CARLETON UNIVERSITY POSITION DESCRIPTION. Position Title: Manager, HR Systems Position No.: Approved by:

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1 CARLETON UNIVERSITY POSITION DESCRIPTION Position Title: Manager, HR Systems Position No.: Reports to: Department: Assistant Director HR, Talent Programs Human Resources Approved by: (Incumbent/Date) (Supervisor/Date) General Accountability: Reporting to the Assistant Director, Talent Programs, the Manager, HR Systems will provide strategic systems planning, day-to-day operational leadership and implementation of processes and procedures and reporting for all HR systems. In this role, the Manager, HR Systems will collaborate with the HR team and university management to drive a vision for a highly efficient and reliable technology architecture that enables employee/faculty self-service, robust data analytics for manager decision support, and tools that enable all key people processes. Specifically, the Manager, HR Systems is in charge of developing, testing, implementing and maintaining all software platforms that facilitate payroll, database integrity for employee information, attendance records, performance evaluation, benefits administration, learning, recruiting management, employee self-service, employee scheduling, tracking of employee absenteeism and analytics, for Carleton University. The Manager, HR Systems has oversight responsibility for the ongoing design and management of the University s Workforce Data and Records Management, the enterprise-wide Human Resources System (Banner HR Module), ancillary systems such as: FAST Reporting tools and applicant tracking systems, and the Human Resource Services website; Halogen Talent Management Suite of Software, and Njoyn. Reporting to the Assistant Director HR, Talent Programs and in consultation with Computing and Communication Services (CCS), the incumbent is accountable for the overall design, development, implementation, and maintenance of administrative systems which support the management of human resources across faculties and departments of the University, integrating information pertaining to compensation administration, collective agreement implementation, Human Resource s front line customer services and project management, and all departmental electronic files. The Manager, HR Systems consults with key contacts across faculties and departments to understand client needs, and to communicate and collaborate on Human Resource initiatives and perspectives. The Manager acts as the subject matter expert and key resource for users across the University, providing leadership on all HR Systems including on the use of Ellucian enterprise system (Banner HR module) and the Halogen Talent Management Suite. He/she 1

2 guides the organization in the innovative use of HR systems for the collection and reporting of data that is accurate, relevant, informative, and supportive of useful analysis. The incumbent ensures system integrity in terms of data integrity, secure access, training, documentation, process development and troubleshooting. He/she provides for the smooth integration of necessary system changes, testing of hardware and software changes before release to the Carleton community, and the institution of appropriate verification and audit processes. Dimensions: Number of staff directly/indirectly supervised: 1-3 Union groups on campus: 8 Continuing staff members: 2000 Total Budget: $578,000 Organizational Structure: The Manager, HR Systems position is one of three management positions that report directly to the Assistant Director HR, Talent Programs: 1. Manager, Talent Programs 2. Manager, Pension and Payroll 3. Manager, HR Systems The Manager, HR Systems is supported by one position which report directly to the incumbent: 1. HRIS Officer This position provides functional direction to management and administrative staff across the Carleton University community regarding all Human Resource information systems. Nature and Scope: The Manager HR Systems position reports directly to the Assistant Director HR, Talent Programs. The Manager s role is considered to be critical to the achievement of strategic priorities of the Department. The work of the unit has direct impact on all University departments, and the Manager, HR Systems maintains contact with all levels of University staff, faculty and executives as well as external agencies and service providers/vendors. 2

