DATE: September 23, Committee IV. Janet Stewart, Associate Superintendent. New Human Resources Information System - Update

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1 DATE: September 23, 2014 TO: FROM: RE: Committee IV Janet Stewart, Associate Superintendent New Human Resources Information System - Update This outlines the impact that the implementation of the new Human Resource Information System will have on employees. This system implementation has been underway for the last year and is scheduled to go live January BACKGROUND All organizations require a system to record employment information to track personnel data required for employment and to use that information to pay employees in a timely and efficient way. These systems are often referred to as Human Resource Information Systems (HRIS). The Vancouver School Board s StarGarden HRIS has been in place since The district completed one major upgrade of that system in The StarGarden system is dated technology that is no longer supported by the vendor. With the clear need to upgrade the system, the Board decided in 2012 to implement an HRIS from a new vendor Oracle/People Soft. Employees will notice a number of improvements once the new system is implemented, including ease of access to their own employment information and the ability to make limited changes to that information. This memo details this and the other changes that employees will notice when the new system goes live on January 2, EMPLOYEE SELF-SERVICE (eprofile) The most exciting change, from an employee perspective, is the ability to log in to the system and view their own employment information. The current HRIS system does not have this capability. As of January 2015, at the system s go-live date, employees will have the ability to view, but not update the following: Name Phone numbers Mailing address Emergency contacts addresses

2 See Attachment A for an example of what this view looks like. Later In 2015, once we activate the feature, employees will be able to log in to make changes to some of their employment information. Before this feature goes live, we will send additional information to all employees about how this feature functions. Employees will have the ability to view and update: Name Phone numbers Mailing address Emergency contacts LOGGING ONTO THE SYSTEM As explained above, employees will be able to log directly into the HRIS to view (live in January 2015) and make changes to their profile (planned to be rolled out in the spring of 2015). This process is simple and straightforward with the employee using their existing VSB username and password to log into the system. A short instructional video is currently under development to assist employees with this process and it will be distributed prior to the go live date. EMPLOYEE NUMBERS With the new system, each employee will be issued a new employee number. Due to various technical issues, the employee numbers from the old system cannot be carried over and they will no longer be valid as of December 31, By December 19, 2015 all employees will be sent two communications. The first, via , will contain the new employee number that they will need to use to reference their employment. In addition, we will send an information package with that same information to each employee at the worksite. An employee s number is a critical piece of information that is used in many applications. We recognize that the current employee number is used in the following external applications and we are working with these vendors to ensure this transition is smooth. SmartFind Exress (SFE) Pacific Blue Cross PAY ADVICE In 2012 the Vancouver School Board moved away from issuing paper-based pay advices and began to post them instead on the secure VSB portal for individual employee access.

3 The new HRIS will continue this practice, with the only difference being that the pay advice will no longer be available directly on the portal but will be available for viewing within the HRIS itself. Employees will simply need to log in to the HRIS to view their pay advice. Employees will have access to their first paystub on the new system after the first pay run in January The pay advice itself will also look different than the pay advice currently used, providing a greater level of detail. See Attachment B for a sample pay advice. Those employees who have been grandfathered to receive their pay advice by mail will continue to receive hard copies. BENEFITS (ebenefits) There are also exciting employee-friendly changes to the manner in which employees can view and make changes to their benefit information. Specifically, some employees, depending on which group they fall into, will be able to view their benefit information (available for January 1, 2015) and make changes to their benefit information (available later in the spring of 2015). It is important to note that these advanced self-serve features will only be available to those employees who are directly managed by the VSB and not to those employees whose benefits are managed through Public Employee Benefit Trust (PEBT). a) Employees who are part of VTF and excluded groups (benefits are managed through VSB) As of January, employees in the groups listed above will be able to: View current and historical benefits health and welfare enrollment information View dependant and beneficiary information Later In the spring of 2015, these employee groups will be able to: Update benefit elections if benefits eligibility changes due to a job change Initiate a family status change Update benefit elections if an employee experiences a family status change For an event that triggers a change in benefits such as a birth of a dependant, marriage or divorce, the employee will be able to upload confirming documentation (e.g. birth or marriage certificate). They will also be able to add notes when creating the benefits event, which staff will use to determine eligibility. The employee would then be alerted that approval is required by the benefits department. This new feature will be an advantage to employees as it will streamline their experience and make communciation with staff more efficient. We have attached samples of what this self serve ebenefits feature will look like in Attachment C.

4 b) CUPE 15, CUPE 407, and IUOE employees (benefits managed by PEBT) Employees who are part of a group whose benefits are managed by PEBT (CUPE 15, CUPE 407, and IUOE) will be able to view the following on the ebenefit profile: View MSP enrollments View vacation, sick and other accrual-based plan enrollments View pension plan enrollments TIMESHEETS There are a number of employee groups who currently rely on timesheets for their pay. Although the submission of timesheets will continue, employees will notice a few small changes with the new system. First, the physical look of the timesheet will change. Second, the process for submitting the timesheets to payroll will also change. The new timesheet design and streamlined process have not yet been finalized. Once finalized, payroll will provide training to supervisors and communicate with affected groups prior to implementation. CONCLUSION Since the fall of 2013, staff in payroll and human resources have been working incredibly hard on this major implementation and are looking forward to its official start-up in January Staff are developing a comprehensive communication plan to be launched mid-october. This official launch of the new system is intended to ensure all employees are kept well informed and that they fully understand the benefits and implications of this new and improved HIRS.

5 ATTACHMENT A Example of Employee Self Serve View

6 ATTACHMENT B: - Example of Pay Advice

7 ATTACHMENT C Examples of ebenefits Self Serve

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