March 2017

Dear Colleagues,

This month’s edition of Future First provides a look at how the Ufirst project team members have engaged with members of the HR Community across Grounds to design the future.   

Your input remains critical to the success of this project. As we work with our key stakeholder groups -- more than 150 Subject Matter Resources and our customers -- to make decisions, we use your feedback to inform the recommendations we provide to our decision makers. Throughout the project, I encourage you to participate as much as you can.   

Even if you do not have a formal role in the Ufirst project, there are many ways for you to engage and prepare for this transition:

Stay Informed

  Ask Questions

  • Discuss with your manager
  • Email the Ufirst project team
  • Attend Open Houses and the Information Fair scheduled for May 9

  Participate

As we continue to work together to realize our future-state, I encourage you to flex your “curiosity muscle” and remain involved. You are an important part of the development and transition to future-state HR. 

Thank you for your continued support of the Ufirst project.  

  Sincerely yours, 

Sean Jackson
Executive Director, Ufirst
Mark your Calendar!
Ufirst Information Fair
Tuesday, May 9, 12 - 5 p.m.
Newcomb Hall

Engage with the Ufirst project team and your HR colleagues to learn more about the future-state of HR including HR service delivery, talent selection process, Workday capabilities, position descriptions, and the structure of future-state HR.

Look for an invitation coming soon!
Future-state HR News
Explore
Check Out the Redesigned Ufirst Website
The Ufirst project team presents a redesigned website with enhanced content and access to information. The latest features include:
  • Streamlined, user-friendly navigation
  • Detailed information on future-state HR services and role summaries
  • HR professional development and education opportunities
  • An in-depth look at Workday and the exciting capabilities to come

Watch the Ufirst Overview Video: An innovative new tool for you, the HR professional, to communicate the story of the Ufirst project in a succinct and visual way. Please feel free to share the video with the broader UVA community.

The Ufirst communications team thanks everyone who contributed to this video including Kelley Stuck, Bryan Garey, Jason Handy, Marianne Daughtrey, Chris Patrick, Scott Willis, and Mike Warlick.

Prepare
Preparing for Change
We know change can be stressful. Each month, we'll provide resources, tools, and tips to support you.

“If knowledge is power, then curiosity is the muscle.”
-Danielle LaPorte

Learn more about the power of curiosity , including tips on how to build knowledge and thrive on uncertainty.
Engage
Review Future-state Services and Role Summaries 

Learn about future-state HR services and roles

READ: Interactive guides provide a comprehensive view of each function, including vision and key outcomes, service offerings, and role summaries.

LISTEN: Hear firsthand from the Ufirst project team leads about their vision for the future-state.

TALK: Join the Ufirst project team for an informal gathering. Ask questions, gain valuable information, and understand the future-state functions. 

Icons made by Freepik from flaticon.com 
Project Priorities: Community Engagement 

The Selection Process: Keeping You In Mind

Recently, the Ufirst Talent Readiness and Change Management teams engaged a group of HR professionals to gain input on the process of transitioning team members from current-state to future-state roles. 

“The way we engage our HR professionals during this process is critical to the transition and realization of the future-state. Bringing this group together for input and ideas will help us make informed decisions about how this process should feel,” said Barbara Kessler, Talent Readiness Team Lead.

The focus groups, facilitated by Change Management Specialist Rose Markey, asked participants:

  • How do you want to find out about future-state opportunities?
  • How do you want to express interest in future-state opportunities?
  • How are future-state roles filled?
  • What else should be considered?  

Participants would like the Ufirst team to share postings with internal applicants before releasing the positions publicly, hire leadership positions first, be communicated to in a variety of ways (including the Ufirst website and HRCC meetings), and the ability to see all available opportunities at the same time.

Additionally, the groups wanted access to HR leaders engaged with knowledge of the positions, available resources, and consistent messaging. The focus groups agreed that the process should be a high-touch experience for applicants.   

