Fiscal Year 2010 Notice of Appointments

Quick View

Summary:

The intent of this project is to enable an employee to easily accept their Notice of Appointment electronically and recieve confirmation, along with a pdf document for their records.

ASU would like to use the NOA as a place holder for information on renewals and non renewals for year-to-year employees. The university would like to begin sending the NOA in advance of the next Fiscal and Academic years.

The Notice of Appointment is subject to the Conditions of Professional Service (ABOR 6-301), as modified by the Board Resolution dated March 13, 2009, Conditions of Service Professional Service (SPP 320), the Arizona Board of Regents Intellectual Property policy (ABOR 6-908), and Code of Conduct policy (ABOR 5-301 et seq.), copies of which will be made available upon request. Due to the policy changes, all affected employees will require a written notice of the change. This response will be captured by accepting their FY2010 NOA.

The Notices will be available for acceptance in two phases. Phase 1: Service Professional and Administrative Appointments, including Faculty with Administrative Appointments and Academic Professionals with Administrative Appointments will be available for acceptance from 6/1/2009 to 6/29/2009. Phase 2: Academic Appointments and Tenured data Faculty will be available from 8/17/2009 to 8/31/2009.

Start Date:

March 5, 2009

Go Live:

September 8, 2009

End Date:

October 15, 2009

Current Milestone:

10/09/2009 - Ability to print NOA with an acceptance date

Stage:

Recently Released - Completed in last 3 months.

People

Sponsor/Champion:

Morgan Olsen, Executive Vice President and Chief Financial Officer

Lead Customer:

Matthew F. McElrath, Associate Vice Pres Human Resources

Project Manager:

Clara Adams

Associate VP University Technology:

John Rome

University Technology Director:

Tina Thorstenson

More Info

Source:

Executive

Department:

UTO

Department:

Business and Finance

Priority:

High

Scope:

This project contains the following CRM cases:

CRM Case #385348 - Fiscal Year 2010 Notice of Appointments

CRM Case #400168 - Add additional email field to NOA

MyASU

Draft and design mockups
Popup message regarding Notice of Appointment
My Compensation > Payroll > Notice of Appointment link

Dashboard

Notice of Appointment verification

Procedures

Internal - Procedures, Communications and Business Process Guide
External - FAQ's, Communications and Process Guide

All Milestones and Schedule:

NOA Employee List/NOA Letter NOA Employee List 4/30/2009 - Soft Launch 5/6/2009 - Migration to Production NOA Letter 4/30/2009 - Soft Launch 5/6/2009 - Migration to Production	Completion Date: 5/29/2009
MyASU Popup notification of Notice of Appointment 3/9/2009 - Mockup of MyASU page to Executive Council 3/23/2009 - Mockup of MyASU page to Provost 4/10/2009 - Design session for live popup 5/1/2009 - Revision to language for popup 5/7/2009 - Mockup of MyASU page to Sponsor 5/11/2009 - Soft Launch 5/18/2009 - Migrate to Production My Compensation>Payroll>NOA link	Completion Date: 5/18/2009
Dashboard NOA Acceptance report	Completion Date: Phase 1 - 6/30/2009 Phase 2 - 8/31/2009
Procedures Internal FAQs Business Process Guide External Proposed Timeline 4/5 – Communication to the Faculty Senate 4/6 – Communication to VPs and Dean regarding NOAs, process and overview 4/8 – College Business Officers/VP Liaison meeting to review NOA process 4/24 – All NOA template language modifications complete and sent to OHR Data Management for updating templates 5/1 – Provide VP Liaisons and College Business Mgrs communication as well as NOA query for their depts 5/18 - Departments are able to prepare the NOAs using the NOA MSS Employee List 5/18-5/27 – Departments/Colleges work with Provost Office and OHR HR Partners on Terminations and Non-Renewals 5/18 – Academic jobs go on Short Work Break 5/20 – 29Departments determined all Limited Appointments and sent to key resources: HR Partner (OHR) and Sheila Ainlay (Provost) 5/22 COB – OHR and Provost Office send spreadsheet of emplids on Limited Appointments to OHR Data Management to update templates appropriately 6/1 – Service Professional and Administrative employees, including Faculty with Administrative Appointments and Academic Professionals with Administrative Appointments (employee classes: SRP, ADM, FAA, APA, ACP (non Multi Year Appointments) and Tenured (Empl Rcd #99)) notified to accept NOAs via MyASU 6/30 – All Acceptances completed for Phase 1. Depts will be able to follow up with those not completed 7/1 – 2010 Fiscal year begins and appropriate processes for Non-Renewal and Terminations occur at the College/Department level 7/1 - 7/20 - Departments/Colleges work with Provost Office and OHR HR Partners on Terminations and Non-Renewals 7/13 - Communication to Departments as a reminder to prepare the NOAs using the NOA MSS Employee List for Faculty and Academic Professionals (Multi Year appointments). 7/24 - Provost Office send spreadsheet of emplids on Limited Appointments to OHR Data Management to update templates appropriately 8/24 – Departments are able to prepare the NOAs using the NOA MSS Employee List 8/24 -9/7 – Departments/Colleges work with Provost Office on Terminations and Non-Renewals 9/8 – Academic employees notified to accept NOAs via MyASU (employee classes: FAC and ACP (Multi Year appointments). 10/2 – All Academic NOAs completed for Phase 2. Depts will be able to follow up with those not completed 10/9 - Acceptance date imprinted on the NOA for future copies to be printed. Communications - web/email	Completion Date: Phase 1 - 6/30/2009 Phase 2 - 8/31/2009