Current & Proposed Business Processes

Descriptions

There are 3 payrolls which all currently receive paper payslips and P60s:

• Main monthly payroll: all staff – run monthly
• Payments payroll:  all casual staff – run monthly
• Pensioner monthly payroll:  all pensioners –run monthly

The new process will produce online payslips for everyone on the Main monthly payroll. It will allow those on the Main monthly payroll deemed ‘electronic’ to access their payslips and P60s online where they can view, save and print. Certain categories (including exceptional circumstances) will be deemed ‘paper’ and will receive paper payslips and P60s. Staff receiving paper copies of payslips on the Main monthly payroll will still be able to access the online version if they so want.

For Pensioner and Payments payrolls there will not be an online version – as in current processes only paper versions will be available. This is because they do not have access to Oracle. For Pensioner payroll this will no longer be run every month but instead will mainly run in December and April and when any new pensioner is added.

For all payrolls data is entered into Oracle on a monthly basis, payments for overtime are added and HR/Payroll runs payroll UK which calculates the monthly payment from gross to net. They then run prepayments, BACS and then the hard copies of the payslips are printed. The hard copy payslips print immediately.

For the online payslips the payroll will run in the same way except when it comes to producing payslips those deemed electronic will be available to staff to view online and those deemed paper will receive a paper payslip. HR/Payroll wants the option of being able to run the payroll overnight and print off the payslips when it is convenient for them.

Pam Baillie has system admin access to HR Oracle interface only but can do configuration work – she will need IS support while carrying out the configuration work

Feeds and ESS

Oracle currently receives updates each evening from EDDIR which updates their UUN and email address.

Staff are then able to access the online self service application to update their personal details and it is proposed that staff will access their payslips and P60s from the same application. Currently HR run a report each month in Oracle which automatically creates (for all new staff in the previous month e.g. they can identify the relevant period) the access in Oracle and emails out the UUN and an initial password (although the access can only be created if they hold a UUN and email address in Oracle) to the user. Staff can also ask HR for a reset of their password or to have access created (which happens if the monthly report was unable to create their access when they originally joined the University as they didn't hold an email address for them in Oracle) using their 'ESS access request form' on the HR website or emailing HR.

However it was identified that staff without UUNs would not be able to access the proposed update to the self service application to access their payslips and P60s. It also appeared that there were some staff who had UUNs but were not aware of them or just don’t use them (e.g. cleaners) and some staff who had no UUN at all. HR explained that while they can set up a numerical username (so not to confuse IDM) for staff in ESS it would be advantageous, not just for this project but for other processes, if all staff were to have a username (for example staff applying for internal posts – you need a username to do this).

An investigation was held to determine if changes can be made so all staff can obtain a UUN in order to access the self service application. This investigation led us to see that all staff are actually given a UUN in IDM but may not be informed they have it. Currently there is approximately 3000 staff that have a UUN but have not registered an email address in EDDIR. There is approximately 700 staff that do not know they have a UUN and there are also approximately 200 staff members who have the wrong UUN in Oracle (as they are coming from EDDIR).

IDM is the golden copy for UUNs but has less email addresses that EDDIR. EDDIR is the best copy available for email addresses.

A discussion was held between HR, Payroll, DevTech and Project Services where it was agreed that best way forward was to put the UUNs of all university staff in HR Oracle which means taking the UUNs from IDM. However as the best email addresses are in EDDIR we should remain with EDDIR for email addresses. It was advised by technical staff that we would not have to update EDDIR but just add a feed from IDM. There should therefore be an error log that would list if a UUN did not match an email address when the feeds downloaded into HR Oracle. All staff on the Main monthly payroll will therefore be made aware that they have a UUN and can register an email address and ultimately gain access to ESS.

Another advantage of this approach means that we would be able to programmatically create a set up and reset of passwords for HR Oracle through an EASE protected page. This would also have the advantage of reducing numbers coming back to HR Oracle for password resets.

In advance of setting this up some work will be required to clean up the UUNs in HR Oracle. This will involve manually correcting the 200+ wrong UUNs and updating the current UUNs in HR Oracle from IDM (using a one off bulk upload).