1. HR Systems User Forum

2. Agenda Introduction to HR Systems User Forum AppoINT Project
Why AppoINT?
Position Management
Survey feedback
Questions & Answers
Upcoming Projects 2017
Networking Afternoon Tea
Trisha
Welcome to the HR Systems User Network
Housekeeping – Toilets are through the corridor and through the passage.
Emergency evacuation – Emergency Exit is through the north-east stairway. Down the stairs and over the North Terrace road, to meet at War Memorial.
Attendance sheet – attendance sheets are being handed around
At the end, opportunity for Q & A time and an interactive discussion
University of Adelaide

3. HR Systems User Forum Objectives:
Share HR System user experiences and business processes
Communicate system changes
Provide an opportunity for user feedback
Update on upcoming online system/forms
Prioritise system improvements from a user perspective.
Trisha
Share HR System user experiences and business processes
Communicate system changes due to policy and procedure updates
Provide an opportunity for user feedback to support continuous improvement
Update regarding planned online system/forms
Prioritise system improvements from a user perspective.

4. Why AppoINT?
Around 1000 new appointment contracts are requested per year
Over 50% of these are for existing staff
Opportunity to make improvements to current process – reduce turnaround times, integrate with PeopleSoft
Opportunity to improve candidate experience and reduce timeframes – remove necessity for direct appointments to “apply to” positions.
Since introduction – 59 offers via AppoINT (Internal) vs 52 via Page Up (External)
Trisha

5. Position Management Introduced in conjunction with AppoINT
Two main components
Position Description Library - single source of truth, searchable database of approved PDs across the University
Position number creation/amendment – separate this process from the contract generation process to enable organisational level decisions to be made on position management
Vanessa

6. Survey Feedback
Vanessa
University of Adelaide

7. It’s another system!
The number of HR eforms will be increasing in order to increase automation and streamline processes
AppoINT is an addition of this suite of forms which integrate directly with PeopleSoft
Page Up has limitations in making offers particularly for existing staff where the process was clunky
Logic built into AppoINT reduces errors and will improve turnaround times
Vanessa

8. You can’t save the eForm
AppoINT checklist enables you to collect all the information you need to complete the eForm so you can complete it in one go
Times out after 60 minutes for security reasons – training reiterates the importance of being prepared
You can open PeopleSoft in another browser if you need to access data from there to help with completion (eg Chrome, Firefox or internet explorer)
Vanessa

9. I find it frustrating adding the full account code string
Page Up only required the two part account code (dept & project code) as it was not able to cope with the full string
AppoINT integrates with PeopleSoft so the full string is required as in CRAFT and other HR eForms.
Vanessa

10. I’m annoyed by the emails I receive as part of my Hiring Co-ordinator user group
AppoINT is based on the same design as CRAFT, utilising user lists and sending to all in the area in case someone is away a task can still be actioned
Question for User Forum – is the preference for s to be sent to initiator only?
Vanessa

11. How do I close off my Page Up job card without making an offer or cancelling the position?
We will start feeding data back from AppoINT to Page Up to complete the “picture” for reporting purposes
Job status of filled via AppoINT to close job has been created
Candidate status of offered via AppoINT to identify this in Page Up
Job cards created in PageUp prior to the changes may not have this option – contact Recruitment and Appointments team
Vanessa

12. Can the Position Description and Position Number creation process be combined?
Two distinct and different processes
You won’t always need to do both (eg academic roles)
Position Management is at an early stage and is likely to evolve further
Vanessa

13. Why aren’t all position descriptions in the Library?
The library currently holds:
all position descriptions created or amended as part of PSR
all position descriptions for roles advertised or appointed to since 1 Jan 2017
In total there are 2,200 professional positions – 700 in the library so far, number will grow as PDs are added via recruitment processes, reclassifications, changes etc
From now on – all changes to PDs will be tracked through the Library and archived appropriately
Vanessa

14. My HR Advisor has approved my PD via email, why do I need to get it approved again?
Only PDs in the Library are “approved”, any discussion outside of the PD Library is not trackable
A PD is not approved until it is in the Library and approved via PD Evaluation
Vanessa

15. Why have we moved to generic PDs?
We haven’t!
PSR standardised PDs across functions (eg HR Co-ordinators across Professions, Health & Medical Sciences & ECMS)
The PD Library will help to improve visibility and access to other similar PDs to minimise the effort when creating new ones minimising additional work.
Vanessa

16. Why does the Head of School have to approve PDs?
Currently the delegation for approving a PD for recruitment sits with the Branch Head
As a result of feedback given to date this has been removed and we will look to revise the delegation accordingly.
Branch Head will now see PD only via approval process for offers (AppoINT & Page Up)
Vanessa

17. Why does the PD disappear after I submit it for approval?
Page Up permission – currently only approved PDs can be seen by Hiring Co-ordinators
Will shortly release visibility of PDs in declined and pending approval statuses to resolve this issue
Vanessa

18. Can Hiring Managers access the PD Library?
Some initial issues with the permissions required
This has now been resolved
Will be rolling out to Hiring Managers in the coming months
providing them “View only” access to approved PDs – with no ability to submit new PDs for approval
Vanessa

19. Other Updates
Vanessa
University of Adelaide

20. Upcoming Changes - Position creation and amendment Form
Current enhancements underway for this form
Added questions to assist in prioritisation and processing of the requests
Does this relate to recruitment/appointment – Yes/No
Is it a new Position – Yes/No
Further prompts & questions added; E.g., If amending a position with an incumbent:
extra question regarding desired changes.
instructional text regarding what to do concerning classification, which cannot be changed using this form
Trisha
Aiming to be done by the end of this month – will send out notification of change when its done.

21. Don’t forget about the available resources
Recruit and Renew training
Position Management online training coming soon
Page Up online training coming soon
Trisha

22. Questions & Answers
Vanessa and Trisha
University of Adelaide

23. Upcoming Projects –2017
Fluid
CAPS – the replacement for CASPA
Trisha

24. New look for SSO - Employee
Trisha

25. New look SSO - Manager Trisha
Once you select the appropriate tab, the screen will look exactly the same

26. New Look in HCM Core Trisha
Once you select the appropriate tab, the screen will look exactly the same

27. Navigation Menu – now on the right
Trisha
Different way to navigate, no breadcrumbs to show you the path you have followed to get to the screen

28. Question for the Focus Group
Will the following communications be enough to notify staff and managers:
Staff News
HR Website
HR Blog page
SSO Website page
Updated QRG’s and videos done highlighting the difference
HR Support User Forum at the end of May detailing the changes
Trisha

29. Next Steps Presentation notes/followup Feedback Future forums
Contact details:
JSF
University of Adelaide