HRIS v20 Project: updating

software and infrastructure

to bring business benefits

Anne Harkness, Amber Georgeson and

Mandy Zaccheo

Personnel Services & IT Services

Tuesday 24 March 2015

What are we doing and why?

• Implementing v20 software and 11g database

• Fully supported infrastructure and software

• Improvements sought by users

• Enable future projects

• Standard infrastructure on which to build DR plans

PROJECT SCOPE AND TIMEFRAMES

Scope: functional, training & communications

• Implementation and full Functional Testing of version 20* of the CoreHR

application including :

• CorePay, CorePersonnel, CoreTraining, CoreRecruit, CoreHESA, Core BI,

Core User Security, Absence, (Portal - ESS)

• Document management (Aspose)

• Review of data impact of v20 including ensuring appointment IDs can be

populated for all payroll tables with no loss of historic data

• Current reports and customisations

• Review of new V20 functionality vs user enhancement list

• Communications, train c. 400 users, new v20 training & QRGs

Project overview

Stage Proposed Dates

Investigation/analysis May - December 2014

Business case approval December 2014

Project preparation January 2015

Project kick-off February 2015

System review & test prep February - March 2015

Functional testing April - May 2015

User Acceptance Testing June 2015

Non functional testing May - August 2015

Parallel run September / October 2015

Go-live November 2015

Early life support Two months from Go-Live

Key Milestones Project Manage- ment Functional Team inc Business Change & Comms Test Team Technical & Service Transition Core HR

HRIS V20 – HIGH LEVEL PLAN v0.13A 09/03/15

2015 Sep Oct Feb Mar Apr May Jun Nov Jul Aug

LIVE & SUPPORT PREPARATION TESTING PARALLEL

RUNs

Month 1 2 3 4 5 6 7 8 9 10

GO LIVE PREPARATION

Regression / UAT Support & Data Cleansing Support (inc Issue/Bug Resoluion)

Post Go Live

Support

Handover to Live Support

Support Activities

Build Activities

Project Management / Reporting / Resourcing

Project Management Reporting and Controls Project Close/ Post Go Live

Support

G 1 Ready to Test G 2 End of Func Testing G 3 End Testing G4 Go Live/P Run start

UAT

Reports, Interfaces & End to

End processes

Business Change Activities Preparation for Regression and User Acceptance Testing

Go Live Preparation

Communications Activities

Non Functional Testing

Including SSO, OAT, Perf, Penetration, DR under the

Service Providers as at Go live

Technical Preparation Activities

Training Preparation

Payroll Parallel Runs

Regression Testing

Test Prep

Technical Test Management System Integration Testing

Service Transition

Technical Architect / Technology

Service Transition Andrew Byerley

Reporting Amber Georgeson

Core HR Tommy Dunne

Project Management Amber Georgeson

Testing & Change Management Andrew Goff

Functional Workstream

Les Hewkin

• Delivery

Coordination

• Workshop Facilitation

• Data Change/ Cleanse

• HR & Payroll Test & Business Support

• Issue Identification & Resolution

Technology Delivery

John Toone

• Delivery

Coordination

• Architecture Design Authority

• Systems Integration

• Configuration, and release mgt

• NFT/DR/OAT

• Service Design

Change/ Communication/

Training Mandy Zaccheo

• Delivery

Coordination

• Business Change

• Process & Policy

• Stakeholder Comms

Project Sponsor: Julian Duxfield

HESA Payroll

Personnel Letters Recruit-

ment Training

CoreTime Reporting Security

Sysadmin

HRIS V20 Project Team - Workstreams

Functional, Business Change and Communications

Training Neil Hart

• Training

KEY CHANGES, BENEFITS AND IMPLICATIONS FOR USERS

Applicants and e-Recruitment

• Applicants:

• Ability to forward the URL

• Back button to take applicant back to vacancy search

results

• Jobs by email

• e-Recruitment:

• PDF pack creation – more robust

• ‘foreign characters’ (diacritics) issue fixed

• Inbuilt supporting statement functionality

• Online reference functionality

Personnel (1)

• Comments field added to allowance screen

• Cost allocations visible on salary approvals

• Address maintenance - effective dates to build a

history

• Substantive appointments and exact match:

• Ending substantive appointment where multiples exist -

much easier

• Unique appointment ID on all data items - addresses

data quality and reporting issues

Personnel (2)

• Weeks per year field (automates term time FTE)

• Rules-based continuous service dates

• Templates no longer stored on C drive

• Read only access to Appointment Details

• Direct appointments - gender defaults to unknown

Implications for users

• Training - minimal mandatory training and a low time

commitment

• QRGs - updated to reflect v20

• Webpage and monthly updates for users

• Briefings in preparation for go-live

• HRIS@admin.ox.ac.uk

QUESTIONS?