McMaster University. Mosaic HR Information Session

Transcription

1 McMaster University Mosaic HR Information Session August 19 and 27, 2014

2 Mosaic HR Module Overview Go-Live Support Model Change Impacts Mosaic HR Module Walk-Through Training Administration Recruitment Solutions Time Management What s on the Horizon Agenda 1

3 Mosaic HR Module Overview The path to October 2014 and beyond 2

4 The Mosaic landscape for HR The following modules are in-scope for HR Release One: October 2014 Core HR Personal Information, Job Data, Compensation Payroll Payroll Processing, Taxes, Pay cheque Benefits - Life, Major Medical, Dental Time Management - Time Entry, Time approval, Leave tracking Health & Safety - Incident tracking Training Administration Course enrollment, course tracking Employee Self Service View personal info, view pay cheque, enroll in training Manager Self Service Recruitment process, time approval, reporting Workflow Time approval, recruitment approvals Pension Weekly Interface with an external pension provider Recruitment Job posting, applicant tracking, offers, hire Moved to December

5 The Mosaic landscape for HR January 2015 Employee Self-Service (Full) Update access Manager Self-Service (Full) Enhanced access to their employees information Workflow Enhanced approval workflow for manager self service Pension Self Service including lump sum (commuted value) and annual pension estimates Moved to Spring

6 Go-Live Support Model 5

7 Anticipated Go-Live Issues Workflow TM Workflow Approvals Recruitment Workflow Approvals Security Access issues Granting rights Can t Log on Process/Training/ Documentation How do I Not functioning as expected Where is the documentation Reporting How do I access my data My report is missing I can t find my data Process Scheduler Running Reports Infrastructure/Apps Services Availability Response times Missing/broken functionality

8 Go-Live Support Levels: HR Break-Fix Mosaic Project Teams (Tech & Project) and Oracle Enhancement HR Support from appropriate group: HRSC, FHS HR or SGS Reporting /Data Super User Network Process/How do I Self Help and Training UTS Service Desk Security Issues

9 Support Model Self Help Level 0: Training material, job aides, webinars, FAQs, regularly updated Mosaic Portal Super Users Level 1: Super User Network Provide multiple points of support for prompt issue resolution. Open Labs to support Time Management, Super Users available by phone and . HR Offices Level 2: Contact your designated HR service rep in FHS HR or HRSC; or for grad pay issues SGS Mosaic Project Team Level 3: Functional and Technical subject matter experts from HR, UTS, Deloitte and Oracle resolving more complex or systemic issues UTS Service Desk Technical Issues reported directly to UTS

10 Change Impacts 9

11 Change Impacts Employee Self-Service On line Pay Advices View Addresses, phone numbers Phase 2 You will be able to update your own information On Line benefit status, dependents and beneficiary Phase 2 On-line T4s Enrol in Safety Courses Manager Self-Service Able to view direct reports job information On line approvals (Recruitment, Time Management) Access to on-line reports and queries Able to see which employees have completed Safety courses 10

12 Person ID Change Impacts Everyone will have one ID - People who are currently an employee and student will have one ID A single Person ID across all instances (CS, HR, FIN) Old ID will be stored within PeopleSoft so it is not lost One ID will be assigned to a person Length: 9 chars (zeros padded to 9 during our conversion) Grad Studies Employment payments Monthly to Bi-Weekly Pay Aligns with the rest of the University and will mirror the staff pay calendar Easier for students to understand the timing of their bi-weekly employment income; and to differentiate from the scholarship/bursary payment Scholarship/bursary payment to be paid from the Student System Starts in September at the beginning of the Academic year in MacVIP 11

13 Mosaic HR Module Walk-Through Training Administration 12

14 Training Administration Employee/Manager Self-Service Self-Service Training Enrollment Safety Courses Track/View Employee Training (for new training; older training records still held within EOHSS) System Administration Create Training Session Manage Waitlists Reschedule/Cancel Classroom Session Track/View Employee Training Create a New Online Course 13