The Ufirst project team is taking this feedback into consideration as they work to design the process for transitioning talent in to the future-state. Watch for next steps and key decisions on the transition process, coming in May.  

Ufirst Change Champion Network

Ufirst Change Champions are part of a network of influential and trusted representatives from organizational units. These individuals help inform change processes and communications between their unit and the Ufirst project.

The Ufirst Change Network serves as a two-way communication channel ensuring rapid and accurate information exchange between the Ufirst project team and the University stakeholders. Change Champions provide relevant input to the project team, deliver key communication messages to the broader organization, and solicit feedback and input from their local community.  

Forty-one Change Champions attended the kickoff meetings on February 22 and March 6. They are currently involved in creating and implementing their local communication plans, familiarizing themselves with this new role, and educating their leadership on the Ufirst project.

Julie Bird, Ufirst Change Management Lead, addressing the Ufirst Change Champion Network at the February 22 Kickoff Meeting  

Small Group Meetings

Throughout January and February, members of the Ufirst Change Management, Talent Readiness, and Service Delivery teams engaged members of the Voice of the Customer and their corresponding S3 member in meetings to discuss three topics: HR Business Partner role, the Ufirst selection and transition process, and change and communication needs. These 28 meetings provided the VOC/S3 participants with an opportunity to ask questions specific to their school/unit, participate in an open exchange of information with Ufirst team members, and inform the future-state of HR. Similar sessions will be held in the future as the project evolves.

Partnerships Across Grounds
"As a Ufirst project team member, I know firsthand the importance of relying on my UVA colleagues during times of transition. While trying to quickly learn about the current HR organization and helping to build the future-state, I was immediately impressed by the level of commitment and willingness to help that I found on the Ufirst project and across the University's HR community. This open, supportive atmosphere has allowed the University’s Employee Relations teams to collaborate on HR policy harmonization, which will improve ER processes in the future. As we move through this transition, it will be increasingly important for us all to continue leaning on one another for support, reminding each other to celebrate our successes, learn from our mistakes, and have a little fun along the way."

-Regina Rice
Employee Relations Specialist, Ufirst
“As we transition into the future-state of Human Resources, teamwork plays a key role in ensuring we do what is best for the organization. Teamwork allows us all to bring our individual strengths to the table to help us achieve our common vision of continuing to provide excellent customer service in all aspects of Human Resources across the organization. At the Medical Center, our Employee Relations team has partnered with individuals on the Ufirst project team to share ideas, discuss current processes, and provide feedback on the future-state of HR. This partnership helps make the organization stronger and I look forward to more opportunities to work together with both the Ufirst project team and other entities across the organization.”

-Nickie Williams
Employee Relations Consultant, UVA Medical Center
Do you have a great story of partnership with your colleagues across Grounds? 
Email Ufirst and share your story!
HR Community Circle
Next meeting: Tuesday, April 18, 8:30 - 10:00 a.m. at Leonard Sandridge Auditorium, McKim Hall

Missed the HRCC meeting this month? Check out what you missed

Have a suggestion for a meeting topic? Email the HRCC Planning Committee to share your thoughts
Top Questions This Month
When can I expect to find out about the talent selection process, future-state position descriptions, and the new organization structure? 
The target release date for the talent selection process, organization structure, and future-state position descriptions is late-April 2017. Attend the HRCC meeting on April 18 for more information or visit the HRCC page for live stream/recorded meetings. Check the Ufirst Calendar frequently for updates.

Additional key dates:

  • Ufirst Information Fair: May 9 
  • Workday Demonstration & HR Community Circle Meeting: May 16
  • Ufirst Professional Development Fair: May TBD

How can I learn more about the future-state of HR?
Please watch the Ufirst project overview video, explore the future-state services and role summaries, and look for more information to come about the May Information Fair.

Have more questions? Check out the Ufirst FAQs .
Can't find what you need? Email the Ufirst project team .
Stay Connected
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