HR SERVICE REQUEST SYSTEM VERSION 2.0. HR User Trainings

Transcription

1 HR SERVICE REQUEST SYSTEM VERSION 2.0 HR User Trainings

2 Agenda Why is HR SRS 2.0 needed? Redesign Focus How will SRS 1.0 and 2.0 differ? Critical transition dates System demo

3 Why is SRS 2.0 needed? Address functionality needs gathered from user feedback External (departmental) and internal (HR) user group recommendations. Enhance system s flexibility to respond to changing business processes. Add business intelligence to the system Provide tools to guide department users in completion of their HR requests. Provide better service to departments User-friendly interface Information presented quickly, clearly, easily Provide a tool for departments and HR to increase their efficiency and help manage HR-related business

4 SRS 2.0 Redesign Focus ***Make sure order is consistent with ALL other documents SRS 2.0 Single Sign on Aging Comments Status & Position Routing Workflow/ Request Forms Work List/Dashboard Permissions/Users High Level Capabilities Access SRS 2.0 through MyAccess Count of UCSF business days/working hours only Ability to start and stop aging count for business reasons Detailed and searchable Highlight comment additions with user notifications View the status of a ticket versus who is working on it Increase ability to manage/track tickets with detailed status More open routing structure; ability to route upstream and downstream Ability to return to department for changes rather than cancelling Improved workflow to reflect business process Ability to start and save draft tickets to revisit later or for Service Center consultation Improved worklist to assist in ticket management Increase ability to manipulate ticket data; dashboards to sort and filter Accessed via MyAccess Crossover with HRIS applications Greater ability to administer and manage system access and permissions File Attachments Ability to upload all required attachments (more than 3) Lists of required attachments for each request, if any Reporting Easily exported standard reports for departments and HR

5 ***Make sure order is consistent with ALL other documents Highlights: How SRS 1.0 & 2.0 Differ SRS 1.0 SRS 2.0 Inability to focus in on ticket changes and processing. Flat and generic forms: not specific to each request type and population. Minimal validation against input data Ongoing aging count Home screen notifications to highlight ticket changes and status progression. Specific forms tailored for request types and population. Greater validation against input data preventing incorrect processing and improve security Aging to reflect only business days without holidays All comments captured within one field resulting in duplications Unique system log in Rigid routing boundary structure Flat work lists presenting all ticket information Minimal ability for collaboration on requests between service centers and departments. No linked tickets Searchable comments within a database table with knowledge of who and when they were created. Single Sign On: Log in incorporated into MyAccess Open routing structure to support sharing of drafts within departments and routing for collaboration within HR. Dashboards enabling ticket information to be sorted and filtered Ability for departments to create and save draft tickets for consultation with Service Center prior to final submission. Ability to link related tickets

6 Key Improvements for Departments Ability to manage tickets throughout processing cycle Easily view changes, progression, and history of tickets. Track each step in ticket process so departments have precise status of requests. Quick view of recent status updates and notifications. Business intelligence to assist with complete information in creation of tickets. Creation of draft ticket status to enable collaboration between department and service center

7 Departmental Roles Initiators Once a user is approved by department authority as initiators, initiators are able to create tickets regarding any employee (within and outside of the initiator s department). Approvers Approvers can approve tickets only within the depcodes of which they have approval ability.

8 Departmental Roles Reviewers Reviewers can be anyone who has access to SRS. It can be added by the initiator, approver or anyone who can touch the ticket. Reviewers have the same ability as the initiators and approvers before the ticket is approved. Department Authority Typically the MSO of the department. Department Authority can set access for initiators and approvers. Department Authority also has access to all tickets within his/her department.

9 HR Roles have not changed HR Router Generalist Director Manager Transaction Specialty Center

10 SRS 2.0 Ticket Lifecycle

11 Additional Status Three new ticket status options have been added to enable the ease of processing. Status User Functionality Draft Department Allows initiators and approvers to create tickets, save the information, and either revisit at a later time or ask the Service Center for consultation. The Service Center can look up the ticket by number, review, and provide feedback prior to final approval and submission. Return for Changes HR If a ticket is incorrectly submitted or needs additional information, it can be returned for changes to the department. When a ticket is returned for changes, the aging clock stops until it is re-submitted. On-Hold HR If all ticket processing steps have been done, and HR is waiting for the effective date to complete final actions, the ticket can be placed on hold. Placing a ticket on-hold will stop the aging count.

12 Request Forms What has changed? Request forms have been created to mimic current request information and business processes. The new system infrastructure provides flexibility which enables quick changes to be made to the request form content. We added a confidential section to include LER, DMS, and LOA.

13 Attachments What s changed? Ability to upload as many attachments as desired Text field allows one to describe an uploaded attachment Maximum size of attachment has increased from 5mb to 8mb List of required attachments for each forms and links to the template if applicable System is now very flexible to change, and lists and links can be easily altered

14 Ticket Notifications Upstream Any upstream tickets will send a notification to the sender and the receiver: cancel, put on hold, back for changes. Downstream Initiators will be notified every step of the way, including comments and attachments Approvers will be notified only when completed Department authorities will notified when tickets have been approved or completed.

15 Since You ve Last Logged In What s the SYLLI ( Silly ) feature? The SYLLI dashboard is a new feature that shows all ticket actions that have taken place since you have last logged in. SRS 2.0 Ticket Lifecycle Shows all actions on tickets that you belong to or have association with This feature is available for both Department and HR users

16 Admin Panel What s changed? The admin panel has simplified the way that HR and Department users manage system permissions. Allows both Departments and HR the ability to add, delete, and modify user abilities permissions. Users can view their role and abilities to help determine what they can and aren t capable of doing. This also enables users to self manage their permissions and escalate if they feel their permissions are incorrect.

17 User Ability Notifications Department Roles created or modified At least one of the following will be notified: Initiator Approver Department Authority Generalist HR Roles created Appropriate HR users will be notified.

18 Ticket Management Work List: tickets that I m working on or have worked on Tickets that I own vs. Tickets that I have access to Request List Service Centers staff can search for all tickets under their service center Specialty Centers can search for all tickets Dashboard Generalist View/Manager View Metrics

19 Critical Dates Date April 8-16th Event SRS 2.0 sandbox available for user review Survey open to capture feedback April 19 th 5:00PM SRS 1.0 closed for transition April 22 nd 8:00AM SRS 2.0 Go-live

20 SRS 2.0 DEMO HR Information Systems