HR Partners Across UAB

September 22, 2015

Alesia M. Jones UAB Chief Human Resources Officer

Agenda

• Introductions • Announcements • Visitor/Vendor Access and the ONE Card • Talent Management Update • Open Enrollment and Update on Benefits 2016 • My Health Rewards • Evolution of HR • What if we… (video) • Open Discussion

Introductions

Alesia M. Jones UAB Chief Human Resources Officer

Announcements

Alesia M. Jones UAB Chief Human Resources Officer

Key Hires, Promotions/Transfers/Recruitments: Key Hires: Timothy Key, MD, Occupational Health Medical Director Earl Strotman, Director of Hospital Maintenance Frank Cuervo, Senior Associate Athletic Director

Key Promotions/Transfers: Chris Boutwell, Director Fiscal Affairs, School of Optometry Rene Jooste, Manager Office of Clinical Billing Review Andrew Kennedy, Executive Administrator, Emergency Medicine Melissa McBrayer, Manager Department Research Grants and Training, Pediatrics Lori McMahon, PhD, Dean, Graduate School Todd Smith, Director Administrative and Fiscal Affairs, School of Medicine-

Montgomery

Key Recruitments: Vice President for Diversity, Equity and Inclusion Chief Financial Officer Executive Director Alys Stephens Center Associate VP -Deputy Chief Information Officer Associate VP-Chief Technology Officer Assistant VP-Chief Information Security Officer Director of Planned Giving Director Institute for Human Rights Executive Administrator, Pediatrics Manager Informatics, Pediatrics Director of Planning Design and Construction Management Director International Recruitment and Retention Director Residence Life Director of Admissions

Key Hires, Promotions/Transfers/Recruitments:

HR Hires & Staff Changes: HR Hires Ashley Benson, Marketing Specialist – Hospital HR Carolyn Brooks, HR Associate - Benefits Haley Herfurth, HR Communication Specialist Jenny Mitchell, HR Associate – Benefits Christi Toyer, Nurse Recruiter – Hospital HR Tiffany Warren, HR Associate – Benefits Stan Wheeler, HR Consultant– Hospital HR HR Recruitments Manager Human Resources (Facilities) Administrative Systems Instructor

UAB eNotify Service – Red Flag Alerts

Tim McMinn Assistant Vice President - Budget & Payroll

What are RedFlag Alerts

• At this time, email RedFlag Alerts are automatically sent to your uab.edu when changes/updates are made to your Personal Information, Direct Deposit account(s) or Tax Withholding forms via Oracle Self Service

• As an additional security measure, you can also register to receive RedFlag Alerts via text and/or phone call

• Perpetrators frequently send out Phishing emails in an attempt to gain access to the recipients personal and financial information

• While UAB is taking steps to help prevent unauthorized access, the additional alerts provide you with the ability to monitor your personal information

• In addition the UAB eNotify Service notifies you when your contact numbers are changed or deleted

Why the additional RedFlag Alerts?

How do I register to receive the additional RedFlag Alerts? 1. Go to: http://uab.edu/enotify/identity

2. Login with your BlazerID and Password

How do I register to receive the additional RedFlag Alerts?

3. Click on the Identity link

4. Enter mobile numbers for Text Message alerts

5. Enter phone numbers for Voice Call Message alerts

6. Click the Update button once all numbers have been entered

Warning: Avoid being over notified by limiting unique numbers to one or two per alert method.

How do I register to receive the additional RedFlag Alerts?

Changes/updates to your Identity Contact Information may take up to 24 hours to take effect

UAB eNotify Service utilizes the number(s) registered as "Identity" for RedFlag Alerts

How do I register to receive the additional RedFlag Alerts?

RedFlag Alert Examples

• Text Message

• Email

What should I do if I receive a RedFlag Alert for a change I did not initiate?

Immediately: Go to BlazerID Central and change your BlazerID

password Log into Oracle Self Service and verify that a change was

made Email or call the UAB RedFlag Notification Center

UAB RedFlag Notification Center

Business Hours: Monday – Friday 8:00 a.m. – 5:00 p.m. Phone: (205) 934-6081 Email: redflag@uab.edu (UAB pay transactions take place during weekday business hours only. Email and messages received during non-business hours will be addressed the next business day.)

