What 1
What is HRMS?. 1
What are the
benefits of the new HRMS?. 1
What will
this replace?. 1
What
component systems constitute the HRMS?. 1
What is
PeopleSoft?. 1
What are
E-Docs?. 1
What is the
IU Information Environment?. 1
What is TIME?. 1
What kinds of
self service components will there be?. 1
Who. 1
Who will the
HRMS implementation affect?. 1
Who will be
trained and when?. 1
How are
people being identified for training?. 1
Who are the
primary owners of the HRMS project?. 1
Will there be
shifts in workload and responsibility?. 1
When. 1
When will the
new system be implemented?. 1
When will I
need to have people available for training?. 1
When will I
get my first check from the new system?. 1
How.. 1
How will the
new system impact PAFs?. 1
How will the
new system impact payroll vouchers?. 1
How will the
new system impact SSN?. 1
How will the
new system handle start and stop dating?. 1
How will the
new system perform routing and approval?. 1
How can I
prepare?. 1
How do I get
my computer ready to run the new system?. 1
How will the
new system impact my shadow system?. 1
Where. 1
Where do I go
to do my work in the new system?. 1
HRMS stands for Human Resources Management System. It is the
implementation of several cohesive systems that will manage all aspects of
human resources at Indiana University. HRMS will:
·
capture and record all biographic data for individuals (e.g.
names, addresses)
·
track tenure, academic titles, and service dates
·
manage positions
·
track healthcare enrollments, retirement, leave plans, paid time
off
·
process payroll
·
track people’s tax records, deductions, direct deposit
·
digitize paper-based processes such as the personnel action form
(PAF)
·
support a more robust reporting environment
·
track timekeeping electronically
The primary objective of HRMS is to improve the quality of
human resources data, and thereby provide better HR services to individuals.
More biographic data can be collected. For example, various
address types can be stored for an individual. In today’s environment only two
address types can be stored. HRMS will be able to track a campus address, a
home address, and a mailing address. HRMS can keep a primary and a preferred
name in the system, and record dependents and their relationships for benefits
tracking.
With the integration of electronic documents, IU business
rules and practices can be supported at the department level. The E-Docs
component of HRMS will hide differences between IU’s and PeopleSoft’s business
rules from the department level user.
E-Docs will also support electronic routing and approval
down the road. Anyone with some exposure to the FIS knows the efficiencies that
system has been able to provide in terms of knowing exactly where a transaction
is at any given time. Today with a paper PAF and all the approvals it goes
through, it’s hard to determine where it is once it leaves the initiator’s
hand. Soon, it will be possible to electronically determine where a transaction
is within the routing chain.
Another benefit of HRMS is the automation of payroll and
time reporting, and the eventual availability of their HR data to departments
and units. Due to the current lack of availability, a number of units have
constructed shadow systems to record their various HR records. Making data
available from an institutional standpoint will either augment or replace the
need for departmental shadow systems, particularly related to HR functionality.
HRMS will replace the existing system, HRIS, and the paper
forms that support it. Today’s paper PAF will be replaced by electronic
documents. Current HRIS payroll processing will be performed by HRMS.
The IU Information Environment (IUIE) will replace Focus
programs that surround the HRIS. The IUIE will consolidate a multitude of
existing Focus reports, many of which perform similar functions, by providing
an extensive menu of generic but customizable reports. The same reports can be
used repeatedly, and without a programming specialty or skill.
PeopleSoft
PeopleSoft is a software product that includes a database,
exhaustive higher-education business rules, and a Web interface. PeopleSoft
will manage the data for all 37,000+ active employees.
E-Docs
E-Docs—electronic documents—are a custom software
application developed by IU that electronically implements the business rules
and processes of Indiana University in a simple Web format. E-Docs will be made
available via the OneStart portal.
IU Information Environment
The IU Information Environment (IUIE)—developed by IU—will
provide decision support and reporting to the HRMS. It is, essentially, a data
warehouse where decision-makers at IU can access the most timely and pertinent
data.
