Earlier this week, we announced our new human resources software, HCM. Today I want to give you a few more details about the freeze on the Human Resources areas of Banner that will take place from 12 a.m. February 26 to 12 a.m. March 16.
During this period, time entry will continue to be available in Banner Human Resources. Banner Student will also continue to be available during the freeze.
Please see the details below for services that will NOT be available in Banner Human Resources.
HOW WE’LL HANDLE PROCESSES DURING THE FREEZE
be able to view your personal information in Banner Web, but you won’t
be able to make changes during the freeze, including your address,
deposit, or emergency contact information. Please hold your updates
until after March 16.
New hires—Except for essential services, all new hires, including student hires, must be in the system
before the freeze or not employed until on or after
March 16. For new hires beginning on or after March 16, please wait
until after the freeze period to submit information through People
Adjustments to pay—No
adjustments to pay or changes to positions will be processed during the
freeze period. All such activity should wait until March 16 or later.
Significant life events—If,
during this period, you have a significant life event (e.g., birth or
adoption of a child, marriage, divorce) that affects your benefits,
Sarah Smalley in benefits.
Until further notice, you will continue to enter your time into Banner Web.
Banner Student will also remain active.
Watch your email and the HCM website for the latest updates, and thanks for your efforts to make this transition go as smoothly as possible.
Karen Miller Vice President for Human Resources and Chief Risk Officer
You may have heard the term “HCM” in conversations at Middlebury. Oracle HCM (Human Capital Management) is our new human resources software and it’s the next big step as we modernize our business processes. If you’re a Middlebury employee, HCM will play a big role in your life over the coming months and years.
For starters, HCM is how we’ll all get paid, which is a good reason to dedicate some time to learning this new system! But as important as that is, HCM offers many other features that will unify our processes, such as managing your benefits, requesting time off, and tax information.
HCM is our third major software upgrade in this process. Last year we launched Blackbaud for fundraising and Oracle Finance for payment and reimbursement as part of what we call “Project Ensemble”—a collaborative effort among the colleges of the Green Mountain Higher Education Consortium (GMHEC). The three member schools—Middlebury, Champlain College, and St. Michael’s College—have been operating older software systems that simply needed to be replaced.
By working together, the three institutions have achieved significant savings over the costs of going it alone. Last year, for example, Middlebury saved and avoided more than $4 million in costs thanks to our work with the consortium. Those savings help bolster Middlebury’s financial health and allow us to invest more in our future.
If this seems like a lot of change in a short time period, it is! We’re grateful for your continued dedication to learning new processes that will improve our work at Middlebury—even when those processes present unexpected frustrations. We know the Oracle Finance rollout has been challenging for some of you, and that it still has kinks that need to be ironed out. With cautious optimism, I can report that the number of help tickets for Oracle Finance has dropped significantly in recent months and that we’ll continue to address any remaining issues.
WHAT’S OUR TIMELINE?
The first time you’ll work with HCM will be in mid-March when we run our first payroll through the new system. For that first payroll, we’ll run a “dual entry” in both Banner and HCM. Here are some important dates to keep in mind as we approach the go-live date:
Feb. 26: Banner “Freeze” — Banner for HR will no longer be available to make changes. Managers, please keep this in mind and complete tasks early or hold off until after the transition is complete.
March 3: User training begins. We’ll have many opportunities for every employee to receive training on the new software.
March 15: We GO LIVE with HCM.
March 16: First pay periods using HCM MIIS pay period is 3/16–3/29 MIDD pay period is 3/23–4/5
The functionality for HCM on March 15 will include: Time entry and approval, absence requests and approvals, employee self-service (updating your personal information and emergency contacts), and manager self-service (approvals of timecards and absences).
Later this year, we’ll announce additional HCM functionality as we continue to build out the system.
WHAT CAN YOU DO TO GET READY?
The best thing you can do right now is to add those key dates above to your calendar and keep an eye out for HCM updates you’ll receive through email. If you’re a manager, please think about how the Banner freeze (for HR functions only) might impact your work and plan accordingly. Later in February, we’ll send you information about training sessions. Be sure to sign up!
