Our Journey to HR Systems TransformationAnne Harkness, Head of HR Operations

15 March 2016

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22,000 Students

THE* 1st in UK, 2nd in world; consistently in world top 10

5% of all the UK’s graduate research students are studying at Oxford University

*Times Higher Education rankings

The principal objectives of the University are the advancement of learning by teaching and research and its dissemination by every means.

Structure, facts & figuresUniversity – Colleges & Private Halls

Divisions…Departments…Diverse…Devolved…

2014/15 income: £1,429.3 million

£637.2 million staff costs (51.5% expenditure)

c. 12,500 staff (excludes casual workers)

c.11,500 FTE

New starters c. 2,300 last year

Job applications c. 60,000 last year

What did we need to transform?Paper and lots of it.Taxis!Multiple systems Single points of failureDid we have standard business processes?No single source of the truth No platform for future growth

HRIS Review:

business process

procurement

Implementation approach, ‘Aim’ & Blueprint

What did we do?

Aim"Applicants, employees, managers and administrators will benefit from online systems which support the

ELECTRONIC FLOW OF INFORMATION through the

University in support of SMOOTH, EFFICIENT AND STREAMLINED HR BUSINESS PROCESSES. As a result, system users across the University will be released from time-consuming paper-based administration and

provided with EASY-TO-USE TOOLS to manage staff effectively throughout the

employment lifecycle in order to satisfy institutional objectives. The systems and HR business processes will

EMBED UNIVERSITY PERSONNEL POLICY AND PRACTICE and strengthen financial control. Data monitoring,

REPORTING AND ANALYSIS CAPABILITIES will

match the needs of the institution."

HR Toolkit: personnel groundwork, user workshops, design solution agreed

Staff Recruitment: e-Recruitment pilot 1

HR Information: reporting requirements gathered

Training: staff training, basic requirements gathered

HR Toolkit: software build, system configuration & process agreedHR Planning & Control: e-Recruitment audit review

HR Information: HESA, recruitment & personnel basics

Staff Recruitment: pilot 2 & rollout start

Tranche 2Aug ‘10 – Mar ‘11

Tranche 1Nov ‘09 – July ‘10

So how did we achieve this?

HRIS Programmefoundation stages

HR Toolkit: pilots 1 & 2

Staff Recruitment: e-Recruitment rollout

HR Information: pilot recruitment reports, basic HR reports

HR Planning & Control: personnel audit review, payroll project

HR Toolkit: personnel go live & rollout across University

HR Information: complete HESA, expand HR reporting

Training: training prototype

HR Planning & Control: payroll parallel running, some payrolls go live

HR Toolkit: expand HR e.g.absence management, minor enhancements

HR Information: payroll & training reporting

Training: training go-live completed

HR Planning & Control: casual & main payroll go-live

Tranche 3Apr ‘11 – Dec

‘11

Tranche 4Jan ‘12 – Jun

‘12

Tranche 5Jul ‘12 – Dec ‘13

HRIS Programmeuser benefits

From OLD: Personnel & payroll information pre CoreHR data flow

Payroll Team

Payroll Forms

Bureau Payroll System

Legacy HR

system

Planning

Interface(skeletonrecord)

Data entry

Data entry

Paper forms completed by departments/divisional offices and sent to central teams: Payroll, Planning, Pensions (not shown)

Data keyed into bureau system by Payroll. Interface creates skeleton records in legacy HR system, after which Planning maintains additional data for HESA and other purposes.

Copy of forms

Depts/Div Offices

To NEW: Process flow in CoreHR

Staff Requests & Approvals

Create Posts & Planned

Appointments

Appoint Staff (e.g.

new starter)

Changes (person and appointment

)

LeaversManage Offer

HESA module maintenance

e-Recruitment

Planning Team data quality assurance

Dept/Divisional Personnel

Planning

Key:

Personnel data owned and managed according to data ownership guidelines (mixture of employee, departments, Planning and Payroll)

Personnel Services

Commencement

Amend appointment / update person

End appointment

Payroll Team

Bureau Payroll System

Core

January 2012 – data flow for departments with update access to CoreHR

Other forms (e.g.

overtime)

Reports

Planning

Reports/access

Data entry

(data migrated from legacy HR

Dec 2011)

Depts updating

Core

Data entry

All depts continue to send these forms to Payroll

Legacy HR

system

Data entry to support some elements of HESA 2011/12

Interface(skeletonRecord)

Separate means of accessing pay and costing data

Payroll Team

Bureau Payroll System

Legacy HR

systemCore

Data verified

Planning

Reports/access

Data entry

Data entry to support some elements of HESA 2011/12

(data migrated from OPENdoor December 2011)

Interim data entry

team

Payroll forms

Data entry

Copy of forms

Interface(skeletonRecord)

Checks

Depts with read-only

access

Read-only access & reports

From January 2012 – June 2012Data flow for departments with read-only access to CoreHR

Complications of maintaining business continuity

It was all worthwhile!‘one version of the truth’ Use of Business Intelligence for critical business decisionsProcess improvementsAdvertising costs savingsAutomated workflows Removal of riskReduced slow paper-based activity Financial control and management

Platform for the future…

Next…Full use of time and attendanceEmployee self-serviceManager self-service On-boardinge-Expenses

SaaS…?

THANK YOU!