NEW LEAVE SYSTEM HUMAN RESOURCES DEPARTMENT OF. LEAVE SYSTEM Current system History Look and limitations New system Overview Benefits Project phases Description.

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Presentation transcript:

NEW LEAVE SYSTEM HUMAN RESOURCES DEPARTMENT OF

LEAVE SYSTEM Current system History Look and limitations New system Overview Benefits Project phases Description Timeline and implementation Demo

WHY DO WE NEED A NEW SYSTEM? Virginia Tech invents the future Developed in 1998 Behind the innovation of other universities Inefficient Multiple forms Various processes for submission Inconsistent processes Different leave reporting Opportunity for errors

CURRENT SYSTEM

Paper based Non-exempt employees complete two forms 66,048 pieces of paper in 2014 All employees complete and sign paper form 132,372 pieces Overtime calculation Overtime calculation is manual Not calculated in leave system Errors/Inconsistent methods for reporting Limited information All leave types are listed – not specific to employee Rely heavily on separate communications

NEW SYSTEM Paperless Overtime calculation Calculated within system Better information Announcements (authorized closings) Calendar format Leave codes

NEW SYSTEM

UNIVERSITY WIDE BENEFITS More efficient Supports sustainability efforts and university wide vision Improved accuracy Flexible routing

LEAVE PROJECT PHASES Phase 1 Flexible routing Electronic approvals Overtime calculation Phase 2 Request time off Integration with central processes Calculation of leave payments Phase 3 Hierarchy of leave usage Alternate work schedules Track and record leave donations

PHASE 1 Development Pilot Groups Internal Initial Expanded Pilot Group Members Training Leave Rep Employee Utilize technology Communication VT News Demos Business Practices University Stakeholders HR Partners AFOG CFOG IFOL Staff Senate

IMPORTANT DATES – PHASE 1 Implementation Internal Pilot Initial Pilot Expanded Pilot University Leave Entry Date April 10 – May 9 May 10 – June 9 June 10 – July 9 July 10 – August 9