective date is dependent upon the following items: Signed Offer Letter by the candidate Receipt of the Employee Requisition by Faculty
Records for forwarding to Human Resources HR appointment, including candidate signing the
I-9 form Receipt of the results of candidate’s background
check (Institutional Policy).
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The Fast Track Process
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FAST TRACK ELIGIBILITY REQUIREMENTS
Funds MUST be from the following categories ONLY: - 100 % FGP (Fund 18)
- Partially funded FGP with any combo of Tisch/HJD (Fund 002 or 005) or Affiliation (Fund 50)
- 100% Affiliation (Fund 50)- Partially funded Affiliation with any combination of Tisch/HJD (002 or 005) or FGP (Fund 18)
Unfunded, protected research time not to exceed 25% Education effort not to exceed Artman II Minimum (50
contract hours) Leadership/Administrative responsibilities not to exceed
10% For tenure-eligible recruits, Dr. Abramson MUST approve
the faculty appointment and track. No resources outside the departmental control, e.g. space
renovations, capital funds, animals, IT modifications, etc.
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PREREQUISITES FOR HIRING – COMPLETED OFFLINE
Department Chair and Vice Dean have agreed to hire or a position has been approved via the annual budget process
Must obtain conceptual financial feasibility.
Tenure eligible – must have Dean’s approval before starting Fast Track
Recruit and select candidate (standard department recruitment and negotiation process).
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FAST TRACK FORM CRITERIA Candidate Information Academic Department(s) Employment Title/Academic Track/FT or PT Term of Agreement Tenure Eligibility Faculty Effort Grid FGP/Hospital Responsibilities/Effort &
Productivity Expectations JOC approval documentation Start Date Funding Sources FATR Information
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Fast Track Process Overview
Department to Clinical Affairs
Clinical Affairs to Dean’s Office
Department manages Search/Resources
Department/FGPNegotiates
Prospect Says OK
Dept. Chair and Brotman say ok
Dept. Fills outFast Track Form
Dept sends to ClinicalAffairs for Review
C.A. Reviews sends back to Dept. for printing and signature
Chair signs and sends to Clinical Affairs
Clinical Affairs Final review
Clinical Affairs Attaches Cover Sheet
Clinical Affairs Sends to Brotman for approval
Brotman forwardsTo Dean for Signature
Dean Signs
Dean’s Office Contacts Dept for Letter Pickup Done
Dept fills out Offer Letter
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FAST TRACKOFFER LETTER APPROVAL PROCESS
1. Offer Letter submitted to Clinical Affairs and Nancy Sanchez (HR)
2. Clinical Affairs reviews it for accuracy based on information provided in the Fast Track Form and will seek approvals based on OL specs
HR FGP Practice Manager for Funding and Responsibilities Bellevue Affiliation Faculty Records (Appointment/Track/Tenure)
3. Clinical Affairs emails Department Administrator with OL revisions for print out
4. Offer Letter printed on department letterhead, chair signs and offer letter is returned to Clinical Affairs.
5. Clinical Affairs delivers final copies for Dean’s signature.
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FAST TRACK EMAILS
Emails are sent out to FT submitters when:
Fast Track OL have been reviewed and approved by Clinical Affairs.
Signed OL are ready for pick up from the Dean’s Office
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FACTORS FOR SUCCESS1. Start FPRP As Soon As Possible & Research information
needed for a successful RTRF submission.2. Use the Hardcopy FAST Track Form to expedite the
collection of data and submission of the FAST form online.
3. Any resources outside of dept. (space, renovations, capital funds, animals, etc.) – Not a FAST Track recruit.
4. Clear Understanding of the FPRP process • Dean Authorizations• “No Surprises”: Constant communication
5. Have “Faculty Recruitment” as a standing agenda item with your Director/Chair
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FREQUENT CAUSES IN DELAY
Problematic funding (Step 1 & 4 of FPRP) Incomplete financial plan – All dollars should
resemble that in the offer letter (Step 4 of FPRP) Unidentified/negotiated Space – room/floor (Step 4 of
FPRP) Outdated and/or incomplete offer letter (Step 6 of
FPRP) Lack of Pre-approvals from Executive Leadership and
funding authorizers (FAST form) Late JOC salary request submission (FAST form)
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Administration
Academic Department
Faculty Candidat
e
Smooth Transition
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FPRP SUMMARY Online STEP 1: Request to Recruit Form (RTRF): MUST be approved by the Dean
BEFORE anything else can happen
Offline STEP 2: JOC Form: Must be submitted for funding from Bellevue Affiliation, Gouverneur Affiliation, or Bellevue HHC
Online STEP 3: FATR & Search Process: Advertising is essential to Federal Regulations Compliance & keep interviewed CVs for 3 years
Online STEP 4: Financial Plan: Must be approved BEFORE the Offer Letter and in cooperation with appropriate Offices (FGP, SoM, Tisch, Space Planning, Animals, etc.)
Offline STEP 5: Credentialing: Clinical Faculty who have not completed credentialing will NOT be placed on payroll. TISCH provides services. Bellevue is Administrator responsibility
Offline & Online STEP 6: Offer Letter: Must be consistent with the Financial Plan and Signed by the Dean; Signature Tracking is Online
Offline STEP 7: Appointment Packet: Send to Candidate to Complete after signed offer letter and then send to Faculty Records with Employee Requisition and Signed original offer letter
Offline STEP 8: Transition Management: Critical to advancing to the New Hire Process
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Questions?
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WEBSITE DEMONSTRATIONS
FPRP Informational Website
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FPRP/FAST TRACK DEMO SITE