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Update on the USS changes Electronic Document Record Management (EDRM) SiP Upgrade Version 10

UCL HR Division. Update on the USS changes Electronic Document Record Management (EDRM) SiP Upgrade Version 10 Jon Everard Head of Payroll & Operations. Changes to USS effective from 1 st October 2011. JNC USS agreed changes at 10 May 2011 meeting

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Update on the USS changes Electronic Document Record Management (EDRM) SiP Upgrade Version 10

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  1. UCL HR Division Update on the USS changes Electronic Document Record Management (EDRM) SiP Upgrade Version 10 Jon Everard Head of Payroll & Operations

  2. Changes to USS effective from 1st October 2011 • JNC USS agreed changes at 10 May 2011 meeting • USS trustee board ratified deed change aththeir meeting of 9th June 2011 • Effective date 1st October 2011 • Document on USS website summarrising the changes • www.uss.co.uk/news/Documents/Important%20Info%20for%20USS%20members.pdf

  3. New employee guide to joining USS • New guide to be issued with all new starter contracts • Default scheme will be CARE scheme • If entitled to ‘old’ final salary scheme then USS will notify UCL & amendment made in subsequent pay cycle to contribution rate • New scheme booklet being produced - issue date? • USS presentations in November at UCL • http://www.uss.co.uk/news/Documents/A%20members%20guide%20v5%200%20WEB.pdf

  4. Electronic Document Record Management • HR Division currently building a file plan in EDRM to store the documents of an employees life cycle at UCL • Will cover employee contracts & changes, pensions, payroll, employee communications and right to work (RTW) documentation • User acceptance testing & training will be undertaken in August with go live for HR in September • Proposal is to allow HoDs and DA’s to upload onto EDRM the scanned RTW documentation of new employees • Initially we’ll pilot the RTW upload and therefore need some volunteers

  5. SiP upgrade Version 10 • Version 11 will be a result of a Phase II (of III) project in HR to automate SiP and ROME onboarding data to interface automatically into ResourceLink (RL). Mainly an internal redesign of processes exercise with some enhancements • Reduces double keying of data (raises the importance of initial data being accurate at point of entry) • Automated creation and population of some pay and pension elements • Enables dual access to SiP via task flow for more than one profile • Increased use of reports to identify data errors and exceptions

  6. SiP Version 10 – Some of the changes • Bulk overtime form • Require save & submit • Auto populate of grade, Hours, FTE when post ID entered • Validates correct O/T rate against FTE • Validates O/T applicable against grade • Multiple lines per e/ee • Can save template of form for regular O/T submissions of e/ees

  7. SiP Version 10 – Some of the changes • Changes to appt - Form 1/2A • Regrading of Reseach Assistant to an Associate • Validates e/ee on grade 6B and enables grade point to be applied on Grade 7

  8. SiP Version 10 – Some of the changes • New contract request form – Professorial, Chair or Reader appointments • Occupational Type tab changed to accept staff categories, HESA code and grade parameters

  9. SiP Version 10 - Timeline • Currently being built and ResourceLink bespoke work yet to begin • User Acceptance Testing begins end of September through October (volunteers needed!) • Training in November • Go live December or January

  10. Other HR news • Big ask – Please can you remind employees leaving UCL to print off their payslips and P60’s from MyView before their last day of service. After their last day of service MyView access is barred • Form 6’s are now processed by Payroll rather than HR Operations. Please contact your payroll administrator in future • Scott King, HR Operations Manager, is leaving UCL. His last day in the office will be 2nd September 2011 • The HR front web page undergoing change in near future with a focus on enabling easier contact of HR teams via departmental email addresses and telephone extensions plus quick links to individual HR websites

  11. Questions

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