Cliff Vidgeon The Senior Personnel Officer – Human Resources Opening up – How the New Human Resources-Payroll System Will Change Your Views Cliff Vidgeon The Senior Personnel Officer – Human Resources

The Need For Change 1 Payroll System just about adequate- provided gross to net and not a lot else. HR – No dedicated system. Functioned by using a combination of paper records and microsoft products such as Word and Excel No systemised database – Most records paper based Information took too long to get from one place to another We were prone to transcription errors – the same information was transcribed many times

The Need For Change 2 Demand for information from external bodies was increasing – The Higher Education Statistics Agency (HESA) The Office for National Statistics HMRC (tax office) HEFCE Equalities Information And internally – Research Grants KPIs Executive Deans and Heads of Departments Health and Safety

Information Flow - Efficiency Currently much information transcribed many times e.g. absence information, new employees, leavers etc We should be aiming to capture information at the earliest possible stage Eliminate transcriptions (and associated errors) Much information to be captured in Schools and Departments Information available via web

What is a HR Payroll System? HR Payroll Systems are computerised systems designed to deliver all HR Functionality from a single database. This includes – Human Resource Management and administration Payroll Absence Management Recruitment Administration Management Information Learning Events Administration and People Development Self Service For Employees and Managers Occupational Health

How Did We Select A System? With Difficulty – There are a Number on the Market Procurement Process: Comprehensive Systems Requirement process, Site Visits, Scenario Tests Eventually selected Trent a product developed by Midland Software Trent has an impressive customer base, particularly in the public sector and some HEIs. Trent was more able to match our requirements than other products

Implementation – Were we scared?

Implementation Systems Team – Developing Modules Initially HR Database and Payroll Soon - Absence and Recruitment then Self Service Learning Events People development Occupational Health Whilst at the same time – Improving Reporting and improving our Business Processes

What Have We Achieved so Far? Massive data transfer exercise from Payroll and an array of paper records and computer files A Payroll that works New Pay Advices Providing Reports that previously we could only dream about Introduction of the Flexible Benefits Scheme Equality Impact Assessments A Pay Award (which was a nuisance)

AGE PROFILE

GRADING IN SCHOOLS

What are the Next Steps? Introduce web based Recruitment Vacancy profiling, media administration and monitoring, skill matching, shortlisting, interview scheduling and contract generation. Also web recruitment application forms. Improve Processes Information flow-ensuring that information is captured at the earliest possible stage and not transcribed thereafter. e.g. absence information, casual staff payments, overtime authorisations etc Provide comprehensive (user definable) management information (as well as provide returns that were previously near impossible to compile

And Then What? (1) Then things get interesting. HR and Payroll has previously sat on a vast amount information about individuals. It is our intention to open it up so that employees can look at information that is being held - via the web. In some areas employees will be able to update their records. e.g. Emergency contact details, home address (possibly bank details) We could set up arrangements where annual leave could be requested and authorised via the web. Employees may be able to see their pay details (including past pay advices and P60 details)

And Then What? (2) Management information at the press of a button (or two). This may include Age Profiles, Annual Leave information, costing information, absence patterns, skills gaps People Development Learning Events Administration

And What Then? (3)