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Program
Chair Martin Krebs called the meeting
to order at 10:35 a.m. followed
by introduction of Council members and guest speaker Bill Randolph.
Bill began his discussion with an update regarding the Oracle HR/Payroll
module. Essentially, the initial implementation process began back in July
2001 and is scheduled to go live on June
27, 2002.
Oracle Training Administration (OTA) - This module has
been up and running since November 2001 and is available to employees. It
can track registration and training events, develop budgets and costs of
training events, and track the skills acquired from attending training
events.
Self Service (SSHR, SSEMP, SSMGR)
1. Track registration of training events (register for classes)
2. Employees will have the ability to view their pay stubs
3. Management will have the capability of reviewing work history
4. Ability to change personal information (address, home telephone number,
etc)
Bill emphasized that the paper process will still be available for
employees to use when self-service is unavailable and added that this would
not affect the "Who Is" site that stores e-mail and component
information.
Time Entry and Leave - Bill pointed out that time entry
and leave in the old system were processed separately. In Oracle, these
processes will combine into one and Departments will key the information
(rather than ITC who currently scans them). The following steps will be
involved:
1. Time sheets will be generated by the timekeeper with the Oracle
responsibility
2. The timekeeper will distribute the time sheets to employee
3. Employees will keep track of their time
4. Employees will give the completed time sheet to their supervisor
5. Supervisors will review and return the time sheets back to the
timekeeper
6. Timekeeper will enter the information
Question: Vicky asked would leave and time be collected monthly
or every 2 weeks.
Bill responded semi-monthly for Classified and biweekly for Wage employees.
Question: Diane asked would monthly employees be paid monthly
or semi-monthly.
Bill commented that new employees would be paid semi-monthly, existing
employees would be given the option of being paid semi-monthly or monthly
(but not before October 2002), and Faculty employees would continue being
paid monthly.
Recap
1. Leave and time combined
2. Time sheets turned in semi-monthly (rather than monthly)
3. New employees will be paid semi-monthly (not monthly)
Question: How much of the initial 50 million is left?
Bill made the clarification that the initial figure was 58 million (not 50
million). He went on to say that the costs associated with Oracle
Financials was 22 million, Oracle HR 8 million, leaving 28 million to
finance Oracle Student.
Question: Is Oracle schedule still on track?
Bill answered yes.
Question: Vicky asked would fixed assets go into effect.
Bill answered yes and suspects that an individual from Property Accounting
would enter the information along with a fixed assets viewer. He added that
there has been some discussion of a bar code to track equipment, but
nothing definite.
On a side note, Bill commented on the difficulty employees are having
with Oracle, especially in the financial arena due in part to individuals
not being familiar with accounting principles. He emphasized that like UVA,
other institutions are experiencing similar problems. Still, UVA employees
are doing much better than other institutions because we have good
employees with extensive training and better training materials.
Bill concluded by saying that Oracle will be used to store employee
information and will be the single source for employee information. For
this reason, he stressed the importance of moving forward and avoiding
reinventions of the wheel (such as having two 2 people entering HR
information).
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