MyHR Update - UCL - London's Global University

UCL HUMAN RESOURCES MyHR MyHR Update HR User Group 20th June Agenda Items MyHR The benefits Scope a quick reminder Oracle System Profile nominations MyHR Timeline Detail HR & Payroll process mapping Future Activities MyHR the benefits A fully integrated HR and Finance system Standard, streamlined processes with half the complexity of what we do currently More control for local administrators with less checking and approval steps by central functions Reduce manual processes and the overall administrative burden Faster, accurate processing with visibility of progress Improved analytics to enable high quality and real-time management reporting to inform decision making A platform for future enhancements MyHR Reporting Suite 130+ Reports OBIEE Capabilities: - Interactive dashboards - Ad hoc queries - Notifications + alerts - UCL-wide reporting - Financial reporting et al. MyHR a reminder of the scope SYSTEM Replaces legacy systems:

Service in Partnership(SiP) Resource Link (RL) HR, Payroll & MyView Learning Electronic Records System (LERS) PROCESS Transforms current processes: Manager + Employee SelfService (ESS + MSS) HR Process Review outputs Standard, streamlined and simple processes across UCL PEOPLE Empowers people: HR Processes initiated and approved within Depts. Dept. System Profiles: Payments, Contract Changes and New Starters MyHR Scope Replacing Legacy Systems with Oracle HCM Service in Partnership (SiP) - Resource Link (RL) - SYSTEM Recruitment On Line Made easy (ROME) Upgrade or TALEO Professorial Appraisal Review (PAR) Oracle eBusiness Suite

Manager + Employee Self-Service Departmental Administrators Module (DAM) - Out of Scope (Future phases?) Processes HR records, Payroll; training data; MyView Employee + Manager Self Service MyView - A workflow tool used by depts., HR + Finance for Contract Changes, Employee Lifecycle essentials and Payments Reporting suite Absence, Ethnicity, Cost Analysis et al Learning Electronic Records System (LERS) Training events + course bookings - Single Training Booking System - MyHR Scope Transforming current processes Change Leadership - Business Engagement - PROCESS

26 new streamlined processes were designed based on UCL requirements aligned where possible to Oracle eBusiness suite functionality Design Principles - 30 consultation workshops conducted with key stakeholder DAs, ECA, Payroll and Finance Process Redesign - the Project Board comprised of Faculty Managers from each school, Finance, and HR minimise, approval steps + hand-offs and empower the skilled user System Build - these new standard, streamlined and simple process are incorporated into the system build MyHR Scope Empowers People and Departments Manager & Employee Self-Service (MSS + ESS) Defined System Profiles (Oracle roles) within each Department Payments: Overtime One-Off Duties Honorary Higher Duty Allowance, Regrades PEOPLE Submission & Approval within Departments by skilled users

Contract Changes: Update assignment details Assignment Costing Salary Changes Ending Assignments (Contracts) New Starters: Creating Multiple Assignments Assignment Costing Transfers Rehire Employee/Contingent Worker Oracle System Profile Nominations 100 New Starters: Creating Multiple Assignments Assignment Costing Transfers Rehire Employee/Contingent Worker 90 80 70 60 Contract Changes: 50 PEOPLE 40 30 20 Payments: 10 0 t

s s s s e h g n al th ent es ces ces ES APS IOE ice en rin ce nce al ris atio arc ion aw nc E n n n e m m p L e v r r M c n e H p ie ie ie ie ie se

at SS te lo Se VP m du Re ern n iro gin Sc Sc l Sc l Sc Sc e u l v E E v t a H fe a a En rain alth In VP En De n & ic ic d Li on VP r t i d n e

P l B P i a e H to V io ss V M is n ts at Bu fe r o H v o i A d at Pr no an ul In l p a VP Po ci o S

iti an Update assignment details Assignment Costing Salary Changes Ending Assignments (Contracts) es Overtime One-Off Duties Honorary Higher Duty Allowance, Regrades HR Processes are now mapped to level four Level four: helps to provide a detailed understanding of process inputs, outputs, associated steps and decision points. Change Impact Analysis People & Roles System, Process and policy 1.4.7 Leave of absence (Paid and unpaid leave) NOTE: Absences mana ged through positions hierarchy Em ployee DRAFT VERSION (rev 4) - Date 26/08/2016 Intends to take paid/unpaid leave Send application to paid/unpaid leave (incl. start and return date) to Line Manager Submit absence

dates, reason, atta ch relevant documents (ORACLE) Go on leave XOR If decides to not r eturn Review and approve (ORACLE) Finan ce Report Review report in Dashboard (ORACLE) Confir m employee back to work (ORACLE) 1.4.1 Leavers Resignation Automated overnight report Check eligibility and approv e (ORACLE) Payroll

ECA Line M anager / D epartm ent On return Review applicatio n with HR AS and inform employee of decision Training Needs Assessment Learning Outcomes Course Outlines AND Review record and calculate payment (ORACLE) Automated overnight report Report Run lette r , send to employee (ORACLE) Process payroll (ORACLE) Review absences report (ORACLE)

Employee record updated Payment updated Off-System Processes Checklists Reference Guides + Job Aids MyHR Timeline (1.) System Integration Test To check that all the system modules work properly together and with other systems. (2.) Functional Test A quality assurance (QA) process that verifies that our software application performs and functions correctly according to design specifications. (3.) User Acceptance Testing Users from across UCL test the software to ensure it can handle required tasks in real-world scenarios, according to specifications. In other words It does what it says on the tin No Re w su gre bje ssi ct t o oM n BP T

e R a sti yFi cce ng nan pta follo ce nce win g ! Subject to comprehensive + robust testing (1.) (3.) (2.) Pre-UAT Training Future Activities MyFinance Regression Testing Finance User Group Oracle Trainers correlating process maps + system Data Cleanse 2 Personal details for ESS Training Needs Analysis Workshop design Departmental Oracle Profiles nomination validation with FMs Oracle Reporting Workshops UAT Testing Identify UAT testers for training prior to August testing Change Network 2 Planning My HR For more information please go to the MyHR website @ https://www.ucl.ac.uk/myhr Any questions? Please contact us via the MyHR Mailbox @ [email protected] Thank you for your time MyHR is much more than a technology initiative, technology alone does not deliver benefits people do!