Mosaic HR Information Session

August 19 and 27, 2014

McMaster University

Mosaic HR Module Overview Go-Live Support Model Change Impacts Mosaic HR Module Walk-Through

Training Administration Recruitment Solutions Time Management

What’s on the Horizon

Agenda

1

Mosaic HR Module Overview

The path to October 2014…and beyond

2

The Mosaic landscape for HRThe following modules are in-scope for HR Release One:

October 2014

• Core HR – Personal Information, Job Data, Compensation • Payroll – Payroll Processing, Taxes, Pay cheque• Benefits - Life, Major Medical, Dental• Time Management - Time Entry, Time approval, Leave tracking• Health & Safety - Incident tracking• Training Administration – Course enrollment, course tracking• Employee Self Service – View personal info, view pay cheque, enroll in training• Manager Self Service – Recruitment process, time approval, reporting• Workflow – Time approval, recruitment approvals• Pension – Weekly Interface with an external pension provider• Recruitment – Job posting, applicant tracking, offers, hire – Moved to December 2014

3

The Mosaic landscape for HRJanuary 2015

• Employee Self-Service (Full) – Update access• Manager Self-Service (Full) – Enhanced access to their employees information• Workflow – Enhanced approval workflow for manager self service• Pension – Self Service – including lump sum (commuted value) and annual pension

estimates – Moved to Spring 2015

4

Go-Live Support Model

5

Anticipated Go-Live Issues

• TM Workflow Approvals• Recruitment Workflow ApprovalsWorkflow

• Access issues• Granting rights• Can’t Log on

Security

• How do I…• Not functioning as expected• Where is the documentation

Process/Training/Documentation

• How do I access my data• My report is missing• I can’t find my data• Process Scheduler – Running Reports

Reporting

• Availability• Response times• Missing/broken functionality

Infrastructure/Apps Services

Process/How do I… Self Help and Training

Super User Network

HR Support from appropriate group: HRSC, FHS HR or SGS

Mosaic Project Teams (Tech & Project) and Oracle

UTS Service Desk

Security Issues

Reporting /Data…

Enhancement

Break-Fix

Go-Live Support Levels: HR

Support Model

Self Help Level 0: Training material, job aides, webinars, FAQs, regularly updated Mosaic Portal

Super UsersLevel 1: Super User Network – Provide multiple points of support for prompt issue

resolution. Open Labs to support Time Management, Super Users available by phone and email.

HR Offices Level 2: Contact your designated HR service rep in FHS HR or HRSC; or for grad pay issues SGS

MosaicProject Team

Level 3: Functional and Technical subject matter experts from HR, UTS, Deloitte and Oracle resolving more complex or systemic issues

UTSService Desk Technical Issues reported directly to UTS

Change Impacts

9

Employee Self-Service

On line Pay Advices View Addresses, phone numbers

Phase 2 You will be able to update your own information

On Line benefit status, dependents and beneficiary Phase 2 – On-line T4s Enrol in Safety Courses

Manager Self-Service

Able to view direct reports job information On line approvals (Recruitment, Time Management) Access to on-line reports and queries Able to see which employees have completed Safety courses

Change Impacts

10

Person ID

Everyone will have one ID - People who are currently an employee and student will have one ID

A single Person ID across all instances (CS, HR, FIN) Old ID will be stored within PeopleSoft so it is not lost One ID will be assigned to a person Length: 9 chars (zeros padded to 9 during our conversion)

Grad Studies Employment payments – Monthly to Bi-Weekly Pay

Aligns with the rest of the University and will mirror the staff pay calendar Easier for students to understand the timing of their bi-weekly employment

income; and to differentiate from the scholarship/bursary payment Scholarship/bursary payment to be paid from the Student System Starts in September at the beginning of the Academic year in MacVIP

Change Impacts

11

Mosaic HR Module Walk-Through

Training Administration

12

Employee/Manager Self-Service

Self-Service Training Enrollment – Safety Courses Track/View Employee Training (for new training; older training records still

held within EOHSS)

System Administration

Create Training Session Manage Waitlists Reschedule/Cancel Classroom Session Track/View Employee Training Create a New Online Course

Training Administration

13

Self Service Training Enrollment

14

Self Service Training Enrollment

15

View Training History

16

Mosaic HR Module Walk-Through

Recruitment Solutions

17

Talent Acquisition Manager

The component for administering recruitment processes within the PeopleSoft Recruitment Solutions platform.

Candidate GatewayThe applicant self-service front-end to Oracle's PeopleSoft Recruiting Solutions platform. It provides a gateway for both internal and external candidates to search, apply for, and track job opportunities.

