New HR system is coming

Implementation of the University’s new HR and Payroll (HRP) system, Aurion, is progressing with a planned go-live date for the pay fortnight ending 18 May 2018 (pay date 23 May 2018).

The HRP will be built and tested during March and April, and this will include migrating data from the current system into Aurion. A number of parallel payruns will occur using both systems, to make sure that staff will be paid accurately and on time. Planned downtime for current HR systems is planned for May and staff and supervisors will need to prepare for this period.  The system implementation will also affect and improve Staff Connect, the online portal where you can access your leave information and payslips, as well as personal employee details.

Ongoing communications leading up to go-live will be provided to give you information on the new Staff Connect and support for the transition process.

What’s changing in Staff Connect?

The new Staff Connect will have a different look and feel and give you access to the same services you currently have, but with expanded functionality which will replace many forms with more efficient online processes.

These online processes will have approval workflows, available as determined by type of Staff Connect user such as a staff member, a supervisor, or Human Resources. These workflows will apply the delegated approvals from the University’s Delegations of Authority Policy and Register and trigger appropriate notifications via an email or as a task to complete in Staff Connect. The new system will enable auto-population of relevant staff data which will minimise data entry and improve record accuracy. Your current ‘Staff ID’ in Staff Connect will change once the new system goes live. This will not impact your employment record with the University or use of other HR or University systems.

Some of the additional services and new online processes that will be available include:

• Submitting all leave requests online including Leave without Pay and Parental Leave
• Changing banking details, including bank splits
• Claims for Overtime, Shift Allowances, mileage and toll reimbursement that flows directly into the HRP automatically
• Management of variation to employment arrangements (formerly the Request to Vary Form)
• Management of Fixed-term contract arrangements (formerly the Fixed-term Expiry Advice Form)
• Management of Probation confirmation
• Management of Higher Duties placement and payment
• Management of Separation/Resignation
• Maintenance of Tax Declarations.

After go-live, online processes will continue to be developed to remove almost all paper-based forms and more information will be communicated about transitioning these processes.

System downtime planned – what you need to do

There will be a period where Staff Connect and the current Online Casual Timesheet System will be off-line to assist the transition between systems – and this is planned to occur from 3 to 10 May 2018.

Staff and supervisors are advised that any current leave and training course requests should be finalised in Staff Connect before 3 May.

During the planned downtime, staff and supervisors will have view-only access to Staff Connect and will not be able to submit and/or approve leave or courses, or create and submit timesheets, until the new Staff Connect is switched on to go-live. If there are pending leave or course requests during the transition period, these will need to be resubmitted in the new Staff Connect after it goes live.

Online timesheets for pay fortnight ending 18 May 2018 (pay date 23 May 2018) will be required to be submitted in the new Staff Connect only after go-live.

Staff Connect information sessions

All staff and supervisors are encouraged to attend an information session to learn how to use and navigate the new Staff Connect. These sessions will run from 26 April 2018 and details of times and dates and how to register will be communicated in the Staff Bulletin in the coming weeks.

If you are not able to attend one of the sessions, information will be made available on a Staff Connect resource page on the HR website, and user support can be sought through the HR Advisory Service.

The resource page will include a link to the new Staff Connect, user guides, videos and other supporting information.

Questions

For further information on the HR Payroll Replacement Solution Project please contact:

• Rob Jazic – Associate Director, Workforce System (Project Director) +61 2 9739 2499
• Peter Wilks – Workforce Systems Administrator/Project Lead (Project Manager) +61 2 9465 9235