URICA Quarterly Administrative Meeting Highlights
The URICA Quarterly Administrative Meeting held on August 23, 2017, covered various important topics including updates, performance excellence, research faculty appointments, and financial reports. New centers and staff introductions were also a part of the agenda. The meeting highlighted the transition to the URICA program, upcoming surveys, and the focus on improving performance excellence within Northwestern. Exciting developments were discussed with a focus on enhancing staff experience and engagement.
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URICA Quarterly Administrative Meeting August 23, 2017
Agenda TIME TOPIC PRESENTER 9:00 9:10 Introduction & General Updates Joe Boes 9:10 9:40 Performance Excellence Amy Conn 9:40 9:50 Research Faculty Appointments Claire Landis Claire Landis 9:50 10:00 Office for Research HR Processes and Support Joe Boes Other Updates FY18 Finances, Budgets & Annual Reports 10:00 10:30 Joe Boes Central RA Support Model Transition to URICA Program Review for URICA Surveys in October 1
Introductions New Centers Innovations in Developmental Sciences (DevSci) Center Director: Laurie Wakschlag (FSM-MSS) Center for Applied Physics and Superconducting Technologies (CAPST) Center Director: Jim Sauls (WCAS P&A) Center for Advanced Material Systems & Simulation Global Collaboratory (CAMSIM, affiliate of NIMSI) Center Director: Wing Kam Liu (McC ME) New Staff Rachel Flynn Associate Director DevSci Kari Frank (September) DOO for CIERA Jane Zhu (September) Asst. Director CAMSIM 2
Quick Around the Room Name Position Institute or Center Name Office Location Resource for Area/Process or Area of Interest Resource Example: I can be a resource for payroll deployment Interest Example: I am interested in learning more about data analysis 3
Agenda TIME TOPIC PRESENTER 9:00 9:10 Introduction & General Updates Joe Boes 9:10 9:40 Performance Excellence Amy Conn 9:40 9:50 Research Faculty Appointments Claire Landis Claire Landis 9:50 10:00 Office for Research HR Processes and Support Joe Boes Other Updates FY18 Finances, Budgets & Annual Reports 10:00 10:30 Joe Boes Central RA Support Model Transition to URICA Program Review for URICA Surveys in October 4
Performance Excellence Stronger, Simpler and Online 5
Why change? Northwestern is increasingly investing in the performance, growth, and engagement of our staff. Accumulated feedback from staff suggests their experience with legacy Performance Excellence could be improved. Exciting new developments in the field point to a better way. An extensive pilot of new Performance Excellence validates the new approach. 6
Whats Changing? One form, one discussion. Completing a form at the end of the year. Ongoing conversations to update priorities, and share performance coaching and feedback. Notes can be stored online. Focus SMART framework. Often many goals with a focus on tasks and responsibilities. SIMple framework. Fewer, more meaningful goals focused on positive outcomes and impact created. Goals Eight behaviors that applied unevenly to different jobs. Not much focus on inspiring behavior. Each behavior rated. Five inspirational Northwestern values. Descriptive behaviors underlie the values. The how work gets done generally informs rating. Behaviors Seven rating points. Emphasis on making minute distinctions in performance. Four rating points, with clear descriptions and guidance. Emphasis on growth and development. Ratings User Experience Word or PDF form stored on users computers and shared manually. Online, shared experience with workflow and linked access to helpful resources. 8
HR All Staff Meeting Timing FY18 FY17 Q1 Q3 Q2 Q4 Q4 Go Live Schools/Units transition staff into new experience Prep School/Unit admins Communicate with End Users primarily through short videos Provide live and on-demand training and resources Enable Coaching & Feedback through training and tools Support Year-End process Merit process 9
Sponsorship Role of School and Unit Leaders Understand the Change Familiarize yourself with what s changing, included in this document Communicate the Change Convey support and excitement through written communications, everyday conversations, and meetings/events unique to your school or unit (email template provided mid-September) Support the Change Support your staff, and supervisors in particular, to adopt the new experience by promoting training offered online Lead by example, using new Performance Excellence with your teams Celebrate early wins such as completion of entering goals within myHR 1 0
The annual performance cycle Performance Goals Job Responsibilities Values & Behaviors Development Plan Self-Review Rating Annual Review Meeting Merit Pay Check-ins Feedback Coaching Development Opportunities
Set Goals Performance goals Review Results Enhance Performance Keep it SIMple: S I M pecific mportant eaningful Two to four performance goals stated as outcomes, not activities. Goals may highlight the most critical aspects of your ongoing responsibilities or focus on project work. Effron, Marc, The Secret to Setting Great Goals, Talent Strategy Group, 2016
Northwestern Values Set Goals Review Results Enhance Performance Northwestern is developing a common set of values across staff, faculty, and students. For staff, these replace the Northwestern Behaviors. This can be a helpful feedback and coaching resource throughout the year. we strive for Excellence taking pride in what we do we learn through Discovery growing all the time we engage in Collaboration achieving success together we embrace our Diversity fostering a vibrant community we act with Integrity building safety and trust
Set Goals Feedback and coaching Review Results Enhance Performance People Resources HR Business Partners School/Unit Leaders Leadership Development Curriculum Feedback and Coaching for Performance Coaching for Development GuideSpark Videos NeuroLeadership Institute Connect Lynda.com Online Education
Ratings Set Goals Few employees (5-10%) are Role Modelsand made a profound impact this year. Review Results Role Model Enhance Performance Some employees (20-30%) are Excelling and made a significant impact this year. Excelling Many employees (50-70%) are Achieving and made a solid impact this year. Achieving Need Improve- ment Few employees (5-10%) Need Improvement and made a limited impact this year.
