Supervisors VOC Questions
16 Interviews (Office of Human Resources, School of Medicine and Public Health, College of
Engineering, School of Human Ecology, Department of Psychiatry, FP&M, School of Nursing, School
of Education, Gaylord Nelson Institute, General Library, DoIT, CALS – HR, and CALS-Soil
Department.)
Demographics: Supervisor, date interviewed
Supervisor #1 DR 10.29
Supervisor #2 DR 10.30
Supervisor #3 DR 10.30
Supervisor #4 DR 10.30
Supervisor #5 DR 10.30
Supervisor #6 DR 10.31
Supervisor #7 DR 10.31
Supervisor #8 DR 11.3
Supervisor #9 DR 11.4
Supervisor #10 DR 11.5
Supervisor #11 DR 11.5
Supervisor #12 DR 11.5
Supervisor #13 DR 11.6
Supervisor #14 DR 11.6
Supervisor #15 DR 11.7
Supervisor #16 DR 11.7
1. What date, or how many days before their start date, did the new hire accept the job offer?
SUMMARY
(out of 15) (+1 “don’t know)
3 weeks = 3 or 20%
Ave = 2.5 weeks prior to Day 1
1 Elizabeth was interviewed and accepted the job in Oct 07. She started in Jan 08. So, approx. 2.5
months in advance
2 About 3 weeks in advance of start date
3 At least 2 weeks.
4 At least 60 days before (Yer was a student)
5 15 days prior to start
6 30 days
7 2-3 weeks
8 2 weeks
9 4-6 weeks
10 3 weeks
11 2 weeks
12 1 week
13 2 weeks
14 2 weeks
15 Don’t know
16 10 Days before Day 1
Supervisors VOC Questions
2. What date, or how many days before the start date, was the PD for the job entered in the CHRIS
system?
Summary
(out of 7 + 2 were student hires and 7 “don’t know)
8 Weeks = 43%
1 Elizabeth is a student. Deborah didn’t think students are entered in CHRIS.
2 Not sure…probably when they began recruiting, 3 months prior to start date.
3 Don’t know. Someone was already in the position, knew Laura was interested, no other
applicants.
4 Don’t know.
5 At least 6 weeks before start
6 Don’t know
7 6 weeks
8 Don’t remember
9 6-8 weeks
10 10 weeks
11 8-10 weeks
12 Don’t know
13 5-6 weeks
14 Not sure. A month before?
15 Student – Not entered into CHRIS
16 Don’t know.
3. If day 1 is the new hire’s first day, on what business day was the new appointment entered in
IADS (payroll)?
Summary
(out of 13 + 3 “don’t know”)
> 5 days prior to start = 3 or 23%
1-5 days prior to start = 5 or 38%
Day 1-2 = 38%
1 Deborah didn’t know. This was done by a student employment coordinator who is now gone.
2 Before the start date, but don’t know exactly when
3 1-3 days before start.
4 2 days before start
5 2 days before start
6 1-2 days before start
7 On Day 1
8 Payroll person generally does this 1 week before
9 Day 1 or 2
10 Day 1 (+ or – one day)
11 Don’t know
12 Day 2 (1/15)
13 2 weeks before start day
14 Day 1
15 As soon as she accepted.
16 Feb. 26, 5 days before Kelly started.
4. In the case of [name of person hired], what process did you use to obtain access to the mainframe
(3270)?
Supervisors VOC Questions
Summary
(out of 16)
Supervisor does it = 11 or 69%
Sup relies on someone else to do it = 5 or 31%
1 Filled out a form and gave it to the student employment coordinator.
2 Talked with others in the office to determine what access was needed, went to the web to find the
correct form, completed it and submitted it.
3 Wasn’t sure of the process, so talked with someone who did know what to do. That person told
Liz what to do.
4 The school’s business office took care of it.
5 Kelly was hired for a position vacated, so went to authorization files to find out what access that
position has had, got the forms, filled them out and submitted them.
6 Got the form, completed it and submitted it to the School of Medicine….doesn’t know what
happens after that.
7 Barbara’s predecessor filled out the form, Dorothy signed it.
8 Went online, printed form, filled it out, had Max sign it when he started, had Dean sign it.
9 Person who was previously in Lori’s position mostly took care of it. Elaine just signed it.
10 Assess needs of position (previous person), fill out form, have them sign it, submit
11 Fill out form, send it to DoIt
12 Filled out form, submitted to School of Ed business office, was then sent through
13 Use an internal automated form to get everything rolling for new employee – personnel action
form. 3270 request form is filled out, walked around for signatures, then submitted-same bldg.
