1. 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

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

3. 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
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4. 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
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5. 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
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6. 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
Needs
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7. 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
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8. Business Process Review Project Initiation Jonathan Wasse Senior HR Business Process Advisor / Project Manager HR User Group Meeting 22 June 2016

9. 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

10. 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.”

11. 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

12. 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

13. 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.

14. 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

15. Process example

16. 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

17. 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

18. Questions Thank you for listening
DAs interested in attending the Core Group Meetings please to express an interest by end of work on
Friday 24 June 2016
Any Questions?

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

20. 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

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

22. 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
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23. Jon Everard – Director HR Systems Transformation Project
SiP attachments
Jon Everard – Director HR Systems Transformation Project

24. 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
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