Agenda TIME TOPIC PRESENTER 9:00 9:10 Introduction & General Updates Joe Boes 9:10 9:40 Performance Excellence Amy Conn 9:40 9:50 Research Faculty Appointments Claire Landis Claire Landis 9:50 10:00 Office for Research HR Processes and Support Joe Boes Other Updates FY18 Finances, Budgets & Annual Reports 10:00 10:30 Joe Boes Central RA Support Model Transition to URICA Program Review for URICA Surveys in October 18
Research Faculty Appointments Reminder on shift in office/responsibility and impact as presented in the last quarterly by Alex Rot and Andrea Conklin Bueschel Questions? 19
Agenda TIME TOPIC PRESENTER 9:00 9:10 Introduction & General Updates Joe Boes 9:10 9:40 Performance Excellence Amy Conn 9:40 9:50 Research Faculty Appointments Claire Landis Claire Landis 9:50 10:00 Office for Research HR Processes and Support Joe Boes Other Updates FY18 Finances, Budgets & Annual Reports 10:00 10:30 Joe Boes Central RA Support Model Transition to URICA Program Review for URICA Surveys in October 20
HR Processes and Support Comprehensive Review of URIC structure, scope, and sizing to be analyzed over the coming year Creating common expectations and framework for evaluating size and personnel needs Ensuring consistency across areas with regards to position titles and responsibilities Resulting in increased & improved guidance and SOPs that will be disseminated upon completion The following processes should be pursued in partnership with OR (Claire/Beth) Coordination of any initial involvement of HR office on an issue Posting of positions to eRecruit, including determination of appropriate job family and grade level if not already defined Posting of new positions if/when approved through Annual Report process Implementing promotion requests if/when approved through Annual Report process Hiring process should be closely coordinated, and involve URICA office URICA Office should be given opportunity to interview candidates for positions supported by Center Funds No offers should be made without OR and URICA approval, and should include OR evaluation of compensation and equity Any Performance Management issues should be closely coordinated Note including any position requests, promotions, or any other adjustments to personnel or organizational structure should be captured and discussed through the Annual Report process, which will ensure appropriate review by AVPs and budget request supports any approved changes. 21
Agenda TIME TOPIC PRESENTER 9:00 9:10 Introduction & General Updates Joe Boes 9:10 9:40 Performance Excellence Amy Conn 9:40 9:50 Research Faculty Appointments Claire Landis Claire Landis 9:50 10:00 Office for Research HR Processes and Support Joe Boes Other Updates FY18 Finances, Budgets & Annual Reports 10:00 10:30 Joe Boes Central RA Support Model Transition to URICA Program Review for URICA Surveys in October 22
URICA Updates (University Research Institutes & Centers Administration) Describing OR & URICA Elevator Pitch OR: OR supports and facilitates outstanding, cutting-edge research ideas coming from world class faculty and students by providing high-quality, enabling services, facilities, and expertise. URICA: URICA cultivates talent, collaboration, and innovation at the intersections and gaps between traditional disciplines by facilitating the deployment of strategic resources in support of research institutes and centers. FY18 Finances, Budgets, & Annual Reports Financial Processes: Some changes to processes will be included in budget communication Budget: Will be disseminated upon final analysis of carry-forward (Mid-September); Largely the same as discussed in Annual Report meetings Annual Reports: Anticipating limited changes to overall format, standardized format/template for data collection to improve data analysis, & improved budget request form Some change in timing also anticipated Operational evaluation review of FY17 (spider graph) to be reviewed and provided prior to Annual Report meeting to allow feedback on performance and areas for improvement closer to period evaluated 23
URICA Updates, Continued Central RA Support Model Previously housed within OSR, has shifted to the URICA area, but still under OR umbrella and work in close conjunction with OR Staff: Research Administrator: Ted Smith Sr. Research Administrator: TBD Formerly supported by Associate Research Administrator: Sarah Stein Program Review Survey OR is undergoing the final phase of Program Review This phase includes the VPR Office generally URICA is a small unit, and for the purposes of Program Review falls under this classification Survey to be sent around mid-October Appreciate feedback and responsiveness 24
