HR User Group - Wednesday 22 June 2016 Agenda Introduction – Nigel Waugh,  HR Director  HR Staff will then lead on the following items Adverts Update - Jon Everard, Director HR Systems Transformation HR Systems Transformation Project Update - Jon Everard Business Process Review Project Initiation - Jonathan Wasse, Senior HR Business Process Advisor Update on New Induction and Probation Policy - Mike Higgins, Senior Employment Policy Advisor UKV&I Tier 4 Compliance - Jodie Trumper, A/Head of Employment Contract Administration SiP Update (Attachments) - Jon Everard

Recruitment Advertising and HR Systems Transformation Project Updates Jon Everard – Director HR Systems Transformation Project

Advertising update Apologies for inconsistencies in the turnaround times and slippage   Recruitment advertising now transferred to ECA Team in order to streamline appointment process BUT an additional 3.5FTE currently under recruitment but not expected to fill until end of July AND need to continue to train and upskill new staff  SO between July & August the service standard for recruitment advertising will move from 3 to 5 working days after receipt of correct advertising request; and releasing recruitment advertising externally following redeployment will move from 1 to 3 days Needs | Page 3

Tips for getting your recruitment advertising approved and out Use the advertising templates available on the HR website Plan your recruitment well in advance Work with the ECA Team and keep them informed Be patient while we get new staff on board and train them Work with us to review the process Needs | Page 4

Update – HR Systems Transformation Project Progress to date Functional build completed and functional test commenced First migration of data from ResourceLink (RL) to Oracle V12.1 to enable functional testing to commence New reporting tool and datamart Start of a new workstream for the implementation next year of the Oracle Learning Module (OLM) which will replace; LERS, STBS, and the course catalogue within RL Commencement of the upgrade of Oracle 12.1 to 12.2 by December 2016 2016/17 budget provisionally awarded – but excludes funds for online appraisals and performance management Commencement of a BPR project and workstream Needs | Page 5

Update HRST - Reports DAM Annual Leave entitlement DA Functional area Report name User DAM Annual Leave entitlement DA Right to work checks Sickness Occurances Employee Details Employee post holding history Cost analysis Sickness Absence Monitoring Employee Absence history and monitoring Individual sickness record Non-returned P45 & P46 Missing or Temporary NI numbers Long Term Sickness Ethnic monitoring Disability monitoring Overtime paid Employees on Bar Points Over 65’s report – Allowance reports http://www.ucl.ac.uk/hr/statistics/Report%20Request%20Form%20Part%20A.doc Needs | Page 6

Update HRST – Report specification Report Title   Why is the report needed? Has the report been run before? Yes No How often would this report need to be run? (e.g. daily, weekly, monthly, adhoc) Format Business Objects Excel Spreadsheet Adobe pdf Which date(s) will drive the report? A Specific Date Please specify: Date Range Please specify: Date Prompts Please specify: What information do you want the report to display? (e.g. staff numbers, full name, post details, full time equivalent (FTE)) Which groups of staff do you want to appear in the report? Please indicate any sorting/order/grouping requirements e.g alpha Needs | Page 7

Business Process Review Project Initiation Jonathan Wasse Senior HR Business Process Advisor / Project Manager HR User Group Meeting 22 June 2016

Project Board Nigel Waugh (Project Sponsor) Mike Cope (Senior Systems Supplier) Mark Hopley (Senior Finance User) Jon Everard (Director, Human Resources Systems Transformation Project (HRST)) Helen Brown (HRST BPR Workstream Lead) Jonathan Wasse (Project Manager) Co-opted members from across UCL

Background A requirement to simplify the systems and processes which involve recruitment, contract changes, payment to employees, and pensions engagement is necessary. UCL 2034 – Key Enablers (B & D) “Continue to attract, recruit and retain global talent.” Delivering excellent systems and processes in support of UCL's vision… “have processes that are focused on the needs of the user of the service.”