14 Personnel and IT does most everything for them, she only remembers signing a form
15 Complete the form, sup signs (Linda), then Admin IT Dir. Signs, then it goes to DoIt.
16 Emails the new employee form to sign, then sends to Charlene (Dean’s Off), then to DoIt.
Getting the ID is the delay.
a. How did you determine what access they needed?
Summary
(out of 16)
Got the same access the person previously in the position had = 6 or 37%
Sup looked at specific job responsibilities/PD or consulted others = 10 or 62%
1 Got what the previous person in that position had. Very limited access. The main thing they use
is the VISA screen.
2 This was a revised PD, so talked with others to determine what access they thought she would
need.
3 Got the same access as the previous person in the position had PLUS asked a woman who
oversees payroll in the college who recommended a couple of additions.
4 Yer needed very little. Lynet just knew what she needed.
5 Got the same access the previous person in that position had
6 Mary determined access based on the duties that Ashley would have
7 Dorothy believes the predecessor asked for the same access for Barbara as she had
8 Got him the same access the accountant uses – without budget entry info
9 Person who was previously in Lori’s position made a list of what Lori would need.
10 Look at print screen of person in position previously.
11 Decided based on info he would need to do the job. Only a few transactions about status on
campus
12 Look at job description to see what she would be doing, based selection on that.
13 Based on job responsibilities. Marcia knows what they need.
14 IT told her what Catherine would need
Supervisors VOC Questions
15 Linda decides based on looking at responsibilities.
16 Based on what the previous person in the position had. Has heard that there is or will be a role-
based checklist on web---that would be helpful.
b. Where did you get the form to fill out?
Summary
(out of 16)
Supervisor has form or gets it herself online = 11 or 69%
Someone else gets form = 5 or 31%
7 Supervisors (44%) expressed frustration finding/getting the form.
1 From the payroll manager in H.R.
2 On the web. Did a search to find correct form.
3 From the payroll coordinator
4 From the School of Human Ecology website
5 Online. It took some searching to find forms.
6 On the web. Initially couldn’t find it, someone from the Med School had to show her where it
was.
7 Don’t know. Predecessor got the form.
8 Online. Has the form bookmarked.
9 Don’t know. Person previously in Lori’s position got the form
10 Don’t remember. ―If you give me a couple of days, I could find it again.‖
11 Business Services website….or in a saved email link
12 On the payroll website.
13 This is the hard part. Either had a hard copy or saved one electronically or OHR website under
forms?
14 Personnel
15 Downloads form….but doesn’t know from where. Support positions know exactly where to get
the form because they get it often.
16 Have copies. Also, the Dean’s Office has a link
c. How long did it take to complete the form/request? What steps took the longest? Why?
Summary
(out of 16)
20 minutes or less = 16 or 100%
1 Quick. Done in one day. No steps took long.
2 10-15 mins. There were no challenges or problems.
3 1 day. No difficulties or delays.
4 20 minutes. There were no long steps.
5 15 minutes.
6 10 minutes. Simple. But, again, not sure of the process after submitting it to Med School.
7 Don’t know. Predecessor completed form/request.
8 Just a few minutes. Very easy.
9 Not aware of any difficulties
10 Very quick (few minutes) – once you have the form and know what access you’re requesting.
11 2 minutes
12 15 minutes. Tedious due to the different UDDSs.
13 15 minutes. No long steps for Marcia, but thinks it could be challenging for others
14 Was already done. She just signed.
Supervisors VOC Questions
15 Just a few minutes. No difficulties or parts that take long.
16 Don’t use much on 3270, so it doesn’t take long. It’s the paper routing that takes the time.
Electronic would be nice.
5. When did you fill out the access request form relative to their start day? (I.e. two weeks before
they started, two days before they started, the day they started, etc.)
Summary
(out of 16)
Filled it out before the start day = 7 or 44%
Filled it out on day 1 or after = 9 or 56%
1 Filled it out Dec 6, 2007 for a Jan, 2008 start date.
2 Don’t recall…probably when she started.
3 On the start day.
4 1 week before start
5 Had the form filled out and ready for Kelly’s signature on her start day.
6 2-3 weeks after Ashley started.
