HR Systems User Network

Agenda

• Introduction to HR system User Network

• PeopleSoft HR Upgrade and Patching Project

– Update on PeopleSoft HR 9.2 upgrade.

– What’s new in version 9.2 (including SSO).

– What does Go-Live look like:

• System down time

• Changes to HR processing deadlines

• Communication plan

• Open Discussion

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HR Systems User Network

Objectives:

– Share HR System user experiences and business processes.

– Communicate system changes due to policy and procedure

updates.

– Provide an opportunity for user feedback to support continuous

improvement.

– Update regarding planned online system/forms.

– Prioritise system improvements from a user perspective.

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Introduction - Project Recap

Why?

• HRMS is currently on release 9.0 and reached end of extended support with the vendor in June 2015.

• The system must be upgraded to the currently supported release of 9.2 to maintain vendor support and access to security and compliance related patches and future functional product releases.

The scope of the HCM 9.2 Upgrade project is;

• To upgrade HCM from release 9.0 to 9.2.

• To rollback customisations, particularly those that impact on taxation.

• To make changes to the configuration of payroll.

• To enhance SSO by addressing known issues and implementing new features in 9.2.

• To provide timely and contextual decision support to managers and employees directly through the HR system through the use of new functionality in release 9.2.

• To apply maintenance application patches to the Campus Solutions and Finance systems.

Out of scope

• Significant upgrades to Finance or Campus Solutions

• Introduction of new modules in HCM such as ePerformance and Learning Management.

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Where are we up to?

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Project stage Timeframe Status

Planning & Design Aug 14 – Nov 14 Complete

Build, Unit test Dec 14 – Mar 15 Complete

Test - HR system - Joint patching & integration - HR UAT & Parallel

April 15 May 15 – June 15 June 15 – July 15

Complete Wrapping up Wrapping up

Go-live preparation - Dress rehearsals - Communications

July 15 -> July 15 – August 15

Commenced

Go-live August 13-17 Planning

What’s new in HCM 9.2

For SSO Users

• New homepage for employees

• New homepage for managers

For Core HR Users

• New Homepage Design

• Role based hubs

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Employee homepage

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Manager homepage

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Leave is now Absence

All pending absence, CRAFT

and PDR requests

Direct Reports Pagelet

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Download balances to

excel

Direct Reports Pagelet cont…

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Direct Reports Pagelet cont…

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Employee Summary Page

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New Core HR homepage design

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New role based Hubs • Roles based Hubs have been created in 4 areas;

– Employee contracts

– Payroll

– Service Centre

– HR general

• Entirely configurable

• Consider them a 1.0 version!

• Designed to improve productivity and navigation and provide an opportunity for custom pagelets to be incorporated over time

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HR Hub

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What else will be different?

Old leave requests not approved

The pending approvals pagelet will show all leave transactions not yet approved – including many that have

been around for a while. These old requests will now escalate correctly if not attended to.

Managers need to be aware that these will be visible and potentially old. They could be associated with staff

who have left. For assistance on handling these requests please call the HR Service Centre.

Payroll changes that staff may see;

HELP and SFSS tax will now be deducted from any leave entitlements paid on termination. This will increase

the amount of tax deducted from final payments which staff may not be expecting.

Adjustments to pay that go back to a previous financial year will require a new payment summary. It will be

the responsibility of the employee to reclaim any overpayment of tax from the tax office.

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Go-Live

Go-live for the HR upgrade and patching will be on August 13-17

• The outage will commence on 6pm Thursday August 13

• Services will return on Monday 17th

• There will be no access to the following systems from Thursday 6pm through to Monday:

– Peoplesoft systems (Campus Solutions, HR and Finance)

– Access Adelaide

– Access Adelaide Admin

– SSO

– Online Store (including Print top up facility)

– Unified

– Course Planner

– CASPA

– Student Timetable mobile application

• Outage notices will be in place

• All interfacing to other systems will be paused over the outage

• Note that Sunday 16th is also Open Day

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Processing timeframes

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Date Action

COB Wednesday August 5 Requests for variations submitted to payroll

11PM Saturday August 8 Casual timesheet submission

5PM Monday August 10 Casual timesheet approvals

COB Tuesday August 11 Requests for new visitors or extensions via online form

MyUni instructor requests and changes to enrolments

11.59PM Tuesday August 11 Casual timesheet escalations completed

6AM Wednesday August 12 CRAFT contract acceptances for payday 21 August

COB Wednesday August 12 Absence requests completed

Communication for go-live

Communication activities that will take place prior to go-live

• Inside Adelaide notices for 2 weeks

• All staff and student emails the week prior

• Reminder emails to all core system users in the week prior to go-live

• Hub will have notices up for students

• Unified and other system notices

• Downtime pages over the outage period

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What can you do to help?

Review any of your current leave requests and close them off!

Be aware of the changes to processing deadlines over the next month

In particular – make sure any commencing staff or visitors (or renewals) are in place

and check that access won’t be delayed or interrupted over this period

Make sure you’ve sourced any critical data for reporting over the go-live period prior

to midday Thursday August 13

Have a look at the new reference cards to see the new look SSO

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Information and help

Quick reference cards on the HR website (www.adelaide.edu.au/hr):

HR Online Systems -> Staff Services Online (SSO) ->

http://www.adelaide.edu.au/hr/systems/sso/

HR Documents -> General Information

https://www.adelaide.edu.au/hr/docs/

And as always….

HR Service Centre 831 31111

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Discussion

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Next Steps

• Presentation notes/follow-up

• Feedback

• Future User Networks

• Contact details: hrsupportforums@adelaide.edu.au

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