Process & Standards FAQs

-Standardizing processes will help ensure a consistent employee experience across
campus, regardless of department or unit.

-Today, HR tasks like pay changes, supervisor updates, or separations can look very different depending on where an employee works—creating confusion, delays, and even compliance risks. By documenting clear, step-by-step processes, setting expectations for standard completion times, and by providing job aids and templates, we can reduce
duplication of effort, improve efficiency, and create a consistent experience for all employees.

-Standardization also lays the foundation for better technology integration, stronger
analytics, and more effective collaboration between Central HR and Unit HR.

-In Horizon 1 of the HR Blueprint Project, the Processes and Standards working group mapped future-state processes across the full employee lifecycle—Hire, Employee Support, and Retire/Separate.

-In Horizon 2, we are focusing on implementing 26 of these key processes within Employee Support and Retire/Separate.

-The team worked with subject-matter experts, HR leaders, COEs, and project sponsors and prioritized these processes because they are high-impact, high-volume, or prone to inconsistencies. The Hire process will be updated when new HR technology enhancements are rolled out in the next 12–18 months.

Each process will have:

• Step-by-step documentation of the process from start to finish
• Estimated completion times for each step
• Linked job aids, one-pagers, quick reference guides, and templates
• Embedded links to relevant tools and resources
• A dedicated webpage where all process documentation is easily accessible. This approach ensures that HR practitioners have everything they need to perform processes accurately and efficiently, all in one place.

-Standardization creates clarity and predictability—HR practitioners and employees will know what to expect, no matter which unit they’re in.

-It also reduces errors, ensures compliance with policies and laws, supports consistency and equity in service delivery, and frees up HR capacity for more strategic work.

-With clearer processes, onboarding new HR staff is easier, training is more effective, and employees get the right support faster.
 

We’re following a phased implementation:

• August: Introductory informational meetings to explain the changes and
  expectations.
• September–October: Preparation meetings to ensure teams are ready.
• November: Official launch of the standardized processes. Support will include orientation sessions, an online hub for process documentation, office hours, and opportunities for feedback. Feedback will be reviewed continuously, with adjustments made for improvement.

All HR practitioners who interact with the standardized processes will have opportunities to give feedback through surveys, office hours, working sessions, and informal channels.

-The Processes & Standards working group collaborated with more than 70 HR practitioners from across campus, along with subject-matter experts, COE leaders, and Unit HR practitioners.

-We used a campus-wide, collaborative design process—mapping current practices, identifying pain points, and testing proposed future-state steps.

-Every process was reviewed for accuracy, compliance, and feasibility before being finalized.
 

No. While we are setting clear steps and expectations, the processes are designed to accommodate variations when necessary. For example, if a unique situation requires an exception, there will be clear guidance on how to request and document that exception. The goal is not to create rigidity but to ensure we have a shared baseline for how work is done.

Once the new processes launch, all documentation will be available on a dedicated webpage, organized by the type of transaction you want to perform (Pay Changes, Position Changes, Retire/Separate, etc).

Yes. We will offer orientation sessions, walkthroughs, and Q&A opportunities in October before the launch in November. In addition, quick reference guides, step-by-step visuals, and on-demand resources will be available so you can refresh your knowledge anytime. There will also be office hours held to answer specific questions.

A process outlines the specific steps needed to complete an HR task, while a standard defines the consistent expectations for how that process should be executed—such as timelines, required documentation, and quality benchmarks. Together, they create both the “how” and the “how well” of HR service delivery.

Standardized processes are the foundation for effective automation and system improvements. By having a clear, consistent way of working now, we can configure new technology tools more effectively, ensure system workflows match our real-world needs, and use data from those systems to improve services.

We expect to adjust. Feedback loops are built into the rollout, so if you encounter gaps, redundancies, or unclear steps, you’ll be able to submit input immediately. We’ll review feedback regularly, prioritize fixes, and update documentation so the improvements are reflected in real time.
 

Clear, well-documented processes will make onboarding new HR practitioners much smoother. New hires will have access to step-by-step guides, timelines, and tools from day one, reducing the learning curve and helping them contribute confidently sooner.