transforming the delivery of human resources services at ... · • rehire eligibility •...
TRANSCRIPT
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Cathy Eberts, Executive Director – Enterprise Applications
Erin Jackson, Chief Human Resources Officer
HR and ITS create a chemical reaction …
Transforming the Delivery of Human Resources Services at the University of Toronto
HR & ITS
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Intended Outcomes & Learning Objectives
How to structure a strong IT and business portfolio partnership, which results in tangible benefits for the institution.
Can HR move from an administratively based function to an institutionally recognized strategic partner? How can investments in technology be leveraged to meet this new goal?
The importance of a new integrated HR Technology Plan in facilitating evidence-based decision making, focused career development, improved talent acquisition, and increased visibility into institutional talent pools.
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About U of T
HR: Quick Facts
10,000+ appointed faculty and staff
8,000 -10,000 casuals/month
328,000+ pay statements/year
48,000+ T4s
90,000+ total student enrolment
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Added Complexity
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Deloitte Study (2016)
115,941Vacation requests
processed annually
240,000Timesheets input
annually
10,745Enrolment forms
re-entered annually
40,000+Support inquiries
processed annually
80Different forms
available online
Process inefficiencies created by:
Poorly integrated technology
Excessive manual entry Inconsistent client experiences
Limited employee self-service
Only 8% of HR employees are focused on strategic planning
44% are focused on manual administrative activities
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Human Capital/HR Trends
Analytics & Cognition Digital Transformation
Employee Experience Social Impact
Talent Mobility
Workplace Culture
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Evolution of HR
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HR 2025: Areas of Focus
HR2025
HR Transformation
Talent Management
Engaged & Empowered Workforce
Integrated Health,
Safety & Wellness
Learning & Leadership
Development
Enablers:
▪ Change Management
▪ Communication
▪ Regulatory Compliance/Risk
Management
▪ Diversity & Inclusion
▪ Culture
▪ HR Technology
▪ Flexibility & Workforce Agility
▪ Enhancing & Expanding
Strategic Partnerships
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Providing high quality HR support through:
Towards a cohesive digital workplace and streamlined HR systems
This program is projected to save $1.5 million annually.
HR Technology Roadmap
• Insightful data reporting
• Efficient service delivery
• Improved team collaboration
• Lower administrative costs
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IT was keeping the lights on…
4%
39%
57%
Number of Projects
Innovation
High Impact
System of Record
50+ projects identified
(excluding websites,
doc. mgt etc.)
2017 Analysis
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Complicated System Landscape
SAP - HRIS
1998
Student System
Homegrown
1998 SAP
Research
Administration
1996
UofT - Administrative Management SystemsComplicated System Landscape
SAP
Finance System
1995
Taleo
Recruitment
F&H
Employee
Recognition
Halogen
Performance
& Goals
Kronos
Time Mgt
Cority
Safety
Incidents
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Challenges – User ExperienceChallenges – User Experience
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Reboot
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HR Technology Roadmap
Evolving to create a modern, intuitive and engaging employee experience
global
integrated
mobile
user friendly
empower
accessible
dashboard
reportsdynamic
metrics
alerts
quick
timely
easy
online tools
align
efficient
Improved decision making
Seamless collaboration
Drive process improvement
Enable performance support
Modernize employee and
administrator experience
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INNOVATION
IMPACTFUL
CORE
• Shared Service Desk software
• Unify the user experience
• HR Business Intelligence
Centre of Excellence
• Modernize staff LME (SuccessFactors)
• Workshops on emerging technologies
• Incentive program for Quality HR
✓ Shared Services
✓ Engaging user experience
✓ Skilled Staff
✓ Insightful analytics
✓ Digital workplace
• Self Service:
- staff leave requests
- faculty research leave requests
- benefits enrolment
• Academic information/processes
• Shared sites for document mgt.
• Electronic timesheets for hourly paid
• Incident and WSIB management
• Recognition programs
• Job standardization software
• Rehire eligibility
• Re-deployment pool
• Off-boarding - email
• Contract implementations
• Single Sign-on
• System upgrades
✓ Self Service
✓ Process efficiencies
✓ Paperless office
✓ Compliance with policy
✓ Operational efficiencies
✓ System upgrades
• 3rd gender implementation
• Payroll Help Desk Inquiry
• Divisional payroll reports
• On-boarding fast entry
• Automated step increases
• Web modernization
Tactics … Create a project risk matrix
Gove
rnan
ce/S
trat
egy
Cal
ibra
te r
eso
urc
es
and p
riori
tise
Foundation: resource skills, agility, system stability, testing tools, etc.
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Kronos Workforce Mgt.
• Service desk software
• Document management
• Collaboration tools
• Business Intelligence
Modernize the HR Enterprise Systems
Target improvements within both
the enterprise systems and desktop
technology domains, allowing for
more seamless collaboration
between teams and new
workplace efficiencies
Launch a Digital Workplace
SAP SuccessFactorsHR Core System
Process Efficiencies
Tactics … Use a holistic approach
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ITS - Enterprise
Applications
Human Resources
& Equity
Sharepoint
Service Desk
Business
Intelligence
Tactics … Co-locate teams & partnerships
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University of Toronto HR Technology Plan
Future - Enterprise SAP Systems
University of Toronto HR Technology Plan
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ServiceNow (the employee gateway)
KNOWLEDGE
BASEFORMS
HR SUPPORT INQUIRIES
EMPLOYEE SELF SERVICE
LEARNING RECRUITMENT
MANAGER SELF
SERVICE
PERFORMANCE GOALS
ServiceNow
Employees
Access the
HRE Website
LEVERAGE NEW TEAM COLLABORATION TOOLS:
Document Management (SharePoint), Office 365, Reporting, Business Intelligence (Tableau)
SAP SuccessFactors
• Initial point of contact
• Advertisement
• Promotion
Building a new Employee Experience …..
