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Our Journey to HR Systems TransformationAnne Harkness, Head of HR Operations
15 March 2016
Page title to go here• Bullet point style to look like this • Bullet point style to look like this and can go across multiple lines
• Bullet point style to look like this • Bullet point style to look like this and can go across multiple lines
22,000 Students
THE* 1st in UK, 2nd in world; consistently in world top 10
5% of all the UK’s graduate research students are studying at Oxford University
*Times Higher Education rankings
The principal objectives of the University are the advancement of learning by teaching and research and its dissemination by every means.
Structure, facts & figuresUniversity – Colleges & Private Halls
Divisions…Departments…Diverse…Devolved…
2014/15 income: £1,429.3 million
£637.2 million staff costs (51.5% expenditure)
c. 12,500 staff (excludes casual workers)
c.11,500 FTE
New starters c. 2,300 last year
Job applications c. 60,000 last year
What did we need to transform?Paper and lots of it.Taxis!Multiple systems Single points of failureDid we have standard business processes?No single source of the truth No platform for future growth
HRIS Review:
business process
procurement
Implementation approach, ‘Aim’ & Blueprint
What did we do?
Aim"Applicants, employees, managers and administrators will benefit from online systems which support the
ELECTRONIC FLOW OF INFORMATION through the
University in support of SMOOTH, EFFICIENT AND STREAMLINED HR BUSINESS PROCESSES. As a result, system users across the University will be released from time-consuming paper-based administration and
provided with EASY-TO-USE TOOLS to manage staff effectively throughout the
employment lifecycle in order to satisfy institutional objectives. The systems and HR business processes will
EMBED UNIVERSITY PERSONNEL POLICY AND PRACTICE and strengthen financial control. Data monitoring,
REPORTING AND ANALYSIS CAPABILITIES will
match the needs of the institution."
HR Toolkit: personnel groundwork, user workshops, design solution agreed
Staff Recruitment: e-Recruitment pilot 1
HR Information: reporting requirements gathered
Training: staff training, basic requirements gathered
HR Toolkit: software build, system configuration & process agreedHR Planning & Control: e-Recruitment audit review
HR Information: HESA, recruitment & personnel basics
Staff Recruitment: pilot 2 & rollout start
Tranche 2Aug ‘10 – Mar ‘11
Tranche 1Nov ‘09 – July ‘10
So how did we achieve this?
HRIS Programmefoundation stages
HR Toolkit: pilots 1 & 2
Staff Recruitment: e-Recruitment rollout
HR Information: pilot recruitment reports, basic HR reports
HR Planning & Control: personnel audit review, payroll project
HR Toolkit: personnel go live & rollout across University
HR Information: complete HESA, expand HR reporting
Training: training prototype
HR Planning & Control: payroll parallel running, some payrolls go live
HR Toolkit: expand HR e.g.absence management, minor enhancements
HR Information: payroll & training reporting
Training: training go-live completed
HR Planning & Control: casual & main payroll go-live
Tranche 3Apr ‘11 – Dec
‘11
Tranche 4Jan ‘12 – Jun
‘12
Tranche 5Jul ‘12 – Dec ‘13
HRIS Programmeuser benefits
From OLD: Personnel & payroll information pre CoreHR data flow
Payroll Team
Payroll Forms
Bureau Payroll System
Legacy HR
system
Planning
Interface(skeletonrecord)
Data entry
Data entry
Paper forms completed by departments/divisional offices and sent to central teams: Payroll, Planning, Pensions (not shown)
Data keyed into bureau system by Payroll. Interface creates skeleton records in legacy HR system, after which Planning maintains additional data for HESA and other purposes.
Copy of forms
Depts/Div Offices
To NEW: Process flow in CoreHR
Staff Requests & Approvals
Create Posts & Planned
Appointments
Appoint Staff (e.g.
new starter)
Changes (person and appointment
)
LeaversManage Offer
HESA module maintenance
e-Recruitment
Planning Team data quality assurance
Dept/Divisional Personnel
Planning
Key:
Personnel data owned and managed according to data ownership guidelines (mixture of employee, departments, Planning and Payroll)
Personnel Services
Commencement
Amend appointment / update person
End appointment
Payroll Team
Bureau Payroll System
Core
January 2012 – data flow for departments with update access to CoreHR
Other forms (e.g.
overtime)
Reports
Planning
Reports/access
Data entry
(data migrated from legacy HR
Dec 2011)
Depts updating
Core
Data entry
All depts continue to send these forms to Payroll
Legacy HR
system
Data entry to support some elements of HESA 2011/12
Interface(skeletonRecord)
Separate means of accessing pay and costing data
Payroll Team
Bureau Payroll System
Legacy HR
systemCore
Data verified
Planning
Reports/access
Data entry
Data entry to support some elements of HESA 2011/12
(data migrated from OPENdoor December 2011)
Interim data entry
team
Payroll forms
Data entry
Copy of forms
Interface(skeletonRecord)
Checks
Depts with read-only
access
Read-only access & reports
From January 2012 – June 2012Data flow for departments with read-only access to CoreHR
Complications of maintaining business continuity
It was all worthwhile!‘one version of the truth’ Use of Business Intelligence for critical business decisionsProcess improvementsAdvertising costs savingsAutomated workflows Removal of riskReduced slow paper-based activity Financial control and management
Platform for the future…
Next…Full use of time and attendanceEmployee self-serviceManager self-service On-boardinge-Expenses
SaaS…?
THANK YOU!