Job Opening This is commonly referred to as a Job Requisition. This lists the information required to initiate the recruitment process.

Job Posting Applicant facing information that is associated with a job opening.

Dispositions Applicant’s status with regard to the recruiting process for a particular job opening.

Application DataApplication data refers to details about an applicant’s specific application to a specific Job Opening such as their resume, cover letter, transcripts and supplementary documents.

Applicant DataApplicant data refers to details about an applicant’s personal information such as name, address and contact information. It also includes details about an applicant's application history in the system.

Recruitment Solutions Key Terms

18

Recruiting Roles in PeopleSoft Recruitment Solutions

Primary Hiring Manager

This individual is normally the immediate supervisor of the new incumbent for the job that is being recruited.

Recruitment Coordinator

This individual, if applicable, administers the recruitment process on behalf of the Primary Hiring Manager. This is a custom role which will provide the same access to the system as the Primary Hiring Manager, however without approval capability.

RecruiterThis individual is the ‘back-office’ representative who oversees the recruitment process initiated by departments.

19

Overview and Components - Job Opening

1 • Primary Job Opening Information

2 • Recruiting Details

3 • McMaster Information (incl. funding source)

4 • Screening Settings

5 • Job Posting Information

6 • Recruiting Team

7 • Add Supplementary Documents and Obtain Approvals (if applicable)

20

21

Job Board

22

Demo- Job Posting on Candidate Gateway

23

What’s Changing? – Job Opening

Manual forms vs. PeopleSoft Recruitment Sites Scope for Recruitment Solutions- All employee

groups including faculty Screening Questions Supplementary Documents Approval Workflow

24

What’s Changing? - Applying for Jobs

Application Process- Recruitment Sites (Internal and External)

Resume Formatting Supporting Documents Email Job Postings to friends View notifications and interview schedules Review offers of employment

25

Internal Applicants (People in Mosaic)

26

External Applicant- (People not in Mosaic)

Register as a New User Sign-In Using Existing Username and Password

27

Demo – Screen and Select Applicants

28

What’s Changing? - Screen and Select Applicants

Dispositions – Status of an applicant in the Recruitment Cycle

Internal Applicant Profile Query Schedule Interviews (If applicable) System Flexibility

29

Internal Applicant Profile Query

30

Other Features and Functionality

Add an Applicant to Job Opening Search and link the applicant Add additional documents

Making Job Offers Creating Job Offers Approving Job Offers Accepting and Rejecting Job Offers

Prepare For Hire Migrate applicant information into HR system electronically Efficient way of sending information to HR

31

Mosaic HR Module Walk-Through

Time Management

32

Time Management

Time management has two intertwined functions Entry of time worked Tracking time away (e.g. vacation)

Definitions

Time reporter types Positive: reports all time worked Exception: reports exceptions to a regular schedule

Employee types Salaried Exception hourly Hourly

What’s Changing in Time Entry

Ability to bank overtime Ability to track flex-time Employee self-service

Option for employees to enter their own time Limited at launch, gradual rollout

Electronic workflow for time approval Examples of Absence that will be tracked using Time

Management Vacation Sick Days Personal Days (Unifor) Compensatory days off (TMG) One off Unpaid Days Paid Parental Leave Bereavement Jury Duty

What’s New: Leaves and Absences

Replaces multiple faculty and department systems with a single, consistent, University-wide system

Provide a consistent method of reporting Provide a clear accounting of the number of days

used and remaining Balances will be on the Pay Advice Statement

Provide an electronic way for staff to request future vacation time

Make it easier for staff who switch departments to move their remaining days

Impact on Employee Groups

Some employee groups already track leaves and absences in MacVIP

Additional groups, notably UNIFOR and TMG, will begin tracking leaves and absences

Time Management will not be used to track one-off Sick Days and Vacation time for Faculty Members

Time Management Demo

Reporting and Banking Overtime (UNIFOR Unit 1) Reporting Management Compensation Days (TMG) Reporting Personal Day (UNIFOR Unit 1)

What’s on the Horizon?

Present to Go-Live

39

What's on the horizon? Present to Go - Live

Project Team Parallel Payroll Testing Assisting with Training Development & training User acceptance testing – Recruitment and Reporting Implementing fixes from UAT testing Creating and testing the cutover plan Setting up go-live support

What's on the horizon? Present to Go - Live

Super Users User Acceptance testing Train the trainer training Training Development & training Knowledge Transfer Go-live support training

Questions ???

More Information

Mosaic Web Page - http://www.mcmaster.ca/mosaic/ Recorded Webinars (links on Mosaic web page)

Time Management - Reporting Time Time Management - Reporting Absences Recruitment Solutions