eduPay
INFORMATION SESSION FOR SCHOOL STAFF
July/August 2010
1
Objectives of this Session
• To provide school staff with an overview of eduPay - the
new HR Payroll system being rolled out progressively to
all schools
• To walkthrough the Employee Self Service (ESS) and
Manager Self Service (MSS) features of eduPay
• To highlight how eduPay will impact school staff
2
Why are we Changing?
DEECD is progressively migrating to an upgraded version of its
ORACLE/PeopleSoft HR/Payroll system
• Ready for an upgrade - last upgrade was in the late 1990s
• Current version of HRMS is too customised to simply upgrade
• Current version becoming too hard to support
• Adopting a system that can be upgraded as new features become available
3
eduPay is ‘live’
eduPay has been’ live’ in Central and Regional Offices since
December 2009
eduPay has also been piloted successfully in 94 EMR schools since
May 2010
• Good feedback from current users
• Ironing out issues as they arise
eduPay will be progressively rolled-out through Term 3 and 4
4
Points to note – Accessing Information
No more printed Payslips
Payslips must be accessed via
Employee Self Service
eduPay (including ESS/MSS) will not be
available on Internet
Schools must ensure access to a PC for
all staff, particularly
Education Support staff
Login to eduPay using Edumail
UserID/Password
Employees must adhere to DEECD
Password Management Guidelines
5
Key Feature – Employee Self Service (ESS)
View your payslip
Update your contact details
ALL EMPLOYEES
Apply for leave, manage your workflow
View your leave entitlements
ESS is only
available in
Schools and
Office
Locations
Update your banking and distributions
School’s arrangements for staff without
access to Desktop/Notebook
6
Key Feature – Manager Self Service (MSS)
View staff leave entitlements
MSS is only
available in
Schools and
Office
Locations
View staff information
View
a summarystaff
of allleave
staff leave
View
consolidated
position
PRINCIPALS
Approve, push back, or deny absence
requests with workflow
Better visibility and management of
staff leave and availability
7
ESS Statistics to date
Almost 28,000 Self Service transactions entered since December 2009
Over 6,700 Self Service transactions entered by EMR since May 2010
ESS Statistics (EMR Pilot) to 9 July 2010
3,218
3,500
3,000
2,500
2,000
1,111
1,500
889
875
1,000
327
250
500
LEAVE
REQUESTS
EMERGENCY
CONTACTS
BANKING
UPDATES
PHONE UPDATES
ADDRESS
UPDATES
PERSONAL EMAIL
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Let’s walkthrough the self service functions
Employee Self Service
View own Payslip
Manager Self Service
Approve Leave
Update Contact Details
Apply for Leave
9
Employee Self Service (ESS) Help Video
The ESS Video is available at the eduPay site on HRWeb:
http://www.eduweb.vic.gov.au/hrweb/hrms_help.htm
select eduPay Interactive Help link
select Employee Self Service link
10
Employee Self Service –
LOGGING ON TO EDUPAY
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Logging on to Employee Self Service (ESS)
Links to eduPay are available from HRWeb and eduGate web pages
•
•
User ID is your employee ID
Password is the same as EduMail
12
Functions available to all employees on logon
13
Employee Self Service –
VIEWING PAYSLIPS
14
View Own Payslip
15
As with any PDF file,
payslips can be
printed , emailed, or
saved to a personal
folder
16
Employee Self Service – Emergency Contacts
17
Record Emergency Contact Details
Tori
Tori Lemon
Lemon
• In this example, employee is
providing contact details in
case of an emergency
18
Add Emergency Contact Details
19
Employee Self Service –
UPDATING HOME ADDRESS
20
Update Home Address
• In this example, employee is
changing their home address
• Employees can also add a
Mailing address if it is different
to their home address
21
Update Home Address
22
Employee Self Service –
VIEWING LEAVE BALANCES &
THEN APPLYING FOR LEAVE
23
View Leave Entitlements
•
•
•
•
Balances are correct as at the end of the last pay period
Leave Balances are shown in Business Hours
Leave can be forecast to future dates
Long Service Leave Balance is visible once you are eligible to take LSL
24
Forecast Leave Entitlements
25
Applying for Leave
26
Applying for Leave
Email is sent to Employee
confirming the submission of
leave request
Email is sent to Manager
requesting approval of the
leave request
27
Manager Self Service –
APPROVING LEAVE REQUESTS
28
Functions available to Principals on logon
Principals will have access to the Manager Self Service,
in addition to the Employee Self Service menu
Principals can (in MSS):
• Approve Leave Applications
• Request Leave on behalf of Staff
• View Staff Leave
• View Staff Contact Details
29
Approving Leave
• All Pending requests appear
by default.
30
Approving Leave
• All leave requests must be
forecast before they can be
approved. The Forecast
Balance action checks if the
employee has/will have
sufficient leave credits for the
leave requested.
• The status returned must be
ELIGIBLE, before the leave
can be approved.
31
Approving Leave
Email is sent to Employee
when the leave request is
actioned
32
Impact and Timing of eduPay
33
Migration Period – Key Points
• HRMS, Recruitment Online (ROL) and eduPay will be offline
from 5:00 pm on Friday 20 August 2010
• ROL will be available for Applicants from
Wednesday 25 August 2010
• eduPay will be available to all staff from
Monday 30 August 2010
34
Impacts of eduPay on School Staff
• No more hardcopy pay advices – you will need to
access your payslip online by logging on to Employee
Self Service (ESS)
• In ESS, you will be able to:– Update your contact details, including emergency contacts
– View your leave balances, including Long Service Leave
once you can access this entitlement
– Forecast your leave balances into the future
– Apply for leave, and monitor your leave approval
– Update your payroll banking details
35
Impacts of eduPay on School Staff
• All notification emails from eduPay will be sent to your Edumail
account, so you will need to log on to Edumail regularly
• You will be paid in lieu of Long Service Leave entitlement by
default when you cease employment. You may elect not to
receive this on termination by advising your Business Manager
early
36
Help…
There are many places to go for help with eduPay:
– HRWeb
• eduPay Help http://www.eduweb.vic.gov.au/hrweb/hrms_help.htm
• FAQ’s
– Your Business Manager
37
THANK YOU
Any questions?
38
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