Voluntary Redundancy (VR) Process UET Update
28 SEPTEMBER 2020
VOLUNTARY REDUNDANCY PROCESS | UNI VERS I TY OF TASMANI A
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Voluntary Redundancy Process Map
WE ARE AT THIS STAGE 28/09/2020
Voluntary redundancy process map
COLLEGE/DIVISION/PEOPLE MANAGER/ HEAD OF SCHOOL/ PTWG/ED/EDO
People and Wellbeing /Line Managers/ Employee /PTWG
EMPLOYEE
PEOPLE AND WELLBEING
EMPLOYEE
Voluntary redundancy process map
COLLEGE/DIVISION/PEOPLE MANAGER/ HEAD OF SCHOOL/ PTWG/ED/EDO
People and Wellbeing /Line Managers/ Employee /PTWG
Formal Offer to Employee EMPLOYEE
Approved Final calc’s Line Managers and P&WBP’s to confirm approval with employee
EMPLOYEE
PEOPLE AND WELLBEING
Interested employee proceeds to EOI
PTWG Endorsement TIG approval
Calculation from payroll to P&WBP
EOI received by Business Partner
P&WBP discusses with Line Manager, and clarifies exit date Initial discussions with WGL Request formal Calcs from Payroll to P&WBP
Review of Formal Proposal/ Complete Assessment Form Review of Formal
Employee exit
Accept Agreement documented Decline Line Manager discussion with employee P&WBP coaching Employee exit
Formal Offer to Employee
Approved Final calc’s Line Managers and P&WBP’s to confirm approval with employee
Interested employee proceeds to EOI
PTWG Endorsement TIG approval
Calculation from payroll to P&WBP
EOI received by Business Partner
P&WBP discusses with Line Manager, and clarifies exit date Initial discussions with WGL Request formal Calcs from Payroll to P&WBP
COMPLETE
College/Division/ People Manager/ HoS ED EDO Proposal/ Complete Assessment Form College/Division/ People Manager/ HoS ED EDO
Accept Agreement documented Decline Line Manager discussion with employee P&WBP coaching
Summary of College/ Division/ People Manager/ HoS decisions to WGL for review and discussion
Summary of all EOI’s received sent to College/ Division/ People Manager/HoS each Friday
COMPLETE
Out of Scope To be reviewed on case by case basis
Summary of College/ Division/ People Manager/ HoS decisions to WGL for review and discussion
Summary of all EOI’s received sent to College/ Division/ People Manager/HoS each Friday
Out of Scope To be reviewed on case by case basis
Not approved Justification provided to employee by line manager. Consideration to early retirement if applicable.
Not approved Justification provided to employee by line manager. Consideration to early retirement if applicable.
P&WBP discusses with College/ Division/ People Manager/HoS
P&WBP discusses with College/ Division/ People Manager/HoS
If an absolute Yes – step out of process i.e. Course not continuing – role not ongoing If an absolute Yes – step out of process i.e. Course not continuing – role not ongoing
Support / Coaching P&WBP
Support / Coaching P&WBP
PROCESS PRINCIPLES
Transparency
Consistency
Open Communication
Supporting Employees
PROCESS PRINCIPLES
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VOLUNTARY REDUNDANCY PROCESS | UNI VERS I TY OF TASMANI A
Transparency
Consistency
Open Communication
Supporting Employees
Voluntary Redundancy Outcome Categories
A B C D E
Approval with minimal change to work or structure
Approval with structural change or work re-allocation/elimination needed (local impact)
On hold – may be able to release pending implementation of broader change processes (WB, course architecture etc.)
Focus on shifting
CATEGORIES C and D up
Unable to release (critical role/skillset)
Under Review
VOLUNTARY REDUNDANCY PROCESS | UNI VERS I TY OF TASMANI A
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VR Approval and processing plan Item
Action
Status
Letters prepared
1
CTMC Endorsed
Complete and loaded
College and Division to Submit to PTWG Folder for Due Diligence
Assessments
2
80% complete
All Cat A approved to action Cat B&C Reviewed and proposals prepared Cat D reconsider
Approval from UET to proceed with Category A and review B, C & D’s.
Process of approval
3
Guidance notes for People Managers Professional Academic
Guidelines for managers
4
Ready
Payroll R&B
5
Prepared for final calculations
Send Email to all EOI wc 28/09 Cat A advised and discuss date wc 28/09 Cat B&C advised of assessment process Cat D advised and to be reviewed
EOI applicants
6
Emails and scripts prepared
7
Processing VR
Process is set up and will follow agreed path
Ready
8
Departure Advice
Guidelines and checklist for respectful departures Ready
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VOLUNTARY REDUNDANCY PROCESS | UNI VERS I TY OF TASMANI A
Timelines
19-25 August 2020 Guidelines for EOI Assessment Prep on Guidelines for EOI Assessment Preparation Prep o Guidelines for EOI Assessment 19-25 August 2020 19-25 August 2020
20 August 2 EOI Clos
Timelines
Decision to offer a VR
Current Timeline
20 August 2 EOI Clos
Managers provided with guidance re notification Brief Managers, People Leaders on Guideline
This assessment will be supported by People and Wellbeing and Finance. Working Better Group Leads have been given visibility of the EOI applicants to assist College Divisions to achieve a workable solution.