7 1 week after start day
8 A few days prior his start day, so it was ready for him to sign when he arrived
9 1-2 days before
10 Day 1
11 1 week after start
12 1/29. Two weeks after start day.
13 2 weeks before start day.
14 Day 1
15 When she accepted the job offer.
16 5 days before start day.
6. When did you submit the access request form relative to their start day? (I.e. two weeks before
they started, two days before they started, the day they started, etc.)
Summary
Didn’t summarize
1 Dec. 6, 2007 – same day as the form was filled out.
2 Not sure – probably soon after start date.
3 2 days after the start day.
4 Same day as she filled it out – 1 week before start
5 Submitted on the start day or day after
6 Next day after completing the form (2-3 weeks + 1 day after start day)
7 Next day after completing the form (1 week+ 1 day after start day)
8 Within 1-2 days after his start day
9 Day 1 or Day 2
10 Same day as it was filled out - Day 1, faxed it in.
11 Same day as it was filled out – 1 week after start
12 Don’t know
13 2 weeks before start day
14 Day 1
15 As soon as it was filled out (which was when she accepted the job offer)
16 2 days before start day.
7. If day 1 is the new hire’s first day, on what business day did they need access to the mainframe?
Supervisors VOC Questions
Summary
(out of 16)
Day 1 = 7 or 44%
After Day 1, but within the first week = 6 or 37.5%
After first week = 3 or 19%
1 Had access within 3 days of start, but didn’t really need it until 7 days after start because of the
overlap with predecessor. Used the predecessor’s access.
2 Day 2.
3 1 week after start date
4 Day 1
5 Day 1
6 Could have used it during her first week on the job.
7 Barbara didn’t really need access until her 2nd or 3rd week on the job because the predecessor was
still there
8 Max needed access on Day 1
9 Could have used it on Day 1
10 Not sure she’s even used 3270 access (she has access mostly for double-checking things)
11 2 weeks after start day
12 Could have used it on Day 2
13 Had it before Day 1, but didn’t need it for a week or so.
14 Right away. Day 1
15 Definitely Day 1. Can’t wait. Need the person working on Day 1.
16 Day 1
8. If day 1 is the new hire’s first day, on what business day did they receive access to the
mainframe?
Summary
(out of 15 + 1 “don’t know”)
Day 1 = 3 or 20%
Within the first week = 7 or 47%
Second week or after = 5 or 33%
1 Had it by the 3rd day….possibly sooner.
2 Probably 1 week after start date.
3 1 week after start date.
4 Day 1
5 About 2.5 weeks after start
6 3-4 weeks after start date
7 3 weeks after start date
8 About 1.5 weeks after start date
9 It was quick – maybe only a week after starting
10 Within a week
11 2 weeks after start day.
12 Don’t remember
13 Had it before her start day
14 1-2 weeks after start.
15 Day 1
16 Day 2-3
9. How did your new hire get their work done prior to receiving access to the mainframe?
Supervisors VOC Questions
Summary
(out of 16)
Use someone else’s access = 10 or 63%
Didn’t do work requiring 3270 access = 3 or 19%
Had access on Day 1 = 3 or 19%
Of those who didn’t have access on Day 1 and did do work requiring 3270, 100% used someone else’s access.
1 Because there was a 1 week overlap with the predecessor, used the access of the predecessor.
2 Christine was in training the first week, so she was observing others do work, meeting with
others, practicing at the workstations of others---using their access.
3 Laura didn’t really need to do work requiring 3270 access the first week. The previous person in
the position had worked ahead as much as she could. Laura was in training that first week.
4 N/A
5 Gave Kelly other things to do. She spent much of the time in training. She used other people’s
access when necessary. Would have preferred for her to have her own.
6 Ashley would get access using someone else’s log on.
7 Barbara was being trained by the predecessor and used the predecessor’s access until she got her
own
8 Used the log on of the person training him.
9 Used log ons of other employees
10 She would call payroll person or Hope – another source where she could find same answers she
would find with 3270.
11 Would have someone else log on and do the necessary transactions
12 Did other things until she rec’d 3270 access. By the time she got to doing payroll-related things,
she had access.
13 N/A
14 Personnel did everything that needed to be done in 3270.
15 N/A. Had access on Day 1.
16 Would have to use someone else’s access
10. When your new hire received access to the mainframe, did they have access to the information or
subsets of data that they needed?
