1. Employee Self-Service

2. Agenda History PeopleSoft at Queen’s PeopleSoft Upgrade What is MyHR? Benefits of Self-Service Challenges Questions

3. History 2007 University began project to replace aging administrative information systems. PeopleSoft selected. QUASR project began summer 2008. Target HR launch date fall 2010. Delays resulted in de-scoping functionality. – Employee Self-Service Go-Live February 12, 2012

4. PeopleSoft HR/Payroll Upgrade Decision to upgrade all PeopleSoft systems made in 2013. – Queen’s Systems 2 releases behind (9.2 scheduled for 2014 release). – No payroll tax updates after December 2015. Upgrade schedule. – Finance system upgraded in 2014. – HR and Student upgraded in 2015. New HR functionality. – Employee self-service.

5. MyHR – Employee Self-Service Employees have the ability to: – Maintain home address. – Maintain emergency contact information. – Maintain salary deposit banking information. E-mail confirmation sent to University address. – View purchased benefit enrollments. – View licences and professional certificates.

6. MyHR – Employee Self-Service Privacy Office gave direction that student employees kept their employee identity separate from their student identity. Over 4,000 student employee/ casual employee NetID’s and email accounts created. I.T. Services account claim system modified for employee use. 3 emails sent to student employees/ casuals employees to activate employee NetID and email account.

7. E-Pay Advice Slips All employees automatically enrolled to received e-pay advice slips. Deadline to opt-out of e-pay advice slips is December 31, 2015. No option to opt-out of other self-service functionality. E-pay advice slips available the day after pay run. E-t4 slips available up to 2 weeks before paper slips. E-t4 slips only available to e-pay subscribers. CRA requires employee consent to issue electronic t4.

8. E-Pay Advice Slips E-slips issued to monthly paid employees – 5950 E-slips issued to casual/bi-weekly paid staff - 1720 Who has opted-out of e-pay advice slips? – Academic: 63 – Maintenance staff: 149 – Staff: 77 – Research Staff: 21 – Casual: 23 – Student Contract: 14

9. Benefits of Employee Self-Service Data quality improves, employees view and verify information. Emergency contacts stored in the main HR system. No longer a need to submit forms for address or banking enrolment and changes. Payroll Services adds 2500 new bank accounts in September. Pay advice slips available 2-3 days earlier. E-tax slips available up to 2 weeks earlier than paper slips. University save approx. $60,000 a year on printing costs. Environmental impact of not printing e-slips – save trees.

10. Challenges Over 4000 student employees/ casuals issued employee NetID/ email account. – Many student employees do not see themselves as employees. Work study students. SWEP students. – Most student employees/casuals ignored emails instructing them to claim employee account. Confusion around having 2 NetID’s. PeopleSoft system stores 1 email address per person (student), system change required to store employee address.

11. Questions?