Agenda

What is EA One?

How will the new HR and Payroll system impact schools?

Tea Break - Interactive Comments & Networking

How will Online Recruitment impact schools?

Next Steps & Feedback

What is EA One?

Who is impacted by EA One?

Approx. 21,000 Teachers

Approx. 39,000 Non-Teaching staff

Approx. 3,000 recruitment drives, receiving and

reviewing 26,000 applications annually,

taking on average 22 weeks to fill a position.

…runsTogether we pay…

…across 1,100+ organisations across the

Northern Ireland (NI) Education Sector

What do we have today?

Recruitment HR Service Finance & Procurement

6 Databases

12 payrolls

EA

Payroll

DE

What problems have you told us about?

It takes too long for me to fill

positions

I have no way to see information about my team

Processes are paper based which creates delays and risks for information sharing

We spend too much time looking for the right forms for the right category of

staff

HR and Payroll is really complicated

We needappropriate training

for new systemsReporting is disparate

What are we doing about this?

Recruitment HR Service Payroll Finance & Procurement

What will be new about EA One?

• Digital and online way to view and amend personal details and view staff members’ HR information

• Replaces paper-based and offline processes for updating or receiving information from EA HR Services/Payroll or DE Waterside House

• New payroll system, integrating payrolls from historic ELBs

• Replaces ResourceLink for EA roles and spreadsheet-based system for Teaching staff

• Digital and online system to initiate, track and complete recruitment process

• Replaces paper-based processes and offline systems for recruiting EA roles

When is this happening?

Final Phase:

20219 January 2020

Regional Phases starting

2020

Schools will receive a minimum of two to three months’ notice of when their staff will be moved to the new HR/Payroll system.

How are we preparing for EA One?

User Assurance Testing

EA One User Group

Online Recruitment Steering Group

Transformation Team Principals

Schools Engagement Sessions

Engagement at all Stages

How have schools been involved?

Hearing from the EA One User Group

What will be the benefit of EA One?

What is Online Recruitment?

• Schools complete eRequisitions using job role templates, with full visibility of recruitment process and applications received

• Candidates build a candidate profile to apply for multiple roles online

• Automated notifications and correspondence can be created using templates

• Information will integrate with HR system, meaningpersonal details transfer seamlessly upon appointment

Lessons Learned from Phased Implementation

• Over 400 EA line managers have now attended face-to-face training

• Key lessons learned:

• Increase the variety of job description templates available

• Increase the period where we pause accepting new job requisitions (six weeks over holiday period – 28 Nov to 8 Jan)

May 2019

9 January 2020

Phased Implementation

Average time from eRequisition to Offer in EA HQbefore and after Online Recruitment

22 T O

How does this benefit schools?

Principal - Jane

TeacherBen

SecretaryAnne

ICT TechnicianAlan

Requisition – Today vs. Online Recruitment

Jane emails requisition form to

Recruitment

Recruitment advertises on

fortnightly schedule

Jane waits for applications to be

posted to school by Recruitment

Board of Governors review

applications

Anne scans copies ofeach application for Board of Governors

Jane completes requisition online

Post advertised as requisition received

Jane can open applications on screen or print directly from EA One

My schoolneeds a new ICT

Technician!

Requisition – Today vs. Online Recruitment

My vacancy is advertised sooner because I’m not

constrained by a two week window for advertising.

I can track the volume of applications comingin and plan accordingly.

I don’t have to stand at a

copier for ages making copies of the paper applications.

Updates candidate status, triggering templates for unsuccessful/invite to

interview letters

After interview, uploads Summary

Score Sheet

Updates candidate status, issuing correspondence

Drafts and sends unsuccessful letters

Schedules interviewsand drafts/sends

invitations

After interview, posts documentation to

Recruitment

Successful candidate

completes pre-employment

checks

Awaits outcome of offer made by Recruitment to

successful candidate

Shortlisting & Interview

The Board of Governors

have selected 5 candidates

for interview!

I’m spending less time drafting and posting correspondence as

the system provides all templates.

I don’t have to post interview documents to Recruitment.

I have visibility of where each candidate is in

the process.

Shortlisting & Interview

Creates candidate profile with standard application questions

Gets notified that vacancies arise and completes unique

answers for each role

Receives automated confirmations and

emailed correspondence

Receives outcome

Candidate’s View

Download and complete

application form

Email or postapplication to Recruitment

Request confirmation of

receipt

Await letters regarding outcome

Repeats full process for all applications

I am applying for multiple ICT roles in

schools!

Candidate’s View

I’m saving time because I don’t have to

re-enter the same information for every

application.

I can see what stage of the process my application is in.

I’ll be in post sooner because the online

process means each stage is faster.

I will never miss a job opportunity thanks to

the notifications

What training will I get?