3 Main Areas of Responsibility include: Strategic HR Systems Development Provides leadership and guidance on the University s strategy and direction for Human Resource Information Systems; Develops an HR Systems roadmap/architecture by working with key stakeholders and related vendors to align strategic objectives with available technology features and programs; Working with the CCS team, ensure HR Systems program alignment with other IT and Ellucian enterprise initiatives; contribute to the overall CCS roadmap by identifying interdependencies, risks, assumptions and resource impacts; Contribute to CCS portfolio knowledge and make change recommendations; lead technology research and assessments to identify HR Systems solutions for best strategic, functional and technical fit; Working within the CCS management framework, set request priorities and provide effort estimates and timelines for delivery; An expert in HR practices and HRIS platform technologies, lead by example to provide operational leadership in execution and delivery; Vendor relationship management including product roadmap and customer programs knowledge; participation in relevant customer user groups; serves a as a point of contact for all vendor matters (including contracts, invoicing, upgrades); Coach to clarify assignments and deliverables to team members; review quality of work and manage integration of team members' work; conduct performance reviews and provide mentorship and support to set performance and career development goals; Contribute to the development of a project management and business analysis practice at Carleton University ensuring project plans are thorough and structured, requirements are clear, well understood and documented and that delivered HR Systems solutions are traceable to documented requirements; Maintain appropriate professional designations and up-to-date knowledge of current information technology systems, techniques and tools; Actively participate in departmental strategic planning processes and recommends actions to address HR Systems requirements and considerations as appropriate; Serves as a single point of contact for the design, development and administration of all HR Systems functionality, policy and procedures; Manages projects for on-going HR Systems development, upgrades or modifications, interfacing with system consultants and other system managers to insure the integrity of the enterprise system; Is responsible for the functional development and maintenance of the HR reporting tool (HR FAST) and interfaces directly with the vendor on changes required; Ensures university compliance with provincial and federal laws, internal and external audit controls, as well as negotiated labour agreements; 3

4 When implementing changes to statutory deductions, benefit plan premiums, or terms of collective agreement settlements, takes responsibility for the creation, development and testing of new rules or processes as required; Serves as the project manager on implementing system upgrades, system enhancements and optimization reviews. Assesses and implements the appropriate levels of self service and manages employee and manager self-service functionality in each of the regions. Proactively reports on metrics and comes forward with ideas and the practical implications; Collaborates with CCS on all system and server upgrades, internal interfaces and system security; Conducts regular data audits and provides training and documentation to the HR team to ensure that there is 100% data accuracy as well as a complete understanding of HR Systems functionality and processes; From a system perspective, leads all monthly, quarterly and annual HR Systems and Talent Management processes including, but not limited to, annual performance reviews, annual goal setting, annual bonus and merits, annual benefit re-enrollment and annual vacation plan maintenance; and Acts as a backup for the HRIS Officer role which includes data validation checks, preparing regularly scheduled as well as ad hoc reports and assisting with password resets. Systems Design Assists other Human Resources and University professionals in defining system requirements, in the creation of reports and analysis of data to be used in management decisions; Identifies deficiencies within existing HR information systems, and collaborates with user groups to develop solutions and improvements; Implements collective agreement changes within the enterprise system; Collaborates with the Payroll team to ensure that related employment data and compensation calculations are implemented in the system, and that the production of letters to all affected staff and faculty regarding the changes is accurate. Reporting & Training Manages the reporting requirements of the enterprise system including establishing and maintaining an inventory of reports as well as receiving and approving report requests; Provides regular analytics reports and updates to the University Community and represents the HR Systems function at meetings internally and externally; Manages the HR departmental reporting tool and ensures that all end users have access and training; Develops and revises System Manuals, documentation, and procedure manuals for University- wide use as well as internal HR application; Collaborates with users in the development of training sessions for the University community; 4

5 Provides for end-user training, data management and system reporting on all HR systems including the HR computer file system; Provides for systems support to all system users in the department and the University community. Systems Integrity & Security Manages the University and established partners Human Resources records and data and accurate maintenance thereof within a complex system; Provides authorization and sign-off for access to the Banner Human Resources data for the University Community via an annual security audit, as well as ongoing authorization and review; Leads various projects and pilot projects; overseeing, implementing, and testing all system changes before they are released to the campus; Initiates new processes, procedures and internal controls with regards to highly confidential Human Resources information; Controls system security in the Enterprise system, the applicant tracking system and the HR Reporting tool; Represents the HR department on various working groups and committees dealing with system security and data integrity; Ensures that the enterprise system is compliant with FIPPA legislation. Specific Accountabilities: Key management processes involved can be summarized as follows: Strategic Planning Provides advice to management on the innovative and effective application of systems in support of Human Resources information processes and initiatives; Participates in strategic planning to elicit client requirements in the context of the University s priorities and strategies in support of Human Resources system; Prepares and manages the HR System unit budget in consultation with the Assistant Director HR, Talent Programs; Seeks efficiencies and optimum client service delivery for HR and client departments across the organization. Information Systems Management Ensures that Banner is used to its full capacity and add-ons are reviewed and evaluated in a timely fashion (i.e. Learning Management System, Performance Management System); Ensures data integrity in the enterprise system; Proactively seeks IT solutions for gaps in HR metric management (e.g. Attendance Management, Workforce Skills Repository); Pursues participation in corporate working teams to offer support, as appropriate (e.g. electronic filing and knowledge management); 5