TIME
Time Information Management Environment (TIME) is an
electronic timekeeping system developed by IU that replaces paper timesheets.
PeopleSoft is a software product that includes a database,
exhaustive business rules and a Web interface. PeopleSoft is being implemented
for the management of all active employees. It will capture and record
biographic data for an individual—names, different types of addresses,
extensive biographic information—much more than is currently captured by the
legacy (HRIS) system.
PeopleSoft will track all of the jobs or appointment records
for an individual:
- when an individual is hired into a job
- the pay rate with the department that owns that particular
job record
- funding associated with a particular job
- tenure tracking
- academic titles
- service dates
PeopleSoft will also manage all positions. Position
management is a strong point of PeopleSoft’s functionality. Position management
is currently handled by the FIS and will be migrated to PeopleSoft. Benefits
and payroll processing will also be migrated.
E-Docs are an electronic solution to time-consuming,
error-prone paper processes. E-Docs will replace all of the paper forms that
are used today to conduct HR activities.
The Personnel Action Form (PAF) is the most prominent paper
form to be replaced by E-Docs. PAF transactions include: hiring and
transferring employees, modifying pay rates, putting someone on leave of
absence. Supplemental and pay vouchers are other examples of paper documents
replaced by E-Docs.
E-Docs will improve the accuracy of data by supplying data
from which users can choose—these data will be pulled directly from the
PeopleSoft database, ensuring the validity of user-entered data. In future
releases, E-Docs will also be able to verify relationships between user-chosen
values, further improving the efficiency of data collection.
An electronic solution to a paper-based system, E-Docs will
also support the implementation of paperless routing and approval. Data will
follow a defined path, ensuring the proper people validate and approve a given
transaction. This will also allow those who initiate documents to
electronically track where a transaction is in the routing process. Once final
approval is given, the data can flow directly into the system and become
effective immediately.
Electronic documents replace all of those things that the
paper PAF is used for today. A whole host of what we call employee activities
will be migrating from a paper document to this electronic environment. All the
position management activities that are done today in the FIS will be migrated
to this HRMS suite of electronic documents.
The IU Information Environment (IUIE) is a data warehouse
made accessible to decision support personnel via a simple Web site. IUIE was
developed independently of the HRMS, but serves as a valuable component for
reporting. IUIE is already in production.
Development of the IUIE component of HRMS consists of
extracting data from PeopleSoft and publishing it in IUIE. Once the data is
published in IUIE, personnel with permission can enter basic parameters and
extract the data that is pertinent to them.
The first phase of the IUIE component of HRMS focuses on
reporting requirements of central administration and campus level personnel.
The second phase, scheduled for spring 2003, addresses the reporting needs of
schools and departments—a shortcoming of today’s HRIS system.
Like E-Docs, which provide an electronic solution to today’s
paper-based processes, Time Information Management Environment (TIME) replaces
the paper timesheet. TIME primarily targets those employees paid on an hourly
basis. Automating timekeeping expedites the process of filling out a timesheet,
routing it for approval—all the way to the generation of a paycheck.
TIME and HRMS are tightly integrated. When someone is hired
via HRMS, they are immediately available to the TIME system and can begin to
report their time electronically.
Self service is a critical long-term goal of the HRMS
project. The first phase of the project builds the foundation for self service.
2003 will see the development of self service components that allow personnel
to make address changes, enroll for benefits, and enter tax updates. A variety
of transactions, from an employee management and records standpoint, can be
delivered to the individual in the HRMS.
Everyone who receives a paycheck from Indiana University
will be affected by the new system. Some will simply receive a paycheck
generated by a new system, others will be trained to be users of the new
system.
Campus-level Human Resources offices are already receiving
training. These individuals, dubbed Local Implementation Team (LIT) members, attend
monthly meetings to learn how to perform HR and payroll activities in the new
environment. Training courses and documentation are being developed in tandem
with the LIT training.