We are developing a blended learning training approach which will:

• Support and enable you to truly embed the new system and processes into your ways of working

• Support you to be ready to use EA One as part of your role

Training will be delivered and made accessible ‘just in time’ or ‘just when you need it’

Training will be specific and relevant to you based on your role & responsibilities

Training will use the most efficient and effective methods and channels for delivery

Training will be developed with sustainability, creating materials you can implement for future employees

Training will be as interactive as possible enabling you to provide feedback to enhance your learning

What training will I get?

Face-to-faceTraining

Full day training session

Maximum of 20 people per session

Variety of training dates available

Regional training locations

Two nominees per school with responsibilities as Hiring Manager and Hiring Manager’s Assistant

User Guides

Demo Videos

Grab a tea/coffee

Grab a post it and let us know your thoughts

Speak with our EA Directorate and EA One Project representatives

What will be the benefits of EA One?

Complete HR/Payroll tasks such as:

• Update personal information• Update bank details

• View employment history (own and team’s)• Request and Approve Annual Leave (non-teaching staff)

• Complete and Approve Medical Self-Certification

What is Self Service?

How does this benefit schools?

Principal - Jane

TeacherBen

SecretaryAnne

ICT TechnicianAlan

Updating Personal Details – Today vs. Self-Service

I have moved home so I have changed banks

and address.

Ben receives a change of details form with

his payslip

Completes the paper form

Posts form to DE

Ben’s details are updated and his pay goes into his

new bank!Ben updates his details on

EA One Self-Service, which automatically checks validity of sort code and address

DE reviews sort code and

post code

DE contacts Ben to correct any errors

Updating Personal Details – Today vs. Self-Service

Post might have caused a delay where I miss the

payroll deadline, but now I know my pay will go into

the right bank this month.

I know DE have the correct details because the system automatically

validated my sort code.

Medical Self-Certification – Today vs. Self-Service

I cannot work for two days due

to an injury!

Anne advises herline manager, Jane,

of her injury

Jane provides Anne with a self-certification form

upon return

Anne completes the form

Anne receives the correct sick pay

Completes self-certification on EA One Self-Service

Anne or Jane poststhe form to Payroll

Jane signs form

Advises Jane of her absence

Jane approves on EA One Manager

Self-Service

Medical Self-Certification – Today vs. Self-Service

The system sent everything to Jane so I don’t have to find her to get her signature.

I know Payroll have my self-certification info today as I don’t have to rely on post

getting to them in time.

I didn’t have to search for the right form for non-

Teaching staff – it’s all in the system.

What is the new Payroll system?

Digital Timecard & Payroll system, linked with HR Self-Service

• Timecards pre-populated according to employee’s normal working hours recorded in HR system

• Built in digital approvals for budget holder• Eliminates regional payrolls, allowing for better EA wide

reporting on absence, sickness, etc.

Timekeeping – Today vs. Digital Timecards

I’m responsible for timesheets at my school.

TeacherBen

ICT TechnicianAlan

Anne needs to ensure Ben and Alan receive the

right pay.

SecretaryAnne

Timekeeping – Today vs. Digital Timecards

Anne amendsAlan’s hours in ResourceLink

Anne prints timesheet before submission

Jane signsprinted timesheet

Alan and Ben receive the correct pay!

Anne amends Alan’s and Ben’s pre-populated timecards

Anne submits on the payroll system and files the printed timesheet

Jane approves and submits timecards

on EA One

Anne completes spreadsheet with Ben’s

absence details Jane emails

spreadsheet to DE

Timekeeping – Today vs. Digital Timecards

Now I have one process for

all staff!

I don’t have to manage

files of paper timesheets!

It’s easier for me tomonitor staff time

and oversee my budget.

What training will I get?

User Guides

Demo Videos

How to Update Bank Details

How to Request Annual Leave

How to Update Personal Details

Intro to Self-Service Navigation

What training will I get?

Face-to-faceTraining

Half day training session

Maximum of 15 people per session

Variety of training dates available in 4 weeks leading to implementation

Training locations will reflect the locations of the implementations

Two nominees per school with responsibilities as Timecard Inputter and Submitter

User Guides

Demo Videos

Overview of the End-to-End process

Hands on experience in the system

Supporting colleagues with Self-Service

Introduction to Online Timecards

Introduction to EA One Navigation

What training will I get?

UnderstandInstructor will provide you with knowledge and theory of each process.

SeeInstructor will provide system demos relating to each process.

DoYou will complete multiple system activities based on real life scenarios to consolidate learning, including activitieson how to fix errors.

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How do I learn more?

Reach out tous by email

Join the EA One User Group

Check for updates on our

website

Get Involved!

eaone@eani.org.uk

www.eani.org.uk/EAone

Share your thoughts!

Share your knowledge!