Provide the following information: Employee Name UAB email address Telephone number in which you can be contacted UAB RedFlag Alert Number

UAB eNotify Service – Red Flag Alerts

Questions?

Announcements (Continued): Monthly and Biweekly Effective Date for ACT Docs:

FLSA: Comment period closed on 9/4/2015 Birmingham passed ordinance to increase minimum wage to $8.50 by

July 2016 and $10.10 by July 2017 New proposed overtime rule increases salary threshold for exempt

employees from $23,660/year to $50,400/year Reminder: UAB schools/departments should consider making market

adjustments to all employees below $9.00 per hour.

Coming Soon… Webinars on HR Topics – Interest Survey will be sent out soon to

get your feedback! Unconscious Bias Meeting: How to identify and manage bias in

the recruitment process

Date: October 29, 2015 Time: 2:30 to 3:30 p.m. Location: WPCC-Room E or Margaret Cameron Spain Auditorium (TBD based upon RSVPs)

Announcements (Continued):

Visitor/Vendor Access and The ONE Card

Roderick Wilkins Captain, UAB Police Department

The ONE Card System Managing from distribution to return

• Initializing the One-Card synchronization was the first collaborative step towards “Centralizing” UAB’s massive student, employee, vendor and visitor identification process.

• One Card “Centralization” begins to safely identify, monitor and track individuals accessing the organizational systems throughout the campus and hospital.

• The care, safety and welfare of the UAB Community is paramount to the continued pervasive reach for UAB attaining the status of the preferred AMC 21 organization.

• One Card centralization will responsibly galvanize the system toward accuracy, responsibility and cost effectiveness.

• The continued use of the current decentralized One Card system can provide adequate distribution however the tracking of identification of badges after employment termination, contract termination, job reassignment or various other status changes, compromises the facility should notification is not received to terminate or update access and/or retrieve the identification badge.

• Mitigating the misuse and abuse of the One-Card and its’ accesses. • Although no system is foolproof, Centralization mitigates the opportunity for

outside forces to access our property without recognition.

The ONE Card System Managing from distribution to return

• It is very important for our employees to “buy into” the safety and security aspects of looking for and identifying UAB employee badges. Acknowledging individuals observed in employee/restricted areas without identification or the wrong ID: “Hi, are you lost? May I be of assistance? While taking a visual inventory of the person and immediately calling the UAB Police Dept.

• Centralizing the cardkey/identification badge system can construct one department with satellite locations for employee convenience and ease

Visitor/Vendor Access and the ONE Card

Questions?

Talent Management Update

Susan Coan Director, HR Organizational Learning & Development

Emily Wykle Organizational Development Specialist

Leadership Development

Blaze Leadership Academy • New nomination process, clearer criteria • More supervisor engagement • Action learning projects • 8th class just kicked off • Content focuses on “U.A.B.”

Executive Development Program • No new class this year, but activities continue • Hosting New Leader Breakfast--October

Performance Management Timeline

2016: Define vision, goals, processes, needs • Best practices - best fit • Tools and training • Stakeholder input

2017: Consistent process and appraisal tool, phased implementation

2018: Culture shift

Talent Management Update

Questions?

Open Enrollment and Update on Benefits 2016

Parental Leave Benefit Announced

• Paid parental (maternity/paternity) leave program available for all faculty and staff no later than July 1, 2016

• Up to 4 weeks paid leave • Available to biological or adoptive parents • Must be eligible for FMLA to qualify for parental

leave • Parental leave would run concurrently with FMLA

and count toward the 12 week FMLA maximum

ACA and Pay or Play

• Employees who work an average of 30 hours or more per week over a 12 month look back period must be offered a medical plan

• Originally effective 1/1/2015. Effectively delayed one year with threshold reducing from 95% to 70%.

