HRIS v20 Project: updating software and infrastructure to bring business benefits

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Theodore Dawson
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1 HRIS v20 Project: updating software and infrastructure to bring business benefits Go-Live Briefing September 2015 Personnel Services/IT Services

2 Agenda What we are doing and why What is changing with v20: new features The switchover: implications for users Preparing for switchover Post go-live & support A summary plan Questions

3 What we are doing and why Implementing v20 software and 11g database Single Sign-On and Aspose Services definition Fully supported infrastructure and software Improved functionality Enable future projects - HRIS development programme Standard infrastructure on which to build DR plans

infrastructure and software Improved functionality Enable future

4 Project timeline Stage Proposed Dates Investigation/analysis May December 2014 Business case approval December 2014 Project preparation January 2015 Project kick-off February 2015 System review and test prep February March 2015 System Testing April May 2015 UAT June 2015 Non functional and integration testing July - August 2015 Parallel runs Late September / October 2015 Go-live 27 th October 2015 Early life support Two months from Go-live

March 2015 System Testing April May 2015 UAT June 2015 Non functional and integration testing July - August

5 Features: access and navigation Access to back office via Portal Single Sign-On New format for Personnel landing page Minor changes to icons and menu layouts

6 Features: applicants and e-recruitment Applicants: Ability to forward the URL Jobs by e-recruitment: New (additional) application form with inbuilt supporting statement Online reference functionality

7 Features: 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

Substantive appointments and exact match: Ending substantive appointment where multiples

8 Features: Personnel (2) Weeks per year field (automates term-time FTE) Rules-based continuous service dates Read only access to Appointment Details Read-only (including Data Services users) can generate letters Further benefits listed on our webpage:

Read-only (including Data Services users) can generate letters Further benefits

9 Features: Aspose letters and PDF All templates will be stored in the database Centrally maintained templates Department letterhead will be stored in C:\Coreapps (HRIS Guardians in early October requesting confirmation/provision of current letterhead/s) Offer letter (and associated paperwork) available in e-recruitment PDF pack creation more robust Foreign characters (diacritics) issue fixed

October requesting confirmation/provision of current letterhead/s) Offer letter (and associated

10 The switchover: system availability Implementation of v20 requires 4 days downtime To minimise disruption for users: Implementation scheduled across a weekend Adjustments spread across both central and departmental timetables Month September October November Changes to payroll schedule Input time for supplementary deadline reduced by one day Duration of input periods remain unchanged; processing period brought forward by one day Input period reduced by one working day

September October November Changes to payroll schedule Input time for supplementary deadline reduced by one day

11 The switchover: key dates Date Thurs 8 October Weds 21 October Thur 22 October Fri 23 Mon 26 (inc) Tues 27 October Event Payroll deadline Supplementary deadline No user input No access to depts or applicants switchover Go-Live!

October Event Payroll deadline Supplementary deadline No

12 The switchover: plan Weds 21 Oct Thurs 22 Oct Fri 23 Oct Sat 24 Oct Sun 25 Oct Mon 26 Oct Tues 27 Oct Supp deadline Oct pay run No input No access switchover to v20 Go live with v20!

13 The switchover: Recruitment processing No vacancies to close between 22 and 28 October inclusive Where possible, avoid having vacancies open during the switchover period Vacancy closing dates to include additional week to allow for the four days of system downtime Last closing date in v16 = 21 October First closing date in v20 = 29 October Applicants will be advised

closing dates to include additional week to allow for the four days of system downtime Last

14 The switchover: Personnel processing To ease workload, ensure any approvals created in v16 are approved ahead of system downtime. All in transit activity will be unaffected i.e. staff requests, transfers, appointment and pay changes/approvals.

15 The switchover: JRE (Java) CoreHR v20 requires 1.8 on v20 and the University needs to update to this version Separate project to rollout JRE 1.8 UAS and Connect desktops silent JRE upgrade All other users - JRE upgrade will need to be installed by local ITSS All business systems will work with 1.8 at go-live Your desktops will be ready by the time of v20 go-live Your IT contact will know what they need to do

8 UAS and Connect desktops silent JRE upgrade All other users - JRE upgrade will need to be installed

16 Prep for switchover: Training Existing users Training demo mandatory personnel and recruitment users and Data Services users - pre-requisite for access Booking details on the website New users October s standard training courses will be on v20 Will gain access to v20 at same point as existing users (go-live) New role for Staff Requests only online module Personnel training reduced by half a day to two days

standard training courses will be on v20 Will gain access to v20 at same point as existing users

17 Prep for switchover: Quick Reference Guides (QRGs) Will all be updated to reflect v20 New versions will be available on web from 27 October Can be distinguished from old v16 QRGs by new Support Centre logo in header: All old copies should be destroyed/deleted

from 27 October Can be distinguished from old v16 QRGs by new

18 Prep for switchover: Reporting and data All reports will be available in the same format as v16 No changes to Payroll costing report Support Centre will retain access to v16 for limited period Continuous service further work required with departments post go-live Data architecture changes (multiple appointments and exact match) - minor impacts, covered in training

limited period Continuous service further work required with departments post go-live Data

19 27 October what will happen? JRE 1.8 installed on your PC during switchover period New login page (same location, no change to bookmarks) Access Discoverer reporting with existing login Log in via Portal for Staff Requests and Back Office Log in with Single Sign-On password changes will be managed via SSO webauth route not CoreHR Navigation as per training demonstration and QRG

bookmarks) Access Discoverer reporting with existing login Log in via Portal for Staff

21 Prep for switchover: in summary Recruitment factor in downtime to advertising schedule Personnel ensure all approvals, transfers and October processing complete Forward letterhead in October on request Training ensure booked on to appropriate sessions QRGs take note of new supporting documentation Note new login arrangements effective 27 October Keep up to date with HRIS communications

22 Post go-live: new functionality Online references how could they work for you? New application form - do you want to use it, which roles would it suit? Comments field on allowances - anything you want to record (in addition to Reward Team requirements)? Offer letter available in e-recruitment do you want to change process/responsibilities? New Staff Request creator role opportunity to streamline processes?

23 Post go-live: Data Services users Able to generate letters (covered in training demo) Contracts and contract change letters available in Personnel once individual has been appointed We will all DS users closer to go-live with suggested approach for how to incorporate letter production into their processes.

24 Support and transition Support Centre as usual (Michael, Helen and Asta) (2)87900 Local ITSS - JRE upgrade, letterheads on c:\ drive etc. Drop in sessions (hands on) if required post go-live HRIS@admin.ox.ac.uk general queries Feedback to your HRIS User Group representatives Online references, continuous service dates, online interview slots etc.

25 The switchover: plan

26 Further information HRIS Bulletin Using HRIS webpage (v20 pages) reminders and updates HRIS User Group representatives System availability page Separate communications with local IT Officers

27 QUESTIONS?

HRIS v20 Project: updating software and infrastructure to bring business benefits. Personnel Services June 2015

HRIS v20 Project: updating software and infrastructure to bring business benefits Personnel Services June 2015 What are we doing and why? Implementing v20 software and 11g database Fully supported infrastructure