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40,000+ service
requests annually
(and rising)
Provides insights to
optimize our services
Streamlines the
employee experience
ServiceNow (HR)
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Scope:
- Payroll
- Pensions
- Benefits
Main Features:
- Knowledge base
- On-line forms
- In-box centralization
Phase 1:
Q3/4 2019
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ServiceNow (the employee gateway)
KNOWLEDGE
BASEFORMS
HR SUPPORT INQUIRIES
EMPLOYEE SELF SERVICE
LEARNING RECRUITMENT
MANAGER SELF
SERVICE
PERFORMANCE GOALS
ServiceNow
Employees
Access the
HRE Website
LEVERAGE NEW TEAM COLLABORATION TOOLS:
Document Management (SharePoint), Office 365, Reporting, Business Intelligence (Tableau)
SAP SuccessFactors
• Initial point of contact
• Advertisement
• Promotion
Building a new Employee Experience …..
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Technology solutions and SAP upgrade path
HANA Database
HR Transformation
S/4 HANA Upgrade
Upgrade all systems at the U of T, including HRIS Core and the Research System to the new HANA database
to allow for
✓ improved system performance e.g. faster reporting
✓ access to the new web interface design tools to allow for better user experience
Upgrade the U of T Finance System to SAP S/4 Finance
✓ Upgrade entire Finance System to HANA database
Expand and/or replace all Talent Management products at the University of Toronto including:
✓ Staff Learning Management Module (new)
✓ Performance and Goals (replaces current vendor)
✓ Recruitment (replaces current vendor)
✓ On-boarding (new)
✓ Succession Planning (new)
✓ Employee Central (replaces components of HRIS – employee profile and org structure)
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What is SuccessFactors?
SuccessFactors is an HRIS integrated HR and Talent Management Suite of products
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Recruitment On-boarding
Performance
& Goals
Learning
Management
Human Resources System
New Core Finance
System(S4)Research Information
SystemSuccession
Planning
Employee Profile & Employee Centralupgraded user experience
upgraded infrastructure (Azure & 24/7 support)
Reduced complexity/
improved performance
Employee Profile & Employee Central
UofT - Administrative Management SystemsNew System Landscape
2022
2021
2020
2019
2019
Projected Timelines
Employee Platform
Learning Management
Performance & Goals
Recruitment
Employee Central
Succession Planning
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SuccessFactors
UofT News
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Beyond BasicLearning
25% of the University's Senior Management have either passed or will pass their normal retirement date within 5 years.
Between 2015 and 2017 Millennials went from being the least represented generation, to the most represented in the University’s Faculty of Kinesiology & Physical Education.
A 2018 survey of the University’s Chief Administrative Officers identified Talent Acquisition, Learning & Development, & Talent Management as their top three priorities.
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ServiceNow (the employee gateway)
KNOWLEDGE
BASEFORMS
HR SUPPORT INQUIRIES
EMPLOYEE SELF SERVICE
LEARNING RECRUITMENT
MANAGER SELF
SERVICE
PERFORMANCE GOALS
ServiceNow
Employees
Access the
HRE Website
LEVERAGE NEW TEAM COLLABORATION TOOLS:
Document Management (SharePoint), Office 365, Reporting, Business Intelligence (Tableau)
SAP SuccessFactors
• Initial point of contact
• Advertisement
• Promotion
Building a new Employee Experience …..
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Column selection drives a
filter to only display staff
in the relevant category in
the table below
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Password restricts data
to clients of the relevant
Divisional HR Office
Users view data by date,
action type, department,
& employee group.
Dot size reflects
the count of a
relevant action
& colours can be
driven by
department or
employee group.
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Machine Learning
The Problem
Job evaluation at the University of Toronto:
Is time consuming.
Requires the input of several players:
HR Generalists
Hiring Managers
Central Compensation
Difficult for new HR staff to understand and master.
The Solution
A web-based job evaluation tool leveraging Natural Language Processing (NLP) and machine learning techniques.
Generating job evaluation estimates within seconds.
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Step 1: Prepare draft job description Step 2: Input text into the JET
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Step 3: Result is output
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ServiceNow (the employee gateway)
KNOWLEDGE
BASEFORMS
HR SUPPORT INQUIRIES
EMPLOYEE SELF SERVICE
LEARNING RECRUITMENT
MANAGER SELF
SERVICE
PERFORMANCE GOALS
ServiceNow
Employees
Access the
HRE Website
LEVERAGE NEW TEAM COLLABORATION TOOLS:
Document Management (SharePoint), Office 365, Reporting, Business Intelligence (Tableau)
SAP SuccessFactors
• Initial point of contact
• Advertisement
• Promotion
Building a new Employee Experience …..
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Employees:
View leave reports
Request a leave
- Vacation
- Sick (no approval)
- Personal
- Training
- Bereavement
Managers
- View leave reports/team calendars
- Approve leaves
- Loaded into HRIS automatically
MSS/ESS Self Service Leave Requests
115,941vacation requests
processed annually
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Academic Appointments at UofT
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Wrap Up …
Tech Plan Timelines
Lessons Learned
More Information
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University of Toronto HR Technology Plan
Future - Enterprise SAP Systems
University of Toronto HR Technology Plan
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Lessons Learned
Create a case for action
A strong partnership between IT and HR is essential
Link your vision to recognizable tactics
A multiyear plan takes time, be sure to includeshort term wins
Invest in a strong change management & communication team and associated tools
Consider on-going support and sustainment ….
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More Information …
Cathy Eberts [email protected]
Erin Jackson [email protected]
http://about.hrandequity.utoronto.ca/technology/
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