Summary
(out of 16)
Had all the access they needed and didn’t have any problems = 12 or 75%
Req’d additional access or had difficulties using what they had = 4 or 25%
1 Yes.
2 Yes, initially. As she got further into the job, she required additional access.
3 Yes.
4 Yes
5 Yes
6 Yes
7 She believes so….she hasn’t heard that she needed any additional access.
8 Yes, haven’t heard otherwise.
9 Yes
10 Yes, but since her start they have also gotten her additional access to what was first requested (not
limited to UDDS)
11 Yes and no. Carl is saying he is still having trouble performing some transactions. Dineen thinks
it might not be with the access he has but rather his unfamiliarity with how to use it.
12 Yes
13 No. Found that there was a glitch or miscommunication. Didn’t have access to something needed
Supervisors VOC Questions
14 Yes.
15 Yes.
16 Yes.
If not, consider asking:
a. How many business days from the request to the receipt of the permissions?
1
2 Getting additional access happened very quickly…guessing 2 days.
3
4
5
6
7
8
9
10 Very quick – a couple of days
11 Has not requested additional access or help.
12
13 Walked down the hall to Ryan and it was taken care of immedately
14
15
16
b. How did you determine what information was needed?
1
2 As she would take on duties, Christine learned from others what add’l access she needed.
3
4
5
6
7
8
9
10 As work needed to be done, found add’l access would be helpful.
11
12
13 Something wasn’t working.
14
15
16
11. How are your new hires trained/mentored/coached to use the mainframe system? Do you have
access to system documentation?
Summary
Did not summarize
1 They try to schedule 1 week of overlap with previous person for training. Yes, Deb has access to
system documentation.
2 First week of employment is training. Using the mainframe system is 1-on-1 training with an
experienced employee. Elizabeth has some, but not all, access to system documentation.
3 There is no formal training program in place. Liz knew that was a problem in other departments,
Supervisors VOC Questions
so when Laura was starting, Liz assembled a training team to train Laura. No, Liz does not have
access to system documentation.
4 Trained by me. Yes, Lynet has access to system documentation.
5 New hires learn by watching and doing. No manual. As questions come up, new hires get 1-on-1
training. Yes, Trisha has access to system documentation.
6 Trained by co-workers and supervisor. Yes, Mary has access to system documentation.
7 There was a scheduled overlap with both the predecessor and Barbara. The predecessor trained
her. Yes, Dorothy does have access to system documentation.
8 Hired back the retired accountant as an LTE; she trained Max. Yes, Cynda does have access to
system documentation.
9 School of Ed has a mentoring program. Lori requested a mentor. Very helpful---even beyond
initial training.
10 Hope or payroll person trains the new hire (small dept.).
11 Dineen trains them.
12 Trained by someone who knows the mainframe system (co-worker) Yes, Martha has access to
system documentation
13 Trained by the HR Manager or payroll and benefits person – 2 VERY experienced people. Can’t
learn from the documentation—new people don’t understand the terminology and it’s outdated.
14 Personnel trained Catherine when she first started, then after that Catherine called IT or the
Business Office with questions and someone would walk her through. No, Nancy does not have
access to system documentation.
15 Trained by HR Assistant
16 Teri trains new hires on mainframe system. If it’s something she doesn’t know, then they’re sent
to the Dean’s Office. Yes, Teri does have access to system documentation.
Part II (email questions sent 11/25/08)
1. When you request 3270 access for a new employee, do you wait to submit the form
until you know the 3 character logon ID? Yes or NO
If yes, how did/do you get the 3 character log-on identifier to complete the 3270
Access request form?
If no, is this form how you always get a 3 character logon ID? Do you have
another means of requesting a 3 CL?
Summary
(out of
1 no Not sure if this is how they always get 3 CL. Dean’s Office handles this.
2 no Doesn’t know where the 3 CL comes from
3 yes I believe it's required in order to give access. We get it
via email from the group that provides the access within
DoIT -- can't think of their official name ...
4 No I think, though it’s been awhile since I’ve done this, that
we receive that info back when the employee’s password is
assigned.
5 yes If they have worked at the UW previously I just ask them.
If they are new to the system, we try to have them fill out
the form in advance.
D. Did/do you experience any difficulty or delay in getting the 3 character
log-on either with or without a 3270 access request form? Yes or no
Supervisors VOC Questions
Summary
(out of
6 no
7 no
8 no
9 no
10 yes