15 Self Service Training Enrollment 14

16 Self Service Training Enrollment 15

17 View Training History 16

18 Mosaic HR Module Walk-Through Recruitment Solutions 17

19 Recruitment Solutions Key Terms Talent Acquisition Manager Candidate Gateway Job Opening Job Posting Dispositions Application Data Applicant Data The component for administering recruitment processes within the PeopleSoft Recruitment Solutions platform. The applicant self-service front-end to Oracle's PeopleSoft Recruiting Solutions platform. It provides a gateway for both internal and external candidates to search, apply for, and track job opportunities. This is commonly referred to as a Job Requisition. This lists the information required to initiate the recruitment process. Applicant facing information that is associated with a job opening. Applicant s status with regard to the recruiting process for a particular job opening. Application data refers to details about an applicant s specific application to a specific Job Opening such as their resume, cover letter, transcripts and supplementary documents. Applicant data refers to details about an applicant s personal information such as name, address and contact information. It also includes details about an applicant's application history in the system. 18

20 Recruiting Roles in PeopleSoft Recruitment Solutions Primary Hiring Manager Recruitment Coordinator Recruiter This individual is normally the immediate supervisor of the new incumbent for the job that is being recruited. This individual, if applicable, administers the recruitment process on behalf of the Primary Hiring Manager. This is a custom role which will provide the same access to the system as the Primary Hiring Manager, however without approval capability. This individual is the back-office representative who oversees the recruitment process initiated by departments. 19

21 Overview and Components - Job Opening Primary Job Opening Information Recruiting Details McMaster Information (incl. funding source) Screening Settings Job Posting Information Recruiting Team Add Supplementary Documents and Obtain Approvals (if applicable) 20

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23 Job Board 22

24 Demo- Job Posting on Candidate Gateway 23

25 What s Changing? Job Opening Manual forms vs. PeopleSoft Recruitment Sites Scope for Recruitment Solutions- All employee groups including faculty Screening Questions Supplementary Documents Approval Workflow 24

26 What s Changing? - Applying for Jobs Application Process- Recruitment Sites (Internal and External) Resume Formatting Supporting Documents Job Postings to friends View notifications and interview schedules Review offers of employment 25

27 Internal Applicants (People in Mosaic) 26

28 External Applicant- (People not in Mosaic) Register as a New User Sign-In Using Existing Username and Password 27

29 Demo Screen and Select Applicants 28

30 What s Changing? - Screen and Select Applicants Dispositions Status of an applicant in the Recruitment Cycle Internal Applicant Profile Query Schedule Interviews (If applicable) System Flexibility 29

31 Internal Applicant Profile Query 30

32 Other Features and Functionality Add an Applicant to Job Opening Search and link the applicant Add additional documents Making Job Offers Creating Job Offers Approving Job Offers Accepting and Rejecting Job Offers Prepare For Hire Migrate applicant information into HR system electronically Efficient way of sending information to HR 31

33 Mosaic HR Module Walk-Through Time Management 32

34 Time Management Time management has two intertwined functions Entry of time worked Tracking time away (e.g. vacation)

35 Definitions Time reporter types Positive: reports all time worked Exception: reports exceptions to a regular schedule Employee types Salaried Exception hourly Hourly

36 What s Changing in Time Entry Ability to bank overtime Ability to track flex-time Employee self-service Option for employees to enter their own time Limited at launch, gradual rollout Electronic workflow for time approval Examples of Absence that will be tracked using Time Management Vacation Sick Days Personal Days (Unifor) Compensatory days off (TMG) One off Unpaid Days Paid Parental Leave Bereavement Jury Duty

37 What s New: Leaves and Absences Replaces multiple faculty and department systems with a single, consistent, University-wide system Provide a consistent method of reporting Provide a clear accounting of the number of days used and remaining Balances will be on the Pay Advice Statement Provide an electronic way for staff to request future vacation time Make it easier for staff who switch departments to move their remaining days

38 Impact on Employee Groups Some employee groups already track leaves and absences in MacVIP Additional groups, notably UNIFOR and TMG, will begin tracking leaves and absences Time Management will not be used to track one-off Sick Days and Vacation time for Faculty Members

39 Time Management Demo Reporting and Banking Overtime (UNIFOR Unit 1) Reporting Management Compensation Days (TMG) Reporting Personal Day (UNIFOR Unit 1)

40 What s on the Horizon? Present to Go-Live 39

41 What's on the horizon? Present to Go - Live Project Team Parallel Payroll Testing Assisting with Training Development & training User acceptance testing Recruitment and Reporting Implementing fixes from UAT testing Creating and testing the cutover plan Setting up go-live support

42 What's on the horizon? Present to Go - Live Super Users User Acceptance testing Train the trainer training Training Development & training Knowledge Transfer Go-live support training

43 Questions???

44 More Information Mosaic Web Page - Recorded Webinars (links on Mosaic web page) Time Management - Reporting Time Time Management - Reporting Absences Recruitment Solutions