Below is a summary of the highlights and data for significant programs and major actions of Human Resource Services (HRS) across the Washington State University (WSU) system for 2017. Reporting information includes significant human resource data for WSU Pullman, WSU Spokane, WSU Tri-Cities, and WSU Vancouver.

2017 Major Efforts

  • Modernization initiative received approval of Concept Briefing Paper from the State Chief Information Officer (CIO) and coordinated with State CIO on State requirements, including an investment plan and readiness assessment review.
  • Collaborated with Information Services Group (ISG) on a formal Request for Proposals (RFP) for an Enterprise Resource Planning (ERP) Software Solution, RFP for Implementation Services, and Readiness Assessment.
  • Released an RFP for ERP Software Solution and announced Workday as the apparent successful vendor for software services.
  • Transitioned the reporting structure of HRS Tri-Cities and HRS Spokane to HRS Pullman.
  • The Labor Relations unit successfully implemented two Collective Bargaining Agreements (Contracts) for the 2017-2019 biennium.
  • Planned and implemented I-1433 (paid sick leave) for hourly employees.  Worked with Payroll, Central IT and the Budget Office to design and implement a University system to record and process paid sick leave beginning January 1, 2018.
  • Implemented the new Commuter Benefit Program.

Benefits Services

The Benefits Services unit oversees benefits administration, retirement, compliance, and wellness.

Benefits Services Activities

Insurance plan participants chart showing 6,515 in 2015; 6,568 in 2016; and 6,581 in 2017.
Retirement plan participants chart showing 6,666 in 2015; 6,736 in 2016; and 6,770 in 2017.
New Benefit Enrollment chart showing 1,554 in 2015; 1,515 in 2016; and 1,145 in 2017.
Retirements processed chart showing 183 in 2015, 184 in 2016, and 171 in 2017.
Employees losing benefits chart showing 1,005 in 2015; 1,260 in 2016; and 1,068 in 2017.
Bright Horizons users chart showing 3,181 in 2015; 3,954 in 2016; and 4,808 in 2017.

Disability Services

The Disability Services unit oversees leave programs, workers’ compensation, and reasonable accommodation.

Disability Services Activities

Family medical leave chart showing 985 in 2015; 1,078 in 2016; and 982 in 2017.
Long-term disability chart showing 60 in 2015; 89 in 2016; and 102 in 2017.
Shared leave chart showing 89 in 2015; 140 in 2016; and 105 in 2017.
Worker's compensation chart showing 323 in 2015; 311 in 2016; and 290 in 2017.
Reasonable accommodation chart showing 206 in 2015; 211 in 2016; and 220 in 2017.
RTW limitations and job modifications chart showing 151 in 2015; 200 in 2016; and 138 in 2017.

*Effective 2015, monitoring return to work limitations/job modifications within associated leave cases.

Employment Services

The Employment Services unit oversees classification, recruitment, compensation, employee relations.

Employment Services Activities

Background checks conducted by HRS chart showing 3,795 in 2015; 3,910 in 2016; and 4,145 in 2017.
Employee relations cases chart showing 669 in 2015; 693 in 2016; and 804 in 2017.
Position reviews by action type chart showing: 1,087 updates at 48%; 879 allocation reviews at 39%; and 285 salary reviews at 13%.
Recruitments conducted by HRS chart showing 1,507 in 2015; 1,145 in 2016; and 1,057 in 2017.
Recruitments by campus chart showing 50 at Vancouver; 56 at Spokane; 73 at Tri-Cities; and 878 at Pullman.
Recruitments by employee type chart showing: 446 classified staff at 42%; 441 administrative professional at 42%; and 170 faculty at 16%.
Applications received through HRS chart showing 24,458 in 2015; 21,286 in 2016; and 22,541 in 2017.

*Data includes Admin Professional, Classified Staff, Faculty, and Temporary/Hourly positions.
**Data from significant actions/consultations only. Does not include ongoing actions/consultations opened in previous years.
*Data from recruitments in the online application system which were filled or canceled in 2016.
*Recruitment data is pulled by college/area.

Labor Relations

The Labor Relations unit oversees contract administration, negotiations, compliance, and union/management relations.

Labor Relations Activities

Chart showing demands to bargain: 51 in 2013; 17 in 2014; 14 in 2015; 5 in 2016; and 3 in 2017; a 94.1% decrease over 5 years.
Chart showing grievances: 19 in 2013; 11 in 2014; 7 in 2015; 8 in 2016; and 8 in 2017; a 57.9% decrease over 5 years.
Union requests for information chart showing 126 in 2013; 64 in 2014; 143 in 2015; 57 in 2016; and 25 in 2017.
Unfair labor practices chart showing a 60% decrease over 5 years: 5 in 2013; 3 in 2014; 1 in 2015; 2 in 2016; and 2 in 2017.

Records Processing & Administration

The Records Processing and Administration unit oversees records and compliance, employee recognition, and position control.

