THE NEW HUMAN RESOURCES
SYSTEM (HRS)
How HRS Will Impact You
Coming in Spring, 2011
WHAT IS THE HRS PROJECT AND
HOW WILL IT AFFECT ME?
The University of Wisconsin System's Human
Resource System (HRS) is a new integrated
system for all human resources, benefits and
payroll operations across all University of
Wisconsin campuses. HRS will streamline
employee hiring and payroll processes, integrating
them into one system by transforming manual,
paper-based processes into automated and online
functions. Faculty, staff and student employees will
be able to use "Self-service" for various functions.
NEED FOR HRS
• Separate Legacy HR system and payroll
system – dates back to1975
• Cobol/mainframe based
• Complex business requirements
• 700 shadow systems
• 67,300 UW employees
• 24 bargaining units
• 72 counties (health insurance)
NEED FOR HRS
• 4,000 foreign nationals
• 60 countries (tax treaties)
• Oracle/PeopleSoft product selected to
replace current systems
HRS SCOPE
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Appointments
Benefits
Absence Management
Time and Labor
Payroll
Finance Integration (SFS and Budget)
Talent Acquisition (Spring, 2012)
TIMELINE FOR CHANGES
• Spring 2011 (April-June)
– Partial self-service rollout through My UW System Portal (24/7
access)
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Update personal and campus information (e-profile)
View earnings statement
View benefits summary
View dependent information
Print year-end tax documents
Update TSA deductions
– Student hire template in HRS
– Student time entry and supervisor approval through HRS
(Kronos will no longer be used)
• Rounding will move to the quarter of an hour
• Paper timesheets no longer an option
• Web based approvals accessible 24/7
TIMELINE FOR CHANGES
• Summer 2011
– Online benefit elections for new hires
– Begin staggered rollout of Time & Labor and
Absence Management
• Time and Labor – time entry for hourly employees
• Absence Management – request and approval of leave
• Classified timesheets will remain in effect until Time &
Labor is implemented
• Current unclassified leave statements and leave report
will remain in effect until Absence Management is
implemented
TIMELINE FOR CHANGES
• Fall 2011
– Continued rollout of Time and Labor and
Absence Management
• Time and Labor interfaces with Absence
Management
• Ability for employee and supervisor to view leave
balances 24/7
– Online Benefits Annual Open Enrollment
TIMELINE FOR CHANGES
• Spring 2012
– Talent Acquisition implementation
• Online application and hiring process for classified
and unclassified searches
TIMELINE FOR CHANGES
• Future enhancements will include online
modification of W-4 and direct deposit
forms.
MORE ABOUT E-PROFILE
• View
– Name
– Sex
– DOB
– SS#
– Military Status
– Original Hire Date
– Highest Education Level
– Business E-mail
MORE ABOUT E-PROFILE
• View AND Edit/Update
– Home and mailing address (eliminates current form)
– Home phone
– Campus address (eliminates current form)
– Alternate E-mail address
– Marital Status
– Emergency Contacts
– Ethnicity
TRAINING FOR EMPLOYEES
(SPRING 2011)
• Online guides (My UW System Portal)
• Open forum trainings for e-profile
• HR, UW Service Center & UWGB Help
Desk
• Training for student supervisors will be
held over two week period in April – watch
for dates
• More training to follow in Fall 2011
FUTURE HR, PAYROLL AND BENEFITS
COMMUNICATIONS
• Previous communications via e-mail, HR
blog and LOG
• Important: All future communications will
be through the My UW System Portal
• Check your portal a few times a week
SUPPORT FROM CAMPUS LEADERSHIP
(POSITIVE CHANGES TO CONSIDER)
• “Change” will be resisted by some
– Self service (making personal changes)
– Student hire template
– Online time entry and leave reporting
• We (entire UW System) are using the
functionality HRS provides. Right now
there are thousands of pieces of paper
floating throughout campus related to
hiring, payroll or benefits.
SUPPORT FROM CAMPUS LEADERSHIP
(POSITIVE CHANGES TO CONSIDER)
• Employees have more control over their
own information and supervisors can
better manage employee related data
• Data entry at the source means less room
for error
• Faster turnaround time for processes (long
term)
SUPPORT (AND PATIENCE) FROM
CAMPUS LEADERSHIP
• Processes will take longer initially
• Send employees to all applicable training
provided and open forums
• Learning curve - give employees time to
learn the new processes
• Bumps in the road – HR is learning a
completely new system also. There will be
mistakes that can be corrected.
SUPPORT (AND PATIENCE) FROM
CAMPUS LEADERSHIP
• Three to four HR, payroll and benefit staff
will be out of office each week for testing
and training beginning February 14th
through March 18th
• Additional in depth training for all HR staff
April 4-18th
• If you need assistance, please plan ahead
to the extent possible
INTRODUCTION TO HRS
OPEN FORUMS SCHEDULED
• Thursday, February 10th from 12:00 p.m. to
1:00 p.m. in 1965 room
• Friday, February 18th from 3:00 p.m. to
4:00 p.m. in 1965 room
• Monday, February 21st from 11:00 a.m. to
12:00 p.m. in 1965 room
• Thursday, March 3rd from 12:00 p.m. to
1:00 p.m. in 1965 room
INTRODUCTION TO HRS
• Contact Sheryl Van Gruensven if you
would like a presentation at a department
meeting
RESOURCES
• http://www.uwgb.edu/hr/hrs/
• http://hrs.uwsa.edu/
• https://my.wisconsin.edu/ (My UW System
Portal)