September 2015
HRIS v20 Project: updating software and
infrastructure to bring business benefits
Go-Live Briefing
Agenda
•
What we are doing and why
•
What is changing with v20: new features
•
The switchover: implications for users
•
Preparing for switchover
•
Post go-live & support
•
A summary plan
What we are doing and why
•
Implementing v20 software and 11g database
•
Single Sign-On and Aspose
•
Services definition
•
Fully supported infrastructure and software
•
Improved functionality
•
Enable future projects - HRIS development
programme
Project timeline
Stage Proposed Dates
Investigation/analysis May – December 2014
Business case approval December 2014
Project preparation January 2015
Project kick-off February 2015
System review and test prep February – March 2015
System Testing April – May 2015
UAT June 2015
Non functional and integration testing July - August 2015
Parallel runs Late September / October 2015
Go-live 27th October 2015
Features: access and navigation
•
Access to back office via Portal
•
Single Sign-On
•
New format for Personnel landing page
Features:
applicants and e-Recruitment
•
Applicants:
• Ability to forward the URL
• Jobs by e-mail
•
e-Recruitment:
• New (additional) application form with inbuilt
supporting statement
Features: Personnel (1)
•
Comments field added to allowance screen
•
Cost allocations visible on salary approvals
•
Address maintenance – effective dates to build a
history
•
Substantive appointments and exact match:
• Ending substantive appointment where multiplesexist – much easier
• Unique appointment ID on all data items –
Features: Personnel (2)
•
Weeks per year field (automates term-time
FTE)
•
Rules-based continuous service dates
•
Read only access to Appointment Details
•
Read-only (including Data Services users)
can generate letters
•
Further benefits listed on our webpage:
Features: ‘Aspose’ – letters and PDF
• All templates will be stored in the database
• Centrally maintained templates
• Department letterhead will be stored in C:\Coreapps
(HRIS Guardians – email in early October requesting confirmation/provision of current letterhead/s)
• Offer letter (and associated paperwork) available in
e-Recruitment
• PDF pack creation – more robust
The switchover: system availability
•
Implementation of v20 requires 4 days downtime
•
To minimise disruption for users:
• Implementation scheduled across a weekend
• Adjustments spread across both central and departmental timetables
Month Changes to payroll schedule
September Input time for supplementary deadline reduced by one day
October Duration of input periods remain unchanged; processing period brought forward by one day
The switchover: key dates
Date Event
Thurs 8 October Payroll deadline
Weds 21 October Supplementary deadline
Thur 22 October No user input
Fri 23 – Mon 26 (inc) No access to depts or applicants – switchover
Weds 21 Oct Thurs 22 Oct Fri 23 Oct Sat 24 Oct Sun 25 Oct Mon 26 Oct Tues 27 Oct
The switchover: plan
Supp deadline
Oct pay run No input
No access – switchover to v20
Go live with v20!
The switchover:
Recruitment processing
• No vacancies to close between 22 and 28 October
inclusive
• Where possible, avoid having vacancies open during
the switchover period
• Vacancy closing dates to include additional week to
allow for the four days of system downtime • Last closing date in v16 = 21 October
• First closing date in v20 = 29 October • Applicants will be advised
The switchover:
Personnel processing
•
To ease workload, ensure any approvals created in
v16 are approved ahead of system downtime.
•
All in transit activity will be unaffected i.e. staff
requests, transfers, appointment and pay
The switchover: JRE (Java)
• CoreHR v20 requires 1.8 on v20 and the University
needs to update to this version
• Separate project to rollout JRE 1.8
• UAS and Connect desktops – “silent” JRE upgrade
• All other users - JRE upgrade will need to be installed by local ITSS
• All business systems will work with 1.8 at go-live
• Your desktops will be ready by the time of v20 go-live
Prep for switchover: Training
• Existing users
• Training demo mandatory personnel and recruitment
users and Data Services users - pre-requisite for access • Booking details on the website
• New users
• October’s standard training courses will be on v20
• Will gain access to v20 at same point as existing users (go-live)
• New role for Staff Requests only – online module
Prep for switchover:
Quick Reference Guides (QRGs)
• Will all be updated to reflect v20
• New versions will be available on web from 27
October
• Can be distinguished from old v16 QRGs by new
Support Centre logo in header:
Prep for switchover:
Reporting and data
• All reports will be available in the same format as v16 • No changes to Payroll costing report
• Support Centre will retain access to v16 for limited period
• Continuous service – further work required with departments post go-live
• Data architecture changes (multiple appointments
27 October – what will happen?
• JRE 1.8 installed on your PC during switchover period • New login page (same location, no change to
bookmarks)
• Access Discoverer reporting with existing login
• Log in via Portal for Staff Requests and Back Office
• Log in with Single Sign-On – password changes will be managed via SSO webauth route not CoreHR
Prep for switchover: in summary
• Recruitment – factor in downtime to advertising
schedule
• Personnel – ensure all approvals, transfers and October
processing complete
• Forward letterhead in October on request
• Training – ensure booked on to appropriate sessions
• QRGs – take note of new supporting documentation
• Note new login arrangements effective 27 October
Post go-live: new functionality
• Online references – how could they work for you? • New application form - do you want to use it, which
roles would it suit?
• Comments field on allowances - anything you want to record (in addition to Reward Team requirements)? • Offer letter available in e-Recruitment – do you want
to change process/responsibilities?
• New Staff Request creator role – opportunity to streamline processes?
Post go-live: Data Services users
• Able to generate letters (covered in training
demo)
• Contracts and contract change letters available
in Personnel once individual has been appointed
• We will e-mail all DS users closer to go-live with
suggested approach for how to incorporate letter
production into their processes.
Support and transition
• Support Centre as usual (Michael, Helen and Asta)
• hr.systems@admin.ox.ac.uk
• 01865 (2)87900
• Local ITSS - JRE upgrade, letterheads on c:\ drive etc. • Drop in sessions (hands on) if required post go-live
• HRIS@admin.ox.ac.uk – general queries
• Feedback to your HRIS User Group representatives • Online references, continuous service dates, online