Timelines
EOI Clos
20 August 2
EOI ASSESSMENT
Brief Managers, People Leaders on Guideline
Access categories College/Division Assessment Pr par tion Prep o Guidelines for EOI Assessment 19-25 August 2020
20 August 2 EOI Clos
Action Cat A and collect data from Cat A Liaison with Applicants and determination o Documentation of assessment is critical College/Division Assessment Brief Managers, People Leaders on Guideline Document discussion outcomes Liaison with Working Better Working Group Brief Managers, People Leade s on Guideline Liaison with Working Better Working Group Liaison with Applicants and determination o Documentation of assessment is critical Central approval based on Formal Assessme Liaison with Applicants and determination o Documentation of assessment is critical College/Division Assessment College/Division Assessment Preparation 20 August 2 Lock in dates and request letters and final pay calculations Central approval based on Formal Assessme Documentation of assessment is critical College/Division Assessment Central approval based on Formal Assessme Liaison with Working Better Working Group Liaison with Applicants and determination o Check WC claim status Central approval based on Formal Assessme Liaison with Working Better Working Group Documentation of assessment is critical Central approval based on Formal Assessme Liaison with Working Better Working Group Liaison with Applicants and determination o Documentation of assessment is critical College/Division Assessment Brief Managers, People Leaders on Guideline Preparation 20 August 2 Brief Managers, People Leaders on Guideline Liaison with Working Better Working Group Liaison with Applicants and determination o Documentation of assessment is critical College/Division Assessment 20 August 2 EOI Close Preparation Brief Managers, People Leaders on Guideline Preparation Liaison with Applicants and determination of Central approval based on Formal Assessme Liaison with Working Better Working Group
Preparation Prep on Guidelines for EOI Assessment 19-25 August 2020
College / Division leaders have:
28 September
Considered and assessed all EOI’s against the VR Criteria A, B, C, D categories.
19-25 August 2020
1
19-25 August 2020
Make recommendations to PTWG as to which EOI’s should be subject to an offer of VR and which should not.
Action category A’s
2
Note: TIG/UET will make the final decision as to which staff members will receive an offer of voluntary redundancy.
September – October
VR Notification CoNTINUE CATEGORY B, C, D REVIEWS
Process letters and finalise acceptances Central approval based on Form l Assessme
28 September – Mid Oct
VOLUNTARY REDUNDANCY PROCESS | UNI VERS I TY OF TASMANI A
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Current Status 28/09/2020 Item
DETAIL
Status
Guidelines have been prepared for managers to assist them to achieve a respectful exit for VR Departures - see 3.
1
Post approval process
Finalised and confirmed
2
Letter templates
VR offers and declination of EOI letter
Endorsed by CTMC
Including: Negotiation of departure date Enabling respectful departures Communicating with and supporting teams during and after separations Checklists Emails to be sent to all applicants Cat A advised that they will be offered VR Cat B&C advised that assessment is ongoing Cat D advised and to be reviewed
3
Guidelines for managers
Prepared for publication and distribution
Emails prepared and being sent week commencing 28/09/2020
4
Communications with applicants
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VOLUNTARY REDUNDANCY PROCESS | UNI VERS I TY OF TASMANI A
Current Status 28/09/2020
Status Tracking Status TRACKING
Likely Outcomes Tracking Likely Outcomes Tracking
Closed - Not Offered, 1 Withdrawn, 9
Accepted, 1 Duplicate, 4 Out of Scope, 14
E, 21, 10%
D, 31, 15%
A, 95, 46%
C, 5, 3%
B, 53, 26%
Submitted for endorsement, 82
Coll/Div Review, 122
VOLUNTARY REDUNDANCY PROCESS | UNI VERS I TY OF TASMANI A
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Next Steps
Item
TIMING
ED’s and P&W to confirm current assessment status of each EOI (category) and commencing actioning category A’s immediately
Monday 28/09/2020
1
2
Emails to all EOI applicants
From Tuesday 29/09/2020
Tuesday 29/09/2020
3
Publication and distribution of Guidelines for Managers
From Tuesday 29/09/2020
4
Commence negotiation of departure dates for Category A EOI’s
Ongoing. Aim to conclude by Friday 02/10/2020
5
Continued assessment of Category B, C and D EOI’s
From Wednesday 30/09/2020
Provision of offers of voluntary redundancy
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VOLUNTARY REDUNDANCY PROCESS | UNI VERS I TY OF TASMANI A
Resources To assist Managers an assessment form must be completed and ensures we do due diligence. Guidelines and guidance notes have been prepared to aid manager discussions, the Departure Process is also available to ensure respectful treatment of approved VR applicants.
MANAGER Guidelines VR EOI
Voluntary Redundancy Assessment FORM
Click the
to view and download.
MANAGER Guidance notes for approvAl DISCUSSION
Departure Process NOTES
VOLUNTARY REDUNDANCY PROCESS | UNI VERS I TY OF TASMANI A
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Information and contacts For any enquiries or feedback relating to the Voluntary Redundancy Process and supporting resources please contact: Martin Nally Executive Director Workplace Relations People &Wellbeing
6226 2564 or 0421 053 733 martin.nally@utas.edu.au
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