The New Human Resources System (HRS)

1. The New Human Resources System (HRS) How HRS Will Impact You Coming in Spring, 2011

2. What is the HRS project and how will it affect me? The University of Wisconsin System's Human Resource System (HRS) is a new integrated system for all human resources, benefits and payroll operations across all University of Wisconsin campuses. HRS will streamline employee hiring and payroll processes, integrating them into one system by transforming manual, paper-based processes into automated and online functions. Faculty, staff and student employees will be able to use "Self-service" for various functions.

3. Need for HRS • Separate Legacy HR system and payroll system – dates back to1975 • Cobol/mainframe based • Complex business requirements • 700 shadow systems • 67,300 UW employees • 24 bargaining units • 72 counties (health insurance)

4. Need for HRS • 4,000 foreign nationals • 60 countries (tax treaties) • Oracle/PeopleSoft product selected to replace current systems

5. HRS Scope • Appointments • Benefits • Absence Management • Time and Labor • Payroll • Finance Integration (SFS and Budget) • Talent Acquisition (Spring, 2012)

6. Timeline for Changes • Spring 2011 (April-June) • Partial self-service rollout through My UW System Portal (24/7 access) • Update personal and campus information (e-profile) • View earnings statement • View benefits summary • View dependent information • Print year-end tax documents • Update TSA deductions • Student hire template in HRS • Student time entry and supervisor approval through HRS (Kronos will no longer be used) • Rounding will move to the quarter of an hour • Paper timesheets no longer an option • Web based approvals accessible 24/7

7. Timeline for Changes • Summer 2011 • Online benefit elections for new hires • Begin staggered rollout of Time & Labor and Absence Management • Time and Labor – time entry for hourly employees • Absence Management – request and approval of leave • Classified timesheets will remain in effect until Time & Labor is implemented • Current unclassified leave statements and leave report will remain in effect until Absence Management is implemented

8. Timeline for Changes • Fall 2011 • Continued rollout of Time and Labor and Absence Management • Time and Labor interfaces with Absence Management • Ability for employee and supervisor to view leave balances 24/7 • Online Benefits Annual Open Enrollment

9. Timeline for Changes • Spring 2012 • Talent Acquisition implementation • Online application and hiring process for classified and unclassified searches

10. Timeline for Changes • Future enhancements will include online modification of W-4 and direct deposit forms.

11. More About E-Profile • View • Name • Sex • DOB • SS# • Military Status • Original Hire Date • Highest Education Level • Business E-mail

12. More About E-Profile • View AND Edit/Update • Home and mailing address (eliminates current form) • Home phone • Campus address (eliminates current form) • Alternate E-mail address • Marital Status • Emergency Contacts • Ethnicity

13. Training for Employees(Spring 2011) • Online guides (My UW System Portal) • Open forum trainings for e-profile • HR, UW Service Center & UWGB Help Desk • Training for student supervisors will be held over two week period in April – watch for dates • More training to follow in Fall 2011

14. Future HR, Payroll and Benefits Communications • Previous communications via e-mail, HR blog and LOG • Important: All future communications will be through the My UW System Portal • Check your portal a few times a week

15. Support from Campus Leadership(Positive Changes to Consider) • “Change” will be resisted by some • Self service (making personal changes) • Student hire template • Online time entry and leave reporting • We (entire UW System) are using the functionality HRS provides. Right now there are thousands of pieces of paper floating throughout campus related to hiring, payroll or benefits.

16. Support from Campus Leadership (Positive Changes to Consider) • Employees have more control over their own information and supervisors can better manage employee related data • Data entry at the source means less room for error • Faster turnaround time for processes (long term)

17. Support (and Patience) from Campus Leadership • Processes will take longer initially • Send employees to all applicable training provided and open forums • Learning curve - give employees time to learn the new processes • Bumps in the road – HR is learning a completely new system also. There will be mistakes that can be corrected.

18. Support (and Patience) from Campus Leadership • Three to four HR, payroll and benefit staff will be out of office each week for testing and training beginning February 14th through March 18th • Additional in depth training for all HR staff April 4-18th • If you need assistance, please plan ahead to the extent possible

19. Introduction to HRSOpen Forums Scheduled • Thursday, February 10th from 12:00 p.m. to 1:00 p.m. in 1965 room • Friday, February 18th from 3:00 p.m. to 4:00 p.m. in 1965 room • Monday, February 21st from 11:00 a.m. to 12:00 p.m. in 1965 room • Thursday, March 3rd from 12:00 p.m. to 1:00 p.m. in 1965 room

20. Introduction to HRS • Contact Sheryl Van Gruensven if you would like a presentation at a department meeting

21. Resources • http://www.uwgb.edu/hr/hrs/ • http://hrs.uwsa.edu/ • https://my.wisconsin.edu/ (My UW System Portal)