HR User Group 4 March 2010 An update on recent and planned HR administrative systems matters Niyi Akinmutande Assistant Director HR Operations and Information

SiP Releases 6.0General SiP release with enhanced functionality Released week commencing 22 February Clinical appointment and changes screens to be added User acceptance testing UAT by April Integration of Recruitment Module and HR/Payroll Database Building commences by Late May Teaching staff and Form 6sUser acceptance testing UAT by Late June 2010

Onboarding Replacement of paper contract packages for successful applicants who apply on line. Screens built and being tested implementation date is scheduled for Mid March 2010

Recruitment Reporting We are working with WCN the suppliers of the Recruitment Module to provide UCL with improved data download facilities so that we can analyse how our recruitment performance stacks up against UCL’s academic mission as set out in The UCL White Paper Continuing to invest in the recruitment and retention of excellent staff across the whole institution is of critical importance. Recruitment and retention of best academics and support staff. Consider the concept of a war for talent in a global market.

Recruitment Reporting continued Of crucial importance is that all applicants are moved on to the appropriate final status thereby closing the recruitment action properly. The 16 February from the HR Administrative Process Manager makes the request of all DAs and the deadline is 5 March 2010 please. 85 jobs were still outstanding at the time of writing this…

Single Training Booking System A single portal for booking training with UCL’s trainers. Pilot starts at the end of March Features include: Online searching and booking Online cancelation Reserve list and Waiting lists My Bookings bookings, reserve list and interests

Online Job Evaluation HR Consultancy are planning to move to online Job Evaluation. The system will be ready for testing by Easter Features will include: –Completing the Job Description Outline online –Panel members having the ability to score online –Departments able to view evaluation outcomes online –An online reference of submitted JDOs

Electronic Document Records Management EDRM HR have bid for funding to implement EDRM Planned timescale is 2010 – 2012 Includes an organisational staffing file plan which will allow departments and HR to store electronic files in the same folder structure. Current paper based workflows will be jointly reviewed. The plan is to digitise all UCL staff files and set up a hierarchy of security to control roles based access between HR and departments.

Jane Doe no EDRM Staffing File Plan We will have to think of filing along the lines of staff folders sitting in organisation units rather than staff files sitting in alphabetically ordered filing cabinets. We will have to talk through how to share and share securely UCL School Faculty Chemistry Joe Bloggs no Joe Bloggs no Physics Jane Doe no Jane Doe no