Other staff who will receive training are in schools and
departments. Training for these users will focus primarily on electronic
documents and the payroll voucher. A major training effort will begin the first
week of October and continue running through implementation (the end of
December).
Various training tracks have been developed. Lists of the
training tracks are being sent out to departments to inform them how training
will be organized. Departments will be asked to identify individuals to be
trained in the various tracks. From this input, a comprehensive training
schedule will be developed.
- University Information Technology Services (UITS)
- University Human Resources
- Financial Management Services
- Academic Affairs
As with any change in a major institutional system, the
learning curve will cause a short-term workload change. There will be a period
of time when users are learning a new system while keeping their operations going;
and that will create an increase in work. In the long term, workloads of
individuals should not be impacted.
The foundations of the four major HRMS components—E-Docs,
IUIE, PeopleSoft, TIME—will be implemented and integrated by December 2, 2002. The system will be live and available for use on that date.
Training will begin in early October. The implementation of
HRMS will be happening over the winter holidays. Some users will be asked to
participate in training over the holidays.
January 2, 2003. The HRMS implementation timeline is based
on the calendar year; it being parallel to the tax year. The December 2, 2002 live date prepares the system to generate checks on January 2, 2003. The bi-weekly payday is January 3, 2003.
The paper forms used today to conduct HR activities will be
replaced with electronic forms. Users will no longer employ the paper PAF, the
supplemental pay voucher, or the hourly pay advice once the new system is
implemented.
The current system employs an electronic payroll
voucher—most departments use the HRIS system to process payroll. The new system
introduces a new electronic payroll voucher that replaces the existing one.
The HRMS does not use the Social Security Number (SSN) as the
unique indicator for individuals. Each person will be assigned a
system-generated unique ID that relieves the University’s dependence on SSN.
Over time, people will begin using their University ID much as they use SSN
today. For example, when self service is implemented, users will need to know
their University ID to log in.
SSN will be stored in the new system, but it will be a
simple attribute, like middle name, assigned to a person’s record. SSN is still
necessary for tax reporting and benefits.
The HRMS solution to start and stop dating is similar to
that of the current system. The current system uses one transaction to
accommodate two dates: start date and stop dates. HRMS requires two transactions;
each one tied to a single effective date.
An example of effective dating: a person goes on a
leave of absence from June 1 until July 24. In HRMS, the record will have an
effective date of June 1, and will remain effective until a new effective dated
activity is entered. In this example, the new activity is presumed to be a
return from leave with an effective date of July 24.
Routing and approval protocols will be defined at the
department level. Campus Responsibility Centers (RCs) are currently assigning
individuals to the various roles of the routing and approval hierarchy. Once
the hierarchy is defined, E-Docs transactions will follow the defined protocol
of routing and approval from initiation to final approval.
Departments must assess the effect of the HRMS
implementation on any proprietary systems that rely on data from the current
system (HRIS). Differences in the storage of data between the old and new
system will cause problems for dependent systems. For example, rank codes will
be changed to something called a salary admin plan and grade.
Departments can begin identifying persons who need to be
trained for the new routing and approval protocol for E-Doc transactions. There
will likely be a direct correlation between those individuals who today fill
out the paper forms and those who will be responsible for initiating and
approving electronic documents in the new system.
Fortunately, a current Web browser is the only requirement
for the new system. Information about what versions of browsers are considered
current is forthcoming.
Departments must assess the effect of the HRMS
implementation on any proprietary systems that rely on data from the current
system (HRIS). Differences in the storage of data between the old and new
system will cause problems for dependent systems. For example, rank codes will
be changed to something called a salary admin plan and grade.
The HRMS will be available in the OneStart portal
(http://onestart.iu.edu). Only those users with permissions to perform HRMS
transactions can access the system. Some users will have permission to use
E-Docs, some IUIE, some PeopleSoft, and some all of these. All HRMS
functionality will be accessible via OneStart.
