Transition to GC HRMS V.8.9 and Self-Service

1. Transition to GC HRMS V.8.9 and Self-Service Presentation to LFCA LMRC Presentation: 20 September 2007 DCHRSC(Ont)

2. Implementation Approach: Two-Phases • GC HRMS 8.9 for HR Users: • Members of the HR community, who currently have access to civilian data in DND HRMS 7.5, will begin using GC HRMS 8.9 on October 31st • Self-Service: • Staggered deployment of self-service applications will start in November 2007 and end in late December • Leave Self-Service for civilian employees and military managers of civilian employees • Personal Information self-service for civilian employees • Requires computer access and a DND network user account

3. User Acceptance Testing and Validation Instructor-Led Training UPK Self-Paced Learning and Support Self-Service Roll-Out Sustainment Training Communications Implementation Timeline August September October November December October 26th @ 1800 ESTNo access to HRMS v.7.5 October 31st @ 0600 EST GC HRMS 8.9 Goes Live

4. Implementation Considerations • Leave Self-Service Pilot Users: • No change to leave functionality • Will lose access to self-service from October 24th to October 31st • Leave Self-Service New Users: • Application will be available to all civilian and military managers of civilians who have user access to DWAN • Paper process for leave transactions will remain in place for those without DWAN access, and for those activities where documentation is required (e.g. LWOP)

5. Implementation Considerations • Personal Information Self-Service Users: • Will become available to all civilian employees who have user access to DWAN • EMAA • As of October 31st, civilian employees will be able to use EMAA only for viewing leave balances • Updates to leave balance information will be delayed by one business day • EMAA will be available to civilian employees until the end of December 2007

6. Self-Service Rollout • From November through to December, Leave Self-Service (LSS) and Personal Information applications will be rolled out to the regions • Until LSS is implemented in their region, employees will continue to use the existing paper-based leave system. • Once implemented, all civilians and military managers of civilian employees, who have access to the DWAN, will be required to use LSS when submitting and processing leave with pay transactions. • Employees who do not have desktop access to the DWAN will continue to use the existing paper-based leave system. • Until access to LSS is implemented in all regions, civilian employees will be able to view their leave balances via EMAA. However, updates to leave balance information will be delayed by one business day.

7. Regions Time-Frame Existing LSS Pilot Users (800 users) Oct 31 Prairies (3336 users) Week 1 (Nov 5- 9) Eastern (3551 users) Week 2 (Nov 12 – 16) Ontario (4575 users) Week 3 (Nov 19 – 23) Atlantic (4758 users) Week 4 (Nov 26 – 30) BC (2838 users) Week 5 (Dec 3 - 7) NCR (7362 + 12 users) Week 6 (Dec 10 – 21) Total Users 26432 7 Weeks Self-Service Rollout Schedule Pause, assess, evaluate, then ongoing evaluation

8. HR Community: Increase in short-term workload in Compensation for leave and employee tombstone data questions Slower processing due to lack of familiarity with the system Report usage changes Integration of User Support Specialists Increased integration among HR disciplines and with corporate programs Potential Impacts to HR Community

9. Self-Service Users: Managers will receive questions from their staff on the use of self-service tools Experience a change to HR service delivery Devote operational time to training Shift to electronic capture of HR information Leave Self-Service pilot participants (NCR, Esquimalt): Wednesday, October 24th at 0600 ESTaccess to the LSS application will be lost, temporarily Wednesday, October 31st at 0600 EST access to the LSS application will be restored Potential Impacts to Self-Service Users

10. Training: HR Community • Strategy • Implementation training intended for users of current HRMS • Covers the differences between v7.5 and v8.9 • Delivered primarily via instructor-led sessions and self-directed learning through the User Productivity Kit (UPK), an online learning and support tool • HR specialists • Includes HR Advisors, HR Officers, Compensation Advisors, and Leave Administrators • Instructor-led sessions currently being provided through to the end of October to ensure that are fully prepared to use the new system • Other HR users • Includes Learning Advisors and Assistants, Training Administrators, Organization and Establishment Comptrollers, and Official Languages • Alternative training methods to be provided, as required (e.g. online learning, video-conferencing)

11. Training: Self-Service Users • Delivered primarily via self-directed learning through the User Productivity Kit (UPK), an online learning and support tool • Prior to regional implementation of self-service, a users guide and additional reference materials will be provided • Where necessary, instructor-led training will be provided

