Scope

Business Objectives

Payslips - Main Monthly Payroll

To deliver on-line payslips for staff on the main monthly payroll. 

To allow staff on the main monthly payroll  to access, save and print their own online payslips.

To enable delivery of  paper payslips for staff who should receive a paper payslip.

To not produce paper payslips for staff who should receive online payslips only.

To deliver paper payslips to staff  who so request (each case to be agreed with HR/Payroll).

To carry out load-testing to assess impact of widespread use of oracle self-service on current oracle service.

To carry out load testing to assess impact of delivering online payslips on payslip process.

To implement required changes, if so advised by Oracle, so that current performance is not adversely affected.

To investigate the provision of online access to  payslips previously delivered on paper between  April 2015  and the delivery of this project.

To amend successful-applicant e-recruitment interface to allow default receipt of online payslips to be set.

To ensure access to the employee online payslip is available to the professional users in Payroll and HR.

To enable delivery of paper payslips to all staff if required.

Payslips - Payments Payroll

To ensure continued delivery of paper payslips to staff on payments payroll.

Payslips - Pensioner Monthly Payroll

To enable delivery of paper payslips for pensioners who should receive paper payslips.

To not produce  paper payslips for pensioners who should not  receive paper payslips.

To deliver paper payslips to all pensioners if required.

Access to Payslips

To investigate streamlining password resetting functionality. 

To allow staff to request a password change in order to facilitate access to online payslips or P60s.

User communications

To develop a communications strategy to inform staff of proposed changes. (Business)

To use communications strategy to inform staff of proposed changes. (Business)

To update relevant user-facing documentation to reflect proposed changes. (Business)

P60s

To deliver online P60s for staff on the main monthly payroll.

To enable staff on the main monthly payroll  to access, save and print their own P60s.

To  deliver paper P60s for staff who should receive a paper P60.

To deliver paper P60s to pensioners.

To deliver paper P60s  to staff  on the main monthly payroll who so request (each case to be  agreed with HR/Payroll)

To implement required changes so that current performance of the P60 process is not adversely affected.

To carry out load testing to assess impact of delivering online payslips on P60 process.

To enable delivery of paper P60s to all staff  if required. 

Project Deliverables

Success Criteria

• Staff on main monthly payroll  able to access payslips online. 
• Paper payslips delivered  to staff and pensioners in certain categories ( such as staff on the main monthly  payroll leaving university employment)
• Paper payslips or P60s  delivered to staff or pensioners who have agreed this with HR/Payroll.
• No adverse effect on performance of Oracle. 
• Online payslips  and P60s  are accessed via EASE.
• Staff passwords can be reset with minimum effort.
• New members of staff on main monthly payroll  and new pensioners on pensioner payroll  to be set up to receive online payslips by default.
• HR database contains up-to-date record of uun and email address for staff on main monthly payroll.
• Paper payslips and P60s continue to be delivered  to staff on payments payroll.
• Paper payslips are not produced for staff  on main monthly payroll who should receive online payslips only,  or pensioners on pensioners payroll who should receive online payslips only.
• Paper P60s are not produced for staff who should receive online P60s only.

Project Boundaries / Exclusions

• Pensioners will not have access to online payslips.
• Pensioners will receive paper payslips when HR/Payroll decide there is a need to deliver these  (typically twice a year).
• Staff who are marked to receive paper payslips will not have access to online payslips or P60s.
• Changes to delivery of payslips or P60s for staff who are not on either the main monthly  payroll or the pensioner payroll falls outwith the scope of this project.
• Provision of uuns to staff who do not have uuns falls outwith the scope of this project.

Project Assumptions and Constraints

• The project will deliver online payslips and P60s using the Oracle self-service application.
• The ability to deliver paper payslips and P60s must be retained
• All staff  on main monthly payroll have a uun (which is required to access  EASE)
• There may be a requirement for HR to reset Oracle self-service passwords or for assistance for some staff to gain access to EASE before the switchover date.
• HR expect  the provision of online payslips to generate an increase in the number of oracle self-service password reset requests and are prepared to take on this additional support load.
• Error handling and logging will be dealt with as part of the standard oracle process.
• One payslip per assignment will remain as is.  
• Date when payslips are produced will remain as is.
• Configuration of Oracle and Oracle Self-Service will be carried out by the business, although IS Applications staff may advise as required.
• User documentation, communications with users and user roadshows will be the responsibility of the business.
• Sufficient Oracle Self-Service licenses will be purchased (number to be agreed by business)