HR User Group 4 March 2010

An update on recent and planned HR administrative systems matters

Niyi Akinmutande

Assistant Director HR Operations and Information

SiP Releases

6.0 General SiP release with enhanced functionality

Released week commencing 22 February 2010

7.0 Clinical appointment and changes screens to be added

User acceptance testing UAT by April 2010

7.1 Integration of Recruitment Module and HR/Payroll Database

Building commences by Late May 2010

7.2 Teaching staff and Form 6s User acceptance testing UAT by Late June 2010

OnboardingReplacement of paper contract packages for successful applicants who apply on line.

Screens built and being tested implementation date is scheduled for Mid March 2010

Recruitment Reporting

We are working with WCN the suppliers of the Recruitment Module to provide UCL with improved data download facilities so that we can analyse how our recruitment performance stacks up against UCL’s academic mission as set out in The UCL White Paper 2007-12.

22. Continuing to invest in the recruitment and retention of excellent staff across the whole

institution is of critical importance.

Recruitment and retention of best academics and support staff.

Consider the concept of a war for talent in a global market.

Recruitment Reporting continued

Of crucial importance is that all applicants are moved on to the appropriate final status thereby closing the recruitment action properly.

The 16 February 2010 email from the HR Administrative Process Manager makes the request of all DAs and the deadline is 5 March 2010 please.

85 jobs were still outstanding at the time of writing this…

Single Training Booking SystemA single portal for booking training with UCL’s trainers.

Pilot starts at the end of March 2010.

Features include:

Online searching and booking

Online cancelation

Reserve list and Waiting lists

My Bookings• bookings, reserve list and interests

Online Job Evaluation

HR Consultancy are planning to move to online Job Evaluation.

The system will be ready for testing by Easter 2010.Features will include:

– Completing the Job Description Outline online

– Panel members having the ability to score online – Departments able to view evaluation outcomes online– An online reference of submitted JDOs

Electronic Document Records Management EDRM

HR have bid for funding to implement EDRM• Planned timescale is 2010 – 2012

• Includes an organisational staffing file plan which will allow departments and HR to store electronic files in the same folder structure.

• Current paper based workflows will be jointly reviewed.

• The plan is to digitise all UCL staff files and set up a hierarchy of security to control roles based access between HR and departments.

Jane Doeno. 12345

EDRM Staffing File Plan

We will have to think of filing along the lines of staff folders sitting in organisation units rather than staff files sitting in alphabetically ordered filing cabinets.

We will have to talk through how to share and share securely

UCLUCL

SchoolSchool

FacultyFaculty

ChemistryChemistry

Joe Bloggsno. 101029

Joe Bloggsno. 101029

PhysicsPhysics

Jane Doeno. 12345

Jane Doeno. 12345