1. 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

2. 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

4. 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

6. 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

7. 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

8. 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

9. Implementation – Were we scared?

10. 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

11. 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)

12. AGE PROFILE

13. GRADING IN SCHOOLS

14. 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

15. 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)

16. 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

17. And What Then? (3)