1. Identity Management and RIAS November 2010 Don Smith OIT, Rutgers University

2. Electronic Identity –Know your netid –Select a strong password, don’t forget it, and DON’T share it –Change it occasionally –Avoid using your netid as part of your email address November 2010 2

3. Rutgers Email Domain –Whatever you are using today WILL continue to work –Select an email address within the rutgers.edu domain don.smith@ rutgers.edu => dsmith@oit.rutgers.edu Put the rutgers.edu address into the University directory Use the rutgers.edu address as your from address –Coming Soon 3 November 2010

4. Eliminating SSNs –Remove SSN from Databases – especially as a key Use RCPID to index Rutgers electronic records –We are planning to remove SSN from RU ID cards Requirements gathering will begin this fall Recarding will begin after January 2012 November 2010 4

5. Single Sign On –CAS handles Authentication –Once authenticated, CAS moves between Casified application –Applications handle Authorization November 2010 5

6. New Hire Process –Goal: Hit the ground running – Required to get started : New Hire’s existing email address –“license plate netid” will be assigned to new hires (e.g., des735) User can remotely set up –password, rutgers email address, directory info, etc. November 2010 6

7. Changing Times – Robert Huchins: University of Chicago 1929-1951 described the modern university as a series of separate schools and departments held together by a central heating system – Clark Kerr: Berkeley 1952-1967 In an area where heating is less important and the automobile more, I have sometimes thought of Berkeley as a series of individual faculty entrepreneurs held together by a common grievance over parking –RIAS-III (Rutgers 2010) In a time when heating and parking seem less important and online systems more, some might say that Rutgers has occasionally acted as a group of individual faculty entrepreneurs held together by a common grievance against central ERP services. November 2010 7

8. Rutgers Integrated Administrative System RIAS Phase III Human Capital Management HCM/Payroll November 2010 Sandy Russell

9. 9 Scope of Phase III Project  Human Capital Management System (HCM) -Current and historical employee data -Payroll -Time Entry –Commitment Accounting –Self-Service for employees  Data Warehouse and Reporting  Project implementation date is January 1, 2011

10. 10 How does it impact you?  Elimination of paper-based processes  Timely access to information  More employee engagement  Access to your own payroll information  Quicker processing of changes to employee records  Easy to use web based application with user friendly data retrieval and reportingand reporting

11. 11 Self Service – Employee and Department Administrator  Faster payroll on-boarding (in advance)  Online pay slip details and W-2 statements  Online forms processing such as W-4’s and direct deposit  Complete payment history for the last year  View and maintain personal information

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14. 14 Self Service – Direct Deposit

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16. 16 Why Will You Like The New HCM/Payroll System ?  Positions the University to take advantage of the latest technological advances  Provides access to a single integrated source of information about yourself, your staff, your department’s payroll and finances  Provides enhanced reporting tools to view standard reports and access to data to allow you to create your own HR/Payroll reports

17. 17 Why Will You Like The New HCM/Payroll System?  Streamlines administrative processes with fewer steps from start to finish  Provides an automated approval process  Quicker processing of changes to employee records  You will be maintaining your own personal information, direct deposit information, etc.

18. 18 Why Will You Like The New HCM/Payroll System?  You can access the system anytime and from anywhere  The system is very user-friendly  The system is far more efficient allowing you to focus on more mission critical functions.

19. 19 New Business Processes  Hourly employees will have assignments  Ten month employees will not expire  I9 process will be paperless  Credit Union “deductions” will now be direct deposits  Direct Deposit advices will no longer be printed

20. 20 New Business Processes  Employee Self Service will be available in Spanish  Every employee will have a unique employee ID replacing the current social security number as an identifier  Paid time-off balances will appear on your payslips  Co-adjutant appointments will no longer require positive input of time report forms

21. 21 What can you do to get ready?  Data Collection Effort  Instructional Efforts –Classroom instruction and lectures for targeted audiences –View online demonstrations on the RIAS website http://rias.rutgers.edu –Implementation open houses through February 2011 (By Appointment)  Communications regarding transitioning to the new system will be forthcoming  Make sure people are aware of their NetID

22. 22 Resources  RIAS Website http://rias.rutgers.edu  Website information includes:  Online demonstrations  Step by Step guides  Glossary of Terms  FAQs  Presentations and Announcements  Much more…..  Help Desk  Will be available, customer service oriented, responsive and supported by Human Resources and Payroll

23. 23 Questions and Answers