What is happening? The HRST Project Board approved the decommissioning of the Service in Partnership (SiP) system from 01 August 2017 – to be replaced by standard Oracle functionality. A Business Process Review (BPR) is being undertaken on current processes involving SiP. Start Point – first action within a process, e.g. requirement to fill a vacancy End Point – when the action has been delivered, e.g. receive 1st salary

What we need from you To work with stakeholders to develop processes for the new system that are simpler with reduced complexity, streamlined providing fewer touchpoints than as current. Require DAs with a spread of expertise and experience to attend the Core Group Meetings Membership subject to Faculty Manager and Project Board approval One DA per faculty

How is the BPR to be conducted? Processes to be reviewed have been identified and categorised – see next slide. A series of Core Group Meetings (CGM) involving School and Professional Services membership. Meet Faculty Managers to outline project and protocols. Develop ‘Straw Man’ process for review at second CGM - per process. Present ‘to be’ processes to stakeholders for sign off. Conduct new process ‘roadshows’. Produce Requirements Document.

Identified Processes Recruitment Payment Leaver Changes Absence New Appointments Payment to external (Form 7) Leavers - Non resignation Changes to FTE (hours or weeks) Unpaid Clinical Contracts Payment to employee (Form 6) Leavers - Resignations Clinical allowances Maternity Rehire Overtime End Of Contract Notifications Honorariums Paternity Honorary Appointments   Acting Up allowance Adoption Affiliate Academics Changes to Working Patterns Sickness Change to start date Changes to Contracts (Payroll Actions) Confirmation of starting at UCL Changes to Contract End Date Redeployment Emeritus Appointments Recruitment adverts Onboarding

Process example

When is the BPR happening? Core Group Meetings held throughout July and August 2016 Date Start End Mon 04 July 2016 13:00 16:00 Thu 07 July 2016 10:00 Mon 11 July 2016 Thu 14 July 2016 Tue 19 July 2016 Thu 21 July 2016 Tue 26 July 2016 Fri 29 July 2016 Mon 01 Aug 2016 Wed 03 Aug 2016 Tue 09 Aug 2016 Thu 11 Aug 2016 Mon 15 Aug 2016 Wed 17 Aug 2016 Mon 22 Aug 2016 Tue 23 Aug 2016

Outcomes and Constraints Processes need to be fit for purpose, e.g. Streamlined Reduced complexity Involving fewer touchpoints (financial approval) HR and Finance Processes to be integrated Processes to be Oracle System compliant Oracle System is ‘out of the box’, little room for configuration System changes to be deliverable for release in August 2017

Questions Thank you for listening DAs interested in attending the Core Group Meetings please email j.wasse@ucl.ac.uk to express an interest by end of work on Friday 24 June 2016 Any Questions?

Update on New Induction and Probation Policy Mike Higgins, Senior Employment Policy Advisor

Changes to probationary lecturer review dates: WEF 1st June 2016 Review Meetings Policy as of September 2015 Updated Policy as of 1st June 2016 First Review Meeting 1st month Second Review Meeting 18th month 12th month Third Review Meeting 25th month 24th month Final Review Meeting 35th month

Jodie Trumper – Acting Head of ECA UKV&I Tier 4 Compliance Jodie Trumper – Acting Head of ECA

UKV&I – Tier 4 compliance  Short case study of Brunel University and Tier 4 student visa compliance Self audit of 4 years of tier 4 student working Findings resulted in self disclosure to UKV&I of cases over 20 hours - One case only 15 minutes over Resulted in a reduced six figure fine after reductions because of rectification measures UKVI followed this up with a full blown whole team audit for a week for all visa’s UCL cannot be put in same position as Brunel So what is UCL doing; Audit since September of tier 4’s New SiP form has been designed with validation of hours at entry Must enter hours at weekly level and period and cannot cut across months Communications will shortly be going out and informing that anyone who knowingly exceeds these visa limits and puts UCL at reputational and financial risk could be subject to disciplinary action plus any fine will fall on the departments budget Zero tolerance Needs | Page 22

Jon Everard – Director HR Systems Transformation Project SiP attachments Jon Everard – Director HR Systems Transformation Project

SiP attachments Form 7 – attachment of RTW documents This has been built, tested, and ready for release Tier 4 students – additional information This has been designed and awaiting a roll out date Depending on date we want to release both upgrades at same time Needs | Page 24