12. User Productivity Kit • Online learning and support tool provides step-by-step instructions for completing transactions • Currently available for all system users: http:\\upkprod.desc.mil.ca\upk89\eng • HR users are strongly urged to complete UPK training prior to the implementation of GC HRMS 8.9 on October 31st • Self-service users are encouraged to complete UPK training prior to self-service implementation in their region

13. Key Dates • Prior to October 31st, certain activities will be required to permit the conversion and initial synchronization of data between DND HRMS 7.5 and GC HRMS 8.9. These measures will have an impact on the administration of leave. • October 24th - 0600 EST • Leave Self-Service pilot participants (NCR and Esquimalt) willtemporarily lose access to the LSS application • October 26th - 1800 EST • HRMS v7.5 will be unavailable to all civilian and military users

14. October 31st • At 0600 hrs GC HRMS 8.9. goes live on the DND Intranet • All functionality that previously existed for civilian actions in v.7.5 will be made available in 8.9 • New functionality becomes available (e.g. grievance tracking) • All current end-users maintain their HRMS passwords and begin using V.8.9 • V.7.5 is available for military data and transactions. However, the system will no longer be available for performing civilian employee transactions • Leave Self-Service participants regain access to the LSS application • EMAA is available to civilian employees only for viewing leave balances

15. Support • GC HRMS 8.9 Service Desk (Help Desk) • Single point of contact for all GC HRMS 8.9 issues and self-service assistance: • Web site:http://img.mil.ca/projects/corpor/dihrs/svcdesk/svcdesk_e.asp • Telephone: (613) 996-3333 • Toll-free: 1-888-507-1111 • User Support Specialists (USS) • Person-to-person support for HR community on the use of GC HRMS 8.9 and self-service within the regions • Liaise with the Service Desk to provide advice and support on the use of the HRMS, the UPK, and appropriate business processes • Elevate and track system, data and business process issues

16. Project Resources • Civilian Human Resources Business Transformation Office (HRBTO) Web site • http://hr.ottawa-hull.mil.ca/hrciv/cos/hrbto/en/home_e.asp • Defence Integrated Human Resources System (DIHRS) Web site: • http://img.mil.ca/projects/corpor/dihrs/dihrs_e.asp • User Productivity Kit (UPK) online learning and support • http:\\upkprod.desc.mil.ca\upk89\eng

17. FAQs Q: If my O&E clerk changes one section in Base CE to another or the HRO establishes a new position in 8.9, how will they be reconciled? A: The organization and establishment will be created and managed in 7.5. Departments and sections will be created in 7.5. Military positions will be managed in 7.5. Only civilian positions will be created and managed in 8.9. A scheduled process will synchronize the two systems. O&E information and skeletal military position data will be contained but not manipulated in 8.9. Using the same batch process, civilian positions will be synchronized back into 7.5. Q: What PeopleSoft version - 8.9 civilian or 7.5 military - will be the system of record? A: There will be no double data entry. There are two systems of record where each piece of data has its rightful place. Q: How will the military chain of command control their civilian establishments? A: The same way as before. However, clerks will now have two systems to work with.

18. FAQs Q: How can I differentiate between a DepartmentID that represents a Section versus a true Department? A:DND DepartmentID’s have no more than 4 significant digits (000000100, CFB Halifax or 0000003078, MARLANT HQ). Sections always have 6 significant digits (0000115080, MARIME COMMAND MUSEUM). Q: Why does my password appear as asterisks when I sign into GC HRMS? A:Characters that you enter in a security-protected field such as Password will always appear as asterisks (********) to hide your password from casual onlookers. Q: What is Self-Service? A:Self-service allows you to view your personal information from the corporate HR system; GC HRMS 8.9. The information is recorded and updated by a number of Human Resources areas. Self-Service allows you to modify some of your own data. Your can request leave, and enter and change your personal information such as home address, phone number and marital status. Some transactions require may require supporting documentation.

19. FAQs Q: What happens after I submit a leave request in Leave Self Service? A:The transaction is routed to your Manager for approval. It appears on your Manager’s Worklist, and your Manager receives an e-mail notification. Your Manager will be able to view your leave balances prior to approving or denying the request. Q: Can I request leave in the current year for the following fiscal year or do I have to wait until leave year end has been run? A:You can submit a request for leave for the following fiscal year before leave year-end is run; however, your balances will not be updated until the leave year end process is complete.