6 Ensures that time entry is implemented across the organization in a timely fashion; Works with HR Management to develop consistent data metric tools that are rolled out across HR (e.g. Excel); In collaboration with CCS, analyzes and recommends the introduction of new systems to complement or support the existing HR information systems; Determines the feasibility of implementing changes to business processes and rules and evaluates the implications; Consults with client groups on an ongoing basis to understand system requirements and proposes systems changes or upgrades as needed; Prepares business cases (cost/benefit/feasibility) to obtain funding for system enhancements or future development; Plans and negotiates implementation strategies for new HR systems functionality, including the integration of commercial software packages; Participates in the development of policies, standards and guidelines related to the management of the information systems within HR; Ensures adherence to established policy, methodology, audit standards and procedures for system maintenance; Provides leadership in the development and maintenance of HR project modules and system interfaces. Team Management Provides direction to staff engaged in analyzing, designing, testing, training and implementing process and change requests, by establishing direction, operational and project goals and objectives, and measuring performance; Provides direction and supervises the work of the staff within the unit; Prepares work plans, writes, reviews and evaluates employee and team performance; Develops and implements training plans for the unit; Oversees the completion of status reports and supports the team to ensure that outputs are arrived at; Recommends, approves and administers disciplinary action as necessary; Co-ordinates work of technical staff dedicated to the HR module of the enterprise system in conjunction with Computing Services; Reviews work capacity, work flow and task assignment within the team; Establishes resource requirements, interviews and approves new hires in the group. Reporting Produces regular and ad hoc reports as required by HR staff and the Director to support the work in the department; Maintains an enterprise-wide report inventory, maintaining a record of the reports being produced, the positions authorized to initiate them, and the distribution channels across the organization; Edits and/or prepares documentation and audit trails; Maintains and tracks the HR report inventory; 6

7 Produces an annual report of employees who earn more than $100,000 for the Assistant Vice-President Human Resources for submission to the Ministry of Education for Ontario. Under the Occupational Health and Safety Act, the incumbent is required to be familiar with the Act and the regulations that apply to the work being performed in the work unit. The incumbent is also charged with ensuring that employees in the unit are made aware of their rights and obligations under the Act. Job Requirements Education Bachelor's degree in information technology, computer science, human resources management, or a related discipline. Experience 5+ years of HR technology project implementation experience with demonstrated results in developing business requirements, deploying applicable technologies and business process re-engineering. 5+ years of practical HR knowledge and experience, including core HR processes and applications (payroll, applicant tracking, talent management, reporting, compensation planning). 5+ years of experience in HRIS role supporting customized and 3rd party HR applications required. Well versed in HR practices and technology platforms; experience with Ellucian and Halogen technologies considered a strong asset Highly effective people leadership and performance management skills; demonstrated progressive supervision of staff or consultants required Ability to proactively identify problems/circumvent roadblocks to deliver solutions on time; Demonstrated ability in providing exceptional stakeholder service and developing plans and strategies that anticipate future organizational needs and expectations Ability to lead by example and set required performance standards Self-starter with ability to self-manage at required service and work performance standards; Able to set high standards for results, and once achieved, able to raise the standards even higher Excellent verbal and written communication skills (reading, writing, listening, oral, presentation) Highly adept at presenting and framing key salient points addressing management needs in a concise and intelligible manner, Exceptional interpersonal skills; Able to build strong and successful long-term working relationships, Able to collaborate, facilitate and gain agreements without damaging relationships; lead by example 7

8 Past exposure to the working environment of an institution of higher education is a definite asset Proven experience in the development and implementation of organization-wide longrange HR Systems strategies and programs required Demonstrated business acumen 8