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Casual Lifecycle Project Casual Timesheet Solution. Suzanne Dunstan Deputy Director HR Shared Services. Casual Lifecycle Phase 1. Why?. - PowerPoint PPT Presentation

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People Management Essentials

Casual Lifecycle ProjectCasual Timesheet SolutionSuzanne DunstanDeputy Director HR Shared ServicesCasual Lifecycle Phase 1

DISCUSSION POINT:

The right of employers to manage their staff has been a long standing feature of common law it is often known as managerial prerogative. The right to manage is often conditioned by other rules, so that the right is not unfettered, that is the employer can only manage staff within reasonable limits. The difference between an employers right to manage and the desire of staff to have a measure of control over the way that they work has always been a central feature of the industrial relations landscape. Managerial prerogative is qualified by things such as: Federal and State laws (e.g. the Fair Work Act 2009) Industrial Awards/Agreements Contractual terms applying to particular employees Common law.

Work planning assists managers and staff to reach a shared understanding of work tasks and targets, development activities and considerations to workload.Work planning centres on managers and staff reaching a shared understanding of:What work is to be completed and by whenWhy it is to be done (the context and the value of the work)How it is to be done (including the expected behaviours)What good performance looks likeHow work objectives can align with strategic and operational prioritiesProfessional development activities and career plan Performance expectations in each phase, including the year of year appraisal rating.

What are we measuring?Managers need to be confident that they are representing staff performance accurately and fairly. Each staff member needs to be assessed on their own individual merit in the context of their respective peer group. At the end of year appraisal staff will receive an overall performance appraisal.

Performance Management also involves corrective action and potentially disciplinary procedures with the aim of assisting staff to meet required standards. Generally, corrective action is necessary when performance problems continue to persist even after a period of management coaching and performance feedback.2Why?A number of issues have been identified in the current Casual timesheet solution for RMIT. These issues were identified as part of Internal Audit investigations within respective Schools and also as a result of monitoring HR KPIs over a 18 month period. These issues include:No Segregation of Duties (often Time Recording and Approval completed by same person)Casual staff able to lodge long-term retrospective payment claims creating misalignment of actual to budget spendLimited timesheet details available for Casual and Time ApproverNo legislative compliance with Casual Long Service Leave (LSL) act90 % of Payroll Overpayments are due to paying time in advance for Regular Casual staff

What? Key ChangesThe project was driven by HR Shared Services to investigate and resolve these issues and current functionality has been enhanced to deliver: Segregation of Duties - Time Administrator Hires a Casual and can enter timesheets but cannot approve All Casual staff are able to enter, edit and submit a timesheet via ESSTime Approver Approves work schedules and timesheets but cannot enter or edit a timesheetCloser alignment of actual Casual spend to Budget, including a limited time frame of 6 weeks to retrospectively edit and submit timesheetsEnhanced detailed reporting of actual time worked including pay details and timesheet approval statusSystem generated Long Service Leave (LSL) provision for eligible Casual staffAll Casuals will now be paid in arrears

Casual Timesheet Solution How do the changes affect me?-Ad Hoc CasualsTimesheets must be submitted weekly for approvalAll timesheets must be approved prior to payroll cutoff to be processed for paymentRetrospective editing and submitting of timesheets will be restricted to 6 weeks via ESS1 ESS report available to Casuals: actual time worked including pay details and timesheet approval status

Casual Timesheet SolutionHow do the changes affect me?-Regular CasualRegular casuals have planned working time (Work Schedule) assignedTimesheets need to be submitted via ESS every week to be processed for paymentTimesheets are pre-populated with the planned working timeRegular Casuals will need to record any changes to planned working time via ESSAll changes to planned working time must be approved prior to payroll cutoff to be processed for paymentRetrospective editing and submitting of timesheets will be restricted to 6 weeks via ESSCasual absences are recorded via ESS 2 ESS reports available to Casuals: planned working time (details of work schedule)actual time worked including pay details and timesheet approval statusChanged pay-period for Regular Casuals - Regular Casual will only be paid in arrears

