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PNP / About Us / FY2003-2004 Goals & Strategies

The Personnel & Payroll Section's goals, and the strategies for attaining them, for fiscal year 2003-2004 were established through the Total Quality Management process:

Goal 1: Continue to provide the College of Engineering department staff with a broader understanding of personnel and payroll policies and procedures.
Strategy: The upcoming year holds many challenges and exciting changes. To meet these challenges we will continue to disseminate information via workshops to department staff on various personnel, payroll, budget-related subjects and appropriate on-line systems; provide department staff with written descriptions of current systems and procedures which may be compiled into a reference handbook; continue distribution of a quarterly newsletter to the appropriate departmental staff regarding personnel and payroll changes and issues. Due to the scheduled July1, 2004, changeover to the PeopleSoft Human Resources and Payroll systems, we must be diligent in familiarizing ourselves with these new systems. This will be our primary focus during the upcoming year in order to serve as the primary information resource for our departments and properly train our customers in preparation for this major transition. In response to this year’s customer survey, we are committed to providing more concise, customer friendly written information to strengthen our lines of communication with our customers.

Goal 2: Increase employee’s knowledge and understanding in the areas of Total Quality Management and personnel and payroll policies and procedures.
Strategy: Continue training of the Personnel and Payroll Section’s staff via staff meetings, as needed, and weekly TQM meetings; attend pertinent workshops offered through various university offices including UFBridges; continue updating our internal procedures manual for appropriate procedures and processing personnel and payroll documents. Updating our section’s internal procedures manual will be of great importance as we prepare for the new human resources/payroll systems.

Goal 3: Continue strengthening the customer’s perception of the Personnel and Payroll Section as a service-oriented office. Update and maintain the Personnel and Payroll Section web site.
Strategy: Provide departments with accurate, timely responses to questions in a courteous and professional manner; continue taking the initiative in providing assistance and anticipating problems which will exceed our customer’s expectations. Assign one of our team members the responsibility for maintaining information and updates on our web site such as procedural and processing changes, latest newsletter, etc. This will become an even more important function in communicating with our customers as we prepare for the changeover to the new systems

Goal 4: Continue cross training of employees to provide quality staff coverage of the Personnel and Payroll Section during employee absences.
Strategy: Through TQM, various workshops and one-on-one training sessions, continue cross training of responsibilities. We will continue to list our cross training as one of our top priorities. This goal is continuous and must be met in order to provide our customers with a high-level of customer service no matter which team member is absent. We are proposing to train David Fowler as backup to Diana in regard to Foundation disbursement request processing. This will allow all Foundation disbursement processing to remain within the Fiscal and Personnel Office and alleviate backup issues associated with scheduled or unanticipated absences.

Goal 5: Continue coordination of the College of Engineering New Employee Orientation Program.
Strategy: Continue the planning and coordination of the annual orientation program for new College of Engineering employees. Although our role in the faculty orientation program has changed we continue to serve as the primary organizer for the non-faculty new employee program; however, we do continue to be responsible for preparation of the employee handbook, relevant information for distribution to new faculty and new staff, program agenda for the staff program including preparation of information for dissemination to departments regarding the orientation program, reserving location of program, ordering food items for reception, etc. We hope to transfer the new employee handbook to Publisher to provide a more polished document. Diana attended training for the Publisher software and both David and Diana have recommended this particular software for the college’s new employee handbook. We received very positive survey responses from last year’s new staff attendees. We will utilize these responses to continuously improve the program agenda and provide additional information, when applicable, as recommended by the program attendees.

Goal 6: Complete review and processing of personnel appointments for forwarding to the appropriate University of Florida personnel office no later than one day prior to their receipt deadlines.
Strategy: Begin initial processing of various personnel documents no later than two days following receipt in the Personnel and Payroll Section; continue efforts to catch all errors upon the initial review of each document. This continues to remain an important goal for our team. Overall accuracy and efficiency in reviewing the required appointment information and documentation must be improved so that if the departments are contacted regarding errors, missing documents, etc., all corrections are noted at the time of the initial contact and in a timely manner following receipt of the document. We believe that we have improved in this area but feel that we can improve especially with offer letters. The formats for offer letters did change this year which created some confusion and required becoming “sight familiar” with the new wording. We need to become more cognizant of the different variation of wording in offer letters due to various situations, i.e. foreign national, tenured upon employment, secondary commitment letters, etc. This area will be strengthened through discussion in TQM and staff meetings as well as additional hands-on experience with offer letter reviews.

Goal 7: Expand the Personnel and Payroll Section web site.
Strategy: Although we have made some minor updates to our web site, we need to provide information that will be helpful to our customers when seeking out answers to questions, procedures and policies, etc. Searching for information within the university’s web site can be frustrating and time consuming. Our goal is to provide our customers with a “one stop” site that will provide valuable information and applicable links to assist them in locating pertinent information using a customer friendly system. We hope to accomplish this goal through dedicated TQM efforts, actively seeking suggestions from our customers, etc.