Research tells us that any organization going through such complex change experiences an initial drop-off in productivity, but then typically bounces back to its previous level or better. We know there will be some challenges—that’s normal in a large-scale rollout. We’re working hard to ensure that the drop-off is as short-lived as possible.
Last, we would like to take a moment to thank the many people in Middlebury and at the GMHEC headquarters in Shelburne who are working hard to make this implementation go as smoothly as possible. We would also like to thank the members of our Change Facilitators Network, a group of about 60 colleagues on our Vermont and Monterey campuses who have committed their time to help coworkers navigate these changes.
Sincerely, and with our appreciation,
David Provost Executive Vice President for Finance and Treasurer
Karen Miller Vice President for Human Resources and Chief Risk Officer
TIAA is scheduled to deliver important information about your retirement plan(s) via email and we are writing to remind you that the message may be diverted to your Clutter box. As you may already know, with Clutter, the email server keeps track of the email you read and the ones you don’t. Once you turn it on, as new email comes in, it takes messages you’re most likely to ignore and puts them into the “Clutter” folder. In order to efficiently provide employees with accurate and up-to-date information and to remain compliant with our annual participant fee disclosure responsibilities regulated by the Department of Labor, we ask that you follow the following steps:
You can turn Clutter off (or)
You can “train” clutter that TIAA emails are not clutter.
To “train” your Clutter, look in the Clutter folder and drag the TIAA email from your Clutter folder to your Inbox. Moving an email in or out of the Clutter folder from any of your devices is enough to give the signal to the Clutter system that an item from TIAA is or isn’t Clutter.
On May 21, Karen Miller, Vice President of Human Resources and Chief Risk Officer, informed employees via email that in the event of a Measles outbreak, Middlebury would require employees to provide documentation of evidence of immunity. It was suggested that employees contact their healthcare provider and obtain copies of immunization records, or blood test results proving immunity, in case proof is needed.
The following information is provided as further guidance for employees enrolled in Middlebury’s health plan, outlining what Middlebury’s health plan would cover for employees who may find they need to get a blood test to determine or prove immunity, or for those who need the vaccine. If you are not enrolled in Middlebury’s health plan, please reach out to your own health plan administrator for coverage details.
The Measles vaccine is part of the vaccine program and covered under Middlebury’s plan at 100%, even for adults. Please take note of the steps to follow below:
If obtaining the vaccine at a pharmacy, locate a pharmacy participating in the Cigna vaccine program (please note that not all pharmacies in the regular Cigna network participate in the vaccine program).
Pharmacies participating it the vaccine program in Middlebury, VT:
Hannaford Food and Drug (802) 388-6349 260 Court St Middlebury, VT 05753
Rite Aid #10334 (802) 388-9573 263 Court St Middlebury, VT 05753
Pharmacies participating it the vaccine program in Monterey, CA:
Walgreens #7081 (831) 644-9057 416 Alvarado St Monterey, CA 93940
Rite Aid Pharmacy 06769 (831) 372-8085 499 Alvarado St Monterey, CA 93940
Rite Aid Pharmacy 05882 (831) 375-8900 1301 Munras Ave Monterey, CA 93940
Call the pharmacy first to see if the vaccine is stocked, and to ask whether a prescription from your provider is required in order to get the vaccine.
If the vaccine if received during an office visit, the vaccine itself will be covered at 100%, however the office visit charge and coverage will vary depending on the purpose for the visit and how the visit is coded (preventative visit, nurse visit, lab visit, non-preventative visit) by the provider’s billing office.
The Middlebury health plan will cover the blood tests to test for Measles immunity. However, be aware that it may be billed various ways:
If it is billed with a wellness preventative code, then it is covered at 100% of maximum allowable.
If it is billed with a diagnosis code other than preventative, then it is covered at 80% of the maximum allowable. However, it may also be subject to the deductible if it is drawn outside of the provider’s office (and not coded as preventative).
If the provider sends the blood test orders to a lab, then the provider will inform the lab which codes to use. If there is no order from the provider, the lab indicates the codes. To ensure that the lab bills properly, the referring doctor will need to write a script to the lab indicating it’s for preventative purposes.
As previously suggested, please work with your healthcare provider to determine the next steps appropriate for you.