Final Summary and Evaluation of Current State Assessment

Assessment of Current State of Personnel Systems

Posted September 13, 2012

Background

One of the most important steps in organizational change is assessing the current state of policies and processes.  This analysis provides, in more detail, a starting point in which to build upon for continuous improvement in certain areas.

Every UW System institution (not including UW-Madison) was asked in September 2011, to assess the current classified and unclassified personnel systems by detailing specific problems, symptoms or limitations that prohibit or limit their ability to effectively manage their workforce. The intent of the assessment was to identify a starting point where the UPS Project Team could begin creating the new personnel system. 

Every individual assessment was reviewed, and all responses were combined into a single report that categorizes current state problems, symptoms, and limitations into several overarching categories: General; Benefits and Leave Entitlements; Classification and Title; Compensation; Employment; Layoffs and Grievance Procedures; Recruitment; Supervision and Discipline; Work Environment; and Miscellaneous.

The combined report helped the UPS Project Team draft the initial recommendations while at the same time started a robust dialogue across the UW System institutions about what personnel processes were in scope (e.g., the lengthy unclassified recruitment process).    

The Final Step - The Institutions' Current State Assessments

Following the stakeholder review of the initial recommendations, proposed UPS implementation decision documents were drafted.  During the drafting process, the UPS Project Team was asked to perform a final review of the current state assessment.  A new column was added to the report to indicate whether a particular problem, symptom or limitation was:

(1) discussed and incorporated within a proposed UPS implementation decision document; and/or an endorsed decision/recommendation and/or agreed upon statement; (indicated by the code "DR");

(2) discussed and not  incorporated within a proposed UPS implementation decision document; not an endorsed decision/recommendation and/or agreed upon statement; a statement pertaining to an individual situation from which no universal change could be made (indicated by the code “DNC”);

(3) discussed, and agreed to be a change which Institutions already have the authority to address (indicated by the code “IND”);

(4) discussed and considered out of scope for the UPS implementation project (indicated by the code “NA”).

The final summary of the current state assessment ensures all problems, symptoms or limitation have been considered during the UPS Project, and provides a way for stakeholders to view a comprehensive list of issues that were instrumental in drafting the proposed UPS implementation decisions.