AP/HR Department Transition Tools

In August 2011, Jackie Jew, Vickie Lewis, Susan Sall and Daniel Dominguez-Moncada co-chaired two groups of department managers from all four schools to form OE AP/HR Departmental Transition Teams (DTT) to analyze the process maps for conducting academic personnel and human resources work in the new shared services organization.  Their charge was to assess the process maps, identify critical issues for department managers to consider and develop tools to support departments in transitioning to the new AP/HR model.

The teams completed review of the process maps in September 2011 and have since produced Staff and Academic Transition Tools which include the following information:

1. Department Action Grid                                              Staff | Academic | Postdoc
   • A summary view of departmental roles, including impact on funding and required action by supervisors, MSOs/Division Administrators, and Chairs/Division Chiefs
2. Process Inventory and Summary of Roles                  Staff | Academic | Postdoc
   • A high-level overview of roles between departments and clusters
3. Pending Issues List                                                     Staff | Academic/Postdoc
   • Issues pending resolution at the close of the DTT analysis
4. Map Cover Sheets and Process Maps                         Staff | Academic/Postdoc | Residents & Fellows
   • Narrative overview of the interaction between departments, shared service clusters, specialty centers and other key stakeholders; indications of key changes and considerations for departments to evaluate
   • Maps that detail the proposed roles and responsibilities and workflow handoffs among departments, shared service clusters, specialty centers and other offices
5. Issue Log                                                                           Staff | Academic/Postdoc
   • Detailed notes about all the issues raised and addressed through the DTT analysis

The open items on the issue logs from each group are important to address for the overall long term success of OE AP/HR, and the AP/HR organization is committed to resolving these pending issues.  The Leadership Team of the AP/HR organization is working to ensure that each issue is thoughtfully analyzed and customer input is included.  The UCSF community will be hearing more on each of these issues as they are addressed.