Records & Administration Activities

Appointment transactions processed chart showing 49,504 in 2015; 53,968 in 2016; and 55,101 in 2017.
Employment eligibility form I-9s chart showing a 40.9% decrease over 3 years: 10,324 in 2015; 10,658 in 2016; and 6,103 in 2017.
Position control documents processed chart showing 12,932 in 2015; 13,195 in 2016; and 10,950 in 2017.
Employee length of service and recognition awards chart showing 641 in 2015; 566 in 2016; and 619 in 2017.

Training & Development

The Training & Development unit oversees training and development.

Training & Development Completions

Instructor led training completions chart showing 13% decrease over 3 years: 8,000 in 2015; 7,048 in 2016; and 6,962 in 2017.
Discrimination and sexual harassment prevention training completions chart showing 1,482 in 2015; 2,076 in 2016; and 2,546 in 2017.

Modernization Initiative

During 2017, the modernization initiative had a very busy year as the project moved into the planning phase. Throughout the year, WSU continued to build our understanding of our HR, Payroll, Finance and business needs through workgroups, on-site software demonstrations, and university feedback.

Through these key activities listed below we moved closer to overcoming business risk, ensuring continuity of University operations and capturing future efficiencies and strategic advantages through a modernization initiative.

Major Projects and Milestones Details

Benefits

  • Transitioned federal benefits administration from the College of Agricultural, Human, and Natural Resource Sciences for active federal benefit employees, and all WSU federal retirees.
  • Transitioned benefit processes previously performed by Payroll Services to Benefit Services in an effort to streamline and increase effectiveness of benefit processes.
  • Developed and implemented a process to track and collect premiums due.
  • Implemented new Commuter Benefit Program.
  • Performed employee family services RFP, with contract continuing with Sittercity/Bright Horizons.

Disability Services

  • Assumed the case management of WSU Spokane medical leave and reasonable accommodation cases. WSU Pullman now manages all Disability Services related matters for all of WSU.
  • Updated resources to address updates in State and Federal laws and rules.
  • Updated internal database tools and modified processes to better track time and leave reports needed and received for family and medical leave reports.

Employment Services

  • Conducted allocation reviews of 195 information technology positions in support of the Office of Financial Management (OFM) State Human Resources IT Project.
  • Provided guidance to OFM State Human Resources on proposed revisions to Library classifications.
  • Transitioned the reporting structure of HRS Tri-Cities and HRS Spokane to HRS Pullman.
  • Recruited and trained first Human Resource Consultant on Everett campus.
  • Recorded a 16% increase in employee relations cases.
  • Supported colleges and administrative units in the recruitment, outreach and onboarding of administrators, faculty and staff positions.
  • Transitioned WSU Exit Survey system to Qualtrics and improved notification efforts to increase response rates.
  • Transitioned WSU Pullman employees to the State Employee Assistance Program.
  • Assisted in the hiring of 180 unpaid clinical campus faculty on the WSU Everett, Spokane, Tri-Cities, and Vancouver campuses.

Labor Relations

  • The Labor Relations unit successfully implemented two Contracts for the 2017-2019 biennium.
  • One new Bargaining Unit (BU) of seven employees in Farm and Maintenance Operations at the WSU Puyallup Research and Extension Center became represented by the Washington Federation of State Employees (WFSE) in 2017.
  • Two existing BUs represented by the WFSE merged resulting in a new Facilities Services, Construction Services, Maintenance and Utilities Services, and Waste Management group.
  • Two BUs of approximately 125 employees, formerly represented by the Public Employee Schools were decertified and are no longer represented.

Records Processing & Administration

  • HRS Records staff participated in the preparation, review, and implementation of the July 1, 2017, 2% salary increase for civil service employees.
  • Planned and implemented I-1433 (paid sick leave) for hourly employees.  Worked with Payroll, Central IT and the Budget Office to design and implement a University system to record and process paid sick leave beginning January 1, 2018.

Training & Development

  • Discrimination and Sexual Harassment Prevention Training completion numbers and New Employee Orientation were consistent with new hire counts.
  • The WAC-mandated Supervisory Training Series core requirements continued to have strong participation with a 30% increase over 2016.
  • The Crimson Spirit – Customer Service training initiative, originally prompted by the Office of the Provost in 2016, continued with 334 completions.

Modernization Initiative

  • Established project governance, named Stacy Pearson, Vice President for Finance and Administration, as the executive sponsor, and established an executive steering committee.
  • Engaged in internal change management activities.
  • Received approval of Concept Briefing Paper and other required approvals from the State CIO prior to a formal procurement process.
  • Issued a formal RFP for an ERP Software Solution for Human Resources, Payroll, Finance and Grants and named Workday as the apparent successful vendor for software.
  • Completed several pre-implementation projects.
  • Provided regular updates to the Board of Regents, University Council, stakeholder groups and the University at large on the modernization initiative.