Casual Timesheet SolutionHow do the changes affect me?-Time AdministratorsPLEASE NOTE: Casual Administrators now identified as Time Administrators will not be permitted to have access to approve any work schedules or timesheets for Casual staffNew Time Administrator role createdOnly 2 processes remain on Managers Desktop (MDT) for Casual processing: Casual Hiring Submission of and change to Work ScheduleRegular casuals have planned working time (Work Schedule) assignedWork Schedules for Regular Casuals can only be maintained up to 6 months in advanceRetrospective editing and submitting of timesheets will be restricted to 6 weeks via ESSNew functionality to record timesheets for Casuals via ESS. Going forward no timesheet can be input via MDT

Casual Timesheet SolutionHow do the changes affect me?-Time AdministratorscontinuedNo functionality to record absences for Casuals via MDT. If an employee can't maintain their absences in ESS, an authorised absence form will need to be forwarded to Payroll Services for processing in SAP.If no changes are made to work schedules, timesheet data will be automatically transferred to Payroll

Casual Timesheet SolutionHow do the changes affect me?-Time ApproverNew Time Approver role created to approve work schedules and timesheetsOnly a dedicated owner of an IO can be set up as a Time Approver Time Approvers will be required to approve all work schedules for Regular Casuals via ESSTime Approvers will be required to approve all timesheets for Ad Hoc Casuals and any changed hours for regular Casuals via ESS each pay period prior to payroll cutoff to ensure paymentYou will receive an email reminder for outstanding timesheet approvalsAll approvals now inESS-Timesheet approvals and Work Schedule approvals can only be actionedviaESSPLEASE NOTE: Casual Administrators now identified as Time Administrators will not be permitted to have access to approve any work schedules or timesheets for Casual staffWork Schedules for Regular Casuals can only be maintained up to 6 months in advanceRetrospective editing and submitting of timesheets will be restricted to 6 weeks via ESS

Casual Long Service Leave (LSL)Service as a casual staff member which meets the requirements of the Long Service Leave Act 1992 (Vic) will count as service for the purposes of long service leave provisions. This covers service where employment has been regular and systematic with one employer with no more than a 4 month absence period between 2 periods of employment.How will this affect Casuals?Casual staff with a Long Service Leave entitlement are able to apply for Long Service Leave. Payment of unused long service entitlement will be made where employment terminates after seven years service which meets the requirements of the Long Service Leave Act 1992 (Vic)How will this affect Time Administrators and Time Approvers?No affect Approved LSL will need to be applied for via the Payroll Services team How will this affect the Payroll process?Approved LSL for Casual staff with a Long Service Leave entitlement, will be processed by the Payroll Services team upon receipt of the Casual Absence FormHow will this affect Finance?SAP HR will be able to provide casual LSL provision to FSG on an annual basis

TimelinesActivityDatePRE-Go-liveAll timesheets and workschedules must be submitted and approved COB Thursday March 6, 2014Go-Live WeekendAll access to ESS and SAP will be suspended3pm Friday March 7, 2014 9am Tuesday march 11, 2014POST Go-live All timesheets submitted and approved via ESS COB Friday March 14, 2014 All work schedules submitted and then approved via ESS COB Friday March 14, 2014

SupportTraining sessions will be offered by HR Shared Services. Please book your place via developME.

Training Guides will be made available on the Staff ESS Web pageOn going support and training can be arranged by contacting the Payroll Services team on 992 50600 and by emailing payroll.services@rmit.edu.auRegular Casuals transitioning to being paid in arrears, in line with Ad Hoc Casuals, who may be disadvantaged in the first two weeks after go-live (for the period Tuesday March 11 to Thursday March 20, 2014) will have the option of a special offline payment subject to the discretion of the Deputy Director, HR Shared Services on a case by case basis. This can be requested via the School/Portfolio representative contacting the Payroll Services team.DateTimeMarch 3, 201410.00am- 12.00pm 2.00pm- 4.00pmMarch 4, 201410.00am- 12.00pm 2.00pm- 4.00pmMarch 6, 201410.00am- 12.00pm 2.00pm- 4.00pm