• UAB’s standard lookback period runs from October 15th – October 14th each year

• Viva UAB will be the plan offered to current non-benefit eligible employees who meet the 30 hour requirement

• UAB contracted with Healthefx to provide lookback tracking

• Healthefx will produce required 1094/1095 forms and mail to employee home address

• Accuracy of Oracle data vital (FTEs, active assignments, timeliness of actions)

Dates to Remember

Benefits Fair: October 29, 2015, 7am to 4pm WP Atrium Open Enrollment: Beginning at 7am on October 30, 2015 and ending at 5pm on November 16, 2015 Portal: www.uab.edu/hrintouch

Active Open Enrollment for Medical Plans

UAB will host an active open enrollment for the UAB medical plans for the 2016 plan year. Benefits of an active enrollment include: • Engages employees by providing an opportunity to re-evaluate health plan

needs and make the best decisions for their care

• Educates employees through timely review of UAB communications related to healthcare and other benefit decisions

• Empowers employees by providing online tools including the plan shopping app

• Opportunity to list/update beneficiaries for UAB Sponsored Life and ADD

www.uab.edu/hrintouch

Enhanced Benefit Portal

• Case Scenarios

• Frequently Asked Questions

• Glossary of terms

Plan Shopping App

• Tool to help employees shop for medical plans and compare attributes based on coverage details, health care usage and estimated costs.

How you can help….

• Engage with your areas by ensuring they are aware of Open Enrollment dates and deadlines

• Educate about active enrollment for medical plans and importance of making educated decisions about healthcare plans for 2016

• Empower employees and co-workers by pointing them to the tools available within the UAB for Me system to shop for the plan best for them

Additional Details Coming Soon

HR is finalizing additional details for the 2016 plan year, including the communication pieces, and will hold a special HR Partners meeting on Wednesday, October 7th from 2-4pm (Location TBA).

Questions

Contact:

HR Benefits Office:

205-934-3458

Benefits@uab.edu

Online Portal: www.uab.edu/hrintouch

My Health Rewards

Meg Baker Director, UAB Wellness

2015 Choose Healthy Challenge • UAB Sponsored event • September 14 through December 14 • Interdepartmental competition challenges

employees to make healthy choices • JOIN, CHOOSE, TEXT & WIN! • Weekly prize give-a-ways:

Apple watch, Yeti cooler, gift cards and more!

• Leaderboard on My Health Rewards

2015 My Health Rewards Portal

Sweepstakes Drawings:

Quarterly – 2nd drawing in October Green: $150 Gift Card Gold: $300 Gift Card Annually Blazer: $1000 Gift Card Sweepstakes Eligibility (points-based system): Green: 10,000 points Gold: 17,000 points Blazer: 24,000 points * The winning awards will increase your taxable earnings and be subject to applicable taxes.

2016 My Health Rewards

• Entity-Wide: HS, HSF and Callahan joining My Health Rewards effective January 1, 2016

• Fitbit Integration – Team Challenges • On-site Biometric Screenings or submission of Physician Fax Form

• 1st Quarter: All Benefit-Eligible Employees on an active UAB health plan effective January 1, 2016

• One-Time Premium Savings for individuals who maintain a healthy status or improve health risks from 2015 to 2016 screenings • $25 per risk factor “cash-based” incentive model

• Premium Savings applied 2nd Quarter 2016

• Integration with UAB Dentistry – 2016

Join us for a day of innovative, evidence-based research and expertise in the

business of health and wellness.

Date: Friday, Nov. 6, 2015 Time: 8:00am – 4:00pm

Location: UAB Alumni House Information and Registration: www.uab.edu/wellness/iwc

Speakers: • Ronald S. Leopold, MD, MBA, MPH, Willis • Donna K. Arnett, PhD, Epidemiology, UAB Ryals School For Public Health • Jay Hewitt, Attorney, Ironman Triathlete with Type 1 Diabetes, U.S. Triathlon Team • Bruce W. Sherman, MD, FCCP, FACOEM, Medical Director, Population Health

Management • Sheri Snow, MA, RD, CDE, American Cast Iron Pipe Company, Wellness Manager, 2014

KOOP Winner

My Health Rewards

Questions?

Evolution of HR

Alesia M. Jones UAB Chief Human Resources Officer

Current Human Resources

Future Human Resources

Questions

Evolution of HR

Open Discussion

Alesia M. Jones UAB Chief Human Resources Officer

Upcoming HR Partners Meeting

Please Save These Meeting Dates for 2016: February 9 & June 8

1:30 – 2:00 (Networking), 2:00 – 4:00 p.m. (Meeting) West Pavilion Conference Center - Room E

What if we…?